Traveling expenses are assigned to customers when specific rates are agreed upon between the company and its customer. These expenses can then be transferred to jobs relating to the customer.
Pricing Considerations for Traveling Expenses
When determining prices for traveling expenses while using COSMO Project Manufacturing, consider these factors:
Prices are based on the Work Type assigned to the Traveling Expense.
The Work Type is typically entered into the calculation during, not prior to, posting.
Multiple currencies for traveling expenses are not supported. Thus, any entries for traveling expenses must be made in the local currency (LCY).
Prices can be defined by Job.
Prices can be derived from the Traveling Expenses Card; however, this is not recommended.
The following setup is required for using traveling expenses.
A minimum of one resource must be set up for the Job Budget Calculation with the following settings:
- Type = Traveling
- Procurement Channel = Time Entry
- Procurement Cost Source = Standard Costs
Different work types can be set up for traveling expenses and a default can be assigned to the component in the Traveling Work Type Code field on the Calculation FastTab of the Resource Card.
General Traveling Expenses
Other setup for general traveling expenses is defined in the Job Traveling Expenses page, accessed using Tell Me. Choose the icon, enter Job Traveling Expenses, and then choose the related link.
If the travel expenses should be reimbursed to the employee, select the Reimbursement check box.
The travel expense can be set as a default per customer and per project by choosing Job menu > Traveling Expenses on the Customer Card or Calculation menu > Traveling Expenses on the Job Card.
Job Budget Calculation
To process traveling information, a minimum of one job line with Type = Traveling must be entered in the Job Budget Calculation page.
The travel expenses can be calculated on a Time and Materials, Non-Chargeable, and Flat Rate basis. The sales price can be calculated based on cost plus project surcharges, non-invoiceable and per usage.
Traveling Expense Processing
This section explains the procurement and sales processing of traveling expenses.
For procurement planning, it is important to consider that two procurement channels may need to be released (time recording and purchase order).
As no quantity is entered, the lines need to be planned manually (with the New Procurement function in the Job Processing Procurement page) and a purchasing document is not necessary. The lines are then available for posting through purchasing and time recording.
Posting by Time Entry
To enter traveling expenses in Time Entry, use the Travel Code field to copy the information from the Job Card setup to the time entry line.
The purchasing prices will be transferred from the predefined travel codes and the sales prices are transferred from the predefined markup of the calculation lines as well as the job traveling expenses. Both types can be manually adjusted in Time Entry as needed.
Posting by Purchase
A new purchase invoice can be created to enter the traveling expenses.
The invoicing Plan function starts the invoice run process. In the Job Budget Sales page, choose the Plan action on the Invoicing menu.
The sales invoice for the traveling expenses can be generated from the Job Budget Sales page by choosing the Release action on the Invoicing menu.
Reimbursement of Travel Expenses
Travel expenses can be reimbursed to employees through a purchase invoice created automatically or manually. Before a purchase invoice can be created for reimbursement, the employee must be set up as a vendor in Microsoft Dynamics 365 Business Central and the vendor must be assigned in the Vendor No. field in the Processing FastTab of the Resource Card.
Automatic Purchase Invoice
The Employee Traveling Expenses report request page – accessed using Tell Me – provides the ability to create the invoice while generating the report. The report and invoice will only include job lines that have travel codes with the Reimbursement check box selected.
The fields on the Options FastTab are described in the following table.
|Create Invoice||Determines if a Purchase Invoice will be created automatically for the resource.|
|With Invoiced Entries||Determines if previously invoiced entries will be shown on the report with the open entries.|
|Vendor Invoice No.||Identifies the number of the invoice from the vendor; will be transferred to the Vendor Invoice No. field on the Purchase Invoice.|
Manual Purchase Invoice
Instead of generating the Purchase Invoice from the Employee Traveling Expenses report, the expenses can be entered directly in a Purchase Invoice and linked back to the job lines.
In the purchase invoice, enter the employee’s vendor in the Vendor No./Name field and in the lines, enter the traveling expenses to the appropriate job line(s) and purchase account(s).
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