List of travel orders

A travel order is an accounting document used to track and prove business trips and to reimburse employees for expenses incurred while traveling. Every travel order created must show the first and last name of the employee.

You can easily find the created travel orders in the list of travel orders by defining search and filter criteria.

HINT For more information on the list of travel orders, see the chapter List of travel orders in the technical guide.

This chapter shows how to search for a travel order for a specific employee during a certain period.

CASE SUMMARY The person responsible wants to search the list of travel orders and check a travel order created for an employee, Ashley Accountant, in the month of April 2023 for a vehicle Peugeot 307 with the registration number LJ 759 657. This is done as follows: Opening the window List of travel orders Entering the criteria into the List of travel orders Previewing the travel order

1. Opening the window List of travel orders

The person responsible wants to search for the travel order created for the above-mentioned employee in the list of travel orders.

To do this, the person responsible selects the module Personnel and the submodule Travel orders from the main menu.

This opens the window New travel order.

The person responsible clicks the tab List of travel orders.

2. Entering the criteria into the List of travel orders

The person responsible starts entering the criteria in the header of the list of travel orders.

In the field Document type, the person responsible can filter documents by document type. In this case, the person responsible selects 7000 - Travel orders.

Next, the person responsible enters the employee's name in the field Employee. After entering "Ashley", the desired employee can be selected from the drop-down list.

HINT You can use the key Tab to move between fields.

In the field Status, the person responsible can choose among the following statuses:

• All
• Unfinished trip
• Approved trip calculation
• Approved trip
• Trip calculation proposal

In this case, the person responsible selects Approved trip.

The person responsible wants to check the use of the company vehicle Peugeot 307, which is why it selects LJ 759 657 Peugeot 307 in the field Vehicle.

HINT If the vehicle has not yet been entered into the Vehicles register, you can add it using the procedure described in the chapter Entering a new vehicle.

In the last step, the person responsible selects the date period, for which the data will be displayed. In the field Date from, the person responsible selects 03.04.2023 and Date to: 30.04.2023.

Once all the criteria have been entered, the person responsible clicks the magnifier icon (Search) in the field Search.

At the bottom of the list of travel orders, the travel order that meets the criteria is displayed.

The person responsible can sort travel orders and filter them by conditions in the following columns:

• Order no.
• Order date
• Employee
• Amount
• Vehicle
• Department
• Payer
• Status

HINT By clicking the three dots icon (Show/hide columns) on the right side of the list of columns, you can choose which columns should be displayed.

The person responsible wants to view the travel order in the PDF format.

3. Previewing the travel order

A travel order matching the criteria 22-7000-000009 appears in the list.

Clicking the eye icon (Preview) opens the Preview pane on the right side of the window.

The document can be downloaded to the computer or printed out.