Crossing the T's & dotting the I's is key when reconciling data, especially financial data like travel.

To ensure trip requests fall in-line with your company's finance and travel policies, the Locomote Corporate Travel Platform gives you the ability to add in data entry validations via the Billable or Non-Billable module, so when a Traveller or Travel Arranger completes a trip request, they will be required to enter data to confirm how the trip will be billed.

eg. Trip requests need to be billed via a purchase order, so they need to provide a PO number in a specific format.

Data Entry Requirements

Key:

A = alpha characters

N = numbers

Data Configuration Options:

  • alpha characters only e.g. AAA

  • numeric characters only e.g NNNNN

  • alpha and numeric characters e.g. NNNAAA

  • define the number of characters and format, including special characters e.g. NN-AAAAA

Create a Billable/Non-Billable entry

  1. Click on the Avatar and select Admin to access the Admin home page

  2. Click Workflows from the left-hand menu

  3. Open the workflow that contains the Billable/Non-Billable module

  4. Inside the Workflow screen, under Modules click the cog located next to the Billable/Non-Billable module

  5. Enter the data requirements in the Field Validation Set-Up section including a custom message to appear in the book screen.

  6. Click Save. This will display a green notification at the top of the page, confirming the changes have been successful

  7. Progress through your booking as per normal; displayed on the first Trip Details screen (after selecting your flights/hotels/cars) will be the Billable/Non-Billable workflow with your changes to the workflow.

Edit a Billable/Non-Billable entry

  1. Click on the Avatar and select Admin to access the Admin home page

  2. Click Workflows from the left-hand menu

  3. Open the workflow that contains the Billable/Non-Billable module

  4. Inside the Workflow screen, under Modules click the cog located next to the Billable/Non-Billable module

  5. Enter the data requirements in the Field Validation Set-Up section including a custom message to appear in the book screen.

  6. Click Save. This will display a green notification at the top of the page, confirming the changes have been successful

  7. Progress through your booking as per normal; displayed on the first Trip Details screen (after selecting your flights/hotels/cars) will be the Billable/Non-Billable workflow with your changes to the workflow.

Delete a Billable/Non-Billable entry

  1. Click on the Avatar and select Admin to access the Admin home page

  2. Click Workflows from the left-hand menu

  3. Open the workflow that contains the Billable/Non-Billable module

  4. Inside the Workflow screen, under Modules click the cog located next to the Billable/Non-Billable module

  5. Enter the data requirements in the Field Validation Set-Up section including a custom message to appear in the book screen.

  6. Click Save. This will display a green notification at the top of the page, confirming the changes have been successful

  7. Progress through your booking as per normal; displayed on the first Trip Details screen (after selecting your flights/hotels/cars) will be the Billable/Non-Billable workflow with your changes to the workflow.

Remember

If a user submits an incorrect entry, a warning message will appear to indicate the correct format. The user will need to enter the correct format before they can submit their trip request.

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