How to Setup Travel Order Setup

Setting Numeric Series

First of all setting numeric series is necessary so Travel Order functionality could work properly. Type the keyword Travel Orders Setup in the search field.

Set the following fields:

• Travel Order Nos.
• Travel Order Resource Nos.
• Travel Order Source Code

Travel Order Resources

Setting Travel Order Resources

Search for Travel Order Resources, by opening the list you will be able to choose wage, relation or cost to set up.

If any Travel Order Resource Template exists in current company, when you are starting with creating Travel Resource, the system will show dialog for choosing right template for your needs.

In case no template is selected and dismissing the page, system will ask for opening the blank resource card.

1. Setting Travel Order Relation

Relation setting refers to the business trip route. To calculate wages automatically, it is necessary for each type of wage (e.g., wage for Italy or for Austria) that exists an open relation with the same currency and country code as wage that refers to that relation.

Field Descriptions:

• Type - select here Relation
• Description - enter the name of the relation
• General Posting Group - select posting group for the relation
• Unit Measure - in this field in case of relation creation should choose H (hours)

The rest of the fields on resource card should be filled in the same way as explained in the wage setting, noting that Quantity per Unit of Measure and Half Quantity per Unit of Measure should be entered as in the example above.

2. Setting Wage

To be able to create a wage for Travel Orders, click on the function New. The new empty card of Travel Order Resource will be open.

Field Descriptions:

• No. - this field is automatically filled in and the next available number from the defined numeric series is assigned
• Type - this field is for making choice whether is it wage, relation or a cost
• Description - description of the selected resource type
• Valid From - the effective date of the setting
• Valid To - the end date of a wage. In case the end date doesn't exist, leave the field blank
• General Product Posting Group - select a general posting group for a wage from the list
• VAT Product Posting Group - select the VAT product posting group from the list
• Calculation Cost per Unit - available choice for this field is Unit or Time, depending on which one unit of measure is used for cost calculation. For wages and relations it's necessary the Calculation Cost per Unit to be Time
• Unit of Measure - unit of measure for wage calculation (H)
• Quantity per Unit of Measure - in this field should be the number as an hour limit for wage calculation. For wages should be entered 12 hours (if the employee spent on the road 12 hours, one whole wage will belong to him)
• Half Quantity per Unit of Measure - here enter the minimum hours for the half of the daily allowance to be paid. In the example from the picture, the worker will be paid a half wage for spending on the trip between 8 and 12 hours a day, and full wage for over 12 hours
• Currency Code - the currency code for calculating the daily allowance on a business trip. If this field remains unfilled, the currency is assumed to be LCY. For automatic wage calculation feature the currency code and the country code entered on the wage must be the same as on the route which represents that country
• Country / Region code - select the destination country code
• Comment - clicking on this link field the comment entry form will be open
• Blocked - by checking this box, it's not possible to use the blocked travel order resource
• Unit Price - enter the amount of half wage on a business trip (in order to be calculated correctly: the half wage is from 8 to 12 hours)
• Search Description - the field is filled in automatically by entering Description field

3. Setting Travel Order Cost

Cost adjustment refers to the adjustment of expenses related to business travel, such as accommodation, meals, and other trip-related costs.

Field Descriptions:

• Type - select Cost in this field
• Description - enter the name of the cost here
• Not Post to GL - by placing a check mark on this field the system will not post a specific travel cost through the general ledger, but will only take the cost for travel order statistics. The same cost will not appear as the difference for payment to the employee. This functionality is used when there are costs that are paid by bank transfer and are already calculated on invoices (e.g., air transport or card payment)
• Bal. Account Type - Specifies the bal. account type (G/L Account, Bank Account) that will be used when posting expenses on the travel order. If the expenses are paid by card, they are posted using a predefined contra account (e.g., company MasterCard), and not as a liability to the employee. In this way, each expense gets the appropriate counter-entry because it allows the separation of: which expenses are charged to the employee, and which to the card. This ensures accurate and complete posting of all business travel expenses
• Bal. Account No. - Specifies the number of the balancing account

The rest of the fields on resource card should be filled in the same way as explained in the wage setting, noting that Quantity per Unit of Measure and Half Quantity per Unit of Measure should be entered as in the example above.

Traveling Employee

For the best Travel Order functionality all employees sent on a business trip should be created as Vendors. One step separates creation of employee for Travel Order from standard Vendor creation.

Setting up Vendor Posting Group

Type Travel Order Setup keyword in the search bar. The following picture represents the card page that will be open after the search. In order to differentiate traveling employee from real Vendor Vendor Posting Group should be entered, the same Vendor Posting Group must be set on a Vendor card as well (like e.g. in the following pictures).

Creating Traveling Employee

Search for Vendors term at the search bar. After the Vendor list is open, by clicking at the function New on the top bar, the traveling employee information can be entered.

Field Vendor Posting Group at the Invoicing tab has to have the same value as the field at Travel Order Setup page, like in the previous picture. Fill in the rest of Posting Details that are needed. Gen. Bus. Posting Group and VAT Bus. Posting Group will be transferred to the Travel Order when you choose an employee.