Before adding a travel order, a vehicle must be added first.
1. Travel order - Travel order
To add a travel order, click on Travel orders
If it is not visible in the main menu:
2. Travel orders - select adding a new Travel Order
Click on "New".
3. Entering Travel Order data
Fill in the data in the header of the travel order page (fields marked with an asterisk (*) are mandatory, other fields are non-mandatory)
1. Enter the date of the travel order
2. Enter the employee who is going on a business trip
3. Enter the beginning of the travel order - date and time
4. The description of the order can also be added
5. If there is a partner who finances the trip, one can be added as ''Payer''
6. Enter the person who approved the travel order
7. Tick "Calculate per diems" if such should be calculated (per diems are automatically calculated if the trip is longer than 8 hours or the entire trip takes multiple days)
8. Enter the mileage type (if the manual one is selected, the price per kilometer can also be added)
The company can add the advance payment for the expenses of the employee.
4. Adding destination
Click on ''Add a destination'' once the data entry is completed.
In a dialog that opens, enter destination data.
Multiple types of entries can be selected.
4.1. Partner
(SPREMENITI SLIKO)
1. If it is a journey to a partner, one can be selected.
2. Enter the missing data (vehicle, starting date and time, journey's ending date and time, and for length enter the kilometers driven).
3. If ''With return'' is selected, the return trip will be displayed on the work order, but the total kilometers for both directions must be entered.
4.2 Free Entry
(SPREMENITI SLIKO)
For ''Free entry'' enter the destination on your own (example - Koper, Maribor,...)
1. If it is a journey to a partner, one can be selected.
2. Enter the missing data (vehicle, starting date and time, journey's ending date and time, and for length enter the kilometers driven).
3. If ''With return'' is selected, the return trip will be displayed on the work order, but the total kilometers for both directions must be entered.
4.3 Return (SPREMENITI SLIKO)
Multiple destinations can be added. By adding the return trip destination, the return from the last destination entered will be included.
Enter data (vehicle, starting date and time, journey's ending date and time, and for length enter the kilometers driven).
5. Adding additional expenses (SPREMENITI SLIKO)
For expenses, the mileage will be automatically added as well as per diem expenses in case that the trip duration is longer than 8 hours in the travel order or if the trip is a multi-day one (displayed on the picture below).
Expenses such as fuel can also be added.
Invoices can be added too, which were added into purchase invoices and are related to the trip. In addition, products can be added as well.
(SPREMENITI SLIKO)
If the employee refueled the vehicle during the trip, click on ''Add product'',
A dialog will open in which ''Fuel'' should be added as a free entry.
Enter the ''Fuel'' product.
Then click confirm.
A window will open in which the fuel expense and fueling date can be entered.
For ''Price'' enter the cost and save.
Cost was added (example is displayed below).
(SPREMENITI SLIKO)
Company can also provide the employee with the advance to cover their travel expenses.
1. Click on the € symbol
2. A dialog will open where Expenditure - advance should be selected as the payment type, enter the mandatory data together with the amount
3. Click add and save.
6. Report
At the bottom of the travel order, the employees can write their own reports.
In the Report field: employees write their reports and save them.
After the travel order is completed, an order with the report can be printed.
(SPREMENITI SLIKO)
Click on the printer.
A dialog will open.
Click on Print.
A travel order will be printed with the description of the business trip, expenses, and report.