Legacy module
The module described in this article has been marked as a legacy module. This means the following:
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We don't create new features for this module or fix any bugs.
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The module is not available anymore in Xentral instances (demo or licensed) created after 28-Sep-2022. If you as a new user have special requirements that could only be fulfilled by this module, please contact our customer support team to discuss a solution.
For more information, see also Why is Xentral deprecating some modules (Legacy modules) and what does this mean for you?
The traveling expenses can be found in the menu at Accounting > Traveling expenses. In this module, travel expenses can be entered and all important information can be entered.
Via Accounting > Traveling expenses > +NEW you can create new travel expenses.
The following data can be entered for travel expenses:
Customer
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Customer number: Either the customer number that has already been created in Xentral via the magnifying glass icon or enter a new customer number.
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Customer name: The name of the customer who was serviced is to be entered.
After entering the customer number, the apply button will automatically fill in the customer name and all associated data.
Employees
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Employee no.: The employee number must be entered. The magnifying glass icon to select an employee with the corresponding number from the list
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Reason for the trip: The reason for the trip should be entered as precisely as possible
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From (date): The start date of the trip is to be entered
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From (time): The start time of the trip is to be specified
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Until (date): The end date of the trip is to be entered
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Until (time): The end time of the trip is to be specified
General
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Project: The project related to the trip is to be entered
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Subproject: If the trip can even be assigned to a subproject, this subproject is to be entered here
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Status: The status of the travel expenses is to be set. As default setting "created" is available
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Sales order: The order of the trip must be specified
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Date: The date of the annex of the travel expenses must be indicated
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Write protection: If the document of the travel expenses is to be write-protected the box is to be checked
Free text
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If desired, a free text of your choice can be entered in this field.
Traveling expenses
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Editor: The processor of this travel expense document is to be indicated
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No stationery and logo: By ticking, no stationery and logo will be used
Internal comment
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An additional internal comment can be entered by the editor.
After creating a new travel expense, various actions can be selected from the drop-down menu on the right side:
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Cancel travel expenses: This action cancels the travel expenses and are not tracked further
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Copy travel expenses: This action copies all information and an identical copy of the existing travel expense request is created
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Travel expenses to accounting: This action sends the data of the travel expenses to internal accounting. This will move the travel expenses to the Travel expenses not booked tab.
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Book travel expenses: Here the travel expenses are posted to the clearing account defined for the employee. You can find instructions on how to create a business account with the clearing account type in this article.
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Share travel expenses: This action releases the travel expenses, the status of the request changes to "released"
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Open PDF: This action produces a PDF file which is identical to the document that appears under Preview
If the action Book travel expenses has been selected, the posted costs can then be found as an expense under Accounting > Incoming payments in the respective account. There they can be posted to a chart of accounts when debiting the company account.
In the sub-tab Positions the positions of the travel expenses can be entered.
The following properties can be assigned here:
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Date: The date on which the travel expenses were incurred is to be entered
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Cost type: The cost type of the travel expenses is to be selected from the drop-down menu
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Amount: The amount of travel expenses incurred is to be entered
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Settlement at customer: By checking the box, the travel expenses are settled with the customer
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Other VAT: Here you have to select the respective VAT from the drop-down menu
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Comment: Here a comment can be set for the travel expenses
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Paid: Select the payment method from the drop-down menu
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Action: An action can be selected in the action column
Note
To be able to select an expense type, you must first create the expense types in the system under App Center > Travel expense type to create the travel expense types in the system. It uses e.g. two-digit or three-digit numbers. Further notes see Travel expense type.
Here is an example of a document that summarizes all the necessary information about the travel expenses.
In connection with incoming payments/account import, the posting accounts can also be used for travel expenses. This additional function is only needed if the travel expenses are to be split into individual lines for accounting purposes.
Under Administration > Accounting > Business accounts, you can set up an account for the employee and one for the company with the corresponding DATEV account. The correct account type must be selected from the drop-down menu. To create a new account, click on Business account > +NEW > Custom.
To account for company travel expenses, it is essential to provide the following information:
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Designation: The internal designation can be chosen arbitrarily
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Type: From the drop-down menu, select "Other liabilities" as the type of account. Company must be selected
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Active: The checkmark is to be set here for the activation of the account
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Allow changes: In order to allow subsequent changes to the account entries, this box must be checked
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DATEV account: The number of the chart of accounts for the bank account is to be entered
To account for company travel expenses, it is essential to provide the following information:
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Designation: The internal designation can be chosen arbitrarily
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Type: From the drop-down menu, select "Clearing account" as the type of account
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Active: The checkmark is to be set here for the activation of the account
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Allow changes In order to allow subsequent changes to the account entries, this box must be checked
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DATEV account: The number of the chart of accounts for the bank account is to be entered
The respective clearing account must be entered under Master data > Contacts > Details > Other data.
In the tab Overview there is also a sub-tab called Travel expenses not booked. There, all travel expenses are listed in the overview, that have already been created and for which the action Travel expenses to accounting has been performed.