Export of travel expense data

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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