Configure Mileage Expense Categories

In the "PSA Basic Guide to Quoting Pricing and Billing" white paper mileage expenses are described as a type of expense category in Project Service that can be configured. The setup suggested is to create a Mileage Expense Category and Transaction Category, and then configure the Price List Item to be "Price Per Unit." The resource would then be able to use the Amount field on an expense entry to hold the number of miles and the mileage total would be calculated when the expense is submitted as Amount * Sales Price. 

Suggested setup of Chargeability View (project price list):

However at the time of this blog when the expense is submitted the system calculation sets a quantity of 1 every time. This results in the mileage equating to (1*sales price).

This has been identified as a bug by Microsoft. However if you can't wait until the next release you can always use the "Markup Percentage" method instead. 

Markup Percentage Method:

On your Sales Price List setup a Transaction Category Price and set the Pricing Calculation on your price list item to Percentage Markup. Set the percentage to be the rate at which you would like your mileage to be calculated. (Note that it is a markup percentage – it calculates Amount*(1+X%)).

Example:

In this example we want to charge $0.56 for every mile. A Mileage Expense is entered with an amount of $40. We take this as 40 miles. We set our Percentage to be -44%. When the expense is submitted the calculation runs: (40miles * (1 + (-.44))) = (40 * .56) = $22.40.

Your mileage is now calculating correctly! This method could always be applied to other types of expenses as well. Just remember depending on your requirements you may need to do the same configuration to your cost price list as well as sales price list.