Automatic Posting of Travel Claims

The automatic travel claim posting is based on the expense type and travel type specific default postings that are entered in the expense type management and on the posting dimension values that are retrieved to the Travel Claim entry screen.

During Travel Claim entry, the posting dimension fields are shown in the Create Travel Claim screen. The entry rule "Travel Claim Posting Dimensions" can be saved into the entry rules of chart of accounts. It can be used for determining which posting dimension values must be provided when saving the travel claim. The application retrieves the posting dimension values for the Create Travel Claim fields using the following logic:

The default posting dimensions for the user that has been selected as the Travel Claim person, from the Organization structure membership that is under the supervision of the unit of the travel claim.
The default posting dimensions of the selected unit are retrieved from the Organization structure for the travel claim for those fields that do not yet contain any values.
The values for those fields that still contain no value are retrieved from the Company's default posting.

The values visible in the fields can be changed until the travel claim has been saved. After saving, the fields will be disabled and color changed to gray.

When a travel claim is saved, a default posting is created for it. The default posting is generated expense row specifically, if a default posting has been saved for the expense type. Default posting is created based on the following logic:

A ledger account is retrieved for a posting row from the expense type default posting. For more information on defining the default posting for expense types, see Postings on the Expense Types page.
The posting dimensions are retrieved for posting according to the Posting setting defined on the Travel Claim Settings page as follows.
When the settings selected in the Travel Claim settings specify that the posting dimensions are retrieved primarily for a transaction:
- If the Create Travel Claim posting dimension fields contain values, then the posting dimension values are retrieved from these input fields.
- If any or some of the posting dimension values cannot be retrieved from the travel claim entry fields, the missing posting dimension values will be retrieved from expense type's default posting.
When the settings selected in the Travel Claim settings specify that the posting dimensions are retrieved primarily for an expense type:
- If the expense type default posting dimension fields contain values, then the posting dimension values are retrieved from these fields.
- If any or some of the posting dimension values cannot be retrieved from the expense type default posting, the missing posting dimension values will be retrieved from travel claim entry posting dimension fields.
Tax Code is retrieved from the expense type's default posting.
If no tax code is retrieved for the posting from the expense type, it is retrieved from the account information in the chart of accounts.

The default explanation for a travel claim will be the person's name.

Travel claims posting rows are checked for entry rules before the row is saved as an invoice posting row. If the posting rows do not pass the entry rules inspection, the status of the posting is recorded as incomplete. Posting rows are saved on an invoice and the posting rows corresponding to the entry rules are highlighted with a red background.

Note: If the travel claims counter account is missing from the organization structure from the company posting rules, the posting is not automatically done according to expense types' default posting rules.

The tax processing rule for saving travel claim posting rows is "Tax included".