VERSO Travel Orders (TOs) Short User Manual
Contents
1. hlaSenido Mantis Further Pln varianta CP Full variant of TO Integrovany IS VERSO verze 3 6 5 Moje slu by gt Cestovn p kazy gt Pina varianta CP Pina varianta CP Kalkulovan CP Ciselniky modulu After clicking on the Novy New button select the type of TO you want to create Tuzemsky CP Domestic Zahrani n CP Foreign EM NUM Tuzemsky CP Zahrani ni CP System opens chosen travel order form based on the selection Form TO An example is demonstrated on filling out foreign travel order Completing the Domestic one is almost similar so do not worry about filling out both as described below The Form consists of five Tabs Hlavi ka P ed cestou Po cest Ostatn N klady CP FIS Hlavi ka Header Here fill out basic data of the trip P ed cestou Before the trip The Tab requires information for calculating compensation for the trip payment of advances etc Po cest After the trip Passenger fills out with the real information about how the trip took place what was the expenditure where appropriate to reduce the per diems Ostatn Other Informative Tab where traveler can find information about the calculated compensation Naklady CP FIS Costs TO FIS Tab irrelevant for the passenger it is used for accounting In the Tabs Hlavi ka P ed cestou and Po cest are some fields marked in red color These fields are requi2. zadat a el cesty GS P idat dek Zkopirovat dek Akce Zem M sto Organizace pracovi ce N mecko E Berlin dh P esunout dek na za tek 4 Presunout dek nahoru w Presunout dek dolu W Presunout dek na konec E Odstranit dek Konec cesty M sto End of trip Location Where the trip will be completed Datum a as Date and time It is required when a business trip will be completed important for the calculation of compensation and allowance P eru en cesty Trip discontinuation Cestovn pas Passport Pas platnost Passport validity V zum platnost Visa validity Poji t n slo Insurance number P esn trasa Exact route Informative and additional data by system not required to be filled out Dopravn prostredek Means of transport Compulsory data it is necessary to choose the vehicle In case of selection auto sluzebni company car or auto vlastn custom car then it is necessary after clicking on the icon dial to choose a particular car from the list Naj t Zav t Dopravni prost edek Ur en prost edek auto vlastn M O onii AKL 5701 VW Transporter Vozidlo ES 1A9 0831 Skoda Fabia Combi OIS SSC AV CR v v i N rodn 1009 3 110 00 Praha 1 SSC Tel 420 221 403 111 Fax 420 221 403 307 e mail fis ssc cas cz VERSO TO Short User Manual strana 4 7 The car must be registered in the system in order to properly calcu
3. VERSO TO Short User Manual strana 1 7 VERSO Travel Orders TOs Short User Manual Content Travel Orders NiO UC TOI RN E a r o omm 2 Creating a NEW TO M 2 medio c 2 Completing the Tab Hlavicka Heading ie tosisen ea qeai a twee a bak unu U ho Db eo pkPPAO Rap OE no r Ra MMD eS pP SE edet eb Rab de dra 2 Completing the Tab P ed cestou Before the trip esses eene nnns 4 Filling out the Tab Po cest After the trip nnn nnne nnns nnns nennen nan 6 Tel 420 221 403 111 Fax 420 221 403 307 e mail fis ssc cas cz OIS SSC AV CR v v i N rodn 1009 3 110 00 Praha 1 Nest VERSO TO Short User Manual strana 2 7 Travel Orders Introduction Use to create a Travel Order hereinafter TO its approval calculation of expected expenses including per Diems to obtain advances for the business trip and billing TO along the trip This brief instruction on creating a CP is used for quick orientation in the new version of the travel orders which is in operation since June 2012 Creating a new TO Select option Cestovni prikazy Travel orders in the module menu Integrovany IS VERSO verze 3 6 5 Moje sluzby Parametrizace Mana ersk I5 Slu by fesitelam Zadanky Cestovni p ikazy Sprava u ivatele Vlo it
4. ate m na stat SB CZK CR By selection Typ vydaje Type of expenditure you can further specify the kind of expenditure and write details in Popis Description field Requirement for deposit In case you request the deposit before the trip or more deposits in various currencies in this part of TO add more lines one line one deposit through the Akce Action button the same as you did in Dal p edpokl dan vydaje Other expected expenditures part Again it is necessary set desired amount of the currency kind of the currency and possibly date of its payment Currency selection do the same way as described above Po adavek na z lohy Akce C stka M na Datum pozadovan ho vyplaceni Akce EUR 03122012 F Financial resources for the trip before the trip Always save travel orders before you start selection of financial resources for the trip This will recalculate travel order Before the trip it is necessary select financial resource for the trip Click on Akce Action button gt Doplnit dle vypo ten ch nakladu Replenish according calculated costs Finan n zdroje pro cestu pred cestou 9 Proces schv leni cesty vyZaduje zad ni minim ln 1 fini Akce 7droie financnv ni rcectu l ohiednavky Dopinit dle vypoctenych nakladu folby o P idat dek Ulo P idat vice dk im Odstranit v echny dky Then system will automatically prepare nec
5. e way as in calculation before the trip page 3 Otherwise it is necessary to generate el l new lines using the button Akce Akce gt gt P idat dky dle m st jedn n Add lines according meeting places and adjust dates and times OIS SS AV R v v i N rodn 1009 3 110 00 Praha 1 eoo Tel 420 221 403 111 Fax 420 221 403 307 e mail fis ssc cas cz VERSO TO Short User Manual strana 7 7 Curtailment of meal allowance Whether conditions of the trip did not change from the status before the trip you can just only simply mark in the lines the meal you received If there are some changes in places of meetings or in billing you first need to re generate the lines And subsequently mark the meal there as you did it before the trip page 3 Other expenditures billing Again the same as filling before the trip page 4 There is only new possibility to specify document number or attach it in electronic version as an email attachment Deposits billing Here specify how much you were in fact paid from requested deposit when and possibly select from dial by whom There is also option to add the number of accounting document Vyuctovani zaloh Vraceno ze Zaloha C stka Vyplaceno 2Bloby po Comb Akce M na Kdo slo dokladu 4 Akce EUR E 03 12 2012 Nevypln no E 12 Total for currencies Informative data so do not fill anything Total billing summary conversion
6. ed to change or amend Passenger is always notified by email When correcting TO proceed the same way as filling the Tab Po cest After the trip page 5 OIS SS AV R v v i N rodn 1009 3 110 00 Praha 1 SSC Tel 420 221 403 111 Fax 420 221 403 307 e mail fis ssc cas cz
7. essary fields for completing Automatically prefilled is only N kladov stredisko Cost center Further it is necessary select Zak zku Budget Open the dial Zakazka Neuvedeno AL Then select desired contract from the list of contracts Based on your choice system will complete Typ akce Type of action and Komplexn polozka Complex item Then you have to select from dial specific Typ uctu Account type e g OIS SSC AV R v v i N rodn 1009 3 110 00 Praha 1 SSC Tel 420 221 403 111 Fax 420 221 403 307 e mail fis ssc cas cz VERSO TO Short User Manual strana 6 7 Typ tu aaCestovn E P kazce Approver and Spr vce Account administrator will be add automatically by the system based on selected budget or can be changed by selection from the dial and amount too according calculated costs In case you did not save travel order before the selection of financial resource it is necessary enter the amount manually By this the Travel order P ed cestou Before the trip is complete and ready for approval Do it by pressing the button P ed n ke schv len Submitting for approval located at the bottom of the form Volby pro pr ci se z znamem cesty W F AK G E i Stornovat Generovat z lohy Ulo it z znam Kopirovat z znam Zavrit Vymazat z znam Tisk CP Tisk CP primy Zobrazit historii CP a zdroj When approved about appro
8. gly calculates compensation After generating it is necessary to add time and dates that correspond to expected course of the trip Lines can be further manipulated their order can be changed add or delete other All operations that can be performed with the line can be found under Akce Action button at the beginning of each line Akce Datum St t Misto 27 12 2012 amp CR E Praha F P idat dek Akce 27 12 2012 N mecko E hranice Zkopirovat dek Akce 27122012 7 N mecko E Berlin dh P esunout dek na za tek A Presunout dek nahoru wW Presunout dek dolu W Presunout dek na konec E Odstranit dek Reduction of meal allowance In case you already know that during the trip food will be provided in the form of breakfast lunch or dinner in this case put it into the system First you generate lines for meal allowance reduction through Akce Action button gt Generovat dky pro dny Generate lines for days Kraceni stravn ho Tuzemsko Akce Datum R d B e TE fadky pro dny E Odstranit v echny dky Then system generates lines for each day and you can simply mark which day and what meal you will be provided The example below shows an example of a passenger who had lunch on a business trip abroad on December 27 2012 Sn dan Breakfast Ob d Lunch Ve e e Dinner Kr cen stravn ho Tuzemsko Zahrani i Snidan Ob d Vecere Sn
9. idan 27 12 2012 E E Akce Datum Um Vecere Other projected expenditure Fill the additional expenditure you expect during the trip As a first step it is necessary to add the number of rows one row one anticipated expenditure You will do so through the OIS SSC AV R v v i N rodn 1009 3 110 00 Praha 1 SSC Tel 420 221 403 111 Fax 420 221 403 307 e mail fis ssc cas cz VERSO TO Short User Manual strana 5 7 Akce Action gt P idat vice dk Add more rows gt zad me po adovan po et enter the desired number of rows and click the P idat uveden po et dk Add the specified number of lines The lines can be further manipulated add more or delete them All operations that can be performed with the line can be found under the Akce Action at the beginning of each line Dal p edpokl dan v daje mem n stka Tun widaie EM Pridat fadek Akce e iz Zkopirovat dek g2 P idat dek E Akce n r3 ee P idat vice dk pz Odstranit dek NP Eg Odstranit v echny dky Stravn kapes On each of added line is necessary select the currency of expected expenditure and set specific amount Akce M na stka Typ v daje Popis Akce vedlej Currency can be selected according its official abbreviation or by the state it belongs Finish your selection by the click on icon with red arrow on a left side Najt zavit m na St
10. late compensation About this task ask the local administrator of module travel orders in case that required car is not listed there Spolucestujici Fellow passenger Optional to add one or more fellow passengers To select one fellow passenger use Akce Action button gt pridat spolucestujiciho add a fellow passenger gt and select particular person from the list When selecting more fellow passengers over Akce Action button gt P idat vice dk add more lines gt then add required number of lines one line one fellow passenger gt for each line select the passenger from the list like car selection Added lines are again possible via Akce Action button to copy or delete We have completed filling out head of travel order store it and go to the Tab P ed cestou Before the trip Completing the Tab P ed cestou Before the trip Calculation of travel order before the trip First select desired amount of allowance from the offer E g Kapesne 40 x Next step is to generate lines according meeting places Through the Akce Action button gt pridat radky dle mist jednani add lines according meeting places Nejsou zad ny OET 7 P idat dky dle m st jedn ni GS P idat dek Krac P idat vice dk Pro ze Q Uk zat kalkulaci E Odstranit v echny dky Based on this option the system automatically generates lines and accordin
11. red and system checks their filling In case they are not filled out TO cannot be saved or moved further in the approval process Completing the Tab Hlavicka Heading Jm no Name AutoFill system according to the currently logged in user Pracovist Workplace AutoFill system Data is taken from the system Elanor Global Cestu schvaluje Trip approves AutoFill system By selecting of another approver from the dial can be changed You can do so by clicking on the icon dial see picture Cestu schvaluje Stokl skov Karolina Mgr Then select the desired approver from the list of approvers by clicking on the name OIS SSC AV CR v v i N rodn 1009 3 110 00 Praha 1 eoo Tel 420 221 403 111 Fax 420 221 403 307 e mail fis ssc cas cz VERSO TO Short User Manual strana 3 7 Vyber schvalovatele cestovniho prikazu Najt Zav it Seznam vedoucich pracovist Salaj Michal Ing Divize informa n ch technologi DIT Stoklaskova Karolina Mgr MBA Odbor informa n ch syst m OIS Seznam osob majicich roli cp_schvaluje_cesta Mal Ji JUDr 47049600 reditelssc ssc cas cz Salaj Michal Ing 47200008 salaj ssc cas cz Stokl skov Karolina Mgr MBA 47200044 kstoklaskova ssc cas cz Wencel Tomas Ing MBA 47094720 wencel ssc_cas cz Pracovni doba Working hours AutoFill system For information only can be adjusted Pocatek cesty Misto The beginning of the
12. to CZK Informative data so do not fill anything If there is a change compared to the filled TO before the trip click Prepocitat Recalculate button This will update calculation and will change already saved record Vyuctovani celkem prepocet na CZK Prepocitat Financial resources for the trip after the trip Leave it the same as before the trip only in case of recalculation TO fill into stka K Amount CZK field the amount stated in Vy tov n cesty n klady celkem Trip Billing Summary Total Costs Report on the business trip It is not necessary to fill out but recommended Again when left blank system will notify you but after confirmation it is possible to continue Report on the business trip Attachment You can attach Report on the business trip in electronic version Do it the same way as attaching to an email You can consequently write name of the attachment and its detailed description All fields are informative and so optional Not necessary to fill them At this point you have completed TO and you can send it for approval Do so by clicking on Predani vyuctovani ke schv len Transmission of the bill for approval WF AKCE P ed n vy tov n ke schvaleni Stornovat TO receives a superior who checks costs of the trip gt when everything is in order TO goes to the accountant who performs the recognition Otherwise the TO is returned to the passenger noting what data is need
13. trip Location Where business trip begins Datum a Cas Date and time It is required when a business trip begins important for the calculation of compensation and allowance Mista jedn n c lov i tranzitn Places of meeting destination and transit It is required to fill in Zem Country where the passenger is heading and a specific M sto City More information is optional it means that system does not check it Exception is Description field which is recommended fill out From the system perspective this means that when this field is left blank before saving or sending TO in approval process system notifies us but after confirming it is possible to continue Button Akce Action Bold button Akce Action is used to select the addition of one or more lines or their eventual removal This functionality may be useful if we have multiple locations or countries to visit during the business trip Added line is to be filled as described above Mista jednani cilova i tranzitni stat nutno zadat a ucel cesty es preme M sto Organizace pracovist ut P idat dek Akce N mecko E Berlin g P idat vice dk E Odstranit v echny dky Second button Akce Action after clicking on displays additional actions that can be performed with the line It is mainly used to create a copy of the line or swapping the order of the lines Mista jedn n cilova i tranzitn st t nutno
14. val you are informed by mail in case of disapproval the same you will carry out the business trip After return you will have to fill out the Tab Po cest After the trip wv Filling out the Tab Po cest After the trip First you have to find proper TO in the system Look through module Cestovni prikazy Travel orders gt Pln varianta CP Full variant of TO gt Moje the Tab Mine Here is a list of all TOs where you are listed as a Novy Y Seznam cestovnich prikazu Dle filtru VSechny kter mohu vid t passenger Kde spolucestuji Volby Posledn stav dle WF a Po Locate the desired TO open it by clicking on the magnifying glass icon on the left side Volby Posledni stav Akce and go on to Tab Po cest After the trip Hlavi ka P ed cestou Po cest Ostatni Naklady CP FIS Data in this Tab Po cest After the trip are copied how you fill them before the trip Now it is necessary correct them to match the reality Mista jedn n c lov i tranzitn Places of meetings destination and transit In case that there were more places of meeting add them through the button Akce Action gt Pridat radek Add a line and fill them out the same way as places of meetings before the trip page 2 Otherwise leave it without a change Travel order billing If the places of meetings did not change enter only data that correspond to real course of the trip and do it the sam
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