Introduction

eTour is one of the primary modules of the eOffice portal. This module will be used by
employees, Admin section, protocol section, cash and Accounts section and Pay and
Accounts Sections to process all the tour related activities through electronic mode.
eTour comprises of different sections as follows:

Tour Log Sheet

Claims
Cash & Account
Admin

Lets have a quick overview of the different sections of eTour one by one.

Contents
TOUR LOG SHEET....................................................................................................................................................... 5
Tour Log Sheet........................................................................................................................................................ 5
Pre Tour ................................................................................................................................................................ 5
Post Tour .............................................................................................................................................................. 8
International Tour ................................................................................................................................................ 8
Dashboard................................................................................................................................................................. 9
Status ........................................................................................................................................................................ 10
Pending Approval............................................................................................................................................... 10
DSC Registration ................................................................................................................................................. 12
Draft Request(s).................................................................................................................................................. 13
CLAIM DETAILS........................................................................................................................................................ 14
Settlement and Expense Claim(s).............................................................................................................. 14
Confirmed Expense Claim.............................................................................................................................. 17
Claim History ........................................................................................................................................................ 18
Claim Draft(s)....................................................................................................................................................... 19
CASH & ACCOUNT ................................................................................................................................................... 20
Advance Request Approval ........................................................................................................................... 20
Advance Disbursal ............................................................................................................................................. 21
View Advance History...................................................................................................................................... 22
Enter Ticket Details........................................................................................................................................... 23
Claims- Approval Pending ............................................................................................................................. 24
Account Section Report................................................................................................................................... 26
Detail Tour Report............................................................................................................................................. 27
Ticket Booked By Office .................................................................................................................................. 27
eTOUR ADMIN........................................................................................................................................................... 28
Tour Mode.............................................................................................................................................................. 28
Tour Type ............................................................................................................................................................... 29
Payment Mode ..................................................................................................................................................... 30
Travel Agency....................................................................................................................................................... 30

Assign Tour Mode .............................................................................................................................................. 31

Approval Workflow........................................................................................................................................... 32
Head of Account .................................................................................................................................................. 33
Audit Trail .............................................................................................................................................................. 34
Assign Delegate ................................................................................................................................................... 35
Edit Assign Workflow ...................................................................................................................................... 36
Edit Assign Workflow Bulk ........................................................................................................................... 36

TOUR LOG SHEET

Tour Log Sheet
Tour Log Sheet has two parts i.e. Pre Tour and Post Tour.
Pre Tour
Pre Tour is classified in four sub parts as follows:

Tour Details
Tour Plans
Leave and TA/DA
Tour Summary

The steps to perform the Pre Tour Log Sheet are as follows:

Fig.eTour. 1

Fig.eTour. 2

Fig.eTour. 3

Fig.eTour. 4

Tour Details
Step 1: Go to Pre Tour Log Sheet of Tour Log Sheet as shown in Fig.eTour.1.
Step 2: Enter all the mandatory fields for the Pre Tour and User can save the Tour Details
Step 3: Save as Draft to save the pre tour details.
Next to move forward the details to next tab to complete the tour details.
Tour Plans
Step 4: The page is moved next, only when the Tour Details are filled as shown in
Fig.eTour.2.
Step 5: Provide the mandatory details to complete the Tour Plans.
Step 6: Click Add button to add the details and click Next to next Tab i.e. Leave TA/DA.
Leave TA/DA
Step 7: Leave TA/DA describes about the number of leaves taken if applied as shown in
Fig.eTour.3.
Tour Summary
Step 8: Tour Summary is the complete details of the Submitted Tour Plan, Tour
Details and Leave TA/DA. A request number is generated on successful submission as
shown in Fig.eTour.4.

Post Tour

Note: The process of logging a Tour Request is similar to Pre Tour.

Advance cannot be claimed in Post Tour except Pre Tour.
International Tour
International Tour Log Sheet comprises of two sections i.e. Personal Details and Tour
Details.
Personal details are preloaded values from the Personnel Information System.

Fig.eTour. 5

The steps to perform the International Tour log sheet are as follows:
Step 1: User need to fill the details of International Tour as shown in Fig.eTour.5.
Step 2: Click Save button to save and a message prompts After you return please fill the
claim.

Dashboard
The steps to describe the Dashboard are as follows:
Dashboard describes the details of the Tour with respect to the User (logged into the
application).

Fig.eTour. 6

Fig.eTour. 7

Step 1: Click the Request No to View Tour Request Details as shown in Fig.eTour.6.
Step 2: User can also generate the Tour Request Details in a PDF.

Status
The steps to view the Status are as follows:
Step 3: Tour Request can also be viewed on behalf of Self or Others as shown in
Fig.eTour.8.

Fig.eTour. 8

Pending Approval
The steps to view the Pending Approvals are as follows:

Fig.eTour. 9

Fig.eTour. 10

Fig.eTour. 11

Pending Approval can be either done on the Behalf of Self or Others as shown in
Fig.eTour.9 & 10 and 11.
Step 1: Select the Behalf of Self (Yes) to view the details of Self .
Step 2: Choose the User to view the Pending Approvals.
Step 3: User can search the employee by providing the Employee Name.
Step 4: Click Request No to view Tour Request Details and Approve/Reject Tour
Request.
Step 5: Go to Approve Comments and either Approve or Reject the Tour Details.
Step 6: Enter Comments or Reason when Rejected the Tour Details.
Step 7: Submit the comments for the Pending Approval Request for Tour .

DSC Registration
The steps to Register the DSC are as follows:

Fig.eTour. 12

Fig.eTour. 13

Step 1: Select the certificate displayed as DSC Enrollment as shown in Fig.eTour.13.

Step 2: Click Register button to register the DSC.
Step 3: Enter the PIN Number to register.
Step 4: Click Ok Button.
Step 5: Registered DSC is displayed as Signing Certificate.

Draft Request(s)
The steps to view the Draft Request(s) are as follows:

Fig.eTour. 14

Step 1: User can view the Draft Request by Self as shown in Fig.eTour.14.
Step 2: User can take Action of Edit or Delete on the Draft.

CLAIM DETAILS
Settlement and Expense Claim(s)
The process to settle and claim expenses are as follows:

Fig.eTour. 15

Fig.eTour. 16

Fig.eTour. 17

Fig.eTour. 18

Fig.eTour. 19

Fig.eTour. 20

Step 1: User can view the claims details for Self as shown in Fig.eTour.15.
Step 2: User can take action for the claims by clicking the Action Button.
Step 3: User should enter Tour Details and click Add button as shown in
Fig.eTour.16.
Step 4: Claim can be saved as Draft by Save as Draft or can be moved to Next.

Step 5: User should enter Free Board and Lodging details.

Step 6: Click Add button add the entered details as shown in Fig.eTour.17.
Step 7: Click Next to move to next tab.
Step 8: Enter Food Expenses details and click Add as shown in Fig.eTour.18.
Step 9: Click Next to move to next tab.
Step 10: Enter Hotel details and click Add to add the entered details.
Step 11: Click Next button to move to next tab.
Step 12: Enter Tour TA Bills details and click Submit as shown in Fig.eTour.19.
Step 13: A message prompts of successfully applied as shown in Fig.eTour.20.
Confirmed Expense Claim
The steps to process the Confirmed Expense Claim are as follows:

Fig.eTour. 21

Fig.eTour. 22

Step 1: Click Action button to view the claimed expense details as shown in
Fig.eTour.21.
Step 2: Click Generate Receipt button to generate receipt.
Claim History
The steps to view the Claim History are as follows:

Fig.eTour. 23

Fig.eTour. 24

Step 1: Click Action button to view the claims details as shown in Fig.eTour.23.

Claim Draft(s)
The steps to Claim Status are as follows:

Fig.eTour. 25

Fig.eTour. 26

Step 1: Click Action Button to perform entering the Tour details or can delete the record
as shown in Fig.eTour.25.
Step 2: User can save the claim as draft Save as Draft or click Next button to move to
further.

CASH & ACCOUNT

Advance Request Approval
The steps to process Advance Request Approval are as follows:

Fig.eTour. 27

Fig.eTour. 28

Step 1: Click Action button to view the advance request details as shown in Fig.eTour.27.
Step 2: Enter the Advance Details with the Forward or Reject remarks.
Step 3: Click Submit button to submit the details filled as shown in Fig.eTour.28.

Advance Disbursal
The steps to Advance Disbursal are as follows:

Fig.eTour. 29

Fig.eTour. 30

Fig.eTour. 31

Step 1: For the requested Advance Disbursal Action can be taken to edit and Submit as
shown in Fig.eTour.29.
Step 2: Enter the mandatory details for the Advance Disbursal.
Step 3: Submit the details if required else can be reset or moved back to escape the
existing page as shown in Fig.eTour.30.
On Submitting a PDF is generated as Advance Request Bill Form.

View Advance History

The steps to view the Advance History are as follows:

Fig.eTour. 32

Fig.eTour. 33

Step 1: View Advance History page appears and Admin can perform view action on the
desired Request No as shown in Fig.eTour.32.
Step 2: Disbursed Advance View page appears either page can Back or Print as shown
in Fig.eTour.33.

Enter Ticket Details

The steps to enter the ticket details are as follows:

Fig.eTour. 34

Fig.eTour. 35

Fig.eTour. 36

Step 1: Enter the From Date and To Date to get the details of Tickets needs to be filled
as shown in Fig.eTour.34.
Step 2: Click Search button to search the details.
Step 3: Click Action button to enter the ticket details.
Step 4: Enter the Ticket Details and Click Add to add the entered details as record.
Step 5: Click Save button to save the details as shown in Fig.eTour.36.

Claims- Approval Pending

The steps to approve the Pending Claims are as follows:

Fig.eTour. 37

Fig.eTour. 38

Fig.eTour. 39

Step 1: Click Action button to open the pending claims as shown in Fig.eTour.37.
Step 2: User can either go for Receipt or Certificate generation else move to Next in PartA.
Step 3: Enter the reason either Approve or Reject.
Step 4: Click either Approve or Reject button as shown in Fig.eTour.39.

Tour Report
The steps to view the Tour Report are as follows:

Fig.eTour. 40

Step 1: Enter the details to Search desired details From Date and To Date are
mandatory as shown in Fig.eTour.40.
Step 2: Click Search button to obtain the desired search.
Step 3: Click Action button to view the details of the Tour Report.
Account Section Report
The steps to view the Account Section Report are as follows:

Fig.eTour. 41

Step 1: Enter the mandatory details to obtain the desired search results as shown in
Fig.eTour.41.
Step 2: Click Search Button to view the result.

Detail Tour Report

The steps to view the Detailed Tour Report are as follows:

Fig.eTour. 42

Step 1: Enter the mandatory details to obtain the desired search results as shown in
Fig.eTour.42.
Step 2: Click Search button to view the results.
Step 3: Admin can generate the receipt by performing action on Generate Receipt.
Ticket Booked By Office

Note:
The process of entering the ticket details are similar to Enter Ticket
Details, the difference is defined in the status of Tour Request whether the
Ticket is by Office, Sponsored or Self.

eTOUR ADMIN
Tour Mode
The steps to add the mode for tour are as follows:

Fig.eTour. 43

Fig.eTour. 44

Step 1: Admin can search the existing records to edit as shown in Fig.eTour.43.
Step 2: Admin can also Add new records to existing records by Add button.
Step 3: Admin can perform actions of Edit or Delete on the Searched records.
Step 3.1: Enter the mandatory inputs to be set in records.
Step 3.2: Click Save to save the record or can be reset the fields as shown in
Fig.eTour.44.

Tour Type
The steps to add the Type for Tour are as follows:

Fig.eTour. 45

Fig.eTour. 46

Step 1: Admin can search the existing records as shown in Fig.eTour.45.

Step 2: Admin can also Add new records to existing records by Add button.
Step 3: Enter the mandatory inputs to be set in records.
Step 4: Click Save to save the record or can be reset the fields as shown in Fig.eTour.46.

Payment Mode
The steps to add the Payment mode for Tour are as follows:

Fig.eTour. 47

Fig.eTour. 48

Step 1: Admin can search the existing records to edit as shown in Fig.eTour.47.
Step 2: Admin can also Add new records to existing records by Add button.
Step 3: Enter the mandatory inputs to be set in records.
Step 4: Click Save to save the record or can be reset the fields as shown in Fig.eTour.48.
Travel Agency
The steps to add the Agency Type for Tour are as follows:

Fig.eTour. 49

Step 1: Admin can search the existing records to edit as shown in Fig.eTour.49.
Step 2: Admin can also Add new records to existing records by Add button.
Step 3: Enter the mandatory inputs to be set in records.
Step 4: Click Save to save the record or can be reset the fields.

Assign Tour Mode

The steps to assign the mode of Tour are as follows:

Fig.eTour. 50

Fig.eTour. 51

Step 1: Admin can search the existing records to edit as shown in Fig.eTour.50.
Step 2: Admin can also Add new records to existing records by Add button.
Step 3: Enter the mandatory inputs to be set in records.
Step 4: Click Save to save the record or can be reset the fields as shown in Fig.eTour.51.

Approval Workflow
The steps to create the workflow are as follows:

Fig.eTour. 52

Fig.eTour. 53

Step 1: Admin can search the existing records as shown in Fig.eTour.52.

Step 2: Click Add to add the details.
Step 3: Enter the inputs to be searched.
Step 4: Click Search button to search the details.
Step 5: Select the Officer Name for whom the workflow should be assigned.
Step 6: Provide the Number of Authority Levels.
Step 7: Choose the Authority Level and Set the Priority.
Step 8: Click Submit to submit the details as shown in Fig.eTour.53.

Head of Account
The steps to add the Head Account for Tour are as follows:

Fig.eTour. 54

Fig.eTour. 55

Step 1: Click Add New to add Project Head as shown in Fig.eTour.54.

Step 2: Click Edit or Delete to edit the record and Delete to delete the records.
Step 3: Enter the Project Head and Description.
Step 4: Click Save button to save the details as shown in Fig.eTour.55.

Audit Trail
The steps to get the Audit Trail for Tour are as follows:

Fig.eTour. 56

Fig.eTour. 57

Step 1: Provide the From Date and To Date as shown in Fig.eTour.56.

Step 2: Click Search button to view the Audit Trail report as shown in Fig.eTour.57.

Note:
Audit Trail Report signifies the Users Login Attempts and Processes.

Assign Delegate
The steps to assign the delegate for Tour are as follows:

Fig.eTour. 58

Fig.eTour. 59

Step 1: Admin can search the existing records as shown in Fig.eTour.58.

Step 2: Click Search button to search the records.
Step 3: Click Add New to assign new delegate.
Step 3.1: Select Delegate For and Delegate To, if required can check Submission Power.
Step 3.2: Click Save button to save the new assigned workflow as shown in Fig.eTour.59.

Edit Assign Workflow

The steps to edit the workflow for Tour are as follows:

Fig.eTour. 60

Step 1: Admin can search the existing records by providing Employee Code, Name or
Designation.
Step 2: Click Search to search the Employee.
Step 3: Check the Box to Select the Officer Name.
Step 4: Select the Employee Name in correspondence to Authority Levels.
Step 5: Click Submit button to submit the details as shown in Fig.eTour.60.
Edit Assign Workflow Bulk
The steps to edit the workflow for bulk assign are as follows:

Fig.eTour. 61

Step 1: Edit the existing data needs to be edited as shown in Fig.eTour.61.

Step 4: Click Submit button to save the record.