Setup

On the side of the Adonis Personnel Manager, we need to set up:

• Connection to APP;

• Special Entry codes in Payroll;

• Conditions for entry codes generation in Organization Structure.

1. To enable Travel Expenses datagroup, please go to Global Options > Import/Export > Web Service:

   Open

   

   
   
   
   You should set the URL (path) for Adonis Personnel Portal web service that is responsible for expense calculations.
   
   The url can be found under Adonis Personnel Portal administrator screen > General Settings > Crew Portal Service Settings > URL. 
   
   Then you can test connection. 
   
   Select Authentication Method. Usually, it's API login, type API Login password.
   
   
   

2. Special Entry Codes for travel expenses (allowances, accommodation, transportation, various expenses, etc.) need to be created and correctly set up under Setup > Tables >Entry Codes.
   They are usually with APP- prefix.
   
   

   
   
   

   
   
   

3. Under Setup > Organization Structure > Company > Modules and Datagroups > Travel Expenses, we select Payroll Categories, link to them created entry codes and define conditions for each EC to be autogenerated.
   This setup is done by Adonis after you discussed all conditions/rules and company needs.
   
   

Let's review some examples:

Open

1. When creating a record, you click

   the button and first select Method from drop-down.
   There can be such methods(sections) as: Allowance, Expenses, Transportation, Accommodation, etc.
   Methods list are fetched from APP (Administrator Portal) > Travel Expense Settings > Settlement Types (previously added by administrator, for example:
   
   

   
   
   
   

2. In Entry Code column select correct Entry Code. 
   All proper entry codes should be previously added under Tables >Entry Codes.
   
   Entry codes creation and setup are made by Adonis.
   
   
   
   

3. To every EC and Method (Settlement type) we define correct Payroll Category. 

   Enter its name (the same as in APP).
   
   Payroll categories need to be previously set up by admin in APP (Administrator Portal) > Travel Expense Settings:

   for Accommodation method = Accommodation Types:
   for Transportation method = Rates per organization > Transportation Types:
   
   
   
   for Various and Advance methods = Outlay Types.

4. In Create Entry when column, we define conditions/rules for this EC to be auto-generated - appear in person's payroll entries after processing of TE record. 
   These rules are similar to scripts for typical entry codes but much easier. 
   
   Let's review an example with EC 6 - APP-Allowance without overnight.
   EC 6 is linked to TE_Allowance method and ALLOW payroll category.
   So, if Travel Expense (TE) document is created > submitted > approved in APP and defined rules are fulfilled:
   (TravelType='DOMESTIC') AND (Datestart=Dateend)
   Means:
   Travel type is domestic;
   Date from and Date to are on the same date (means 1 day travel; without overnight).
   As a result, this EC 6 (APP-Allowance without overnight) will be autogenerated when we transfer TE record to payroll in APM.
   
   
   

5. Always create option – is set by default, means that we do not need some special rules for this EC to be generated. 
   If we define rules, check-box clears.
   If we first define rules, then set check-box, it removes rules.
   So, be careful.
   
   
   

6. You can use 

    Configuration button to define fields for EC record.

For details - see Functionality section.

Functionality

Depending on the person's expenses held during various business trips, course travels & other, an employee fills travel expenses (TE) document in Adonis Employee Portal submits it doc. goes to an approver he verifies it and if it's approved - record comes into APM >Travel Expenses datagroup.
There is a separate datagroup where approved and processed travel expenses per person are located.
Here we can review previous TE records (that have been processed - transferred to payroll and paid out) and approved (approved in APP but not yet transferred to payroll).
To access Travel Expenses datagroup, go on Datagroups ribbon > icon.

Once opened, you will see the following screen:

1. The Processes tab shows all Travel Expense records that have already been processed into Payroll.
   Here we can only review all record details.
   Expand the record to see how much person spent for different payroll categories (sections): transportation, accommodation, etc.
   When expanding any section within the record, we can see details such as payroll category name, code, description (method) amount, currency, rate, etc.

2. The Approved tab will show all Travel Expense records that have been approved but not yet processed into Payroll. 

   Here you can also expand the record to see amounts for: transportation, accommodation, etc.
   When expanding any section within record, we can see details such as: payroll category name, number, currency, rate, etc.
   From here we can transfer the record to payroll or reject it.
   If everything is found to be in order, you can transfer the Travel Expense to Payroll by selecting it and clicking the Transfer to Payroll button. Please add date of Processing in the Comments field.
   The Travel Expense will change status to Processed and appear at Processed view.
   As a result, corresponding Entry Codes linked to proper category will be generated and added to person's payroll entries with the amount.
   
   
   

   How entry codes are set up to be autogenerated, you can see in the Housekeeping section.
   
   
   You can now continue working in Payroll for further processing (calculation) and payout.
   
   If you find that the Travel expense record contains any errors, you can reject it by selecting and clicking Reject button.
   Please add in Comments about reason for rejection.
   The travel expense is now sent back to previous approver with Reversed status, who can either make changes or also reject to have it sent back to the originator (employee).

To call Find Panel, click the Find button.

To dock datagroup, use the Dock command (for details see User Interface > Dock Functionality section).

Approved travel expenses records for several crew members can be seen and transferred to payroll under Payroll > Process > Travel Expenses:

All approved records for persons who linked to your current Open Client company will be displayed here.
We can see total amount for travel for this person, then expand it to see details: how much he spent for transportation, accommodation, etc.:

When expanding any section, we can see details such as: payroll category name, number, currency, rate, etc.
Before closing a month, these records can be tagged and transferred to payroll by clicking the Transfer to Payroll button.
As a result, corresponding Entry Codes linked to proper category will be generated and added to person's payroll entries with the amount. Then they will be calculated and paid out.

• How entry codes are set up to be auto-generated, you can see in Housekeeping section.
  
  
  

If you find that the Travel expense record contains any error(s), you can reject it by selecting and clicking the Reject button.
The travel expense is now sent back to previous approver with Reversed status, who can either make changes and approve it again or also reject to have it sent back to the originator (employee).