Creating a travel order

The Granule Travel orders allows you to create travel orders using your mobile phone, tablet or computer. A travel order can be created directly in the field or after the finished business trip at home or at work.

HINT For more information on this Granule, see the guide chapter Travel Orders Granule.

Below is a simple example of how to use the Travel Orders Granule.

CASE SUMMARY The person responsible creates a new travel order on their mobile phone, entering the details of the business trip made using the company vehicle. The person responsible visited a client in Koper and then attended a trade fair in Maribor, where the person responsible held several meetings with customers. The person responsible enters the vehicle details and the status of the trip in the document header. Then, the person responsible enters the details on the destinations of the trip and specifies additional costs (parking fees). This is done as follows: Opening the form to create a new travel order Entering data into the document header Adding a new destination from the list of Subjects Adding a new destination using Google Maps Entering costs in the lines Checking travel orders in the tab List of travel orders

1. Opening the form to create a new travel order

The person responsible loggs in to PANTHEON Web to open Travel Orders Granule.

This opens the form for entering a New travel order.

The person responsible enters the data into the document header

2. Entering data into the document header

From the list of the field Vehicle, the person responsible selects the vehicle which will be used for the business trip, in this case a Peugeot Boxer with license plate number LJ 587L698.

In the filed Status, the person responsible selects the status of the travel order, in this case: Approved trip.

The person responsible clicks the button (Save) to save the changes.

In the field Order no., the number of the created document 24-7000-000004 is displayed.

The person responsible then enters the destination.

3. Adding a new destination from the list of Subjects

The person responsible clicks the field Add new destination and uses the keyboard to find and select the subject visited, in this case: Intersport Koper, Ltd.

When selecting a subject, a pop-up window automatically appears asking about the details of the trip to make it easier to calculate the mileage. The the following question is displayed: Which direction do you want to transfer to the mileage field?

The person responsible clicks the button Return.

The selected destination appears in the list.

In the field Date from, the person responsible enters the date and time of the start of the business trip, in this case: 26.07.2024 at 08:00.

In the field Date to, the person responsible enters the date and time of the end of the business trip, in this case: 26.07.2024 at 11:00.

Using the keyboard, the person responsible enters the Travel purpose, in this case: Urgent delivery.

From the list of the field Cost center, the person responsible selects SALES.

The person responsible clicks the button (Save) to save the changes and then adds a new destination.

4. Adding a new destination using Google Maps

The person responsible adds a new destination using Google Maps.

WARNING Google services require a Google API key to be set up in PANTHEON

This is done by clicking the icon (Google Search) next to the field Add new destination. When the button is activated, its color changes to bright yellow.

Using the keyboard, the person responsible enters the address by typing Koresova ulica 7 in the field Add new destination and then selecting the appropriate entry from the list: Koresova ulica 7, Maribor, Slovenia.

Mileage is calculated automatically.

The field Date from is automatically populated with the end time of the previous trip: 26.07.2024 at 11:00.

In the field Date to, the person responsible enters the end of the trip at 18:00.

Due to the length of both trips, the daily allowance is automatically calculated.

In the field Travel purpose, the person responsible enters Fair attendance, meeting with clients.

5. Entering costs in the lines

To enter the daily allowance and travel expenses, the person responsible clicks the option Daily allowances and expenses (-,-- EUR).

The person responsible only needs to enter the data on expenses, as the data on daily allowance is populated automatically.

From the list of the field Cost, the person responsible selects Parking fee.

In the field Amount, the person responsible enters 12,50€.

In the field Date and time, the person responsible enters the time when the cost was incurred: 15:30.

Clicking the + button (Add) adds the line to the travel order.

The person responsible saves the travel order.

The value of daily allowances, expenses and the total value to be paid is displayed in the footer of the window.

He clicks the button  (Save) to save the changes.

HINT You can also add several different costs to a single travel order line.

6. Checking travel orders in the tab List of travel orders

The person responsible can also check their own created travel orders.

This is done by selecting the tab List of travel orders in the command line.

A list of travel orders created in the last month is displayed.

Using filters, the person responsible can customize the display of travel orders and search for them.

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