1. Travel Requests Dashboard & Menu Structure

The module provides a dedicated Travel menu with clearly organized sub-menus for employees and managers.

• My Travel Requests – Employees can view only their own requests
• Travel Requests – Manager/HR/Admin can view all employee travel requests
• Travel Requests Approvals – Managers can approve or return requests

The list view displays Request Number, Employee, Department, Request Date and Status for quick monitoring and decision making.

2. Employee Travel Request Form

Employees can create detailed travel requests including employee details, department, manager, request dates, and confirmation information.

The form supports multiple states such as Draft, Confirmed, and Returned, ensuring a proper approval workflow.

3. Complete Travel Details & Journey Information

The Travel Request form captures complete journey information including travel purpose, project, analytic account, travel mode, and total travel days.

From and To address details, departure and return dates, contact number and email are recorded for complete travel traceability.

4. Advance Payment Request with Expense Breakdown

The Advance Payment Request tab allows employees to enter estimated travel expenses before the journey.

Expenses such as Air Flight, Train, Bus, Car Travel and Other Costs can be added with quantity, unit price, currency and automatic subtotal calculation.

5. Automatic Email Notification to Manager

Once a Travel Request is confirmed, the system automatically sends an email notification to the reporting manager for approval.

The email includes important details like Request Number, Employee Name, Confirmation Status, and a direct button to view the Travel Request in Odoo.

6. Automated Email Notification for Travel Approval

The system automatically sends a Travel Request Confirmation Email when an employee confirms a travel request.

This email is sent to the reporting manager and relevant stakeholders, ensuring timely approval without manual follow-ups.

• Includes Travel Request Number
• Employee and Confirmed By details
• Current request status
• Direct View Travel Request button

The email is also logged in the chatter for full communication tracking and audit history.

7. Manager Approval & Travel Approval List

Managers can review pending travel requests from the Travel Approvals menu.

The approval form provides full request details with Approve and Reject buttons. Managers can also track all approval records from the list view.

8. Approved Travel Request Details

This screen shows the complete details of an approved travel request.

It displays employee information, department, request and approval dates, travel schedule, mode of travel, and accounting details.

Once approved by the manager, the request status changes to Approved and becomes read-only for reference.

09. Travel Request Approval Action

This screen is used by managers to review pending travel requests.

Managers can verify all travel and accounting details before taking action. The screen provides options to Approve or Reject the request.

After approval or rejection, the request status is updated accordingly and reflected in the travel approval list.

10. Travel Request Approval Notification

This screen shows the system-generated notification sent after a travel request is approved by the manager.

The notification includes request details such as request number, employee name, approval date, approving manager, and current status.

An action button View Travel Request is provided, allowing the employee to quickly access the approved travel request from the system.

11. Travel Request Returned Activity Log

This screen represents the internal activity log where the system records the state change of the travel request from Approved to Returned.

It shows the action performed by the manager along with the timestamp and the message content sent to the employee.

This log helps in maintaining transparency and tracking the complete approval and return history of the travel request.

12. Travel Request Returned Notification

This screen displays the system-generated email notification sent when a travel request is returned by the manager for correction or clarification.

The notification highlights the request number, employee name, manager who returned the request, and the current returned status.

The View Travel Request button helps the employee to access the returned request and make the required updates.

13. Travel Request Approved Notification

This screen shows the system-generated email notification sent when a travel request is approved by the manager.

The email contains important details such as request number, employee name, approval date, approving authority, and current status.

A View Travel Request button is provided to allow the employee to quickly open and review the approved travel request.

14. Travel Expenses Creation Screen

This screen allows the employee to create and manage expenses for an approved travel request.

By clicking on the Create Expenses button, an expense sheet is generated where the employee can add different travel-related expenses.

The Expenses tab includes various expense categories such as air flight, car travel, bus travel, train travel, and other travel costs along with unit price, quantity, currency, and subtotal calculation.

This expense information is used for reimbursement processing and financial approval.

15. Expense Submission Activity Log

This screen shows the Activity Log (Chatter) that records system actions related to expense creation and submission.

When the expense sheet is created and submitted, the system automatically logs an activity indicating the status change and the user who performed the action.

The activity message includes expense details such as Travel Request Number, Employee Name, and Expense Status.

This log ensures process transparency, audit tracking, and easy monitoring of the travel and expense workflow.

16. Travel Request Expenses Overview Screen

This screen represents the Travel Request form after the expenses have been submitted by the employee.

The travel request status changes to Expenses Submitted, indicating that all related expense entries have been recorded successfully.

The Expenses tab provides a consolidated view of all expenses linked to the travel request, including expense type, description, unit price, quantity, currency, and subtotal.

The Total Expenses Amount is displayed at the bottom to give managers and finance teams a clear financial overview before approval.

17. Expense Sheet Summary Screen

This screen shows the Expense Sheet Summary generated for the approved travel request.

It displays important information such as the Employee, Manager, Payment Method, and the current expense workflow status.

The expense table allows the employee to record multiple travel-related expenses including air flight, car travel, bus travel, train travel, and other travel expenses.

Each expense line captures unit price, quantity, taxes, and the system automatically calculates the subtotal and total amount.

18. Expense Sheet Created Email Notification

This screen displays the system-generated email notification that is sent when an expense sheet is successfully created for a travel request.

The email informs the employee and administrator that the Expense Sheet has been created against the selected travel request.

It includes key details such as Travel Request Number, Employee Name, Expense Sheet Reference, and the current Expense Status.

The View Expense Sheet button allows quick navigation to the expense record for review and further processing.

19. Travel Requests Report Export (XLS)

This feature allows users to generate and export a comprehensive Travel Requests Report in Excel (XLS) format for tracking and analysis purposes.

From the Reports menu, users can access the Travel Reports XLS option, which opens a report configuration window for defining export criteria.

The report can be filtered using a From Date and To Date range to include travel requests submitted within a specific period.

Users may choose to export data for All Employees or selectively include specific employees using the Employees selection field.

Once the criteria are finalized, clicking the Export to Excel button generates an XLS file containing detailed travel request information such as Request Number, Employee, Department, Manager, Status, Request Date, and travel location details.

The exported Excel report provides a structured and tabular view of all matching travel requests, enabling easy auditing, managerial review, and financial or operational reporting.

19. Travel Request Report Generation

This feature allows users to generate a detailed Travel Request Report for a specific travel request after the expenses have been submitted.

From the Travel Request form, users can access the Travel Request Report option from the action menu. This option becomes available once the travel request reaches the Expenses Submitted state.

Upon selecting this option, the system generates a printable report that consolidates all information related to the travel request, including employee details, approval information, travel itinerary, and accounting data.

The generated report displays structured sections such as Employee & Department Information, Travel & Destination Details, Other Information, Accounting Information, and Advance Payment Request.

This report serves as an official document for managerial review, finance processing, record keeping, and audit purposes.