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The Travel routine (FINA665) has all the information related to trips already issued via agency or requests for individual travel.

A trip is composed of:

Travel header, which has the start and end dates, origin and destination, customer to be served (when applicable), etc.

The advances tab lists the participants and the advances requested for each one.

In the tab of the trip itself, you will see the list of all orders placed.

When selecting a travel order item, a context per service is enabled with specific data for each one, such as: For a flight, there is Airline, Locator, Class, etc.; in the case of a hotel, there is the Hotel Name, check-in and check-out dates, etc. Possible services are:

• Flight
• Accommodation
• Car
• Road
• Insurance
• Other

Participants and related Cost Entities are also displayed.

A trip made on Reserve is integrated only when it is issued, that is, it is not possible to change its services in Protheus (dates, values, etc.). The only editable data are the Cost Entities. For more details, see the TOTVS X Reserve integration manual.

A trip generated by a Travel Request from Protheus, on the other hand, must have its service details informed by the travel department through the Verification option, since the request is an order for the purchase of the trip. If approval is enabled after the verification, a pending approval will be generated for the superior of the participants.

A trip with all its services and expenses properly paid and accounted for is eligible for billing. This process displays the travel costs that can be passed on to the customer, in whole or in part, and generates a sales order for the customer. If it is not applicable for the company segment, this step is not required.

With a trip in progress or after its completion, the traveler must account for expenses to the company.

Every trip, regardless of whether or not there is an advance, automatically generates a record in the Accountability routine (FINA677) linked to it.

A rendering of accounts has the basic data of a trip, such as its number, start and end dates, location, the customer that was served (if applicable), in addition to the cost entities and percentage of billing against the customer (if applicable), etc.

The employee may inform their expenses item by item, informing: expense, location, amount (in local currency or other and its conversion rate), quantity, cost entities, etc.

In addition, advances are listed on accountability and deducted from the total amount at the bottom of accountability.

The amounts spent, refundable, and the balance are also shown at the bottom, in the 3 currencies used by Protheus: local, dollar and euro.

Once finalized and forwarded to the travel department (after its inclusion or at a later time by the option to send to be checked), the travel department will check the accountability. Although the system already calculates the reimbursable amounts of expenses using the expense limit rule, if the verifier identifies an item in the statements that are outside the travel policy, they can post the discounts at this time and the amount to be returned/refunded is updated.

If the approval and/or release steps for financial are active, pending issues will be generated for the superior of the traveler and for the financial/travel department, respectively.

Example:

In the event that the whole process must pass through approval or verification, we have:

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If any step can be performed automatically, we have:

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Finally, in addition to the trips, the routine also allows individual rendering of accounts.

Service Verification is nothing more than a mirror of the invoice of a travel agency or of the direct suppliers themselves (airlines, hotels, car rental companies, etc.).

In this routine, you can select travel items, either by service or considering all types, for selecting and editing the payment sent on the invoice. With the orders duly selected and the amounts edited when necessary, a purchase order, an invoice, or a bill will be generated.

When there is an agreement between supplier and customer regarding the payment of travel expenses, Protheus allows you to bill both the complete trip and separate accountability.

The billing of a trip includes the costs of the contracted services (flight, hotel, car rental, insurance, and road) and the expenses of the employees involved. When all services are paid and the accountability is finalized and approved, the trip will be able to be invoiced against the customer, either partially or totally. However, it is possible to parameterize the travel rules and allow the advanced billing of a trip, as long as at least the rendering of accounts is finalized, since this is a variable cost, unlike the services that have a forecast in their hiring.

Individual accountability can be billed as soon as it is finalized.

For further information, see the integration manuals TOTVS X Reserve and PCO X Reserve.

The My Accountability app allows quick and easy control for corporate travelers to keep their rendering of accounts up to date while traveling.

With this app you can:

• Synchronize the travel accountability;
• Add individual accountability;
• Generate/manage expenses;
• Monitor the balance of accountability;
• Forward accountability for checking and approval;
• Monitor accountabilities already closed;
• Correct refused accountability.

The minimum of this process that needs to be configured for the application to work is:

• Registers
• Expenses (with or without binding by location and group)
• Access Group
• Participants
• Accountability (individual)

A complete travel process for the App includes:

• Registers
• Configuration Wizard
• Employee
• Access Group
• Expense
• Expense Group
• Travel Request (Via Reserve or Protheus integration)
• Travel
• Advance

• Accountability (the focus of the app)

For more information, access TOTVS My Accountability in the Applications area.

Access Google Play to download the app.