Creating a Travel Order
A travel order is a document that enables monitoring and proving employees' business trips and the entitlement to reimbursement of the costs incurred.
The following case presents how to create a travel order in PANTHEON.
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CASE SUMMARY
The person responsible, Adele Administrator, wants to create a travel order for Ashley Accountant, who is attending a seminar about PANTHEON at Datalab SI Ltd. headquarters on 1.09.2022. The travel order is created as follows:
- Setting Document Types
- Creating a Travel Order
- Entering Data into the Document Header
- Entering Travel and Vehicle Data
- Confirming the Travel Order
- Printing the Travel Order
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1. Setting Document Types
Before creating travel orders, the person responsible must select, or create a Document Type.
The person responsible creates the Travel Order document type in the Document Types Register.
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HINT
Set the important settings for automatic posting, cash receipt, transactions document type and filling in journal entries on the selected document type.
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2. Creating a Travel Order
A travel order must be created and given to the employee before the business trip.
To create a travel order, the person responsible selects Personnel | Travel Management | Travel Orders.
On the form, the person responsible selects the document type the company has created for travel orders: 7000 – Travel Order.
The person responsible creates a new record by clicking the 
button in the Taskbar.
3. Entering Data into the Document Header
The travel order's Consecutive Number and Date are generated by the program.
From the Employee Files drop-down menu in the Employee field, the person responsible selects the employee that is going to receive the travel order, in this case Ashley.
When an employee is selected, the Position field is filled in automatically: Head of Finance and Accounting.
The Pos. field is automatically filled in only if the selected employee's Employee File includes the data.
Clicking the 
button confirms the travel order record.
The Payer of the travel order is automatically filled in, if a payer is selected in the Document Types Register – Travel Orders.
In this case, the field is filled in with Tecta plc.
4. Entering Travel and Vehicle Data
The window is divided in two sections: Trip Data and Vehicle Data.
The Place of Departure and Place of Arrival are automatically copied from the Administration Panel | Company.
The Days/Hours Absent are calculated based on the data in lines entered in the lower part of the window.
From the drop-down list in the License Plate field, the person responsible selects the license plate number of the vehicle the employee is going to use for the trip.
Personal vehicles are tracked in Vehicle Register.
If the employee takes a company vehicle for the trip, the person responsible selects the field by Company Vehicle.
In the Travel panel, the person responsible enters data about the travel to the subject headquarters: Datalab SI Ltd.
Double-clicking opens the Subjects Register.
The Cost Center must be entered in the Cost Ctr. field. In this case, the cost center is 2022/01 - Seminar PANTHEON.
The person responsible sets the time of departure from the company and the time of arrival back at the company, in this case 8.00 and 12.00.
In the Payment Within / Hrs field, the program calculates the length of absence, in this case 4 hours.
In the Administration Panel | This Country, the person responsible had selected Slovenia. The program takes this data and automatically takes it into account and selects the domestic daily allowances in the D. Allowances field.
The data can also be manually corrected or changed by the person responsible.
In this case, the D. Allowances field is not filled in, as the employee is not getting any daily allowance, because the trip was only 4 hours long.
Into the Counter Before field, the person responsible enters the number on the counter, or the program finds the latest travel order for the selected vehicle and offers the latest value.
The program automatically fills in the Counter After field based on the value calculated in the Travelled (km) field.
The person responsible defines the Travel Purpose in the appropriate section, in this case Seminar: Advanced Accounting PANTHEON (as shown in the image below).
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HINT
The number of calculated kilometers is filled in from:
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All data entered in the lower part of the form is copied into the upper part, into the travel order lines.
In one trip, an employee can visit multiple subjects, this means more lines in the record, or a circular trip.
In that case, the Hours Total checkbox is marked.
5. Confirming the Travel Order
In the Approved field, the person responsible selects whether the order is approved.
Permissions for approving travel orders are set in Authorizations.
When the checkbox is checked, a field appears. From the drop-down menu in this field, the person responsible selects the person who will approve the travel order, in this case Dan Director.
The person responsible selects the Status of the travel order from the Trip Statuses Register, in this case
6. Printing the Travel Order
The travel order is printed via the taskbar, by clicking the 
(Reports) button.
The person responsible selects document type 7000 – Travel Orders.
Next, the person responsible enters printing criteria and selects the report type.
In this case, the person responsible enters Ashley Accountant in the Employee field and selects report type 3C0 – Travel Management Reports.
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HINT
For instructions on adding direct costs and reimbursements to the travel order, see the chapter Direct Costs.
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