How to generate the monthly business trip maps

What is it for?

At the end of the month, each employee's approved business trips are gathered in a map. The employee checks and accepts it; a record is kept of who accepted it and when.

When to use it?

• The month has ended and its trips have already been approved.
• You want to know which employees have already accepted the map and which have not.

Where to find it?

People › Business trips › Generate the maps of the previous month and People › Business trips › Monthly maps.

Before you start

• The profile is HR manager (the Payroll profile sees the same entries).
• The month's trips must be approved: see How to validate business trips and per diems. The employee accepts the map with their own profile, in My space.

How to use it

1. Open People › Business trips › Monthly maps. If there are no maps yet, the list says “No monthly trip maps yet” and “Generate the maps of the previous month to start.”
2. Open People › Business trips › Generate the maps of the previous month. The Generate the maps of the previous month window asks for confirmation: “A monthly trip map will be created for the previous month for each worker who has approved trips that are not in a map yet. The maps that already exist are kept as they are, and nothing is sent to the workers: they confirm each map afterwards. Only human resources and Payroll can do it.” Click Confirm (Cancel closes without generating anything). The list “Maps of year-month” opens (for example “Maps of 2026-10”) with one line per employee: Worker, Month, Complementary map, Business trips, Kilometres, Exempt (up to the limits), Taxable (above the limits) and State, which starts at Open. With no approved trips in the previous month, the list is empty.
3. Open the map and check the tab's Business trips against the Total paid.
4. Click Send to the worker. The state changes to Sent to the worker and the screen fills in Sent on.
5. The employee opens My space › Trips and expenses › My monthly trip maps, opens the map and clicks Accept.
6. Go back to Monthly maps and confirm that the State is Accepted by the worker.

Expected result

The map is Accepted by the worker, with Accepted by and Accepted on filled in. In the example: 2 trips, 150 km, 142.36 Total paid, all Exempt (up to the limits), and 0.00 Taxable (above the limits). The total matches the sum of the trips (125.89 + 16.47).

Important notes

• Generating the maps again does not duplicate anything: it opens the same list. The screen always generates the month before the current one; there is no choice of month on this button.
• Once generated, the example's October map had the 2 approved trips; a cancelled trip and another in draft, recorded afterwards, did not change it (generating again showed the same line, with 2 trips). A trip approved after the map was generated is a separate case: see the last common problem.
• The map does not appear in the employee's Documents to confirm: it is only in My monthly trip maps.

Common problems

The employee does not see the map

• Symptom: in My monthly trip maps the list says “You have no monthly trip maps. When a month ends, the map of your trips is sent to you here to check and accept.”
• Cause: the map is still Open: only after Send to the worker can they see it.
• What to do: open the map in Monthly maps and click Send to the worker.

The trip was approved after the map was generated

• Symptom: you approved a trip for the month and it does not appear on that month's monthly map; generating the maps again returns the same list.
• Cause: the map only gathers the trips approved up to the moment it is Sent to the worker.
• What to do: if the map is Open, the trip is included when you send it. If it is Sent to the worker (not yet accepted), open it, click Reopen and then Send to the worker: the total now includes the trip. If the employee has already Accepted it, Reopen refuses (“Only a monthly trip map that was sent and not yet accepted is reopened”) and fiscaldoo currently has no other button: the trip stays outside that month's map.