How can I add postcodes to mileage claims?

This article covers adding postcode fields to mileage expense claims, using custom 'Attributes' added to the relevant 'Chart of account rule'. Once set up, 'Postcode from' and 'Postcode to' fields appear automatically on the expense entry screen for mileage claims, on both desktop and the mobile app.

Creating the postcode attributes

1. Navigate to 'Attributes' and select 'New'
2. Create an attribute for the first postcode field – for example, 'Type name' x_PostCodeFrom, 'Description' 'From Postcode'
3. Under 'Allows', tick 'Posting' and 'No values', since this attribute only needs to accept free text and doesn't use a predefined list
4. Select 'Save'
5. Repeat these steps for the second postcode field – for example, x_PostCodeTo, 'To Postcode'.

Using a prefix such as x_ on the 'Type name' makes custom attributes easy to identify later.

Adding the postcode attributes to the mileage Chart of account rule

1. Navigate to 'Chart of account rules' and open the rule used for mileage claims – for example, 'TaxBand(NA), Dept(R), Except(O)'
2. Select 'Select' to add a new attribute row
3. Add both postcode attributes to the rule, alongside any existing attributes such as 'Department' and 'Tax Band'
4. Tick 'Req' against each postcode attribute if postcode entry should be compulsory
5. Select 'Save'.

If this Chart of account rule is shared across multiple accounts, adding the postcode attributes affects every account using that rule. If you only want postcodes on mileage claims specifically, create a new rule containing the postcode attributes and assign only the mileage expense account to it, rather than editing a shared rule.

Confirming the postcode fields appear on a mileage expense

Once the mileage expense account is assigned to a Chart of account rule containing the postcode attributes, the 'Postcode from' and 'Postcode to' fields appear when submitting a mileage claim, whether on desktop or the mobile app.