Travel PO Detail Extension in Dynamics 365 Business Central User Guide

Introduction

This guide is for the Travel PO Detail extension (Version 1.0 | June 2026) for Microsoft Dynamics 365 Business Central. Learn how to create PO for travel expenses for day-to-day usage.

Vendor Card

Navigate to: Search > Vendors.

On Vendor Card, there is a check mark for Travel Vendor, if this is ” = TRUE ” and when a Purchase Order is created than only the travel PO related fields are visible.

Travel PO Setup

Navigate to: Search > Travel PO Setup.

This is a single-record global configuration that controls how the extension behaves across all purchase orders.

Field	Description
Employee Dimension Code	The Dimension Code used to represent employees. The employee lookup on PO lines filters Dimension Values by this code. Typical values: `EMPLOYEE`.
Mandatory Travel Fields	When ON, the system enforces required-field validation (based on expense type configuration) at PO release and posting. When OFF, no validation is enforced — useful during initial rollout or data migration.
Auto-fill Type from G/L Account	When ON, the Travel Expense Type field is automatically suggested when a G/L Account is entered on a PO line, if that account matches a Default G/L Account configured in Travel Expense Type Setup.
Project Dimension Code	The Dimension Code used to represent Project. The Project lookup on PO lines filters Dimension Values by this code. Typical values: `Project`.

Travel Expense Type Setup

Navigate to: Search > Travel Expense Types.

Each expense type defines which fields are mandatory when that type is selected on a PO line. You can create any codes required for your organisation or start with the default set.

Insert Default Types

On the Travel Expense Types list, click Insert Default Types (under the Manage menu) to automatically create the standard set:

Code	Description	Required Fields
FLIGHT	Flight / Air Travel	Employee, Departure City, Destination City, Flight/Stay Date, Date Return, Outgoing Leg.
ACCOM	Accommodation / Hotel	Employee, Departure City, Destination City, Flight/Stay Date, Date Return.
MEALS	Meals & Allowances	Employee.
GROUND	Ground Transport	Employee, Departure City, Flight/Stay Date, Date Return, Outgoing Leg.
VISA	Visa & Travel Documents	Flight/Stay Date, Date Return, Outgoing Leg.
OTHER	Other Travel Expense	Employee.

Expense Type Fields

Field	Description
Code	Short identifier (max 20 characters), e.g. `FLIGHT`, `ACCOM`.
Description	Full description displayed on purchase lines and in the reporting list.
Default G/L Account No.	G/L Account auto-suggested when Auto-fill Type from G/L Account is enabled. Map `7212` → `FLIGHT`, `7210` → `ACCOM`.
Require Employee	Employee must be set on any line using this type.
Require Departure City	Departure City is mandatory.
Require Destination City	Destination City is mandatory.
Require Outbound Date	Flight / Stay Date is mandatory.
Require Return Date	Date Return is mandatory.
Require Route	Outgoing Leg / Location is mandatory.
Blocked	Prevents this type from being selected on new lines. Existing records are not affected.

Day-to-Day Usage

Travel details are entered directly on Purchase Order lines --- there is no separate screen to navigate to. The travel fields appear as additional columns on the standard PO lines subform.

Entering Travel Details on a Purchase Order

Open or create a Purchase Order in the usual way.
Add a purchase line --- set Type to G/L Account and enter the appropriate travel G/L Account (e.g. 7212 for Flight, 7210 for Accommodation).
The following travel columns are now available directly on the line:

Column	Editable?	Description
Type	Yes — lookup	Travel Expense Type code (e.g. `FLIGHT`). Pick from the lookup or type directly.
Type Description	No (auto-filled)	Full description of the selected expense type, populated automatically.
Employee Code	Yes — lookup	Employee dimension code. Click `...` to open the employee lookup.
Employee Name	No (auto-filled)	Employee full name, populated automatically from the dimension value.
Flight / Stay Date	Yes — date picker	Date of departure flight or start of accommodation stay.
Date Return	Yes — date picker	Return flight date or end of accommodation stay.
Departure City	Yes	City of departure (e.g. Port Moresby, Manchester).
Destination City	Yes	Destination city (e.g. Brisbane, Sydney).
Travel Notes	Yes	Free-text notes for any additional context on this travel line.

Employee Lookup

Click the … button on the Employee column to open the Dimension Value list. This list is pre-filtered to show only values from the Employee Dimension configured in Travel PO Setup.

The employee lookup only shows Dimension Values from the dimension code set in Travel PO Setup > Employee Dimension Code. If the employee you need is not in the list, ask your administrator to add them to that dimension.

Auto-fill from G/L Account

If Auto-fill Type from G/L Account is enabled in Travel PO Setup, entering a G/L Account on a purchase line will automatically suggest the matching Travel Expense Type --- for example, entering G/L Account 7212 will auto-populate the Type field with FLIGHT if FLIGHT has 7212 set as its Default G/L Account.

The auto-fill is a suggestion only. You can overwrite it by selecting a different type from the lookup.

Multiple Employees on One Purchase Order

Purchase orders can contain multiple travel lines for different employees --- for example, a single PO from a travel agency covering flights for three team members. Each PO line captures its own separate travel detail record, so each employee, route, and date combination is recorded independently.

When the data is exported via the Reporting Page or Config Package, each employee trip appears as its own row, making the extract immediately usable for travel reporting.

Validation

Validation runs at two points if Mandatory Travel Fields is enabled in Travel PO Setup:

When releasing the PO (Release button)
When posting the PO (as receipt or invoice)

If required fields are missing for any line with an expense type set, an error message identifies exactly which fields are incomplete and for which line number. The release or posting is blocked until resolved.

Example: Travel detail validation failed for PO Line 10000: — Employee is required for expense type FLIGHT — Outbound Date is required.

Lines with no expense type set are skipped by validation --- only lines where a Type has been entered are checked. This means non-travel lines on the same PO are not affected.

Travel Details on Posted Documents

When a Purchase Order is posted, all travel fields are automatically copied to the resulting posted documents. No additional action is required.

Posted Document	Fields Visible
Posted Purchase Receipt Lines	Type, Employee Name, Flight / Stay Date visible by default. All other fields available via column chooser. Read-only.
Posted Purchase Invoice Lines	Type, Employee Name, Flight / Stay Date visible by default. All other fields available via column chooser. Read-only.

Reporting & Export

The Travel PO Detail Lines page provides a flat list of all travel detail records across all purchase orders. This is the primary reporting view and the source for Manu-style travel extracts.

Travel PO Detail Lines Page

Navigate to: Search →>Travel PO Detail Lines.

All columns are available in this view:

Column	Description
PO #	Purchase Order number.
PO Date	Date on the Purchase Order header.
Type	Travel Expense Type code.
Type Description	Full expense type description.
Flight / Stay Date	Date of departure flight or start of stay.
Outgoing Leg / Location	Outbound route, e.g. `POM > BNE`.
Date Return	Return date.
Incoming Leg / Location	Return route, e.g. `BNE > POM`.
Employee Name	Employee full name.
Cost	Line amount excluding VAT, synced from the PO line.
Currency	Currency code from the Purchase Order.
Project Code	Job No. / Project Code from the PO line.
Project Description	Job description.
Vendor	Vendor name — any vendor, not restricted.
G/L Account	G/L Account No. from the PO line.
Departure City	City of departure.
Destination City	Destination city.