BusinessPlus System/Nucleus
BusinessPlus System/Nucleus
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TRAVEL ADVANCE

TRAVEL ADVANCE

Travel Advance Request Workflow: Step-by-Step

  1. Start

  • Trigger: The process begins when a user submits (accepts) a travel advance request web form.

  • Action: System logs the start and goes to the next workflow stage.

  1. Get Email (A24)

  • Purpose: Retrieve the email address of the requestor from the user database.

  • Action: If requestor's email is found, continue to the next step.

  1. Bookkeeper Review (A7)

  • Action: The request is sent to the Bookkeeper associated with the requestor’s department/location.

  • Routing: The specific Bookkeeper is determined by the Loc (location) code in the request.

  • Outcome: Bookkeeper can approve or reject.

  1. Cabinet/Director Approval (A17)

  • Action: If required, the request goes to a Cabinet or Director-level approver, again based on the requestor’s location code.

  • Outcome: If approved, proceed. Otherwise, can be rejected.

  1. Cabinet Approval (Special, A18)

  • Action: For certain locations, an additional high-level Cabinet approval is required.

  1. Generate Unique IDs (Get Seed Value, A23)

  • Action: Unique identifiers for the travel batch/trip and for reference are generated.

  • How: The system fetches new "seed" values for the Batch ID (TripID) and Reference Number (ReferenceNo).

  1. Insert Batch Records (A19)

  • Purpose: Enter the travel request into the organization’s financial/accounting system.

  • Actions:

    • Insert Master Batch record (summary)

    • Insert “Bir” Master record (reference details)

    • Insert Batch Detail record(s) (funding/accounting split, expense details)

  • Note: If errors occur during these inserts, go to error handling steps.

  1. Error Check for Batch Insertion

  • If there’s an error during insertion (ErrorMessage is not empty):

    • Go to Error Notice (A13).

  • If successful (no error):

    • Go to Email Notification (A6).

  1. Email Notification (A6)

  • Purpose: Notify the requestor that their request has been successfully completed.

  • Action: Send a success/confirmation email.

10. End

  • Process is complete.