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Travel Management
using ERP
Read On ...

Introduction

Employees of various departments such as Sales, Service, Purchase and members of management team have to travel for business purpose.

Travelling requires planning the tour, getting authorisations for travel, managing tickets and getting the travel expense report approved.

Most companies use hard copies for Travel Authorisation and Expense Reports. The person travelling maintains his expense bills for local travel, stay, food etc.

At the end of the tour, one has to meticulously fill-up the expense report and attach all the bills. It is then sanctioned by the superior and submitted to accounts for payments.

Ticket booking requests are also sent either manually or on email.



Travel Management need

Challenge

Controlling Travel Expenses

The manual process of Travel Authorisation and filling Expense Report is very tedious and extremely time consuming.

Also one can act only when in office. Thus one has to wait for the tour to get over before the documents are processed.

Often there is change in the itinerary and the tickets have to be cancelled, postponed and re-booked. This takes up a lot of effort in communicating with the backoffice.

When management wants to do any sort of analysis, the paper based systems are of no use. The data has to be painstakingly entered in a spreadsheet and then analysed. This often discourages any sort of analysis.

Since the whole process is slow it takes a lot of time for money to ultimately reach the traveller. This can result in shorter trips, which eventually can increase the cost of travelling for the company.



Even spreadsheet based systems don't help much and have no accountability.

Solution

OurSys ERP has a built-in Travel Module.

The person travelling can fill-up Travel Authorisation Forms online and get it sanctioned.

Similarly even Expense Reports can be filled up online and all bills can be attached.

The managers can see the documents waiting for approval in a dashboard. They just have to click to see the documents and supporting attachments to sanction the documents.

Ticket Management is also built in the system making Booking, Cancelling request and rescheduling easy without any gap in communication.

This system can be accessed even from mobile phones and users don't need to install anything on their devices.



ERP with in-built travel management

Benefit

Benefits of OurSys Travel Management

Since Travel module is integral part of the OurSys ERP, users do not have to learn other software.

Also OurSys is accessible from the internet, travellers can fillup the documents from anywhere and at anytime. They can also see the progress of sanctioning and eventually their payments.

Seamless communication between Travellers, their sanctioning managers and back office staff improves productivity, accountability and response time.

Now the travellers don't even have to return back to office often to get their expense vouchers cleared.

The travel data can be analysed easily for various management purpose.



Thus both travellers, backoffice and management are happy about it.

Result

OurSys ERP has made life simpler for corporate travellers.

The status of approval is now visible anytime and problems in the documents are communicated in real time. This has resulted in improving the speed of process drastically.

Accountability has been established and thus activities get done with desired quality.

Now lesser people are required in the backoffice for processing the travel bookings, cancellations and rescheduling.

Auditing of the system has also become very easy and consumes lesser time.



Organise your Travel Management.
Request for a demo today.
Benefits of OurSys Travel Management



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