Review and approve travel expenses
As an administrator in QUANTICAL.ERP review submitted travel expense reports, approve or reject them and send them to accounting with the settlement document.
Administrators see submitted reports under Administration > Travel Expenses in the left sidebar. A number next to the entry shows how many reports are waiting for review.
The table lists all reports from status Submitted onwards with employee, departure and return, destination, project, purpose, per diem, expenses, total and status. The Pending filter shows open reports only, the name search narrows further. The export hands the table to Excel.
Review the report
Review opens the report with its reference, for example RK-2026-A1B2C3. At the top sit employee, company, project, purpose, route, means of transport and the travel times. Below follow the expenses and receipts, every item with type, description, amount, payment and the receipt to View or download.
The amounts show the per diem, the deduction for provided meals, the expenses paid privately and the payout to employee, plus the total cost of the trip including the items paid by the company.
Settlement document opens the complete report as a PDF with trip details, kilometres driven, amounts and expenses. Image receipts get a page each, PDF receipts are appended. The same file later goes to accounting.
Approve or reject
Approve sets the report to Approved and records who released it and when. Reject requires a reason for the employee, for example a missing receipt. The report returns as Rejected, the employee sees the reason, corrects and resubmits.
A rejected report can be approved directly, an approved one can still be rejected as long as it has not been sent.
Send to accounting
For an approved report Send to accounting opens the send dialog. Recipient, CC, subject and e-mail text are prefilled from the settings, the placeholders are already replaced. You adjust everything before sending. The settlement document goes along as attachment.
Send sets the report to Sent to accounting. Resend sends it again if needed.
The Actions column also offers Send directly in the table once a report is approved. Delete removes a report with all items and receipts permanently, after confirmation.
If the settings select sending from the organisation's mailbox but no mailbox is connected, sending stays blocked. The dialog points to the settings under Administration > Dispatch. If sending fails, the report stays approved.
The amounts of a submitted report are frozen. If something should be calculated differently, reject it, the employee resubmits, and the rates from the current settings apply.
Submit travel expenses
As an employee create a travel expense report in QUANTICAL.ERP - trip details, meals, expenses with receipts and submission for approval.
Configure travel expenses
In QUANTICAL.ERP set per company the meal allowances by destination country, the mileage rate and the e-mail dispatch to accounting.