Further setup options

The following are further possibilities in the establishment of the Comsol Travel cost module explained. The following setup points can all be found under Departments / RK equipment.

RK-Company car

In the area of RK company cars, you have the possibility to order company cars and then link them to your own document types.

With the option Calculate speedometer reading, you can specify that for corresponding entries in the travel expense account of the mileage of the company car; or the kilometres driven can be allocated and billed.

RK-Countries

In the section RK countries you have the possibility to select the countries that belong to the travelers should not be available for selection when entering trips, to fade out. You can also define domestic and foreign countries here. You can edit the two option fields by first selecting the Click on the button Advertise / Edit abroad in the menu bar.

RK-Travel routes

In the RK travel routes, you can set recurring travel parameters which can then be used by the traveler in the travel expense report for are available if the column "Travel routes" is inserted in the accounting will be.

In connection with the starting point and destination you can find a route here, deposit a project and kilometres. You can also enter a fixed amount for the trip (this is in case the trip is usually is not carried out by car). As soon as in the travel expenses identical start and destination points are then automatically entered, and the values are taken from travel routes/ distances. You can also select directly via travel route / distance (please also show this column in the statement).

As an additional option, there is a fixed project amount for to deposit the mileage.

For example, if you want to set a fixed start-up rate for a project independent of of the mileage, then this can be defined in the field amount of the project and will then be deposited separately from the number of the entered kilometres is charged to the project.

The setting Total amount in project amount can also be used to total project amount can be defined here. Independent of the line items, a fixed Project value generated.

If you wish, you can select a learning mode for travel route / distance switch on. This means that each selected combination of start location and destination is then automatically created.

It is also possible to enter a detailed itinerary. For this purpose press the button RK-Travel Distance/Distances. Here you can then under itinerary enter a detailed itinerary, subdivided according to Outward and return journey. This information is entered into the generated Distance allowances are copied and can then be printed out in the driver's logbook Especially when detailed information is required here, then a deposit analogous to the route planners definitely make sense.

RK-Destinations

In this section you can define destinations. Via the field Trip type check, you have the option of selecting this destination only to allow certain types of travel. If you enter the following in the External work location field check the box, double budgeting will be applied to this place, or the three-month rule. Therefore the destination should be described as precisely as possible, in order to make the test as clear as possible do.

Via the field Area you can determine whether this travel route is to be made from is seen by all or only one employee. At the installation the field is marked with the employee identification. An employee with administrator rights can then convert this to the status All, so that every employee has access.

RK-Travel purposes

In the RK Travel section you can find formulations for travel purposes pretend. If it has been defined via the trip type that the purpose of the trip is to be checked, the employee must have a travel purpose from this Select list.

RK-expense groups

If your company has employees with different calculation criteria are to be settled, e.g. civil servants and employees, entrepreneurs and normal employees etc., then the following exists under Institution / RK expense groups Possibility of setting up different expense groups.

In the next step, the expense group will be assigned to the employee in the employee card and also -- as described above -- assigned to a flat rate.

When creating the country flat rates, the scanning process can be started for each group of expenses should be carried out separately, so that for each group of expenses own surcharges can also be created cross-nationally. So is then, when determining the lump sums, ensures that the corresponding the right lump sum is selected when hiring the employee.

RK-G/L Accounts Matrix

If, when assigning the G/L accounts, you do not simply use the document types or you do not duplicate each document type depending on the G/L accounts you have the option of transferring the G/L account via a matrix to be determined.

Here there are flexible alternatives, via defined assignments to have the corresponding G/L account drawn. The advantage is that you need fewer document types and the assignment of G/L accounts and the correction effort in travel accounting is reduced.

As minimum criteria the document type and the G/L account must be entered as without this information no further qualification can be obtained. is possible.

In the document type, in order to be able to search successfully here, you must enter the document type as G/L account origin matrix must be entered.

The criteria are then:

Field Valid from:

Here you can control the time frame for the account assignment, e.g. to change in the VAT rate.

Field expenses group:

A G/L account can now be assigned per expense group and document type will be. If the travel expenses in your company are posted via G/L accounts depending on departments, positions etc., classify your employees via expense groups and assign the corresponding accounts to these groups.

Field Travel type

For example, if you are going on a training trip, a trip abroad or other criteria require separate G/L accounts, you can also have a separate G/L account determined for each of these special cases depending on the document type.

Field Global Dimensions/ Project

The same option is available for dimension codes 1 and 2 and projects. For these three points, apart from the separation into different values, it can also be decided in principle whether a specific G/L account can be drawn depending on whether, for example the trip is debited to a project or not

Hotel accommodation with breakfast abroad

If breakfast is extra for hotel accommodation abroad and is to be carried by type of document, a device must be available via the RK-G/L account matrix.

By default, the system is set up so that for overnight stays with breakfast automatically the document type 207 Actual breakfast costs Hotel accommodation is provided to settle the breakfast bill. Document type 207 usually contains the VAT for domestic deposited (19 %).

Should it be necessary for your company to pay the breakfast costs abroad, the RK matrix of non-monetary accounts shows the following lines:

In document type 207, you must also set the option "Matrix" can be changed: