Before Implementing Payments of Travel Claims
Actions for Travel expense reports
Activate Payments of Travel Claims
Settings for Expense Report Payment Settings
The use of travel expense accounting requires agreements and actions related to payments.
Before implementing the Payments of Travel Claims
The accounting firm must
- Ensure that the accounting interface for travel expenses used by the company is implemented within the Heeros service
- Open the agreements related to payments with banks NOTE! If the Archive is already in use, no new agreements need to be made, as travel expense payments can be processed with the same credentials.
Upon receiving the information, Heeros will take the necessary actions to open the SEPA connection channel between the accounting firm and Heeros applications. For more detailed information about the bank agreements, read here.
Actions for Travel Expense Reports
If you have previously used the Purchase Invoice workflow of travel expense reports and the travel expense ledger is implemented later, the travel expense reports in workflow must be processed before the payment functionality is activated.
Processing of travel expense reports in Purchase Invoices before the payment system is implemented:
- Transfer the old travel expense reports to external payroll processing
- Archive them in the Archive
- Delete them completely from Purchase Invoices (they are stored in the Archive).
Once the old travel expense reports have been processed, the travel expense ledger can be activated. After activation, new travel expense reports can be paid directly from Purchase Invoices.
Implementation of Payments of Travel Claims
- Go to the Menu
- Select the customers for whom the Payments of Travel Claims will be implemented by clicking the checkbox in front of the customer list
- Click on the Payments of Travel Claims option in the top menu bar.
If this option is missing from the Menu, please contact Heeros application support to activate the function. Activating travel expense accounting requires that SEPA payments are enabled and the integration of travel expense accounting with accounting has been implemented.
The program ensures that the selected customers definitely want to implement travel expense.
Ok selection takes the Payments of Travel Claims and reports into use.
Cancel selection leaves the settings unchanged, and the reimbursement of travel expense reports will not be implemented.
After clicking OK, the program will notify; Action completed. Acknowledge the notification by clicking the OK button. The selected Purchase Invoice lines will display the icon for Payments of Travel Claims in the Menu and a new function, Travel Expense Ledger, will appear in the navigation bar for Purchase Invoices.
Expense Report Payment Settings
Once the contracts with the banks have been arranged, the settings and records related to the expense report payment must be completed in Purchase Invoices. If you are already using Purchase Ledger-Purchase Invoices, part of the settings will be pre-filled.
Registers
- Complete the Registers - Account Chart view with all accounts used for travel expenses, such as necessary expense accounts, payroll liability accounts, and bank accounting accounts.
Settings
- Complete the settings with document types for expenses and travel reimbursements.
- Complete the settings - general - accounts
- Select the Settings - Interfaces - Accounting tab under general settings for the accounting connection for travel expenses.
- Define the default document type for expenses under the Other Settings tab.
- Complete the settings in the Bank Accounts view for which accounts travel reimbursements will be paid from and the payer's bank identification used in payments.