Travel Wizards

The following fields are required: Trip Name, Purpose of Trip, and Travel Type.

 

 

The following fields are conditionally required:

• Trip Start Date and Trip End Date are required unless Travel Type is No Travel.

• Destination is required only if the Multi-Segment Trip indication is not true checked and the other destination fields (City, State/Province, Country, and County) are blank. Destination is not required if the Travel Type field is set to No Travel. For configurable validation, see the “Header” topic under “TRVL Delivered Transactions”.

• Travel Justification is conditionally required if Require Travel Justification is true on Travel Administration and the Travel Type is Out of State, Both In/Out of State, or International. Valid Justification are defined on Travel Justification (TRJUS).

• Reason for Modification is conditionally required if the Modification Reason Required indication is true on Transaction Control for the ‘full’ travel transaction code when modifying or cancelling an authorization. All valid reasons must be defined on Reason Code Maintenance (REASN).

• Payment Details action is provided to validate the disbursement options such as Schedule Payment Date, Disbursement Format, Disbursement Type and so on associated with the selected Traveler record. This is conditionally required. For additional information about entering payment details information, refer to the "Traveler" topic.

 

Configurable Text (CTEXT) record TRVLDEST allows you to define configurable text to be displayed on the Trip Information step.

The following fields are required: Expense Date, Expense Type, Expense Payment Method, and Authorized Expenses.

The following fields are conditionally required:

• Expense Explanation is required if the Expense Explanation Required indication is true for the applicable travel policy (see Travel Policy by Expense Type (TRPET) and Department Travel Policy by Expense Type (TRPETD). It is also required if the Exceeded Expense Maximum Explanation Required indication is true on the applicable travel policy and the expense has exceeded the Expense Maximum.

• For Destination field related configurable validation, see the “Trip Details” topic under “TRVL Delivered Transactions”.

• For Expense Reports only:

• Receipt Explanation is required if the Receipt Required flag is checked and there is no attachment with Attachment Type = Receipt for that Trip Details line.

• Quote Explanation is required if the Quote Required flag is checked and there is no attachment with Attachment Type = Quote for that Trip Details line.

• Manage Per Diem/Mileage Details

• Mileage information must be entered if the Expense Type that has the Mileage Related Expense indication as true. The Mileage Records link is provided to enter that mileage information.  

For additional information about entering mileage information, refer to the "Mileage" topic.

• Per Diem information must be entered if the Expense Type that has a Per Diem Type value that is anything other than Not Applicable. The Per Diem Records link is provided to enter the per diem information related to lodging, meals, or incidental expenses. There are two options to enter this information. Option 1 is to manually enter each Per Diem line. Option 2 is to use the Generate Per Diem action, that automatically generates and populates the applicable Per Diem lines spanning the length of the entire trip. All total amounts are automatically calculated and populated as if claiming all per diem expenses on the Trip Detail line when the Per Diem window is closed. If you do not wish to claim a specific per diem amount, you may use the drop-down menu under each expense (that is, Breakfast, Lunch, Dinner, and Incidentals) and select No. Upon a save, the new total amounts will be automatically calculated. 

For additional information about entering per diem information, refer to the "Per Diem" topic.

• Accounting Profile or Accounting Template field must be populated before selecting the Generate Accounting Lines action. If a Financial only site, these can default from the Vendor Customer record for the traveler. For a Dual site, these can infer from the Employee Profile Management record for the traveler. If not there, then the employee’s payroll accounting information is used. The Generate Accounting Lines action will only display for a user within Wizards, if they have has been configured on the Vendor Customer Table or Employee Profile Management to  “Allow Employee Accounting Changes”. If default payroll accounting is not found, then no accounting lines will be automatically generated.

• Vendor Invoice fields (Vendor Invoice, Vendor Invoice Line, Vendor Invoice Date, Tracking Date and Invoice Acceptance/Sign-Off Date) can be required given configurations on Transaction Control, but may be tied to a Direct Payment with Configurable Validations. When made visible, these invoice fields can be used to capture information whether making a direct payment to a vendor or a reimbursement payment to a traveler.

Configurable Text (CTEXT) record TRVLEXP allows you to define configurable text to be displayed on the Expenses step. Configurable Text (CTEXT) record TRVLPRDM allows you to define configurable text to be displayed on the Expenses step after inserting an expense line and adding a Per Diem Lodging Expense Type. Configurable Text (CTEXT) record TRVLMILE allows you to define configurable text to be displayed on the Expenses step after inserting an expense line and adding a Mileage Expense Type.

Accounting Line(s) are not initially visible for an expense line but can be accessed with the Accounting link. The authorization wizard is designed with the primary means of creating accounting lines is with the Generate Accounting Lines action and either the Accounting Profile or Accounting Template fields. The action creates accounting lines that overwrite any existing accounting lines. One manually makes chart of account changes after generating lines.

For additional information about entering accounting information, refer to the "Accounting" topic.

The Validate action is unique to Step 2 of the wizard. This action validates all travel and accounting information prior to submitting the authorization. 

The Purchase Trip action is one that only appears when Advantage is linked with the Travel Certify application with the transaction details for the selected transaction.

Row-Level actions/linksRow-Level actions/links

This step provides a summary of the travel authorization. You can view/add attachments by selecting the Attachments button. Select Submit to submit the travel authorization for approval/processing. If the Send Email Notification indication is true, then notifications can be sent for the approval/modification/cancellation of the travel authorization.