Excel Trip Expense Manager User Manual
Contents
1. When a message box pops up asking you whether you want to delete the item Excel Trip Expense Manager from the list answer Yes DUIS eS If you could not locate the item Excel Trip Expense Manager in step 5 ignore both step 5 and step 6 2 Accessing Excel Trip Expense Manager 2 1 The T You can on the to XM Menu Commandbar Control access all the Excel Trip Expense Manager features through the TXM menu which can be found p of the Excel application screen See figure below EJ Microsoft Excel Book GH File Edit view Insert Format Tools Data Window TaM Help Adobe PDF i d B lal FI 3 Y a A Ga A Z A Trip Expense Manager E verdana q E Fi U Ead TXM User Manager a Als e A e i z e D T Li 2 Check For Updates On Line 3 4 Help B About Excel Trip Expense Manager Excel Trip Expense Manager User Manual 8 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 3 Trip Expense Manager 3 1 What does Trip Expense Manager Do The core part of the Excel Trip Expense Manager Excel Add In is a function called Trip Expense Manager It is a two step wizard with well organized input panels which guides you through the management of your business trip expenses The figure below show the structure of this function Trip Selection Creation Step 1 D put Trip Details Step 2 Trip Description Accommodation Travel Meals amp Drinks Miscell2. because the selected bank account details will be printed on the expense claim form so that your company knows where to send the money Add button Click the Add button to add a bank account When clicked another window will pop up for inputting the bank account details left In this window the Bank Name dropdown list contains a pre defined list of bank names for convenient selection In case your bank cannot be found in the list you can manually enter into the box 16 Excel Trip Expense Manager version 1 Options The Trip Expense Manager was designed to be flexible and it has quite a number of customizable settings The preferences selected here can be saved and reused ae Selection Creation EPT Trip Expense Manager Step 2 of 2 Edwin Tam xj Input Trip Details Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options Trip Description p p Calculation Options Accommodation T v If an expense is outside the period of the trip exclude it from all calculations rave Meals amp Drinks Report Output Options 4 r Naming Options Miscellaneous Choose the components you want to appear In expense reports hotel accommodation expenses Full Preview in the report should be called User Profile v Show Detailed Expense List n Rom e v Use Expense Consolidation Recommended Options Je
3. by type D Date HKD Expenses HKD 19 10 2003 1 234 16 Airport Tax 48 00 20 10 2003 968 50 Bus 130 00 21 10 2003 948 53 Meals amp Drinks 852 83 22 10 2003 486 18 Phone Calls 61 76 Phone Card 96 00 Room 2 199 18 Taxi 249 60 Total 2 HKD 3 637 37 Total HKD 3 637 37 Expense Summary E x Summary View Date 19 10 2003 20 10 2003 21 10 2003 22 10 2003 by date and then by type D Expenses Bus Meals amp Drinks Phone Card Room Taxi Meals amp Drinks Phone Call s Room Taxi Meals amp Drinks Phone Call s Room Airport Tax Meals amp Drinks Phone Call s Taxi Total HKD 3 637 37 Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx The Main List Shows in complete list of expenses sorted by date You can select items and click the Remove Selection button to remove those unwanted expense entries This list Supports multiple selections View Summary Click this button to show another screen which gives detailed summary analysis of all expenses in the current trip It provides 3 summary views By Date By Expense Type and By Date By Type Also you can immediately see the calculated total for all expenses Expense 15 Excel Trip Expense Manager version 1 User Profile Here is the area for storing your own information including Name Bank Account details and your preferred method for receiving p
4. 2003 2004 Vonixx Excel Trip Expense Manager version 1 TABLE OF CONTENTS Li INTRODUCTION WEE 4 1 1 What is Excel Trip Expense Manager xxx KKK KKK KENE EE E KEE ENEE EE EE KEEN 4 1 2 Ideas Behind Excel Trip Expense Manager 22 ee eeeee renean nnn nnn EE EE KEE EE 4 BC KEV i ME ID IIT E 5 1 4 What do I need to run Excel Trip Expense Manager ee een EK e 5 1 5 Technical Sporen 6 1 6 Purchasing nformati n deeugeesegd se SES EE EE ee dE ee 6 E7 MNS CAN AEION eene 7 1 8 Important Installation Note for Mac Excel 2001 Users eere 7 1 9 Inputting Registration nformation eeeeeeeseeennn nennen E KEE EE EE KEE KEE 8 1 10 Removing Excel Trip Expense Manager eeeeee enean annnm EE KEE KENE e 8 2 ACCESSING EXCEL TRI P EXPENSE MANAGER nnnm nnnm nnn nnne 8 2 1 The TXM Menu Commandbar Control c oeeennne EE KEE KEE e 8 3 TRI P EXPENSE MANAGER need vauREEEnaEEFREEEAEE M EUNESEKSERFENFEEEEECEREKEMKSEECERTEEREE E CERE 9 3 1 What does Trip Expense Manager DO KREE NEE KEEN auium KEE ENEE e 9 3 2 Detailed control descriptions s s e Reie ER RENE D Ee dE NEEN sass EE Eege 10 4 USER MANAGER 545 ux sua vies M RR RECORD Nell RR RO i 18 5 PERPETUAL CALENDAR 555525 x80 Es Vr dM Re Ra Rn MIN RR RU RR VERE acts E ERR EE REEE 19 6 REPORT
5. Show Daily Total s V Show Expense Notes EI Expense Summary by Expense Type Comapny Header MY COMPANY NAME My Department Name Senior Approval Payment Note Save Default Options Restore Factory Defaults lt Back to Trip List Create Report Save Data Quit Calculation Options e The software allows the input of expenses outside the period of a trip defined in Trip Description You can choose whether you want such expenses to be included in the software s expense calculations and report outputs Report Output Options e Here you define whether various optional components should be shown in the expense claim report output e A powerful feature provided here is called Expense Consolidation This means when two expenses were incurred on the same date and were of the same type they will be combined and appear as one item in the expense report This can make the report easier to read Naming Options e Lets you define under what item name should hotel accommodation appear in expense claim report outputs This is sometimes useful because for example if you got hotel accommodate records in 4 hotels but you may want all hotel items to appear as Room in expense reports Company Header e The text input here will appear in the header of expense claim report outputs Senior Approval e n some companies expense claim forms need to be approved by senior staff Here you can input
6. Travel Miscellaneous Full Preview User Profile listbox Span Delete Trip Data Click this if you want to permanently delete all the data of a Delete Trip Data particular trip This is not reversible Cancel Next EM Next button After choosing the appropriate options click Next to proceed to the next step of the wizard Cancel button Click this to abort the Trip Expense Manager There will be no change to the data Excel Trip Expense Manager User Manual 10 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 e Selection Creation Input Trip Details Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options I nput Trip Details Step 2 of wizard Trip Description Excel Trip Expense Manager Step 2 of 2 Edwin Tam x Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options From 5 January 2003 D A To 10 March 2003 D S Country ching yg Set Default Location nengen sl Set Default Local Currency RMB China Yuan Renminbi v Set Default Home Currency HKD Hong Kong Dollars Y Set Default Exchange Rate 9 o 1 Local Currency Home Currency Cash Advance Received 2500 HKD D Optional Cash Advance Returned 0 RMB Optional Back to Trip List Create Report Back to Trip List button Click
7. expense summary table It summarizes the expenses in the current trip by category so that you can have an overall idea the proportion of money you have spent in each area during the trip Reimbursement I nstruction Note Near to the bottom of the report a note has been inserted automatically Please credit NAME BANK NAME BANK ACCONUT NUMBER This is the reimbursement instruction note to for example the accounts department of the company so that they know where and how to reimburse the expense Approval Line The software can also automatically insert a signature line for senior approval Header At the top of the expense claim report the software can insert header lines For example you can choose put the company name and or department name there Excel Trip Expense Manager User Manual 21 Copyright 2003 2004 Vonixx
8. picture of all the expenses incurred in all categories and allows you look at you expenses from different summary views Besides here is also a centralized area where you can remove unwanted expense entries With these features you can very conveniently control the amount for expenses to submit to your company for expense claims EPT Trip Expense Manager Step 2 of 2 Edwin Tam Iz Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview user Profile Options Selection Creation Input Trip Details Trip Description Date Description RMB Ex Rate HKD Accommodation O 19 10 2003 Bus 19 10 2003 Meals amp Drinks Y Travel E 19 10 2003 Meals amp Drinks Y Meals amp Drinks 19 10 2003 Phone Card Y 19 10 2003 Room y Miscellaneous O 19 10 2003 Taxi Y Full Preview Li SS SC See 20 10 2003 Meals amp Drinks Y User Profile 20 10 2003 Meals amp Drinks Y 20 10 2003 Phone Call s Y Options 20 10 2003 Room Y 20 10 Taxi Y 2 003 Meals amp Drinks Y 21 10 2003 Meals amp Drinks 5 55 2 Y L1 21 10 2003 Phone Call s 44 95 0 96 43 15 Y L1 21 10 2003 Room 763 6 0 96 733 06 Y Li 22 10 2003 Airport Tax 50 0 96 48 Y oO 22 10 2003 Meals amp Drinks 250 0 96 240 L1 22 10 2003 Phone Call s 6 44 0 96 5 18 Y x Select All Deselect All Remove Selection View Expense Summary lt Back to Trip List Summary View by date D Summary View
9. re errr Tn ern BETTE PRT rr rrr erm rE O re rn I EET ree EAR 31 May 4iRoom Ee eer 31 May 04 Meals amp Drinks 59 8 133 READ LE Xo nU NOH iy ure TE TEE HIE igs rere A Peete TEE HE SEES EEG ER SEHR 1 Jun 04 Laundry E EES SEET e EE E E RE E E EE Ide erre OE LE TTE Tere Nes E TERES S ey ee Bp ery ey Fey evs ea ER LI Hs ES Sore fay rey rey ape eer etre ey H Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx Fre e he e Ee et Ree ee ee ee een tee ee Ee e ee Ee Ee ee fe eher eet e Ee ee E Kee eeh Date j enses j RMB j Exchange j HED XoMayddRoom OPO NE S0 MayO4 MTR i LD m A Ma Tad 00 00 096 192 00 30 May 04 Train KCF 1 Jun D4 Laundry Ln c Ar AT AL e ATLAS UA A Am A Ene AT Am A Ae m e a TE LTun D4 Meals amp Drinks 21 Excel Trip Expense Manager version 1 7T Check for Updates On Line Excel Trip Expense Manager has function called Check for Updates On Line If your computer is connected to the Internet you can run this function and the software will check whether a newer version is available in the Vonixx web site If a newer version is found a message box like the one shown below will be displayed You can choose Yes and you ll be brought to the official download page Vonixx Software Web Update d A newer version of Excel Trip Expense Mangaer is found on server Do you want to go to the official download page now Exce
10. support comments and bug reports 1 6 Purchasing Information Excel Trip Expense Manger is freely distributed as a shareware You are permitted to evaluate it for 30 days before discarding it or purchasing a license Licensing per Excel You must purchase one license for each copy of MS Excel which runs Excel Trip Expense Manger e f a computer has Excel Trip Expense Manager installed the same copy can be used by more than one user e H an user installed Excel Trip Expense Manager on both his her desktop computer and laptop computer TWO licenses need to be purchased This is because the two computers are using two copies of MS Excel e Installing Excel Trip Expense Manager on a network drive is prohibited e Multiple user licenses are available at discount prices Site License and World Wide License are also available at very reasonable prices Licenses can be purchased via the World Wide Web Payment may be made by credit card including VISA MasterCard and American Express Pricing Current pricing is 25 for a license for use with each Excel installation which goes down to 15 as the number of required licenses increases Site License is available for US 500 And World Wide license is US 3 000 Purchasing a registration on the World Wide Web e Goto the web page at hitp order kagi com R4 e Enter name address and e mail details required into the fields provided e f you require more than one license of Excel Trip Expense Ma
11. the name and position of your senior who will approve your expense claim forms and you can check the Show Signature Line in Report for Approval option to show a signature line for your senior to sign Payment Note e At end of a expense claim report place a note to tell how the reimbursement should be paid to you according to the payment preference in user profile For example bank transfer to which one of your bank account Excel Trip Expense Manager User Manual 17 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 4 User Manager Excel Trip Expense Manager can manage the expense information of multiple users The data of different users are systematically separated and stored You can create remove and rename users Also you can set or change the define the current default user All these is done through the User Manager See below Excel Trip Expense Manager User Manager Current Default User Edwin Tam Choose an users T Eh dr LT OO ETECE POSTTEST eee eee teeters Cece Tee eee ct ert eee eres rT ert eer eter reer terre terre errr tet tir R e ea iid i In Excel Trip Expense Manager O Martin Hewings the data of each user is stored in Thomas Peltier a separate data file To change the current user just choose a name from the list and dick OK You may add a new user with the Create New User button Create New User You can create as many users as you want technically up to 65 535 user
12. Calls 200 00 192 00 2 Nov 03 Room S50 528 00 21 Nov 03 Taxi 00 57 60 21 Nov 03 Meals amp Drinks 335 6 34 7 64 90 23 Nov 03 Room S550 i 528 00 22 Nov B Taxi 00 ER 51 60 22 Nov 03 Meals amp Drinks 69 1000 069 00 1 026 24 22 Nov 03 Phone Calls 3 2 Dip 3 08 23 Nov 03 Room 50 00 528 00 23 Nov 03 Taxi 3 37 00 23 Nov 03 Meals amp Drinks 88 145 20 9 254 244 70 23 Now 03 Phone Calls 1 90 0 96 mle lee eee eH ee HEH a 24 Nov 03 Taxi 200 110 310 00 0 96 24 Nov 03 Meals amp Drinks 10 115 12 24 Nov 03 Airport Tax 24 Nov 04 Phone Calls 24 Nov 09 Train 24 Nov 04 Taxi m 5 956 18 Cash advanced 4200 00 Li 3 032 040 RE IMBURSEMENT LUMS o Meals amp Drinks Phone Room Taxi Train Please credit EDWIN TAM HSBC Bank Bank Account No 0123 4567 890 Approved by John Tipton Manager Group Internal Audit Excel Trip Expense Manager User Manual 26 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 Expense Consolidation In the 3 row of the expense list 19 Nov 03 Meal amp Drink 76 6 36 38 150 6 Here the expense consolidation feature has been applied which put three expenses of the same type incurred on the same day into one line giving one total amount At the same time individual amounts for each of the three expenses were kept in the report Expense Summary Below the expense list there is an
13. MAINTENANCE UTILI TI ES eere nnn nmn mmm nnnm nnnm 20 6 L SwapRoWS e d E 20521 a nus antec ha eec thaws ca caidas Casus cesxsIDiN Dd Card gu Ru cemds is 20 6 2 Reverse ROWS OVG6r iooiisesisues so e33 ERR RERRRRRERERERENEERERERRRRAREEEREEERERKRARARRREREEER EE ERERMERAEEUIEE 21 7 CHECK FOR UPDATES ON LINE Ce sux 54d S ERE RAS KEY EE UL DUO PEE RR RR OE RR S 22 APPENDIX FREQUENTLY ASKED QUESTIONS 1er HH 23 APPENDIX II ADMI NI STRATOR S TOOLKIT eren nmm HH 25 APPENDIX III SAMPLE EXPENSE CLAIM REPORT E KEE nnn 26 Excel Trip Expense Manager User Manual 3 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 1 Introduction 1 1 What is OExcel Trip Expense Manager OExcel Trip Expense Manager is an Excel utility for managing business trip expenses It is designed to be an extremely useful tool for those who go on business trips frequently and want to keep track of their business trip expenses systematically N Trip Multi Currency Details Management Excel Trip Expense Manager e Categorized Expenses zb 4 Expenses Analysis ae Multi User Support Full MS Excel Integration Standard 1 2 7 M NN Intelligent Data Huge Cities amp Customizable Interface Management Banks Database Settings 4 l Y Ideas Behind Excel Trip Expense Manager Although Tr
14. Vonixx Software Excel Trip Expense Manager Microsoft Excel Add In The Dream Utility for World Travelers User Manual Copyright O 2003 2004 VONIXX ALL RIGHTS RESERVED Excel Trip Expense Manager version 1 Copyright 2003 2004 Vonixx All rights reserved All parts of Excel Trip Expense Manager and its documentation including this document are original work which belong to Vonixx the company No part of these may be modified adapted or translated into a language or computer language in any form by any means without the express written consent of the author Notice to Users Trademarks This manual should not be construed as any representation or warranty with respect to the software named herein Occasionally changes or variations exist in the software that are not reflected in the manual Generally if such changes or variations are known to exist and affect the product significantly a release note or README file will accompany the software In that event please read the release note or README file before using the product Microsoft Microsoft Excel Microsoft Office and Microsoft Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Apple Macintosh Power Macintosh and MacOS are either registered trademarks or trademarks of Apple Corporation in the United States and or other countries Excel Trip Expense Manager User Manual 2 Copyright
15. aneous Full Preview User Profile Options In Step 1 of the wizard you choose a trip to edit or you can create a new trip In Step 2 you input view the expense details of the trip Input areas were logically divided into groups using a tabbed interface design Excel users should be familiar with this concept See the following sections for detailed descriptions of each component Excel Trip Expense Manager User Manual 9 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 3 2 Detailed control descriptions Below is a detailed description of the different screens of the 2 step wizard Trip Selection Creation Step 1 of wizard When you run the Trip Expense Manager you ll immediately see the following screen Step 1 Here you can choose to create a new trip or to edit the expense details of an existing trip Create New Trip Profile Choose this if you want to create a new trip profile Selection Creation Excel Trip Expense Manager Step 1 of 2 Edwin Tam E x I nput Trip Details Create New Trip Profile Trip Description Edit an Existing Trip Profile MEMO Edit an Existing Profile Choose this if you want to edit the expense details of an existing trip After choosing this option select an item from the list of trip in the Choose a trip below EE EEN 2003 5 23 2003 5 31 Thailand Chiang Mai Meals amp Drinks 2003 10 17 2003 11 22 Japan Tokyo 2003 10 19 2003 10 22 China xi An
16. ayment for expense claims Unlike the other inputs the information input here is related to the user instead of to a specific trip You just need to input once and you ll see the same information displayed here for all trips of the current user Beie Selection Creation Excel Trip Expense Manager Step 2 of 2 Edwin Tam Input Trip Details Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options Trip Description f My Name Edwin T Accommodation sod Travel ink Bank Name Country Account Number Account Holder Meals amp Drinks BankA C O Bank of America Asia Hong Kong 9876 543210 EDWIN TAM Miscellaneous Full Preview User Profile Options Remove Add Preferred Payment Method Bank Transfer C Check C Cash Hong Kong 01 12345 9876 02 EDWIN H B TAM lt Back to Trip List Country Bank Name Account Number AIC Holder Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx Create Report Save Data i i Add New Bank Account d x Bank of America Asia e 9876 543210 0 00 000000 eia 0000000000 My Name Name of the current user This name will appear in the expense claim forms BankA C Here shows a list of bank accounts of the current user The information is useful if the Preferred Payment Method is set to Bank Transfer
17. ent and Multi User Support e Excel Trip Expense Manager is capable of managing the expense data of multiple users systematically e Data of users is stored in individual data files Also it has automatic backup feature during data removal Perpetual Calendar e You no longer need to leave Excel when you want to look at a calendar A perpetual calendar is built into Excel Trip Expense Manager Administrator s Toolkit e f your company needs to install Excel Trip Expense Manager on many machines the Administrator s Toolkit is available to ease the configuration of the software This utility is free of charge when you purchase multiple licenses 1 4 What do I need to run Excel Trip Expense Manager Excel Trip Expense Manager is fully compatible with the following versions of Excel Excel for Windows e Excel 2003 for Windows e Excel 2002 for Windows e Excel 2000 for Windows e Excel 97 for Windows Excel fro Mac e Excel 2004 for Mac e Excel X for Mac Support for the Mac Excel will be available in around end of 2004 Excel Trip Expense Manager User Manual 5 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 1 5 Technical Support Contacts The official Vonixx web site is http www vonixx com Here you can obtain the Vonixx product news download the latest software updates and find out about services available from Vonixx The official e mail support address is Support vonixx com This is the address for technical
18. er solution for such situations For example if a hotel charges 500 for weekdays and 600 for Saturdays amp Sundays e Hotell Choose the dates for Monday to Friday and set the hotel rate of 500 e Hotel2 Choose the dates for Saturday and Sunday and set the hotel rate of 600 e In Options tab Naming Options choose to use the same name for all hotels E g Room i e Do not choose the Hotell Hotel2 Hotel3 Hotel4 option so that in the report output all the hotel accommodation items appear with the same name Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx Hotell 2 3 4 The registered version of Excel Trip Expense Manager can manage hotel accommodation information in up to 4 hotels for each trip Each hotel can have different rates and in different currencies Use these buttons to switch between different hotels to see and edit the accommodation data Hotel Rate The daily hotel room charge Calendars Base on the period of the current trip the appropriate monthly calendars will appear here Click on a date to select You can use the lt and gt buttons to view the calendars for the previous and next months if applicable Auto Select Automatically select the dates for the current trip Clear All Clear all data entered for hotel accommodation Error Log This is the area for highlighting conflicting inputs For example accommoda
19. escription Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options Accommodation Date Description Amount Receipt p Enter Expense Details Travel 05 01 03 Meals amp Drinks Meals amp Drinks Janusry 2009 Meals amp Drinks 08 01 03 Meals amp Drinks 09 01 03 Meals amp Drinks Miscellaneous 10 01 03 Meals amp Drinks Full Preview User Profile Options Remove Select All Note Date 07 01 03 Description Meals amp Drinks Amount RMB 510 Has Receipt Y lt Back to Trip List Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx Description Meals amp Drinks M Amount RMB D Note Has Receipt Add This Expense Create Report Save Data Quit Below are the descriptions of the controls on the input screen of these three expense categories Expenses ListBox Shows a list of the expense items in the current category Hold the Ctrl key to select multiple items Calendar Base on the period of the current trip the appropriate monthly calendar s will be displayed Click on a date to select the date Description A short description of an expense item It contains a pre defined list for convenient selection In case the description cannot be found in the list you can manually enter into the box Amount The amount of an expense item Ha
20. g Excel 2001 must manually assign at least 20MB of memory to Excel 2001 in order to use Excel Trip Expense Manager Dm In Finder locate the Excel 2001 software icon Select it and press Ctrl to go to File Info Set the Preferred Memory size to at least 20000k Close the File Info window Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 1 9 1 10 Inputting Registration Information to unlock full functionality After registration the author will send you an e mail confirmation with detailed instructions on how to unlock the full functionality of Excel Trip Expense Manager Note Do not try to register Excel Trip Expense Manager on a network drive If you installed and registered on the server and have multiple machines trying to access that same registered copy the software won t function in its registered state There are mechanisms within Excel Trip Expense Manager to identify such situation and this is prohibited Removing Excel Trip Expense Manager After installing Excel Trip Expense Manager if you decided to permanently remove or uninstall Excel Trip Expense Manager from your computer do the following steps Quit Microsoft Excel Completely delete ALL Excel Trip Expense Manager files from your hard disk Start Microsoft Excel From the Tools menu choose Add Ins Locate the item Excel Trip Expense Manager and click once onto the checkbox
21. hich you can distribute freely to anybody to evaluate All individuals and magazines can distribute Excel Trip Expense Manager without prior authorization from the author However please whenever possible distribute the newest version of the software Any publishers who want to include Excel Trip Expense Manager in CD ROMs attached to books or mention about it in books must have prior authorization from the author Q I am currently using several other 3 party Excel add ins Can I still use Excel Trip Expense Manager without causing any conflict A Yes Excel Trip Expense Manager should always operate very well even in the existence of other 2 party add ins and it does not interfere the normal operation of any other add ins In case you experienced any conflict it is very unlikely to be the problem with Excel Trip Expense Manager Excel Trip Expense Manager User Manual 24 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 Appendix Il Administrator s Toolkit The Administrator s Toolkit is only available to users who purchased multiple licenses There is a number of customizable settings in Excel Trip Expense Manager that determine how the software behaves for example the contents that are included in an expense report Normally the user needs to define change those settings manually within the software However while Excel Trip Expense Manager is a very flexible tool in the implementation of the softwa
22. ip expense management is a time consuming task which doesn t generate income it is a task which must be done both from the position of company and staff Much time is spent on calculating and managing trip expenses which could have been spent on more productive work Excel Trip Expense Manager is the value adding tool for eliminating such inefficiency in corporations Nowadays it s simply very common for a lot of people to have to travel frequently across the world for their jobs Especially in large countries such as the USA and China where there are many states provinces To corporate staff who go on business strips managing trip expense records and prepare expense claim forms are time consuming but yet non value adding processes These are simply very tiring processes which no one wants to do but if you don t do them properly you won t receive the reimbursements To corporations expense claim forms received from staff often lack consistency in terms of level of details and layout Even for the same staff expense claim forms could look very different every time Furthermore the same type of expenses is named differently on different claim forms Substantial resources of corporations have been wasted on trip expense management which does not generate additional income Instead these are unnecessary labor costs which should be better utilized on more productive works which generate income Excel Trip Expense Manager is the utilit
23. l Calendar Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx with which can display a 19 Excel Trip Expense Manager version 1 6 Report Maintenance Utilities The current version of Excel Trip Expense Manager starting from version 1 5 delivers a set of handy utilities which helps the maintenance and formatting of trip expense reports These utilities includes l Swap Rows and 2 Reverse Rows Order These utilities were added because sometimes you may want to customize your report by rearranging the order of the expense items that are listed in the reports 6 1 Swap Rows Order This function swaps interchanges the position of two rows There should always be two rows to swap Can be two separate rows apart from each other For example below shows two rows already selected To make a multiple areas selection hold the Ctrl key while selecting with the mouse Run Swap Rows Order The result is as shown in the figure at the bottom Excel Trip Expense Manager User Manual 20 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 6 2 Reverse Rows Order This function reverses the order of rows in a rectangular selection The selection must contain more than one row and multiple selection is not supported For example below shows a rectangular area with data already selected Run the Reverse Rows Order function PEPE rE eer ee Oe PnP ere renee rene oy errr eer eR rE
24. l Trip Expense Manager User Manual 22 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 Appendix Frequently Asked Questions Is Excel Trip Expense Manager compatible with Excel 2003 for Windows YES Excel Trip Expense Manager is 10096 compatible with Excel 2003 for Windows What will receive after registering E D E Q After your registration has been successfully processed you will receive 1 A registration confirmation from the author via e mail The e mail will contain detailed instructions to unlock the full functionality of the software 2 Free unlimited technical support via internet e mail 3 Discounts on future software upgrades Q How many licenses do I need to purchase The type of licenses of Excel Trip Expense Manager is per Excel license For each copy of Excel which is using the Excel Trip Expense Manager a license is required Q Is it possible to customize the default expense claim report layout format generated by Excel Trip Expense Manager For example include my company logo A Vonixx does provide software customization services to customers We can change or extend the software to meet the requirements of your company Just contact Vonixx software support for more information Q Would Excel Trip Expense Manager slow down Excel or occupy a lot of memory resources After installing Excel Trip Expense Manager have the utility started every time run MS Excel A On start
25. nager specify in the areas provided e Follow the rest of the instructions on the Web page Excel Trip Expense Manager User Manual 6 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 1 7 Installation Run the installation software to copy the program files to your hard drive You can put the Excel Trip Expense Manager program files anywhere on your hard drive But you re recommended to put the files into a new folder and not to be mixed up with other files on your computer After the files have been copied to your hard drive The next step is to install the Excel add in This is a manual process but it s very simple to do Follow these steps 1 1 8 Start Microsoft Excel Select Add Ins from the Tools menus In the Add ins dialog box check the Excel Trip Expense Manager checkbox Add Ins Analysis ToolPak Analysis ToolPak VBA Conditional Sum Wizard Euro Currency Tools IMA Excel Trip Expense Manager Internet Assistant VBA Lookup Wizard Solver Add in Excel Trip Expense Manager Version 1 0 c 2003 2004 Vonixx All Rights Reserved If you could not find the checkbox use the Browse button to locate the appropriate initialization file for your platform _ Excel for Windows zl EXCEL TXM XLA Excel for Mac Excel Trip Expense Manager Click OK to close the Add Ins dialog box Important Installation Note for Mac Excel 2001 Users Apple Macintosh users who are usin
26. re within a company with many users for example there are many staff which have their own laptops PCs such flexibility may cause headache to the IT administrator Different departments may have different preferences in the default settings and it will be time consuming for the IT staff to install the software on each computer and then manually set the default setting on every computer Therefore Excel Trip Expense Manager has an Administrator s Toolkit which was specifically designed to facilitate the work of the administrator and IT staff It helps defining the customizable settings on a computer with just one mouse click Excel Trip Expense Manager User Manual 25 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 Appendix Ill Sample Expense Claim Report Below shows a sample Expense Claim Report generated by Excel Trip Expense Manager In the sample report you can see some special features the Excel Trip Expense Manager provides Also these features can make the Expense Claim Report look more complete and more professional Vonixx Software Group Internal Audit Department 19 Nov 03 to ZA Nu Edwin Tam 1 9 Mow 03 Meals amp Drinks 0000000000000 0 Drinks MXN Y M 19 Mov 03 Taxi 55 00 a WW S3 Y 19 Nov 03 Meals amp Drinks 76 6 36 38 50 19 Nov 03 Phone Calls 2 D EN 20 M v 03 Room S50 528 00 20 Nov 03 Taxi 00 57 60 20 Mov 03 Meals amp Drinks 300 00 288 00 20 New 03 Phone
27. s To create add a new user click the Create New User button and type a new name Excel Trip Expense Manager does not allow users of the same name Note In the unregistered version of Excel Trip Expense Manager you cannot create more than one user This limitation will be removed after register Change Default User When running the Trip Expense Manager function see Section 3 of this user manual trip data of the current default user is loaded and displayed The default user is the user which is checked in the user list To change the default user just select the name in the user list Click Done to complete Or click Cancel to abort without changing the default user Remove User When you try to remove an user for example when that user no longer uses the software the User Manager will ask you to confirm and gives you options to choose whether you want to permanently delete all data related to that user or to keep a backup of that user s data file Confirm User Removal x Are you sure you want to remove the user THOMAS PELTIER C Permenantly delete data file of that user Backup the data file of that user Mo don t remove the user Excel Trip Expense Manager User Manual 18 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 5 Perpetual Calendar Excel Trip Expense Manager has a handy feature called Perpetual Calendar perpetual calendar within Excel Perpetua
28. s Receipt Check this checkbox if a receipt is available for the expense item Note Optional You can input a short note for each expense item Limited to 80 characters Add This Expense button After completing the input for an expense item press this button to add it to the listbox on the left of the screen continue on next page 13 Excel Trip Expense Manager version 1 W s Selection Creation Miscellaneous Expense continue SE x Trip Description Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options Error Log Accommodation Date Description Amount Receipt Enter Expense Details This is the ated for Travel 05 01 03 Phone Calls ee highlighting conflicting 06 01 03 Phone Callis DAE 07 01 03 Phone Calls inputs For example de ern accommodation in two Miscellaneous 2IOUGS Phone Calls RESTI SR ES hotels for the same 10 01 03 Phone Call s Full Preview date User Profile Options Remove Select All Date 10 01 03 m Description Airport Tax Description Airport Tax Y Amount RMB 90 Has Receipt Y Amount v Note iba Note Has Receipt Add This Expense L lt Back to Trip List Create Report Save Data Quit Excel Trip Expense Manager User Manual 14 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 Full Preview Full Preview gives a full
29. this to go back to Step 1 of the wizard You ll be prompted to save the changes you ve made to the current trip Save Data button Click this to save the changes made to the current trip Quit button Click this to abort the Trip Expense Manager Note that data won t be saved before the function aborts You need to press the Save Data button to save the changes before you quit Create Report Click this to create an expense claim form in a new Excel workbook This is the standard report designed for submitting to the company for expense claim From To dates The beginning and ending dates of the trip Country Location Choose the destination of the trip Local Currency The currency in use in the destination Home Currency Your home currency All expenses will be converted to home currency equivalent in expense reports Exchange Rate The currency exchange rate The amount of home currency to one unit of local currency Cash Advance Received Optional The amount of cash advance received before the trip Cash Advance Returned Optional The amount of cash advanced returned on completion of trip Set Default button Set the default value of a list box The default value will be automatically reloaded for all new trips by default The dropdown list allows custom input In case the answer cannot be found in the list you can manually enter into the spaces pro
30. tion in two hotels for the same date 12 Excel Trip Expense Manager version 1 Travel Meals amp Drinks Miscellaneous Expense input screens for Travel Meals amp Drinks and Miscellaneous share a common design The purpose of separating these three category of expenses is to have them more systematically and logically manageable especially in case the number of expense items are large Pi Selection Creation Travel Ex pense Input Trip Details EPT Trip Expense Manager Step 2 of 2 Edwin Tam Trip Description Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options Accommodation Date Description Amount Receipt p Enter Expense Details Travel 05 01 03 Airport Express January 2003 05 01 03 Y Meals amp Drinks 06 01 03 Y e 07 01 03 Taxi RMB 60 Y Miscellaneous 08 01 03 Taxi RMB 60 Y 09 01 03 Taxi RMB 60 Y Full Preview 10 01 03 Airport Express HKD 100 N 10 01 03 Taxi RMB 200 Y User Profile 10 01 03 Taxi HKD 50 Y 10 01 03 Taxi RMB 20 Y Options Remove Select All Date 05 01 03 Description i Description Taxi Taxi D Amount RMB 200 Has Receipt Y Amount RMB e Note from airport to hotel Note OM Has Receipt Add This Expense lt Back to Trip List Create Report Save Data Quit a Selection Creation Meals amp Drinks Expense Input Trip Details EPT Trip Expense Manager Step 2 of 2 Edwin Tam n x Trip D
31. up of Excel Excel Trip Expense Manager takes less than half second to load On most machines you can hardly notice any delay in Excel startup due to the utility Also when you do not use Excel Trip Expense Manager it only occupy very little memory about 70k i e about 0 07MB Q What language was Excel Trip Expense Manager written in Excel Trip Expense Manager was written 10096 in VBA Microsoft Office s built in programming language for automation of the Office suite Q Can I buy the source code of Excel Trip Expense Manager No The source code of Excel Trip Expense Manager is not for sale The source code the software is not suitable for learning Excel VBA Q What do I do if discovered a bug in Excel Trip Expense Manager First visit the Vonixx Software web site and check to see whether you re using the latest version of the software If you re not sure just download the newest file from the web site It is possible that the problem you discovered has already been fixed Secondly send an e mail to technical support at support vonixx com and describe the problem and the steps required to reproduce it if possible Once the problem has been confirmed it will be fixed an update will be released Excel Trip Expense Manager User Manual 23 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 Q What should do if want to distribute Excel Trip Expense Manager Excel Trip Expense Manager is a shareware w
32. vided Excel Trip Expense Manager User Manual Copyright 2003 2004 Vonixx 11 Excel Trip Expense Manager version 1 i Trip Selection Creation Input Trip Details Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options Accommodation Expense EPT Trip Expense Manager Step 2 of 2 Edwin Tam ai X Trip Description Accommodation Travel Meals amp Drinks Miscellaneous Full Preview User Profile Options RSET Hotel2 Hotels Hotet Hotel Rate 550 RMB Accommodation Expense Summary Hotel 1 RMB 19 800 00 36 nights Hotel 2 RMB 7 000 00 10 nights Hotel 3 RMB 800 00 2 nights Choose the dates below m January 2003 February 2003 Sun Mon Tue Wed Thu Fri Sat EES ES EES A lololol E m Error Log Data of Hotel3 contain a date that is not within the period of the trip 05 01 2003 to 10 03 2003 That date will be excluded from any calculation of the trip s expenses Create Report Save Data Quit lt Back to Trip List Tips and Tricks Different Hotel Rates Within a Trip registered version only Some hotels may have different rates for weekdays weekends holidays etc However it is clumsy to require the user to input a hotel rate for every date For a 20 days trip the user will need to input 20 times Excel Trip Expense Manager provides a clev
33. y designed to add value to both corporations and staff by removing inefficiencies in the workflow of trip expense management Excel Trip Expense Manager User Manual 4 Copyright 2003 2004 Vonixx Excel Trip Expense Manager version 1 1 3 Key Features Full Excel integration e With seamless MS Excel integration Excel Trip Expense Manager becomes part of MS Excel You won t feel using a completely new software You re still in your most familiar Excel environment but with a newly added feature for trip expenses management Intelligent User Interface e You do everything through the software s input panels You never need to touch the spreadsheet or type any formula The software also has advanced error handling intelligence to eliminate any chances of input errors Standardized Expense Claim Reports e Lets you visualize a summary of your trip expenses in a logical layout e Enforces a standard report format within an organization for staff expense claim submissions for senior approval e The software has quite a number of intelligent reporting options which allow you to include different level of details in the reports Expense Analysis e Excel Trip Expense Manager has various features which ease the analysis of trip expenses It lets you view and edit your data from different angles and it can produce on screen analysis with just a few mouse clicks These features can be very useful during expense data input Systematic Data Managem
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