Trip Actions

In this help document, you’ll learn all the actions you can perform on the trips.

The actions you can perform on trips are classified into: Management Actions List View Actions Share Actions

Management Actions

The management actions let you manage the lifecycle of a trip after they are created, helping you maintain accurate and up-to-date records.

Edit Trip

If you want to make changes to a trip request, you can edit it.

Note: If you want to edit a trip that has already been submitted, you can edit it after recalling the trip.

To edit a trip:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the trip you want to edit.
Click the Edit icon in the top right corner of the trip.
Make the necessary changes and click Update.

Cancel Trip

If you’re not going on a business trip for which you had raised a trip request, you can cancel it.

Note:

You can cancel only Approved trips.
Once you cancel the trip, you cannot undo the action.

To cancel a trip:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the trip you want to cancel.
Click the More icon at the top right corner of the trip.
Select Cancel.
Enter a reason for cancelling the trip and click Cancel Trip. Your trip request will be cancelled, and the status of the trip will be marked as Cancelled.

Delete Trip

You can delete a trip if it’s no longer needed.

Notes:

You can delete only the trips in Draft, Recalled, or Rejected statuses.
Once you delete the trip, you cannot undo the action.

To delete a trip:

Go to Travel and Expense on the left sidebar.
Click Trips
Click the trip you want to delete.
Click the More icon at the top right corner of the trip.
Select Delete.

Edit Itinerary

If you want to make changes to a particular itinerary, you can edit it.

Note: You can only edit the itinerary of a trip that is in the Draft, Recalled, and Rejected statuses.

To edit an itinerary:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the trip you want to edit.
Under the Itinerary tab, click Edit in the itinerary you want to edit.
Make the necessary changes and click Update.

Cancel Itinerary

If your travel plans have changed and you won’t be following the itinerary you created, you can cancel it.

Note:

You can only cancel itineraries of the trips in Approved status.
Once you cancel an itinerary, you will not be able to undo it.

To cancel a trip:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the trip associated with the itinerary you want to cancel.
Under the Itinerary tab, click Cancel in the itinerary you want to cancel.
Enter the reason for cancellation and click Confirm. You can view the cancelled itineraries from the Cancelled Itineraries section.

Delete Itinerary

You can delete a particular itinerary if it’s no longer needed.

Note: You can delete only the itineraries of trips in Draft, Recalled, or Rejected statuses.

To delete an itinerary:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the trip of the itinerary you want to delete.
Under the Itinerary tab, click Delete in the itinerary you want to delete.
In the pop-up, click Delete again to confirm the action.

Modify Itinerary

If you want to extend the trip duration due to a postponed meeting or any other reason, you can update the duration of your trip in the trip request. Once you extend your travel duration, your trip allowance will be automatically updated.

Note: You can only modify the itineraries of the trips in Approved status.

To modify your trip:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the trip you want to update.
Under the Itinerary tab, click Modify in the itinerary you want to update.
Make the necessary changes and enter your reason for modifying.
Click Modify. You can view the previous versions of your itinerary by clicking View Previous Itineraries.

Close Trip

Once your trip is complete and all your trip related expenses are reported and approved, you can mark the trip as closed.

Note: You can close only the trips in Approved status.

To close a trip:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the Approved trip you want to close.
Click the More icon at the top right corner of the trip.
Select Mark as Closed.

Archive Trips

Instead of deleting a trip, you can archive and use them for future reference.

Note: Once you archive a trip, you can view it only by applying the Archived Trips filter.

To archive a trip:

Go to Travel and Expense on the left sidebar.
Click Trips
Click a trip you want to archive.
Click the More icon on the top right corner of the trip.
Select Archive.
In the pop-up, click Archive.

List View Actions

The list view actions let you organize and customize how trips are displayed, making it easier to find and review the information you need.

View All Trips

Under the Trips module, you can skim through the list to know the details of each trip. You can also view the status of the trips. You can create a custom view to filter and view trips based on criteria. Here’s how:

Click + New Custom View if you want a custom view of the trips>
Fill in the following fields:
- Name: Enter a name for your custom view. You can check the Mark as Favourite box to mark the custom view as favourite.
- Define the Criteria: Add criteria for the custom view based on the fields in the trips module. You can add multiple criteria by clicking + Add Criteria.
- Choose columns: Choose the fields that have to be displayed in the custom view that you’re creating. You can move fields from the Available list to the Selected list by hovering over the column name and clicking the + icon next to them.
- Share this with: Choose who gets access to this custom view. You can choose to share the custom view with Only me, Only selected users & roles, or with Everyone.
Click Save.

Sort Trip Data

You can sort trips based on Submitter, Submitted Date, Trip #, Destination, Start Date, Status, and Approver. Here’s how:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the More icon on the top right corner of the page and choose how you’d like to sort your trips. The trips will be listed based on your selection.

Refresh the list

To ensure that any recent changes to trips are reflected on the list page, you can refresh the list page. Here’s how:

Go to Travel and Expense on the left sidebar.
Navigate to the Trips tab.
Click the More icon on the top right corner of the page and select Refresh List.

The share actions let you use trip information outside Zoho ERP or share it when required.

Export Trip

You can export a trip to save a copy for offline use, share it with team members, include it in audits, etc. You can export a trip in the following two formats:

Note: Only Approvers and Admins can export trips.

To export a trip:

Go to Travel and Expense on the left sidebar.
Click Trips
Click the trip you want to export.
Click the More icon on the top right corner of the trip.
Select Export.
Select the format (CSV, XLS or XLSX) in which you want to export your trip data.
If you want to secure the trip with a password, mark I want to protect this file with a password and provide a password in the Password field.
Click Export to download the data into your device.

Export Trips in Bulk

Bulk Actions allow you to perform a particular action on a group of trips. You can export multiple trips at once. You can also export trips in bulk. To export in bulk:

Go to Travel and Expense on the left sidebar.
Click Trips
Select the trips you want to export and click Export.
Select the format (CSV, XLS or XLSX) in which you want to export your trip data.
If you want to secure the trip with a password, mark I want to protect this file with a password and provide a password in the Password field.
Click Export to download the data into your computer.

Print Trips

Allows you to print your trip requests. You can also preview the trip requests and download them, if required. To print a trip:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click a trip you want to print.
Click the More icon on the top right corner of the trip.
Select Print.
On the preview page, click the Print icon and click Save.
To download the trip, click the Download icon.

Download Trip as PDF

You can download your trip data as a PDF for record-keeping and other purposes. To download as PDF:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click a trip you want to download as PDF.
Click the More icon on the top right corner of the trip.
Select PDF. The trip will be downloaded as a PDF.

Export Current View

If you’ve filtered purchase orders or rearranged, shown, or hidden columns, then you can export the current view. Here’s how:

Go to Travel and Expense on the left sidebar.
Click Trips.
Click the More icon in the top right corner.
Select Export current View.
Select the format in which you want to export the advance.
If you want to secure the advances with a password, check the I want to protect this file with a password option and provide a Password.
Click Export to export the data into your device.