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The Manage Unspecified Clients/Locations feature allows you to easily rename any unnamed clients or locations, ensuring that your mileage logs are complete and IRS-compliant.
Unnamed clients or locations can be created if you have enabled automatic trip logging in the MileageWise mobile app. When a stop is logged that doesn’t match any existing clients or locations in your list, the trip is saved as an anonymous visit, with only the address details attached. Before finalizing your mileage log, you need to rename these unnamed entries.
This tool is especially helpful if you realize that a client’s category or trip purpose (e.g., business vs. personal) is incorrect. This is crucial for keeping an accurate business-to-personal ratio, which is vital for tax deductions. Fixing these issues last minute before printing would be difficult, but this tool simplifies the process.
Steps to Manage Unspecified Clients/Locations:
Navigate to the Trips Menu
- Go to Trips and click on the “Useful tools” option in the top right corner.
- Select Manage Unspecified Clients/Locations.
2. Rename the Clients/Locations
- You will see a list of unnamed clients or locations.
- Enter appropriate names for the clients or locations associated with the address data provided.
3. Save Your Changes
- Once you have entered the names, click on Save.
- The names will be updated throughout your system, both in the Trips menu and in your client database. You can now edit other client details if necessary, like the trip purpose or address.
4. Ensuring Accurate Records
- When preparing your mileage logs for printing, the system will provide a warning if any clients or locations remain unnamed. This prevents you from finalizing a mileage log with incomplete data and ensures your log is accurate for IRS purposes.
Bonus Tip:
If you realize after logging your trips that a certain client or location has an incorrect category or trip purpose (such as being marked as “personal” instead of “business”), you can use this tool to quickly update it without needing to go through each individual trip.
By following these steps, you can ensure your mileage logs are compliant, properly categorized, and ready for IRS review.
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