Important Note

Microix Support does not provide assistance for setup or training. For setup or training services, please contact sales@microix.net for a quote.

Pre-Requisites

Before using the Travel Reimbursement feature, ensure the following requirements are met:

1. The Requester must be configured in the workflow for the Accounts Payable document type.

2. The Approval Process must be completed for the Accounts Payable document type.

3. Proper Security Permissions must be granted to users via Maintenance > Security for Travel Reimbursement.

   • If you plan to use per diem rates from GSA, you must also grant button permissions.

   • To enable this, while on the security page, go to Roles > Button/Function, search for GSA, and apply permission for the appropriate users.

Setup for Use (Administrator)

Step 1: Set Mileage Reimbursement Rate

1. Navigate to Maintenance > Global Settings.
2. Search for "mileage".
   
3. Use the pencil icon to enter the reimbursement rate.

Step 2: Set Default GL Account for All Categories

1. Navigate to Maintenance > Global Lookup.
2. Expand Purchase Order > Travel Expense.
3. Set the default GL account for each category.

Step 3: (Optional) Turn on OCR Validation

1. Navigate to Maintenance > Global Settings.
2. Search for "OCR".
3. Set to True to enable AI Capture.
4. This feature uses OCR to extract receipt values and vendor details automatically.

⚠️ Note: Enabling OCR will slow the receipt capture process.
Important: Travel expense categories are predefined. They cannot be renamed, and new ones cannot be added.

Record Expenses (Users)

Step 1: Create a New Expense Reimbursement

1. Navigate to Travel Reimbursement from the navigation menu.
2. Click NEW and select a category.
3. Enter the purpose/description of your travel.
4. Based on the selected category, complete the required fields.
5. Attach your receipt:
• Desktop: Drag and drop the receipt onto the page or click Upload Receipt to browse from your computer.
• Mobile: Click Upload Receipt to use your phone’s camera to capture a copy of the receipt.

Step 2: Submitting Reimbursements for Approval