Travel expense process
By travel expenses, we mean a functional extension that, in conjunction with other functions, maps the process from recording to checking, approval, booking and payment to the traveller and, if necessary, charging on to others.
The travel expense recording functions are available in Scopevisio2GO for mobile working.
Administrator rights for travel expenses
An employee should be assigned the Travel expenses - all rights rights profile by a Scopevisio administrator. This profile can be used to manage settings for travel expenses. As the settings have a strong influence on an automated back office process, an employee with accounting knowledge should be selected for this.
Settings
The travel expense administrator opens Organisation > Travel/Expenses > Further actions (three dots) > Travel expense settings.
Alternatively, the same form can also be accessed via Organisation > Master data > Projects > Edit travel expense settings.
Items for travel costs and expenses
In the Basic data business object, you can display and partially edit the existing travel expense items via Maintain items.
The form that appears shows the links between the items and the financial accounts. If your form is empty, first load the system template via the link at the bottom right and confirm this by clicking on Complete import, then adjust the suggested account assignments in the "Account (employee)" column and, if necessary, "Account (company)" to your individual chart of accounts. The expense accounts are pre-assigned based on the selected employment type. Save your changes.
For the sake of clarity, you can of course remove items that are unusual in your company from the list or add a special travel expense item. For new items, check not only the accounts but also the other columns:
Cost absorption: Such an item has not been designed by the traveller.
Reimbursable: Such items are included in the requested reimbursement amount of the expense report. Reimbursable and cost absorption are mutually exclusive.
Invoiceable (re-invoicing): Such items are proposed for on-charging to your customer.
The tax rates applied are also customisable.
The items accommodation flat rate, meals flat rate and meals flat rate for arrival and departure are system-relevant and must remain as they are and should not be changed.
Maintain per diems for meals
Under Maintain per diems for meals, you can enter individual per diems for meals that deviate from the statutory limits.
Initially, you can create the statutory values via the link Add missing standard entries from system data.
Maintain kilometre per diems
Under Maintain kilometre per diems (3), you can enter individual kilometre per diems that deviate from the statutory limits.
Employee rights
Once the travel expenses settings have been made, the administrator assigns the "Travel expenses - employee" rights profile to other employees as required. This allows them to enter travel expenses both in the client via Activities > Enter travel expenses and via REISE2GO .