In Procountor, you can create usernames for each employee in your company. With these usernames, they will be able to create and view their own travel and expense invoices and view their salary information.The role assigned to such usernames is Personnel.
These instructions have been written from the perspective of the Personnel role, but may also be helpful to others.The main user (or another user with sufficient access rights) opens the usernames for employees, enters their details in the Employee register and notifies employees of their usernames and passwords.
You should change your password upon first logging into Procountor. You do not require a single-use password for your first login; a list of single-use passwords will be generated in connection with it. You can save a new password list to your own computer in HTML or PDF format, and after this list can be printed.
Personal information and settings
In the Management > Personal information and settings section you can view and edit your profile, change your password, create a new list of single-use passwords or change the program’s layout.
The language selection for the product register of the travel and expense invoices is now selected according to the language setting in the person register.
Please enter your social security number correctly, since it is used to allocate usernames to information in the employee register. User is able to create travel or expense invoices only if his/her social security number in the Personal information and settings matches the social security number in the Person register.
Start creating a new travel or expense invoice in Travel and expense invoices > New travel or expense invoice.In the first window that opens, specify whether you will create a travel or expense invoice.Travel invoices differ from expense invoices in that they also include information regarding your trip.Before creating invoices, you can specify whether or not the check digits of your social security number will be displayed on invoices.Your personal data and bank account details will be retrieved from the employee register onto the page that opens.You can then enter additional information or notes on the page.
Enter the required number of explanation rows to indicate the departure and return dates and times of your trip, as well as its destination and purpose.
Clicking on the Add explanation row button will create an empty explanation row in which trip details can be entered.
The Copy explanation row button creates an identical copy of the selected explanation row. You can then freely edit the row.
The Delete explanation row button deletes the selected row.
Clicking on the Travel calculator button will open a window containing the travel calculator, with which you can calculate the amount of daily allowances and enter other details related to your trip. The travel calculator works only when making invoices for domestic travel expenses. By default, the return date is equal to the departure date.The calculator will generate explanation and product rows for your trip on the basis of the information entered.
The trip’s departure and return dates are automatically added to the Notes field on the invoice and the Comment row field of the invoice row.If you tick the item Charge from customer, the text “Travel costs will be charged from the customer” will be added to the invoice’s Notes field.If you tick the item Subsistence allowance, the No daily allowance item will be automatically ticked as well.
If you tick the item Free lunch, the daily allowance will be reduced by 50%. By using the travel calculator more than once, you can enter the details of several trips onto a single travel invoice. You can set the travel calculator to open automatically when you begin creating a new travel invoice.
An invoice must contain at least one product row.Retrieve rows from the product register by clicking on the Add product button at the bottom of the page.You can add row-specific additional information in the Comment row field on the right.
You can save the information on the invoice by clicking on the Save button at the top left corner of the page.This information is verified when saved.
By clicking on the Attachments button in the top row, you can add files to the invoice (e.g. scanned receipts or a travel report).
The Discussion button opens an invoice specific discussion window, where you can send messages to other users, e.g. the approvers. Read more about the discussion feature.
Click on the Mark as complete button when the invoice is finished. If your company uses the Travel and expense invoice approval circulation, the first verifier/approver will be notified. The verifiers and approvers are indicated on the right-hand side of the invoice view, below the Notes field.
You can find your travel and expense invoices using the Search function.Select the invoice Status(es) and Receipt type(s), as well as any other search criteria such as dates.When you click on the Search button in the top row, the invoices corresponding to the search criteria will be listed at the bottom of the page.You can view invoice information by selecting the desired row and clicking on the Invoice button at the bottom of the page.If the invoice status is Unfinished, you can edit the invoice on the page that opens.
Basic salary information
You can obtain a graphic report of your salaries from the Basic salary information section.You can choose whether to include only salaries with a certain status (e.g. paid or approved) or all salaries.The report presents your salaries by annual salary type (e.g. Salary in money, Fringe benefit) and monthly salary type (e.g. Base salary, Overtime day 50%, Company car benefit).You can view the information as either a table or graph.
Salary slip search
In the Salary slip search section, you can find, view and print your paid salary slips or export them to a file.