Postcode Favourites and Labels No address could be found manual entry Address Name (depending on your configuration)

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1 Finding and adding new addresses in Expenses Summary: This walkthrough guide will show you how to find and add new addresses in Expenses using the Standard Service. Please note, this article is intended to be used as guidance and may not reflect your system setup. Please contact your system administrator for further information. You will require an approved vehicle to be able to reclaim miles/kilometres travelled. Address+ is the innovative technology we have developed which enables claimants to search for addresses. A Premium and Premium+ service is also available which will enable the user to search for an address without the need for a postcode, pinpoint right down to a street number, for greater address level accuracy and include the ability to search for international addresses. Addresses can be found and entered in a number of ways. Follow these steps to find and add new addresses whilst entering your vehicle journey claims. This includes by: Postcode Favourites and Labels No address could be found manual entry Address Name (depending on your configuration) Quick-find an Address - Postcode As soon as you click into the From or To field (these could be named differently depending on your system set-up) a new pop-up menu will appear. Begin to type a postcode and once 3 characters have been entered Expenses will automatically return matching results containing the portion of the address entered. Continue to enter the postcode information for more refined search results. This will work with or without spaces present in the postcode. Once the correct address is displayed you simply click to add it to the expense claim. You may also be able to use the Home and Office shortcut keywords and icons to populate the From and To fields, if these have been enabled by your administrator. July 14.docx Page 1 of 6

2 The order in which the results will appear are as follows: 1. Labels will appear first in the search, with personal ones preceding account-wide labels. 2. Next the manually entered addresses will appear. 3. And finally the real-time addresses returned by the Address+ search. These will be listed by relevance, for instance, the closest match to what has been entered. Please Note: Depending on your system setup you may be forced to set an address name to the address you are selecting. For more information on how to add an address name click here. No addresses could be found? If the system doesn t recognise the details entered, a message will be presented on screen, No addresses could be found, along with a link which will take you to a manual entry form. July 14.docx Page 2 of 6

3 The drop down form will allow you to manually enter the address so that it will appear with future searches. You will then be able to search any part of the address name and it will return with a Silver pin icon, which denotes a manually entered address. You must fill in the required fields (indicated with an asterisk) and any other address information you may have. In turn this will populate the address field with the data you have just entered. Please Note: If you are using a manual address you may need to enter the actual distance covered as a recommended distance will not be automatically calculated without a recognised postcode. Favourites and Labels July 14.docx Page 3 of 6

4 You now have the opportunity to create, search and organise addresses using favourites and labels. Favourites are popular addresses that are regularly visited and Labels are familiar names associated with an address so that it can be retrieved more easily. The Favourites tab Upon clicking on the Favourites tab (Large gold star icon) a list of all your prepopulated favourite addresses will be shown. - Gold star preceding the address indicates a personal favourite. - Blue star preceding the address indicates an account-wide favourite. How do I tag an address as a favourite? When you conduct a search, and you hover over the results a set of icons will be placed to the right of the address. If you are sure it is the correct address, select the star icon with the green plus. July 14.docx Page 4 of 6

5 This will add the address to the list of personal favourites. The Labels tab Upon clicking on the Label icon a list of your pre-selected personal labels will be shown. You can use these Labels to search for an address rather than using the postcode or address. - The blue label indicates an account-wide labelled address. This could be for instance an additional organisation location Software Europe London Address, and will be visible to all users - The gold label indicates a personal labelled address. This could be for instance Favourite Restaurant London, and will only be visible to the user that tagged the details. How do I label an address? When you conduct a search, and hover over the results, a set of icons will be placed to the right of the address. July 14.docx Page 5 of 6

6 If you are sure it is the correct address, select the label icon with the green plus. This will display a field on screen which allows you to enter the name to associate with the address. Upon selecting the green tick, the address is then added to the list of personal labelled addresses. END July 14.docx Page 6 of 6