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Tracking EM Miles by State

EM Miles by State (Australia: EM Kilometres by State; Canada: EM Kilometres by Province) posts trip mileage by state/province for IFTA and other required mileage reports. The form title follows Default Country in HQ Company Setup.

Open it from EM Programs, or File > Miles by State from EM Meter Readings or EM Fuel Posting. It reads and updates its own miles-by-state tables only. It does not update equipment odometers on EM Equipment. Posting is for reporting only, through EM Batch Process.

Before you start​

  • Equipment exists in EM Equipment.
  • State/province codes are valid in HQ States for the company’s Default Country. Invalid state: error, record not saved. Label is State (US/AU) or Province (CA).

Steps​

  1. Open EM Miles by State (or the kilometres variant) and start/open a batch.
  2. Enter Equipment. Disabled after lines are added.
  3. Enter Reading Date (typically the trip day). Null on the first batch entry, then defaults from the previous transaction.
  4. Enter Begin Odo and End Odo (apply to all lines on the header). Begin Odo defaults from the End Odo of the last miles-by-state posting, not the current odometer on EM Equipment. Together they produce Total Miles above the header.
  5. Enter Seq # (existing sequence, or N / New / +). Header Action: new records default A-Add (locked). Existing: C-Change or D-Delete (deletes from related module files). Toolbar / Records delete only removes the batch line.
  6. Add Info lines (as many as needed to distribute Total Miles):
    • Line (N / New / +) and Line Action (same A / C / D rules).
    • Usage Date (initially defaults the header Reading Date).
    • State / Province (valid HQ States code).
    • Loaded: on-road miles with a full load. If the state does not require loaded vs unloaded, put both loaded and unloaded on-road miles here.
    • Unloaded: on-road miles empty. If no breakdown is required, leave blank and include unloaded miles in Loaded.
    • Off-Road: miles not on a main highway (for example logging roads or site unloading).
  7. Watch Undistributed (above the lines). It starts as Total Miles; each saved line subtracts Loaded + Unloaded + Off-Road. Finish with Undistributed 0.00 when possible.
  8. Process the batch with EM Batch Process.

Undistributed / out of balance​

  • Leaving a line with Undistributed ≠ 0.00 shows a message that the sequence has undistributed or over-distributed miles, but entry is still allowed.
  • At post, if Undistributed ≠ 0.00: message that the batch still has undistributed or over-distributed miles. Cancel (recommended) or continue. Cancel opens EM Batch Warnings listing out-of-balance sequences (equipment, total miles, undistributed amount).

Replaced odometer​

  1. Post one entry so Begin Odo matches the last reading before replacement.
  2. Post another entry that manually sets Begin Odo to the new meter at replacement and End Odo to the meter’s current reading.

Notes​