The following options are available for creating a travel report:
- from previously created and approved travel application;
- By selecting receipts from the receipts wall;
- From the menu Expenses->My travels->New report.
NB! To prepare travel reports as a minimum it is necessary that daily allowances are set up as an expense type (see: Settings->Accounting->Travel, business expenses) and that a number series is also set up for travel reports.
Travel report header
If the preparation of a travel report is commenced from an approved application (see Travel application), the report header is already completed. Only the travel activity report i.e. a short summary must be added. If however the report is submitted from the receipts wall or by adding a new report, the entire report header must be completed:
- As a first choice it must be selected from the drop-down menu whether it is a local or foreign travel;
- As the next selection you must specify the travel dates and definitely also the estimated beginning and end time. You must add the country of destination and you may also add the city of destination.
According to the rules established in the company you can also add the purpose of the travel, i.e. a short description. If the company uses dimensions in the expenses accounting, these can also be added here.
The report can be prepared as a so-called group report i.e. it can be prepared for several people at once.
It is also possible to note that compensation made in the company’s name is desired to be received in cash or another person may also be the recipient of the payment.
Additional documents related to the travel can be added to the application as attachments.
Travel report rows
If preparing the travel report was commenced by marking receipts from the receipts wall, then a row has already appeared on the report for each marked receipt and only the expense distribution must be completed for each receipt. Travel report rows also exist if submitting the report was commenced from the application.
If preparing the travel report was commenced by creating a new report from the “My travels” menu, the documents can be added to the rows here. Documents can be added to the travel report when the report header is completed and saved.
By clicking the “Add actual expense” button in the report part “Expense documents” (photo above) or the + sign at the end of an expense row, the following window will open where you can select expense documents from files saved onto your computer as well as the receipts wall:
When adding receipts to the report an expense distribution must also be completed for each document. Fields that are mandatory to complete (marked with asterisks) are the type of expense, total document sum, means of payment and to whom this expense will be compensated i.e. party, that can be selected from a drop-down menu. If preparing the report was commenced from the receipts wall, expense distribution must also be added to the report rows – these can be made by clicking on the brown writing on the row (for example on the “undetermined” supplier name).
If in the accounting settings (Accounting->Settings->Travel, business expenses) an unjustified expense distribution is permitted with a tick, it is permitted to submit receipts to the company on the rows of which the personal expenses of the reporting person may also be reflected that the company will not compensate. In such a case a tick must be made after the name of the reporting person in the expense distribution and the sum that is not the company’s expense on that expense document must be highlighted.
Sending a travel report for approval
If all of the desired rows have been entered i.e. the expenses documents have been added, approvers can be added to the report and it can be sent from the desktop of the person that prepared the report. If the travel report was also preceded by submitting and approving an application, Envoice offers the same approval round for the report by default as well.
After adding receipts related to the report you will be redirected to record these receipts. You can choose between two methods for recording:
- Whether you use a travel advance payment account;
- Do not use a travel advance payment account.
When using an interim and advance payment account the receipts are recorded one by one to these accounts and the final expense entries are only made on the basis of the report. If interim and advance payment accounts are not used, expense entries are made directly from each receipt.
If the travel advance payment account is used, the following recordings are made:
- debit – travel advance payment account in the receipt net amount;
- debit – input VAT account in the receipt VAT amount;
- credit – payable to the supplier / reporting person in the receipt amount.
For a report if corrections do not have to be made:
- debit – expenses account in the expense amount;
- credit – travel advance payment account.
For a report if corrections have to be made for example in respect of an expense not belonging to the company (the receipt also reflected the personal costs of the reporting person), the expense entry is made in a smaller sum and adjusted in respect of input VAT:
- debit – expenses account in the amount of the company’s expense;
- debit – travel advance payment account in the negative expense amount;
- debit – travel advance payment account in the negative net amount not belonging to the company;
- debit – negative input VAT on the part not belonging to the company;
- credit – negative payable to supplier / reporting person in the amount not belonging to the company.
NB! The daily allowance and using a personal car compensation expense entries are also made when recording the report.
If the business expenses interim account is not used, the following recordings are made:
- debit – expenses account;
- debit – input VAT account;
- credit – payable to supplier / reporting person.
With a report if for example a correction must be made in respect of a part not belonging to the company (the reporting person’s personal expenses were also reflected on the receipt), the respective reduction entry will be made in respect of a previously recorded expense:
- debit – negative expenses account;
- debit – negative input VAT account;
- credit – negative payable to supplier / reporting person.
NB! If a corrected part or additional entries do not become evident with the report, only the receipt expense entries will be made.
If the company uses dimensions like department and region in this example, these can be attached to the expense report as well. Recording is completed with a click on the green button “Finish recording”:
All receipts are recorded one by one in the expenses module. When recording, the accountant will review that all receipts are correct and belong to the company and will add the tax codes. After recording the final receipt, additions will also be made to the report according to the recordings made from the receipts.
More additions must be made in the business expense report if necessary. If everything is correct there as well, the entire accounting processing of one report will finish with recording the business expense report and the report will be sent for an approval round that the reporting person attached when finishing the report.
Linking purchase invoices with a travel report
It is possible to link with the travel report purchase invoices that arrived separately and are being processed, for example plane or boat tickets invoices. For this you must tick the respective place in the purchase invoice header:
Then it will become possible to link a purchase invoice with a specific travel report that can be selected from a drop-down menu:
NB! It is possible to link together purchase invoices and travel reports, the processing round for which has not yet finished, i.e. that have not yet been approved. If there is need to link together approved documents, you must first cancel the approval round, then link the documents and then send for an approval round again.
Approving travel reports
Definitively recorded travel reports move to the approval view of approvers according to the approval round order attached to them. Reports that are being approved are displayed in the respective subdivision on the expenses module desktop:
Overview of travel reports
An overview of travel reports is available:
- in the expenses module from the menu point “Archive”;
- in the purchase invoices module from the menu point “Archive”.
Only the report itself is displayed in the expenses module but each receipt that was recorded is available as a separate document in the purchase invoices archive and is reflected there as a “purchase invoice”, also daily allowance and personal car compensation.