Advanced Mileage Tracking

Good day, Stacy5.

Allow me to share some information about entering mileage into QuickBooks Desktop.

It's automatically approved when you enter mileage directly into QuickBooks. Once a trip is on the Approved list, you can no longer change it. As a result, we can only delete and recreate it so that you can enter the correct customer in the mileage entry.

To delete: 

1. Go to Company menu.
2. Choose Enter Vehicle Mileage.
3. Select the Previous arrow at the top to open the previously entered mileage.
4. Press Ctrl + D in your keyboard to delete the mileage entry.
5. Hit Yes to confirm.

Once done, you can now recreate the mileage entry and select the correct customer. I'm adding this article to learn more about mileage tracking: Set up mileage tracking in QuickBooks Desktop.

I've also included this link to our Help page for more related topics about Sales and customers.

If you have any further mileage questions, feel free to return to this thread. I'd be delighted to answer them for you. Take care and have a great day!

My manual transactions are not showing in the Approved column, even after hitting Refresh.  I know the transactions are there because I can see them when I run a report. 

Manual transactions are not showing up in the Approved column, even after hitting refresh. I know the transactions are there because I can see them when I run a report.

Hi, @Stacy5.

Let's investigate why the mileage transaction is not showing up in the Approved column and resolve the issue you've encountered. 

We will use the Verify utility to detect any damaged data. Then, Rebuild will attempt to repair the detected damaged data. It also enables your QuickBooks software to update the data within the company file.

Before you begin the Verify and Rebuild process, let's create a backup copy of your company file. 

Follow the steps below on how to verify data:

1. On the top menu, click File.
2. Choose Utilities.
3. Select Verify Data.
4. Click OK when you see the message QuickBooks detected no problem with your data.
5. If Verify finds an issue with your data, you'll be prompted to Rebuild Now or View Errors.
6. Click Close or View Errors and take note of the specific error message.

Next, here's how to rebuild data:

1. On the top menu, click File.
2. Choose Utilities.
3. Select Rebuild Data.
4. Click OK if you receive a prompt to back up your company file.
5. Click OK when you get the message, Rebuild has completed and proceed to the next step.
6. Run Verify Data again to make sure there's no error.

If the error persists, please contact our Technical Support Team. An agent can look into it further and escalate it to a higher tier for further investigation.

Drop me a comment below if you have any other questions. I'll be more than happy to help. Wishing you a good one.

After 2 1/2 hours on the phone with Tech Support, it was finally determined that once a mileage transaction has been approved, you cannot delete it if you are using the Advanced Tracking feature.   If you approve a transaction that is incorrect, there is no way to correct it or delete it.  I am switching back to basic tracking.  Very disappointed that I can't use Advanced Tracking.

I am wanting to do the same! Did you lose mileage entries for current and previous years once you changed back to basic?

I am wanting to do the same! Did you lose mileage entries for current AND previous years once you switched back to basic tracking?