Marking a Travel Expense Report as Paid

The instructions guide on paying travel expense report rows and marking the travel expense report as paid using a travel advance in situations where the payment has been made through another system. Additionally, instructions are provided for handling a zero-sum payment transaction in the payment view.

Paying the travel expense report

Travel expense report rows can be paid from Netvisor, either with the payroll or with a separate bank transfer. The cost types (salary types) processed in travel and account of expenses are recorded to salary types regardless of the payment method.

Travel expense report paid through another system or marked as paid in Netvisor

If the travel expense report has already been paid to the user through another system or instead of paying, the travel expense report is to be marked as paid in Netvisor, the travel expense report is acknowledged by saving a travel advance of the same amount to the employee as the amount to be acknowledged.

You can perform the operation by selecting Pay > Payroll > Pay and travel advances > Add new pay or travel advance.

1. Select Type: Travel advance.
2. Enter the actual payment date in the "Specification" field if desired. Note that the payment date cannot be earlier than the current day.
3. Select Save and mark as paid.
   

Ensure that the travel expense report to be acknowledged is in the status "Travel expense reports awaiting payment" so that it appears in the payment view.

The travel expense report moves to await payment when it is "Approved and transferred to payment".

When the travel expense report is approved and transferred to payment, the respective travel expense report appears in the stage "Travel expense reports awaiting payment".

Payment view

You can open the view by selecting Travel > Travel and account of expenses > Pay travel and account of expenses.

Proceed in the payment view as follows:

1. Open the details of the travel advance to be allocated by clicking the checkbox in front of the employee's name.
2. Allocate the travel advance to the amount of the travel expense report so that the balance on the "To be paid" row remains zero.
3. Ensure that the employee has a saved account number so you can proceed to the confirmation view.
4. 
5. Select the account to be used and choose Continue to confirmation view.
6. Send the material to the bank normally. No money is transferred to the employee because the amount to be paid is zero. The payment transaction allocates the travel expense report and travel advance to each other, and the program creates a voucher from the transaction. During the payment transaction, it is possible to send the generated earning payment report to the income register or skip sending the earning payment report to the income register.

Finally, the rows appear as paid. You can view paid travel expense reports through the travel expense report listing via an advanced search by selecting paid travel expense reports to be displayed. A voucher is created immediately when the travel expense report is marked and allocated to the travel advance, and a payment of 0e is transferred.

Frequently asked questions

How do I mark a travel expense report as paid if I have paid it through another system?
You can acknowledge the travel expense report by creating a travel advance of the same amount in Netvisor and allocating them to each other as a zero-sum payment.

Why is the amount visible in the payment zero?
When the travel expense report and travel advance are allocated to each other, the payable balance goes to zero, so no money is transferred through the bank, but a voucher is created in bookkeeping.

Should the material be sent to the bank even if the amount is zero?
Yes, the material should be sent normally so that the program creates the necessary vouchers and allocations.

Keywords

Travel expense report, Travel advance, Payment, Zero-sum, Netvisor, Income register, Account of expenses

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