Create Expense Sheet/Absence for Travel—Exercises

Required Data

Expense Request with a Selected Option

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

  1. Open the Travel Request window.
  2. Travel requests should be created with at least two expense options.
  3. Ensure that the travel start date as well as the travel end date is given for the travel options. This is required for absence generation.
  4. The travel options should have status Approved or Approval Not Required.

General exercises for registering travel request and approving travel requests.

Main Exercise

Purpose: The purpose of this lesson is to show how an expense sheet can be created using a travel request.

Windows:
Expense Request
Expense Sheet

Select Travel Option and Generate Absence

  1. Log on to the system as EDDIE.
  2. Ensure that EDDIE is an employee in the company who is assigned to wage class 10 in the Employee Schedules and Rules window.
  3. Go to the Travel Request window.
  4. Search or populate to find the relevant travel request.
  5. Ensure that the travel request configuration connected to the travel options have the following absence settings defined: Absence should be automatically created using a specific wage code when a travel option is changed to Selected status. This should only apply to employees belonging to wage class 10.
  6. Note that the approval process for your travel request has been completed. That is, all the request options are in states Approved or Approval Not Required.
  7. Select the request option which you want to register as an expense, right-click and click Select. The status of the request option will change to Selected.

    Check automatically generated absence for travel period;
     
  8. The Absence Created check box will be selected for the travel option as a result of the previous step.
  9. Now, go to the Time Card Day window and see that an absence interval corresponding to the travel period given in this travel option is registered for the employee. This is because according to the travel request configuration, absence should be automatically created when a travel option is selected for employees belonging to wage class 10.
  10. All the other expense options will be changed to Not Selected state.

Manually Generate Absence for Travel

  1. To see how absence can be manually created for travel options, select a travel request option as explained in the previous procedure after changing the absence settings in the configuration. That is the Automatically Create Absence Period check box should not be selected in the Absence Configuration/Absence for Travel tab.
  2. After a travel option is selected (step 7), right-click and click Create Absence.
  3. Now, go to the Time Card Day window and see that an absence interval corresponding to the travel period given in this travel option is registered for the employee.

Create Expense Sheet from Selected Travel Option

  1. Go to the Travel Request window.
  2. Search or populate to find the relevant travel request.
  3. Now, select the expense option which is in Selected state.
  4. Right-click and click Create Expense Sheet. A message will be prompted to inform you the expense ID created in the Expense Sheet window.
  5. Go to the Expense Sheet window and see that the expense is created in Preliminary state.