Video tutorial:

To create a costs settlement document, open the Business Trip app, press the “+” button, and select COSTS SETTLEMENT.

In the RANGE tab, indicate the start and end date and time of the costs to be settled (depending on the configuration, there may be only one date and time or just dates). Fill in the Description of the cost.

In the INFORMATION tab, you can change the applicant (and similarly select the informed persons).

If the applicant has more than one employment, to specify which employment the created document concerns, press the bust icon with an arrow on the right side of the POSITION field and select the appropriate employment.

In the next tab, you can fill in the CURRENCIES of the costs incurred. Press the EDIT CURRENCIES button. To add a currency, click the “+” button in the top right corner and select a currency from the list.

Enter the exchange rate date or input the rate manually. To remove a currency, press the red “x” button; to add another currency, press “+”; or save the completed currency card by pressing the diskette icon.

To add an advance payment, go to the next tab and press the EDIT ADVANCE PAYMENT button and select the advance currency. Note: the currency list is limited to options selected in the CURRENCIES tab and PLN, which is always available.

Enter the date of advance payment, select the payment method, and enter the advance amount. Note: if you choose the TRANSFER method, an additional window will appear with the bank account number.

If the bank account number is filled in the employee’s profile in the ORG app, it will auto-fill here. You can edit it manually or, if multiple account numbers are entered, click the bank icon and select the correct number from the list.

In the COSTS CALCULATION tab, add the costs incurred. Click the EDIT COSTS button and select the appropriate one from the list.

On the cost card, fill in the fields that appear. Depending on the cost type, these may include notes, dates, attachments, document links, invoice numbers. To add another cost, click the “+” button; to delete, press the trash bin icon; save the completed cost card by clicking the diskette icon.

You can read more about filling in costs in the article: Travel Expense Records.

To send the completed request for approval, go to the APPROVAL tab, click on the approval path level, and assign the person responsible for approval. Note: depending on your company’s procedures, the approval path may already be filled and not editable.