Step-by-Step Implementation Guide

Step-by-Step Guide for Implementation

The following sequence reduces rework, because later configurations build on earlier master data and assignments.

  1. Business fundamentals: define the travel expense policy, approval path, clients and organizational responsibilities.
  2. Regions: maintain countries or regions, validity periods, ISO codes and VAT/legal assignments.
  3. Currencies: set up ISO codes, validity periods and exchange rates; the base currency is specified via the system parameters.
  4. Settlement definitions: configure the calculation implementation, factors, tax-free portions, deductions, multi-trip deductions and validations.
  5. Mileage allowance and vehicles: define rates or vehicle master data and their validity periods.
  6. Additional fields: create the required text, number, date or Boolean fields.
  7. Receipt types: configure expense and advance payment types, settlement method, wage types, VAT and attachment behavior.
  8. Trip types: assemble the travel form, trip segments, regions, receipt types, additional fields, mileage allowance, time corrections and attachments.
  9. Validations: create business script checks and assign them in the settlement definitions.
  10. Workflow and processes: model request, approval, settlement and, if applicable, queries or cancellation.
  11. Views and exports: configure employee and evaluation views, file transfers and connected systems.
  12. System parameters: set only the global defaults required for the specific installation.

Final check

  • Settle at least one domestic and one international trip with the expected regions and exchange rates.
  • Check the receipt types for standard expenses and, if needed, advance payments.
  • Test validity boundaries: old trips may keep their historical definition, new trips must use the current definition.
  • Verify the workflow, wage types or export file, and the display in the user views.
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