Printable Report Update

We recently released an update to Printable Reports which enables users to run report by region and division.

This update assists Travel Managers who need to provide organisations printed reports across multiple areas of the business i.e. Region and Divisions.

To utilise this feature, navigate to the Global Dashboard and set the on screen filters to display the data you need in the report.  Click the download button, and select Printable Report from the report (type) drop down in the download box that appears on screen.

Screenshot displaying filter settings which can be used in the downloadable printable reports

When you click Submit, the request will be queued and the report emailed to you once it is processed.

Invoice Search

A big time saver for customers is our invoice search feature. It allows them to look up and download a copy of an invoice issued by the Travel Manager.

To access the feature, click the Search link at the bottom of the slider menu within any Travel Analytics dashboard.

When the link is clicked, a search box opens allowing them to enter details of the invoice they require.  Clicking the search button, opens another window providing a list of invoices that fall within the criteria entered in the previous screen.

To download the invoice, the user simply clicks on the invoice number (link) and it will automatically start to download.

The invoice is a recreation (copy) of the original invoice issued by the Travel Manager. The invoice is ATO compliant, and comes complete with details of the charges and any references the customer uses to track the invoice internally.

Budget Tracking

The ability to track spend against a travel budget has been around for some time in Travel Analytics.  However, the feature was virtually unknown to most users, due to the complexity of setting it up in the system.

Fortunately, the introduction of Report Hierarchy has simplified the set up, providing customers the opportunity to take advantage of this great feature.

To activate budget tracking, administrators only need to add a figure in the budget column against each cost centre when they are setting up or modifying the customers report hierarchy.

To view the results, users simply navigate to the cost centre dashboard and the data is displayed within the headlines.  It’s pretty easy to determine how budgets are tracking; if the spend is within budget, the amount is shown in black, and if it’s over, it displays in red.

Cost Centre dashboard displaying Budget data

Adjusting the dates on the dashboard, will display a prorated amount for that period.  And using the region and division filters, allows users to drill down to determine how different areas of the business are tracking against budget.

Report Hierarchy

Arguably, Report Hierarchy was the most important enhancement Travel Anaytics deployed in 2016.  In a nutshell, Report Hierarchy allows administrators to download, amend and reload a new organisational structure (report hierarchy) for their data within a matter of minutes.

The functionality is a vast improvement on the traditional method of maintaining report hierarchy, which involves the Travel Manager updating individual traveller profiles within the mid office, reservation and online booking systems.  A process that often takes days, if not weeks to complete.

While the reduction in time and effort are substantial, so to are the improvements in the accuracy of the data presented to the customer.

Often travellers will travel across multiple cost centres belonging to different parts of the organisation.  Traditional travel management systems find it difficult to deal with this, as the traveller profile is linked to a static hierarchy and any variations cannot be matched to the correct structure.

Report Hierarchy turns this issue on its head, as the functionality automatically associates the correct organisational structure to the cost centre entered at the time of booking.

During development, we experimented with customer data with a little over 1500 cost centres, which over two-thirds were duplicates, obsolete, incorrectly entered or missing.  When it gets to this stage, the data becomes unless, forcing customers to manually download and correct the data to make sense of it.

Using Report Hierarchy we were able to download the existing data, remove the duplicates, merge obsolete data, correct mistakes and format the data into the correct hierarchy using the cost centre as a reference point.

Extract from the file used to upload an updated Report Hierarchy. In this example, we are splitting the cost centre to display the number as a code and the abbreviated name as the full name.

Therefore in matter of minutes, data is transformed from being almost unusable to highly structured reports, where little or no manual manipulation is required to get the information the customer needs.

However, cleaning up the data is the first part of the process.  The second part, and more important, is programming the system to identify and clean up rogue data when we import it.  We do this using aisles – you send me ‘HR Head Office’ and I am going to call it ‘Human Resources’.  What’s great about aisles, once it’s corrected, any subsequent errors are updated automatically.