This guide covers the creation, editing, and approval of travel and expense reports using the Netvisor mobile application. This guide also provides instructions on adding daily allowances, kilometre allowances, and attachments, as well as the management of travel expense report lines.
Creating travel and expense reports with the Netvisor mobile application
The Netvisor mobile application's travel expense report recording allows efficient management of travel-related expenses directly from a mobile device. The application enables the creation and editing of travel expense reports, and it allows easy recording of both domestic daily allowances and per diems for trips to other countries. This makes managing travel expense reports simple and flexible anytime and anywhere. A new travel expense report is automatically saved as verified and moves either for factual verification or approval.
On the Travel and Expenses homepage, you can view your travel expense reports and see the status of each travel expense report. You can view all travel expense reports at once or filter to show only "Travel" or only "Expenses" using the buttons. The travel expense report statuses are:
Draft (Open)
In approval (Awaiting factual verification)
Factually verified (Awaiting approval)
Approved
In payment
Paid
Multiple statuses
Adding a new account of expenses
Travel and Expenses > New expense
Add one or more attachments to the expense row by taking a photo, selecting from the gallery, or adding a file. You can add a PDF attachment from the phone's folder where the file is saved, for example, from an email.
Provide a title for the expense.
Add a description if necessary.
Select the appropriate expense type.
Provide the necessary information according to the expense type, such as quantity, unit price, vat %, and date.
Add a description if necessary.
If needed, add a cost center from additional options. The default cost objects for the employee are automatically selected.
Press the Save button. The entered expense details and the travel expense report title information are saved when the first row is saved.
Add new expense rows to the travel expense report if necessary after the first save.
When the travel expense report has been created and you are on an expense row, you can provide cost object information as follows:
Open the travel expense report to be handled and select the desired expense row.
In the row details, select Additional options.
Press the Cost center heading.
Select the desired cost center from the list that opens.
Save the row details.
Attachments
The supported file formats for attachments added via mobile are PNG, JPG / JPEG, and PDF. Other file formats are not supported. There are no strict file size limitations in the mobile application, but if the file size is very large, there may be delays or failures in uploading the attachment due to network restrictions. Keep the size of attachment files reasonable (a few megabytes) for the best user experience.
Adding kilometre allowance
Travel and Expenses > New travel
Select "Kilometres" as the type of allowance.
Provide a title for the travel expense report.
Add a description if necessary.
In the type of allowance section, you can still change the allowance type if needed.
Select the kilometre allowance type.
Enter the quantity, i.e., driven kilometers, manually. Alternatively, you can calculate the distance from addresses by enabling the "Calculate distance from addresses" option and then entering the departure and destination addresses.
Indicate the number of passengers if necessary. This increases the unit price by the amount confirmed by the tax authority for each passenger.
Add the route.
Optionally add a row specification.
Optionally add an expense.
Optionally add cost objects from additional options.
Adding domestic daily allowance
Travel and Expenses > New travel
Select "Domestic" as the type of allowance.
Provide a title for the travel expense report.
Add a description if necessary.
In the type of allowance section, you can still change the allowance type if needed.
Use the daily allowance calculator, which automatically calculates the daily allowance amount.
Enter the departure time and return time.
Mark free meals.
Optionally add kilometre allowance.
Optionally add an expense.
Optionally add cost objects from additional options.
Adding per diems for trips to other countries
Travel and Expenses > New travel
Select "International" as the type of allowance.
Provide a title for the travel expense report.
Add a description if necessary.
In the type of allowance section, you can still change the allowance type if needed.
Use the calculator and enter the entire travel route, including all transitions between countries, such as flights and ferry trips.
Start your journey from Finland: Enter the date and time when you leave home or home office.
Enter departure and arrival time (usually the time indicated on the ticket when the vehicle left the area/country):
Departure: date, time, and time zone.
Arrival: date, time, time zone, and the country you arrive in.
Add a new destination/route if necessary.
End the journey: Enter the date, time, and time zone when you returned home or to the home office.
Mark free meals: Select "Add" according to how many free meals are included in the journey (breakfast is not counted).
Optionally add kilometre allowance.
Optionally add an expense.
Check per diems and optionally add cost objects from additional options.
Select "save" when the travel expense report creation is complete.
The time zone is by default local time, but you can change it if necessary.
Adding meal allowance
Travel and Expenses > New travel
Select "Meal allowance" as the type of allowance.
Provide a title for the travel expense report.
Add a description if necessary.
In the type of allowance section, you can still change the allowance type if needed.
Enter the start and end time.
Select the days for which the meal allowance is to be paid.
Optionally add kilometre allowance.
Optionally add an expense.
Optionally add cost objects from additional options.
Editing and deleting a row
A saved row can be edited in the application if it has not yet been approved or paid. Editing is done by selecting the travel expense report to be processed and clicking the row to be edited. Change the information and save.
If necessary, you can also delete a travel expense report row by navigating to the row. The condition for deletion is that the row has not yet been approved or paid. Deleting an entire travel expense report is possible when all travel expense report rows have been deleted first.
Approval of travel expense report
Travel expense report rows are directly saved in the "Verified" status and are immediately available for approval by approvers in the Netvisor browser version. The approver cannot approve travel expense reports in the mobile application.
As the creator of the travel expense report, you do not need to take any actions other than reporting and saving the information. Travel expense reports are approved and paid according to the company's practice.
Frequently asked questions
What file formats are supported for attachments?
The supported file formats are PNG, JPG / JPEG, and PDF.
How do free meals affect per diems for trips to other countries?
Free meals are added to the calculator (excluding breakfast), and they affect the calculated per diem amount.
Can a saved travel expense report be edited?
Yes, a row can be edited or deleted in the application as long as it has not yet been approved or paid.
How do I get the travel expense report paid?
When you save the rows, they automatically move to the "Verified" status and forward to the approval process. You do not need to perform a separate sending function.
Keywords: Netvisor mobile application, travel expense report, account of expenses, daily allowance, kilometre allowance, attachments, approval, mobile device
Why can't I save the travel expense report and receive an error message?
If the company is not VAT liable, such as an association, save the travel expense report without vat % to avoid the error message.
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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