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Trip
Trips
Travel orders are accounting documents that enable tracking and verifying business travels by employees and their right to the reimbursement of travel costs encountered on business travels.
The following sections are explained in more detail:
When you open the Trip form, the program will place you to the last created trip document. If you would like to create a new document, click the New Record button in the taskbar of the Trip form.
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Number
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The consecutive number of the trip document. It is a unique number of the document, generated by the program: a two digit code for the year, a three digit code for the document type and a six digit serial number of the document. A double-click in this field will open the form of Document Types settings.
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| Date |
The date of the document's creation. |
| Currency |
The currency of the document. |
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Report Date
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The date on which the document has been finalized. It is the date on which the employee has presented all documents for additional expenses deriving from the business trip.
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Confirmed
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Through this option, the program will display the status of the trip document. You can confirm a finished and paid out trip document, and prevent other users to change the document.
You can set in the authorizations who will be allowed to confirm trip documents and who will be able to change the already confirmed documents.
If you are not authorized to change already confirmed documents, the program will display an error an will not allow you change the document.
If you are authorized to change already confirmed documents, the program will allow you change the document, however, it will first display a confirmation message.
If you click the Cancel button, the program will discard changes and will display the old trip document.
If you click the OK button, the program will save your changes to the document.
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Approved
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With this option you can define whether the document is approved or not.
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(Approved By)
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If you have previously selected the Approved option, the program will display this field. 
When the field will appear, you can select from the lookup list the person who approved the document. This person will be displayed on trip reports.
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Warning
If the person who approved the document is not entered in the employee files, the program will display a person on reports under Issued By.
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In the trip document the following information is included:
| Employee |
In this field you can select from the lookup list the employee for whom you would like to create the trip document. |
| (Position) |
The program will fill this field automatically when you define the employee, provided the employee has a defined position in the employee files. The position shown will be the one the employee had at the creation of the document. |
| Payer |
The program will fill this field automatically, provided the payer is defined the document types settings. |
| Depart. |
Organizational unit of the company that will carry the expenses. If you have in the employee files of the employee defined the Department field the program will fill-in this field automatically as well. |
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WARNING
The program will offer only employees that are currently employed in your company. End Date field of the last employment in your company must be later than the current date or left blank.
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WARNING
If the employee has the authorization for Own Data Only, then the Employee field is set to this employee. The Employee cannot be changed to another person.
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Place of Departure
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Place of departure is automatically transferred from Administration panel | … | Company | form the field This Company.
If the employee has in the Employee file in the panel Position/Salary selected in position Department, which is marked as Sub-Unit, than here it will take this information instead the information from from Administration panel | … | Company | form the field This Company. The condition for filling department in the Subject register for this department. If Address in in the Subject register for this department is not entered, than it will take the information form administration panel.
We can manually change here data.
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Place of Arrival
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We can enter here manually the place of arrival or the information will be taken from the panel Travel from the field Subject.
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Absence Days/Hrs
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The program will according to entered lines calculate the employee’s absence in number of days and hours.
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Hours Total
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We use the checkbox in a case of rounded travel. When the checkbox is confirmed, than on the last line of travel the program will calculate the hours of traveling from all the lines and based on this it will calculated suitable daily allowance.
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Vehicle
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Description of the vehicle the employee uses for his or her trips. The program will fill-in this field automatically, provided you first select the license plate of the vehicle. You can track the vehicle in the register of fixed assets.
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License Plate
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The program will fill-in this field automatically if you have entered the information in the employee files. If this information is not entered:
- when company vehicle, select the license plate from the lookup list that is filled with information from the register of fixed assets;
- if private car, enter the license plate.
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Company Vehicle
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If you select this option, the employee will use the company vehicle. In such case, the employee is not entitled to receive mileage allowances.
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| Lease |
If you select this option, the employee will use the company leased vehicle. In such case, the employee is not entitled to receive mileage allowances. The switch will be automatically confirmed if it is defined in the Vehicle register that it is a leased vehicle. |
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Counter Before
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The vehicle odometer value before the trip. The program will according to the license plate lookup for the last trip document of the certain vehicle and will offer the after value of that trip document. If you have not created a trip document for this vehicle before, the program will copy the information from the line of the current trip document.
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After
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The vehicle odometer value after the trip. The program will enter this field automatically according to travelled kilometers.
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Travelled (km)
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Total value of travelled kilometers for this trip. The program will enter this field automatically according to values of the entered lines.
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The program will at the footer of the form display simultaneously to the creation of the trip document the current values in EUR.
| Mileage Rate |
The program will in this field display the mileage rate of the trip document in EUR. |
| Daily Allowances |
The program will in this field display the daily allowances of the trip document in EUR. |
| Costs |
The program will in this field display the additional costs of the trip document in EUR. |
| Total |
The program will in this field display the total value of the trip document in EUR. |
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