Via the travel expense report export, travel expense data can be retrieved for recording in downstream systems. By default, this is a csv file. The order of the columns can be changed per export. When assigning Atlatos, a permanent customized template can be developed.
The provided csv files can be retrieved manually by the customer with the respective authorization. Alternatively, corporate customers can automatically retrieve the travel expense data via a csv interface at regular intervals (daily, weekly, monthly). The data is exchanged via a secured SFTP access provided by Atlatos. The automated provision of the csv file will also be assigned via Atlatos.
Travel expense data can be considered at the settlement period or approval period, and a file can be exported for the entire company or just for one branch. By default, the approval period and only approved travel expense reports must be selected for a further account assignment.
In the payroll data, only the payroll heads (cumulative values - one line per payroll) or the payroll heads plus all line items or only the line items can be retrieved.
The following values can be supplied in the export file:
field |
description |
type |
Field length |
Travel expense report number |
Atlatos internal account number, starting with the company ID and a sequential number |
text |
30 |
status |
Status of the travel expense report can be “approved”, “open”, “disapproved” and “resubmission”. To update, only settlements with the status “approved” should be exported. By default, this is set by Atlatos |
text |
13 |
Created on |
This is the date on which the travel expense report was first created |
date |
10 |
Last changed on |
This is the date of the last change. For travel expense reports with the status “approved”, this is the approval date. |
date |
10 |
Remark |
Comment on the travel expense report |
text |
65535 |
Total cost |
Total cost of the travel expense report |
doube |
|
Booked services |
This is the cost of the booked services, regardless of the refund or central payment of the company. |
double |
|
Receipt cost |
This is the cost of the receipt gross |
double |
|
Lump sum overnight |
This is the lump sum for overnight stay (at document level for the day of travel, at the settlement level for the entire settlement) |
double |
|
Lump sum meal |
This is the lump sum for the meals (on the document level for the travel day, on the settlement level for the entire settlement) |
double |
|
Cuts meas |
These are the cuts for breakfast, lunch and dinner (on the document level for the travel day, on the settlement level for the entire settlement) |
double |
|
Lump sum travel costs |
This is the total amount for the travel costs. |
double |
|
Advance payment of the company |
This is the amount that the company has already paid |
double |
|
Advance payment |
This is the amount of the advance already granted to the employee |
double |
|
Refund to the employee |
This is the amount that the employee gets refunded. On document level, it is the refund for the receipt and at settlement level, it is the total amount to be reimbursed to the traveller.( if central settlement methods are booked directly in the company, such as Airplus, the usually only the reimbursement amounts are delivered to the company in the export file) |
double |
|
name |
Last name of the traveller |
text |
255 |
First name |
First name of the traveller |
text |
255 |
Master cost center |
Cost center in the profile of the traveller |
text |
30 |
company |
Company name of the company to which the employee belongs |
text |
255 |
Arrival date |
Arrival date |
date |
10 |
Arrival time |
Start of the journey - time |
Time (HH:mm) |
5 |
Departure date |
Departure date |
date |
10 |
Departure time |
End of the journey - time |
Time (HH:mm) |
5 |
Travel period |
Days of travel |
integer |
|
Travel reason |
Travel reason |
text |
255 |
destination |
destination |
text |
1000 |
Country of destination |
Country of destination |
text |
100 |
Departure place |
Place of departure |
text |
255 |
Type of travel |
Type of travel (which can be a trip type such as business trip, seminar,etc. defined by the company to group the trip - the expense types are defined according to the type of travel) |
text |
75 |
Personnel number |
Personnel number |
text |
75 |
Accounting unit |
Accounting unit |
text |
75 |
Internal account |
Internal account |
text |
75 |
Project number |
Project number |
text |
75 |
Order number |
Order number |
text |
75 |
Action number |
Action number |
text |
75 |
Receipt number |
text |
255 |
|
Receipt type |
text |
20 |
|
date |
date |
10 |
|
Type of expense |
Type of expense |
text |
255 |
currency |
currency |
text |
3 |
amount |
amount |
double |
|
Net price |
Net price |
double |
|
taxes |
taxes |
double |
|
Exchange rate |
Exchange rate (Atlatos standard rate or customized rate from settlement) |
double |
|
Amount travel expense report |
Amount travel expense report |
double |
|
Net price travel expense report |
Net price travel expense report |
double |
|
Taxes travel expense report |
Taxes travel expense report |
double |
|
tax key |
tax key |
text |
255 |
VAT key |
double |
||
account |
Name of the account for the expense type |
text |
50 |
Account number |
Account number of the expense tpe |
text |
50 |
Meals in |
text |
255 |
|
Overnight in |
text |
255 |
|
breakfast |
text |
4 |
|
lunch |
text |
4 |
|
dinner |
text |
4 |
|
Reduction after payment in kind |
text |
4 |
|
Labeling obligation |
Labeling obligation |
text |
1 |
kilometre |
kilometre |
double |
|
passengers |
passengers |
integer |
|
Lump sum passengers |
Lump sum passengers (currently only for the national accounting law for administrative employees -not required in other accounting rights) |
double |
|
Cost center |
Cost center of travel expenses |
text |
255 |
Bank code |
Bank code |
text |
20 |
Bank account number |
Bank account number |
text |
20 |
IBAN |
IBAN |
text |
34 |
BIC |
BIC |
text |
11 |
User name |
User name |
text |
100 |
Currency travel expense report |
Target currency of the travel expense report, currently EUR and CHF possible |
text |
3 |
Clearance of payment |
Date on which the travel expense report was approved |
date |
10 |
Receipt line
field |
description |
type |
Field length |
Travel expense report number |
Atlatos own account number, starting with the company ID and a sequential number |
text |
30 |
status |
Status can be “approved”, “open”, “rejected” and “resubmission”. To update, only travel expense reports with the status “approved” should be exported. By default,this is set by Atlatos. |
text |
13 |
Created on |
Date on which the settlement was first created. |
date |
10 |
Last changed on |
This is the date of the last change. For travel expense reports with the status “approved”, this is the approval date. |
date |
10 |
remark |
double |
65535 |
|
Total cost |
Total cost of the travel expense report |
doube |
|
Booked services |
This is the cost of the booked services, regardless of the refund or central payment of the company. |
double |
Receipt cost |
This is the cost of the receipt gross |
double |
|
Lump sum overnight |
This is the lump sum for overnight stay (at document level for the day of travel, at the settlement level for the entire settlement) |
double |
|
Lump sum meal |
This is the lump sum for the meals (on the document level for the travel day, on the settlement level for the entire settlement) |
double |
|
Cuts meals |
These are the cuts for breakfast, lunch and dinner (on the document level for the travel day, on the settlement level for the entire settlement) |
double |
|
Lump sum travel costs |
This is the total amount for the travel costs. |
double |
|
Advance payment of the company |
This is the amount that the company has already paid |
double |
|
Advance payment |
This is the amount of the advance already granted to the employee |
double |
|
Refund to the employee |
This is the amount that the employee gets refunded. On document level, it is the refund for the receipt and at settlement level, it is the total amount to be reimbursed to the traveller.( if central settlement methods are booked directly in the company, such as Airplus, then usually only the reimbursement amounts will be delivered to the company in the export file) |
double |
|
name |
Last name of the traveller |
text |
255 |
First name |
First name of the traveller |
text |
255 |
Master cost center |
Cost center in the profile of the traveller |
text |
30 |
company |
Company name of the company to which the employee belongs |
text |
255 |
Arrival date |
Arrival date |
date |
10 |
Arrival time |
Start of the journey - time |
Time (HH:mm) |
5 |
Departure date |
Departure date |
date |
10 |
Departure time |
End of the journey - time |
Time (HH:mm) |
5 |
Travel period |
Days of travel |
integer |
|
Travel reason |
Travel reason |
text |
255 |
destination |
destination |
text |
1000 |
Country of destination |
Country of destination |
text |
100 |
Departure place |
Place of departure |
text |
255 |
Type of travel |
Type of travel (which can be a trip type such as business trip, seminar,etc. defined by the company to group the trip - the expense types are defined according to the type of travel) |
text |
75 |
Personnel number |
Personnel number |
text |
75 |
Accounting unit |
Accounting unit |
text |
75 |
Internal account |
Internal account |
text |
75 |
Project number |
Project number |
text |
75 |
Order number |
Order number |
text |
75 |
Action number |
Action number |
text |
75 |
Receipt number |
Number is defined by Atatos |
text |
255 |
Receipt type |
Receipt type like Manual receipt Booked services Travel costs car Food Advance payment hospitality |
text |
20 |
date |
Date of the receipt |
date |
10 |
Type of expense |
Type of expense |
text |
255 |
currency |
currency |
text |
3 |
amount |
amount |
double |
|
Net price |
Net price |
double |
|
taxes |
taxes |
double |
|
Exchange rate |
Exchange rate (Atlatos standard rate or customized rate from settlement) |
double |
|
Amount travel expense report |
Amount travel expense report |
double |
|
Net price travel expense report |
Net price travel expense report |
double |
|
Taxes travel expense report |
Taxes travel expense report |
double |
|
tax key |
tax key |
text |
255 |
VAT key |
double |
||
account |
Name of the account for the expense type |
text |
50 |
Account number |
Account number of the expense tpe |
text |
50 |
Meals in |
Travel country or city of catering |
text |
255 |
Overnight in |
text |
255 |
|
breakfast |
yes/no |
text |
4 |
lunch |
yes/no |
text |
4 |
dinner |
yes/no |
text |
4 |
Reduction after payment in kind |
yes/no |
text |
4 |
Labeling obligation |
Labeling obligation |
text |
1 |
kilometre |
kilometre |
double |
|
passengers |
passengers |
integer |
|
Lump sum passengers |
Lump sum passengers (currently only for the national accounting law for administrative employees -not required in other accounting rights) |
double |
|
Cost center |
Cost center of travel expenses |
text |
255 |
Bank code |
Bank code |
text |
20 |
Bank account number |
Bank account number |
text |
20 |
IBAN |
IBAN |
text |
34 |
BIC |
BIC |
text |
11 |
User name |
User name |
text |
100 |
Currency travel expense report |
Target currency of the travel expense report, currently EUR and CHF possible |
text |
3 |
Clearance of payment |
Date on which the travel expense report was approved |
date |
10 |
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