{"id":11504,"date":"2025-09-03T16:43:54","date_gmt":"2025-09-03T13:43:54","guid":{"rendered":"http:\/\/support.simplbooks.ee\/?post_type=ht_kb&p=11504"},"modified":"2025-09-17T14:48:35","modified_gmt":"2025-09-17T11:48:35","slug":"travel-reports","status":"publish","type":"ht_kb","link":"https:\/\/support.simplbooks.ee\/en\/kasutusjuhendid\/travel-reports\/","title":{"rendered":"Travel reports"},"content":{"rendered":"

The travel report is used to record expenses paid by the employee during a business trip, such as accommodation, transport and other necessary costs, as well as the calculation of daily allowances (for foreign business trips).
\nA business trip means work performed outside the area specified in the employment contract, usually defined at the level of a city or municipality.
\nThe rules on reimbursement of travel expenses and daily allowances<\/a><\/span><\/span>click to read useful information (in Estonian)<\/span><\/span><\/span><\/span> can be found on the official Riigi Teataja (State Gazette) website.<\/p>\n

You can access the travel report from the Operations <\/b>menu, under Expense and travel reports<\/strong>.<\/p>\n

Operations -> Expense and travel reports -> New report -> Travel report<\/strong><\/div><\/div>\n

\"\"<\/a><\/p>\n

\n

<\/span>Report details<\/strong><\/div>
\n

\"\"<\/a><\/p>\n

    \n
  1. Reporting person<\/strong> \u2013 name of the employee who went on the business trip<\/li>\n
  2. Report no.<\/strong> \u2013 the number is generated automatically based on the numbering formula<\/a><\/span><\/span>read here about the numbering formula<\/span><\/span><\/span><\/span> set in the settings<\/li>\n
  3. Report date<\/strong> \u2013 this date will be used to post the travel expense entry to the accounts.<\/li>\n
  4. Currency<\/strong> \u2013 if costs during the trip were made in a currency other than euro<\/a><\/span><\/span>read here about activating currencies<\/span><\/span><\/span><\/span>, 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<\/li>\n
  5. Travel purpose<\/strong> \u2013 the goal of the business trip should be entered here (e.g. client meeting)<\/li>\n<\/ol>\n

    <\/div><\/div>\n

    <\/span>Daily allowance<\/strong><\/div>
    \n

    \"\"<\/a><\/p>\n

    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.
    \nThe default daily allowance rate can be set under Environment settings -> Expense and travel report settings<\/strong>. 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.
    \nIf 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).<\/p>\n<\/div><\/div>\n

    <\/span>Expense<\/strong> documents<\/strong><\/div>
    \n

    \"\"<\/a><\/p>\n

    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<\/strong> be entered here.
    \nEntering cost documents is done in the same way as in the expense report. For more details, see the guide \u201c    Expense Reports (Reporting person)<\/a>\u201d.<\/p>\n

    Below, you can see both the total amount of the cost documents and the overall total of the report.<\/p>\n<\/div><\/div>\n

    <\/span>Additional information and report copy<\/strong><\/div>
    \n

    \"\"<\/a><\/p>\n

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

    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.<\/p>\n

    Once all the information is correct, save the report.<\/p>\n<\/div><\/div>\n

    <\/span>Report header and Actions menu<\/strong><\/div>
    \n

    \"\"<\/a><\/p>\n

    After saving the report, the header shows the reporting person\u2019s balance, the total amount of the current report, and the report status (awaiting payment or paid).
    \nIf the same person also has unpaid amounts from an expense report and\/or logbook, the balance displays the total amount owed.<\/p>\n

    \"\"<\/a><\/p>\n

    The Actions menu<\/strong> options depend on the report\u2019s status: awaiting payment or paid.
    \nTo pay<\/strong> the reporting person<\/strong>, you can generate a payment file or send the payment directly to the bank (if the bank interface is enabled).
    \nIf needed, you can make a prepayment<\/strong> to the reporting person. Record the payment under Operations -> Payments<\/strong> using the person\u2019s name. After entering the report, link the report to the payment.<\/p>\n<\/div><\/div>\n<\/div>\nTip<\/strong><\/span> You can also view the reporting person’s balance under Reports -> Reporting persons<\/strong>. Additionally, you can see all transactions related to the reporting person (payments, expense reports). To do this, go to Partners -> Clients and suppliers<\/strong> and open the reporting person’s card. In the actions<\/strong> menu<\/strong>, choose “View transaction statement<\/strong>“, select the desired period and click the “Generate” button.<\/p>\n

    If you have any additional questions, please write to us at\u00a0support@simplbooks.ee<\/a><\/em><\/p>\n","protected":false},"author":426,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht_kb_category":[964,173],"ht_kb_tag":[822,821,681,799,820,819],"class_list":["post-11504","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-purchase","ht_kb_category-operations","ht_kb_tag-daily-allowance","ht_kb_tag-expense-and-travel-reports","ht_kb_tag-expense-report","ht_kb_tag-payment","ht_kb_tag-reporting-person","ht_kb_tag-travel-report"],"_links":{"self":[{"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/ht_kb\/11504","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/users\/426"}],"replies":[{"embeddable":true,"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/comments?post=11504"}],"version-history":[{"count":52,"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/ht_kb\/11504\/revisions"}],"predecessor-version":[{"id":34311,"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/ht_kb\/11504\/revisions\/34311"}],"wp:attachment":[{"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/media?parent=11504"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/ht_kb_category?post=11504"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/support.simplbooks.ee\/en\/wp-json\/wp\/v2\/ht_kb_tag?post=11504"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}