recording travel expenses in outlook calendar appointment entries

[Beth]

i would like a quick and simple way to record travel [mileage] expense in a
log with each appointment in outlook calendar. purpose: quick reference for
reimbursement or tax records.
at the end of the month and/or year, i would like to view all of the
mileage expenses in a list, without going through each appointment to view
notes.
does this function exist in Calendar?? I found it in tasks, but that would
mean listing every appointment both as a task as well as an appointment in
calendar.

 

[Charles Kenyon]

Journal is closer. Excel is sort of built for this sort of thing on an
ad-hoc basis; Access for building an application.

If you use either the calendar or the journal, and then have a "contact"
named Expenes2006 you can attach that contact to the journal or calendar
entry and use the activities tab in the contact to gather them when needed.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide


--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

 

[Ian]

you could add the mileage in the notes area (assuming you didn't use it for
anything else - and that's a big assumption!), then export calendar to an
excel file where you can hold a column for the mileage.

the apparently crazy thing about the calendar is that when you go to export
the file there is an option to map fields...and mileage is shown as a field,
but it's not visible as a field in calendar...anyone know why?

Ian

Journal is closer. Excel is sort of built for this sort of thing on an
ad-hoc basis; Access for building an application.

If you use either the calendar or the journal, and then have a "contact"
named Expenes2006 you can attach that contact to the journal or calendar
entry and use the activities tab in the contact to gather them when needed.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide


--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

i would like a quick and simple way to record travel [mileage] expense in a
log with each appointment in outlook calendar. purpose: quick reference
for
reimbursement or tax records.
at the end of the month and/or year, i would like to view all of the
mileage expenses in a list, without going through each appointment to view
notes.
does this function exist in Calendar?? I found it in tasks, but that
would
mean listing every appointment both as a task as well as an appointment in
calendar.

 

[Frank]

I too would like to be able to track mileage associated with an appointment
and have had no luck in finding out how to do so.
Have you found a solution to your mileage expence question?
I do understand that the "Tasks" has a Mileage field, but does it allow for
a monthly, annual totals.
Is there a "mileage" field in the "Appointments"?
does it work if you "export" your tasks to an excel spreadsheet?

Frank

 

[Tom Kosi]

This is how I do it. When creating an appointment, I use the Category field
to record the tax expense category (like 'Medical', etc.). For Location, I
put some short acronym or phrase (like 'HMH' or 'Gilbert'). Then when you
export the Outlook Calendar to Excel, you can use the VLOOKUP function
against another worksheet containing Locations & Mileages (& address details,
etc.) to insert the mileage into the Calendar Mileage column.