Travels

Introduction

You and your employees can crate travels including the expenses linked hereto.

Description

Registering a new travel

When a travel report is created, the expenses are linked to a customer and a project. The report is used for internal settlement of employees’ travel-related expenses, and to invoice a customer for travels. Meals and accommodation can be included in the report.

Find travels under registrations

  • Select which Customer and Project to attach the travel expense to.
  • Enter details: Departure fromDeparture dateDestination and Travel Type.
  • Describe the Purpose of the trip. It will appear on the customer’s invoice. Click Save to create the travel.
  • The employee’s previous travels for the project will be listed in the table with Key Information and can be edited using the Action menu (ICON) and Edit to the right.
  • Click the Expense Category name or the Action menu (ICON) and Edit to the right. The yellow bar shows which expense is open for editing. 

Travels are registered without VAT.

Specified expenses

  • Click on the expense category Specified Expenses or the Action menu (ICON) and [Edit] to the right.
  • Enter the Date of the expense, Invoice No.Expense TypeCommentPayment Method and Cost incl. VAT. The VAT is automatically calculated.
  • Click the Action menu (ICON) and [Update] to add the expense to the project.
  • If the expense is without VAT, delete the VAT amount and click on the Action menu (ICON) and [Update].
  • If a currency other than the default currency is used, the automatic currency converter is used to calculate the project currency. The applied exchange rate is shown in the field Exchange.

Allowances

  • Click on the expense category Allowances or the Action menu (ICON) and [Edit]
    Travel data is automatically entered, but can be edited if necessary.
  • Enter the amount of each meal type on the trip in the fields B (breakfast)L (lunch), and D (dinner).
  • From the drop-down menu, select the Rate.
  • Click on the Action menu (ICON) and [New] to add the allowances to the project.

Accommodation

The type Accommodation, unspecified is used to settle travels.

  • Click on Accommodation, unspecified or the Action menu (ICON) and [Edit].
  • Enter a descriptive text in the field Location and select a cost in Rate.
  • Click on the Action menu (ICON) and [New] to add the specification to the project.

Allowances and accommodation are configured in the System Administration / Registrations. All fields containing black text can be edited.

Last updated 11 Jun 2020