Travel Log - Store Employee

Travel Log - Store Employee

Travel Log Overview

“Travel Log” lets you create and manage your travel entries. The "Travel Log" module in a retail POS system tracks and records employee or delivery driver travel activities during work hours. It helps monitor movements between store locations, customer sites, or delivery routes, ensuring transparency and accountability. The module captures key details such as the purpose of travel, time, distance, and related expenses, which can be useful for audits and reimbursements. It also supports better route planning and delivery efficiency, reducing fuel and time costs. 

This article includes information about:
  1. How to create, edit, and delete the travel log entry. 

1. Reaching "Travel Log"

  1. Step 1: Log into Control Center
  2. Step 2: Choose Store (Location)
  3. Step 3: Choose Travel Log 
Figure 1.1 below will help you understand the navigation better. 

Figure 1.1

2. Understanding the "Travel Log" Layout 

Please refer to Figure 2.1 and the description of buttons and fields below to understand the layout of "Travel Log." 


Figure 2.1
  1. 1: Add New: Use this button to add a new travel log.
  2. 2: Filter Range: This button lets you see the travel entry records for the selected date range. Select the required dates in the Start and End fields and click the "Filter Range" button to see the travel entry records for the selected date range.  
  3. 3.1: Edit: Use this button to edit the travel entry.  
  4. 3.2: Message: Use this button to send the message. 
  5. 3.3: Attachment: Click this button to view the attachments attached to the travel entry. 
  6. 3.4: Delete: Use this button to delete the travel entry. 

3. Adding a Travel Log 

Below is the overall process flow for creating a travel log: 

[1] Start creating a travel log. 
[2] Add the travel entry. 
[3] Add more travel entries if required.
[4] The system shows you the total mileage of all entries. 
[5] Save the travel log. 
[6] The corporate employee approves the travel plan and allocates the money for it. 

Please refer to Figure 3.1 and the description below to understand the process flow in detail:


 Figure 3.1

[1] Add the travel entry 
  1. Date Traveled: Enter or select the travel date.
    1. By default, the system shows the current date.  
    2. When you click on this field, the Calendar drop-down menu will appear. You can use it to change the dates if necessary. 
  2. Purpose of Travel: Enter the reason for travel. 
  3. Destination Leaving From (#Store/Home): From this drop-down menu, select the location where the travel starts. 
  4. Destination Arrived At (#Store/Home): Select where the travel ends from this drop-down menu.  
  5. Add Custom Location: If the required area is unavailable, this button lets you add a new location as a drop-down option for the above drop-downs. When you click this button, the Create Location screen will appear. Enter the appropriate information in all fields and click the "Save" button. The system will add this created location to the drop-down options.  
Figure 3.2
  1. Time Leaving: Select or enter the travel's start time. When you click on this field, the Calendar drop-down will appear. You can use the Time section to select the time. 

Figure 3.3
  1. Arrival Time: Select or enter the travel's end time.   
  2. Odometer Reading Start: Enter the odometer reading when the travel starts.  
  3. Odometer Reading End: Enter the odometer reading when the travel ends.   
  4. Total Miles Traveled: The system will calculate the miles travelled based on the odometer readings.  
  5. Choose Files: If necessary, select the supportive document you want to attach to your travel log. 
  6. Remove: This button removes the current travel entry.  
[3] Add more travel entries if required
Info
When creating a travel log, you can add multiple travel entries or remove an added entry. However, you cannot add or remove any travel entry once you save the log. 


Figure 3.4
  1. Click the "Add New Entry" button to add another travel entry to the travel log. As explained in point [1], adding a travel entry allows you to fill in the right information. 

Figure 3.5

[4] The system shows you the total mileage of all entries.

The Total Mileage field shows the miles travelled during all added entries. 


Figure 3.6

[5] Save the travel log.
  1. Save: Use this button to save the travel log you are creating. It also lets you save the changes you have made at any point.
  2. Cancel: This button lets you cancel the travel log or the changes made to the travel log. 

4. Editing a Travel Log

Info

Once a travel log is saved, you can make only the following changes: 
  1. Change the travel entry details. 
  2. Add or remove the added attachments. 
Please follow the steps below to edit a travel log:
  1. Please click the Edit item highlighted in Figure 2.1.
  2. The View Travel Entry screen will appear, as Figure 4.1 shows. 

Figure 4.1

Additional Action Buttons:
  1. Delete: Use this button to delete the travel log. 
  2. Download Attachments: Use this button to download the attached files.  
  1. Make the required changes and click the "Save" button. 

5. Deleting a Travel Log 

You can delete the travel log record from the Travel Log home screen and the Edit Travel Log screen. 
Please follow the steps below to delete a travel log record from the Travel Log home screen: 
  1. Click the Delete icon shown in Figure 2.1.
  2. A warning dialog will appear with two related options, as Figure 5.1 shows.

Figure 4.1
  1. Click “Yes, Delete” to delete the travel log record.
  2. Click “Cancel” to close the pop-up and skip the deletion process.
To delete the travel log record from the Edit Travel Log screen:
  1. Click the Edit icon highlighted in Figure 2.1.
  2. The Edit Travel Log screen will appear, as Figure 4.1 shows.
  3. Click the Delete button. The warning dialog will appear, as Figure 5.1 shows.  
    1. Click “Yes, Delete" to delete the travel log record.
    2. Click “Cancel” to close the pop-up and skip the deletion process.

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