Travel and expenses

The business trip is over - now it's time to claim. Scopevisio makes it easy for you to submit your expenses for reimbursement with just a few entries.

Whether in the client or from a 2GO_ solution: the necessary data fields are quickly filled in and the corresponding receipts are quickly assigned. Any advances can be offset immediately.
Extensive pre-assignment allows you to generate pre-assigned receipts when submitting for the back office.

If you have only paid business expenses privately, use the expense form. It is reduced and therefore even faster to fill out.

Entering a trip

Travel expenses are a chargeable add-on within the current price and license structure. You must be assigned a corresponding license in order to be able to use the travel expenses or expense entry.

The rights at form level are assigned to the "Travel expenses" area. The forms can be authorized there. You need at least the "Travel expenses - employee" right to enter data.

Open Organization > Travel/Expenses in the ribbon.

All your travel and expense reports are displayed here in a clear table. You can use the multifunction 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 button. All trip-related data can be entered in the form that opens.

Trip data

1. Now enter the key data in the receipt data business object. Mandatory fields are the reason for the trip, start and end of the trip. The traveler data field is already pre-filled.
   If you use the project or order field, additional fields will be pre-filled directly.

2. The start address marks the start of the trip.

3. You can enter the destination address using contact management. 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 colored as mandatory fields.

4. The travel 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 checkboxes "Additional expenses for meals" and "Invoiceable" overwrite the values from the corresponding master data for this expense report. The data field "Statement submitted" is only filled in if 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.

Here you enter all data relating to the travel expenses. 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 overnight stay (e.g. 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, e.g. the hotel bill. You can upload the corresponding receipt from Teamwork or locally from your computer.

Note: If you select "Hotel with breakfast", Scopevisio will reduce the per diem meal allowance by the breakfast from the second day onwards. If you do not want this, you can remove the reduction manually.

Per diems and reductions

You can see the per diems calculated by Scopevisio under the Per diems and reductions business object. You can make corrections using the checkboxes.

The per diems depend on the duration of the trip and the country of travel.

Ancillary costs

In the Additional costs business object, you have the option of submitting additional additional costs such as cab 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 record advances already received by entering the type of advance and the amount. This is then displayed in the trip status business object and automatically taken into account when calculating the reimbursement.

Complete 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" right. This is the same right as for submitting travel expenses.

Click on the "Add expenses" button (2).

Enter the following details in the new form:

1. Mandatory fields here are Occasion and Date.

2. Add a new line.

3. Select an item in the "Incidental expenses" column and

4. enter the amount to be reimbursed.

5. You can also upload a receipt for this in various ways; this will become part of your expense report.

6. Creating a PDF preview saves your entries, as does explicitly saving them.

7. You can see the various amounts and the date of your expense report here. This is saved after submission.

8. Once you have entered all the details, you can submit your statement. A pop-up window will inform you that the details will be saved after submission. If you confirm with "Yes", the statement will be submitted and forwarded to Rebu. This completes the process for you as the submitter.