Video Demonstration Bulk Updating Mileage Rates in Rate Plans
Overview
Mileage rates can be updated across multiple active customer and interpreter rate plans using a bulk rate plan import.
Bulk updates can be completed for mileage rates entered on the General tab of a rate plan. Mileage rates configured elsewhere, such as within individual services on the Base Rates or Language Tiers tabs, must be updated manually.
Important: Mileage Updates Are Retroactive
When a mileage rate is updated, the new rate takes effect immediately for all jobs that have not yet been included in an invoice or payment.
This includes verified jobs. If a job has been verified but has not yet been entered into an invoice or payment, its mileage charge will be recalculated using the updated rate.
Jobs that have already been included in an invoice or payment are not affected.
Before completing a bulk update, consider whether any existing uninvoiced or unpaid jobs should continue using the previous mileage rate.
Confirming the Requested Update
The II Support Team can assist with the bulk rate plan mileage update. Before the update is completed, confirm the following with the II Support Team:
- Update both customer and interpreter rate plans?
- Should any active rate plan with a mileage rate greater than 0 be updated to the new amount, such as $0.76 or is the mileage rate update being made to only some rate plans. If it is some, please provide details.
- Should rate plans with a mileage rate of 0 be left as 0?
Reviewing Current Mileage Rates
The All Active Rate Plans export shows the mileage rate entered on the General tab of each active rate plan.
To run the export:
- Go to Reports > Custom Exports.
- Scroll to the bottom of the page.
- Select All Active Rate Plans.
- Allow the export to finish processing.
- Go to Admin > Import/Export > Export.
- Download the completed export.
The export includes active customer and interpreter rate plans. Each entry on a rate plan appears on a separate row.
The II Support Team uses this export to identify which rate plans currently have a mileage rate and should be included in the bulk update.
For additional information about the contents of this export, see Rate Plan Exports.
Completing the Bulk Update
Mileage rates are updated using the Bulk Rate Plan Import Excel file. To obtain this file:
- Go to Admin > Import/Export > Import tab
- Scroll down to the Rate Plans option and click Download
- This import file is used
There are two available options:
Option 1: II Support Completes the Update
The II Support Team can prepare the import file, review the rate plans that will be affected, and run the bulk update.
Option 2: Your Organization Prepares the File
Your organization may complete the import file with guidance from the II Support Team.
Before running the update, send the completed file to the II Support Team for review. This allows the team to identify formatting issues or unexpected changes before the file is imported.
Mileage Rates That Cannot Be Updated in Bulk
The bulk update only applies to mileage rates entered on the General tab of an active rate plan.
Mileage rates must be updated manually when they are configured:
- On the Base Rates tab
- On the Language Tiers tab
- Within an individual service
- As a service-specific or language-specific rate
These rates may differ from the general mileage rate and are not included in the standard bulk mileage update.
Summary
A bulk mileage update can be used when:
- The rate plans are active.
- The mileage rate is entered on the General tab.
- The existing mileage rate is greater than 0.
- The same replacement rate should be applied to all qualifying customer and interpreter rate plans.
Remember that the update is retroactive for all eligible jobs that have not yet been invoiced or paid.