Attention
From release 12.1.16 on.
The purpose of the travel process in the Financial module of Protheus is to offer control of expenses related to the corporate travels of a company or entity. For this purpose, we register travel requests, purchase services, grant advances, render accounts, pay suppliers, and bill these trips, when necessary.
Below we detail the components of the travel process:
The access group defines the hierarchies for viewing employee travel data.
For example:
The following are employees of Company A:
There are two possible groups for configuration in this scenario:
1) João is responsible for Department Group A, where Paulo, Luciana, and Ricardo are members. So, João can view his own trips and the trips that contain at least one member of his group.
2) Paulo is responsible for Department Group A.1, where Luciana and Ricardo are members. Paulo can view his own trips and the trips that contain at least one or more members of his group.
Important
Users configured in the Travel Department User parameter have a full view of the data.
An employee (in this scenario, they are called Participant) needs to take a corporate trip, for some reason, whatever it may be (ex: customer service/visit, business meeting, event). So this routine will have as main objective to register the request of this trip, considering relevant information to control the expenses of the trip and its policies.
Important
This routine only covers requests from Protheus. Trips integrated with Reserve do not generate requests, as they are purchased and issued directly by the agency.
In the items of the trip, you can select and justify/detail the following services:
Attention
When parameterized for approval after the request, a pending approval will be generated for the superior of the participants. Otherwise, it can be sent to the travel department (directly after the request or in a second moment through the sending option) and the trip will be generated automatically.
Example:
The company can decide to go through all the approvals, in this case the flow will be:
Or it may be that only one of the approvals is necessary, in this case we have:
Access the routine through: Updates > Travel > Travel Requests
The traveler must inform the basic data of the trip in the header of the request, such as origin and destination, departure and arrival dates, customer for assistance (if any), etc.
For each service, Participants and their respective Cost Entities must be informed.
Also, you can select which participants will receive an advance in the Advances tab.
The calculated value is a forecast and is displayed only when it is parameterized:
For the execution of the automatic routine, we illustrated some features such as Inclusion (MyFA666Inc), Edition (MyFA666Alt) and Exclusion (MyFA666Del), in the following examples:
Advances (FINA667) are the amounts credited to employees to cover the costs of a trip, such as food, transportation, communication, etc.
These values are calculated through the configuration of the company's travel policy, which can be:
In the Travel routine (FINA665), it is still possible to request advance complements. If an employee needs more money on a trip, this request can be made by selecting the trip and the option Individual Advance Payment. In this case, an additional advance linked to the trip is generated.
The bill generation rules, such as Prefix, Class, Due Date for regular and urgent advances (those requested outside the advance policy rule) are in the Configuration Wizard.
Advances requested either via Reserve, Travel Request or individually are not approved together with the trip and generate a pending issue for the superior of the traveler, if configured.
Example:
If the superior's approval and financial evaluation is necessary, we have:
Or, we will have the following scenarios if a step can be performed automatically:
Tip
The advance is accounted for by the standard entry of a bill.
For cases in which the advance is in another currency and the rate informed after the bill is generated, it must be accounted for offline.
Attention
This process is not mandatory.
The advance can be generated from the travel request (FINA666) by selecting this option on the Advances tab:
Or after the Trip has already been sent to the travel department (FINA665) by clicking on the "Request Advance” and selecting the participants that will received the advance:
Then, through the routine FINA667, the advance can be viewed, and follow its flow of actions:
To execute the automatic routine, we illustrate the request for the advance after the trip is completed (MyFA667A), in the following example:
With a trip in progress or after its completion, the traveler must account for expenses to the company.
Every trip, regardless of whether or not there is an advance, automatically generates a record in the Accountability routine (FINA677) linked to it.
A rendering of accounts has the basic data of a trip, such as its number, start and end dates, location, the customer that was served (if applicable), in addition to the cost entities and percentage of billing against the customer (if applicable), etc.
The employee may inform their expenses item by item, informing: expense, location, amount (in local currency or other and its conversion rate), quantity, cost entities, etc.
In addition, advances are listed on accountability and deducted from the total amount at the bottom of accountability.
The amounts spent, refundable, and the balance are also shown at the bottom, in the 3 currencies used by Protheus: local, dollar and euro.
Attention
Once finalized and forwarded to the travel department (after its inclusion or at a later time by the option to send to be checked), the travel department will check the accountability. Although the system already calculates the reimbursable amounts of expenses using the expense limit rule, if the verifier identifies an item in the statements that are outside the travel policy, they can post the discounts at this time and the amount to be returned/refunded is updated.
If the approval and/or release steps for financial are active, pending issues will be generated for the superior of the traveler and for the financial/travel department, respectively.
Example:
In the event that the whole process must pass through approval or verification, we have:
If any step can be performed automatically, we have:
Finally, in addition to the trips, the routine also allows individual rendering of accounts.
Tip
Accountability has specific entries for accounting for expenses, which are:
*The accountability totals are registered in the FLF - Accountability Header table.
