In the desktop client or from a 2GO solution, you can easily submit travel and expense receipts and settle advances immediately.
The generated receipt including attachments is sent to the invoice receipt book, and the pre-assignment reduces the workload for the back office.
Expense report: This simplified entry accesses the same basic data as the travel expenses, but the start and destination address entry and the calculation of additional meal expenses are removed. Expense recording is useful if you submit privately paid petrol receipts or have submitted other business expenses privately.
Recording a trip
To be able to use the travel and expense management function, you must be assigned the licence for the professional function of the same name.
The rights at form level are assigned to the "Travel expenses" area. The forms can be authorised there. You need at least the "Travel expenses - employee" authorisation to enter data. This also covers the recording of expenses.
Open Organisation > Travel/Expenses in the ribbon.
All your travel and expense reports are displayed here in a clearly organised table. Use the multi-function filter to find the desired process quickly and without having to search for a long time.
You can create a new trip using the Add trip multi-button.
Trip data
First enter the general data for the trip.
Now enter the key data in the trip data business object. Mandatory fields are the reason for the trip, start and end of the trip. The Traveller data field is already pre-filled.
If you use the project or order field, additional fields will be pre-filled directly.
You can use the "IBAN for reimbursement" to specify the account to which you expect to be reimbursed.The start address marks the start of the journey.
The start address of the last journey is pre-assigned; you can quickly enter further addresses via the direct links. From own address calls up the private address of your contact (address tab #5). From last destination the destination address of the chronologically preceding, submitted journey.You can enter the destination address using the contact management function. However, it is also possible to freely describe the address fields. This does not create a contact.
It is not possible to submit travel expenses without a destination address, which is why they are directly coloured as mandatory fields.
The Flat rate country / region field is used to calculate the additional expenses for meals. If you are travelling to a country with several regions, you must enter the exact region, otherwise the country is sufficient (as in Germany). The field can only be filled in once the travel period has been entered.The trip status business object adapts to the subsequent entries and displays the total expenses, the advance received and the calculated reimbursement and whether the expense report has been submitted.
The "Additional meal expenses" and "Invoiceable" checkboxes overwrite the values from the corresponding master data for this expense report. The data field "Statement submitted" is only filled in once you have actually submitted the statement using the button at the bottom right of the form.
Travel expenses
You can addtravel expenses using the Add button.
Enter all data relating to the travel expenses here. You can remove an entire line using the button of the same name. Use Upload or the buttons below the business object to add or remove the relevant receipts either locally from your computer or from Teamwork.
Overnight stay
In the Overnight stay business object, you enter the expenses for overnight stays.
After entering the type of accommodation (with or without breakfast), the accommodation costs, the costs for meals and other expenses, the total accommodation costs are displayed in the data field, which should correspond to the receipt (the hotel invoice). You can upload the corresponding receipt from Teamwork or locally from your computer.
The "Number of overnight stays" (1) is initially filled in from the travel period for the overnight stay flat rate, but can be freely edited. It is used in conjunction with the country-dependent reimbursement rate as a factor for the calculation. The reimbursement rate can be changed by selecting a different country.
In the event that you are claiming an accommodation allowance for different areas, you can also create the accommodation allowance line more than once; the number of overnight stays and the country must then be determined manually.
For all other items (hotel), the number of overnight stays is set to 1; different values cannot be saved.
Meal per diems and reductions
You can see the per diems calculated by Scopevisio under the per diems and reductions business object. You can make reductions manually by clicking in the corresponding field. If you select "Hotel with breakfast" for overnight stays, Scopevisio will reduce the per diem meal allowance by the amount of breakfast from the second day onwards. If you do not want this, you can remove the reduction manually.
The meals per diem depends on the duration of the trip and the country of travel. By making the appropriate change (3), the per diem of another country can be used in a trip.
Ancillary costs
In the "Ancillary costs" business object, you have the option of submitting additional ancillary costs such as taxi and parking receipts. Use Add to select the type of additional expenses, enter the corresponding amount and complete the receipt.
Advance
Under the "Advance" business object, you can make a note of advances already received by entering the type of advance and the amount. This is then displayed in the "Travel status" business object and automatically taken into account when calculating the reimbursement.
Check and submit travel expense entry
If you want to interrupt the entry of travel expenses and continue at another time, you can save the entries using the Save button (1) and close the window.
You can use the PDF preview button (2) to display and save your recorded travel expenses in a PDF at any time.
Use the Submit expense report button (3) to finish entering the travel expenses and generate a PDF from the cover sheet and attached receipts, which is automatically sent to the Scopevisio invoice receipt book. The submission of the travel expense report is now complete.
Record expenses
If you have incurred expenses, you also submit them via the same "Travel/Expenses" function call (1). If you do not see the call, ask your administrator to assign you the "Employee travel expenses" authorisation. This is the same authorisation as for submitting travel expenses.
Click on the "Add expenses" button (2).
Enter the following details in the new form:
Mandatory fields here are Occasion and Date.
Add a new line.
Select an item in the "Ancillary costs" column and
enter the amount to be reimbursed.
You can also upload a receipt for this in various ways; this will become part of your expense report.
Generating a PDF preview saves your entries, as does explicitly saving them.
You can see the various amounts and the date of your expense report here. This is saved after submission.
Once you have entered all the details, you can submit your statement. A pop-up window will inform you that the details will be finalised after submission. If you confirm with "Yes", the invoice will be submitted and forwarded to the invoice receipt book.
