Introduction

This article explains how to enter journeys using the EASY App Journey function and how this gets transferred to the EASY system.


Entering Journeys

To enter the Journey function you need to tap on the Journey button on the main screen, which will take you to the New Journey page.


The new journey page initially has just a few fields, but as you complete the fields other options will appear.

The table below explains each field in turn.

Date*
When you select the Date field a Set date widget will appear for you to enter the expiry date.


The date widget may be different depending on the type of device you are using.
Select Assignment*
When you tap on the Select Assignment field a list of the assignments (jobs) that you have will be displayed.  In the example below this person has two assignments.
Select the assignment that you are making the expense claim for.
Select Expense Type*
After you have selected the assignment the app is able to determine the list of expense types that should be made available and the Select Expense Type field will appear.
When you tap on the Select Expense Type field the list of expense type available to that assignment will be shown.The labels that that appear in the list are likely to be different to the example above as this will be tailored to your organisations requirements.  The items in the list will also be tailored to you and your circumstances on the claim date that you selected earlier.  Tap on the type of expense that you wish to claim..
Select Vehicle*
Depending on the expense type selected, you may need to specify which vehicle you were using and the Select Vehicle field will appear.
When you tap on the Select Vehicle field of your vehicles that were active on the claim date will be shown.
Select the vehicle that you used for the journey.
Select Reason*
Depending on the expense type selected you may be required to give a reason for your journey, and the Select Reason field will appear.
When you tap on the Select Reason field the list of reasons will be displayed.  
You may need to scroll through the list to find and select the most appropriate reason for your journey.
Passengers
When you selected the expense type the Passenger field would have been displayed if you are permitted to claim for any additional people travelling with you.
To enter the number of passengers that were travelling with you, either:
  • tap on the field and select the number from number pad; or
  • use the slider bar by moving the circle to the right to add the number of passengers, or move the circle to the left to reduce the number.
Heavy Equipment
When you selected the expense type the Heavy Equipment field would have been displayed if you are permitted to claim for transporting heavy or bulk equipment.  You will need to check your organisations expenses policy to see if you are entitled to claim for this.
Move the switch to the right to indicate that you were transporting heavy or bulk equipment in your vehicle for this journey.

Additional Information
You can enter a comment in the Additional Information field to advise you manager of any circumstance you feel that they should be made aware of relating to this journey.
* indicates that this field must be completed.

When you have completed the fields, tap on the  button which will take you to the Set Start Location page. 

Set Start Location

On the Set Start Location page there is a map and a few fields to help you identify where your journey started from.

Map

The map gives an indication of your current location, this is the dot within the grey circle.  Your current location is triangulated using mobile phone masts, and sometimes the location shown on the map can be slightly out.  This can be a problem when you don't know the postcode of your current location when making an expense claim

You can use zoom into the map using the + button on the bottom right-hand side of the map, and the - button to zoom out.  You can pin point you location by moving the map using your finger(s) and position the dot in the grey circle over your location.  You would use these options particularly with the Map Centre option in the Choose Locations list, this is described in more detail below.

Choose Location

When you tap on the Choose Location field you are provided with a list of options to help you identify your current location. 


The table below explains each option in turn.

Current GPS Location
After selecting the Current GPS Location option from list you will be returned to the Set Start Location page, which will show the chosen location as being Manual Postcode Entry, the postcode of the location, and the map may be updated to reflect you current location.  The reason the chosen location shows as Manual Postcode Entry is because the app will use your current GPS location to find the postcode for that location.
As mentioned earlier the app uses mobile phone masts to triangulate your location, this may sometimes result in your current location on the map being slightly off or the postcode cannot be determined from the triangulated location.
In the image above you will see that a full postcode is not showing, which would result in the following message appearing if you were to try to proceed to the next page.
The EASY system needs the full postcode to be able to determine the distance from your start point and the place you are visiting.

If you happen to know the full postcode of your current location, you can type in the rest of the postcode in the postcode field.
Otherwise, using the Map Centre option could help you get the precise location.
Map Centre
Using the finger gestures on your device on the map that is displayed by the app, or the +/- buttons to zoom in/out and scrolling the map, you can pin point your current location.  In the image below, we have located the dot in the grey circle over a house that we may have been visiting.
Now by selecting Map Centre from the list of location options, the Set Start Location page may display the address as well as the postcode.
If the full postcode doesn't appear, you may have to zoom in a bit more or adjust the position of the grey.
Base Location
On selecting the Base Location option the map on the Set Start Location page will display the location of your base, and the fields will be completed.
You will notice that the centre point of the map has an orange circle around it, which is the range that the app uses to check a location that is within that orange circle. For example, when you have parked on a street near to your base and selected the Current GPS Location the app doesn't know whether you are visiting your base or a patient who lives nearby.  When you move on to the next page the following message will appear where the location doesn't come back with the postcode of your base.
When you tap on the YES you will be returned to the Set Start Location page for you to select Base Location; tapping on the NO will take you to the next page.

For some large hospitals, the orange circle could cover the whole hospital site, but when you are near the perimeter of the hospital site the app may think that your location comes under another postcode.
Home Location
On selecting the Home Location option the map on the Set Start Location page will display the location of your home, and the fields will be completed.
The location of your home on the map will an orange circle around it, which is the range that the app uses to check a location that is within that orange circle. For example, if you live on a busy street and you have had to park down the street or round the corner from where you live, when you select the Current GPS Location option the app doesn't know whether you have gone home or visiting a patient who lives nearby.  When you move on to the next page the following message will appear where the location doesn't come back with the same postcode as your home.
When you tap on the YES you will be returned to the Set Start Location page for you to select Home Location; tapping on the NO will take you to the next page.
Manual Postcode Entry
Selecting the Manual Postcode Entry option will not change the map on the Set Start Location page; the Choose Location field it will now say Manual Postcode Entry and the field below will be cleared ready for you to enter the postcode of the place you visited.
After entering the postcode in the field you will need to tap on the tick or enter key for the app to check the postcode is correct and display the Start Journey button.

Favourite Location
On selecting the Favourite Location option the Set Start Location page the Select Place field will appear.
When you tap on the Select Place field a list of the favourite places that you set up in the EASY Expenses system will be displayed.
Tapping on the place visited will update the map on the Set Start Location page, show the place selected and its address (where possible), and show the postcode in the Postcode field.

After you have selected the start location of your journey, you may need to scroll down the page before you will see the Start Journey button.  When you tap on the Start Journey button you will be taken to the Journey In Progress page for you to enter location of the place that you are visiting.


Journey In Progress

The Journey In Progress page operates in the same way as the Set Start Location page, except that after you have chosen the place you are visiting using the Choose Location options explained above the mileage fields and buttons will appear at the bottom of the page.

The mileage fields show the mileage obtained from Google Maps based on your organisations policy.  If you encountered a detour en route to the place visited, you can enter the actual distance travelled in the Claimed Mileage field. 

Some organisations may have added reasonableness checks to the mileage that you are claiming, and where what you are claiming is considered to be excessive it may get rejected when you try moving to the next page.  In that situation you will see the following message.

Below the mileage fields you will find the Continue Journey and End Journey buttons that are explained below.


Continue Journey

You should select this button if you are going on to another location, perhaps you are returning back to your base or making another home visit.  On tapping the continue Journey button you will see the following message if the app is able to connect to the EASY server, otherwise the journey will be queue and uploaded when the app is able to establish a connection.

 A new Journey In Progress page will then be displayed ready for you to enter the location that you are visiting next.  You just complete the Journey In Progress page as described above.


End Journey

Where the last location entered is your final destination just tap on the End Journey button.  The Journey Uploaded message will appear, and you will be taken to the EASY Companion page where you can either enter another journey or other expenses.


Additional Buttons

When you are on the Start Journey and Journey In Progress pages you may have noticed the Journey Details and Edit Details buttons at the bottom of the page, they are explained below.

Journey Details

By tapping the Journey Details button the app will give some brief details of the journey details that you have entered.

Just tap on the screen to close the Journey Details message.


Edit Details

When you tap on the Edit Details button you will be taken to the New Journey page where, for example, you can amend the number of passengers that travelled with you to this particular location.  You can also use this facility to provide additional information, such as why you are claiming additional mileage or provide the passenger's name.


When you have finished on the New Journey page just tap the   button. Any changes you have made will be uploaded to the system when you tap on the Continue Journey and End Journey buttons.