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Travel Management

Travel Management

Travel Management

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Travel Management document types have the following settings:

ID
The 3-digit ID of the document type.
Short Name The optional short name of the document type (used in overviews).
Name
 The name of the document type as it appears in menus.
Record Only
If checked, the document type will be visible in the menu and you will be able to create new documents in this document type, but it will not be available for automatic posting.
Note The note for this document type, for example a description on its intended use. 
Daily Allowances and Bonus Account for the debit posting of daily allowances and bonuses to daily allowances. The account is used when automatic posting of trips.
Mileage Rate
Account for the debit posting of the mileage rate.
Copy Accounts If you click this button, the program will open the Copy Accounts form. The form is used for copying expenses from another already defined document type.
Additional expenses for trips The register is a table, where you can set a additional expenses for trips of your choice. The register has following columns: Type - is filled automatically (numbers are generated automatically), Name - you can enter a name of the expense and Account - an account for debit posting.
Additional Expenses Account to which you would like to post (in debit) other expenses (Type 0) by the trip calculation.
Contra Account (CR) Account to which you would like to post (in credit) calculated expenses. The account is the same as and is linked to the account for debit posting of cash disbursement for the travel expenses payout.
FCY Contra Account (CR) 
Travel Purpose In this field you can predefine the text for the traveling purpose. On the Trip form, you can change and add text as you desire.
Prepayment  
Transactions - FCY 
Payout  
Transactions - FCY 
Employee
Payer
A Subject that will pay the trip.
Department
A department that will carry the expenses. If you select the checkbox on the right side of the Department field, the program will require you enter the department. If the box is selected and you will not enter the department, the program will report an error (see Department must be specified!).
Cost Center If you select this option, the program will require that you enter the cost center. As long as you do not enter the cost center, the program will not save line.
Subject

 

 If you select this option the program will not allow you to save a trip form that has defined data, but does not have defined the Destination section. In such case, the program reports an error: Destination must be defined!. If you do not select this option, the program will allow you to save a trip without the defined Destination section, but you will at least have to define the Place field or the program will report an error: City must be specified. 
Document Type for Cash DisbursementIn this field you can select the document type for cash disbursement where the program will by default create cash disbursement.
Travel Expenses Prepayment In this field you can select the document type for cash disbursement to payout travel expenses prepayments.
Account for Debit Posting In this field you can select a default account for debit posting of the cash disbursement for the travel expenses prepayment. The account will be used in the line of a cash disbursement. If you do not set the account, the program will for the automatic posting of cash register use settings from Payment Methods register.
Travel Expenses Payout In this field you can select the document type for cash disbursement to payout travel expenses.
Account for Debit Posting In this field you can select a default account for debit posting of the cash disbursement for the travel expenses payout. The account will be used in the line of a cash disbursement. The account is the same as and is linked to the account for the credit posting of calculated expenses (see the Contra Accounts (CR) field above).
Approve Document on Payout Select this option if you would like the program to confirm (approve) the document automatically, once, you have paid out the trip.

 


 

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