1. SPENDINGS RECONCILIATION
The first advantage of integrating transaction records (TRs) into a travel management solution is the automation of the reconciliation of each recorded invoice corresponding travel orders. There is no need to manually search for which trip corresponds to which invoice.
Several checks can also be performed during reconciliation to avoid certain anomalies: is the numeric coding for the travel order correct? is the traveller the one who was assigned the mission order? has this invoice not already been paid?
By automating these checks, you can focus on the anomalies, if any, and immediately send the reconciled invoices to the authorizing officer.
2. THE CONTROL OF DISCREPANCIES
When your mission orders hold inherent value due to ticket prices, cost of accommodation or car rentals, or even agency fees, the integration of POR also allows you to compare an estimate of the costs with the costs indicated on the invoice.
Thus, when the amount specified on the invoice corresponds to the expenses incurred, the authorizing officer can certify that the service has been performed and proceed with the settlement. If there is a discrepancy, it must be determined whether it is justified (extension of the mission, change of ticket after issue, etc.) or whether it is a supplier error. The mission office or the travel department can then focus on invoices that are higher than the estimates and better monitor the credit note requests made to the travel agency.
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Solution dedicated to the management of temporary travel for government and civil service employees. Travel Order, Expense Reports, Suplliers Invoices…
3. ENRICHMENT AND SETTLEMENT
Once the invoice has been verified and reconciled with a travel order, it can also be enriched with mission information such as cost or budget accounting, cost centre, etc. This way it is no longer necessary to transmit this piece of information (which can sometimes be confidential) to third parties when booking travel services since it is directly associated with the invoice.
Today, just a few months before the RGPD comes into force, data confidentiality is more relevant than ever.
As with expense reports, expense and travel management software generally allows enriched data from the invoices to be transmitted directly to both the information system tools and the accounting officer’s payment software.
At the end of the day, integrating transaction records into your expense and travel management solution, when applicable, saves you time at every level so that you may focus on value-adding tasks while leaving the rest to AI.
Our solution is dedicated to the moblity management. In addition to the expense reports management you can plan, book and track your business trips. It is also possible to manage your car fleet.
