In the above example, you can see the following kilometre information:
Km claimed: This is what the support worker claimed and was signed for by the participant.
Approved km: This is the number of km's that your office or administrator has approved.
Charged km: This is the number of km's that will actually be charged onto the invoice (or claim batch if NDIS) and paid to the support worker. Typically charged km's equal the Approved km but this can be adjusted.
How to adjust kilometres charged (after they have already been approved)?
In the above example you can see that Approved km's is 3 and the Charged km's is 0.
So in this example... 6 km's were claimed, 3 km's were approved but subsequently changed to 0 so 0 will be charged and paid.
You can adjust an already approved km's by locating the Service Visit that has the kilometres attached and click on the "Actual Km" button.
Screenshot of the "Actual Km" button location:
In that screen you can pre-approve Km’s in the visit by clicking Details and use the pre-approved KM’s with a note that states the KM’s. When running Finance processing you need to review all KM claims and check whether approved the KM’s and then either allow it to be claimed/invoiced or not. Set the Approved km's to 3km's for example, and the charged km's to zero so this is not paid and charged (if that is the outcome you are after).