The document is used to settle business trip expenses without the need to submit a business trip request or complete a business trip settlement. To create a new document, open the BUSINESS TRIP application, hover over the CREATE DOCUMENT button in the top left corner, and select COSTS SETTLEMENT.

Basic data

The tab contains the basic document information: the details of the issuer and requester, the document number, and its status

If necessary, you can change the requesting person – click the REQUESTER link.

and select the correct person from the list.

In a similar way, you can add informed persons. Click the PEOPLE NOTIFIED link and select the correct individuals.

Document details

In this tab, you enter information related to the costs.

Specify the time range of the incurred costs by selecting the start and end dates

Enter a description of the cost.

Select the currencies you paid in. Click the “+” button

and choose the relevant currencies from the list.

For the chosen foreign currencies, exchange rate and date fields will be displayed. You can modify the exchange rate date by clicking the calendar window and selecting the desired date.

Enter the advance payment. Click the “+” button.

Select the currency of the advance payment. PLN is always available, while other currencies are limited to those selected in the CURRENCIES section.

Enter the amount of the advance payment and the date of the advance transfer by clicking the calendar and selecting the date. The PLN value will be calculated automatically.

Select the method of transferring the advance payment.

When you select bank transfer, an additional field for the account number will appear. If your account details are already entered in your employee profile in the ORG application, the number will be automatically provided.

If you have more than one account in your ORG profile, you can select it from the list by clicking the icon.

To add costs, click the “+” button

Select the cost from the list and fill in the details. Depending on the cost, these may include:

amounts, dates, attachments, links to documents, invoice numbers.

You can read more about costs in the article Records of business trip costs

The settlements are updated in real-time in the tables:

Approval path

If the approval path is not automatically populated, click the approval path level icon.

and select the decision-maker from the list.

Send the completed document for approval.