Linha Microsiga Protheus - Inglês

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  • Travel - Financial - P12

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titleConfiguration
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titleConfiguration Wizard

Due to the complexity of corporate travel policies and the variations in rules between companies, the travel process has a series of parameters. These are concentrated in the Configuration Wizard (FINA691) and divided into:

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titleGeneral
  • E-mail notifications
  • Retroactive Days
  • Default Approver
  • Uses working days or consecutive days
  • Standard Access Group
  • Protheus/Reserve Export
  • Participant as approver
  • Travel Department User
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titleBilling
  • Product
  • Payment Term
  • Inflow TIO
  • Outflow TIO
  • Billing Advance
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titleRendering of Accounts
  • The prefix of bills payable and receivable
  • Types of a bill payable and receivable
  • Classes of bills payable and receivable
  • Class for bonuses payable and receivable
  • Prefix of bonuses
  • Days of delay
  • Standard customer and store
  • Type of rate used - Tourism quotation, the first day of travel, or last day of travel
  • Refund currency - Strong or Original
  • Advance currency - Strong or Original
  • Days to maturity of bills payable and receivable
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titleAdvance
  • Maximum days - open rendering of accounts
  • Maximum quantity - open rendering of accounts
  • Advance without an overnight stay
  • Fixed Value
  • Daily Value
  • Class
  • Days for estimate
  • Estimate of urgent advances
  • Type of travel - Domestic, International or Both
  • Type of Bill
  • The prefix of advance requested with trip
  • The prefix of single advance
  • Calculation base date - Request or trip start
  • Tourism conversion - before or after generating the bill
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titleGeneral Registrations
  • Manager’s emails
  • Apportionment Cost Center
  • An environment of integration with Reserve
  • Integration with Reserve - Disabled, Online, Schedule, Online, and Schedule
  • International Travel Numbering
  • Single Travel Numbering
  • Approval Configuration
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titleSingle Travel
  • Air
  • Accommodation
  • Car
  • Insurance
  • Road
  • Other
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titleAutomatic Travel Link
  • Passenger
  • Customer
  • Date - with tolerance
  • Cost Center
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titleService Checking
  • Prefix
  • Type of bill
  • Class
  • Supplier and Store


Note that all changes made in this wizard directly reflect the parameters of Protheus (SX6).


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titleBKO Protheus X Reserve

This routine is responsible for mapping the Protheus backoffice branches with the Reserve environment, such as user and password for integration. For further information, see the integration manual page here.

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titleAccess Group

The access group defines the hierarchies for viewing employee travel data.

For example:

The following are employees of Company A:

  • João - Manager
  • Paulo - Coordinator
  • Luciana - Systems Analyst
  • Ricardo - Systems Analyst

There are two possible groups for configuration in this scenario:

1) João is responsible for Department Group A, where Paulo, Luciana, and Ricardo are members. So, João can view his own trips and the trips that contain at least one member of his group.

2) Paulo is responsible for Department Group A.1, where Luciana and Ricardo are members. Paulo can view his own trips and the trips that contain at least one or more members of his group.

Informações
titleImportant

Users configured in the Travel Department User parameter have a full view of the data.

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titleType of Expenses

Expenses are the types of costs that an employee can report to the company. Through the Expense Type register (FINA679) it is possible to configure them.

There may or may not be any control of limits for accountability, such as:

  • No limit - The expenses reported will be considered refundable.
  • Daily limit - The sum of expenses posted of the same type and on the day must not exceed the limit.
  • Total limit - The sum of all expenses of the same type posted must not exceed the limit.
  • Limit/expense - Expense is restricted to the informed limit.

If it is necessary to control these limits, the possible values for setting an expense are:

  • Unit Value - For automatic calculation when the amount is informed in the rendering of accounts (ex.: Km.)
  • Limit without overnight - Limit value for trips that do not require an overnight stay.
  • Limit with overnight - Limit value for trips that require an overnight stay.
  • Currency Limit 2 - Limit value for expenses in USD.
  • Currency Limit 3 - Limit value for expenses in EUR.

The limits have an effective period, that is, if it is necessary to change the policy, you can end a term by informing the End Date and entering the values for a new period.

You can link expense types to locations:

  • Domestic
  • International
  • Both

This link is made as another action on the expense type registration screen.

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titleTip

In the The Type of Expense header is the data of the cost entities as a facilitator for the entry of the line of expenses in accountability.

The Expense Group can be informed, but it is not mandatory.

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titleExpense Group

The Expense Group (FINA681) has the same characteristics as the Expense Type, with the exception of cost entities, type of limit per expense, and unit value, which are specific to the expense line, and aim to group and define standard limits for a particular group.

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titleAttention

The amount set in the expense, when informed, is a priority in the calculation of accountability.

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titleParticipants

The travel process uses the Participants' base (APDA020) of SIGAAPD - Performance Evaluation and Research. Therefore, in this register you find in the Travel tab the necessary information to make you a traveler:

  • Position level - used for integration with Reserve and which defines the type of access the participant will have.
  • Reserve Login - participant’s login on Reserve
  • Reserve ID - entered after integrating the register with Reserve.
  • Current Company and Branch - company and branch where the participant currently acts to control Reserve orders.
  • Previous Company and Branch - a historical record of the company and branch where the participant previously worked to control Reserve orders.
  • Allow Advance - informs whether the participant is eligible for an advance.
  • Approver - Approver user ID
  • Substitute - Substitute approver user ID
  • Supplier and Store - Supplier and store code for credit of advances and refunds.
  • Accountability Substitute - ID of the user that can perform accountability in the participant's place (employee of a Project Office, Secretaries or Executive Assistants, etc.).

A participant may or may not be an employee and the integrations with the Personnel Management module for this are those that exist in Protheus (from the Participant's registration replicating to the payroll or vice versa with the .ini configuration)

Informações
titleImportant

For the participant to be considered self-approving, it is necessary to configure the MV_RESAPRT parameter with the value "1" (yes) and fill in the Approver field in the Participants register (Travel tab) with its own code. It is only possible to carry out this registration process in the Edit operation.


For more information on integrating Participants with Reserve, click here.

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titleCost Entities

Although Reserve has only the Cost Center as the cost entity and Protheus works with other entities, it is possible to carry out the classifications in Protheus through the Travel routine (FINA665). In Related Actions, through the option Edit Cost Ent., it is also possible to inform the Value Class and the Accounting Item.

The rest of the routines carry these travel costs or, in the case of Accountability or Travel Request, have fields for entering entities.

For more information on integrating Cost Centers with Reserve, click here.

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titleTravel

The Travel routine (FINA665) has all the information related to trips already issued via agency or requests for individual travel.

A trip is composed of:

Travel header, which has the start and end dates, origin and destination, customer to be served (when applicable), etc.

The advances tab lists the participants and the advances requested for each one.

In the tab of the trip itself, you will see the list of all orders placed.

When selecting a travel order item, a context per service is enabled with specific data for each one, such as: For a flight, there is Airline, Locator, Class, etc.; in the case of a hotel, there is the Hotel Name, check-in and check-out dates, etc. Possible services are:

  • Flight
  • Accommodation
  • Car
  • Road
  • Insurance
  • Other

Participants and related Cost Entities are also displayed.

A trip made on Reserve is integrated only when it is issued, that is, it is not possible to change its services in Protheus (dates, values, etc.). The only editable data are the Cost Entities. For more details, see the TOTVS X Reserve integration manual.

A trip generated by a Travel Request from Protheus, on the other hand, must have its service details informed by the travel department through the Verification option, since the request is an order for the purchase of the trip. If approval is enabled after the verification, a pending approval will be generated for the superior of the participants.

A trip with all its services and expenses properly paid and accounted for is eligible for billing. This process displays the travel costs that can be passed on to the customer, in whole or in part, and generates a sales order for the customer. If it is not applicable for the company segment, this step is not required.

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