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- Travel & Expense Management
- Data model
The tables behind Travel & Expense Management
Travel & Expense Management ships with 17 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 17
- Features
- 7, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Expense work
Suppliers feed expense reports; expense lines carries descriptions, amount inputs, tax codes and ledger coding.
Decisions and payments
Review decisions links reviewer decisions to reports, documents and reimbursements. Reimbursements links the payee and source report to a payment status.
Accounting work
Accounting documents and document lines represent partner documents. Journal entries and journal lines sit within accounting periods and use ledger accounts.
Evidence
Operation receipts records action outcomes, while record attachments links supporting files to business records.
Every table, by feature
- Expense report intake6
- Approval desk5
- Reimbursement control5
- Supplier records5
- Accounting documents5
- Ledger and period review6
- Operations oversight6
- Shared and settings1
- Expense reports
Expense report header: a traveler's claim submitted, reviewed, approved and reimbursed, with supplier reference, totals and reimbursement status.
Linked to Suppliers, Organizations, Accounting periods - Expense lines
Individual expense lines on an expense report, coded to a ledger account with quantity, unit price and tax.
Linked to Expense reports, Ledger accounts - Suppliers
Travel suppliers and merchants settled through expense reports and reimbursements, with payment terms, category and remittance details.
Linked to Organizations - Ledger accounts
Chart of accounts used to code expense lines and journal lines, with account type, group and normal balance.
- Accounting periods
Accounting periods that group journal entries and expense reports for period close and reporting.
- Record attachments
Parent-agnostic evidence files attached to any business record in this app.
Linked to Team members
- Expense reports
Expense report header: a traveler's claim submitted, reviewed, approved and reimbursed, with supplier reference, totals and reimbursement status.
Linked to Suppliers, Organizations, Accounting periods - Expense lines
Individual expense lines on an expense report, coded to a ledger account with quantity, unit price and tax.
Linked to Expense reports, Ledger accounts - Review decisions
Approval trail: who approved, rejected or returned a bill, invoice, payment or journal entry, when and under what conditions.
Linked to Team members, Expense reports, Accounting documents, Reimbursements - Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members - Team members
Finance staff who prepare, review and approve finance operations, with their role and approval limit.
Linked to Organizations
- Reimbursements
Money movement to suppliers and partners, matched to an expense report or accounting document and reconciled to the bank.
Linked to Suppliers, Business partners, Expense reports, Accounting documents - Expense reports
Expense report header: a traveler's claim submitted, reviewed, approved and reimbursed, with supplier reference, totals and reimbursement status.
Linked to Suppliers, Organizations, Accounting periods - Suppliers
Travel suppliers and merchants settled through expense reports and reimbursements, with payment terms, category and remittance details.
Linked to Organizations - Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members - Review decisions
Approval trail: who approved, rejected or returned a bill, invoice, payment or journal entry, when and under what conditions.
Linked to Team members, Expense reports, Accounting documents, Reimbursements
- Suppliers
Travel suppliers and merchants settled through expense reports and reimbursements, with payment terms, category and remittance details.
Linked to Organizations - Organizations
Legal entities and business units whose books this app keeps; every document belongs to one organization.
- Expense reports
Expense report header: a traveler's claim submitted, reviewed, approved and reimbursed, with supplier reference, totals and reimbursement status.
Linked to Suppliers, Organizations, Accounting periods - Reimbursements
Money movement to suppliers and partners, matched to an expense report or accounting document and reconciled to the bank.
Linked to Suppliers, Business partners, Expense reports, Accounting documents - Record attachments
Parent-agnostic evidence files attached to any business record in this app.
Linked to Team members
- Accounting documents
Accounting document header: a partner document issued, sent and settled, with totals, balance due and days past due.
Linked to Business partners, Organizations - Document lines
Individual lines on an accounting document, coded to a ledger account with quantity, unit price and line totals.
Linked to Accounting documents, Ledger accounts - Business partners
Business partners the organization transacts with, with payment terms, segment, billing details and credit limit.
Linked to Organizations - Ledger accounts
Chart of accounts used to code expense lines and journal lines, with account type, group and normal balance.
- Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members
- Journal entries
General ledger header balancing debits and credits for a period.
Linked to Accounting periods, Organizations - Journal lines
Debit and credit lines that make up a journal entry.
Linked to Journal entries, Ledger accounts - Ledger accounts
Chart of accounts used to code expense lines and journal lines, with account type, group and normal balance.
- Accounting periods
Accounting periods that group journal entries and expense reports for period close and reporting.
- Expense reports
Expense report header: a traveler's claim submitted, reviewed, approved and reimbursed, with supplier reference, totals and reimbursement status.
Linked to Suppliers, Organizations, Accounting periods - Organizations
Legal entities and business units whose books this app keeps; every document belongs to one organization.
- Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members - Review decisions
Approval trail: who approved, rejected or returned a bill, invoice, payment or journal entry, when and under what conditions.
Linked to Team members, Expense reports, Accounting documents, Reimbursements - Record attachments
Parent-agnostic evidence files attached to any business record in this app.
Linked to Team members - Team members
Finance staff who prepare, review and approve finance operations, with their role and approval limit.
Linked to Organizations - Expense reports
Expense report header: a traveler's claim submitted, reviewed, approved and reimbursed, with supplier reference, totals and reimbursement status.
Linked to Suppliers, Organizations, Accounting periods - Reimbursements
Money movement to suppliers and partners, matched to an expense report or accounting document and reconciled to the bank.
Linked to Suppliers, Business partners, Expense reports, Accounting documents
Keys and references
Expense reports has an expense report number and supplier reference. Reimbursements can refer to an expense report and Supplier. Review decisions can refer to an expense report, accounting document or Reimbursement and identifies its Reviewer. Operation receipts has a Reference and Actor. Keep those links intact when importing or correcting data. The detailed schema below shows every field and select value.
Migration order
- Organizations and people. Establish Organizations, Users and team members before assigning ownership.
- Accounting references. Load accounting periods and ledger accounts with active values.
- Trading partners. Resolve Suppliers and business partners, including holds and payment terms.
- Transactions. Bring in expense reports with expense lines and accounting documents with document lines.
- Outcomes. Add review decisions, Reimbursements, journal entries, journal lines, operation receipts and record attachments with their source references.
Set up Travel & Expense Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.