1. Reporting person – name of the employee who went on the business trip
2. Report no. – the number is generated automatically based on the numbering formularead here about the numbering formula set in the settings
3. Report date – this date will be used to post the travel expense entry to the accounts.
4. Currency – if costs during the trip were made in a currency other than euroread here about activating currencies, the expense documents can be entered without conversion. If a daily allowance also needs to be calculated for the same trip, it must be entered as a separate report
5. Travel purpose – the goal of the business trip should be entered here (e.g. client meeting)

Here you need to select the start and end dates of the business trip and the destination country (from a dropdown list). The daily allowance amount is calculated based on the number of days and the applicable daily rate.
The default daily allowance rate can be set under Environment settings -> Expense and travel report settings. If needed, the daily rate can also be updated directly in the report line. To do this, click the magnifying glass icon at the end of the row (Additional information) and enter the new rate.
If multiple daily rates apply during one business trip, they must be added as separate lines (first 15 days at 75 euros per day and subsequent days at 40 euros per day).

Here you can add the expense documents for costs incurred by the employee during the business trip. Costs paid directly by the company (via bank card or transfer) should not be entered here.
Entering cost documents is done in the same way as in the expense report. For more details, see the guide “Expense Reports (Reporting person)”.

Below, you can see both the total amount of the cost documents and the overall total of the report.

In the additional information field, you can enter notes such as references to travel costs paid separately (e.g. flight tickets, ferry tickets, accommodation).

The Report copy field is usually left empty. The system automatically generates a PDF version of the report, which can be saved with the expense documents or printed if necessary.

Once all the information is correct, save the report.

After saving the report, the header shows the reporting person’s balance, the total amount of the current report, and the report status (awaiting payment or paid).
If the same person also has unpaid amounts from an expense report and/or logbook, the balance displays the total amount owed.

The Actions menu options depend on the report’s status: awaiting payment or paid.
To pay the reporting person, you can generate a payment file or send the payment directly to the bank (if the bank interface is enabled).
If needed, you can make a prepayment to the reporting person. Record the payment under Operations -> Payments using the person’s name. After entering the report, link the report to the payment.