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What's new in Expense Agent: Improved Mileage Handling

4:51 · audience: consultant, admin, end-user · presenters as heard: not introduced · watch on YouTube

Video thumbnail of What's new in Expense Agent: Improved Mileage Handling

Timeline

Intro and the old single-rate limitation (0:00)What is new: date ranges and vehicle types (0:38)Demo: mileage rate setup (1:48)Demo: creating a mileage expense (3:07)Wrap-up (4:09)demo: Mileage rates per perioddemo: Automatic mileage amount calculationdemo: Mileage rates per vehicle typedemo: Standard mileage ratedemo: Currency code on mileage ratesMileage rates per period (0:18)Mileage rates per vehicle type (1:21)Standard mileage rate (1:48)Currency code on mileage rates (2:41)Automatic mileage amount calculation (3:07)0:001:002:003:004:00

Blocks are chapters, the teal band is a demo, dots are feature mentions, orange ticks are "preview, subject to change" moments. Everything is clickable and opens YouTube at that second.

What's new in Expense Agent: Improved Mileage Handling

This video covers changes to mileage handling in Expense Agent. Mileage rates can now have start and end dates, so a new rate for the next period can be set up ahead of time. Rates can also be set per vehicle type, such as car, truck, SUV or motorcycle. The presenter shows the setup in Expense Agent setup and then creates a mileage expense, where the user picks a vehicle type and the amount is calculated from the date. The simple standard rate model still works for companies that don't need this.

Watch: https://www.youtube.com/watch?v=cWVhWBMbXb4 (4:51). Area: Expense Agent. Audience: consultant, admin, end-user. Presenters as heard: not introduced by name.

Chapters

  • 0:00 Intro and the old single-rate limitation (1 min)
  • 0:38 What is new: date ranges and vehicle types (1 min)
  • 1:48 Demo: mileage rate setup (1 min)
  • 3:07 Demo: creating a mileage expense (1 min)
  • 4:09 Wrap-up (1 min)

Features in this video

Quotes

  • 0:53 "so you do not need to change in the moment when you have new amount" - States the benefit of date ranges: the next period's rate can be entered ahead of time.
  • 1:10 "If you don't need, you can skip only one simple model, so you are not supposed to use this." - The new setup is optional, and the simple single-rate model stays available.
  • 1:36 "Okay, in vehicle type situation you need to choose which one you are using." - With vehicle types configured, the user has an extra step when entering mileage.
  • 2:04 "So, if you put standard rate of mileage, system will not look into do this new complicated and more complex mileage setup." - Design decision: a filled-in standard rate overrides the new mileage rate setup.
  • 2:56 "most of cases for mileage companies are using local currency, so you do not need to add local currency here." - Explains that the currency code on mileage rates is usually left empty.
  • 3:31 "you will see I didn't get calculated amount even if I have 1.2 dollars" - Shows that no amount is calculated until a vehicle type is chosen, even when a standard rate exists.
  • 3:56 "Because this is 2016 year. And if I choose truck, you will see this is calculated 2.5 per miles." - Shows the rate being picked by date and vehicle type. The year is said as 2016 although the setup was described as 2026, probably a slip.
  • 4:22 "If you do not have different vehicle types, you keep it simple." - Summarises the design: without vehicle types the system picks the amount from the date alone.

Documented features matched

Cleaned transcript (auto-captions, 4:51)

What's new in Expense Agent: Improved Mileage Handling

0:06 Welcome to BC Central launch edition 2026 wave two and welcome to new video in expense agent series. In this video I will try to explain what we improve in mileage handling. So, first I just explain what I already have in overview expense agent, but I just want to repeat and then going straight forward to demo. >> [snorts] >> So, earlier you could simple set up mileage only one amount for all different types of mileages and we didn't have date range.

0:38 Now, if you have specific mileage changes from year to year or from month to month, whatever situations, so you can set set up what is starting and ending date for your mileage allowance and then you can set up immediately for the next period, so you do not need to change in the moment when you have new amount if this is for example based on authorities, so system will automatically behave the last day of previous period, system will use previous allowance amount, in next period system will use new allowance amount.

1:10 So, if you need this complexity, you can go to mileage array setup and you can set up a date range. If you don't need, you can skip only one simple model, so you are not supposed to use this. On the other side, you can also expand the setup different vehicle types, so you can set up different mileage for period and for different vehicle types, so you can have for car, for truck, for SUV, motorcycle, whatever type of vehicle you are using, you can set up without any problem and system will use automatically. Okay, in vehicle type situation you need to choose which one you are using.

1:48 Okay, now let's go to the demo. I want to explain where you can set up and how to use this. So, okay, where you need to set up? You need to open expense agent setup and you already have previous setup here, standard rate of mileage. So, if you put standard rate of mileage, system will not look into do this new complicated and more complex mileage setup. You can use this simple model if you do not have complex business needs. So, all good. This is what we already had previously. But now, even you have setup here, if you configure your mileage rate setup,

2:28 I have in my example here for 2026 rate for cars and for next year different. So, it was 1.25, now 1.30 from next year and the same for trucks. So, you can see I have different types and different years. For vehicle type, you have new table where you can set up car, truck, motorcycle, any type of vehicle you are using and then you can configure specific you can also use currency code, but this is up to you. You know, most of cases for mileage companies are using local currency, so you do not need to add local currency here.

3:07 Okay, this is how you need to set up. Now, I am in expense agent and I want to create new mileage. Create mileage expense. So, I have new one. Okay, from this address to Microsoft, for example, Microsoft LinkedIn. Okay. So, you can see what I have because I have configured vehicle vehicle types. If I didn't have, system will not offer these vehicle types, but as I have vehicle types, I need to select which one and you will see I didn't get calculated amount even if I have 1.2 dollars

3:44 there in configuration because now I have mileage setup. So, in this case, I must choose what I want to use. So, if this is car, you can see calculate as 1.25. Why? Because this is 2016 year. And if I choose truck, you will see this is calculated 2.5 per miles. Again, this is amount for trucks and this is based on in 2016. So, this is how system it works. There is nothing special there. So, we try to make this as more automated as possible. So, only what you need to do if you have different vehicle types, you need to choose which one you use.

4:22 If you do not have different vehicle types, you keep it simple. System will look into your dates and automatically populate your amount you need to submit. That's it about mileage. We try to keep simple as simple as possible. Thank you for watching this video. >> [music]