Traveldoo - Release Note 2018.3 – Traveldoo

Dear Customers,

We are pleased to inform you that the Traveldoo 2018.3 release will be installed and made available to you between 23^rd October and 5^th November 2018.

These Release Notes cover what’s new in the Traveldoo platform. They describe the new features in this update, the impact on the user interface and explain any configuration needed.

We have included as much useful information as we can in these notes and would appreciate it if you could consider this document as confidential.

Feature availability or suitability might depend on your contract or configuration. If you have further questions regarding any of the new functionality in this release, or suggestions about how we can make our release process better, please do not hesitate to contact your Traveldoo account manager or the customer service team.

Kind Regards,

Traveldoo Customer Service

TRAVEL: Management of mandatory date of birth

Products: Travel
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? Yes
Optional? Yes

Overview

Traveller date of birth is mandatory only for Low Cost Carrier bookings and train e-tickets. However, more and more suppliers are asking for it to be always included in their bookings.

Consequently, Traveldoo has added the capability of setting the date of birth as mandatory for all bookings, according to customer business requirements.

What’s new for travellers / arrangers?

When the date of birth is set as mandatory, it is always displayed in the booking confirmation page. The information is retrieved from the user’s profile and can be edited when the traveller’s profile is managed by Traveldoo. It is displayed as read-only when the profiles are managed through an external system.

When the date of birth is not set as mandatory for all bookings (default behaviour), travellers are asked to review it – and fill it in – only for LCC and train e-ticket bookings.

The application behaviour has also been adapted when travel profiles are not managed directly by Traveldoo, but via third-party systems. In this case, Traveldoo transmits information from these tools to reservation systems. As a result, it is no longer possible to change a date of birth from the booking confirmation when user profiles are not editable in the Traveldoo application.

What’s new for administrators?

A new option is available at the Travel Agency level in the Admin Site.

The default setting is “Not displayed, except when e-ticket is applicable”. Setting the value “Always displayed and mandatory” requires users to provide a valid date of birth for any booking made from Traveldoo systems.

TRAVEL: Feature to restrict the self-approval of Travel requests

Products: Travel
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? Yes
Optional? Yes

Overview

It is possible today for substitute approvers to approve their own trips. The new feature can restrict the self-approval rights for trips. Even if a line manager has delegated approval rights to a user, the user cannot approve a trip in which they are one of the travellers.

What’s new for travellers / arrangers?

A message will be displayed if the self-approval feature is disabled. The approval and rejection buttons will not be displayed to the approver if they are one of the travellers in the request.

What’s new for administrators?

No administrative changes needed.

EXPENSE: Expense line audit trail

Product: Expense
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? No

Overview

All modifications made to an expense line are now tracked for audit purposes and can be displayed via a popup in the user interface.

Advantages

For expense users, the audit trail popup allows them to see who modified an expense created in their report.

For managers, the audit trail popup allows them to see any modification made by another user.

For auditors, the audit trail popup allows them to track any modification to an expense line.

What’s new for travellers / arrangers / supervisors / accountants?

As described above, all users can see the modifications made to each expense line in an expense report.

By clicking on the icon, the Audit trail popup will be opened.

It displays all the data saved at expense line creation, and the modifications: name of the user who modified, date and time, modified field, new value.

What’s new for administrators?

No administrative changes needed.

EXPENSE: Display substitute role in report history

Product: Expense
Markets: All
Communication to Users Recommended? No
Requires Traveldoo Services Assistance? No
Optional? No

Overview

A history of all the actions taken for an expense report is available in each report. This history has been improved to indicate whether the approver who approved or rejected the report was acting as the substitute for the regular approver.

This new information enhances Traveldoo’s audit capabilities, providing the exact status of the approver who took a decision for an expense report.

What’s new for travellers / arrangers?

End users opening an expense report will see whether the approver who took a decision was a substitute:

What’s new for administrators?

No administrative changes needed.

EXPENSE: Mileage passenger rate

Product: Expense
Markets: UK, Austria
Communication to Users Recommended? No
Requires Traveldoo Services Assistance? No
Optional? Yes

Overview

In the UK and Austria, the legal mileage rates include a rate per passenger for mileage calculation. There is a legal rate per kilometre to calculate a mileage allowance, plus an extra rate per kilometre and per passenger in the car.

Advantages

This allows legal mileage rates to be configured for the UK and Austria, and to be compliant with these two markets.

What’s new for travellers / arrangers?

You can now add the number of passengers when creating a mileage expense.

A new field, “number of passengers”, is available on the expense form, and this number is considered in the mileage allowance calculation, according to the rule configured.

What’s new for administrators?

Rules > Policy and Preferences > Mileage Allowance Rules

When configuring the rates table, a new column is available to add the rate for passengers.

By default, this column is set to 0. To omit it from the expense form, just leave the value as 0.

Resources > Expense Resources > Expense Types

A new Business property, “Number of passengers”, must be added to the expense type to calculate the passenger rate.

EXPENSE: Automatic accounting approval enhancement

Product: Expense
Markets: All
Communication to Users Recommended? No
Requires Traveldoo Services Assistance? No
Optional? Yes

Overview

In the expense report workflow, the accounting validation step can be configured to be automated.

Previously, only expense reports with an amount greater than 0 were automatically approved. If the amount was equal to 0 or if it was a negative amount (meaning it is the employee who owes money to the company), then the reports were not automatically approved.

A new option allows the inclusion of these reports in the automated accounting validation.

Advantages

It is now possible to automatically approve all expense reports, whatever the reimbursable amount.

What’s new for administrators?

Org > Workflow properties setting

If the setting Accounting approval process is set to Automated, these two options are displayed:

By default, these expense reports are not included.

EXPENSE: Perdiem deduction screen enhancement

Product: Expense
Markets: Germany, Denmark, Belgium
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? No

Overview

Previously, when an employee claimed a per diem allowance, it could take a long time to adjust the meal information for a long trip. With this screen enhancement, it is possible to group the daily meals for the same location, and to update them in one click.

Advantages

This enhancement allows users to easily declare the information needed for the per diem calculation.

What’s new for travellers / arrangers?

When you declare a per diem itinerary, you then need to adjust the “provided meals” information for each day.

For example, if you had breakfast provided every day, you can just click on the main line to update all the subsequent breakfast lines. By clicking on the Show Details link, you can show and modify the meal details for each day. By clicking on Hide details, you can go back to the first view.

What’s new for administrators?

No administrative changes needed.

EXTRACTION: Subscription

Extraction | Reporting

Products: Extraction
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? No

Overview

Traveldoo offers a new functionality allowing our Extraction module users to subscribe to a recurring extraction of reports.

The subscription is available for all types of reports in the Extraction module, with three frequencies offered: daily, weekly or monthly. You can also define a customized name for your subscription to quickly identify the nature of the report.

The management of your subscriptions is done through the Subscriptions menu where you can either view them or unsubscribe from them.

What’s new for intelligence users?

The possibility to automatically generate their reports periodically.

What’s new for administrators?

No administration changes needed.

EXTRACTION: Travel Audit Trail

Extraction | Reporting

Products: Extraction, Travel
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? No

Overview

Traveldoo offers a new specific report allowing extraction of the travel audit trail.

The Extraction module offers a new menu, “Trip Audit”, allowing you to verify that each trip has followed a normal path of validation, and that all actions were performed properly by an authorised person.

What’s new for intelligence users?

The ability to extract for an entity a sample of the travel audit trail of all trips.

What’s new for administrators?

No administration changes needed.

EXTRACTION: Expense Audit Trail

Extraction | Reporting

Products: Extraction, Expense
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? Yes

Overview

Traveldoo offers a new specific report allowing the extraction of an expense line audit trail.

As part of the first step of a new expense functionality tracking all creation, modifications and deletion of an expense line within an expense report, the Extraction module offers a new menu, “Expense Audit”, allowing the retrieval of this data such as the modifier name, role, modification date and the newly added value.

What’s new for Expense intelligence users?

The ability to extract for an entity a sample of the expense line audit trail of all expense reports that have been submitted.

What’s new for administrators?

No administration changes needed.

EXTRACTION: Mileage extract

Extraction | Mileage | Reporting

Products: Extraction
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? No

Overview

Following the improvement of the mileage rules allowing the set-up of specific mileage rates depending on the number of passengers, Traveldoo has updated the format of the Mileage extract report to include 2 new columns, PASSENGER_RATE and NB_PASSENGER.

What’s new for Expense intelligence users?

Mileage reports for allowance requests including passengers.

What’s new for administrators?

No administration changes needed.

MOBILE: New languages in the Expense mobile app

Expense app | New languages | NL, IT, ES, DE, SW, PT, PO

Products: Expense, Mobile, iOS
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? Yes

Overview

The Traveldoo iOS Expense app is available in seven new languages: Dutch, Italian, Spanish, German, Swedish, Portuguese and Polish.

What’s new for travellers?

Besides English and French, users will be able to create their expenses in seven additional languages.

What’s new for administrators?

No administration changes needed.

MOBILE: Receipt management

Expense creation | Delete receipt | Crop receipts

Products: Expense, Mobile, iOS, Android
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? No
Optional? Yes

Overview

While taking a photo of a receipt, you can crop the boundary of the receipt image. In addition, you can delete receipts that are not yet linked to an expense. These features are available on both iOS and Android.

Advantages

The cropping functionality will improve the receipt quality, and users can get rid of unwanted receipts linked to their profile.

What’s new for travellers?

When you open the camera to take a photo of a receipt, you can set the borders so that only the receipt area is included and uploaded.

You can delete receipts that are not linked to an expense line. These receipts are available in the ‘Free’ section. With this feature you can get rid of unwanted receipts linked to your profile.

What’s new for administrators?

No administration changes needed.

DOCUMENTATION: New Data Extraction user guide

Extraction

Products: Travel, Expense
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? Yes
Optional? Yes

Overview

A new guide, the Data Extraction User Guide, has been released, replacing and extending the extraction information previously contained in the Expense User Guide.

Advantages

The guide describes the Extraction module of the Traveldoo tools and includes information on obtaining and viewing data extracted from expense claims, mileage allowances, per diem claims and imported invoices.

What’s new for intelligence managers?

A full description and usage instructions for the Extraction module are now available by clicking the Analytics button or searching for “extraction”.

What’s new for administrators?

No administration changes needed.

DOCUMENTATION: Expense information added to Administration guide

Administration | Expense

Products: Expense
Markets: All
Communication to Users Recommended? Yes
Requires Traveldoo Services Assistance? Yes
Optional? Yes

Overview

The Administration Guide, first introduced for Travel in the 2018.2 release, has now been extended to include administration information for the Expense tool.

What’s new for administrators?

System administrators can now see configuration information for the expense-related aspects of the Administration tool, including expense and financial resources, and rule settings.

The guide is available in PDF format on request from Traveldoo Support. Administrators can also view the contents of the guide by clicking the Administration button and selecting “Administration Guide”, or by searching for “administration”.