Click the “+” button next to the name of the COST CALCULATION section to record the costs that were incurred during the business trip.

Depending on the parameterization of the system, several different types of cost may be available. To add them to the calculation, select the appropriate item on the list.

Summary description of the most commonly used cost groups:

1) Commuting lump sum

Select country, direction of travel and payment method and confirm.

2) Lump sum for accommodation

Mark the country, enter the number of days and select the payment method. Confirm with OK button.

3) Local transportation

To enter the cost relating to transportation in the city where the business trip takes place, enter the country, indicate the number of days and the method of payment.

4) Hotel

From the list, select the country to which the cost applies, enter the number of days, the amount and select the method of payment. The amount must not exceed the hotel limit, entering a higher amount will result in a warning message.

Note: The types of costs and the required data are determined by the accounting department. Another example could be cost – INSURANCE, and the required data could be:

– country
– contractor
– invoice/bank account number
– amount
– method of payment
– description
– link to the document associated with the expense

Note: if you lose a document confirming the costs incurred, such as a VAT invoice, when you add a specific type of cost, you can confirm the loss of the document, and the authenticity of the information provided about the cost.

Click on the type of cost

and confirm the statement.

After confirming the statement, the name of the confirmer, and the time and date will be displayed.

The cost associated with the ALLOWANCE in the business trip settlement will appear automatically. To define the cost, click on the link.

A window with two tabs will be displayed: ALLOWANCE AMOUNT and DEDUCTIONS FOR MEALS RECEIVED.

In the DEDUCTIONS FOR MEALS RECEIVED tab, enter the meals provided during the business trip. Click the + button to add a new line. Enter the date you received the meal, select the country you were in on the specified date from the list, select which meals you received and confirm with the OK button.

Deductions for the provided meals will be recalculated and summed up in the first tab of the ALLOWANCE AMOUNT.

The settlement updates in the tables: