Travel data collects approved trips and expenses into an export batch, which you download as a file or deliver to the system the reimbursements are paid from. A target says which system the data goes to and how. An export batch is a period’s data, delivered to a target.
You need permission to handle payroll data. Approving trips and expenses is covered in Review and approve travel claims.
Set up a target
Open Settings → Invoicing and prices → Travel data targets. If your organisation does not use invoicing, the group is called Travel & expenses. The list shows each target’s system, delivery method, status and last delivery.
A new target is created step by step. Nothing is saved before the last step:
- System: choose the system the data is exported to. The card says what the chosen format does not carry.
- Delivery: choose how the file is delivered. When Kelomo delivers the file itself, also choose the Connection.
- How people are identified: choose what the receiving system recognises people by. This step appears only when the format allows a choice.
- Name and review: name the target, review your choices and select Create export target.
Systems and their limitations
| System | Content | Not carried |
|---|---|---|
| Another system or an accounting firm | A generic CSV file with every item of the travel and expense data. | – |
| Lemonsoft (travel-expense CSV) | Lemonsoft’s own travel-expense file. | Receipts, night travel allowance and the taxable excess. |
| Lemonsoft (direct transfer) | Kelomo transfers each approved travel claim to Lemonsoft. | Receipts and the taxable excess. |
| Netvisor (direct transfer) | Kelomo transfers approved travel claims to Netvisor as travel expense claims: per diems and mileage allowances. | Night travel allowance, meal allowance, receipts and the taxable excess. |
If the chosen format leaves something out, export the missing items with the generic CSV file. You can download it from the same export batch. The CSV file does not contain receipt images.
Delivery methods
- Browser download: you download the file yourself and pass it on to the recipient.
- Send to a web address: Kelomo sends the file to the recipient’s https address.
- Upload to an SFTP server: Kelomo writes the file to the recipient’s SFTP directory.
- Direct transfer to Lemonsoft and Direct transfer to Netvisor: Kelomo transfers the travel claims to the system’s interface. They are available only for the matching system.
A target that Kelomo delivers to itself uses one of the organisation’s connections. The connection’s credentials are stored under Settings → Integrations → Connections. If there is no connection to the system yet, select New connection. Several targets can use the same connection.
How people are identified
The options are Employee number, National ID and Email. The employee number is recommended. The Lemonsoft formats always identify people by employee number, and the question is not asked. Netvisor identifies people by employee number or national ID, not by email.
Use the national ID only if the receiving system requires it. Lemonsoft’s direct transfer requires a numeric employee number.
Check the target’s readiness
The Readiness list on the target’s page shows what is done and what is still open: Basics, Delivery, Connection, Expense types and Last delivery. Selecting an item opens the tab where it is fixed.
- General: the system and how people are identified. The system cannot be changed after the target is created. If you need another system, select Create a new target based on this one.
- Delivery: the delivery method and the Connection.
- Expense types: the active expense types reimbursed to employees, with their Pay component and Income type. Select Edit expense types if a code is missing.
- Deliveries: the target’s earlier deliveries and their results. The tab appears only for a target that Kelomo delivers to itself.
Pay components and income types belong to the expense types, so they are the same for every target. An expense type without a pay component is exported with an empty pay component, and the receiving system cannot book it. Get the codes from payroll administration or your accounting firm.
The target’s ⋯ menu has Rename, Copy as new and deactivation. A target can be deleted from its row menu in the list. If the target has already been used, you can deactivate it instead.
Create an export batch
- Open Payroll data → Travel data.
- Choose the period. Periods follow the pay periods. Narrow down by Staff group if needed.
- Go through the Entries step. It shows trips and expenses that have not been submitted or are waiting for approval, and people with a missing identifier. The waiting ones link to approvals.
- Choose the target in the Material step. If there are no targets, choose the Format. Check the number of trips and expenses, the total and the breakdown by person.
- Go through the notices. They cover, for example, a missing employee number, pay component or income type, a missing per diem rate, overlapping trip days and items the chosen format does not carry.
- Select Create export batch.
A batch includes only approved trips and expenses that have not already been exported in an earlier batch. Unsubmitted and unapproved ones are left out and can be exported later in a following batch.
Create export batch is unavailable if the period has nothing to export, if a person is missing an identifier or if two people share the same identifier. Add or correct the identifiers in the people’s details.
Creating an export batch locks its trips and expenses. The batch keeps the data as it was when it was created. The file is built at download or delivery in the target’s format, so the same batch can also be downloaded in another format.
Download or deliver the batch
The Delivery step shows the chosen period’s batches. The Export batches list shows every batch, cancelled ones included.
- Download file downloads the batch in the chosen target’s format.
- Deliver to target opens the delivery. Choose the target and confirm the delivery. The menu lists only active targets that Kelomo delivers to itself.
- If the target’s format leaves something out of the batch, the batch’s row shows a notice and Download generic pay-component CSV.
The delivery’s status is shown on the batch’s row and in the delivery view: Queued, Sending, Delivered, Partly delivered or Failed. Also check that the receiving system has the data.
A failed delivery can be repeated with Retry. In the direct transfers to Lemonsoft and Netvisor, a retry sends only the travel claims not already recorded as delivered. To a web address or an SFTP server, a retry sends the whole file again, so first check that the recipient has not already processed it.
In Netvisor, the person must have resource management switched on before a travel claim can be transferred. Lemonsoft does not allow a transferred travel claim to be changed or deleted, so corrections are made in Lemonsoft.
Cancel a batch
Open the batch’s ⋯ menu and select Cancel. Write a reason and select Cancel batch. The trips and expenses stay approved and are removed from the batch. They can then be corrected and exported in a new batch. The cancelled batch and its reason remain in the Export batches list.
A batch cannot be cancelled once it has been transferred directly to Lemonsoft or Netvisor. Correct the travel claim in the receiving system instead. With other delivery methods, cancelling does not remove a file already delivered to the recipient.