Trips Operations

You can view all the trips submitted by your employees in the organization and apply filters to view trips with specific status, if necessary. Perform trips actions including, sorting trip data, refreshing list, exporting all trips, and exporting the current view. In this help document, you’ll learn how to perform theses actions.

The actions you can perform on trips are classified into:

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.
Navigate to the Trips tab.
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.

Notes:

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.
Navigate to the Trips tab.
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.
Navigate to the Trips tab.
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.
Navigate to the Trips tab.
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.
Navigate to the Trips tab.
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.
Navigate to the Trips tab.
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.
Navigate to the Trips tab.
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.
Navigate to the Trips tab.
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.
Navigate to the Trips tab.
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.

Filter Trips

When you want to view a certain set of trips, such as the trips that are approved, rejected, awaiting approval, and more, you can apply the respective filters. To filter, click the More icon next to the third filter in the top band and select the status with which you want to filter your trips.The trips will be listed based on the filter you’ve selected.

Awaiting Approval: Trips that are yet to be approved by the approver will be listed in this filter.
Approved: Trips that have been approved by the approver will be listed in this filter.
Rejected: All the trips that are rejected by the approver will be listed in this filter.
Closed: This filter shows all trips that have been marked as closed, indicating they have been completed.
Cancelled: All the cancelled trips will be listed in this filter.
Archived: All the archived trips will be listed in this filter.

The filters mentioned below will be available only if the Booking Option feature has been enabled in your organization:

Booked: All the booked trip itineraries will be listed in this filter.
Unbooked: All the trips with unbooked itinerary will be listed in this filter.
No Options All the trips which are without an itinerary option will be listed in this filter.

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.
Navigate to the Trips tab.
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 All Trips

You can now export/download all your trips for reporting, sharing, and other purposes. 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 Export Trips.
In the pop-up, ensure the entity you export is trips.
If you want to export trips based on the trip start date or approved date along with a specific status, use the appropriate filters from the Filter by Date dropdown. The available filters are:
None: No filters will be applied, and all the trips will be downloaded.
Start Date: Configure a starting date and an ending date. The trips submitted between the configured start and end dates will be downloaded. Select the status of the trips you want to export from the Status dropdown.
Approved Date: Configure a starting date and an ending date. All the trips that were approved between the starting date and the ending date will be downloaded. Select the status of the trips you want to export from the Status dropdown.
Select the format (CSV, XLS or XLSX) in which you want to export your trip data.
Mark the Include Sensitive Personally Identifiable Information (PII) while exporting checkbox if you want to include personally identifiable information.
If you want to secure the file with a password, mark the I want to protect this file with a password option and provide a password in the Password field.
- Click Export.

Export Current View

If you have filtered the data or rearranged the columns in trips, you can export that particular view using the Export Current View option. 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 Export Current View.
Select the format (CSV, XLS, or XLSX) in which you want to export your trip data.
Mark the Include Sensitive Personally Identifiable Information (PII) while exporting checkbox if you want to include personally identifiable information.
If you want to secure the file with a password, mark the I want to protect this file with a password option and provide a password in the Password field.
Click Export.

Other Actions

Other actions include additional options that support reviewing, documenting, and maintaining records in this module.

View Travel Documents

Here’s how you can view the travel documents:

Go to Travel and Expense on the left sidebar.
Navigate to the Trips tab.
Click Travel Documents next to the Gear icon. All the employee travel documents will be displayed.
To view only specific travel documents, such as visas, passports, ESTAs, and others, click the More icon and apply the relevant filters.
To view travel documents for a specific department, select the desired department from the Department filter.

Add Travel Document

Here’s how you can add travel documents on behalf of your employees:

Go to Travel and Expense on the left sidebar.
Navigate to the Trips tab.
Click Travel Documents next to the Gear icon.
Click + Add Travel Document.
Enter the necessary details and click Save.

Edit Travel Documents

Here’s how you can edit the travel documents:

Go to Travel and Expense on the left sidebar.
Navigate to the Trips tab.
Click Travel Documents next to the Gear icon.
Click the travel document or hover over the travel document you want to edit and click the More icon and select Edit.
Make the required changes and click Save.

Delete Travel Documents

If you no longer need a travel document, you can delete it. Here’s how:

Go to Travel and Expense on the left sidebar.
Navigate to the Trips tab.
Click Travel Documents next to the Gear icon.
Hover over the travel document you want to delete and click the More icon.
Select Delete.
In the pop-up, click Delete again to confirm your action.