General Information on Transfers
Transfer of Travel Invoices to Accounting
Return from Accounting
Return of Travel Invoices from Accounting
Transfer of Travel Invoices to Payroll
Return of Travel Invoices from Payroll
Archiving of Travel Invoices
Travel Invoices are transferred either to payroll or accounting, depending on whether only the creation and review/approval of travel expense reports is used in Purchase Invoices (transfers to payroll) or if it also includes the payment of travel expense reports, travel accounts payable (transfers to accounting).
General Information about Transfers
The transfer of travel Invoices and payments to accounting is done in the To be transferred section. This guide only covers the transfer of travel Invoices you can read about the transfer of payments here.
By default, all approved but not transferred invoices and payments are displayed in the views.
You can change the default entry if necessary by clicking on the dropdown menu at the end of the Approval Status field (default text: Accepted). The approval status can also be In Circulation (in this view, only untransferred items in circulation will be shown) or All (in this view, both items in circulation and accepted items will be shown).
The information from the travel expense report that has been transferred to accounting can no longer be edited in Accounts Payable. The invoice must first be returned to the core system for editing. Note! If the travel expense report in question has already been archived, it must also be returned from the archive first.
Transfer of Travel Invoices to Accounting
Travel Invoices are transferred to accounting when the Accounts Payable travel expense ledger is in use and the travel Invoices are paid through Accounts Payable. Travel Invoices are transferred to Heeros accounting via HeerosCSV import. In the general settings of Accounts Payable, the accounting interface for travel Invoices must be defined as HeerosCSV on the Interfaces – Accounting tab.
NOTE! If the travel expense reports have not yet been assigned document numbers at this stage, they must be provided before transferring to accounting, using the same view's Document Numbering - button.
- Go to the To be transferred– Travel Invoices view
- Select the travel Invoices to be transferred to accounting by clicking the checkbox in front of the invoice line
- Click the To Accounting - button at the top of the view
A report is generated from the transfer, detailing the transferred invoices and the total amount.
The transfer file must be saved to the desired target directory, from which the file is retrieved for use in your accounting software. The travel Invoices transferred to the accounting will be visible in the To be transferred – Archive view until they have been archived. After archiving, the invoices will be visible in the Transferred – Archived view.
Read more about transferring invoices to Heeros Accounting here.
Return from Accounting
If the travel expense report has been archived in the Archive after the accounting transfer, it must first be retrieved from the archive, after which it can then be returned from accounting. The invoice retrieved from the archive moves back to the Transferred view, where the actual return from accounting is made.
Transferred-views display all invoices and payments that have been transferred to accounting but have not yet been archived or have been returned from the archive. If you wish, you can search for invoices/payments from a specific date or time period. If you are searching for invoices/payments within a particular time frame, select the first date of the period from the calendar in the first field and the last date of the period in the second field. This way, you will only see those invoices/payments that fall within the timeframe you specified.
Returning Travel Invoices from Accounting
- Go to the Transferred – Travel Invoices view
- Select the invoices to be returned from accounting by clicking the checkbox in front of the invoice line
- Click the Return from Accounting button at the top of the view
In the Transferred – Travel Invoices view, all invoices are transferred to accounting (the transferred to accounting icon, i.e., the light blue book, is not shown separately). The returned invoice moves to the To be transferred– Accounts Payable view, and the accounting icon (light blue book) will no longer be visible on its invoice line. The invoice's history will contain a note regarding the return from accounting.
Transfer of Travel Expense Claims to Payroll
Travel expense claims are transferred to payroll when their payment is made through the payroll program, and the Accounts Payable travel expense subledger is not in use.
Once the travel Invoices have been processed according to the default approval process and reached the final stage, they can be transferred to payroll. The transfer of travel Invoices to payroll always requires that the payroll interface is defined in the Accounts Payable settings (Settings – General – Interfaces – Payroll). Travel Invoices transferred to payroll can be returned to Accounts Payable if necessary.
- Go to the To be transferred – Travel Invoices view
- Select the invoices to be transferred to payroll by clicking the checkbox in front of each travel expense line
- If you want to transfer all travel Invoices from the view to payroll, click the checkbox indicated in the image, which will select all travel Invoices in the view.
- Click the To Payroll button after selecting the invoices
- A report is automatically created on the screen from the invoices transferred to Payroll.
Closed reports can be viewed later in the Reports – Transfer Reports view.
Travel Invoices transferred to payroll appear in the Transferred – Travel Invoices view until they are archived. Archived travel Invoices are displayed in the Transferred – Archived view.
Return of Travel Invoices Reports from Payroll
If a travel expense report transferred to payroll has already been archived, it must be returned from the archive back to Accounts Payable before returning it from payroll.
- Go to the Transferred – Travel Invoices view
- Select the travel expense to be returned by clicking the checkbox in front of the line
- Click the Return from Payroll button
The program will notify you of the number of returned invoices. The notification can be closed with the OK button. The returned travel expense will appear in the To be transferred – Travel Invoices view.
Archiving Travel Invoices
You can read more about archiving invoices here.