Docs updates for E/A#98368 Editing existing manual and odometer distance expenses

docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md

@@ -1,7 +1,7 @@
 ---
 title: Distance Expenses
 description: Learn how to create a Distance expense using GPS tracking, map-based routes, manual entry, or odometer readings, and how the reimbursement rate is determined in New Expensify.
-keywords: [New Expensify, distance expense, mileage, mileage reimbursement, create expense, distance rate, workspace rate, map route, reimbursement rate, manual mileage, manual distance, global create, track distance, GPS, GPS tracking, start GPS, track route, track mileage, mileage tracking, calculate mileage reimbursement, mileage rate, odometer, odometer reading, odometer image, odometer mileage, odometer distance, start reading, end reading, save for later, in-progress odometer, incomplete odometer, edit distance, edit waypoints, manual edit distance, edit stop, trim trip, edit GPS trip, shorten GPS route, GPS slider, total distance]
+keywords: [New Expensify, distance expense, mileage, mileage reimbursement, create expense, distance rate, workspace rate, map route, reimbursement rate, manual mileage, manual distance, global create, track distance, GPS, GPS tracking, start GPS, track route, track mileage, mileage tracking, calculate mileage reimbursement, mileage rate, odometer, odometer reading, odometer image, odometer mileage, odometer distance, start reading, end reading, save for later, in-progress odometer, incomplete odometer, edit distance, edit waypoints, manual edit distance, edit stop, trim trip, edit GPS trip, shorten GPS route, GPS slider, total distance, require GPS or map entry, manual entry disabled, odometer disabled, edit existing distance expense]
 internalScope: Audience is all members. Covers creating Distance expenses using GPS tracking, map-based routes, manual entry, and odometer readings, plus how reimbursement rates are applied. Does not cover configuring Workspace distance rates in detail or broader report submission workflows.
 ---
 
@@ -65,6 +65,8 @@ To create an expense by inputting a distance manually:
    - Other optional fields
 6. Select **Create expense**.
 
+**Note:** If your workspace has **Require GPS or map entry** enabled, you can't create a new manual distance expense. Selecting **Manual** shows a **Require GPS or map entry** message explaining that the workspace requires either map-based or GPS-tracked distance expenses. Select **Got it** to dismiss it, then use **Map** or **GPS** instead.
+
 ---
 
 ## How to create a Distance expense using Odometer readings (Web and Mobile)
@@ -87,6 +89,8 @@ To create an expense using your vehicle's odometer readings:
    - (Optional) Add a description, category, or tag.
 9. Select **Create expense**.
 
+**Note:** If your workspace has **Require GPS or map entry** enabled, you can't create a new odometer distance expense. Selecting **Odometer** shows a **Require GPS or map entry** message explaining that the workspace requires either map-based or GPS-tracked distance expenses. Select **Got it** to dismiss it, then use **Map** or **GPS** instead.
+
 Once a Distance expense is created, it can be submitted on a report. To learn how to add expenses to a report, see [Create and Submit Reports](/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports).
 
 ---
@@ -108,6 +112,8 @@ To edit the distance:
 
 When you switch the route on an already-created expense, the distance, amount, and merchant update to the newly selected route, and a "changed the distance" system message is posted in the expense thread.
 
+If your workspace enabled **Require GPS or map entry** after you created a manual or odometer distance expense, you can still edit that existing expense. Open it, select the **Distance** field, update the distance, and select **Save**. The **Require GPS or map entry** message only appears when you create a new manual or odometer expense.
+
 ---
 
 ## How reimbursement rates are set for Distance expenses
@@ -159,6 +165,14 @@ The expense amount is automatically calculated by multiplying the distance by th
 
 Yes! You can edit the expense before it is approved. When editing a map-based Distance expense, two tabs appear at the top: **Map** and **Manual**. Select **Map** to update waypoints, or select **Manual** to type in the distance directly. To learn how to edit an expense, see [Managing Expenses in a Report](/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report).
 
+## Why can't I select Manual or Odometer when creating a Distance expense?
+
+Your workspace has **Require GPS or map entry** enabled, which limits new distance expenses to map-based routes or GPS-tracked trips. Selecting **Manual** or **Odometer** shows a **Require GPS or map entry** message. Use **Map** or **GPS** instead, or ask a workspace admin to turn the setting off.
+
+## Can I still edit a manual or odometer expense after my workspace requires GPS or map entry?
+
+Yes. **Require GPS or map entry** only applies to new distance expenses. Manual and odometer expenses you created before the setting was enabled stay editable until they're approved — open the expense, select the **Distance** field, enter the new distance, and select **Save**.
+
 ## Can I update the Distance expense unit or rate?
 
 The distance unit and rate can only be updated by a Workspace Admin on the Workspace. It is not possible to adjust the distance rate or unit at the expense level.

docs/articles/new-expensify/workspaces/Set-distance-rates.md

@@ -1,8 +1,8 @@
 ---
 title: Set Distance Rates
 description: Set and manage rates for distance reimbursement in your Expensify workspace.
-keywords: [New Expensify, distance rates, mileage reimbursement, enable distance rates, workspace settings, bulk edit rates, auto-update government rate, IRS standard rate, mileage rates, distance bands]
-internalScope: Audience is workspace admins. Covers configuring and auto-updating distance rates, does not cover creating distance expenses.
+keywords: [New Expensify, distance rates, mileage reimbursement, enable distance rates, workspace settings, bulk edit rates, auto-update government rate, IRS standard rate, mileage rates, distance bands, require GPS or map entry, disable manual distance, disable odometer, manual entry disabled]
+internalScope: Audience is workspace admins. Covers configuring and auto-updating distance rates and requiring GPS or map entry, does not cover creating distance expenses.
 ---
 
 # Set Distance Rates
@@ -88,6 +88,30 @@ To prevent members from using a distance rate, you can either disable it or dele
 
 ---
 
+## How to require GPS or map entry for distance expenses
+
+**Require GPS or map entry** limits new distance expenses to map-based routes or GPS-tracked trips. While it is enabled, members can't create a distance expense using manual entry or odometer readings.
+
+1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**.
+2. Select **Distance rates**.
+3. Select **Settings**.
+4. Enable **Require GPS or map entry**.
+
+If a member tries to create a manual or odometer distance expense on the workspace, they see a **Require GPS or map entry** message explaining that the workspace requires either map-based or GPS-tracked distance expenses.
+
+---
+
+## What happens to existing manual and odometer expenses when you require GPS or map entry
+
+**Require GPS or map entry** applies to new distance expenses only. Manual and odometer distance expenses that members created before you enabled the setting are not blocked or converted:
+
+- Members can still open those expenses and update the distance, as long as the expense hasn't been approved.
+- Members can't create new manual or odometer distance expenses while the setting is enabled.
+
+Learn more about [creating and editing distance expenses](/articles/new-expensify/reports-and-expenses/Distance-Expenses).
+
+---
+
 ## How to automatically update distance rates when government rates change
 
 Expensify can automatically update distance rates in your workspace when the standard government reimbursement rate changes, such as the IRS standard mileage rate in the United States or equivalent rates in supported countries.
@@ -151,6 +175,14 @@ Yes. **Taxes** must be enabled on the workspace, and **Track tax** must be enabl
 
 Deleted distance rates are permanently removed from the workspace and cannot be restored. If you want to prevent members from using a rate without removing it permanently, disable the rate instead.
 
+## Can members still edit manual and odometer expenses after I enable Require GPS or map entry?
+
+Yes. **Require GPS or map entry** only blocks new manual and odometer distance expenses. Members can still update the distance on manual and odometer expenses that were created before you enabled the setting, until those expenses are approved.
+
+## Why can't I turn off Require GPS or map entry?
+
+Some workspace settings depend on route data and keep **Require GPS or map entry** turned on. When that is the case, the toggle shows a lock icon and a message naming the setting you need to change first.
+
 ## Can I change the reimbursement rate for existing distance expenses?
 
 No. Updating a distance rate only affects future distance expenses. Existing expenses keep the rate that was applied when the expense was created.