Business trips are a fundamental aspect of many organizations, offering opportunities for networking, client engagement, and project advancement. Efficient management of these trips is crucial to ensure they are beneficial and cost-effective. The SIX ERP system includes a comprehensive Business Trip Management module designed to streamline the process of organizing, tracking, and financing all aspects of business travel. This guide provides detailed instructions on how to access and utilize the Business Trip Management features within SIX ERP, from registering a new trip to managing expenses and requesting advances. Whether you are an employee preparing for a trip or an HR staff member coordinating travel logistics, this manual will assist you in making the most of the business trip management capabilities.
To manage business trips within SIX ERP, start by navigating to the "Timekeeping > Businesstrip Management", from the left side menu. This section is dedicated to organizing and overseeing all aspects related to business trips.
To register a new business trip:
Click on the "ADD" button within the Business Trip Management section.
A form will appear requiring you to fill in several key pieces of information:
Only in case of Admin or HR Administrator the field for Staff selection will be available!
Destination: Specify the location of the business trip.
Start and End Date: Set the duration of the trip by selecting the beginning and ending dates.
Relation to: Indicate whether this trip is related to a Customer or a Project. Once selected, further options will allow you to choose a specific customer or project.
Business Trip Description: Provide a detailed explanation of the purpose of the trip, including objectives and expected outcomes.
Follower: Nominate a staff member who will oversee or be kept informed about the trip’s progress and related details.
Attached Files: Attach any relevant documents such as itineraries, booking confirmations, or event details.
Request Daily Allowance: Check this option if a daily allowance is required for the duration of the trip.
For financial management of the trip:
Advance Bookings: Record any anticipated expenses to request an advance payment. This helps in managing budget effectively and ensures all costs are accounted for beforehand.
Expense Types: Detail potential costs such as:
Accommodation: Hotel, Airbnb, room rental, apartment, or other forms of lodging.
Transportation: Costs associated with travel by flight, bus, train, car, taxi, or other means.
Commute Costs: Expenses for local travel such as metro, underground, bus, car, train, etc.
Miscellaneous Expenses: Any additional outlays, such as meals during business lunches or dinners.
Once all required fields are filled, you may SUBMIT and store the request. In order to finalize you should submit your request for final approval by a designated staff member, supervisor or Human Resources.
If the trip is being booked by an HR staff member on behalf of an employee, it is crucial for the HR to accurately record all predicted costs based on the advance bookings. This ensures that the budget is adhered to and any necessary adjustments are made in a timely manner.
By following these detailed steps, you can ensure that all business trips are efficiently managed, from planning and budgeting to execution, aligning with the operational goals of the organization.