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Entering travels and creating travel reimbursements

You can add new and view existing travel expenses and travel reimbursements easily in Time & Expenses view. On the right you can see travel expenses waiting to be reimbursed grouped by category and your most recent travel reimbursements. You can also access a receipt inbox to view both used and unused receipts taken with Visma Scanner mobile app.

From the Travel expenses to reimburse section you can create travel reimbursement of existing expenses or create an empty request and add expenses manually. In the Travel reimbursements section you can see a list of your travel reimbursements in descending order and access them easily from there.

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Adding travel expenses

Add travel expenses in Time & Expenses view or directly on travel reimbursement using the Add travel expense button.

First search and select a project and phase. Then select the type for your expense and enter the amount based on the type selected:

  • Mileage: The amount of kilometers/miles driven
  • Per diem: The amount of days
  • Other expenses: The cost of the expense. Note that when adding other expenses you also need to define the VAT %.

Here you also have the option to select No reimbursement required. Use this option for example when you have company credit card and have used it to pay for parking or other expenses related to your travel.

You can add receipts from your computer (drag and drop or browse) or from Visma Scanner. Note that only PDF and image files are supported. A notification is shown, if you try to attach a file type that is not supported.

One receipt can be linked to several expense rows and one row can include several receipts. You can drag and drop new receipts even if an attachment is already added. After all receipts are added use the navigation that appears on top to review them.

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Receipt inbox

You can also add expenses from the receipt inbox. There you can find all receipts taken with the Visma Scanner mobile app. Receipt inbox can be accessed through the Travel expenses to reimburse section found from Time & Expenses view by clicking the Receipt inbox link. Browse through unused and used receipts and link them to expenses.

Creating travel reimbursements

Create new travel reimbursements from the top navigation or from Time & Expenses view. When creating a travel reimbursement from the top navigation, all existing travel expenses are added automatically. In Time & Expenses view you have the possibility to create travel reimbursement with all existing expenses or create an empty travel reimbursement. 

Travel reimbursement is divided into two tabs: travel reimbursement and breakdown. On the travel reimbursement tab you can add new expenses, edit existing expenses and remove or delete expense rows. Breakdown shows entered expenses grouped by type and project. Both of them are also included in the PDF file.

On the top you can give a title for your trip and see the current status and total based on existing rows. By clicking instructions you can check if your company has guidelines related to entering travels.

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Add travel expenses from scratch, create expenses from the receipts in you inbox or add existing expenses that are not yet reimbursed.

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After you are done with adding travel expenses you can group them by date, category or project. The same grouping is used on travel reimbursement PDF file.

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By hovering your mouse over an expense row you can quickly add an internal comment related to that expense, preview existing receipts, attach new receipts either from your computer or from receipt inbox or remove the row from the reimbursement. Rows with receipts can be easily recognized of the attachment icon, that displays also the amount of receipts attached.

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Enter the amount of Advance payment below the expense rows, if applicable.

Review the travel entries and when everything's in order change the status to for example Waiting for approval. 

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Under More actions menu you can find options to print the travel reimbursement as PDF or delete the reimbursement. Note that deleting a travel reimbursement does not delete the entries from Visma Severa. If you need to delete entries you can select them on travel reimbursement and choose Delete from the action menu that opens on top.moreactions.jpg

When closing an empty travel reimbursement you are prompted to delete it. This way you don’t accidentally create empty travel reimbursements. You can of course also save the draft if you have made some other changes to it and want to continue with it later.

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