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Version: Current

Troubleshooting: Mileage Calculation Errors

Problem​

When creating or reviewing a Mileage Expense, the calculated Distance or the final Amount seems incorrect.

Common Causes​

  1. Incorrect Addresses:
    • Typos or incomplete addresses entered for the Start, End, or Stop locations.
    • Incorrect address selected from the suggestions provided by the mapping service (Google Maps).
  2. Route Planner Issues (Google Maps):
    • The mapping service calculated an unexpected or inefficient route based on the addresses provided.
    • Temporary issues or changes within the mapping service API affecting route calculation.
    • Addresses are too close together for a meaningful route calculation.
  3. Incorrect Mileage Rate: The wrong Mileage Rate was selected or applied to the expense (if multiple rates are configured).
  4. Manual Distance Override: The user manually entered a Distance value, overriding the route planner calculation, and the entered value is incorrect.
  5. Odometer Errors (If Using Odometer Type): Incorrect starting or ending odometer readings entered.

Troubleshooting Steps​

  1. Verify Addresses:
    • Open the mileage expense.
    • Carefully check the spelling and completeness of all entered addresses (Start, Stops, End).
    • Ensure the correct address was selected from any dropdown suggestions.
    • Correct any address errors and Save. The route and distance should recalculate.
  2. Review Calculated Route: Examine the map displayed (if available). Does the calculated route seem logical and represent the actual path taken? If the route seems significantly wrong, double-check the addresses.
  3. Check Mileage Rate:
    • Verify the correct Mileage Rate is selected from the dropdown (if applicable).
    • Confirm with your administrator that the configured rate values (Settings > Dimensions > Mileage Rates) are correct.
  4. Check for Manual Distance Entry: Is the Distance field editable? Was a value manually entered? If so, verify the manually entered distance. Consider clearing the manual entry to allow the route planner to recalculate based on addresses.
  5. Check Odometer Readings (If Applicable): If using the Odometer method, double-check the odometer_from and odometer_to values entered. Ensure they are correct and logical (To > From).
  6. Test Route Externally: Enter the same Start, Stop, and End addresses directly into Google Maps (or another mapping service). Does the distance calculated there match (approximately) what Zudello calculated? Minor differences are possible, but large discrepancies might indicate an issue needing support investigation.
  7. Validate Expense: After making corrections, click Validate Expense. Does the final calculated Amount (Distance * Rate) now appear correct?

Need Help?​

If mileage calculations remain incorrect after checking addresses and rates, contact Zudello support. Provide:

  • The Document UUID of the mileage expense.
  • The exact addresses entered (Start, Stops, End).
  • The expected distance and/or amount.
  • Screenshots of the mileage expense screen showing the calculated route and amount.