Difference between revisions of "ERPTravelExpenses"
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+ | By starting "My trips", you can see all of your trips in a one place. You can search, filter them and open each of them for more details. See Want list of your Business trips? - Use „My trips“. | ||
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+ | =Want list of your Business trips? Use „My trips“= | ||
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+ | Under “My trips”, the system shows a list with all Business trips of current user. | ||
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+ | [[File:Te2.png|frame|none]] | ||
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+ | The print version of the results from the list can easily be retrieved in PDF or Excel, by one single click on one of the icons in the top right corner (see image above). Arrange list by ID, Business trip number, Employee, Departure date, Country or Status. | ||
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+ | = Looking for your Business Trip Request or Report? – Use „Search trip“= | ||
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+ | This console helps you to keep track of your own business trips, or of the employees that you are in charge of. | ||
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+ | =Going to a business trip? Make a new request for a business trip (Employee)= | ||
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+ | ==Get familiar with Business Trip process workflow== | ||
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+ | The picture below shows the workflow of requesting a new business trip. An employee has to enter the request before the business trip has started and the line Manager (person in charge of the employee) has to approve it or reject it. If request is approved, the employee can get an advance payment. After the return from business trip, the employee has to go back to a Business Trip Request document, to enter all details such as trip timetable and costs, to have all necessary proofs e.g. oroginal receipts etc, for the Financial/Accounting department. When the Business Trip is processed, the responsible person in an financial/accounting department has to close it. | ||
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+ | [[File:Te3.png|frame|none]] | ||
+ | ''Workflow of a new business trip'' | ||
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+ | ==Step-by-step instruction to make a request for business trip (Employee)== | ||
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+ | Clik on “New trip”, and you will create a new Request for a business trip. Enter Departure date, Return date and Destination country. The system will automatically calculate Trip duration and Advance payment, according to Travel allowance amount for given country and number of days between Departure and Return date. | ||
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+ | [[File:Te4.png|frame|none]] | ||
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+ | Press the “Save“ button in order to save the Request. The request is now in the status ENTERED. | ||
+ | To submit request to your line manager, click the „Edit“ then go to “Submit“ button. | ||
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+ | [[File:Te5.png|frame|none]] | ||
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+ | '''If you are not planned on a task for at least 3 hours per day for date range you have chosen, the following error message will pop-up when pressed „Submit“.''' | ||
+ | [[File:Te6.png|frame|none]] | ||
+ | ''In this example, where the business trip duration is 6 days, an employee must be planned for at least 18 hours in total. This means that the employee can be planned the first day for 5 hours, the second day for 8 hours, etc., and the last day for 0 hours (e.g. because of traveling).'' | ||
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+ | Enter the reason of the Status change and then press the “Submit“ button. | ||
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+ | [[File:Te7.png|frame|none]] | ||
+ | The Request is now in the status REQ. SUBMITTED. The system will send the Request to Line manager for approval. Line Manager will get an email about the request pending approval. | ||
+ | |||
+ | ==Approving request (Line manager)== |
Revision as of 11:34, 5 December 2017
Travel and Expenses
Travel and Expense module manages all business trip orders and expenses in an efficient paperless manner. The travel workflow, including steps like approving, submitting and expensing the business trip is very intuitive. Many features improve the efficiency and significantly save your time e.g. automatic currency conversion (link to Forex web services), reusable travel templates, automatic calculation of daily allowances, advance payments and final balances for payout.
The main menu of ERP contains, as shown on the image bellow, three consoles for managing travel requests and travel expenses: My trips, Search trips and New trip.
By starting "My trips", you can see all of your trips in a one place. You can search, filter them and open each of them for more details. See Want list of your Business trips? - Use „My trips“.
Want list of your Business trips? Use „My trips“
Under “My trips”, the system shows a list with all Business trips of current user.
The print version of the results from the list can easily be retrieved in PDF or Excel, by one single click on one of the icons in the top right corner (see image above). Arrange list by ID, Business trip number, Employee, Departure date, Country or Status.
Looking for your Business Trip Request or Report? – Use „Search trip“
This console helps you to keep track of your own business trips, or of the employees that you are in charge of.
Going to a business trip? Make a new request for a business trip (Employee)
Get familiar with Business Trip process workflow
The picture below shows the workflow of requesting a new business trip. An employee has to enter the request before the business trip has started and the line Manager (person in charge of the employee) has to approve it or reject it. If request is approved, the employee can get an advance payment. After the return from business trip, the employee has to go back to a Business Trip Request document, to enter all details such as trip timetable and costs, to have all necessary proofs e.g. oroginal receipts etc, for the Financial/Accounting department. When the Business Trip is processed, the responsible person in an financial/accounting department has to close it.
Workflow of a new business trip
Step-by-step instruction to make a request for business trip (Employee)
Clik on “New trip”, and you will create a new Request for a business trip. Enter Departure date, Return date and Destination country. The system will automatically calculate Trip duration and Advance payment, according to Travel allowance amount for given country and number of days between Departure and Return date.
Press the “Save“ button in order to save the Request. The request is now in the status ENTERED. To submit request to your line manager, click the „Edit“ then go to “Submit“ button.
If you are not planned on a task for at least 3 hours per day for date range you have chosen, the following error message will pop-up when pressed „Submit“.
In this example, where the business trip duration is 6 days, an employee must be planned for at least 18 hours in total. This means that the employee can be planned the first day for 5 hours, the second day for 8 hours, etc., and the last day for 0 hours (e.g. because of traveling).
Enter the reason of the Status change and then press the “Submit“ button.
The Request is now in the status REQ. SUBMITTED. The system will send the Request to Line manager for approval. Line Manager will get an email about the request pending approval.