Creating a new travel order
A travel order is an accounting document used to track and prove business trips of employees and to reimburse their expenses incurred while traveling.
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HINT
For more information on the submodule Travel orders, see the chapter Travel orders in the technical guide.
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This chapter shows how to create a new travel order.
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CASE SUMMARY
The person responsible wants to create a travel order for the employee Ashley Accountant who attended a meeting with the partner Camping Park Umag in Umag, Croatia on 3 April 2023. For this business trip, she used her company car and the only expense she incurred was the parking fee. The person responsible received a receipt of payment which will be added to the travel order record. The entire procedure is carried out as follows:
- Opening the window New travel order
- Entering data into the document header
- Entering data into the document lines
- Saving the travel order
- Adding a scanned document
- Checking the route on the Map
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1. Opening the window New travel order
The person responsible wants to create a new travel order for the employee Ashley Accountant.
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.
2. Entering data into the document header
The person responsible starts entering data in to the header of the document.
The predefined document type for travel orders, i.e. 7000 - Travel order, is automatically selected.
From the drop-down list, the person responsible selects the Employee for whom the travel order is being created, in this case Ashley Accountant.
If a vehicle is already entered for an employee, the data will be populated automatically from the Employees register. In this case, the person responsible selects the company vehicle with the registration number LJ 587L698 from the drop-down list.
Next, the person responsible selects one of the following statuses for the travel order (e.g. approved trip, trip calculation proposal):
- Unfinished trip
- Approved trip calculation
- Approved trip
- Trip calculation proposal
In this case, the person responsible selects Approved trip.
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HINT
The names and the resulting status operations can be customized in PANTHEON. For more information, see the chapter Register of trip statuses.
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Then, the person responsible enters the data on the destination in the document lines.
3. Entering data into the document lines
Employee Ashley Accountant visited the partner Camping Park Umag in Umag, Croatia.
First, the person responsible fills in the details of the destination.
3.1. Choosing the destination of the business trip
In the field Add new destination, the person responsible starts entering "Camping Park Umag", which then appears in the list.
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HINT
If the subject has not yet been entered into the Subjects register, you can click the building icon  (Adding new customers) to add a new subject and the screen Create new subject is displayed.
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When you select a subject, a pop-up window automatically appears asking about the trip to help calculate mileage: Which direction do you want to transfer to the Mileage field?
The person responsible select the option Return.
The lines are automatically populated with the data for the selected destination.
The person responsible corrects the Date from and Date to to the actual date on which the employee was on the business trip: 3 April 2023 and specifies their departure/arrival time.
The field Counter at start, the mileage counter data is automatically populated before the trip starts.
In the field Distance, the person responsible enters the number of kilometers traveled, in this case: 266 km.
The field Counter at destination shows the data of the mileage counter after the trip is finished.
The field Mileage is populated with the value of the kilometers traveled in EUR. In this case, the mileage is not calculated, because the employee used a company car for the trip.
The person responsible also enters the Travel purpose: Visit to the partner to harmonize a new annex to the contract 2022-165.
From the drop-down list of cost centers, the person responsible selects the relevant cost center: Project3.
The field Department is automatically populated with the corresponding department where the employee works: Finance and Accounting.
3.2. Entering data on Daily allowance
Lines can be expanded to display of daily allowances and other expenses by clicking the arrow in front of Daily allowances and expenses.
The data in the following fields is populated automatically:
- Mileage
- No. of daily allowances
- Daily allowance amount
- Factor
- Value
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HINT
If the correct per daily allowances are entered in the Daily Allowances and Mileage Rates register in PANTHEON, the amount of the daily allowance will be calculated automatically according to the time and place of travel, adding the line with the correct daily allowance and amount. Only meals need to be selected manually.
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The person responsible then enters the parking fees.
3.3. Entering data on Expenses
Expenses are selected by the person responsible from the Costs register, which can be entered into the PANTHEON database in Document types | Types of direct costs.
In this case, the expenses to be reimbursed include the parking fee.
The person responsible enters the Amount and Currency: 5 EUR.
From the parking fee receipt received, the person responsible copies the Date and Time of payment: 3 April 2023 at 10:35.
The field Exchange rate is used to convert the amount entered to the domestic currency.
If the person responsible does not want the amount to be converted to their domestic currency, the checkbox next to the field Not in LCY needs to be checked.
A checkmark in the checkbox Not paid out indicates that the expense will not be paid or shown as unpaid. However, the expense will still be booked and shown on the cost center.
The default value of this checkbox can be set on the Document type for travel orders.
Clicking the plus button 
(Add) adds the information on the expense to the travel order lines.
4. Saving the travel order
The person responsible saves the travel order by clicking the command line button Save.
Employee absence is recorded in the header of the document as as the total number of days and/or hours.
The consecutive number of the travel order is generated automatically.
Next, the person responsible checks the total value of the travel order.
The person responsible also wants to add a parking fee receipt to the travel order created.
5. Adding a scanned document
By clicking the left arrow button 
(Show), the person responsible opens the right pane, which is divided into three tabs:
The person responsible clicks the tab Documents, which shows all the documents related to the specific business trip, e.g. invoices for accommodation, parking fees, tolls and other documents.
The documents can be uploaded using the drag and drop function or by clicking in the grey box, which opens an Windows Explorer pop-up window where the person responsible can select the desired file.
In this case, the person responsible clicks in the grey box and selects the file from the computer desktop.
By clicking the button Open, the image is added to the documents.
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IMPORTANT
You want to delete the document with link to documentation, the IRIS message will appear with options to Delete links in documentation or cancel operation.
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6. Checking the route on the Map
In the open right pane, where the scanned document has just been added, the person responsible clicks the tab Map.
The entered route is displayed at the bottom of the pane.
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IMPORTANT
Localized images for this page have not been generated yet and will be inserted at a later stage.
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