CONTENT
- Settings
- Limiting travel expense report search
- Reviewing search results and transfer view
- Transferring travel expense reports
In the transfer of travel expense reports, the reports made in Severa are transferred to Netvisor for expense payment. The attachments of the travel expense reports are transferred along with the reports to Netvisor. The total maximum size of the attachments is 4MB, and it is recommended to split large travel expense reports into smaller ones. Please note that the maximum character count for the attachment name is 100 characters.
The accounting dimensions available in the transfer of travel expense reports are Severa's unit and work. The accounting dimensions are defined in Netvisor in the travel expense report transfer settings, and instructions for this can be found on the Transfer settings page.
If a travel expense report contains both reimbursable and non-reimbursable events, the entire content of the travel expense report is transferred to Netvisor. Non-reimbursable event lines are transferred directly to the Paid status in Netvisor, so they cannot accidentally be paid. Non-reimbursable lines can include, for example, receipts paid with the company's credit card.
Travel expense reports in Severa that only have non-reimbursable expenses are not transferred to Netvisor. Additionally, zero-sum travel expense reports cannot be transferred from Severa to Netvisor and do not appear in the transfer view on the Netvisor side.
The travel expense report transfer interface can be found under Extensions > Severa > Travel Expense Report Transfer, and the transfer takes place on the second tab of the data transfer view.
The user rights required for transferring travel expense reports are: P, E, or HH role. The E role has the right to transfer travel expense reports of employees according to their own company hierarchy rights. The HH role has the right to transfer travel expense reports of all employees.
Settings
Before transferring travel expense reports, the employee and travel expense information must be linked between the systems. In addition, the necessary travel expense report statuses for the transfer must be available in Severa. Instructions for linking Netvisor information can be found below, and for Severa more detailed instructions on linking information and travel expense report statuses can be found through the links below:
Note that the employee must have the Travel service active for the transfer of travel expense reports from Severa to Netvisor to succeed for that employee.
Linking employee/user information
When transferring travel expense reports or work time entries from Severa to Netvisor, users/employees must be linked to each other with unique information. Either the employee number alone or the personal identification number and employee number together can be used for matching, the employee number cannot start with the number 0. The personal identification numbers and employee numbers of Netvisor employees can be checked under Salaries > Personnel > Employee Listing.
Linking travel expense information
Before transferring travel expenses from Severa to Netvisor, corresponding numbering for the travel expenses used must be defined in both systems. In Netvisor, this is done under Salaries > Payroll > Payroll Model Management > Company-Specific Payroll Types tab. Click on the name of the correct payroll type and add the code corresponding to Severa's travel expenses to the payroll type (see image below, point 1). Additionally, the Source of the payroll type should be "Travel Expense Report - Expense Lines" (2) for the information to link correctly in the transfer.
Limiting travel expense report search
Transferable travel expense report data is not displayed by default in the transfer view, but the user must search for them according to the desired search criteria. The search for travel expense reports can be limited by "Payee" and "Date Range" information, the start date is mandatory (see image below, point 1). The "Only Approved" option retrieves only travel expense reports in the approved status from Severa (2). The "Severa Business Unit" option allows retrieving and processing only the travel expense reports of users in the selected business unit in the transfer view (3). Using this limitation requires that the business units in Severa have been transferred to Netvisor as accounting dimensions. Instructions for transferring the unit structure can be found on the support pages: Register Synchronization. After selecting the search criteria, press the "Search" button, and the travel expense reports ready for transfer in Severa will be listed in the search result (4).
Reviewing search results and transfer view
In the search results of the transfer view, the following fields of travel expense report data are displayed: Payee, Travel Compensation, Expense, Date, Quantity, VAT%, Unit Prices, Amounts, Description, Route, Projects, and Attachments, so that the travel expense report data to be transferred can be reviewed before transferring to Netvisor. There is no actual preview in the view as with sales invoices, but the data to be transferred is visible in the interface.
Entry linking for "Daily Allowances" and "Other Expenses" must be done in the interface before importing expenses (see image above, point 1). For "Other Expenses", VAT can also be changed in the transfer view. The number of attachments to be imported is shown in the "Attachments" section (2), but the details of the attachments cannot be reviewed in this view. Attachments can be opened in Netvisor only after the import.
Transferring travel expense reports
Travel expense reports are transferred by first selecting the rows to be transferred in the transfer view, and the import of travel expense reports is done with the "Import Selected Travel Expense Reports" button at the bottom of the page (3). After importing the travel expense reports, the "Netvisor - Severa Interface Data Import" view shows the titles of the imported travel expense reports. By clicking the title link, you can review the details of the specific travel expense report in more detail.
Did you find it helpful? Yes No
Send feedback