Travel invoice functionality is included in the Complete service level.
Travel invoice is added in the same way as other events. When selecting event type, choose Travel invoice.
Travel invoice displays fields for entering route, kilometer allowances, daily allowances and other expenses. The items shown in the fields can be defined in supplements. See instructions for taking travel invoice functionality into use here.
Entering travel start and end times
Enter start and end times for the travel.
The times can also be left blank, in which case Nepton will notify you that the fields are empty. However, the event can also be saved without times. In this case, no automatic daily allowance is added to the travel invoice. Once times have been added to a travel invoice, they can no longer be removed.
Adding a route
Enter the route or routes of the travel invoice by pressing the 'add trip button. There can be several routes. For each route the travel method, departure point and destination point are selected.
Complete the actual travel costs for each route. In the travel modes 'car' and 'other', a proposal for the number of kilometers is suggested based on the entered departure and destination points. For other methods of travel, mileage is not proposed.
The suggested mileage is based on the distance suggested by Google Maps. Enter the suggested mileage or other mileage via the 'Add Reimbursement’ button. If there is no mileage suggestion, no results were found on Google Maps based on the route.
Method of transportation and daily allowance abroad
The method of transportation can be changed by pressing the transportation icon on the route, or by changing the travel method when entering the reimbursements. When the method of travel is an airplane or a ship, a new field is displayed in the user interface in which the travel region and specific travel times can be entered. On domestic trips, these do not need to be entered.
If the automatic calculation of daily allowances abroad want to be taken into use, then when traveling abroad, the area and time must be entered. The calculation of daily allowances abroad is based on the information in which vehicle the border between the countries was crossed and at what time. For example, a trip from Finland to Denmark can be entered in this field. The country's border has been crossed from Finland to Denmark on 7 July 2021 at noon and from Denmark to Finland on 7 July 2021 at 6pm.
Calculations of travel allowances
Based on the entered routes, the travel invoice forms a proposal for daily allowances both for domestic and abroad, for each travel day.
Fill in the number of free lunches for each travel day
Free lunches automatically change the daily allowance proposal. Meal compensation prevents the forming of domestic daily allowance.
The correct euro amount is automatically displayed in daily allowances abroad.
Domestic daily allowances are presented in units.
Adding a project or expenses
If the travel invoice is targeted to a project or customer, select the correct target for it.
If the travel invoice involves other expenses, enter the expenses for the travel invoice with the correct titles.
Adding an attachment
Attach possible attachments to the travel invoice. The attachment can be, for example, a receipt. You can select a file from the device or use the device camera to take a picture (if you have a mobile device). More detailed instructions for adding an attachment can be found here.
The added travel invoices will be presented for approval for the supervisor. See instructions for travel invoice approval here.