In the dynamic environment of modern business, managing and approving business trips efficiently is crucial for any organization. SIX ERP's Business Trip Management module facilitates this process, enabling admin staff, supervisors, and HR members to handle travel requests with ease and precision. This manual outlines the step-by-step process for accessing, reviewing, and approving or denying business trip requests within the SIX ERP system. From initial review to final decision-making, this guide ensures that all aspects of business trip management are conducted smoothly, aligning with both company policies and budgetary considerations.
To initiate the approval process for a business trip in SIX ERP, navigate to "Timekeeping > Businesstrip Management" from the left-side menu, where you can manage and review all business trip submissions.
Once a business trip request is submitted by an employee, it appears in the Business Trip Management section. As an admin staff, supervisor, or HR member, follow these steps to review and approve the trip:
Open the Request: Click on the specific trip request you want to review. This will open the trip details page.
Review Submitted Details: Check all the details provided by the employee, including:
Destination
Dates of the trip
Relation to a customer or project
Detailed description of the trip
Designated follower
Attached files
Daily allowance request, if any
Amend Cost Centers: Before finalizing the approval, verify and, if necessary, amend the cost centers associated with the trip. Ensure that the costs are allocated to the correct departments or projects to maintain budget accuracy.
Final Review and Adjustments:
Ensure all information is accurate and complete.
Check that all necessary documentation is attached and valid.
Verify the justification and necessity of the trip against company policy and objectives.
After thoroughly reviewing the business trip details and making necessary adjustments:
Navigate to the Approval Section: At the bottom of the trip details page, you will find the approval dialog.
Decision Making: Choose to approve or deny the request based on a comprehensive review. If further information is needed or discrepancies are noted, you may return the request to the employee for modifications.
Submit Your Decision:
Click "APPROVE" to authorize the trip. This will finalize the trip’s status as approved, allowing the employee to proceed with the arrangements.
Click "DENY" if the trip does not meet the necessary criteria or proves unjustifiable. Provide a reason for denial to ensure clear communication and understanding.
Notification: Once a decision is made, the system automatically notifies the employee about the approval status along with any comments or instructions provided.
By following these steps, you can efficiently manage the approval process for business trips in SIX ERP, ensuring that all trips are aligned with organizational goals and budgetary constraints. This process not only facilitates smooth operations but also enhances compliance and oversight of corporate travel activities.