Settlement of Business Trips - Accounting

The final stage of settling a business trip is generating the diet and purchase invoices based on the employee's expenses.

Diet Generator

To generate diets based on the business trip plan:

1. Select the search icon in the upper right corner of the Business Central system, then type Business Trips and click the link.
2. Choose the document you want to settle from the list and click its number to open the document.
3. Click the button on the action bar Diet Generator.
4. In the new diet generator window, click the button on the action bar Create Diet/Accommodation Lines.
5. Fill in the appropriate number of breakfasts, lunches, and dinners, as well as the flat rate for accommodation in the generated lines.

Note

The system calculated the diet based on the entered travel plan. If you believe the calculated values are incorrect, you can manually enter corrections in the number of diets field.

Employee Expenses - Diets, Accommodations, and Invoices

After generating the diet based on the business trip plan, you need to create employee expenses and purchase invoices. To do this:

1. Select the search icon in the upper right corner of the Business Central system, then type Business Trips and click the link.
2. Choose the document you want to settle from the list and click its number to open the document.
3. Return to the business trip and click the button on the action bar Employee Expenses to go to employee expenses and supplement them with the calculated diet and flat rate for accommodation.
4. Click the button on the action bar Create Employee Expenses to complete the expenses with the calculated diet and flat rate for accommodation.
5. Click the button on the action bar Create Invoices to generate purchase invoices based on employee expenses.

Note

In the case of cost invoices (e.g., for fuel or hotel accommodation), the system will automatically transfer the liability from the vendor to the employee during the invoice posting. To disable this functionality, go to the purchase invoice using the Purchase Invoice button and turn off the option in the invoice header Liability Transferred.

Settlement of Business Trips

To finalize the settlement of the business trip, you need to post the generated purchase invoices. After posting all invoices, the costs will be transferred to the Business Trip Costs window. After performing this action, you need to close the settlement. To do this:

1. Select the search icon in the upper right corner of the Business Central system, then type Business Trips and click the link.
2. Choose the document you want to settle from the list and click its number to open the document.
3. Click the button on the action bar Confirm Settlement.