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 per diems for trips to other countries, kilometre allowances, and attachments, as well as the management of travel expense report lines.

CONTENTS

• Creating travel and expense reports with the Netvisor mobile application
  • Adding a new travel and expense report
  • Attachments
  • Adding kilometre allowance
  • Adding domestic daily allowance
  • Adding per diems for trips to other countries
  • Editing and deleting a row
  • Approval of travel expense report

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 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, which show the status of the travel expense report:

• Draft (Open)
• In Approval (Awaiting factual verification)
• Factually Verified (Awaiting approval)
• Approved
• In Payment
• Paid
• Multiple statuses

Paid travel expense reports are highlighted in green.

Adding a new travel and expense report

Travel and Expenses > New travel or expense

1. Provide a title for the travel or expense.
2. Add a description if necessary.
3. Select "continue".
4. Choose the appropriate expense type:
   • Expense
   • Kilometre allowance
   • Daily allowance - Domestic
   • Daily allowance - International
5. Provide the necessary information according to the expense type, such as quantity, unit price, VAT %, and date.
6. Optionally add a cost center and specification for the expense from additional options. The default accounting objects for the employee are automatically selected.
7. Press the Save button. The entered expense details and the travel expense report title information are saved when the first row is saved.
8. Add new expense rows to the travel expense report if necessary after the first save.

Attachments

1. Add one or more attachments to an expense row by taking a photo, selecting from the gallery, or adding a file.
2. You can add a PDF attachment from the phone's folder where the file is saved, for example, from an email.

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

1. Select the kilometre allowance type.
2. Enter the quantity, i.e., driven kilometers.
3. Check the unit price, which is defaulted based on the kilometre allowance type.
4. Enter the date and route.
5. Indicate the number of passengers if necessary. This increases the unit price by the amount confirmed by the tax authority for each passenger.
6. Optionally add a specification, accounting objects, and an attachment.

Adding domestic daily allowance

1. Use the daily allowance calculator, which automatically calculates the daily allowance amount.
2. Enter the departure time and return time.
3. Mark free meals.
4. Optionally add a specification, accounting objects, and an attachment from additional options.

Adding per diems for trips to other countries

1. Use the calculator and enter the entire travel route, including all transitions between countries, such as flights and ferry trips.
2. Start your journey from Finland: Enter the date and time when you leave home or home office.
3. 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.
4. Add a new destination/route if necessary.
5. End the journey: Enter the date, time, and time zone when you returned home or to the home office.
6. Select "continue".
7. Mark free meals: Select "Add" according to how many free meals are included in the journey (breakfast is not counted).
8. Select "continue".
9. Check per diems and optionally add cost centers and a specification from additional options.
10. Select "save" when the travel expense report creation is complete.

The time zone is by default local time, but it can be changed if necessary.

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. 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

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