Travel Management System Oversea
Travel Management System Oversea ........................................................................... 1
Login ............................................................................................................................... 3
Create / Modify Travelling Authorization (TA) ............................................................ 5
Select from outstanding list ..................................................................................... 5
Select TA menu from the main menu ...................................................................... 6
Fill in Travelling Authorization (TA) ............................................................................ 8
Create / Modify Travel Expense Report .......................................................................11
Select from header menu .........................................................................................11
Fill in Travelling Expense ...................................................................................... 12
Header ................................................................................................................... 12
General .................................................................................................................. 13
Transportation ...................................................................................................... 15
Hotel ...................................................................................................................... 15
Meal ....................................................................................................................... 15
Miscellaneous ........................................................................................................ 15
Cash Exchange ..................................................................................................... 16
Summary ............................................................................................................... 16
Finally, Save or Print out the Travel Expense Report. ......................................... 17
Record Lock .................................................................................................................. 18
Mileage ......................................................................................................................... 19
TA Admin ...................................................................................................................... 21
Submit TE ............................................................................................................... 22
View Deleted Travelling Authorization ................................................................. 23
View Deleted Travelling Expense .......................................................................... 23
Restore Closed TE ................................................................................................... 24
Group management ................................................................................................ 25
Create new member into Group List ................................................................... 25
Edit the information of group member ................................................................ 26
Customer Management .......................................................................................... 27
Add new customer ................................................................................................ 27
Edit Existing customer ......................................................................................... 28
Acc Admin ..................................................................................................................... 29
Prepare Cash Refund Receipt ................................................................................ 29
Reimbursement ....................................................................................................... 31
Reimbursement with TA and TE ......................................................................... 31
Reimbursement with TE ...................................................................................... 32
Complete TA and Complete TE ............................................................................ 32
View Past reimbursement records ....................................................................... 32
IE Settings .................................................................................................................... 33
System that idles for 15 minutes would be treated as time out. All
information that is not stored before would not be saved. Please
remember to store your data periodically
Some IE settings is required for proper running of the program, please make the
configuration first. Please read.
Login
Website:
https://ias.asmpt.com/tm_ovr
1. Press ‘Login’
2. Enter your computer login name: Domain name \ User account
Enter your password: Your computer account password
To login to the travel management system, you must owe a computer login account
first. If you don’t have one, please contact your local administration team to apply
one for you.
Create / Modify Travelling Authorization (TA)
Select from outstanding list
1. After you have successfully login to the travel management system, your
outstanding travel authorization (TA) and travel expense reports (TE) would be
listed out.
2. Under the outstanding list, you can click on the
click
to modify that TA/TE.
to display that TA / TE and
Select TA menu from the main menu
1. On the header menu, you can choose TRAVEL AUTH
2. On the Travelling Authorization page, you can create / search for past Travelling
Authorization.
3. Click Create to create a new sheet of TA(You will be redirected to a blank sheet of
TA). Or enter searching criteria to search for required TA.
It means all.
4. Click
to preview this TA or click
can choose
to edit it. If you need to delete that TA, you
(only authorized for TA Admin of the respective site).
Important: All TA which have cash advance received could not be deleted.
Fill in Travelling Authorization (TA)
1. There are three buttons on the edit TA page: save, print and cancel. After
necessary information are filled, press Save to save the TA to the database, if you
need to temporarily away from the computer, please also save it first to prohibit
system time out. Press Cancel to return to the previous page WITHOUT save. If
you need to print out the TA, press Print, and the system will generated a .PDF
format file and you can print with it.
2. Enter the traveler badge number in the badge field. Then, click
to display the
traveler’s name, cost center and site automatically. (Please verify if the information
is correct). For all new TAs, TA No. would be generated after being saved.
3. Enter the information of the trip (All accept multiple line of information)
Itinerary: Enter the general information of the trip: start date, end date, location,
to which customer and what is the purpose.
Flight schedule: Enter the flight information if airplane is used as transport media
during the trip.
Routing (from where to where)
ETD (Airplane take-off time)
ETA (Airplane landing time)
Hotel (which hotel would be stayed)
Cash advance: If cash is advanced for the trip, enter the planning currency and
amount. After manager’s approval on the trip and the advance amount, enter the
received by and received date of the advance and then click Apply Recv. Info
4. Save or Print out the TA for manager’s approval.
 After clicking print, a .PDF format of the TA would be generated. Click the Print
button on the top of the Adobe reader to print it out.
Create / Modify Travel Expense Report
Select from header menu
1. From the header menu, choose TRAVEL EXPENSE
2. On the Travelling Expense page, you can create / search for past Travelling
Expense. Click Create to create a new sheet of TE (You will be redirected to a blank
sheet of TE). Or enter searching criteria to search for required TE.
4. Click
to preview this TE or click
the respective site can click
to edit it. Owner of the TE or TA admin of
to delete the TE.
Fill in Travelling Expense
1. There are three buttons on the edit TE page: save, print and cancel. After
necessary information are filled, press Save to save the TE to the database, if you
need to temporarily away from the computer, please also save it first to prohibit
system time out. Press Cancel to return to the previous page WITHOUT save. If
you need to print out the TE, press Print, and the system will generated a .PDF
format file and you can print with it.
Header
1. You are required to fill in all the information.
2. Enter the badge number in the badge field. Then, click
to display name, cost
center and site automatically. (Please verify if the information is correct). For all
new TEs, TE No. would be generated after being saved.
3. All dates must be filled with the format, MM/dd/YYYY.
General
1. On the transport / mileage / hotel / meal / miscellaneous tab, choose the required
currency first beforehand. (One TE support multiple currencies, but each item can
have only one currency, therefore choose currency before adding any items). Also,
when currency is selected, only items with that currency would be shown.
2. After choosing right currency, click Add Transp. Item (for Transportation tab only,
similar buttons on other tabs) to add new line of items.
3. A blank new item line for you to fill in your expense.
4. In each item, click
to delete the whole line of item.
5. The date of the expense MUST lie between the trip start date and the trip end
date.
6. If you have any remark on this expense, click
to fill in the remarks. A popup
window would be shown. If it is a group expense, check the Group Expense box.
(Remarks include: group expense details, manager’s approval, special reason for
this expense)
7. Flag is to indicate whether you have a receipt for this expense.
“--“ to indicate you have receipt.
“#” to indicate you don’t have receipt.
8. The control on the bottom of the page helps you to copy the content of a specific
item for multiple times. (The below example is to copy item 1 for 4 times) Click the
Add Transp. Item to perform copying (For transportation tab only, similar buttons
found on other tab)
9. Click Cancel all modification to return back to the last saved version of this tab.
Transportation
1. You have to fill in your start point and the destination of your transportation.
Both place’s address are divided into four. (Generally, province, city, district, and
location. But different Country have different classification). Fill in as much details
as you can, and the location field should be office, customer, home, stations, etc…
Hotel
1. Here, phone amount indicates phone charges using the hotel phone only. Don’t
mix it up with phone card charges.
Meal
1. Only oversea travel can claim upon amount of each meal.
Miscellaneous
1. If you are travelling locally, please fill in per diem amount instead of each meal
amount in the meal tab. Also, phone amount means the phone card charges only.
2. For customer expenses, you must tell which customer it is and the usage of the
expense.
3. For Miscellaneous expenses, again, you must write down what is the usage of the
expense.
Cash Exchange
1. Cash exchange is used to store information that you have cash exchange for the
trip on your own. (The above example is to exchange HKD $100 to RMB $89)
2. Fill in how much your have exchanged to how much in what currencies. Then,
the system would calculate the reference exchange rate automatically after saving.
Summary
1. On the summary tab, you can find the summary of expenses on different
currencies.
2. You need to click Refresh Balance to instruct the system to update the summary
by inputted data.
3. The cash column indicates the cash you obtained through cash exchange only.
Finally, Save or Print out the Travel Expense Report.
Printout of the PDF file.
Record Lock
For the reason of data consistency, when one person is using the records, other
people cannot modify it. But, sometimes, records are locked because of improper
quit. Therefore, you can check the record lock to see if you are locking any records.
To solve the dead lock of records, logout the system first. If the locking still cannot
be solved, please contact the administrator.
Mileage
1. Choose MILEAGE on the top menu to enter the mileage choosing page.
2. The page is divided into administration view :
And traveler view:
3. For administration, you can choose to fill in mileage claim of travelers in your
site. For traveler, you can only fill in your mileage form. Choose the desired month
and year for the monthly mileage form you want to enter.
4. Administration can also look at the mileage form that has already created by
using the search function.
5. After entering the Mileage Claim form, the header data would be automatically
generated, check if they are correct.
6. Click Add Item to add new item line of mileage record.
7. After adding all the records, press
a) Save: save the record to the database
b) Print: save and then print
the record
c) Submit: submit the record (indicate that you have completed this month’s
mileage form filling)
d) Cancel: exit without saving the record
e) Calculate Total: calculate the total amount of this mileage (calculated amount is
shown on the header)
TA Admin
Submit TE
Update the submit status of TE to Yes, indicating that Secretary has received
traveler’s TE for checking.
1. Enter searching criteria and press Search.
2. Matched records would be shown below.
3. Check the update? Box and press Submit to update the submit status from No to
Yes.
4. Multiple TEs can be submitted at one time just by checking multiple boxes and
press Submit.
View Deleted Travelling Authorization
As mentioned before, TA can be deleted, all deleted TA and their delete reason
would be shown here.
1. Enter searching criteria and press Search.
2. All deleted TAs and their delete reason are shown in the below list.
3. Records are for view only, cannot be undeleted. If un-delete is required, please
contact MIS administrator for help.
View Deleted Travelling Expense
Similar to View Deleted Travelling Authorization, but it is to TE.
Restore Closed TE
Once the TE is closed, no more modifications can be made, or procedures to be
carried out except viewing. This function is to restore the closing status of TE back
to ‘No’. (It is not suggested to restore TE, as TE should only be closed when entirely
completed)
1. Enter searching criteria and press Search.
2. Matched records would be shown below.
3. Check the Restore? Box and press Restore to change the close status from Yes to
No.
4. Multiple TEs can be submitted at one time just by checking multiple boxes and
press Restore.
After restoring the TEs, you can modify it or carry on any procedures again.
Group management
Group Management is to manage the group information of travellers, registering
the group they belong to and their report-to manager. More than that, employees
who do not have their name in this list are not authorized to create TE. Therefore,
responsible secretaries need to register all colleagues once upon deployment and
every time when new employee arrives.
1. This page is to view all the existing members in the list.
2. Choose region is to choose which site’s members’ group information you want to
view.
3. Click Create new member to create member to the member list.
Create new member into Group List
1. Enter the badge of the new group member
2. The name and site information are retrieved from HR master records
automatically after saving.
3. Choose the right group the member belongs to, and then you can choose the right
manager from a list of manager who manages that group.
Edit the information of group member
1. Click the
to enter the edit page of target group member.
2. You can only change the group and manger assignment of the group member. You
are not allowed to change the badge number of the member.
3. If you need to remove this employee from the group list, go back to the display
page, and then click
.
Customer Management
To manage the list of customer that service engineer serves, for data analysis of
travelling to each customer.
Add new customer
1. Enter the name of the customer and responsible office site in region. (i.e. if SEO
office serves ABC company, then choose Seoul; one company can be served by
multiple office sites)
2. Press Save. Or press Cancel to cancel the creation process.
3. It’s done.
Edit Existing customer
1. Press the
next to the customer.
2. Details of the customer would be appeared at the top.
3. Modify the data you want and then press Update. Or press Cancel to cancel the
modifications.
Acc Admin
Prepare Cash Refund Receipt
Create a cash refund to a TA and produce a receipt printout and email notification.
1. Enter the badge traveler who makes the cash refund and press Search.
2. A list of TA that is outstanding (not yet closed) will be shown. Act. Refund is the
cumulative refund amount that has been refunded to this TA.
3. Enter the refund amount in the corresponding “Amount” field and check the
“Rcv?” checkbox.
4. Multiple refunds can be made by filling in the corresponding TA refund amount
and check the “Rcv?” checkboxes.
5. Click Print to save the refund and generated an electronic receipt of .PDF file
format. (Clicking Preview would produce a preview version of the receipt only, not a
real one and would not save into database)
Reimbursement
1. Enter the badge number of the traveler who needs reimbursement.
Reimbursement with TA and TE
This is to reimburse TE with reference to previously created TA (reimbursement
amount would be deducted from the advance amount)
1. Outstanding TA and TE list would be shown (submitted but not yet closed).
~ For the TA table, it shows the advanced amount (cash advance through the
system), refund amount (cash refund through the system) and remain amount
(Remain amount = cash advance – refund – previous reimburse amount)
~ For the TE table, it shows the expense amount (total expenses stated in the
TE report), and remain amount (Remain amount = expense amount – previous
reimburse amount)
3. To reimburse, select one TA and one TE by check the checkbox in front. Enter
the reimburse amount and click Process. (Please make sure both selection are of
the same currency and have enough amount for reimbursement)
1. Enter the badge number of the traveler who needs reimbursement.
Reimbursement with TE
Similar to reimbursement with TA and TE, the only difference is that it simply
choose which TE to reimburse without deducting corresponding amount in advance
amount.
Complete TA and Complete TE
These two tabs would show all TA and TE which have remain amount = 0, i.e. no
cash advance or expense amount is not yet reimbursed  can be completed and
closed (set the completion status of the TA / TE to be Yes).
View Past reimbursement records
View the past reimbursement records of this traveler, “Direct” in the TA field means
the reimbursement is carried out without referencing any TA.
IE Settings
1. Right Click the icon of Internet Explorer, choose Properties
2. On the General tab, Click Temporary Internet Files  Settings
3. Choose “Every visit to the page”, Click “OK”
4. If you have enabled “pop-up blocker”, click “Settings”
5. Type in “*.asmpt.com” in address of Web site to allow, click add, and then click
close
6. Finally, Click OK
Remarks: If you have installed any application like yahoo toolbar, google toolbar,
please confirm that it does not block the pop up from our website.