Setting up company policies for mileages
You can define company policies so certain repetitive work flows are triggered automatically. For example, you can trigger the following actions:
| Action | Description |
|---|---|
| Automatically approve documents below a specified limit | Documents below a certain limit will be approved automatically. This is useful if you want to avoid extra approval work when handling documents with low amounts. Instead, you can set a fixed limit for a specific period of time, and everything will be approved automatically. |
| Refund documents only up to a specified limit | This rule sets an upper limit for the refundable amount for a certain document type. For mileage, this will make mileage refunds only up to this limit possible, while expenses will be allocated into a refundable and a non-refundable part. It will be indicated to the approver and the admin if the limit was exceeded. When setting up this rule in Company Policies > Edit List, leave the Period of Time column blank. |
| Give a warning for documents above the set limit | A warning comment will be added to documents exceeding a specified limit. This will not prevent any documents from being approved or posted, but it will indicate to the approver and the admin that the limit was exceeded. |
Company policies are defined for users or user groups on mileage vehicles and on the Expense Types page for a specific time period. The following list clarifies the values of a time period:
- A day — is within 24 hours
- A week — is Monday to Sunday
- A month — is the calendar month of the document
- The year — is the current calendar year
Setting up company policies for vehicles
To set up company policies for vehicles, follow these steps:
- Search
for and select Vehicles. - Choose the vehicles you want to create a new company policy for.
- On the action bar, click Company Policies.
- Fill in the relevant fields.