Purchase Orders for Trip Expenses
After the Trip Simulation is submitted, the user can create Purchase Orders for payable trip expenses.
Expense Purchase Order Process
- Open a submitted Trip Simulation.
- Click Create Purchase Order.
- Select one or more payable expenses.
- The system creates a Purchase Order using the selected expenses.
- The created Purchase Order is linked back to the Trip Simulation.
- Each expense row is marked with the Purchase Order reference.
Purchase Order Mapping for Expenses
The system maps the following values:
| Trip Simulation Field | Purchase Order Field |
|---|---|
| Supplier | Supplier |
| Project | Project |
| Cost center | Cost center |
| Vehicle | Vehicle |
| Trip Simulation | Trip Simulation |
For each Purchase Order Item:
| Trip Expense Field | Purchase Order Item Field |
|---|---|
| Expense Item | Item |
| Quantity | Quantity |
| Rate | Rate |
| Description | Description |
| Project | Project |
| Cost Center | Cost Center |
| Vehicle | Vehicle |
Expense PO Traceability
Traceability is maintained in both directions:
- The Trip Simulation expense row shows the created Purchase Order.
- The Purchase Order shows the originating Trip Simulation.
This supports audit review and prevents duplicate procurement for the same cost.