Setup

On the side of the Adonis Personnel Manager, we need to set up:

• Connection to APP;

• Special Entry codes in Payroll;

• Conditions for entry codes generation in Organization Structure.

1. To enable Travel Expenses datagroup, please go to Global Options > Import/Export > Web Service:

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   You should set the URL (path) for Adonis Personnel Portal web service that is responsible for expense calculations.
   
   The url can be found under Adonis Personnel Portal administrator screen > General Settings > Crew Portal Service Settings > URL. 
   
   Then you can test connection. 
   
   Select Authentication Method. Usually, it's API login, type API Login password.
   
   
   

2. Special Entry Codes for travel expenses (allowances, accommodation, transportation, various expenses, etc.) need to be created and correctly set up under Setup > Tables >Entry Codes.
   They are usually with APP- prefix.
   
   

   
   
   

   
   
   

3. Under Setup > Organization Structure > Company > Modules and Datagroups > Travel Expenses, we select Payroll Categories, link to them created entry codes and define conditions for each EC to be autogenerated.
   This setup is done by Adonis after you discussed all conditions/rules and company needs.
   
   

Let's review some examples:

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1. When creating a record, you click

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   the button and first select Method from drop-down.
   There can be such methods(sections) as: Allowance, Expenses, Transportation, Accommodation, etc.
   Methods list are fetched from APP (Administrator Portal) > Travel Expense Settings > Settlement Types (previously added by administrator, for example:
   
   

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2. In Entry Code column select correct Entry Code. 
   All proper entry codes should be previously added under Tables >Entry Codes.
   
   Entry codes creation and setup are made by Adonis.
   
   
   
   

3. To every EC and Method (Settlement type) we define correct Payroll Category. 

   Enter its name (the same as in APP).
   
   Payroll categories need to be previously set up by admin in APP (Administrator Portal) > Travel Expense Settings:

   for Accommodation method = Accommodation Types:

   
   for Transportation method = Rates per organization > Transportation Types:
   
   
   
   
   for Various and Advance methods = Outlay Types.

4. In Create Entry when column, we define conditions/rules for this EC to be auto-generated - appear in person's payroll entries after processing of TE record. 
   These rules are similar to scripts for typical entry codes but much easier. 
   
   Let's review an example with EC 6 - APP-Allowance without overnight.
   EC 6 is linked to TE_Allowance method and ALLOW payroll category.
   So, if Travel Expense (TE) document is created > submitted > approved in APP and defined rules are fulfilled:
   (TravelType='DOMESTIC') AND (Datestart=Dateend)
   Means:
   Travel type is domestic;
   Date from and Date to are on the same date (means 1 day travel; without overnight).
   As a result, this EC 6 (APP-Allowance without overnight) will be autogenerated when we transfer TE record to payroll in APM.
   
   
   

5. Always create option – is set by default, means that we do not need some special rules for this EC to be generated. 
   If we define rules, check-box clears.
   If we first define rules, then set check-box, it removes rules.
   So, be careful.
   
   
   

6. You can use 

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    Configuration button to define fields for EC record.