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SAP AG 2008

AC270 Travel Management

SAP AG

THE BEST-RUN BUSINESSES RUN SAP

© SAP AG 2008

AC270Travel Management

Software components: SAP ERP 6.04

Version 92

Material number: 50094582

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SAP AG 2008

Copyright 2008 SAP AG. All rights reserved.

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permission of SAP AG. The information contained herein may

be changed without prior not ice.

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SAP AG 2008

Course Prerequisites

Recommended:

AC010 Business Processes in Financial Accounting

or

HR050 Business Processes in Human Capital Management

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Target Group

Participants:

Consultants, project teams

Duration: 5 days

The training material is not intended for autodidactic learning, but should only be considered asupplement to the instructor's explanations. That is why sufficient room has been left for your notes.

The exercises are only meant to be a supplement to the examples covered during the course. It is possible that there is not enough time during the course to do all of the exercises. In this case you can

use them after the course to practise and reinforce what you have learned.

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Course Goals

Course Objectives

Course Content

Course Overview Diagram

Main Business Scenario

Contents:

Course Overview

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This course will prepare you to:

Enter, settle, pay, and post trips

Map enterpr ise-specific travel guidelines in the system

using Travel Management Customizing

Learn about how to use the Travel Planning appl ication

component (requesting trips, querying available travel

services, booking travel services)

Set up your Travel Management system to meet your

enterprise's requirements

Course Goals

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At the conclusion of this course, you w il l be able to:

Create HR master records and

corresponding vendors

Enter, settle, pay, and post trips

Make the necessary settings in the

Implementation Guide

Set up the standard form

Create Travel Management queries

Course Objectives (Travel Expenses)

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Unit 1 Course Overview

Unit 2 Travel Management Overview

Unit 3 HR Master Record and Vendor Master Record

Unit 4 Entry and Approval of Travel Expenses

Unit 5 Settlement, Payment, and Posting of Trips

Preface

Contents 1

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Contents 2

Unit 6 Credit Card Clearing

Unit 7 Optical Archiving

Unit 8 Control Data for Travel Expenses

Unit 9 Reimbursements – Travel Costs

Unit 10 Reimbursement for Meals and Accommodation

Unit 11 Dialog and Settlement Control

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Contents 3

Unit 12 Settings for Interfaces

Unit 13 Form Structure

Unit 14 Entry and Approval of Travel Requests and Plans

Unit 15 Technical Settings and Contro l Parameters for TravelExpenses

Unit 16 Master Data for Travel Planning

Unit 17Setting up Enterprise-Specific Travel Policies

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Contents 4

Unit 18 Mapping Agreements w ith Travel Service Providers

Unit 19 Process Control

Unit 20 Roles and Authorization Management

Unit 21 Reporting

Unit 22 Setting up Employee Self-Service

Unit 23 Mobile Travel Expenses

Append ix

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The model company, IDES, wants to introduce travelmanagement including the "travel request" object.

The aim is to achieve system-supported processing of

travel requests and approvals, the selection and onl ine

book ing of all requi red travel services, and the electronic

settlement of travel expenses. The project team needs to

decide which tasks are carried out centrally and which

are carried out locally.

Internal specifications relating to business trips should

be drawn up as clear travel policies and recorded in the

system so that they can be applied automatically.

Main Business Scenario (1)

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The enterpr ise has special agreements with variousservice providers. These must also be mapped in the

system, so that they can be automatically used w hen

flights, hotels, and rental cars are selected and reserved.

SAP Business Workflow is to be used to support the

approval process.

Employees in the expenses department also need a basic

understanding o f how the Travel Management system

should be set up.

Main Business Scenario (2)

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The Travel Management Environment

Integration of Travel Planning into the overall Travel

Management process

Cost benefits

The future role of the travel agency

The Travel Planning concept

HR master record for Travel Planning

and Travel Expenses

Travel priv ileges

Contents:

Travel Management Overview

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Explain how the overall process of SAP Travel

Management is integrated into the overall SAP

system

Explain which HR master data is required for the

use of Travel Planning and Travel Expenses

At the conclusion of th is unit, you w il l be able to:

Travel Management Overview: Unit Objectives

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Travel Management: Environment

HR Payrollaccounting

Non-SAP systems

Statementfor

employee

Reporting

Data mediumfor creditinstitutes

FI Financial

Account ing

CO Cost

Account ing

Non-SAP systems

Planning and Settlement

of Trips

Generate results

Name

Org. assignment

Cost distribution

Travel privileges Personal profil e

Preferences

Customizing

Trip data entry (includin g ESS)

HR Administration

For an exact date

Tax free

Enterprise-specific

Trip duration Receipts (flight, hotel,

telephone) Automat . per d iem invoi ce Opt. archive f. receipts Cost assignments

Destinations Adv ances Credit card clearing

Online booking by

connection to external

reservation systems

Travel Planning

TravelManagement

HRMaster data

FI/CO

HRsettlement

HR master data, control parameters stored in views, and any trip data that has been entered are all usedin Travel Planning and the travel expense report. Using an external reservation system, travel servicescan be reserved and booked. Any subsequent revisions are also taken into consideration.

The settlement results can be forwarded to Financial Accounting (FI), Payroll or to non-SAP systems.Payment by means of a data medium is also possible.

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Credit card

clearing

Optical

archive Data transfer using ALE:Financial Accounting, Cost Accounting

HR Payroll, Funds Management

• Per diems/flat rates

• Kilometer distrib ution

• Documents• Advanc es• Cost distribution

Accounts fo r Trips Travel

cost

controlling

Request and approvalRequest and approvalwith SAP Business Workflowwith SAP Business Workflow

• Reporting• Statistics

• Business

Warehouse

Advanceentry

Booking

and reser-

vation

system

• Flights

• Hotels

• Car rental

• Train (currently Germany)

Travel Planning

• General trip data

• Itinerary

• Travel services required

• Estimated total costs• Comments

• Account ass ignment

Travel Request

The Travel Management Environment

SAP Travel Management accompanies all travel-related processes with end-to-end functionality andincludes settlement, taxation, and payment. This includes requesting, planning, and booking trips as wellas settling travel expenses and forwarding the settlement results to other functional business areas.

The modular structure of Travel Management means that the individual subareas can be used in anycombination, whereby Travel Expenses is often used as the first component. The maximum benefit isobtained by using all three subareas, with the one-time entry of employee master data.

The use of SAP Business Workflow supports the model of a decentralized entry of trip data. Theadvantages for you are that all people involved in the approval process are directly linked with oneanother via the SAP system, which makes the approval processes much more efficient.

You can introduce the current release of SAP Travel Management independently of the rest of the SAPapplication landscape. SAP ALE technology (Application Link Enabling) is used to bridge

communication gaps with other SAP applications that have a lower release level. In addition to various reporting options in Travel Management itself, SAP Travel Management supports

connection to SAP Business Warehouse.

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You make a

travel request

of your linemanager to

approve is

RequestRequesttraveltravel

TravelTravelrequirementrequirement

Business

Reasons

request a trip

DataData

settlesettle

Add

additionaltrip facts

Financial AccountingFinancial Accounting

Cost AccountingCost Accounting

TaxationTaxation

DisbursementDisbursement

You enter trip

destination

and trip timeYou book

flight, hotel

room or car

rental via a

Global

Distribution

System (GDS).

Processing with SAP Travel Management:

TravelTravel

RequestRequest

TravelTravel

expensesexpenses

Complete Travel Management Process

TravelTravel

PlanningPlanning

T

R

I

P

Transactions in the enterprise:

You add the

remaining trip

facts

You check the

trip and

approve it for

settlement

The system

calculates the

trip.

You can print

a statement for

the employee

Booking travel

expenses in

Financial Accounting

Trip results go to

Cost Accounting

Taxation via HR

settlement

Plan andbook trip

The complete Travel Management process and the elements of the SAP system in which data is enteredare shown here.

As a result of the process chain, the trip data for an authorized trip is entered once completely in theSAP system. The Travel Planning data was entered in the system for approval and reservation/booking

purposes. The receipts are created from the reserved services. The SAP system settles the travelexpenses generated by the trip and forwards them to Financial Accounting, Controlling, Cash Budget

Management and, if necessary, Human Resources for further processing.

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Complete Travel Management Process

Mobile TravelSAP

TravelPlanning

SAP TravelExpenses

mySAP ERPFinancials

(FI/CO/FM)

Travel

agency

(Fulfilment)

GDS + other reservation

systems

Card

payment

Ongoing

improvement of processes

and travel policies

The latest information

on flights, prices,

and charges

Obser-

vance of

travel

policy

PNR &

profil-

synchro-

nization

SAP

Travel

Management

+ SAP BW:

Anal ysis of

travel serviceproviders +

control of expenditure

on travelexpenses

Import of card

transactions (central

settlement

only)

Automatic

transfer to

travel

expenses

Company credit card support

Travel center

card

Individual

company cards

360 ° Travel Management

Global Travel Management

Integration of internal and external information

Acceleration of payment processes through credit card integration

Mobile applications

No integration gap

All of the data and information concerning all parties involved in the process (for example, reservationsystems, credit card companies, and other SAP applications) is merged together here, enabling you toobtain a solid information base and to continuously improve processes in travel management.

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Advantages for

the Travel Planning

process

Efficient internal

communication

Not dependent on t ravel

agency opening times

Negotiation benefits

thanks to simplifiedanalysis of travel services

used

Automatic

check on

travel policies

Cost Benefi ts

Cost benefits in internal communication are achieved in particular by connecting Travel Planning toSAP Business Workflow, which can be used to uniquely define the approval processes and easilyimplement even complex approval procedures in the system.

Data is parked in the SAP system and is therefore in the enterprise's possession. No third parties arerequired to execute reports.

Process cost savings in Travel Management:

Requesting and booking trips

Settling travel expenses

Payment and further processing of costs

Savings in direct travel expenses

Unique end-to-end solution - no development or maintenance of other interfaces

Systematic observance of travel policies

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SAP Travel Planning

- Approval- Posting

- Settlement - Travel manager

- Quality assurance

Organizational Unit Travel AgencyTicket / invoice

Posting record (PNR)

External

Reservation System

U s e r

T r a v e l a g e n c y e x

p e r t

SAP server

Posting

Ticket data

Data Flow and Future Role of the Travel Agency

The use of Travel Planning is an important strategic advantage for the travel manager role in anenterprise: The sales statistics and report tools in Travel Planning provide sound arguments in tariff negotiations with service providers. The travel manager is relieved from many routine tasks and can

therefore concentrate on strategically important tasks such as system and quality management as well as

controlling and optimizing internal processes.

The passenger name record (PNR) plays an important role when using a global distribution system(GDS) such as Amadeus, Sabre or Galileo. This record is transferred to the travel agency and can be

retroactively optimized here, if necessary. The travel agency therefore has qualitative substance, but atthe same time is relieved from routine tasks such as the booking of simple trips, and can thereforeconcentrate on organizing more complex business trips.

However, at the same time, the travel agency can also enter new trips in the reservation system. Thestandard programs and transactions delivered are used to transfer these trips from Amadeus, Sabre, and

Galileo to the SAP system, and the travel agency must enter certain remark lines in the PNR, for example, the personnel number of the person travelling.

Travel agencies can also take on the role of a consulting or IT service provider. Some travel agenciesalready offer their consulting expertise for the implementation of the Travel Management software.Travel agencies can also offer their customers the SAP software as service providers (ASP or BPOscenario). Travel agencies handle system administration and the enterprise can access employee self

services via SAP EP. Integration in the enterprise system landscape (FI/CO/HR) is achieved via ALE.

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System Infrastructure

SAPSAP

systemsystemvia remote

connection

T r i p f ac t s

Travel agency

Local data

Connected

reservation systems

(Amadeus, Sabre,Galileo, HRS, hotel.de,

BIBE, and so on)

Hotel

catalog

Travel agencyTravel agency

EmployeeEmployee

Connection to external reservation systems (AMADEUS, SABRE, GALILEO, HRS, hotel.de, andBIBE) is achieved in one of two ways:

Internet connection

Special direct connection to the reservation system

In addition, data (in particular hotel data) can be stored at local level and offered to the user as the first-choice selection. However, this only applies for hotels that can be booked with the GDS available at thetime.

If the hotel catalog is used, you must also bear in mind that there are different access options for theconnected GDSs:

Sabre: An availability check of the stored hotels is carried out automatically.

Amadeus: Availability is only checked if you have maintained profiles for the hotels and stored thesein the Amadeus system. If you do not use this functionality, the hotel catalog stored in the SAP

system is used for a hotel query (if you have set up the hotel catalog). However, the availability

check is not carried out automatically for all the hotels stored in the hotel catalog. The check is onlycarried out after an individual hotel has been selected.

Galileo: An availability check is not carried out automatically for all the hotels stored in the hotelcatalog. The check is only carried out after an individual hotel has been selected.

In order to synchronize the trip data, the reservation systems must be connected via the interfaces provided (RFC, XI).

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Travel Planning Concept

SAP

Travel Planning

Travel

preferences

• Person-specific

• Information about

flight preferences,

hotel preferences,

car rental preferences,and customer

programs

• In infotypes or

during entry

Travel

policies

• Enterprise-specific

• Details on routes,

trip destinations,

travel categories

(flight, hotel,

rental car),

trip duration, etc.

The general Travel Planning concept is based on two principles:

Mapping of enterprise-specific travel policies in Travel Planning Customizing

Storage of employee-specific data in the infotypes of the SAP Human Resources (HR) solution

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Travel Polic ies: Examples:

Flight booking codes:Domestic flights: Economy class

(if Economy is not available:

higher flight class allowed)

International flights: Business class

Hotel catalog:

Stay in a hotel listed in the hotel catalog;

If a catalog hotel is not available: Sheraton or Hilton

Rental cars:

Worldwide Hertz, in Europe Europcar also permitted,

in Madrid I T S Cars also permitted

For a trip of > 7 days: Luxury class rental car permitted

= Internal specification on the use of travel services

Travel policies are internal enterprise specifications on the use of travel services, which are stored inCustomizing for SAP Travel Planning.

The enterprise's travel policies can override the personal preferences of a traveler.

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Travel Preferences: Examples

Flights

Smoking/non-smoking

Seat position /seat requirements

Requirements for disabled care

Preset departure location

Hotels

Bed type

Room category

Car rental

Air cond it ioning

Non-smoker

Manual/automatic Preferred make of car

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Organizational Assignment

Personal Data

Travel Privileges

Addresses

Bank Details

Cost Distribution

Travel Profile

Flight Preference

Hotel Preference

Car Rental Preference

Customer Program

InfotypeInfotype

Mandatory

Optional

Name

0001

0002

0017

0006

0009

0027

0470

0471

0472

0473

0475

HR Infotypes for Travel Management 1 (Mini Master)

The Hiring (Travel Expenses or Travel Planning Mini Master) HR measures contain the requiredinfotypes for using SAP Travel Management. A sequence is run through step by step on initial entry of infotypes. HR master data that has already been created can be changed or extended at any time.

Each employee must have at least the following infotypes before going on a business trip:

Organizational Assignment (0001)

Personal Data (0002)

Travel Privileges (0017)

Addresses (0006): Basically, it is advisable to post without maintaining this infotype, because theTelephone Number field in this infotype is used to create the passenger name record. Furthermore,this IT is used together with the Bank Details IT (0009) in Travel Expenses if settled trips are to be

paid out on the credit side by Financial Accounting (FI).

In addition, the address from infotype 0032 (building address) can be transferred to the PNR. For more information, see the maintenance view in the IMG: Travel Management Travel Planning

Expert View Further Control Parameters Define Enterprise-Wide Control Parameters.

In Travel Expenses, the Cost Distribution infotype (0027) is used for the allocation of total costs todifferent cost centers.

The Actions (0000) and Settlement Status (0003) infotypes are automatically created when an employeeis first hired.

Travel Planning-specific infotypes 0471 - 0475 represent the area of personal preferences of eachindividual employee.

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Organizational Assignment

Personal Data

Travel privileges

Addresses

Bank details

Cost distribut ion

Travel prof ile

Flight preference

Hotel preference

Car rental preference

Customer program

InfotypeInfotype

Required

Travel Planning

Name

0001

0002

0017

0006

0009

0027

0470

0471

0472

0473

0475

HR infotypes for Travel Management 2 (Mini Master)

Even though infotypes 0470 - 0475 are only optional, they make it possible for employees' personal preferences to be taken into consideration each time a business trip is booked.

The Flight Preferences infotype (0471) contains flight-specific information such as preferred meal timesor seat position, and the preferred departure airport.

The Hotel Preferences infotype (0472) contains information on preferred room or hotel category.

The Rental Car Preference infotype (0473) relates to preferred car makes or a car with or without air conditioning, for example.

The Customer Program infotype (0475) can be created multiple times, because it relates to all provider categories. Data on frequent flyer programs and special rental car or hotel customer programs can be

stored here.

The Travel Profile infotype (0470) makes it possible to assign a travel profile to an employee. The additional Communication infotype (0105) subtype 0001 is used to directly assign system users to

the active SAP system (SAP Business Workflow, SAP Office and ESS). Subtype 0011 is used in credit

card clearing.

The Travel Planning activity includes the Travel Expenses Mini Master Record activity.

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Travel Privi leges

Valid from 01.01.XXXX - 31.12.9999

Personnel No.

Ac tive

Employees

EE Group

EE Subgroup

00098020

1

DU

Name

HamburgPers.Area

Chris Miller

1000

R.grp M/A statutory

R.grp M/A enterpriseE.grp expense type

E.grp Travel Management

Groupings

1

No distinction

No distinction

No distinction

Group 1

Trips assigned

Employee has tripsEmployee has trips

Company code changes

Change permittedR.grp mileage

Vehicle typeVehicle c lass

License plate number

Mileage

Al l employees

Car No distinction

Al locations

Company co de

Business areaCost center

Funds Center

Funds

0001

0001

SAP A.G.

Business area 0001

3200Marketing

Valid from 01.01.XXXX - 31.12.9999

Personnel No.

Ac tive

00098020

1

Name

Hamburg

Chris Miller

1000

Groupings

1

R.grp M/A statutory All employees

R.grp M/A enterprise All employees

E.grp expense type All employees

E.grp expense type Group 1

Trips assigned

Employee has tripsEmployee has trips

Company code changes

Change permittedR.grp mileage

Vehicle typeVehicle class

License plate number

Mileage

Al l employees

Car All vehicle clas ses

Al locations

Company code

Business areaCost center

SAP A.G.

Business area 0001

EE Group Pers.area

Employees 3200 MarketingEE Subgroup Cost center DU

0001

0001

TRV-01 General travel costs

The control parameters for travel expenses are stored for each employee in the Travel Privileges (0017)infotype. Examples are the mileage reimbursement group and the statutory and enterprise-specificreimbursement groups for accommodations and meals.

The travel privileges control, among other things, the reimbursement amounts that the settlement program uses and the kinds of receipts that can be entered for an employee.

Travel privileges must be created in the master data for each employee who is allowed to go on businesstrips.

Fields in the Mileage area will be shown or suppressed depending on the cumulation procedure chosenin the IMG activity Define miles/kms cumulation.

Transaction PM01 can be used to add customer fields.

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Maintenance of Travel Preferences in the SAP EPInterface

The SAP EP interface simplifies maintenance of the infotypes mentioned above and enables these to bedisplayed in an overview. This makes it possible for you to combine infotypes within one view duringmaintenance (for example, infotypes 0471 and 0475 as above).

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Explain how the Travel Management module

relates to the overall SAP System and how

it is integrated with other SAP modules.

Understand the purpose and process of Travel

Planning in the overall Travel Management

process

Set up the HR master data for travelers

You are now able to:

Travel Management Overview: Summary

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Exercises

Unit: Travel Management Overview

Topic: HR Master Data/Travel Preferences/Travel

Privileges

At the conclusion of these exercises, you will be able to:

Adjust the HR master data

Maintain travel preferences

Display the data in the Travel privileges infotype

2-1 Adjusting the HR Master Data

HR master records have already been created in the training system (personnel number

980##). In Employee Self-Service, change the form of address, first name, and last name.Recommendation: Use your own name.

2-2 HR Master Data for Travel Planning

Create travel preferences for your employee (personnel number 980##):

Flight Preference (infotype 0471):

Enter a preferred meal time.

Specify the preferred seat location.Enter Frankfurt as the default departure airport.

Hotel Preference (infotype 0472):Enter a preferred bed type, room category, and whether you prefer a non-smoker room.

Rental Car Preference (infotype 0473):Enter your preferences for a smoker/non-smoker vehicle, air-conditioning, and transmission.

Customer Program (infotype 0475):

For the airline Lufthansa, enter the Miles & More customer program, using any customer number.

## = Group number

2-3 Display Travel Privileges

Display the travel privileges for your employee (personnel number 980##) and make a noteof the employee grouping defined for Travel Management.

## = Group number

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Solutions

Unit: Travel Management Overview

Topic: HR Master Data/Travel Preferences/Travel

Privileges

2-1 HR Master Data

2-1-1 SAP EP Interface Service Personal Information

2-1-2 Personal Data

Choose Edit and change the form of address, first name, and last name.

Save your entries and exit the maintenance screen for personal data.

2-2 HR Master Data for Travel Planning

2-2-1 SAP EP Interface Service Travel Management My Travel Profile.

2-2-2 Define the flight/hotel/rental car preferences and customer program:

In the tabs, make the relevant entries for the preferences and, if required, thecustomer programs.

Save your entries and exit the maintenance screen for preferences.

2-3 Display Travel Privileges

In the SAP menu, choose Accounting Financial Accounting Travel Management

Travel Expenses Travel Expense Manager Environment HR Master Data

Display (or call transaction PRMS directly).

The Display HR Master Data screen is displayed.

Enter the personnel number in the Personnel no. field and select Travel Privileges.

Choose Display.

The travel privileges are displayed.

The employee grouping defined here for Travel Management is: G##.

## = Group number

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HR min i-master record for Travel Management (HR)

Vendor master record maintenance (FI)

Contents:

HR Master Record (HR)/Vendor Master Record (FI)

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HR Master Data (Mini Master)/Automatic Maintenance of Vendor Master Records: Unit Objectives

Create a min i-master record

for an employee

Create a vendor master

record that corresponds

to the personnel number

At the conclusion of this unit , you wi ll be able to:

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...

Overview

PersNo. .....98020From .....01.01.XXXX

Action:

PersNo. 98020 Chris Miller

Act ions Infotype Menu

Trvl. exp. (mini master)

Personnel Actions

Personal Data

Org. Assignment

Travel PrivilegesPersonal Data

Org. Assignment

Travel Pr ivil eges

...

The Human Resources system stores the different categories of employee data in the correspondinginfotypes. An employee's address, for example, comprises the town, street, and house number. This datais stored in the Addresses infotype (0006).

Each infotype contains a name ID and a number ID. You can use these IDs to call up an infotype duringmaster data maintenance either directly or from an infotype menu.

The transaction for Personnel actions groups together infotypes that represent certain HR activities (for example, hiring a new employee). Each personnel action contains precisely those infotypes for which

data must be entered in connection with the relevant activity, and presents these infotypes one by onefor maintenance.

For settling travel expenses, the necessary infotypes are grouped together in the Trvl.exp. (mini master)

action.

You can call the Trvl.exp. (mini master) or Org. reassgmt (TE mini master) actions from the SAP EasyAccess menu under Travel Management, Person-Related Master Data. To do this, you create a new

personnel number (if one does not yet exist) or maintain the respective employee data successively.

SAP AG provides the program RPUSTD00 as an example of how to transfer legacy personnel master data.

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Maintain HR Master Data: Travel Expenses

Personal Data

Last name Mil ler

First name

Travel Privileges

R.grp mileage

R.grp M/A statutory

9

R.grp M/A enterprise

E.grp expense type

Org. Assignment

Company code 1000

Personnel area 1000

Chris

PersNo. 98020 Chris Mil ler

Travel Expenses

Personal Data

Org. Assignment

Travel Pr ivil eges

Cost center 3200

The most frequently-used infotypes are classified by subject in various menus (in master datamaintenance). You can design these menus to suit your own requirements. You do this by determiningthe infotypes and the order in which they appear in the menu. The infotype menu Travel Expenses is

delivered as standard with Travel Management. You reach this via the SAP Easy Access menu, under

Travel Management Person-related master data.

There are two basic options for maintaining infotypes:

Existing infotype records are to be changed (corrected)

Infotype data is entered for the first time

In the case of a correction, the old record is usually delimited and a new record is added. This

guarantees the history of the infotype records.

Using period selection, you can more access the applicable infotype records more precisely in each case.

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Adapting User Procedures: Actions

PersNo. 98020 Chris Miller

Personnel actions

From

Act ion type . . .

Travel expenses

Org. reassign.

(Mini master)

(TE Mini master)

Changeaction menu

Create personnel

action types

Define

info groups

In action maintenance, you can add or remove personnel actions in the Personnel action menu. You canalso define your own actions.

In this case, you first define the info group (two places, numerical). You assign the infotypes to this youwant to edit when performing the action.

In the standard version, SAP provides you with the info groups 56 Travel Expenses (mini master) and57 Organizational reassignment (TE mini master).

In a second step, you define the personnel action type (2 places, numerical) that matches your chosen personnel action and then specify its work area by assigning it to the relevant info group.The standard version includes the personnel action types 56 Travel Expenses (mini master) and 57Organizational reassignment (TE mini master).

In a final step, you assign the action types to the action menu TR. Here you determine the menu that

appears when you call the Personnel actions transaction from the Travel Management, Person-related master data area. Here, you can also add to or remove existing actions.

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Adapting User Procedures: Info Type Menu TR

SAP Easy Access:Travel Management

Travel expensesIn fotype menu: TR

Personal data

Org. assignment

Travel privi leges

User group No. Infotype ... In fotype text

00

00

00

. . .

01

02

03

0002

0001

0017

IMG: Master data maint.:

PersNo. 98020 Chris Mi ller

Travel expenses

Personal data

Org. assignment

Travel priveleges

The IMG activity Change Infotype menu makes it possible for you to add or remove the infotypes listedfor each personnel number in the SAP Easy Access menu under Travel Management, Person-related

master data, Maintain.

In this case, you maintain the infotype menu TR Travel Expenses. Adapt this to suit your requirements.

You can, of course, include an infotype in more than one menu.

You can define the menu in accorance with user group UGR from the parameters for user master data.

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Maintaining CorrespondingVendor Master Records

Pers.No.

4711 Chris Miller

98020

Vendor

Create, change, lockCreate, change, lock

vendor master recordsvendor master records

from HR master recordsfrom HR master records

HR infotypes Vendor reference

From the SAP Easy Access menu, under Travel Management, Person-related master data, Create

vendors, you can call the program Create/Change/Lock Vendor Master Records from HR Master Records (RPRAPA00) to create a batch input session for creating and maintaining person-specific

vendor master records on the basis of HR master data.

You need to prepare the following infotypes from HR master data: Actions (0000), Organizational

Assignment (0001), Personal Data (0002), Addresses (permanent residence) (0006) and Bank Details

(0009).

All the other data required for a vendor master record is taken from the reference vendor. You enter thisas a parameter when you start the program. Please remember that for this reference vendor, you must

make reference data available for all company codes that could be relevant according to HR master data.You must also ensure that the reference vendor is assigned to an account group with internal number assignment.

If you do not enter a house bank in the reference vendor, it is determined via feature TRVHB accordingto the employee's organizational assignment.

The HR employee master record is linked with the relevant vendor master record via the personnelnumber entry in the company code section of the vendor. Using the search help Vendors by personnel

number , you have fast access to the corresponding vendor master record via a specified personnelnumber.

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HR Master Data (Mini-Master Data) AutomaticMaintenance of Vendor Master Records: Summary

Create a mini master record fo r an employee

Create a vendor master record corresponding

with the personnel number


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Exercises

Unit: HR Master Data/Vendor Master Data

Topic: Maintaining HR Master Data/CreatingVendor Master Data


Maintain the HR master data

Create the vendor master data

3-1 Maintaining HR Master Data

Change your employee's address at the start of the year.

3-2 Creating Vendor Master Data

For your personnel number, create a work file for client 804. Save your input parametersunder the variant AC270-XX.

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Solutions

Unit: HR Master Data/Vendor Master Data

Topic: Maintaining HR Master Data/Creating

Vendor Master Data

3-1 Maintaining HR Master Data


Travel Expenses Travel Expense Manager Environment HR Master Data

Maintain.

The Maintain HR Master Data screen is displayed.

Enter the personnel number in the Personnel no. field and select the address.

Choose Change.

Change the address.

Save your changes.

3-3 Creating Vendor Master Data


Person-Related Master Data Create Vendors.

Change the input parameters in accordance with the instructor’s specifications.

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Entry and Approval of Travel Expenses

Contents:

Organizational forms of entry

Author izat ion concept

Employee Self-Service

Functions for the expert

Approval functions

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Entry and Approval of Travel Expenses:Unit Objectives

Distinguish between the possibleorganizational forms

Use the different entry scenarios and decidewhen each scenario is to be used

Enter trip advances

Use the different cost distribu tion proceduresfor trips

Use the approval program

At the conclusion of th is un it, you wi ll be able to:

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Request/

Travel expense

report

Request/

Travel expense

report

Traveler

Distributedcentralized

entry

Decentralizedentry

Head officeentry

Travel assis tantTravel

administrator

Plans, entersand approves

trips

Checksand approves

trips

Checksand approves

trips

Plans, creates

and changes

trip requests/travel

expense reports

Organizational Forms of Trip Data Entry

Plans, createsand changes

trip requests/travel

expense reports

1

2

3

Processes are listed according to how frequently they are used in companies and the potential savingsthey can lead to.

There are two different organizational forms for entering trip data:

Centralized entry

Decentralized entry

Two procedures can be distinguished in centralized entry:

Centralized entry of trip data after completion of a trip

Centralized entry of trip data with a travel request

In decentralized entry, different organizational forms are possible, including:

Decentralized entry of trip data by a department office

Decentralized entry of trip data by the employee

Depending on the organizational form used, you specify who carries out which functions(entering/changing of trip data, approval of trip data) or who is allowed to assign which status (requestopen/trip completed).

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Three aspects of access authorization thatThree aspects of access authorization that

can be combined as requiredcan be combined as requi red

1. Whose data can the user access?

For example: - Only his or her own data

- Data for a particular employee subgroup

(If user belongs to this employee subgroup, he or she

can be blocked from entering his or her own trips)

2. Which trips may the user process or change?

For example: - New trips can be created

- Approved trips cannot be changed

- Posted trips cannot be changed

3. Which statuses may the user set?

For example: - Requests can be processed, but not approved

- Trips can be entered, but not approved

- Approve

Authorization Concept

Authorizations are assigned depending on the user's role. The following roles exist in TravelManagement:

Traveler

Travel assistant

Travel administrator

Approving manager

Travel manager

Payer of advances

For more information, see the unit Authorization Management and Roles.

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Entering of travel expenses data

Employee Self-Services user

SAP EP interface

Travel manager

Expert user

Travel expenses manager

Travel calendar

Weekly repor t

Trip advances

Approval of individual trips

Centralized col lective approval

Settlement

Printing of forms

Payment of travel expenses

Posting of travel expenses

2

1

3

4

5

6

Overview: Travel Expenses Process

Travel Management has the right application for every user profile.

For travelers and assistants, there is the Employee Self-Services interface in SAP EP. For EmployeeSelf-Services users in SAP GUI, there is Travel Manager . Both applications contain all services thatoccur in the course of the business trip process and include travel requests, travel plans and travel

expense reports.

For expert users such as administrators or frequent travelers, there are the Travel Expense Manager,

Travel Calendar and Weekly Report transactions. The Trip Advances transaction helps with pure

administration of advance payments.

Approvals can be made individually for each travel expense report or by means of collective approval.

Other applications or automation options are also provided for the process steps in the actual settlement,for printing forms and posting and payment of travel expenses for accounts clerks and administrators.

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Employee Self-Service:Create Expense Report

Travelers – or in a semi-decentralized organization form, team assistants – use the service for enteringtravel expense reports in the SAP EP interface themselves. This comprises the following functions:

Creation of travel expense report

Changing and deletion of a travel expense report (depends on current status)

Copying a travel expense report

Displaying and printing expense settlement results

Displaying credit card receipts that have already been imported but not yet assigned to a travelexpense report before the actual travel expenses have been created.

In Employee Self Services, this service replaces the previous Travel Manager ESS application. TravelManager can continue to be used with SAPGui or SAPGui for HTML (using ITS). Additional

information is provided later in this unit.

Team assistants can switch to another employee using the "Change Personnel Number" function andcarry out the relevant services for the employee in question. The authorization check, which is described

in a later unit, is also important here.

Special transactions are also provided for expert users in travel expenses departments. These will beintroduced in the course of this unit (for example, Travel Expense Manager).

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Step 1: Enter General Data

You see this screen by choosing the "Create Expense Report" service. This service uses a road-mapconcept to guide you efficiently through all the important steps you have to process.

In the first step you complete:

General data such as date, reason, and destination

Additional destinations

Special account assignment if the travel costs are not be assigned to the employee's master account

Mileage traveled

Details of per diem reimbursement of meals and accommodations with deductions

Advances paid

Since many entries are not applicable for every trip, you need to press a key to enter some input areasand therefore jump to a subordinate page. This is always highlighted clearly in the road map.

Enterprise-specific settings for dialog control in Customizing for the SAP EP interface determinewhether individual areas are visible to users. You make these settings in the Travel Management IMG

under Employee Self Services Interface Configuration for Web Dynpro Interface in Travel

Management

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Entering Additional Destinations

In addition to the main (first) destination of a trip, you can also enter additional destinations. Additionaldestinations are trip destinations that are visited after the first destination. Additional destinations aredocumented in itinerary form, but the countries and regions entered are also used to calculate the

relevant meals per diems to the exact minute, depending on the length of the stay.

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Add. dests acc. to midnight ru le Add. dests acc. to midnight ru le

Add. dests acc. to trip it inerary Add. dests acc. to tr ip it inerar y

Cust. A

18:008:00 10:00 13:00

Cust. C

8:00 24:00

Cust. CCust. B

24:00 24:00

Cust. A Cust. C

t

t

24:00 24:00 24:00

Change of destination

Addi tional dest inations

Cust. B

Users can enter information for the itinerary depicted above as follows for example:

Trip destination: Cust. A from 08:00 am Day 1 to 10:00 am Day 2

Additional destinations: Cust. B from 10:00 am Day 2 to 01:00 pm Day 3 Cust. C from 01:00 pm Day 3 to trip end on Day 4

Enter each additional destination is entered with its beginning (date and time) according to the sequenceof the trip itinerary.

In some country versions, the accounting program automatically takes the midnight rule into account.This rule states that the per diem for meals for a trip day depends on the last destination (country/region)reached by the employee before midnight.

If you would like, for example, to assign all receipts generated at one destination to one particular sales

order / account assignment object, you can also make cost assignments for individual lines that differ from the master account assignment for the employee. This means you do not have to manually assign

each receipt incurred at an additional destination to this destination and the particular accountassignment. This occurs automatically as a result of the midnight rule. You should, however, still check the assignment.

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Change Cost Assignment of Trip

By default, travel costs are assigned to the account assignment object that is entered in the HR master data for the employee (infotype 0001, infotype 0017 or infotype 0027). To assign to a different accountas a special case, you can enter one or more different account assignment objects in the "Change Cost

Assignment" step and, for multiple accounts, divide up the costs in terms of percentage.

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Cost assignment o f individual destinations

Cost assignment of ind ividual receipts / trip segmentsCost assignment of individual receipts / trip segments

Da Gianni

78.5078.5078.50

3333 333434

1225.–

5050 5050

35.–

Destination 1 Destination 23333 33

34345050 5050

General cost assignment

3333 33

3434

Cost Assignment at Different Levels

A cost assignment different from the employee travel expense assignment guideline can be set for anentire trip, additional destinations, receipts, and trip segments. Cost accounting receivers, such as costcenter, order, WBS element, network and so on can be assigned.

If receipts are not given explicit cost assignments, the cost assignment specification of the additionaldestination assigned to the receipt applies; if additional destinations are not given explicit costassignments, the specification for the entire trip applies for the additional destinations.

If the total of all percents is less than 100% when the cost distribution screen is closed, the unassignedremainder is distributed according to the employee travel expense assignment guideline.

In addition to CO receiving accounts, you can also assign FM (Funds Management) receiving accounts,such as funds centers.

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General cost assignment

for all trips per employee

The total costs of a trip are

assigned per employee to

company code/cost center

(or company code/funds

center/fund).

Cost assignment per trip

Al ternative account assign.

to CO receiving account.

Cost assignment by percent

- total costs of trip

- costs for individual

destinations

- individual receipts

- individual trip segments

to company code/CO receiving account

Receipts can also be

assigned by amounts.

Concept of Cost Assignment

In cost assignment for travel expenses, Travel Management distinguishes between:

General cost assignment for all trips per employee (Employee travel expense assignment guidelines)

Cost assignment within a trip to a cost accounting receiver (cost center, order, WBS element,network, and so on)

You can override the general cost assignment for all trips per employee with a cost assignment within atrip.

In addition to CO receiving accounts, you can also assign FM (Funds Management) receiving accounts,such as funds centers.

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Personnel number 98020Chris Miller

Infotype:

- Cost Distribution

- Travel Privileges

- Organizational Assignment

3040

25

. . .

Trip 2

Color

Trip 1

Color

Trip n

5

General Assignment of All Trips per Employee

If you choose to use general cost assignment per employee, you distribute the total costs of all trips per employee to company code / cost center (or, company code / funds center / fund / functional area /grant).

For this purpose, each employee is assigned Employee trip costs assignment guidelines in HR master data, according to which the total costs of his/her trips are distributed.

The employee travel expense assignment guidelines are determined via a decision tree made up of thefollowing infotypes:

Cost Distribution (0027, subtype 02)

Travel Privileges (0017)

Organizational Assignment (0001)

See also the documentation in the SAP Library

Priorities are set in the following order: Cost distribution according to the Cost Distribution infotype(subtype 02) applies first, then the account assignment in the Travel Privileges infotype and, finally, the

cost center in the Organizational Assignment infotype.

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Mileage Traveled

You can enter the kilometers or miles traveled on the "Enter general data" page as a sum of the totalkilometers traveled. You also display certain additional fields on this page by making settings inCustomizing (for example, vehicle class). These are then also entered by the user in addition to the total

amount for the distance traveled.

If you want to enter the exact amount for individual legs for several customer visits or for each day, theuser must enter these details on the “Mileage Details" page.

You decide in Customizing whether both options or just the detailed entry should be possible.

The unit (kilometers/miles) depends on the settings made in the IMG activity Define Global Settings inthe Travel Management IMG under Travel Expenses.

If you have set up access to the Internet Graphics Services, you can also calculate the routes and displaythem on a map.

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Miles/km allowance

t

Tax free

Company

pays

Mileage And Per Diem Reimbursement

Mileage

Miles/kms 295

Vehicle class

Distribution of miles/kms

Date Tot. m/km Passeng. FR Bagg. kg Country ...

01.03.XXXX 155

All vehicle classes

...

28.02.XXXX

0.30 0.3001.03.XXXX

0.30 0.50

14028.02.XXXX

Changing the Reimbursement Amountfor Kilometers / Miles

In the IMG activity Define flat rates for mileage you can store the following for exact dates:

Tax free amount

Company-specific reimbursement amount

In the figure above, a higher enterprise-specific miles/kms flat rate, increased by 0.20 euro, isreimbursed as of March 1. In this case, 0.20 euro per mile/km have to be taxed.

To enter miles/kilometers for exact dates, open the data area Mileage. The miles/kms are calculatedaccording to the exact date and the amounts stored in the view.

If you do not enter the miles/kilometers traveled for exact dates, the trip miles/kilometers are calculatedaccording to the conditions valid at the beginning or end of the trip, depending on the setting in the

Implementation Guide (Travel Expense Control [Expert View], entry F ). See also the unit Dialog and

Settlement Control.

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Details for Rates and Deductions

If a company pays per diem rates for meals and/or overnight stays or accommodation per diems, theseare shown here. This can in some cases be changed by the employee where permitted.

The per diem values are stored in Customizing with statutory set (tax-free) values and customer-specificvalues for each country. Companies also define centrally which of the checkboxes for per diem rates is

activated as a default value.

If per diem rates are to be paid for a trip but these rates are to be reduced, employees can use the "MealsDeductions" or "Accommodation Deductions" pushbuttons to enter restrictions so that the per diem rates

are reduced automatically by a predefined amount.

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Lunch

Per diem/flat rate

100.00

Reduced

per diem/flat rate60.00

– 40%

Per Diem/Flat Rate Reimbursement

Travel costs

Deductions

Weekday Date Breakfast Lunch

Tuesday 04.03.XXXX

Wednesday 05.03.XXXX

Thursday 06.03.XXXX

...

...

Meals and Accommodation...

x

Deductions Due to Entertainment

Dinner Night of

If the employee is invited to a meal, deductions are made per diem due to gratuitous entertainment. Inthis case, select the relevant meals for the respective date. Deductions can also be used for enterprise-specific daily rates.

This regulation is no longer used in Germany, except for deductions within an enterprise.

In Austria and Sweden, deductions are based on the reimbursement amount and not on the daily rate.

Austria: In the case of an international trip, 66% of the reimbursement amount is deducted if lunch and dinner were gratuitous.

Sweden: For a breakfast, 20% of the reimbursement amount is deducted. For lunch or dinner, 35% of the reimbursement amount is deducted.

For information about deductions in Norway and Denmark, see the Appendix.

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Entering/Checking Advances

Users can enter data for the payment of advances using the "Create travel request" or "Create travel plan" services. Advances that have been paid are then shown in the assigned travel expense report (sametrip number) and then deducted automatically from the reimbursement amount. If, after the trip, users

need to retroactively change any advances received, they can adjust the amounts here.

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Step 2: Enter Receipts

Taxi Service

19.01.2008

EUR 30.00

Receipts are entered under a freely definable travel expense type, which is stored in the system.

For each receipt, you enter the amount and currency in which the receipt was made out. The currency of the trip country automatically appears by default.

As soon as you press the OK pushbutton, a new row opens up for the next input. The advantage of this isthat, as soon as users have selected an expense type, the precise input fields required for this expensetype appear.

The fields in the table rows are the minimum information required for each receipt. Depending on thesettings you have made in Customizing, you can also display other fields as optional or mandatory inputfields under Additional receipt information.

To alter a receipt once it has been entered, select the row and then carry out the alterations.

Copy causes the system to copy the selected receipt along with all its information.

Change Cost Assignment enables you, for each receipt, to make an account assignment that is differentto the master account assignment or the account assignment for the whole trip.

Split Receipt enables you to split up complex hotel receipts (for example) into personal shares or enter other expense types that also form part of the hotel receipt and which may have different tax indicatorsor need to be assessed separately for reporting purposes.

Instead of entering receipts manually, you can also have credit cards receipts entered into the systemcentrally. The user then simply assigns these to his or her travel expense report.

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Addi tional Receipt Information

You can enter additional information for each receipt. In customer-specific Customizing, the IMGactivity Field Control for Additional Receipt Information is used to define which additional informationshould be entered for each expense type. Example: the names of guests in the case of entertainment

receipts.

You can choose from the following options:

Set fixed-defined fields as optional fields, mandatory fields or just display fields

Any information can be entered in the Comment field.

Customer-specific input prompts appear in the Comment (defined using the IMG activity Set Up

Reference Texts for Additional Information).

The Number field has a particular meaning here:

Depending on the travel expense type a different calculation method is used for the default value inthe Number field. This field displays the number or quantity contained in a receipt. For a hotel

receipt, the field contains, for example, the number of overnight stays, calculated from the difference

between the from date and to date.

The Number field is used to check a receipt against a maximum value per number (as defined in theIMG activity Define Maximum Rates and Default Values for Expense Types). Example: Rental car

for 5 days, maximum value according to Customizing: 150 EUR/day. In this case, the receipt amountmay not exceed EUR 750. If you set the display attributes of the Number field to Display, the default

value cannot be changed.

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Addi tional Receipt Information (2)

Administ rator

view (PR05)

Self Serviceuser view

(SAP EP

interface)

Employee Self-Services users can select the "Paper Receipt Exists" field themselves to make it easier for the accounts department to check the paper receipts. This information may also be relevant if a paper receipt is not needed for all receipt types when executing the reimbursement.

Only an administrator can change the "Receipt Checked" field. The Employee Self Services user canonly see the current status for the field in Self Services in the SAP EP interface and in Travel Manager

but cannot make any alterations. The administrator uses this field to record the fact that he or she has

explicitly checked a certain receipt.

You activate both fields in the IMG for Travel Management in the IMG activity "Define Schema andIndividual Field Control".

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Dividing Receipts (Receipt Wizard)

Expense types in travel expenses

in t he SAP system:

Hotel (paid by company)

Tax/charges (paid by company)

Hotel (paid by company)

Tax/charges (paid by company)

Telephone (paid by company)

Personal (pay back to company)

Personal (pay back to company)

=

=

=

=

=

=

=

For example:

Components of hotel bill

paid with corporatecredit card:

Accomodations 1

Tax

Accomodations 2

Tax

Telephone

Dinner

Dinner

100 USD

10 USD

100 USD

10 USD

6 USD

22 USD

29 USD

The Receipt Wizard helps users process complex documents (such as hotel bills over several days,including personal expenses and other expense types) in the following areas:

Personal share

Receipt split

Split of other expense types

Division of receipt total into equal parts (for example, per night)

As well as the SAP EP interface, the Receipts Wizard is also available in Travel Manager and Travel

Expense Manager It ensures that no inadvertent changes can be made to the original data, for example,during credit card clearing and/or for receipts paid directly by the company.

You have to configure the following system settings:

Activate the wizard for each travel expense type (IMG activity Create Travel Expense Types for

Individual Receipts).

Expense types for personal expenses must also be defined in this IMG activity.

A Business Add-In is available to customize the appearance of the Receipt Wizard (see User Exits inthe Appendix).

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Dividing Receipts (Receipt Wizard)

In the Personal Expenses area, you can divide up personal expenditure from the receipt total. For receipts that were paid for by the company, this amount is then deducted from the reimbursement totalso that this can be paid back to the employer. For receipts paid for by the employee, this amount simply

reduces the receipt total.

In the Receipt items area, you can create other subreceipts (for example for parking or telephone fees) or divide the hotel receipt up into equal amounts for each night. To divide a total amount into equal

receipts with the same amount, use the "Per item/As total" option.

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98020 Chris Mi ller

ImportImport

002 HOTL ... EUR 100,00 . . .

Da Gianni

Taxi invoice

Exp.descript. Amount Currency Date Text

Receipts

Selection of Credit Card DocumentsSelection of Credit Card Documents

Accom/Hotel 100,– EUR 08.03.XXXX Hotel

Entertainment 175,– EUR 07.03.XXXX Enter.

Flight 650,– EUR 06.03.XXXX Flight

Accommodat ionwith breakfast

EUR 100.00

Hotel

GoldenStagInvoice

Credit Card Clearing (1)

Credit card clearing simplifies recording of receipts considerably and can be used for all entry typesexcept fast entry.

You can use both corporate credit cards with personal or company liability and travel center cards(ghost cards/lodged cards).

The following requirements must be fulfilled before credit card clearing can be utilized:

You can only use credit cards whose issuers support the SAP data record or for which SAP providesthe appropriate conversion programs. Most widespread credit card issuers support this standard.

The employees' local currencies must correspond with the accounting currencies used for their creditcards.

For more information, see the Credit Card Clearing unit.

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Credit Card Clearing (2)

If credit card receipts exist in the system for the trip period indicated, the Credit card receipts area isautomatically expanded in the step Enter expense receipts. The user selects the corresponding receiptsand chooses the pushbutton Assign. The credit card receipts are then transferred to the current travel

expenses report.

If these are personal receipts, they can be deleted from the Credit card receipts area.

If you have already transferred receipts to the travel expenses report and then select the Delete functionin the lower list of receipts, these receipts will then be returned to the personal credit card area so that

they can be made available for other travel expense reports.

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Step 3: Check and Send

Overview of

accounting results

Select trip

status

In the "Check and Send" step, the user sees a summary of accounting results calculated using theaccounting simulation. This contains the following:

Sum of individual receipts (receipts entered manually and imported from credit card clearing)

Sum of miles / kilometers traveled

Sum of meals per diems

Sum of accommodations per diems

Minus the rates deductions

Minus advance paid

Minus personal shares contained in receipts paid by the company

Users can also decide in this step whether to save the travel expenses for now and pass them on for further processing (system status "Trip completed / to be settled”) or to just save the data (system status"Trip completed / open") and send them on at a later point in time.

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Step 4: " Completed"

In this step the system shows that the trip has been secured successfully and which status the trip has.

You can also display contact persons here so that users know who to contract in the case of problems or

questions. You store contract persons in Customizing for Travel Management under Travel Planning

Master Data Define Contact Persons.

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Other Services: "My Trips"

The My Trips and Expenses service provides employees with an overview of all existing travelapplications, travel plans and travel expense reports (providing these components are used in thecompany).

You can select the following functions from this page:

Display / Print : Display and print form with travel expense results

Change: Change a travel expense report, trip status permitting

Copy: Copy entire travel expense report

Delete: Delete travel expense report, trip status permitting (trip must not yet have been transferred toFI)

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Other Services: "Display Credit Card Receipts"

Users can call the "Own credit card receipts" service from the Travel Management homepage in theSAP EP interface. This shows them which receipts have already been imported into the system but notassigned to a trip before they commence entering travel expenses data.

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Other Services: "My Travel Prof ile"

The My Travel Profile services contains details on travelers' credit cards that they can maintainthemselves providing you have granted authorization for infotype 0105 subtype 0011. As well as

booking trips, this credit card is also used for the Credit Card Clearing function in the Travel Planning

area. The other settings in My Travel Profile are only relevant for Travel Planning purposes.

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POWL: "Work Center Assistant"

This function is only relevant for team assistants and other employees who enter travel expense datadecentrally for a small number of employees but who are not expert users.

Changing to a different personnel number is only effective for services on theTravel Managementhomepage. This change is not taken into account for all other Employee Self-Services and

employees only ever have access to their own data in this place.

The function requires users to have authorization to enter trip data for other employees (see the unitentitled Authorization Concept), just like the "Travel assistant" role in the standard version, for example.

This function is no longer required as of ERP 6.0. The personal object worklist (POWL) can be used toeasily execute actions for other personnel numbers.

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Travel Manager

List of all trips

Creation of travel expense report

Weather forecast

Creating a travel request

Booking of flight/hotel/rental car

My Trips

Create a travel requestBook flight, hotel, rental car

Change travel expense report

EUR242.36

System Configurationat Moser Co.

Berlin03.07.2000

Create a travel request

Book flight, hotel, rental car

Change travel expense report

EUR

163.60

Travel Management

Consulting

New York05.09.2000

Possible followPossible follow--up activitiesup activitiesReimbursementReimbursementReason for tripReason for tripFirst destinationFirst destinationFromFrom

Travel Manager

Travel Manager is the predecessor interface to the new Employee Self Services interface in SAP EP for Travel Management.

In Travel Manager, employees get a complete overview of all their trips (travel requests, travel plansand travel expense reports). Each of these objects can be created or changed from Travel Manager.

Travel Manager was developed for the occasional user.

You can decide whether you want to use the travel requests, travel plans and travel expense reportstogether or only parts of them:

Employees use a travel request to announce their intention of undertaking a business trip andforwards this, if necessary, to an internal travel center.

You can use a travel plan to plan a trip in detail and to book the travel items. Trip preferences storedas infotypes are taken into consideration for this. A travel plan can be created by both an internal

travel center and/or by the employee himself.

The travel expense report presents a collection of all trip facts relevant to the settlement. Theseform the basis for the calculation of the trip reimbursement amounts according to the relevantnational law and for posting these in accounting. If amounts occur that are taxable, these can be

transferred to Payroll.

The user does not have to enter his personnel number for trip data entry if it has already been assignedto him in the Communication (0105) infotype, subtype 0001.

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General trip data

From 03.02.XXXX

05.02.XXXXEnd

Time 06:50

19:30

...

Additional destinations

Advance

Cost assignment for entire trip, if other than master CA

Comments


Expense receipts

Exp. receipt 001 on 03.02.XXXX

Amount

...

Additional information

Comments

Expense receipt cost assignment, alternative...

Travel Manager Data Areas

Time

The various Travel Manager entry screens have a "form structure" and are designed like a paper formthat you fill in from top to bottom.

You can determine how the entry screen is displayed for you personally when you open the transactionusing the Settings function. You can decide which data areas are to be open for entry and which are to

be closed. These data areas all have a toggle switch so that you can open and close them as required.

The Expense receipts data area is structured differently than in Travel Expense Manager in thistransaction. First, you select the relevant expense type and fill in the data such as the amount. The

expense type is not added to the display list until you choose Copy (or Enter – see the Settings function).

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Personal Sett ings in Travel Manager

Settings for User SMITHJOHN

Selection period

Display all trips

Trips in the last 12 months

Trips in the current year

Show Overview Area

Show Images

Display All Follow-Up Activities

Base HTML (if display problems)

Initial Screen

No. of Entries in Value Help

Text Fields

Country and Region

Acct. Assign. Objects

10

You use the Settings function to define how the Welcome Screen of your personal travel manager willappear.

You can also define how many of your previously entered values will be displayed in your personal F4help. This personalization is available for text fields, country and region fields, and fields for account

assignment objects.

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The Infocenter

Contact persons Exch. ra.. Per D iems/Fl. . Traveler

Person

Communication

Service & Travel Accounting

Name

Department

Building

Room number

Joan Smith

WDF01

A3.66

Ctry

Telephone

Fax

Internet mail

DE

06227 7

06227 78

[email protected]

4711

4712

Send

Exch. rates

Contact persons

Per Diems/Flat Rates

Traveler

Traveler additional info+++

You can use the Infocenter, which is available to both the travel manager and the travel expensemanager, to retrieve information about:

Your contact person in the Expenses department:This is stored in Customizing for Travel Management and depends on organizational criteria.

Currency converter:To use this function, choose From Currency and To Currency in the Exchange Rates tab page then

choose Enter . The converted values are then displayed.

Per diems/flat rates for individual countries:To use this function, enter the destination country/region and choose Enter . The current company-

specific per diems/flat rates are displayed.

Traveler:

The data, such as the master cost center, is read from the employee's HR master data (mini master).

Additional traveler information:Travel administrators can enter comments here and add attachments; the traveler does not see thisinformation.

mailto:[email protected]

mailto:[email protected]

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10023 09.08.XXXX Boston US... Trip approved To be settled

10021 01.07.XXXX Paris FR... Trip approved Settled

10018 25.06.XXXX London GB... Trip approved Settled

10011 20.06.XXXX Hamburg DE... Tri p approved Set tled

Trip

98020

FunctionsFunctions

CreateCreate ChangeChange DisplayDisplay ResultsResults SettleSettle

PrintPrint Approve Approve CopyCopy DeleteDelete CancelCancel

PersonnelNo.

Name Chris Miller

Depart. Loc. Ctry Approval Settlement

... ... ... ... ... ...

Results Approve Settle Cancel

Functions for the Expert: Travel Expense Manager

Travel Expense Manager was designed as an expert transaction.

If you do not know the personnel number of the person for whom you want to process data, entryoptions in the personnel number field will provide you with various search criteria.

The following functions are available in Travel Expense Manager:

Create

Change

Display

Display results

Settle

Print

Approve

Copy

Delete

Cancel

Using the Selection criteria on the overview screen, you can select trips according to destination type,reason or trip status.

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Chris Miller, PersNo. 98020, TripNo. 200344

General trip data

Alternative cos t assignment for...

Receipts Additi onal dest inations Trip segments Deductions Advances Comments

Results

Travel Expense Manager

You use General trip data to enter the basic data for a trip. The Receipts data area is the first to appear for input. From here you can navigate to all the necessary subsequent screens using the other tab pagesor the menu. The default status defined in Customizing is set as soon as you save the trip.

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Personnel no. 98020Name Chris Miller

Interval fromto

01.03.XXXX31.03.XXXX

Day

01.03.XXXX

02.03.XXXX

03.03.XXXX

04.03.XXXX

05.03.XXXX

from to Loc.Reason

Travel Calendar: Domestic trips

Results Receipts Dest.. M/km Advances Info

Per tripReceipts

Trip

advances

Add it ional

destinationsText

User

data

Costassignment

Travel Calendar

The travel calendar allows you to enter several domestic trips on the same screen.

It cannot be used for entering international trips as trip country or region cannot be entered with TravelCalendar.

When you save your entries, the system sets the approval status that you have stored in feature TRVPAand sets the default settlement status to To be settled . This can be changed later however.

You can display the results for all trips on the screen together.

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PersNo. 98020 Reason

DestinationName Chris Miller

Day dest.

No.miles/kms

M/Kms rate

Sunday Monday

03.02.XXXX

Dest. A

100

30.–

Tuesday

04.02.XXXX

Dest. B

50

15.–

. . . . . . . . .

115.–

12.–

Total 157.– 15.–

172.–

. . . . . . . . .

Payment amount

Date 02.02.XXXX

Entertainment

Parking:

... ... ... ...

Reason

Prev. week Next week Results Approve Trip status . . .

The Weekly Report

The weekly report enables you to enter travel expenses on a weekly basis.

In the weekly calendar, you enter each day’s destination, the miles/kms traveled and the individualreceipts for incurred costs.

When entering individual receipts, the entry screen displays a list of the expense types defined in thesystem as permissible. On the basis of the data you have entered, the system determines the expensesincurred for each day and the total expenses for the week.

In the dialog box for additional receipt information, the currency, exchange rate and input tax code can be entered for each individual statement/receipt.

With this entry type, mileage is settled by flat rate. It is not possible to reimburse additional costs for meals and accommodations on a per diem basis or divide up trip legs.

Using a switch in feature TRVPA (WRC setting), you can specify whether the weekly reports and thetrips entered with other Travel Management transactions are to be checked for time overlaps. If the

WRC setting allows data collisions, weekly reports are not displayed in Travel manager or TravelExpense Manager as they do not resemble a trip.

When the trip data is saved, the approval and settlement statuses in the status screen are set. If you donot set the status manually, the trip is saved with the approval status you stored in the TRVPA feature

and with the settlement status "To be settled".

The first day of the week is specified in the TRVPA feature using the FDW entry.

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Cash Office

Bank


Advance Payment

If an advance is to be paid to the employee, you can choose between the following procedures:

The cash office pays the advance and posts it manually.

The cash office pays the advance, the amount is entered as an advance entry and postedautomatically using Travel Management.

The advance is paid via a payment run in Financial Accounting.

The advance is paid via data medium exchange.

You can choose the payment procedure you want to use in the IMG activity Define posting and payment

of trip advances.

The best procedure however is to equip traveling employees with personal credit cards and not useadvances at all.

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Posting:Vendor 100.–To cashoffice 100.–

For example: Advance 100.– Trip expenses 500.–

Posting:Travelexpenses 500.–To Vendor 500.–

2.) The travel expenses are transferred to financial accounti ng2.) The travel expenses are transferred to financial accounting

D C100.–

Bank

D C

Travel expenses

D C

Vendor

D C100.–

500.– 500.–

3.) Payment run in financial accounting3.) Payment run in financial accounting

D C100.–

Bank

D C

Travel expenses

D C

Vendor

D C100.–500.– 500.–

400.– 400.–

Posting:Vendor 400.–To bank 400.–

Cash o ffice

D C100.–

Bank

D C

Travel expenses

D C

Vendor

D C100.–

1.) The advance is paid out at the cash offi ce1.) The advance is paid out at the cash off ice

1 1

2 2

3 3

Payment of Advances via Cash Office – Manual Posting –

Cash o ffice

Cash o ffice

Usually, employees have to apply for advances for business trips.

If an advance is paid by the cash office and the transaction is posted manually, the advance should beentered in the trip data for reasons of documentation.

Advances that are entered for purely documentational purposes are not considered in the status Request

approved or Trip approved when the travel expenses are transferred. It is essential when entering anadvance is that you choose the variant No payment, documentary entry only in the IMG activity Define

posting and payment of trip advances.

The advance is later automatically offset against the actual trip expenses.

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Cash offic e

clearingD C

100.–

Bank

D C

Travel expenses

D C

Vendor

D C100.–

Posting:Travelexpenses 500.–To vendor 500.–

2.) The travel expenses are transferred to financial accounting2.) The travel expenses are transferred to financial account ing

D C100.–

Bank

D C

Travel expenses

D C

Vendor

D C100.–

500.– 500.–

D C100.–

Bank

D C

Travel expenses

D C

Vendor

D C100.–

500.– 500.–400.– 400.–



1.) The advance is paid out at cash off ice, entered via trip1.) The advance is paid out at cash office, entered via tripadvance entry and transferred to financial accounting .advance entry and t ransferred to financial account ing.

Posting:Vendor 100.–To cash 100.–office clearing


33

2 2

11

Payment of Advances via Cash Office – Trip Advances Transaction –

Cash offic e

clearing

Cash offic e

clearing

If an employee has applied for an advance and the travel request has been approved but not yet enteredin the travel expense report, you enter the data for the advance using the Create function and the Trip

advances entry type.

The system creates a one-minute trip for the recording date, assigns a trip number and sets the trip statusto Request approved , accounted . The advance is then paid via the cash office.

Once the travel request is approved and has been entered in travel expense settlement, choose theChange function in the entry type Trip advances and add the necessary advance data to the existing

travel request.


For this type of advance payment, choose the variant Payment via cash office from the IMG activity Define posting and payment of trip advances.

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Posting: Advance 100.–To vendor 100.–

1.)1.) TheThe advanceadvance enteredentered inin thethe traveltravel requestrequest isis transferredtransferred

AdvanceD C100.–

Bank

D CTravel expenses

D CVendor

D C100.–


2.)2.) PaymentPayment runrun inin financialfinancial accountingaccounting

AdvanceD C100.–

Bank

D CTravel expenses

D CVendor

D C100.–

100.– 100.–


1 1

22

Payment of Advances via Financial Accounting (I)

If you enter an advance in a travel request , it is posted via Travel Management and the amount isreimbursed via a payment run in Financial Accounting.


For this type of advance payment, choose the variant Payment via Financial Accounting from the IMGactivity Define Posting and Payment of Trip Advances.

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3.) The travel expenses are transferred3.) The travel expenses are transferred

AdvanceD C100.–

Bank

D CTravel expenses

D CVendor

D C100.–



AdvanceD C100.–

Bank

D CTravel expenses

D CVendor

D C100.–100.–

400.–

Posting:Travelexpenses 500.–To advance 100.–To vendor 400.– 100.–

100.–500.– 400.–

100.–

100.–400.–

500.–100.–

400.–

3

4

33

4

Payment of Advances via Financial Accounting (II)

For example: Advance 100.– Travel expenses 500.–

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Posting: Advance 100.–To DME 100.–

1.) Manual posting after payment o f advance via house bank.1.) Manual posting after payment of advance via house bank.

AdvanceD C

100.–

Bank

D CTravel expenses

D CDME

D C100.–

Posting:DME 100.–To bank 100.–

2.) Posting of advance2.) Posting of advance

AdvanceD C100.–

Bank

D CTravel expenses

D CDME

D C100.–


1 1

22 100.– 100.–

Payment of Advances via DME (I)

Enter the advance in the travel request . The advance is paid with the next transfer of settlement results todata medium exchange. You have to post this payment manually (step 1).

When the settlement results for the travel request are transferred to Accounting, the advance is posted inFI (step 2).

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3.) Manual posting after payment via house bank of the travel3.) Manual posting after payment via house bank of the travelexpenses less the amount of the advance.expenses less the amount o f the advance.

AdvanceD C

100.–

Bank

D CTravel expenses

D CDME

D C100.–

Posting:DME 400.–To bank 400.–

4.) Posting of travel expenses4.) Posting of travel expenses

AdvanceD C100.–

Bank

D CTravel expenses

D CDME

D C100.–


Posting:Travelexpenses 500.–To advance 100.–

To DME 400.–

3 400.– 400.– 3

4500.–100.–4 100.–

4

100.– 100.–

400.–400.–

100.–

400.–

Payment of Advances via DME (II)

After the trip, you add the trip facts to the travel request and save the trip with the status Trip completed.

The next time settlement results are transferred to data medium exchange, the travel expenses, minus theadvance amount, are paid. You have to post this payment manually (step 3).

When the trip settlement results are transferred to Accounting, the travel expenses are posted in FI (step4).

For this type of advance payment, choose the variant Payment via DME from the IMG activity Define

posting and payment of trip advances.

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Travel request

approved

Travel

request

Travel

request

Approver

Enter travel request Check t ravel requestCheck travel request

Travel requestrejected

Travel requestreturned

for corrections

Travel

request

Travel

request

C o r r e c t i o n

C o r r e c t i o n

Change travel request

Individual Approval Using Workflow:Travel Request

E-mail

Automat.

e-mail

Traveler A p p r

o v e d A p p r o v e d

R e j e c t e d

R e j e c t e d

An employee (role = Traveler ) can enter travel data for all objects in Travel Management (travelrequests, travel plans, travel expenses reports) into the system and use a workflow to then automaticallysend it to the superior responsible for approval. The system determines the superior or the usual

appropriate representative according to the hierarchy stored in Organization Management.

The superior can approve the trip, send it back to the employee for corrections, or reject it.

If the trip is approved, the employee who submitted the travel request is informed by an automaticallygenerated e-mail.

If corrections are necessary, the superior writes a message as an attachment to the workflow. Theemployee receives a work item with this attachment. When the work item is executed, the transaction

for changing the trip is started.

If the travel request is rejected, the superior writes an explanatory message that the employee receives as

an e-mail.

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Approvin g

manager

Travel

administrator

Trip facts

consistent

Travel expensesapproved

Travel expensesapproved

Enter

travel

expenses

Check

Travel

expensesreport

Travel

expenses

report

Change

travel

expenses

Need for

corrections

Travel

expenses

Travel

expenses

C o r r e c t i o n

C o r r e c t i o n

Travel expensesreturned for correction

Travel expensesreturned for correction

Check travel

expenses

Reimbursementof travel costs

rejected

Reimbursementof travel costs

rejected

Individual Approval Using Workflow:Travel Expenses

e-mail

Traveler

R e j e c t e d

R e j e c t e d

After the trip, the employee adds the trip data to the system. In the expenses department, the trip data ischecked as to whether it is plausible and consistent with statutory and company-specific provisions. Theoriginal receipts are then checked to see if they match with the data. The trip can be forwarded to the

supervisor or sent back to the employee for corrections.

If corrections are necessary, the person responsible in the expenses department enters a message as aworkflow attachment. The employee receives a work item with this attachment. Employees can perform

the relevant transaction to change the trip directly from their Integrated inbox. When the trip is saved,

the workflow is triggered again.

If the trip data is consistent, the employee's supervisor then has to verify it. He or she can approve thetrip, send it back to the employee for corrections, or reject it.

If corrections are necessary, the supervisor sends a message. The employee receives a work item and

can call the transaction for changing the trip directly. If the trip is rejected, the supervisor sends an explanatory message, which the employee receives as an e-

mail.

This two-stage Workflow process can also be carried out in the reverse order, so that the superior receives the travel expenses first in the workflow to check the facts and, after approval, the work item is

sent on automatically to the travel adminstrator for the plausibility check and to release it for reimbursement.

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Other Sample Workflows in the Standard System

Automatic not ification of traveler when travel expense settlement

Is set to "waiting" status

Is set to " settled" status

Is set to " transferred" status

Automatic approval o f t ravel requests under certain condi tions:

Total of advances is less than the defined threshold

A value has been entered fo r " Est imated costs"

The estimated costs are less than the defined threshold

Automatic approval o f t ravel expense reports when the total

reimbursement amount is less than or equal to the estimated costsfrom the travel request (including definable tolerances).

You can modify the sample Workflows that are supplied with the standard SAP system to meet your

company's specific needs. The followig additional Workflow attributes and events are available for customization:

Available attributes:

Destination

Reason for trip

Estimated costs of travel request

Total costs of travel expenses

Payment amount

Domestic/international trip

Travel times (starting/ending date)

Organizational assignment of

traveler (such as personnel area,cost center, reimbursement group)

Available events:

Trip created/changed/approved/cancelled

Travel request approved

Travel plan created/changed/approved/cancelled

Trip / travel request waiting

Travel request settled / transferred to FI

Trip settled / forwarded to FI

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Approve

Display

corrections

Simulate Cancel

IncompleteDisplay

Approving Trips

Status Name Empl /Appl Trip BegDate Dest. Total ...

Chris Mil ler 0007151 03.05.XXXX Maastri cht 86.00Chris Mil ler 0006043 18.03.XXXX Mont real 2650.00

Chris Mil ler 0005998 04.03.XXXX Boston 2180.00

Chris Mil ler 0005712 03.02.XXXX Berl in 354.00

...

Change

Central Approval

If you enter data for travel expenses centrally, you can approve requests and trips immediately after youhave entered the data via the trip status by setting this to "approved" before saving the travel expenses.

When trip data is entered decentrally by an employee, the data for the trips is checked and approvedcentrally in the expenses department with the help of the approval program. To prevent each trip having

to be entered manually, you can use a program for mass approval.

Caution: You cannot use this approval program to perform mass approvals for travel requests or travel plans. SAP recommend individual approval by means of a Workflow for travel requests and plans.

The approval program presents an overview of all travel expenses entered (in various statuses) that needto be verified and approved. The individual travel expenses can be

Approved

Put on hold (if documents are incomplete)

Simulated

Displayed

Changed

If you have changed trips for which payment has already been made later, these corrections can bedisplayed via the approval program.

As you can select and then edit according to criteria such as trip type, cost assignment, and general tripdata, you can also use this report as a general evaluation program.

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Entry and Approval of Travel Expenses:Review of Chapter

Distinguish between the possibleorganizational forms

Use the different entry scenarios and decidewhen each scenario is to be used

Enter trip advances

Use the different cost distribu tion proceduresfor trips

Use the approval program

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Exercises

Unit: Entry and Approval of Travel Expenses

Topic: Creating and Approving Domestic and

International Trips


Create domestic and international trips using different entryscenarios, and subsequently approve these

4-1 SAP EP Interface: One-Day Domestic Trip

On January 10, YYYY, from 7.00 a.m. to 5.00 p.m., your employee (personnel number

980xx) travels by car from your place of work in Frankfurt to the company Kronen AG inStuttgart.

You calculate the distance traveled from your place of work to Stuttgart and from Stuttgart

back to your place of work. The address has already been predefined and the travel costsand meals are reimbursed by flat rate and per diem.

Once you have created the trip data, simulate the travel expense report using the appropriatefunction key.

xx = Group number

YYYY = Current year

4-2 SAP EP Interface: Several-Day Domestic Trip

From January 11, YYYY at 08.30 a.m. to January 13, YYYY at 1.30 p.m., your employee

(personnel number 980xx) takes a domestic trip to Plant C in Magdeburg.

Meals and the 700 km traveled are reimbursed by flat rate and per diem.

The following bills are submitted:

Taxi on January 12, YYYY for EUR 12.50

Hotel on January 13, YYYY for EUR 169.00

The hotel receipt includes two breakfasts, the amount for which is not shown on the bill.


xx = Group number

YYYY = Current year

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4-3 SAP EP Interface: Several-Day International Trip with Additional Destinations and

Trip Segment Distribution

Your employee (personnel number 980xx) makes an international trip to Lausanne,Switzerland on February 01, YYYY at 6.30 a.m. He then travels on to Annecy.

First, he visits the company Roccola in Lausanne on February 01, YYYY. He travels 800km in his own car with a colleague as his passenger.

On February 03, YYYY, he then drives 250 km alone to the company Dubois in Annecy,France, arriving at 12:00.

For the return journey on February 07, YYYY (750 km), he is accompanied by twocolleagues. The business trip ends on February 07, YYYY at 9.15 p.m.

The travel costs and meals are reimbursed by flat rate and per diem.

The following individual receipts are submitted:

Vignette on Feb. 01 for CHF 40.00

Hotel on Feb. 03 for CHF 410.00 without breakfast

Telephone on Feb. 05 for EUR 5.00

Hotel on Feb. 07 for EUR 320.00 incl. four breakfasts, the amount for which is notshown on the bill.

Telephone on Feb. 07 for EUR 0.80


xx = Group number

YYYY = Current year

4-4 Travel Calendar for Domestic Trips

Use the travel calendar to create the following domestic trips for your employee (personnelnumber 980xx). Meals are settled per diem for each trip.

Trip duration Feb. 08, YYYY, 8 a.m. - 7 p.m. to company Wurm KG in Karlsdorf, 100km

Trip duration Feb. 09, YYYY, 10 a.m. - 5 p.m. to company Wurzel GmbH in Wurmtal,150 km

Trip duration Feb. 12, YYYY, 8 a.m. to Feb. 14, YYYY, 7 p.m. to company Klose AG in

Prunkstadt, 500 km and two overnight stays to be settled per diem.Receipt: Indoor car park EUR 25.00

Once you have created the data, simulate the travel expense report for the interval using theappropriate button.

xx = Group number

YYYY = Current year

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4-5 Weekly Report

In the week beginning February 11, YYYY, your employee (personnel number 980xx) hasincurred several expenses that he wants to settle using the weekly report function.

February 11, YYYY Customer Alpha GmbH in Lummerstadt

Receipts:

Entertainment EUR 80.00: He invited Ms. Soul and Mr. Smith to dinner after thecontract was signed.

Tip EUR 5.00Gift: EUR 21.00Parking charges: EUR 8.00

February 12, YYYY

Receipts:

Laundry: EUR 15.00Postage EUR 3.50

February 13, YYYY Customer Ms. Dora in Sonnental

Receipts:

Parking: EUR 3.00

Telephone: EUR 0.90Other expenses: EUR 7.20

Simulate the travel expense report using the appropriate function key.

xx = Group number

YYYY = Current year

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4-6 Travel Expenses Manager: Several-Day International Trip with Cost Assignment

On February 22, YYYY at 8 a.m., Ms. Chris Miller (personnel number 980xx) travels to

Barcelona to visit the Roige S.A. company. First she drives to the airport (50 km) and parks

the car in the indoor car park. The flight ticket has already been paid for by her company(value EUR 500.00).

She arrives in Barcelona on the same day and checks into the Hotel Olympia.

On February 25, YYYY, Ms. Miller takes a return flight home from Barcelona, landing at

11.30 a.m. She drives 80 km to a meeting at a branch of her company. From there, shedrives 100 km to her place of work with colleague Billy Penny as passenger and ends her business trip at 3 p.m. on February 26, YYYY.

Ms. Miller received an advance of EUR 300.00 and submits the following receipts:

Telephone EUR 7.20 on Feb. 23

Parking lot EUR 33.00 on Feb. 25 (in Germany)

Hotel Olympia EUR 240.00 on Feb. 25 (3 x overnight stay incl. breakfast)Guesthouse Sonne EUR 40.00 on Feb. 26 (1 overnight stay incl. breakfast in

Germany)Meals are settled per diem. Note that Ms. Miller was invited to lunch at the branch office on

February 26. Take an expense deduction in the amount of the current personal gain (Germaninput tax law).

Take the following cost assignment into account.

Assign the total cost of the trip as follows:

40 % to cost center 210060 % to cost center 2300

Assign the parking receipt amounts, however, as follows:

1/3 to cost center 2300

2/3 to cost center 1220

Simulate the travel expense report using the appropriate function key.

xx = Group number

YYYY = Current year

4-7 Approving Trips

Start the Approval of Trips program for personnel number 980xx.

Display the trip data, simulate travel expense report, and then approve all the trips.

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Solutions

Unit: Entry and Approval of Travel Expenses

Topic: Creating and Approving Domesticand International Trips

4-1 SAP EP Interface: One-Day Domestic Trip

In the SAP EP user interface, choose the “Travel Management” home page and then choose“Create Expense Report”. Choose “Business Trip” as the schema.

Enter the trip data given in the exercise.

Calculate the number of kilometers.

Make sure that the checkbox for “Per diem reimbursement for meals” is selected.

On the “Review and Send” page, call the results using the “Display Expense Form” pushbutton. The result provided below is displayed as a PDF form.

Close the form display.

Save the travel expense report.

31. 03. 2008 T R A V E L E X P E N S E S T A T E M E N T 01

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Name Rober t Wagner Test Pr i nt out

Per sonal No 1309 I DES AG Hambur g

Tr i pNo 2000482 Hamburg Cost cent er 3200

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I T I N E R A R Y

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| Tr i p dest i nat i on Reason/ Ci t y/ Count r y |

| J an. 01 2008 07: 00 - Kronen AG |

| J an. 01 2008 17: 00 Stut t gar t Kr onenst r asse |

| Ger many |

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P E R - D I E M S E T T L E M E N T

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| Meal s |

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| Ct r y Company |

| CompDed Number Rei mbur s. amount i n EUR |

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| 10. 01. 08 10. 01. 08 | | | |

| 07: 00 17: 00 DE | 6. 00 | 1 | 6. 00 |

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| Tot al amounts f or meal s i n EUR | 6. 00

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| Travel costs |

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| Dat e Ty. Amount |

| Company Km/ No. Rei mbur sement amount i n EUR|

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| 10. 01. 08 Car | | | |

| Tot al km | 0. 30 | 396| 118. 80 |

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| Tot al amount s f or t r avel costs i n EUR | 118. 80

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| Total amount s PD/ FR r ei mbur sement i n EUR 124. 80

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T O T A L A M O U N T S

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| Rei mbursement amount i n EUR 124. 80 |

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C O S T S A S S I G N M E N T

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| Tri p expenses t o be t r ansf err ed ( w. CO r ecei ver ) i n: EUR 124. 80

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| EUR 124. 80 t o: |

| Company code 1000 |

| Busi ness area 9900 |

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| Cost cent er 3200 |

| Pr of i t cent er 1402 |

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A D D I T I O N A L T R I P S E G M E N T I N F O R M A T I O N

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| Date Vehi cl e t ype Vehi cl e cl ass Tot al KM Passenger |

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| 10. 01. 08 Car | Al l vehi cl e cl asses 396 |

| St art l ocat i on | Frankfurt Lyoner |

| End l ocat i on | St ut t gart Kr onens |

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4-2 SAP EP Interface: Several-Day Domestic Trip

In the SAP EP user interface, choose the “Travel Management” home page and then choose“Create Expense Report”. Choose “Business Trip” as the schema.


In the “Total Distance” field, enter 300 km.


When you come to “Enter receipts” enter both receipts. When entering the hotelreceipt, in extra information for receipt under “No. of breakfasts”, enter “2”.


lose the form display.

Save the expense report.


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I T I N E R A R Y

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| 11. 01. 2008 08: 30 - Pl ant C |

| 13. 01. 2008 13: 30 Magdebur g |

| Ger many |

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| Meal s |

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| Ct r y Company |


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| 11. 01. 08 11. 01. 08 | | | |

| 08: 30 24: 00 DE | 12. 00 | 1 | 12. 00 |

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| 12. 01. 08 12. 01. 08 | | | |

| 00: 00 24: 00 DE | 24. 00 | 1 | 24. 00 |

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| 13. 01. 08 13. 01. 08 | | | |

| 00: 00 13: 30 DE | 6. 00 | 1 | 6. 00 |

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| Travel costs |

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| Dat e Ty. Ct r y Amount |

| Reg. Company Km/ No. Rei mbur sement amount i n EUR|

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| 11. 01. 08 Car DE | | | |

| Tot al km | 0. 30 | 880| 264. 00 |

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I N D I V I D U A L S T A T E M E N T

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| Tr av. exp. CompDed |

| Dat e RNo. r ecei pt No Ct y VT Amount i n EUR |

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| 12. 01. 08 001 Taxi | V2| 12. 50 |

| 13. 01. 08 002 Hotel | VA| 169. 00 |

| 13. 01. 08 002 Hotel 2 DE| V0| 9. 00- |

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| Rei mbur sement amount i ndi vi dual st at ement i n EUR 172. 50 |

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| Tot al amount f or per sonal shar es of r ecei pt s i n EUR 0. 00 |

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| Rei mbursement amount i n EUR 478. 50 |

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| Tri p expenses t o be t r ansf err ed ( w. CO r ecei ver ) i n: EUR 478. 50

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| EUR 478. 50 t o: |





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Addi t i onal i nf o f or i ndi vi dual st at ement

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| RNo Recei pt Amount Cur r . Dat e t o Number Ct r y

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| 001 Taxi | 12. 50 EUR DE |

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| 002 Hot el | 169. 00 EUR 11. 01. 08 13. 01. 08 2 DE |

| Descri pt i on | Hol i day I nn |

| Categor y/provi der | Hot el chai n |

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4-3 SAP EP Interface: Several-Day International Trip with Additional Destinations and

Trip Segment Distribution

In the SAP EP user interface, choose the “Travel Management” home page and then choose“Create Expense Report”.

In the “General Data” area, enter as first destination “Lausanne” and as trip country“Switzerland”.

Click “Add. Destinations” pushbutton and enter Annecy (country “France”) withthe corresponding date and time.

To enter the number of miles traveled, choose the “Enter Mileage Details”

pushbutton and enter the individual trip segments including the number of fellow

passengers in the “No. of passengers” field. Confirm the information you haveentered and go back to the “General Data” screen.

When you come to “Enter receipts”, enter the receipts referred to in the exercise.

Note the different country codes and, when entering the hotel receipts, the number of breakfasts.



Close the form display.

Save the travel expense report.


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I T I N E R A R Y

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© SAP AG AC270 4-63

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| 01. 02. 2008 06: 30 - Leman |

| 07. 02. 2008 21: 15 Lausanne |

| Swi t zer l and |

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| Border cr ossi ng/ r etur n t r i p 07. 02. 2008 21: 15

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| Next desti nati on Reason/ Ci t y/ Countr y |

| 03. 02. 2008 12: 00 - Duboi s |

| 07. 02. 2008 21: 15 Annecy |

| France |

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| Meal s |

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| Ct r y Company |


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| 01. 02. 08 01. 02. 08 | | | |

| 06: 30 24: 00 CH | 29. 00 | 1 | 29. 00 |

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| 02. 02. 08 02. 02. 08 | | | |

| 00: 00 24: 00 CH | 44. 00 | 1 | 44. 00 |

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| 03. 02. 08 06. 02. 08 | | | |

| 00: 00 24: 00 FR | 41. 00 | 4 | 164. 00 |

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| 07. 02. 08 07. 02. 08 | | | |

| 00: 00 21: 15 FR | 28. 00 | 1 | 28. 00 |

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- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

| Travel costs |

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© SAP AG AC270 4-64

| Dat e Ty. Amount |

| Company Km/ No. Rei mbur sement amount i n EUR|

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| 01. 02. 08 Car | | | |

| Tot al km | 0. 30 | 800| 240. 00 |

| Passenger | 0. 02 | 1| 16. 00 |

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| 03. 02. 08 Car | | | |

| Tot al km | 0. 30 | 250| 75. 00 |

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| 07. 02. 08 Car | | | |

| Tot al km | 0. 30 | 750| 225. 00 |

| Passenger | 0. 02 | 2| 30. 00 |

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I N D I V I D U A L S T A T E M E N T

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| Tr av. exp. CompDed Amount i n |

| Dat e RNo Type No Cty VT Amount Cur r . ExRt EUR

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| 01. 02. 08 001 Vi gnett e | V0| 40. 00 | CHF | 0. 67000 | 26. 80 |

| 03. 02. 08 002 Hot el | V0| 410. 00 | CHF | 0. 67000 | 274. 70 |

| 05. 02. 08 003 Tel ephone | V0| | | | 5. 00 |

| 07. 02. 08 004 Hotel | V0| | | | 320. 00 |

| 07. 02. 08 004 Hotel 4 FR| V0| | | | 32. 80- |

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7/18/2019 AC270_new


© SAP AG AC270 4-65

| Rei mbur sement amount i ndi vi dual st at ement i n EUR 593. 70 |

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| Tot al amount f or per sonal shar es of r ecei pt s i n EUR 0. 00 |

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| Rei mbursement amount i n EUR 1, 444. 70 |

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- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

| Tri p expenses t o be t r ansf err ed ( w. CO r ecei ver ) i n: EUR 1, 444. 70

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| EUR 1, 444. 70 t o: |





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Addi t i onal i nf o f or i ndi vi dual st at ement

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| RNo Recei pt Amount Cur r . Dat e t o Number Ct r y

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| 001 Vi gnet t e | 40. 00 CHF CH |

| |

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| 002 Hot el | 410. 00 CHF 01. 02. 08 03. 02. 08 2 CH |

| Descri pt i on | Hol i day I nn |

| |

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| 003 Tel ephone | 5. 00 EUR FR |

| |

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| 004 Hot el | 320. 00 EUR 03. 02. 08 07. 02. 08 4 FR |

| Descri pt i on | Mer cur e |

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© SAP AG AC270 4-66

| Categor y/provi der | Hot el chai n |

| |

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A D D I T I O N A L T R I P S E G M E N T I N F O R M A T I O N

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| Date Vehi cl e t ype Vehi cl e cl ass Tot al KM Passenger |

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| 01. 02. 08 Car | Al l vehi cl e cl asses 800 1 |


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- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

| St art l ocat i on | Frankfurt Lyoner |

| End l ocat i on | Lausanne |

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| 03. 02. 08 Car | Al l vehi cl e cl asses 250 |

| End l ocat i on | Magdebur g |

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| 07. 02. 08 Car | Al l vehi cl e cl asses 750 2 |

| End l ocat i on | Frankf ur t Lyoner |

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4-4 Travel Calendar for Domestic Trips


Travel Expenses Travel Calendar..

The Travel Calendar: Domestic Trips screen is displayed.

In the Personnel No field, enter the personnel number, and enter February as thetime interval.


Choose Receipts.

The Trip Data Maintn: Receipts screen is displayed.

Enter the receipts.

Take care when entering overnight stays that are reimbursed per diem.

7/18/2019 AC270_new


© SAP AG AC270 4-67

Simulate the trip by choosing the Results button.

Exit the simulation.

Save the trips.

31. 03. 2008 Summar i zed Di spl ay of Travel Expenses 01

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Hamburg Cost cent r e 3200

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T R A V E L E X P E N S E S T A T E M E N T I N 03. 2008

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| Date f r m t o Curr . Meal s r cpt Accomm. r cpt Trav. cost s Recei pts Rei mbur sement

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| 06. Week |

| 08. 02 08: 00 19: 00 EUR 6. 00 30. 00 36. 00 |

| 09. 02 10: 00 17: 00 EUR 0. 00 45. 00 45. 00 |

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| 07. Week |

| 12. 02 08: 00 . |

| 14. 02 . 19: 00 EUR 48. 00 40. 00 150. 00 25. 00 263. 00 |

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| Gr and Total EUR 54. 00 40. 00 225. 00 25. 00 344. 00 |

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| |

| |

| Dat e: _________________ Si gnature: ________________ _________ |

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© SAP AG AC270 4-68

4-5 Weekly Report


Travel Expenses Weekly Report .

The Overview of Weekly Reports screen is displayed.

Enter the personnel number in the PersonnelNo field and choose Current Week .

The Trip Data Maintain: Weekly Report screen is displayed. In the Date field under Monday enter February 11, XXXX and choose Enter . The

corresponding calendar week is then available.

Enter the receipts given in the exercise. Note you also have to enter additionalinformation.

Simulate the expense report by choosing the Results button.


Save the weekly report.

4-6 Travel Expenses Manager: Several-Day International Trip with Cost Assignment


Travel Expenses Travel Expense Manager.

After you enter your personnel number and choose Enter , the Maintain Trip Data screen isdisplayed.


Enter the receipts given in the exercise.

Position the cursor on the parking receipt and choose Enhanced Cost Assignment .

The Trip Data Maintain: Enhanced Cost Assignment for Expense Receipt screen isdisplayed.

Choose the assignment Absolute and enter the cost assignment for the receipt asgiven in the exercise.

Choose the Trip segments tab page and enter the mileage/km distribution as givenin the exercise.

Choose the Advances tab page and enter the advance amounts data as given in theexercise.

In the data area Alternative Cost Assignment for Entire Trip, If Different to Master

CA, choose Enhanced Cost Assignment . The Trip Data Maintain: Enhanced Cost Assignment for Entire Trip dialog box is displayed. Enter the cost assignment for the entire trip given in the exercise.

Simulate the expense report by choosing the Results button.


Save the trip.

7/18/2019 AC270_new


© SAP AG AC270 4-69

4-7 Approving Trips


Travel Expenses Periodic Processing Approve Trips.

The Approval of Trips screen is displayed.

Enter the personnel number in the Personnel Number field and start the program.

A list of the trips to be approved appears.

Position the cursor on the individual trips and first choose Simulate Trip and then Approve Trip.

Exit the program.

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© SAP AG AC270 4-70

7/18/2019 AC270_new


© SAP AG AC270 5-1

SAP AG 2008

Settlement, Payment, and Posting of Trips

Contents:

Travel expenses

Travel expense statement for the employee

Payment of travel expenses

Posting of travel expenses

7/18/2019 AC270_new


© SAP AG AC270 5-2

SAP AG 2008

Settlement, Payment, and Posting of Trips:Unit Objectives

At the conc lusion of this uni t, you wi ll be able to:

Settle travel expenses

Use travel expense forms

Use the different transfer methods

for travel expenses

7/18/2019 AC270_new


© SAP AG AC270 5-3

SAP AG 2003

Mass settlement v iasettlement program

Settlement of anindividual trip viacursor selection

Data fromTravelExpenses

PCL1

98020 Chris Mil ler

created

02/08/XXXX Berlin

02/17/XXXX London

03/02/XXXX Tokyo

Chris Miller Trips Reason Status

Cust. A

Training

Cust. X

App roved/to be settl ed

App roved/to be settl ed

App roved/to be settl ed...

Travel Expenses

- Travel expense forms

- Payment of travel expenses

- Posting of travel expenses

All trips with the status approved/to be settled are settled via the settlement program RPRTEC00.

For test purposes, you can select individual trips and settle these using the dialog transactions. The endof the trip may not fall into a future payroll period.

On the basis of the trip data entered, the settlement program determines settlement results (especially thereimbursement amounts) for trips for specific payroll periods and stores them in the PCL1 file. The tripsmust end before the end date of the payroll period in order to be settled.

At the present time, Travel Management supports country-specific regulations for the followingcountries:Germany Switzerland Japan France The Netherlands

Austria Belgium USA Denmark Great Britain Norway Spain Sweden Canada Mexico

Portugal Finland If the status of the control record period in Payroll is New personnel control record or Exit payroll, the

next higher control record period is used as payroll period.

7/18/2019 AC270_new


© SAP AG AC270 5-4

SAP AG 2003

Status:

Released fo r settlement:

Payroll

Master data changes

Travel expenses

Released for correction:

Master data changes

Travel expenses

Payroll period = period of cont rol record

Exit Payroll : Master data changes

Travel expenses

Payroll period = period of control record + 1

The Payrol l Period of the PersonnelControl Record with Act ive Integration

In any case (even if you have not activated integration with Payroll), the payroll period for travelexpense reports is determined as follows:

If you do not enter a payroll period manually, the period from the control record in Payroll is used asthe current period.

If, however, the status of the control record period is New personnel control record or Exit Payroll,the next higher control record period is used as payroll period.

If integration of Travel Management with Payroll has been activated via feature TRVPA, the followingapplies:

If the payroll period of the personnel control record is set to Released for payroll, travel expensesettlement for this period is not possible.

If the payroll period is set to Released for correction, travel expense settlement for the period to becorrected is possible. In this case, the Correction of settlement indicator is set in the Settlement status

(0003) infotype.

If the payroll period is set to Exit payroll, travel expense settlement can only be carried out for thesubsequent period.

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© SAP AG AC270 5-5

SAP AG 2003

The trip is posted, reimbursed, taxed.

The trip is changed.

For-period = In-period = February

February March

First settlement of trip: 11.02.XXXX

January

Trip

- Taking a monthly period as an example

For-period = February

February March

Resettlement of the trip: 27.03.XXXX

In-period = March

January

Trip

For-Period and In-Period of the Inflow Principle

For the inflow principle the for-period is the period in which the trip is settled the first time.

The in-period is the period in which the trip is currently being settled.

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© SAP AG AC270 5-6

SAP AG 2003

In-period = February

February March

First settlement of trip: 11.02.XXXX

The trip is posted, reimbursed, taxed.

The trip is changed.

For-period = January

February March

Resettlement of the trip: 27.03.XXXX

In-period = March

January

January

For-period = January

Trip

- Taking a monthly period as an example

Trip

For-Period and In-Period of the Origin Principle

For the origin principle, the for-period is the period in which the end date of the trip falls.

The in-period is the period in which the trip is currently being settled.

This difference between for- and in-period is needed particularly for the integration of TravelManagement with Payroll. If a subsequent change is made to a trip, a correct retroactive accountingmust be made in the past to the for-period.

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© SAP AG AC270 5-7

SAP AG 2008

Standard

form

Summarized

form II

Detailed Condensed(landscape format)

Travel Expense Statement

PDF

form

Detailed

Summarized

form I

Condensed

Data from

travel expenses

PCL1

S t a t e m

e n t

Travel Expense Statement

When you print travel expense statements, you can choose between the standard form, summarized form

1, and summarized form 2.

The standard form (RPRTEF00) represents a detailed travel expense statement for each trip. Thestandard form lists the per diem settlements for meals and accommodation for exact dates and the travel

flat rate for exact dates, and presents an itemized statement about the receipts settled as well as anoverview of the cost assignment.

Summarized form 1 (RPRTEF01), on the other hand, lists all trips that have been settled in the specified payroll period. The print indicator is only set in the case of a domestic trip, a trip without meal receiptsand a trip without advances.

For plausibility reasons, you must use the standard form to reprint all other trips. You can start thestandard form directly by selecting the checkbox in the selection screen of summarized form 1.

Summarized form 2 (RPRTEF02) presents the same information as summarized form 1, but in landscapeformat. You can also print the number of miles/kms traveled, advances, and additional amounts per trip.

This program sets the print indicator for all trips.

You can change the standard form in Customizing; for more information, see the unit entitled Form

Structure. Furthermore, you can use user exits to change the header of the standard form and add a

company-specific text at the end of all forms.

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Travel Expense Statement (PDF)

Since ERP 2005, the travel expense form is available as a PDF form.

Unit 13 describes its use in more detail.

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FI Financial

Account ing

CO Cost

Account ing

Non-SAP

systems

HR Payrol l

Non-SAP

systems

Combinations

DME

for credit

institutions

Settlement of travel expenses

Generate resul ts

Travel

Management

Payment of Travel Expenses

You can forward the settlement results to Financial Accounting (FI), Payroll, or non-SAP systems for payment. Payment by means of data medium exchange is also possible.

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Organizational Forms of Payment

+ One program run for

posting + payment

+ Al l vendor account

posting functionsavailable

+ Payment: anytime

- Vendor master records

must be defined

+ One program run for

payment + taxation

+ One payment procedure for

all payments to employees

+ No vendor master records

needed

- Payment: only once per HR

Payroll period

-Trip results are replicated if

a separate HR system is

used

+ Payment: anytime

+ No vendor master records

needed

+ Payment in the payment

currency saved in infotype

Bank Details

- Separate payment

procedure for travel

expenses

- Manual overpayments

- Payment does not

complete transactions for

posting or taxation

... via DME... via Financial Accounting ... via Payroll Accounting

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Vendor: Chris Miller

Vendor number 4711Vendor number 4711 corresponds

to personnel number 98020

Accounting

Train ticket XYZ

Total EUR 119VAT EUR 19

Employee: Chris Miller

Personnel number 98020Trip 1000 contains

train ticket XYZ

This receipt is entered in t he SAP

system as a gross amount with the

relevant input tax code V1:

Personnel number 98020Trip number 1000

Train ticket EUR 119

Input tax code V1

Travel Management

Vendor account 4711

EUR 119

Trip expense account

EUR 100

Input tax account

EUR 19

Payment via FI Employee Customer/Vendor Account

If the reimbursement amounts are to be paid through Financial Accounting, you must create acustomer/vendor account for each employee. Program RPRAPA00 supports this procedure.

After the travel expense results are transferred, the reimbursement amounts are paid through a paymentrun in FI.

A search help enables you to determine the personnel number in the vendor master record andsubsequently access a specific employee customer/vendor account. The employee's personnel number

must be stored in the customer/vendor master record.

If you wish to use an external number assignment to assign numbers to the vendor master records to becreated (for example, vendor master record number = personnel number), you can remove the user exit

routine 'SET_VENDOR_NO_BY_USER' from the include RPRAPAEX_001.

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FI

ACC-TV

Trip transfer documents

Transfer via BAPI(possibl y via ALE)

Check o f trip transfer documents

FI/CO interface

FI documents CO documents SL documents

(prima nota)

...

Posting Travel Expenses in Accounting

Posting run

FM documents

Using the posting run (RPRFIN00), you can transfer the travel expenses results to directly Accounting.Alternatively, you can use the Manage posting run (PRRW) transaction.

The data to be transferred (such as the payment amounts) is converted to trip transfer documents duringthe posting run. After a possible check you can post these to Accounting immediately. We recommend

that you always carry out this check at the beginning of the production phase before posting eachposting run.

During the posting run, you can create trip transfer documents for each individual travel expense receiptfrom a trip, as well as an additional document for all per diems/flat rates. This enables you to track one

posting in Financial Accounting at the level of the travel expense receipts, and also allows you to split

invoices. It simplifies all other processing steps.

The trip transfer documents can also be posted to an external accounting system. An ALE scenario has

been prepared to deal with this. In the travel manager and the travel expense manager , you can choose Extras --> Payment History at

any time to see when the FI payment runs took place for the respective travel expense settlements. The payment status is also displayed here, in the travel overview. You define the important settings in the

Implementation Guide (IMG) under Financial Accounting --> Travel Management --> Travel Expenses

--> Transfer to Accounting --> Determine the FI Clearing Date.

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Travel Management HR Payroll

98020 Chris Mi ller

Travel expenses98020 Chris Mil ler

Personal

Payrollpayment

Payment via HR Payrol l

If your company reimburses travel expenses via Payroll, all travel expenses are imported automaticallyto Payroll as wage types during payroll runs (RPCACxO, sub-schema xREI).

Make certain that all travel expense wage types can be processed there.

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PCL1

ACC-TV

HR

Remunerationstatement ...

Trip expenses 50.00 EUR

...

HR Payrol l

Transfer via BAPI(possibly via ALE)

Integration of Travel Management and HR Payrol l

Travel Expensessettlementprogram

Integration and check

Act ive?

Control record

period?

Retroactive

accounting?

The travel expense settlement program RPRTEC00 saves the settlement results to the PCL1 file.

If integration to Payroll has been activated (feature TRVPA):

The travel expense settlement program may only be started if the status of the control record of payroll (transaction Payroll control record ) is set to Released for payroll or Exit payroll.

A correction indicator or retroactive accounting date is set in the Settlement status infotype (0003).

Payroll retroactive accounting in prior periods is triggered by the inflow principle after subsequentchanges to the travel expenses. In the case of the origin principle creating a trip that occurred in a

prior period, this action triggers retroactive accounting.

The Payroll program performs the required retroactive accounting runs, depending on the status of thecontrol record. It imports the travel expense settlement results from the PCL1 database and prints them

in the remuneration statement.

The travel expense settlement results can also be transferred via ALE to a separate Payroll system. Use program RPRPAY00 for this.

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RFFOxx_yTransfer printer program

RPRDTAx0Data medium exchange report

Temporary datasettables REGUH/P

Payment via Data Medium Exchange

x = HR c ou ntry versio n

xx = Coun tr y vers ion

y = Payment method

Data mediumexchange for credit institution

Data fromTravel

Expenses

PCL1

If you carry out payment by data medium exchange (DME), the Addresses (0006) and Bank Details

(0009) infotypes are required in HR mini master data. In this case, you must post the payment amount(total of all trips) to the system manually (one posting document). You can find more information in

SAP Note 90320.

Possible payment methods:

U = Domestic transfer, postal check, bank direct debit, and bank collection formsS = Check forms

The program RPRDTJOB (model report for Germany) serves as an example for how reportsRPRDTAD0, RFFOD__U, and RFFOD__S can be started in one job. It can, of course, be modified to

fill the same purpose for other country versions.

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Travel Management/Funds Management Integration

Travel request

prior to trip

Settlement

of tr avel

expenses

App roval

of tr avel

request

• Statistical

commitment in

FM

• No availabilit y

control

• Commitment in

FM

• Availabi li ty

control

Save +

approve travel

expense

report

• Commitment in

FM

• Availabi li ty

control

Posting

in FI

• Actual commi tment

in FM

When the applicant saves the travel request (PR05), the commitment is updated statistically.

The commitment is updated when the travel request is approved (PR05).

The commitment is also updated when travel expenses are entered after the trip, and when the travelexpenses are approved.

When the travel expenses are posted in Financial Accounting, the actual commitment takes place inFunds Management.

Advances are not updated in Funds Management.

Travel expenses commitments are not created if the Travel Calender transaction is used.

The travel expenses commitment is updated in Funds Management with value type 52. This approachenables business trip commitments to be identified separately in the information system.

An individual tolerance group (tolerance group 70) can be assigned for the active availability control.

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Sett lement, Payment, and Posting of Trips: Review

Settle travel expenses

Use travel expense forms

Use the different methods of travel expense data

transfer

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Exercises

Unit: Settlement, Payment, and Posting of Trips

Topic: Settlement, Statement and Posting of Travel

Expenses


Settle trips for your colleagues, print the travel expensesstatement using forms, and post the trips to be settled

5-1 Settlement of Travel Expenses

Ensure that all trips have the trip status Approved/To Be Settled . Start the Settlement of Trip

Data program for your employee (personnel number 980xx) with payroll area D2, and thecurrent period.

5-2 Statement of Travel Expenses

Now you can print the travel expenses statement for your personnel number using theStandard Travel Expense Form program, payroll area D2, and the current period.

Note:

If you are to use a different payroll area, your instructor will tell you which one to use.

5-3 Posting of Travel Expenses

Post the travel expenses for your employee (personnel number 980xx). Only post the trip for exercise 4-2 (to Magdeburg). Use the Trip number parameter.

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Solutions

Unit: Settlement, Payment, and Posting of Trips

Topic: Settlement, Statement and Posting of Travel

Expenses

5-1 Settlement of Travel Expenses


Travel Expenses Periodic Processing Settle Trips.

The Settlement of Trip Data screen is displayed.

In the Payroll area field, enter D2 (German settlement), and select Current period .

Enter the personnel number in the Personnel Number selection field and start the program.

The settlement statistics are displayed.

Exit the program.

5-2 Standard Travel Expense Form (Travel Expenses Statement)


Travel Expenses Periodic Processing Print Forms Standard Form (or Summarized

Form 1 or 2).

The screen RPRTEF00 (or the Summarized Form 1 (or 2) for Travel Expenses screen) is

displayed. In the Payroll area field, enter D2 (German settlement), and select Current period .

Enter the personnel number in the Personnel Number selection field and start the program.

The standard form is displayed.

Exit the program.

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5-3 Posting of Travel Expenses

In the SAP menu, choose Accounting Financial Accounting Travel Management Travel

Expenses Periodic Processing Transfer to Accounting Create Posting Run.

The Create Posting Run screen is displayed.

In the Payroll area field, enter D2 (German settlement), and select Current period .

In the Personnel Number selection field, enter the personnel number and in the Trip

Number field, enter the trip number from exercise 2 (Magdeburg).

Do not change any other selection parameters. Start the program. A posting run with postable trips is created. Choose Expand all.

Your trip was successfully included in the posting run.

Exit this activity.


Travel Expenses Periodic Processing Transfer to Accounting Manage Posting

Runs.

The Posting Run Management screen is displayed.

Position the cursor on the posting run you created (but not in the Run column).

Choose the Check function.

The Post/Check Trip Transfer Documents screen is displayed.

Return to the Posting Run Management screen.

Once again, position the cursor on the posting run you created (but not in the Run column).

Choose the Post function.

In the dialog box that appears, choose Post Immed ., so that the posting run is posted toAccounting successfully.

Return to the Posting Run Management screen.

Now position the cursor in the Run column for the posting run you created, so that you cancall the Trip Transfer Documents selection screen.

The Trip Transfer Documents selection screen is displayed.

Select an accounting document.

Choose FI/CO documents.

In the dialog box that appears, choose Accounting document .

he Document Overview for the trip you created in this posting run is displayed inAccounting.

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Supported credit card processes:

Corporate card – settlement with employee account

Corporate card – settlement with company account

Split payments

Central travel center card

Integration with Financial Accounting

Creating test files

Contents:

Credit Card Clearing

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Explain and use the possible credit card processes

At the conclusion of th is unit, you w il l be able to

Credit Card Clearing: Unit Objectives

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Flight/train tickets ordered through SAP Travel

Planning or the travel agent are automatically paid bya central travel center card for each business area.

Each employee also has a personal corporate card,

which is charged to his or her personal account .

They use this card to pay for hotels, rental cars and

all other business expenses during a business trip.

The invoice files from the credit card issuer for both

credit card types can be imported into the SAP

system for direct assignment to specific t rips.

Credit Card Clearing: Business scenario

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98020 Chris Mi ller

002 HOTL ... EUR 100.00 . . .

Exp.descript. Amount Currency Date Text

Receipts

Selection of Credit Card Documents

Accom/ Hotel 100,– EUR 08.03.XXXX Hotel

Entertainment 175,– EUR 07.03.XXXX Enter.

Flight 650,– EUR 06.03.XXXX Flight

Credit Card Clearing in Dialog

Da Gianni

Taxi invoice

Accommodat ionwith breakfast

EUR 100.00

HotelGolden

StagInvoice

Import

Credit card clearing simplifies recording of receipts considerably and can be used for all entry typesexcept fast entry.

You can use both corporate credit cards with personal or company liability and travel center cards

(ghost cards/lodged cards).

Once a receipt has been paid from credit card clearing, the amount, exchange rate and currency can nolonger be changed.

The following requirements must be fulfilled before credit card clearing can be utilized:

You can only use credit cards whose issuers support the SAP data record or for which SAP providesthe appropriate conversion programs. Most widespread credit card issuers support this standard.

You can define the clearing keys of the credit card issuers yourself in Customizing, even for non-certified issuers.

The employees' local currencies must correspond with the accounting currencies used for their creditcards.

Certified credit card issuers: See http://www.sap.com Partners Integration & CertificationOnline Partner & Product Directory Search "By Software Category": "Travel Expense Management"

For information on the standard interface, see

http://www.sap.com/partners --> Integration & Certification Integration & Certification Services Certification testing Interface reference FI-TMC.

Note also the relevant documentation in the SAP Library under Accounting Financial Accounting Travel Management Travel Expenses Credit Card Clearing.

http://www.sap.com/

http://www.sap.com/partners

http://www.sap.com/partners

http://www.sap.com/

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Corporate Card –Settlement with Employee Account

2

Retailer /

service

provider

Accounting

Traveler Approvingmanager

Employee pays

with credit card

• Credit car d file

is imported into

SAP Travel

Management

• Tr aveler receives

documents in

document bu f fer

• Credit car d issuer

sends billto traveler

Payment to

traveler

Payment to

cr edit card

is suer

8

1

7a

Cost control

5

Posting

6

Company with SAP Travel Management

4

Travel

Expenses

Credit card

issuer

3

Spl it payment poss ible:

Payment of business

expenses direct to

credit card issuer

7b

Retailer /

service

provider

charges cr edi t

card issuer

All travel expenses are charged directly to the traveler's personal corporate card, which is settled fromhis or her personal account (individual billing). A comparison check between travel expenses and thetravel agent's collective settlement is not necessary in this model. The traveler inserts the imported credit

card receipts during travel expense entry or deletes them if the corresponding expenses were of a

personal nature. In this scenario, deleted receipts are removed from the database, which protects thetraveler's privacy.

In FI, the costs are posted directly to the employee's vendor account (default setting).

All the data imported during credit card clearing is available for MIS reporting, just like all other travelexpense information.

If you code the service provider and the symbolic account assignment properly, your company can postcertain travel expenses directly to a credit card company vendor account (split payment) without having

to reimburse the employee for these costs in an interim step. In the process, the credit card number toidentify the traveler is passed on to the credit card company vendor account.

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Corporate Card –Settlement with Company Account

2

Retailer /

service

provider Traveler

Approvingmanager

Employee pays

with credit card

• Company receives

credit card file

• Credit card fi le

is imported into

S AP Tr avel

Management

• Traveler receives

documents in

document

buffer

• Traveler

receives

acc ount

statement

Company collects

private shar e f rom

traveler

( Receipts

Wizard or Itemize)

Company pays all

expenses to credit

car d i ssuer

8

1

7Cost control

5

Invoice

verification and

posting

6

Company w ith SAP Travel Management

4

Travel

Expenses

3a

Cr edit car d issuer

sends invoice

to company

3b

Retailer /

service

provider

charges cr edi t

card company

AccountingCredit card

issuer

In this credit card model, a company account at the credit card issuers is charged (central billing), evenif the card has been issued in the traveler's name. All expense types that are imported through this cardmust be coded as "paid by company" and not for reimbursement. If these contain receipts or receipt

items from pesonal use, the employee can mark these as personal expenses using the Receipt Wizard or

in the SAP EP interface using the „Itemize" function. The company is repaid for these personal expensesautomatically by the traveler's payroll accounting department or by reducing the amount reimbursed.

In FI, the costs are posted directly to the credit card issuer's vendor account.

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Central Travel Center Card (Ghost/Lodged Card)

2

Travel agent

Traveler Approvingmanager

Ticket issued

• Company receives

credit card file

• Traveler r eceives

documents in

document

buffer

Company receives

invoice

7

1

Cost control

5

Invoice verification

and posting

6

Company with SAP Travel Management

4

Travel

expenses

3a

Payment to cr edit card

issuer

3b

Air li ne

charges

cr edit card

company

AccountingCredit card

issuer

You use this model if your travel agency uses a central travel center card (lodged card/ghost card/BTAcard) to bill for certain travel services (primarily flights and train tickets). For these travel services, your company receives the bill and accepts full liability. This process variant can be combined with the

models for personal cards.

In addition to the general requirements for credit card clearing, you also have to consider the following:

Expense types:The travel expense types used here must be flagged as Already paid by company and assigned to

your credit card issuer's transaction keys. If you use service providers, you can enter them as defaultvalues (IMG activity Define Assignment Table for Credit Card Clearing)

Service provider:If you use several central travel center cards, you should use a service provider . This enables

differentiated account assignment determination. While expense types without service providers are

always posted to the same clearing account, the "expense type + service provider" combination can be posted to the specific clearing account for the respective travel center card (IMG activity Define

assignment table for credit card data).

If you enter several service providers, you need a specific wage type to determine the clearingaccount for each credit card issuer; you assign the combination "expense type + service provider" to

this wage type.

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Clearing with the credit card issuer's invoice file in FIWe recommend using the following procedure to clear the transaction data from the posted travel

expenses with the items in the credit card issuer's invoice file:Create a G/L account with OI (open item) management as a clearing account for paid travel expensereceipts for each travel center card (this account corresponds to the IR/GR account from Materials

Management).Configure the infrastructure for processing electronic invoice receipts in Accounts Payable.

When setting up this scenario, please observe the Customizing guidance in the SAP Library under Accounting Financial Accounting Travel Management Travel Expenses Credit Card

Clearing Central Travel Center Card with Centralized Payment.

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Credit Card Clearing: Customizing

Trip Provision Variant

CAR.RENTALFLIGHT....

MEALS.....

...

Rental car Flight paid

Lunch

...

Amt can be changed, not exp . typeCannot be changed

Can be changed to expense type

Lunch, B reakfast, Dinner

Service provider?

Further processing?

Credit card issuer XY

Transaction key

SAP Travel Management

RCAR AIRP

MEAL

You have to configure the following system settings:

Activate characteristic value CCC for characteristic TRVPA. When you activate this value, you canalso configure the modifiability of imported receipts that were paid for the company (such as theexpense type, amount, currency, and so on).

Define the active credit card issuers in IMG for Travel Management under Travel Expenses

Master Data Credit Card Clearing Define Credit Card Issuer .

In IMG for Travel Management, under Travel Expenses Master Data Credit Card Clearing

Define Assignment Table for Credit Card Clearing, define:

- Which credit card company transaction keys will generate which SAP travel expense types

- How the system will further process credit card transactions

- How to control the account assignment for credit card transactions (you can use the service provider to split the account assignment, and thus the payment)

- To what extent a manual change of the travel expenses type can be made by the employee:

- Parameter CCC in characteristic TRVPA for the relevant organizational unit must have the value1 or 2.

- Possible values are:

- +++Expense type cannot be changed – the expense type defined by credit card clearing cannot be changed under any circumstances (Example FLUG)

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- Expense type can be changed as required – the expense type defined by credit card clearing can

be changed as required

- +++Expense type can be changed with certain limitations – the expense type defined by creditcard clearing can be changed to one of six expense types to be defined thereafter or split up intoseveral types (using the Receipt Wizard or the "+++Divide Receipt" function in the SAP EPinterface. For example: HOTEL)

The employee's credit card number and the validity date for using a corporate card must be definedin the Communication (0105) infotype, subtype 0011. This is not necessary if travel center cards areused.

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Manual deletionDocumentbuffer

(Cluster TC)

Trip 201004

Trip 001034

Trip 021034

Trip 001034

Aut omatic Manual

SAP

Travel Management

Credit card clearing

Importing and Assigning Credit Card Data

SAP Travel Management

Trip facts entry

Manual assignment

Data transfer

Credit

Card trans-

actions

Delete from

Documentbuffer Not for receipts

"paid by company"

You use report RPRCCC00 to import the billing data from the credit card company (Menu: TravelManagement Travel Expenses Tools Credit Card Clearing Import Credit Card File). Youdefine the assignment using the employee's name, personnel number and credit card number. During the

import, you can decide whether you want to automatically insert the receipts in the traveler's existing

travel expense reports or whether the traveler (or the person who entered the traveler's documents) caninsert them manually from the document buffer.

You can create your own test file with report RPRCCC_CREATE_TESTFILE. The file containsautomatically generated receipts for the specified personnel number.

Other menu items for credit card clearing include:

+++Overview of settlements: Shows the billing data saved in the TA cluster

Display Imported Documents: Displays the content of the entire TC cluster in PCL1 (document

buffer for credit card data) for each employee

Display credit card receipts: Lets you evaluate credit card data in Travel Management byorganizational area or employee

Process incorrect transactions: Lets you correct items that caused errors during the import of a billing file

Create file with corrected transactions: Lets you generate a new credit card file with corrected items,which you can then import into the SAP system

Be sure to read the report documentation for these functions.

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If you want the credit card transactions to be assigned to trips automatically, be sure that you define thecorrect Other Procedure for each travel expense type in IMG activity Define Assignment Table for

Credit Card Clearing. During the automatic assignment to a travel expense settlement, any receipts thatyou added manually with additional receipt information as required fields are not added as receipts, butare instead added to the document buffer.

In addition to the above report (RPRCCC00), you will find also the following reports in the system withrespect to credit card clearing:

RPR_AMEX_BTA_TO_FI: +++Report on posting travel center card settlements to FI (AMEXBTA) Note 607109

RPR_AIRP_LRS_TO_FI: Report on posting Lufthansa AirPlus invoice records to FI (LARS) Note 640995

RPRCCC_READ_BTA: Conversion report on posting travel center card transactions to SAP TravelManagement (AMEX BTA) Note 595486

RPRCCC_READ_KR1025: Conversion report for data in American Express format KR1025 Notes 517881 and 611799

Please make a note of any essential system settings or Customizing settings described in the notes.

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Explain and use the possible credit card processes

You are now able to

Credit Card Clearing: Summary

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Optical Archiving

Contents:

Late archiving

Early archiving

Archiv ing w ith bar code

At tachments added by the traveler

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Describe the entry t ypes for optical

archiving

Assign orig inal (facsimi le) documents to a t rip

and display them

Optical Archiving: Unit Objectives


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Structure of Optical Archiving

Archive SystemTravel

Management Application

ArchiveLink

SAP System

Optical archiving allows you to store facsimiles of original documents (such as travel requests, postingconfirmations, hotel receipts, and so on) for individual trips for each employee. The expensesdepartment can then deal with the documents for a trip efficiently and have quick and easy access to the

original documents.

The actual facsimiles, which are submitted in paper form, are imported into the system using an externalscanner program. The scanner program, in turn, communicates with SAP ArchiveLink.

The individual facsimiles are directly linked with a trip and an employee (trip and personnel number). Document types are used to establish this link.

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Scanning departmentExpenses departmentor employee

Link

Link

Scanning department

Trip

documentsTripdocumentsTrip

documents

TripdocumentsTrip

documents

Early archiving

Late archiving

Tripdocuments

Tripdata

Expenses department

Tripdata

Entry Types: Optical Archiving

Late archiving is appropriate if you or your employee have already entered an SAP document (travelrequest or trip) for which the employee will later submit original documentation.

Early archiving is appropriate if you or your employee have not yet entered any other SAP documentsfor a trip (for example, if an employee takes a trip, submits his original documents to the central

scanning department after returning from his trip, and then forwards his trip data to the expensesdepartment).

The following entry types are available for setting up the link (trip/original document):

Late archiving with direct assignment to trip or with assignment to trip via bar code

Early archiving without bar code, with triggering of Workflow to travel expenses

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Document Assignment via Bar Code

Settlemet of travel expenses

Bar code1 2 3 4 5

Receipts

1 2 3 4 5

Receipts

1 2 3 4 5

Receipts

1 2 3 4 5

Link

Arch ive key

Assign facsimiles Assig n facsimiles

Expense receipts

Exp. receipt 001 Taxi on 03.02.XXXX

Amount EURO

Input tax

20.00

You can assign facsimiles to a specific employee trip by means of bar codes.

In the case of late archiving, the employee submits his bar-coded documents either to a central scanningdepartment or to the expenses department. There, they are assigned in a travel expenses dialog to SAPdocuments (travel request or trip) by the person responsible. After a document type is chosen, the bar

code ID of the document is entered in the trip and the bar-coded originals are scanned.

In the case of early archiving, the employee hands in his documents to the central scanning department,where they are given bar codes and scanned. Since the trip does not yet exist, direct assignment cannot

take place. The scanned documents are placed in a pool for documents with open bar codes. Theassignment is carried out when the trip is entered and the bar code ID is entered.

SAP recommends archiving with bar codes as this assignment procedure entails the least organizationaleffort.

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Expenses department

Archi veviewer

R/3trip data entry

Assig n facsimiles Assign facs imiles

Scanning center

Scandialog

R/3early optical

archiving

Scanning center

Scandialog

SAP system:early optical

archiving

Expenses department

Archiveviewer

SAPtravel data entry

Ass ign facs imiles

Workflow

Document Assignment via Workflow

This optical archiving procedure is especially helpful when you are entering travel requests.

An employee's approved travel request is scanned in the central scanning department and assigned to adocument type. While travel request is being scanned, a workflow is automatically started informing the

person responsible in the expenses department that a trip is expected.

The person responsible in the expenses department processes this workflow. The scanned facsimile isdisplayed and, at the same time, the entry type that was assigned to the workflow in Customizing is

offered. In this entry dialog, a travel request based on the data in the facsimile is entered and Assign

facsimiles is used to assign the document to the trip.

For more information about optical archiving, refer to the documentation.

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Document Assignment by the Traveler

The traveler can also attach documents to the trip. These attachments are then available for the assistantsand approvers.

This function is available in two locations:

When creating a new expense report

In the traveler's personal object worklist (POWL)

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Describe the entry t ypes for optical

archiving

Assign orig inal (facsimi le) documents to a t rip

and display them

Optical Archiving: Summary


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The Implementation Guide

Trip number ranges

Trip provision variants

The connection between travel privileges and t rip facts

Control parameters from travel priv ileges

Control parameters from trip facts

Travel expense types

Contact persons

Contents:

Number Ranges and Master Data for Travel Management

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Set up number ranges that fulf ill your

requirements

Maintain the master data elements for

Travel Management, for example, the trip

prov ision variants and travel expense types,

which are set up in the Implementation Guide


Number Ranges and Master Data for Travel Management: Unit Objectives

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HRHR

COCO

..........

MMMM

FIFI

SAP Reference IMG

SDSD

The Implementation Guide (IMG)

Project IMG

TRVTRV

Views:

•Settings in Travel

Management

environment

•Travel Expenses

•Travel Planning

The installation of new application components is supported by the SAP Reference IMG or the projectIMG. The IMG (Implementation Guide) is used to carry out individual customizing activities.

Customizing is the procedure you use to

Introduce an SAP module in your company quickly, reliably and economically

Adapt the standard version to your company's specific business-related requirements

Document and manage the implementation and adaptation phases for project control using a practicaltool

Customizing activities can be performed directly from the IMG. Documentation on each activity is alsoavailable in the IMG.

In addition, you have functions for project management and project documentation at your disposal.

When you introduce Travel Management, activate the Travel Management application component inyour project IMG. The necessary environment is generated automatically.

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Trip Number Ranges

Master data

Trip Provision Variant

Control Parameters from Travel Privileges

Control Parameters from Trip Facts

Travel Expense Types

Initial Screen of Customizing for Travel Expenses

In this section of the IMG, you determine the values that are valid in your company for the TravelManagement area.

The view entries entered here control which values are valid when the infotype Travel Privileges (0017)is created and trips are entered.

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Personnel area 1300

Number Number rangerange:: 0101 InternalInternal number number assignmentassignment

Trip 2Trip 2

Trip 3Trip 3

Trip 8Trip 8

Trip 1Trip 1

Trip 6Trip 6

Trip 4Trip 4

Trip 5Trip 5

Trip 7Trip 7

Trip 9Trip 9

Trip 1Trip 1

Trip 2Trip 2

Trip 3Trip 3

Trip 1Trip 1

Trip 2Trip 2

Trip 3Trip 3

Trip 4Trip 4

Number Number rangerange:: 0202 ExternalExternal number number assignmentassignment

PersNoPersNo. 4711. 4711




Trip 1Trip 1

Trip 2Trip 2



Trip Number Ranges

Every trip entered is stored in the system under a trip number.

You can choose between internal (number range 01) or external (number range 02) number assignment.A number range must be specified.

We recommend using internal trip number assignment only.

In the case of internal number assignment, the system assigns trip numbers. You have to set up therelevant number range for each personnel area under number range 01. Make certain that the intervalsfor the individual personnel areas do not overlap.

In the case of external number assignment, the person who enters the trip data assigns the trip numbers.By specifying the number range interval allowed for each personnel area, you can make sure that only

numbers that are allowed can be assigned for the respective personnel area.

By means of a user exit in Include MP56TFEX, you can specify, for the employees, the number rangeintervals for internal number assignment according to your own criteria. For example, instead of the

employee’s personnel area, the company code in HR master data can be used to determine the number range interval.

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Per Diems/Flat Rates: Connection BetweenTrip Facts and Travel Privi leges

Country:

France

Region:

Paris

Reimburs. groupM/A - statutory: blank

Reimburs. groupM/A - enterprise: blank

Reimburs. groupTravel costs: blank

Travelprivileges

Leg of trip

100 km

EUR 30.00

Trip facts

EUR 41.00EUR 52.00

Meals: Accommod.:

EUR 50.00EUR 82.00

Meals: Accommod.:

The calculation of per diems/flat rates depends on several factors.

The per diem rates are defined in Customizing based on specific factors such as trip type, destination,and trip duration. Different legal per diems and company-specific rates can be defined here.

Other parameters that influence the calculation of the per diems/flat rates to be reimbursed for a specifictrip settlement are also information on the specific employee and are saved in the Travel Privileges

infotype (0017). The travel privileges control, among other things, the reimbursement amounts that the

accounting program uses and the types of receipts that can be recorded for an employee.

The above figure illustrates the influences that the reimbursement groups for meals/accommodation andthe reimbursement group for travel costs have on determining the per diems/flat rates for a trip to Paris.

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t

Tax free

Companypays

50.00

60.00

1.4.XXXX

Meals per Diem for Destination U.S.

50.00

50.00

tTax free

Companypays

113.00

100.00

1.4.XXXX

Accommodations per Diem for Dest ination U.S.

113.00

113.00

Changes in Per Diems for Meals/Accommodation

The followion ang information depends on the statutory regulations in each country:

In the IMG activities Reimbursement Amounts for Accommodatind Reimbursement Amounts for Meals,you can store the following amounts for exact dates:

Tax free amount

Company-specific reimbursement amount

In the Implementation Guide (Travel Expense Control (Expert View), line Meals settlement or Accommodations settlement, Position 2), you define whether you want to settle the trip for exact dates or

for the conditions valid for the beginning or end of the trip.

If the company-specific per diem is higher than the tax-exempt per diem, the difference between thecompany-specific rate and the tax-exempt rate must be transferred to HR Payroll Accounting as an

additional amount for taxation .If the company-specific per diem is lower and therefore tax free, the employee can claim the difference

as income-related expenses. You can print out these differences at the end of the year in an income-

related expenses statement (See Information System Diverse Trip Reports or the report RPRTEF10)that can be forwarded to employees.

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Enterprise-Specif ic Trip Type (ETT)Example: Trips Between Plants

MileageMileage ETTETT blankblank ETT PETT P

Tax freeTax f ree 0.300.30 0.300.30

Enterprise paysEnterprise pays 0.300.30 0.100.10

MealsMeals ETTETT blankblank ETT PETT P

Aust ria Aust ria

tax freetax free 35.0035.00 35.0035.00

Company paysCompany pays 35.0035.00 25.0025.00

Accommodations Accommodations ETTETT blankblank ETT PETT P

Aust ria Aust ria

tax freetax free 67.0067.00 67.0067.00

Company paysCompany pays 67.0067.00 60.0060.00

Trips that differ from standard trips due to enterprise-specific rules can be classified in an enterprise-specific trip type (ETT).

If your company uses, for example, different reimbursement rates for mileage, accommodations andmeals for standard trips than it does for trips between plants, the relevant enterprise-specific trip type

can be specified during the entry of a trip in the PD/FR reimbursement data area.

In the above figure, ETT blank represents a standard trip and ETT P a trip between plants.

In the views for mileage flat rates and meals/accommodations per diems you can store the following for exact dates and according to enterprise-specific trip type:

Tax free amount

Amount reimbursed by your company

If you specify trips according to trip activities, this also can be stored in the PD/FR reimbursement dataarea.

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Trip provision

variant01

Customizing

Specifies work area

Feature TRVCTTRVCT (Travel Control) for travel expenses

MOLGA Country grouping

Germany

01

Switzerland02

U.S.10

01 German settlement

Trip Provision Variant: Definition

Trip provision variant(per country and settlement rule)

Austrian coll ect.agreemnt. . .03

10 U.S. settlement

German settlement

Swiss settlement

01

02

Each country determines its own settlement rules and tax-free amounts for travel expenses on the basisof its tax legislation.

To ensure that your expense department has the correct settlement rules for the respective countries, youneed to define a trip provision variant for each country and settlement rule, and assign it to the

appropriate organizational area in feature TRVCT.

Since the trip provision variant is also an integral part of each view, these views are subdivided intodifferent settlement-specific sections and can be accessed directly by the settlement program (controlled

via feature TRVCT).

We recommend that you define a specific trip provision variant for each settlement rule that a countryspecifies in its tax laws. You can define further trip provision variants within a country if you wish.

In the standard version, there are three trip provision variants for the U.S. and one each for Japan,

Germany, Austria, Switzerland, Belgium, the Netherlands, Spain, Denmark, Great Britain, Norway,France, Sweden, Canada, and Mexico.

You can manually delete trip provision variants that are no longer needed from your current client. Theother entries for these trip provision variants can be deleted with the IMG activity Define/Delete/Restore

unrequired trip provision variants. The underlying program allows you to copy and reproduce travel

provision variants from client 000 to your current client.Feature TRVCT must be adjusted manually however.

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Tripprovision variant 01

Deductions

Mileage

Receipts

Trip prov.var. 01

Trip prov.var. 01

Trip prov.var. 01

Deductions

Mileage

Receipts

Trip prov.var. 02

Trip prov.var. 02

Trip prov.var. 02

Deductions

Mileage

Receipts

Trip prov.var. 03

Trip prov.var. 03

Trip prov.var. 03



Decision tree

1

Settlement Rules Feature TRVCT

2

Using the trip provision variant, you can define your own subsections in all Travel Management viewsand thus set up different variants of trip rules in the same system. This means that every trip provisionvariant has its own Customizing.

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Trip Provision Variant 01

01Country grouping

1Currency indicator

Currency

T r i p p

r o v i s i o

n

v a r i a n t

0 1

Global Settings

Ass ign country group ing

Trip currency

EUR

Settlement of foreign curr . receipts

In trip currency

In hard currency

Choose per receipt

Input tax

No input tax

Input tax per trip expense type

Flat-rate input taxWith input tax code

Ctry

0% input tax

Global Settings

German settlement

Germany

Currency is determined from co...

Euro

DE

V0

Assign the following to each trip provision variant:

HR country grouping

Trip currency

Country for which input calculation is to made

0% input tax indicator

Exchange rate for the currency translation

If you do not want to calculate input tax you can deactivate this function.

For more information, see the IMG activity Define global settings.

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Employee grouping

Reimbursement group

Travel Expenses 1for executiveemployees

Class ABC(over 2000 ccm)

Class XYZ(under 2000 ccm)

Travel Privileges

Reimburs . group for mileage

Vehicle class

Assignment of Assignment of

employeeemployee

Reimbursement groupTravel Expenses 2for employees

Vehicle classif ication

1

ABC

Reimbursement Group Mileage/Vehicle Classes

The reimbursement group for mileage is used to reproduce enterprise-specific reimbursement rates for mileage settlement, depending on employee.

To do this, you group your employees and assign them to freely-definable reimbursement groups. Thevalid input values (one place, alphanumeric) are stored in the system together with a corresponding long

text.

In the same way, you classify your company cars in vehicle classes (three places, alphanumeric). Thevalid input values are again stored in the system together with their corresponding long texts.

Additional enterprise-specific reimbursement rates can result from special usage of vehicles. Thefollowing additional travel flat rate types are preset by SAP:

Additional passengers standard key M

Additional baggage Standard key G(demonstration articles and so on)

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Snowmobile

Car

Vehicle Types

blank : Car

M : Motorcycle

S : Snow

mobile

Vehicle Types

MotorcycleMotorcycle

Reimbursement rates for mileage can be distributed according to different kinds of vehicles (for example, car, motorcycle, or snowmobile).

You can store your permissible vehicle types (one place, alphanumeric) with corresponding long texts inthe IMG activity Define vehicle types.

For each valid entry value for vehicle type, a corresponding entry must be defined in the trip expensetypes for the reimbursement rates (IMG activity Assign wage types to trip expense types for per

diems/flat rates). To do this, choose the expense type FAK_ and add the respective indicators for your

vehicle types (for example, car, vehicle type = C: expense type = FAKC). This is necessary because theflat rates for the different vehicle types can have different input tax rates.

It is also necessary to store an entry for the miles/kms allowance for each valid vehicle type.

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Statistics according toemployee grouping

. . .

An au thor ization check,for example, for administrators inthe expenses department

. . .

Employee group ingTravel Management

(Info type Travel Privileges)can be used for ...

Ass ignm ent of atrip provision variant

G01G01

Variant 01

G02G02 . . .

. . .Variant 02

Employee Grouping – Travel Management

Tripscan only bedisplayed

Tripscan beprocessed

The employee grouping for Travel Management in the Travel Privileges (0017) infotype can be used toreproduce an enterprise-specific classification of employees in the system from the Travel Management

perspective.

This grouping can be used for authorization checks as a query in the feature decision trees (for example,for assignment of trip provision variants) and to produce subsequent statistics.

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Trip country Name Region Trip area

UA Ukraine Ukraine

UG Uganda Uganda

US U.S. U.S.

US U.S. HOUST U.S. Houston

US U.S. NYC U.S. New York

US U.S. WADC U.S. Washington

... ... ...

... ... ...

UY Uruguay Uruguay

UZ Uzbekistan Uzbekistan

... ... ... ...

View "Names for Trip Country/Trip Country Group/Trip Region"

Define Trip Areas

Using the IMG activity Define trip areas you can represent trip areas via trip countries, trip countrygroups, and trip regions. You can use this to deal with special meals and accommodations per diems per

trip area.

Trip countries correspond to a geographical area.

Trip regions are geographical areas within trip countries. They therefore represent smaller trip areas thana trip country. You can, for example, single out the capital city of a trip country as a special trip area viathe trip region

Trip country groups allow you to combine any number of trip areas already defined into larger tripareas. Such a larger trip area must not necessarily represent a geographically related area. You can, for

example, combine all the cities in the U.S. that have a population of over two million in a trip countrygroup.

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Expenses typeExpenses t ype

permissibilitypermissibilityUsageUsage

TaxTax

indicator indicator

TELE

PARK

BEWI

HOTL

123456789

123456789

789

456789

Business tripand weeklyreport

V0

V1

N2

V1 Accommodationwith breakfast 200.–

HotelGoldenStagInvoice

Business tripand weeklyreport

Business tripand weeklyreport only

Weeklyreport only

TripTrip

expense typeexpense type

Travel Expense Types for Individual Receipts

Individual receipts for travel expenses are entered in the travel expenses report using travel expensetypes.

In the IMG activity Create trip expense types for individual receipts, store an expense type (four places,alphanumeric) for each receipt, with a validity period. SAP recommends setting the end date of this

period to 12/31/9999 since this end date cannot be changed later.

In the travel expense type detail screen, you can specify, via expense type permissibility, which expensetypes the employee may settle. This expense authorization is then stored per employee in the Travel

Privileges (0017) infotype. You can also specify whether a travel expense type can be used for business

trips, for the weekly report, or both. This is especially helpful if you, in your company, intend to settle

employees' receipts that do not have to do with business trips via the weekly report (for example, for business meals or office materials).

In the travel expense type detail screen, you can also store a default value for the tax indicator for domestic receipts.

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Amount Amounttypetype

Default/Default/Max. valueMax. value

Trip country/Trip country/RegionRegion

TripTripexpense typeexpense type

BENZ

BENZ

TAXI

TAXI

Defaultvalue

Warning

Warning

ReasonRequired

from

EUR 55

EUR 100

EUR 100

EUR 50

–

–

–

FRParis

Default Values/Maximum Rates for Expense Types

TAXI

TAXI

You can define the default values and maximum rates for travel expense types using the IMG activity

Define maximum rates and default values for expense types.

You can define maximum rates and default values for the trip per:

Statutory and enterprise-specific trip type

Trip activity

Statutory and enterprise-specific reimbursement group

Trip area

(Note: Stopovers not taken into consideration.)

Using the Amount type field, you specify the type of the maximum rate or default value. The following

values are possible.

Default value: The amount stored is defaulted in dialog as an entry value

Reason: if the maximum amount is exceeded, areason must be entered in the Reason field.

Warning: If the amount is exceeded, a warning is issued in dialog.

Error message: If the amount is exceeded, an error message is

issued in dialog.

Distribution: Distribution of the receipt to different wage types (amount below maximum rate to first

wage type; amount above maximum rate to second wage type).

You can specify an alternative message for maximum amounts that is issued if the amounts areexceeded.

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Expense type BEWI

Fields

From date

Screen selection

Mandat. OptionalSuppress Display

Country and region

To date

Number Description

Participants

...


Expense receipts


AmountInput tax


Entertainment

150.00 EURO

+++Input tax 16% 20 of which not deductable ...

Number 3

Participants

Reason

Loc.

Ctry

Expense

type BEWI

Loc.

Reason

Addi tional Receipt Information

Using the IMG activity Field control for additional field information, you can define whether additionalinformation should be entered when processing certain travel expense types (for example, for hotel,

entertainment and meals).

When you do so, you decide whether fields:

Must be filled (mandatory) - Can be filled

Should only be displayed or - Should be suppressed.

In addition, you decide the method of calculation that is used for the Number field. You can choosefrom the following options:

Difference in date plus 1 (for example, car rental)

Difference in date (for example, hotel)

If the difference in dates is 0, the number field is set to 1.

No calculation of number from the difference in dates (entertainment, for example)

If a maximum amount is defined for the expense type, the receipt amount is validated against themaximum amount multiplied by the number.

Caution: If you require a reason for exceeded maximum amounts, do not suppress the Reason field inthe additional receipt information.

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Responsibilit ies for Standard Role travel_admin Travel Administrator

Name Status Priority Code

Description

...

Brown travel_admin

Heath travel_admin

Smith travel_admin

01

Miller travel_admin

Linn travel_admin

Parker travel_admin

01

Travel administrator M–Z Responsibility com...

Travel administrator A–L Responsibility com...

Contact Persons

Contact persons for Travel Expenses are created in two steps:

First you must specify the area of responsibility, such as travel administrator A-L.

Secondly you assign for each area of responsibility the following (for example):

- People (personnel number) or

- User

For more information, see the IMG activity Define contact persons.

Caution: In the Contact person tabstrip in the Infocenter, the data stored in the user master record(transaction User maintenance or SU01) is displayed. If you do not explicitly assign a user to aresponsibility and, for example, assign a personnel number instead, then you must assign a user to this

personnel number using the Communication (0105) infotype.

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Distinguish between internal and external

number ranges

Maintain the master data elements for

Travel Management, for example, the trip

provision variants and travel expense types,

which are set up v ia the Implementation Guide


Number Ranges and Master Data for Travel Management: Summary

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Exercises

Unit: Number Ranges and Master Data for Travel

Management

Topic: Customizing


Make changes in Customizing for number ranges and master data to

ensure that trips made by the employees can be settled according toyour enterprise-specific rules

8-1 Creating a Reimbursement Group for Travel Costs

For your trip provision variant xx, create a new reimbursement group for travel costs:

Reimbursement group 9 with the description: group xx

xx = Group number

8-2 Setting Up Travel Expense Types

For your trip provision variant xx, create a new travel expense type MOTL for motel:

Use HOTL as a template and enter EUR 125.00 as the maximum amount for an overnight

stay. An error message should be issued in the dialog, if this maximum amount isexceeded.

You must also create the assignment of expense type to wage type.

In the trip to Barcelona, replace the expense type hotel with motel and enter a documenttext.

Simulate the trip and check the result.

xx = Group number

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Solutions

Unit: Number Ranges and Master Data for Travel

Management

Topic: Customizing

8-1 Creating a Reimbursement Group for Travel Costs

To call Customizing (IMG), choose the following path from the SAP Easy Access menu:

Tools Customizing IMG Execute Project .

The Customizing: Execute Project screen is displayed. Choose SAP Reference IMG.

The Display IMG screen is displayed.

Navigate through the IMG as follows:

Financial Accounting Travel Management Travel Expenses Master Data

Control Parameters for Travel Expenses Control Parameters from Travel Privileges

Define Reimbursement Groups for Travel Costs.

The Change View “Name: Reimburs.Group for Travel Costs/Add.Flat Rate Types” screen

is displayed.

For your trip provision variant xx (xx = group number), create the reimbursementgroup 9 as given in the exercise. Select your trip provision variant with blank for reimbursement group for travel costs and the name All employees as a template.

Choose Enter and then save your entries.

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8-2 Setting Up Travel Expense Types

In Customizing (IMG), choose:


Travel Expense Types Create Travel Expense Types for Individual Receipts.

Once you have entered your trip provision variant, the Change View “Travel Expense

Types for Receipt”: Overview screen is displayed.

For your trip provision variant, enter the travel expense type MOTL as given in theexercise. To do this, choose the HOTL expense type as a template and change the shortand long descriptions.

Choose Enter to verify your entries and then save the data.



Travel Expense Types Define Maximum Rates and Default Values for Expense Types.

Once you have entered your trip provision variant, the Change View “Default Value/Maximum Amount” screen is displayed.

Use New entries to create the travel expense type MOTL with a maximum value of EUR 125.00. Also enter the time periods for periodical accrual.

In the Amount type field, select the entry given in the exercise.

Save your entries.

Return to the IMG and choose:

Financial Accounting Travel Management Travel Expenses Wage Types for

Interfaces Assign Wage Types to Travel Expense Types for Individual Receipts.

Once you have entered your trip provision variant, the Change View “Wage Type for

Receipt: Overview” screen is displayed.

Select the expense type HOTL and copy this to MOTL.


Then choose SAP menu path:

Accounting Financial Accounting Travel Management Travel Expenses Travel

Expense Manager .

The Travel Expense Manager screen is displayed.

In the trip to Barcelona replace the travel expense type HOTL with MOTL and saveyour changes.

To simulate the trip, choose Results.

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Defining flat rates for travel costs

Controlling the miles/kms flat rate calculation

Cumulation procedure for miles/kms

Period parameters for miles/kms cumulation

Retroactive account ing problem of miles/kms

cumulation

Contents:

Reimbursement Amounts – Travel Costs

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Set up mileage flat rates, a cumulation procedure

and the appropriate period parameters


Reimbursements: Mileage: Unit Objectives

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Additi onal

amount

flows into

payroll

Income-related

expenses that can

be effected in the

annual income tax

return

Tax freeamount

Reimbursementamount

Reimbursement amount

– tax free amountDifference =

positive negative0

Travel Costs Reimbursement Amounts:View Structure

Any resulting additional amounts are automatically forwarded to payroll. For this to work, you musthave activated integration with HR payroll.

Income-related expenses can be printed out at the end of the year using the income-related expensesform (RPRTEF10) and forwarded to employees.

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Mileage

Vehicle type

Miles/kms

50

1

Baggage

Passeng.

Enterpr.-spec. additi onal rate

Travel Privileges

Chris Miller

R.grp mileage

Mileage flat rate

Tax free

amount

Vehicle type Reimbursement

amount

...

C

CC

CC

Reimbursement

amount

CC

GG

MM

DD

0.30

--

0.020.02

--

0.35

0.030.03

0.020.02

0.020.02

......

a

b

c

a

b

c

1000

C


Mileage

Per Diems/Flat Rates: Mileage

For the flat rate settlement of mileage, specify the tax and enterprise-specific reimbursement amounts inthe system, depending on the following control parameters:

Vehicle type and class

Reimbursement group for mileage/additional flat rate type


Enterprise-specific trip type

Enterprise-specific reimbursement amounts in the system. Be sure to define a reimbursement rate for every possible combination of these control parameters.

For further differentiation of reimbursement amounts, you can use the statutory trip type and the tripactivity type.

If you use miles/kms distribution, you can differentiate the reimbursement rates according to tripcountry and trip region.

Reimbursement rates and amounts are defined in the system according to time. If you wish to changethe reimbursement amounts for a rate, delimit the reimbursement rate previously valid via a delimitation

date. A new, identical reimbursement rate will be created in the process, which is valid as of the date

entered. For this new rate, you can change the reimbursement amounts to suit your requirements.

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Ctry

M/kmTravel Manager

Ctry

M/km

CH

300Travel Manager

FR

200

Ctry

M/kmTravel Manager

Ctry

M/km

DE

100

100 DE200 FR300 CH

12.04.XXXX

16.04.XXXX13.04.XXXX

Trips to different countries

Trip segments

ControlControlparametersparameters

ReimbursementEntry Customizing

OR

Date M/km Ctry

Same

flat rate1

Special

flat rates2

Domestic

International3

Flat ratesFlat ratesfor mileagefor mi leage

Distribution of miles/kms

Control of the Miles/Kms Flat Rate Calculation

30.00 DE

60.00 FR

90.00 CH

Amount

--0.30

_ _ 30.00 DE

70.00 FR

120.00 CH

0.30 DE

0.35 FR

0.40 CH

30.00 DE70.00 FR

105.00 CH

0.30 DE

0.35 --

Ctry

The control of the miles/kilometers flat rate calculation has been adjusted to the control of the meals or accommodations per diem calculation. Now the trip country (and if required the trip region) can be used

to calculate the miles/kilometers flat rates.

A control parameter in Customizing (IMG activity Define influence of control parameters: Mileage)determines whether and how the following are to be taken into consideration when reading the mileageflat rate table: Trip country (and, if required, trip region), Countries or regions specified in the area

PD/FR reimbursement, Mileage for the miles/kms distribution.

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Control of cumulation intervals

1. Cumulation according to period parameters1. Cumulation according to period parameters

2. Yearly cumulation with employee2. Yearly cumulation with employee--specific period startspecific period start

3. Cumulation per trip3. Cumulation per trip

M = monthl yPeriod name= 01XXX1

17.05.XXX1 16.05.XXX2

Trip 1 Trip 2

02XXX1 xxXXX1

Cumulation Procedure for Miles/Kms

Using the IMG activity Define miles/kms cumulation you can activate the miles/kms cumulation. Inaddition, you can also determine the cumulation interval for miles/kms per trip provision variant. Three

cumulation procedures are available:

Cumulation according to period parameters

Yearly cumulation with employee-specific period start

Cumulation per trip

The miles/kms cumulation can be carried out separately for domestic or international trips respectivelyaccording to:

Vehicle type

Vehicle class

Trip area

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Travel Privileges

Chris Miller

Period parameter:

...

...

Y

Trips

The total kilometers in period XXXXX2 increases by 100 kms.

Period parameters

yearly

M monthly

Periods of miles/kms cumulation

Per. namePeriodparameter

From To

01.01.XXX101.01.XXX1

01.01.XXX201.01.XXX2

01.01.XXX301.01.XXX3

31.12.XXX131.12.XXX1

31.12.XXX231.12.XXX2

31.12.XXX331.12.XXX3

XXXXX1XXXXX1

XXXXX3XXXXX3

Paris 01.02.XXX2 - 10.02.XXX2 100 km

Y

XXXXX2

.

.

.

.

YY

Y

YY


The period parameter is used to control scaling of flat rates for miles/kms according to distancestraveled per period.

For this purpose, the period parameter (one place, alphanumeric) is stored via the IMG activity Define

period parameters and the valid periods within which the miles/kms traveled are cumulated in the IMGactivity Define periods. The maximum miles/kms limit can be specified in the IMG activity Define flat

rates for mileage.

Complete retroactive accounting of miles/kms cumulation is available. If the miles/kms entries of a tripthat has already been accounted are changed, a check is carried out as to whether retroactive accounting

for accounted trips is necessary. If so, a dialog window appears that makes it possible for the user to

start retroactive accounting or reverse the cause (the change in miles/kms entries).

Using the Travel cost settlement line in the IMG activity Travel Expense Control (Expert View), you can

determine how the system is to react if the cumulation of miles/kms limit is exceeded when you enter miles/kms.

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500 km

500 km

300 km

T r i p 3

T r i p 2

T r i p

1

1000 km limit

500 km500 km

EUR 0.30

EUR 0.40

First settlement

T r i p 3

T r i

p 1 500 km500 km

EUR 0.30

EUR 0.40

Result after canceling tr ip 2

and retroactive accounting

200 km x 0.40 = EUR 80.00

600 km x 0.30 = EUR 180.00

EUR 260.00

500 km x 0.40 = EUR 200.00

300 km x 0.30 = EUR 90.00

EUR 290.00+ +

Trip 3: Trip 3:

Retroactive Account ing Problems of Mile/KmCumulation

The retroactive accounting problem only occurs when the miles/kms specifications of trips alreadysettled are changed. If this change requires a revaluation of the trips, these are settled with the next

travel expense settlement run.

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Set up mileage flat rates, a cumulation procedure

and the appropr iate period parameters


Reimbursements: Mileage: Review of Chapter

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Exercise

Unit: Reimbursements – Travel Costs

Topic: Customizing

At the conclusion of this exercise, you will be able to:

Maintain changing travel cost rates and assign them to your employees

9-1 Maintaining the Travel Cost Rates

For employees in reimbursement group for travel costs 9, your company pays EUR 0.30

prior to February 1st

, YYYY and EUR 0.40 after February 1st

, YYYY.Maintain the travel cost flat rates accordingly. Select the travel cost flat rate for cars withthe reimbursement group ‘blank’ as a template.

After you have created reimbursement group 9 in Exercise 8-1, make the necessary flatrate change.

In the travel privileges, assign reimbursement group for travel costs 9 to your employee.

Simulate two trips (one prior to February 1st

and one after February 1st) and check the

results.

## = Group number

YYYY = Current year

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Solution

Unit: Reimbursements – Travel Costs

Topic: Customizing

9-1 Maintaining the Travel Cost Rates


Financial Accounting Travel Management Travel Expenses Trip Reimbursement

Amounts Reimbursement Amounts Travel Costs Define Flat Rates for Travel Costs.

Once you have entered your trip provision variant, the Change View “Trip Provision: Flat

Rates for Travel Costs”: Overview screen is displayed.

For your trip provision variant, create reimbursement group for travel costs 9 for thevehicle type Car as given in the exercise:

Select the vehicle type Car with blank as the reimbursement group, and choose Copy.

In the following screen, change the RGrp Travel Costs field to reimbursement group 9.

Press enter to verify your entries. You will then exit the screen.

Select the new entry and choose Delimit .

In the Validity limit: Entry dialog box, enter 02/01/YYYY as the Start Date andchoose Enter .

In Define Validity in View “Trip Provision: Flat Rates for Travel Costs”, change theamount as specified in the exercise.


Return to the SAP menu and choose:


Expense Manager .

The Travel Expense Manager selection screen is displayed.

From the menu, choose Environment HR Master Data Maintain.

The Maintain HR Master Data screen is displayed.

Enter the personnel number in the Personnel no. field and select Travel Privileges.

Choose Change.

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The travel privileges are displayed.

Change the RGrp Travel Costs field to 9.

Save your entry and simulate two trips as given in the exercise to check the results.

To do this, you can either enter the trips directly in the SAP GUI (Travel Expense

Manager or Travel Manager transactions) or use the Create travel expenses service in

the SAP EP interface.

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Reimbursement group – meals/accommodation

Trip areas

Trip types and trip activity types

Per diems for accommodation

Rates for meals (per diem and maximum rates)

Rates for meals/time (per diem and maximum rates)

Contents:

Per Diems for Meals and Accommodation

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Define Trip Areas

Define trip types and t rip activity types

Create and scale per diems for

meals/accommodations


Per Diems/Flat Rates (Customizing):Unit Objectives

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Addi tional

amount flows

into Payroll

Income-related

expenses, that can

be asserted in the

annual income

tax return

Tax freeamount Reimbursementamount

Reimbursement amount

– tax free amountDifference =

positivepositive negativenegative00

Per Diems/Flat Rates: Structure of All Views

If a trip settlement includes both additional amounts and income-related expenses, you can clear thesetwo amounts at the same time. This clearing can include all expense categories as long as it does notinvolve remuneration in kind or expenses that have been paid by the company in advance (such as a

lunch organized by an employer).

You activate clearing of additional amounts per trip and advertising costs in Customizing for travelexpenses in the IMG activity Set Up Clearing of Add. Amounts and Income Rel. Expenses. Offsetting is

then performed based on the clearing wage types defined in the following IMG activity: Financial

Accounting Travel Management Travel Expenses Wage Types for Interfaces Assign Tax

Exempt Clearing Wage Types for Add. Amounts.

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Example

Reimbursement groupReimbursement group – –

StatutoryStatutory

ATravel expense level A

According to t ravelexpenses legislation

B

01Travel expenses level Aexecutive employees

02

03

04

Reimbursement groupReimbursement group – –

EnterpriseEnterprise--specificspecific

Travel expense level Baccording to travelexpenses legislation

Travel expenses level Aemployees

Travel expenses level Bexecutive employees

Travel expenses level Bemployees

Reimbursement Group – Meals/Accommodations

A statutory reimbursement group for meals/accommodations is a reimbursement group for meals/accommodations for which the same statutory or standard contract trip provisions for meals andaccommodations are valid.

Example:Trip costs level A, B, C according to German federal travel expense legislation.

An enterprise-specific reimbursement group for meals/accommodations is a reimbursement group for which the same enterprise-specific trip provisions for meals and accommodations are valid.

For example:

- Members of the executive board

- Executive employees

-Salaried employees

- Industrial workers

Assignment to a statutory reimbursement group for meals/accommodations is independent of assignmentto an enterprise-specific reimbursement group for meals/accommodations.

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Reimburs. rates

Meals

Accommod.

Mileage

France

France

.

.

.

USA

USA

USA

-

Paris

.

.

.

-

New York

Washington

Trip region

Trip Countries and Regions

Trip country

Each country usually specifies different maximum tax-free amounts for trips to different countries in itslegislation. You need to store these reimbursement rates for mileage, accommodations and meals in thesystem for each individual trip country.

A trip country constitutes a combination of country/country group key and region key.

Using the IMG activity Delete/Restore trip areas, you can delete all view entries for trip areas notrequired for the current client according to trip provision variant. The underlying program also allows

you to copy and hence reproduce country data from client 000 to your current client according to the trip

provision variant.

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Trip country

CtryGr. Meals

DE

Trip region

Germany

Germany

> 01.01.XXXX 31.12.XXXX

From To

EU

Region Meals Country group EU

CtryGr. Accommod. EU

Region Accommod. Country group EU

Assignment: Trip Count ry – Trip Countr y Group – Trip Regi on

CtryGr. Mileage EU

Region Mileage Country group EU

CtryGr. Max. rates EU

Region Max. rates Country group EU

View " Assignment: Trip Country – Trip Country Group – Trip Region"

Country Groups

You can summarize trip countries with identical per diems/flat rates in country groups (see the IMGactivity Assign Trip Country Groups). Country groups are a collection of different trip countries thathave been specified as a unit as a result of their tax legislation (such as EU = European Union).

In the IMG activity Define trip areas, you can store a country group key (three places, alphanumeric) for such country groups along with a corresponding long text.

If you do not require country groups, you can deactivate the country groups function in the IMG activityTravel Expense Control (Expert View), line Other settlement , position 3.

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Trip typesTrip types Trip activity typesTrip activity types

Statutory

Enterprise-specific

Course attendance

Course instructor

Visit to customer

Presentation

Sales activity

Business trip

Trips betweenplants

City bonus

Trip Types and Trip Activity Types

If you vary your reimbursement rates for mileage, meals and accommodations for statutory andenterprise-specific trip types, you gain direct access to the relevant reimbursement amounts by means of freely-definable trip types and trip activity types.

You can store the valid entry values (one place, alphanumeric) in the system along with correspondinglong texts using the following IMG activities:

Define statutory trip types

Define enterprise-specific trip types

Define trip activity types

When entering trips, you have to specify the trip type and trip activity type.

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Importing Trip Cost Per Diems Rates from the SAPService Marketplace

To simplify the update of per diems for our customers following legislative changes, SAP supports thedownload of per diem rates. The entries for the corresponding tables are available as text files in the SAPService Marketplace (S user required). You download these files to your local PC first, and then upload

them into your SAP system and fill the per diem tables with the data. The SAP Service Marketplace

offers files for per diems for meals, accommodations and travel regions.

This service is offered in addition to the conventional method of HR support packages.

The download pages are available at http://service.sap.com/tm-downloads .

http://service.sap.com/tm-downloads

http://service.sap.com/tm-downloads

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Travel pr ivileges

Chris Miller

R.grp M/A statutory

R.grp M/A enterpr ise

Accommodations per diem

Ctry

CACA

Region

_ _

R.grp M/A

statutory

_ _

Tax freeamount

82.82. – –

Reimbursementamount

92.92. – –

R.grp M/A

enterprise

_ _

Groupings

Per Diems/Flat Rates: Accommodation

General tri p data

Montreal

From

End

Destination

Trip country

04.02.XXXX

03.02.XXXX

Date

20:00

09:00

CA Region

Time

Accommod. 2 from 2

You store per-diem amounts for accommodations in the system depending on

Trip country

Trip region

Enterprise-specific trip type

Be sure to define a reimbursement rate for every possible combination of these control parameters.

For further differentiation of reimbursement rates, you can use the statutory trip type, the trip activitytype and the statutory and enterprise-specific reimbursement groups for meals/accommodations.

Here again, you can delimit the validity period(See Flat Rates: Mileage for this procedure).

Using the IMG activity Import Current Travel Expense Per Diems/Flat Rates from SAPNet , you canimport the latest travel expenses per diems/flat rates to your SAP system from files that are available for

you in the SAP Service Marketplace. For information on the scope of functions and procedures, see thedocumentation of report RPR_UPDATE_PER_DIEMS_FROM_FILE.

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Meals per diem

Ctry

DEDE

Region

_ _

R.grp M/Astatutory

_ _

Tax free

amount

0.0.

– –

Reimbursement

amount

0.0.

– –

R.grp M/Aenterprise

_ _

No. of days

9999

No. of hours

77

DEDE

DEDE

_ _

_ _

_ _

_ _

_ _

_ _

9999

9999

1313

2323

6.6. – –

12.12. – –

6.6. – –

12.12. – –

_ 99 24 24.–DE _ _ 24.–

Travel pr ivileges

Chris Miller

R.grp M/A statutory


Groupings

Per Diems/Flat Rates: Meals

General tri p data

From

End

Destination

Trip country

Date

19:00

08:00

DE Region

Time

03.02.XXXX

03.02.XXXX

To simplify maintenance of this view, you can define meals per diems (24-hour rates) and scale them byhours using the IMG activity Calculation guidelines: define meals per diems scaled by hrs.

The meals per diems are the reimbursement rates applied by the settlement program for full trip days(lasting 24 hours). Using the IMG activity Scale per diems for meals by hours, you can create

reimbursement rates for shorter periods in the system (scale per diems) from the meals per diems and thecalculation guidelines.

Reimbursement rates for trips that last less than one day are valid for trip days under 24 hours (for one-day trips, first and last trip day). Trip duration can be varied on the basis of full trip hours.

The meals per diems and the calculation guidelines can be varied according to the same control parameters as for accommodations per diems (see above).

In addition, it is possible to scale the reimbursement amounts according to the number of days for the

entire trip.

For settlement using individual meals receipts, you need to define maximum amounts. Maintenance is asabove (Define maximum amounts for meals per day, Calculation guidelines: Define maximum amountsfor meals scaled by hours and scale maximum amounts for meals by hours).

Using the IMG activity Import Current Travel Expense Per Diems/Flat Rates from SAPNet , you canimport the latest travel expenses per diems/flat rates to your SAP system from files that are available for you in the SAP Service Marketplace. For information on the scope of functions and procedures, see the

documentation of report RPR_UPDATE_PER_DIEMS_FROM_FILE.

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Meal Rates for Partial Days

Country Hrs Amount

0

12

24

35

Reduction rule

0/100

40/100

80/100

100/100

AT

AT

AT

AT

7

13

23

24

Generate reduced

meals rates

24 35

Per Diem

AT

Country Hrs Amount

Scaling Meals Per Diems

Round up

Round down

Round up

Round up

You can use the IMG activities Calculation Guidelines: Define Meals Per Diems Scaled by Hours or Scale Maximum Amounts for Meals by Hours to considerably simplify maintenance of meals rates for

partial days.

You always maintain the per diem values or maximum values for meals for the relevant period, for specific countries, and according to statutory and company-specific regulations as per diem meal rates(basic entry).

A program then scales the full per diems/flat rates or maximum rates according to the calculationguidelines and assigns them to the relevant hours. If the basic entry is not the initial value for the hourlyscale, this initial value can be calculated by specifying a calculation guideline for 24 hours. In this case,

the initial value is first calculated from the basic entry before this value is scaled for partial day per diems in accordance with the calculation guidelines.

Note that, in such cases, the rounding indicator specified by the scaling program (for example, ">") may

be reversed when calculating the new initial value. In the above example, the rounding indicator "<" isvalid for calculating the new initial value.

This procedure makes it easier for you to:

Set up meal per diems for new countries, company-specifictrip types, and so on

Change the per diems/flat rates and maximum rates

SAP also provides a program that enables you to automatically delimit the validity period for all mealsrates.

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Meals per diem

Ctry Region R.grp M/Astatutory

Tax free

amount

Reimbursement

amount

R.grp M/Aenterprise

Time

AT AT

AT AT

_ _

_ _

_ _

_ _

_ _

_ _

8:008:00 – –8:018:01

12:3012:30 – –12:3112:31

75.75. – –

150.150. – –

80.80. – –

170.170. – –

_ _ 20:0020:00 – –20:0120:01 150.150. – – 170.170. – – AT AT _ _ _ _

Entry

Ctry ................

Region ............

Time ........... Aus tr ia7:45–12:15

Travel pr ivileges

Chris Miller

R.grp M/A statutory


Groupings

Per Diems/Flat Rates: Meals/Time

Meals

If, in your company, you calculate expenses for meals by per diems and according to exact times (as inJapan or Austria for example), you need to set up these per diems for meals (reimbursement rates). Youshould then store the meals per diems for full days (24 hour rate) and the corresponding calculation

guidelines for meals per diems scaled by time in the system.

The meals per diem is the reimbursement rate used by the settlement program for full (24-hour) tripdays. In the IMG activity Scale meals per diems/time by times, you can create reimbursement rates for

partial days in the system (scale per diems) from the meals per diem and the calculation guidelines.

The meals per diems and the calculation guidelines can be differentiated according to the same control parameters as the accommodations per diems.

The trip duration is calculated by exact time of day.

The Maximum amouts for meals/Time (MMT) function is not currently in use.

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Mileage flat rate

Tax fr eeamount

Vehicle typeR.grp travelcosts ETT

C

Reimbursementamount

1 0,30 0.35

......

A

Accommodations per diem

Ctry

CA

Region

_

R.grp M/Astatutory

_

Tax freeamount

82.–

Reimbursementamount

92.–

R.grp M/Astatutory

_

ETT

A

Meals per diem

Ctry

DE

Region

_

R.grp M/Astatutory

_

Tax freeamount

24.–

Reimbursementamount

28.–

R.grp M/Astatutory

_

ETT

A

C 1 0,30 0.30 _

CA _ _ 82.– 82.– _ _

DE _ _ 24.– 24.– _ _

Enterprise-Specif ic Trip Type (ETT)

Trips that differ from standard trips due to enterprise-specific rules can be classified in an enterprise-specific trip type (ETT).

In the views for mileage flat rates and meals/accommodations per diems you can store the followingwith exact dates for each enterprise-specific trip type

Tax free amount

Amount reimbursed by your company

Remember that if you only want to raise one of these per diems/flat rates, you must also set up duplicateentries with the same key fields or errors will occur when recording trip data.

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Deductiontype

Domestic/International

Tax

deduction

15%15%

30%30%

30%30%

Enterprise-spec.deduction

18%18%

30%30%

30%30%

FF

MM

A A

--

--

--

...

Deductions

The system can process the following deductions:

Deductions from per diem for meals due to gratuitous entertainment

Deduction of budget savings from an individual meal receipt

Deduction of breakfast rates included in hotel receipt

The following entry values are valid for deduction types. They are fixed in the system and cannot bedefined by the user:

F deduction of breakfast from the per diem for meals

M deduction of lunch from the per diem for meals

A deduction of dinner from the per diem for meals

R minimum reimbursement after deductions

N gratuitous overnight stays

U deduction of breakfast from accommodations receipt amount

The deductions can be stored as percentages or as absolute amounts.

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Gratuitous entertainment

Per diem rate

24.00

Reduced per d iem rate

16.80

Lunch30%

less

=

Example of a Deduction

The full daily rate is reduced by the specified percentage (30%). The reduced per diem rate is paid.

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Define trip areas

Define trip types and trip activi ty types

Create and scale per diems for

meals/accommodations


Per Diems/Flat Rates (Customizing):Review of Chapter

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Exercise

Unit: Per Diems/Flat Rates

Topic: Customizing


Increase the accommodations and meals per diems of your employees above the statutory rate and define a correspondingcalculation guideline

10-1 Creating a Trip Area and an Enterprise-Specific Trip Type

Create a new trip area for your trip provision variant: xx

Trip country ZZ, trip region ZZZZ with the description: group xx

Create a new enterprise-specific trip type for your trip provision variant: xx

Enterprise-specific trip type A with the description: group xx

xx = Group number

10-2 Maintaining Accommodation and Meals Per Diems

Your enterprise wants to reimburse accommodations and meals per diems at a higher ratethan the statutory rate for certain trips made by employees.

To do this, copy country Germany ( DE ) from the enterprise-specific trip type Blank toenterprise-specific trip type A.

Use the copy function for Define Accommodation Per Diems and Define Per Diems for

Meals Per Day.

The reimbursement amount for accommodation is EUR 10.00 greater than the tax free per diem. Change the reimbursement amount accordingly.

The reimbursement amount for meals is EUR 6.00 greater than the tax free per diem for the full calendar day. Also change the reimbursement amount accordingly here.

Maintain the corresponding Calculation Guidelines: Define Meals Per Diems Scaled by

Hours (trip country DE) and expand the new basic entry Per Diem for Meals per Day.Ensure that an entry with enterprise-specific trip type A has been defined in the flat rates

for travel costs for Car , reimbursement group for travel costs 9. (Template: flat rates for travel costs for cars, reimbursement group for travel costs 9; the amounts remainunchanged.)

Assign enterprise-specific trip type A to a domestic trip, simulate the trip, and check theresult.

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To do this, you can either enter the trips directly in the SAP GUI (Travel Expense Manager

or Travel Manager transactions) or use the Create Expense Report service in the SAP EPinterface.

Note:

If you are to copy a country other than Germany, your instructor will inform you of this.

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Solution

Unit: Per Diems/Flat Rates

Topic: Customizing

10-1 Creating a Trip Area and an Enterprise-Specific Trip Type



Control Parameters for Travel Expenses Control Parameters from Trip Data Define

Trip Areas.

Once you have entered your trip provision variant, the Change View “Names for Trip

Country/Trip Country Group/Trip Region” screen is displayed.

Create a new entry for your travel provision variant with the trip country ZZ and tripregion ZZZZZ as in the exercise.

Save your entries.

Then choose:


Control Parameters for Travel Expenses Control Parameters from Trip Data Define

Enterprise-Specific Trip Types.

The Change View “Names for Enterprise-Specific Trip Types” screen is displayed.

For your trip provision variant, enter enterprise-specific trip type A as given in the

exercise. Select your trip provision variant with ‘blank’ for the trip type and the name All Trips as a template.

Choose Enter and then save your entries.

10-2 Maintaining Accommodation and Meals Per Diems



Travel Management

Travel Expenses

Trip Reimbursement Amounts Reimbursement Amounts for Accommodations Define Accommodation Per

Diems.

Once you have entered your trip provision variant, the Change View “Trip Provision: Per

Diem for Accommodations”: Overview screen is displayed.

Select the trip country DE and choose Copy As....

In the detail screen, change the Trip Type E (Enterprise-Specific) field to A and the Reimbursement Amount as given in the exercise and save your entries.

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Exit the detail screen.

In Customizing (IMG), now choose:


Amounts Reimbursement Amounts for Meals Reimbursement Amounts for

Meals/Hours

Per Diems for Meals (MPD)

Define Per Diems for Meals Per Day.Once you have entered your trip provision variant, the Change View “Trip Provision: Per

Diems for Meals per Day”: Overview screen is displayed.

Select the current entry for trip country DE, trip type: statutory blank , trip type:enterprise-specific blank , and choose Copy as...

In the detail screen, change the Trip Type E (Enterprise-Specific) field to A and the Reimbursement Amount as given in the exercise.

Save your entries and exit the detail screen.

In Customizing (IMG), now choose:



Meals/Hours Per Diems for Meals (MPD) Calculation Guidelines: Define Meals Per

Diems Scaled by Hours.

Once you have entered your trip provision variant, the Change View “Calc.Guidelines:

Per Diem for Meals Scaled by Hours”: Overview screen is displayed.

Select your current entries for trip country DE, trip type: statutory blank , and trip type:enterprise-specific blank . Choose Copy as...

In the detail screens, change the Trip Type E (Enterprise-Specific) field to A.


In Customizing (IMG), also choose:



Meals/Hours Per Diems for Meals (MPD) Scale Per Diems for Meals by Hours.

The Generation of Scaled Meals Rates screen is displayed.

Leave the selection interval unchanged and fill the following selection fields. Enter your trip provision variant xx, trip country DE , and trip type enterprise A. Deactivatethe Test Run field and start the program.

A generation log is displayed.



Amounts Reimbursement Amounts Travel Costs Define Flat Rates for Travel Costs.

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Once you have entered your trip provision variant, the Change View “Trip Provision: Flat

Rates for Travel Costs”: Overview screen is displayed.

Select the vehicle type Car , reimbursement group for travel costs 9, and choose Expand

<-> Collapse.

Select both entries and choose Copy as...

In the relevant detail screen, change the Trip Type E field to A.


In the SAP menu, then choose:


Expense Manager .

The Travel Expense Manager screen is displayed.

In the PersonnelNo field, enter the personnel number and position the cursor on a

domestic trip (for example, Exercise 10-2, trip to B town). Choose Change.

In the Tty. E field, enter the enterprise-specific trip type A, and select the“Accommodation” field.

Save your changes and simulate the expense report as given in the exercise.

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Dialog and Settlement Control

Trip schemas and single field control for dialog processing

Feature information

Dynamic screen layout for trip data entry

(features TRVFD and TRVCO)

Travel expense control (expert view)

Travel expense parameters (feature TRVPA)

Contents:

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Dialog and Settlement Control: Unit Objectives

Set up dialog control fo r trip schemas

Adapt the screen layout o f t rip data entry

to suit your requirements

Maintain the standard features

for tr ip data entry and travel expenses

Influence the travel expense contro ls


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Trip provision variant: 01 – German settlement

Trip schema: 01 Business Trip

User group according to feature TRVFD

Travel Manager (Travel Expenses only)

Trip per diems and flat rates

General trip data

3400 Subscreen for trip receipts

1900 Trip status

1950 History of tr ip

3160 Trip itinerary

1501 Trip advances as subscreen

3100 General tr ip data subscreen...

Trip segment : Start date – PTP02-DATV1

Reason fo r trip (e.g. customer/requisitioner) – PTP02-KUNDE

Trip segment: End time – PTP02-UHRB1

...

Schema and Individual Field Control

Trip schemas help to simplify the entry of travel expenses for users in your company. You can restrictentry to individual entry screens, fill certain fields with values in advance or hide them entirely.

You make specific settings for different user groups for each trip schema. In this way, employees

entering data in the expenses department view different fields to employees entering their own travelexpenses.

If you expand the tree structure to field level you can

hide or show these fields

specify them as mandator

enter default values in them.

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Trip type

Trip no. assignment


Default values

Int. no.assignm. Trip country DE

Trip regionTrip type statutory Business trip

Trip type enterprise No distinction


No distinctionDomestic departure hidden

Several day trip

Activity type

Message when saving

Per diem meals checkbox set

Activate entry screens

Advances for trip

Trip Itinerary

Miles/kms distribution

Addit. trip info.

History of tripUser data Add. receipt info.

Cost assignment

Overview

Entire trip

Stopover

Indiv. receiptMiles/kms

Deductions

Deductions

Columns for:

Breakfast

Meal coupon Accommod.

No distinction

56 900

Germany

Germany

Dialog Control of Trip Schema

Permit overlapping trips+++

You can adapt the entry masks for the respective trip type using the trip schema. The trip schema is usedto control the dialog. Using the IMG activity Define Schema and Individual Field Control, you can

make the following settings:

You can specify default values for the following fields depending on the trip schema: Statutory trip

type, enterprise-specific trip type, and trip activity type. These fields control the amount of the per

diems/flat rates to be paid. You can define a specific trip schema (such as a customer visit) andassign the appropriate per diems automatically using the corresponding default values.

You can determine for each trip schema which entry screens are to be available in dialog, such asdeductions, advances, and cost assignment.

In the trip schema, you can store a message that is displayed when saving the trip such as Have you

made a cost assignment for the travel expenses?

To be able to handle several trips on one day, you have to indicate a one-day trip schema as the schemafor Several trips on one day.

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Dialog Control for the Web Dynpro Interface

The Web Dynpro interface can be modified in the same way as classic SAP GUI transactions using the"Schema and Single Field Control" concept.

For the Web Dynpro interface, you make these settings in the Travel Management IMG under Employee

Self-Services Interface Configuration for Web Dynpro Interface in Travel Management Schema

and Single Field Control for Web Dynpro.

As well as the Travel Expenses interface, you can also modify the input areas for the Travel Plan and

Travel Request interface in the Web Dynpro interface ( Advances and Cost Assignment ). You set thevalues for Travel Plan and Travel Request using the ‘PL’ trip schema. This schema is preset and cannot

be replaced with your own schema.

For details of other EP Customizing options refer to the unit entitled “ESS Configuration”.

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User-Defined Texts for the Web Dynpro Interface

IMG: Creating texts for the

Web Dynpro interface

IMG: Schema and sing le field cont rol

for the Web Dynpro interface

Travel Management IMG under Employee Self-Services Interface Configuration for Web Dynpro

Interface in Travel Management Enter Texts for Web Dynpro Interface.

To provide interface users with direct help, explaining enterprise-specific contexts and processes, you

can use this IMG activity to create and modify texts you want to be displayed on the SAP EP interfaceto explain input areas, such as the input area for per diems/flat rates.

To do this, call the IMG activity Schema and Single Field Control for Web Dynpro. You can then assign

these texts based on the keys for the individual input areas. To do this, choose the required area in therequired trip provision variant, such as General Trip Data Then choose the Documentation ... field.

Next select the Alternative Display Type field on the right of the screen and enter the documentation keyyou allocated when you created the text as the default value.

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Trip Schema for "Other Expenses"

Travel Expenses 1

Month: May

Travel Expenses 2 Travel Expenses 3

Settlement for cell phone

" T r i p c o s t s " s c h e m a

" C e l l p h o n e " s c h e m a

Travel expenses should not generally overlap, as an employee cannot be in two different places at once.Particularly in companies where rates are paid for meals and accommodation, this would lead to

duplicate payments. For this reason, you should always deactivate the Overlapping trips allowed option

with trip schemas that are to be used to enter real business trips.

At the same time you can also use Travel Expenses solutions for reimbursement of employee expensesnot connected with travel such as office materials, book purchases, gifts, cell phone invoices and so on.To do this, you can define a trip schema where you activate the field Permit overlapping trips in theIMG activity Define schema and individual field control or Define schema and individual field control

for the SAP EP interface. You can also deactivate many input areas with a schema of this type so that,for example, you only display the General trip data and Receipt entry areas.

Employers can then enter a new settlement and select the billing type in the first step. They can choose between the options Travel Expenses, Monthly Telephone Bill and Other Expenses for instance. It is also possible in the SAP EP interface to define a service on the Travel Management homepage that

automatically creates a new trip with a specific trip schema. This enables you to provide travelers withseparate links for the various billing types with a configurable text explaining the use.

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Trip provision variant: XY


User group according to feature TRVFD

Travel Manager

General trip data

Trip per diems and f lat rates

3400 Subscreen ...

1900 Trip s tatus

SETTLEMENT

REQUEST

...

Travel request/Trip status – PTKXX-WA1XX



...

PTKXX-WA3XXTravel request/Trip status

Text for entry field:

Display type of field

Standard format

Alternative display type

Field is visible

Field ready for input

Input field

Entry in field is required

Xdefault value

Set field characteristic

Individual Field Control for Dialog

Using individual field control, fields in trip data entry can be:

Assigned default values

Displayed or hidden

Specified as mandatory or optional fields

For more information, see the IMG activity Define schema and individual field control.

Feature TRVFD is used to set up variable individual field control, either user-specifically or dependingon the employee's organizational assignment. The return value of this feature is used as a variable key inthe individual field control structure.

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feature TRVFD

Decision tree

Structure

Person responsible/Status

Country/Component Assignment

Documentation

Display Change

Made up of oneor more fi elds thatcan be queried inthe decision tree

Countries for whichthe feature is valid

Query of personnel anddata structure fields todetermine return values

Management dataof a feature

Information about structu reand function

Subobjects

Features: Initial Screen

(Travel Fields) Field

control

Maintenance of Features (1)

Enterprise-specific variations are controlled via features.

Depending on the organizational situation of an employee (in Travel Management, data from infotypesOrganizational Assignment (0001), Basic Pay (0008), Travel Privileges (0017) and the user group TRV

(user parameter in user master data), a decision tree determines return values/matrix, which control thetrip dialog or trip accounting in various ways.

Maintain the standard features TRVxx according to your requirements.

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TRVFD TRVFD (Travel Fields) Field control using T706Z1

MOLGA Country grouping

Germany

01

other

Decision operation

Decision field value

Return value

TRVUG User group ´TRV´

01

USERGROUP_01

other

Maintenance of Features (2)

For general information on maintaining features, refer to the SAP Library under SAP ERP Central

Component Human Resources HR Tools Editor for Features Feature Decision Tree

of a Feature

Features are objects in the system that determine a specific value by querying various personnel anddata structure fields at a company. The value is called the return value or result. It is used to determine

default values and control certain system processes. Features are queried in programs. To enable thisfunction, you have to generate each feature.

The result of a decision tree can be reduced to the following basic forms:

Return back as return value/table (return operation).

If the f1 field contains i1 ... return back as return value/table (decision operation).

To find the possible attributes for decision control in feature maintenance (PE03), enter the name of thefeature, display the Attributes and choose Struct. (structure). To create a node in a feature, position thecursor on the node under which you want to create the branch and choose Edit Create Node. Set the

Field for Decision Operation and choose Enter. The list of possible attributes is displayed for selection.

The possible return values generally come from the Customizing settings in the IMG for TravelManagement and other HR data. To assign a return value to a decision node, position the cursor on the

node of the decision field (such as MOLGA) and choose Edit Create Node. Set Return Value and

choose Enter. All the possible values according to the underlying Customizing table are displayed.

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User 1 User 2

User

parameter:TRV = Space

User

parameter:TRV = 01

01SPACE

TRVFDTRVFDReturn value:

Request entered

Request approved

Trip completed/Report entered

Trip/Report approved

Request entered

Request approved

Trip completed/Report entered

Trip/Report approved

New status New status

Dynamic Screen LayoutTrip Data Entry Feature TRVFD / TRVCO

Using features TRVFD and TRVCO, you can control the dialog differently – either user-specifically or according to the employee's organizational assignment.

Feature TRVFD is used to set up variable individual field control, either user-specifically or according

to the employee's organizational assignment. The return value of this feature is used as a variable key inthe individual field control structure.

The above example demonstrates how feature TRVFD dynamically controls the individual fields in

Travel Management (travel expenses only) or the travel expense manager. The status fields Approval or Settlement are filled with default values depending on the user parameter TRV in the user master record.

You use feature TRVCO to set up the account assignment objects for cost assignment within trip dataentry variably, user-specifically or according to the employee's organizational assignment. The returnvalue of this feature is used a variable key in the view Set up variable layout for account assignments.

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Cash

office

FIDME

Advance Payment

IMG activity: Define posting and payment of t rip advances

No payment, documentary entry onlyPayment via cash office

Payment via Financial Accounting or data medium exchange

Posting and Payment of Advances:

The following variants can be used to pay advances:

No payment, documentary entry only:

- Advance is paid at the cash office

- Advance is posted manually (advance is not posted in Travel Management).

Payment via cash office:

Advance is paid at the cash office

Entry is made using the Trip advance (cash transaction) transaction

Posted automatically via Travel Management.

Payment via Financial Accounting or data medium exchange:

Advance is paid via a payment run in the FI module. Advance is posted in Travel Management.

Advance is paid via data medium exchange (DME). Advance is posted in Travel Management.

Payment variants are controlled using the IMG activity Define Posting and Payment of Trip Advances.

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Accounting control in expert view:

0 0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0

1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0

Receipt settlement

0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2Meals settlement

0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0 Accommod. settlem.

0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Travel cost settlem.3 1 1 0 1 0 0 0 0 0 1 1 0 0 0 0 0 0 0 0Other settlement

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Pub. sector settlem.

...

...

...

Travel Expenses Control (Expert View)

You can use the expert view to control possible settlement rules for a travel expense settlementdepending on the trip provision variant.

This expert view usually has to be set up only once.

To simplify maintenance for the system administrator, common control parameters are available asindividual IMG activities. These are:

Activate special rules for industry solutions

Define influence of control parameters: Receipt maximum rate

Specify per diem/flat rate or individ. receipt reimbursement

Define influence of control parameters: Mileage

Define miles/kms cumulation

Define influence of control parameters: Accommodation Define calculation of meals per diems

Define influence of control parameters: Meals

Define influence of control parameters: Deductions

Specify validation date for account assignment objects

Define posting and payment of trip advances

Define posting of paid individual receipts

Define structure of trip statistics

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EntryEntry MeaningMeaning

No integration with PayrollL+G 0

Integration with HR Payroll according to inflow principle;

set correction or retroactive accounting indicator

1

No check of payroll period entered against control

record in HR Payroll

0

Check of payrol l period entered against control

record in HR Payroll

1

Integration with Payroll according to origin prin ciple;

set correction or retroactive accounting

2

PA3

Travel Expense Parameters Feature TRVPA(Excerpt)

You set the general settlement and dialog parameters using feature TRVPA. You decide, for example:

Whether the travel expense settlement is to be used in integration with Payroll (entry L+G)

Whether the payroll period is to be checked against the control record in Payroll (entry PA3)

Which fixed value is to be set for the approval status when the trip is saved (entries WRP or FDE).

The settlement program reads feature TRVPA and receives a return matrix with the following lines(excerpt):

L+G Integration with payroll accounting

PA3 Check against personnel control record in payroll accounting

FDE Travel calendar approval status

WRP Approval status travel manager/travel expense manager/weekly report

OAA Activation of optical archiving

CBW Control of early optical archiving

FDW First day of weekly report

CCC Activation of credit card clearing

WRC Overlapping of weekly report with recorded trips

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Dialog and Settlement Contro l: Summary

Set up dialog control fo r trip schemas

Adapt the screen layout o f t rip data entry

to suit your requirements

Maintain the standard features for t rip

data entry and travel expenses

Influence the travel expense contro ls

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Dialog and Settlement Control

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Exercises

Unit: Dialog and Settlement Control

Topic: Customizing


Modify trip schemas

11-1 Modifying Schemas for Dialog Entry

In your enterprise, advances for trips are not paid, and neither cost assignments relating to

further destinations nor receipts are used. Suppress the relevant working areas in schema01, Business trip.

11-2 Setting the Default Status

Use the individual field control to ensure that the default trip status is set to Trip Approved

(screen 1900, PTKXX-WA4XX, default value X) and To Be Settled (screen 1900,PTKXX-WAX1X, default value X) when creating a trip with Travel Manager.

To confirm your settings, create a new trip in Travel Manager and save it on the statusscreen (using the Status button).

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Dialog and

Settlement

Control

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Solutions

Unit: Dialog and Settlement Control

Topic: Customizing

11-1 Modifying Schemas for Dialog Entry


Financial Accounting Travel Management Travel Expenses Dialog and Travel

Expenses Control Dialog Control Define Schema and Individual Field Control.

When you enter the trip provision variant, the Schema and Field Control screen appears.

Select the arrow next to Trip Provision Variant: xx.

Select Trip Schema 01: Business Trip.

The data for the schema is displayed on the right of the screen.

Deactivate the entry screens for Advances and the cost assignment for Stopover and

Indiv. Receipt .

Save your entries.

Check the changes you made by creating a trip in Travel Manager.

11-2 Setting the Default Status


Financial Accounting Travel Management Travel Expenses Dialog and Travel

Expenses Control Dialog Control Define Schema and Individual Field Control.

When you enter the trip provision variant, the Schema and Field Control screen appears.

Select the arrow next to Trip Provision Variant: xx.

Click on the arrow next to Business Trip, click on the arrow next to Return Value

According to Feature TRVFD, and then on the arrow next to Travel Manager .

Open 1900 Trip Status the same way and select Status: Trip Approved - PTKXX-

WA4XX .

Select Alternative Display Type and enter X in the Default Value field.

Save your entries.

Choose Status: To Be Settled - PTKXX-WAX1X .

Select Alternative Display Type and enter X in the Default Value field.

Save your entries.

Check the changes you have made by entering a trip in Travel Manager and branch

to the page for setting the status using the Status pushbutton. The default value set inCustomizing must appear selected on this page.

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Settings for Interfaces

Contents:

Assigning wage types to t ravel expense types

Assigning wage types to symbol ic accounts

Assigning symbolic accounts to expense accounts

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Sett ings for Interfaces:Unit Objectives

Assign wage types to travel expense types

Assign wage types to symbol ic accounts

Assign symbol ic accounts to the expense

accounts in financial accounting


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Transfer: Overview

Travel Management

Travel exp .t ype HOTL

Wage type MJ10

Symb. acct +10

G/L account Expense account

Accoun ting

Posting o f travel expenses

Transfer to Payroll

Transfer to Accounting

The travel expense type is entered manually in the system with the trip. The travel expense programthen assigns a wage type to the expense type.

The expense type can then be transferred to Payroll via the assigned wage type.

For posting to financial accounting, the wage type is transferred via a symbolic account to the G/Laccount.

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Assigning Wage Types to Travel Expense Types

Travel exp.type Flight

1. Wage type Trav. costs/Flight tax freeMJ30

2. Wage type

Flight

Wage type for per diems/flat rates

Travel exp.type Miles/kms flat rate

WType tax free Trav. costs/Flight tax freeMJ30

WType addit.exp.

FAKx

MJ31 Trav. costs/Flight taxable

Wage type for receipt

View "Wage Type for Per Diems/Flat Rates"

View "Wage Type for Receipt"

You generally assign the required wage type to each travel expense type for the receipts in the 1. Wage

type field. If you want to divide the receipt amount across different wage types due to a predefined

maximum value (see the Default Values/Maximum Rates for Expense Typesscreen), specify a wage typefor the part under the maximum amount in the 1. Wage type field and a second wage type in the field 2.

Wage type for the part over the maximum value. For more information, see the IMG activity Assignwage types to travel expense types for individual receipts.

You also need to assign wage types to the expense types for per diems/flat rates and advances. Yougenerally distinguish between a wage type for the tax free part of the per diem/flat rate (WType tax free)

and a wage type for the taxable part of the per diem/flat rate (WType taxable). In the system, there are

the following predefined standard expense types:

FAKx flat rate for miles/kms (x=vehicle type)

UBPA per diem for accommodations

VERP per diem for meals

VORK advance, cash office

VORS advance

Do not delete these expense types under any circumstances.

For more information, see the IMG activity Assign wage types to travel expense types for per diems/flat

rates.

If you want to transfer travel expenses to Payroll, you must first ensure that the wage type you assignhere is defined and set up in Payroll.

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Assigning Wage Type to Travel ExpenseType/Service Provider

IMG: Assign wage types to travel exp. types for ind ividual receipts

Travel Manager

Travel expenses

BEWI CC is assigned MJCC

Expense receiptsExp. receipt 001 on 03.02.XXXX

AmountInput tax

Entertainment

150.00 EURO

+++Input tax 16% 20 of which not deductable ...

Number 3

Ser. provider CC

Each combination of travel expense type and service provider can be assigned a specific wage type. Theservice provider is the credit card company, the vendor account of which is to be posted with the actual

document.

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Assigning Wage Types to Symbolic AccountsFI Interface

Wage type

MJ10

MJ20

MJCC...

Assignment Assignment

Symb. expense

account

Symb. acct for

the offsetting entry

+10

+20

+10

RR

RR

CC

Symbolic account / debit/credit

10+ –

Description of the symbolic

account fo r the expense

posting (operation HRT)+ positive amount to debit

side of G/L account – posi tive amount goes

to credit s ide of G/L account

RR/CCDescription of the

symbolic

account for theoffsetting entry

(Operation HRP)

Each wage type that you assign for travel expense types for receipts and per diems/flat rates is given one(possibly two) symbolic account(s) and a symbolic account for the offsetting entry. Later on, you assign

explicit posting accounts to the symbolic accounts.

This procedure has the advantage that if a G/L account has to be changed in FI, only the assignment of the symbolic account to the G/L account needs to be redefined. The wage types (from travel expenses)

are consequently not dependent on the G/L accounts in financial accounting.(IMG activity Define wage type - symbolic account assignment)

If the G/L account that is assigned to the symbolic account is not considered a cost element inControlling (CO), this can be indicated in the Without CO receiver field. If the indicator for symbolicaccount is marked, the travel expense types assigned to these symbolic accounts via wage type are

transferred to accounting without account assignment objects and without input tax code.

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Converting Symbolic Account to Expense AccountFI Interface

Travel exp. posting: Expense accts

110 .......................... 474210

120 .......................... 474220G/L accountTravel exp.expenses

Operation HRT

...... ......

180 .......................... 474280

190 .......................... 474290

You need to maintain the following operations for assignment of symbolic accounts to the relevant G/Laccounts and for determining accounts for the offsetting entry (usually employees' customer/vendor

accounts):

HRT Trip costs postings, expense accounts

HRP Travel expense postings: customers/vendors (accounts for the offsetting entry)

Assignment to expense accounts takes place in the operation HRT using a three-character field calledGeneral modification. This has the following fixed structure:

A 1 (one) must always be entered in the first position.

The other two positions are filled with the designation for the symbolic account.

Before you carry out account assignments, maintain the rules for automatic posting (depending ongeneral modification, independent of debits/credits) and specify the posting keys.

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Converting the Symb. Account for the OffsettingEntry to a (Vendor) Account

Travel exp. posting : Cust./Vendor

1RR .......................... * KP

1CC .......................... 10023

Determining accountusing elementarysearch help

File for D File for vendors customers

Elementarysearch help

Credit card accountfor credit cardcompany CC

Operation HRP *

K

P

The assignment of the symbolic accounts for the offsetting entry takes place in operation HRP by meansof a three-place field called General modification. This has the following fixed structure:

A 1 (one) must always be entered in the first position.

The other two positions are filled with the designation of the symbolic account for the offsetting

entry to the expense account (such as RR).

The employee customer/vendor account is determined in operation HRP via a BAPI, which is directedto the employee customer/vendor accounts via a search help. You generally use the elementary search

help P. The entry in operation HRP must have the following structure:

General modification Account

1RR * KP

The account designation has the following meaning:

Pos. Entry Meaning

1 * Search using search help

2 K Search using vendors

3 P Elementary search help P using personnel number field

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Assignment : Expense Type, Wage Type,G/L Account

Mileage flat rate

100 km EUR 30.00

Accommodation with breakfast

EUR 100.00


Mealsper diem

EUR 24.00

Travel Managementview

Payrollview

Accoun ting view

MJ10

MJ20

MJ21

MJ30

MJ31

+20

+30

+10 474210

474220

474230

The Travel Management view includes for example:

Hotel receipts

Meals per diem

Flat rate for mileage

The Payroll view, for example:

MJ10 Wage type for share under the maximum rate for accommodation receipts

MJ20 Wage type for the tax free share of meals settlement

MJ21 Wage type for the taxable share of meals settlement

MJ30 Wage type for the tax free share of travel costs settlement

MJ31 Wage type for the taxable share of travel costs settlement

The Accounting view includes, for example:

Symbolic account +10 in accordance with expense account 474210 for the accommodation costs of atrip (positive amounts are posted to the debit side of the account)

Symbolic account +20 in accordance with expense account 474220 for the meals costs of a trip(positive amounts are posted to the debit side of the account)

Symbolic account +30 in accordance with expense account 474230 for the mileage of a trip (positiveamounts are posted to the debit side of the account)

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Settlement: FI Initial Account Examples

Travel expensesD C

100.–

Miller D C

100.–

D C

100.–

Miller D C

100.–

Miller D C

100.–100.–

Clearing acctD C

100.–

+ 10

1. Symb.account 2. Symb.account

– 10

+ 10 – 60

Symbolic accounts

aa

bb

cc

Travel expenses

Travel expensesD C

100.–

The symbolic account 10 (60) is assigned to the travel expense G/L account (a clearing account) in thefigure above. The following case examples are represented:

Case a): Posting of an expenses document for payment to the employee.

Case b): Posting of the personal share of expenses to be paid back by the employee

Case c): Posting of a ticket that was prepaid by the company.

In the case of a receipt prepaid by the company (such as a flight ticket), to post the offsetting entry to aclearing account rather than a vendor account, the second symbolic account is used.

Generally, you may not post CO receivers or input tax codes to a clearing account. In this case, in theIMG activity Define Wage Type - Symbolic Account Assignment , select the Without CO Receivers fieldnext to the second symbolic account 60 .

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PerNo 98004

Trip 214Trip 222

Trip 231Trip 254

Trip 256...

PerNo 98022

Trip 210

Trip 234Trip 239

Trip 261...

Trip transfer docsTrip transfer docs

No. (4711...)No. (4711...)per posting run

Management of

posting run 17

• Displays trip transfer

documents

• Displays trips contained in

trip transfer document

• Checks pos ting run 17

• for postability

• Rejects po sting run 17

(poss.)

• trip status is reset

• Posts posting run

• (all trip transfer

documents with the

numbers 4711... are

posted)

Generates run

number: 17

PerNo 98004

Trip 254

Trip 256

PerNo 98022

Trip 239

Trip 261

...

Collector

Translates HR terms in AC

terms (remote)

• Reads G/L account s

• Reads vendor accounts

• Calculates input tax

• Check of Acct. Assign .

Objects + possible

substitution

• Generates trip transfer

documents (prima nota)

Translator

Posting run 17

Posting run

number 17

TRAVEL

Travel Management/Accounting Interface (1)

Assignment table: Assig nment t able:


to trips

Trip transfer

documents No.: 4711...

The information stored in the Travel Management settlement results must be prepared for further processing in Accounting. At the same time you can specify the extent to which the system compresses

the data for Accounting. The system summarizes the prepared information in trip transfer documents

and collects these in posting runs. Travel Management then transfers these posting runs to Accounting.

The creation of a posting run is not the actual technical transfer of the settlement results to Accounting.You start this in the Posting Run Management transaction using the Post posting run function. Whenyou create a posting run:

G/L accounts are determined

Vendor accounts are read

Account assignment objects are verified

Input tax is calculated

Trip transfer documents are generated.

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Management of

posting run 17

• Displays trip transfer documents

• Displays trips contained intrip transfer document

• Checks posting run 17• for postability

• Rejects posting run 17poss. (trip status is reset)

• Posts posting run• (all trip transfer

documents with thenumbers 4711... areposted)

FIFI

FI/CO

interface

Generation of

FI/CO documents

from the trip transfer

documents with

the numbers

4711... :

• FI documents

• CO documents

• SL documents

• FM documents

• ...

Assignment t able: Assig nment table:


to trips

Trip transfer docsTrip transfer docs

No. (4711...)No. (4711...)

per posting run

Travel Management/Accounting Interface (2)

Posting run management consists of several functions that you can use to manage posting runs for thetransfer of settlement results to Accounting. In particular, you can post the posting runs, thereby

completing the transfer from the Travel Management side. You can also check the posting runs with

posting run management. In doing so the system checks whether the specified expense accounts,clearing accounts, employee customer/vendor accounts and the CO account assignment objects exist and

can be posted to.

Posting run management includes the following functions: Create posting run, Delete posting run,

Display posting run, Post posting run, Check posting run, Posting run history, Reject posting run,

Display trip transfer documents, Display FI/CO documents for posting runs posted.

In posting run management, you can adapt the structure of the displayed lists to meet your specialrequirements quickly and easily using the different sort functions. You can then save the structure as a

display variant.

If Travel Management and Financial Accounting are in different logical systems, you must use the ALE business process predefined by SAP “Set up trip costs transfer to FI". You do this in ALE Customizing

(Trans. SALE) under Modeling and Implementing Business Processes Configure predefined ALE

Business Processes Human Resources HR <-> AC Set Up Trip Costs Transfer to FI.

Further useful information on ALE can be found in note 200066.

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Integration Travel Management and Payroll ,One Logical System

Travel Management Payroll

ROT

PCL1Cluster TE

PCL1Cluster TE

RPRTEC00

RPCALCx0

Control record:02.XXXX, status: exit payroll

I0003

IT

ROT

Function ASREI

Control record:

03.XXXX, status: released f. settlement

Current period: 03.XXXX

For a newly settled trip to enter into the next payroll run, the for-period of the trip must be connectedwith the payroll control record period. For this reason, the current period is determined from the control

record when travel expense program RPRTEC00 is started, or when a manually entered period is

checked against it.

The travel expense program sets an adjustment indicator or the retroactive accounting date in theSettlement status infotype (0003), if necessary.

The HR payroll run imports the travel expense settlement results (in the TE cluster of the PCL1database) and transfers the trip data to the HR payroll results.

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Integration Travel Management and Payroll ,Two Logical Systems

Travel Management Payroll

1. Logical System 2. Logical System

Current period: 03.XXXX

Collects tripsand calls BAPI

ROT

PCL1Cluster TE

PCL1Cluster TE

RPRTEC00

RPRPAY00

RPCALCx0

ROT

PCL1Cluster TE

PCL1Cluster TE

Control record:02.XXXX, status: exit payroll

ALE trans-

fers IDOCs BAPI call

I0003

IT

synchronized

ROT

Function ASREI

Control record:

03.XXXX, status: released f. settlement

Travel Management and Payroll can run in two different logical systems. You specify these systems inALE Customizing.

The current period when the travel expense program RPRTEC00 is started is determined from thecontrol record in the Payroll system or when a manually entered period is checked against it.

The report Transfer to external Payroll (RPRPAY00) transfers the travel expense results relevant toPayroll to the second logical system.

In the target system:

1) An update to PCL1, cluster TE, takes place. This cluster contains, however, only a part of the datastored in the Travel Management system in cluster TE, because only this part is of interest to Payroll.

2) An adjustment indicator or the retroactive accounting date is set in the Settlement status infotype

(0003), if necessary.

The Payroll run imports cluster TE and transfers the trip data to the Payroll results.

The ALE Customizing necessary (transaction SALE) can be found under Modeling and Implementing

Business ProcessesPredefined ALE Business Processes Human Resources HR <-> HRSet

Distribution of Trip Accounting Results.

Further useful information on ALE can be found in note 200066.

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Payroll

HR Payroll imports the travel expense data via the schema xREI(x=country version) and the functi on ASREI and adds i t to the other wage

types in HR Payroll.

Transfer to Payroll

ROT IT

Other wage types..

MJ10

MJ20

MJ30

120.–

40.–

10.–

MJ10

MJ20

MJ30

120.–

40.–

10.–

.

.

.

...

Schema: x000

COPY xREI

COPY xWB0 Schema: xREI

Function ASREI

.

.

..

Before data can be transferred to Payroll, integration must be activated via feature TRVPA (entries PAY ,PA3). Then insert schema xREI (x = country version) in the Payroll schema x000, directly after Import

further payments/deductions. See also the relevant chapter in the implementation guide.

The run in Payroll imports the travel expenses, which are already prepared as wage types, and storesthem in Payroll table IT .

Make sure that all travel expense wage types can be processed in Payroll.

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Sett ings for Interfaces:Summary


Assign wage types to travel expense types

Assign wage types to symbol ic accounts

Assign symbol ic accounts to the expense

accounts in financial accounting

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Exercises

Unit: Settings for Interfaces

Topic: Transfer to Accounting or to Payroll


Transfer settled trips to both Accounting and Payroll

12-1 Transfer to Accounting

Set the status of all trips created to Open.

Create a new, one-day domestic trip to take place on March 1, year XXXX, with 100 km(tax free 0.30, reimbursement 0.40) and set the trip status to Approved/To Be Settled .

XXXX = Current year

For the transfer of the tax free portion of the mileage flat rate to Accounting, a wage type,

an appropriate symbolic account and the corresponding G/L account are defined in thesystem. Use the IMG to find the G/L account to which the tax free portion of the travel

cost flat rate is transferred (via wage type and symbolic account), and make a note of thisinformation. (Use the INT chart of accounts.)

For the above trip, start the Settlement of Trip Data program with payroll area D2 (Germansettlement) and the current period.

Use the Create a Posting Run program to generate a trip transfer document.

Has the G/L account you found above been used in the trip transfer document to post thetravel cost flat rate?

Check the postability of the posting run.

If the posting run has no errors, transfer/post it to Accounting.

Look at the accounting document that has been generated from the trip transfer document.

Note:

Your instructor will let you know if you are to use a different payroll area, period or chartof accounts.

Settings for Interface

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Solutions

Unit: Settings for Interfaces

Topic: Transfer to Accounting or to Payroll

12-1 Transfer to Accounting

From the SAP Easy Access Menu, choose Travel Management Travel Expenses andselect Travel Expense Manager .

The Travel Expense Manager screen appears.

Enter the personnel number in the Personnel Number field (if it is not entered there

already) and choose Enter .

Select all trips created up to this point and set the trip status as instructed.

Choose Create and create the trip as specified in the exercises.

Set the trip status and save the trip.

You can find the information as follows:


Financial Accounting Travel Management Travel Expenses Input Tax and Wage

Types for Interfaces Assign Wage Types to Trip Expense Types for Per Diems/Flat Rates.

Once you have entered your trip provision variant, the Change View “Wage Type for Per

Diem/Flat Rate”: Overview screen appears.

Here you will find the FAKx expense type assigned to the travel cost flat rate (x = vehicle

type). The detail screen for this expense type shows you the assigned wage type (tax free):MJ30

In Customizing (IMG), then choose:

Financial Accounting Travel Management Travel Expenses Transfer to

Accounting

Define Assignment of Wage Type to Symbolic Account.Once you have entered your trip provision variant, the Change View “Symbolic Account

Assignment for Financial Accounting”: Overview screen appears.

Here you will find symbolic account 30, which is assigned to wage type MJ30.

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Now choose the following Customizing (IMG) path:

Financial Accounting Travel Management Travel Expenses Transfer to

Accounting Conversion of Symbolic Account to Expense Account.

Choose Account determ. when posting travel expenses.

The Maintain FI Configuration screen appears.

Double-click the HRT procedure. Select the INT chart of accounts and choose Continue.

Here you will find G/L account 474230, which is assigned to symbolic account 30

In the SAP menu, now choose Accounting Financial Accounting Travel

Management Travel Expenses Periodic Processing Settle Trips.

The Settlement of Trip Data screen appears.

In the Payroll area field, enter D2 (German settlement) and select Current period .

Enter the personnel number in the Personnel number selection field and start the

program.The settlement statistics are displayed.

Exit the program.


Travel expenses Periodic Processing Transfer to Accounting Create

Posting Run.

The Create Posting Run screen appears.

In the Payroll area field, enter D2 (German settlement) and select Current period .

Enter the personnel number in the Personnel number selection field. Do not change

any other selection parameters. Start the program.A posting run log is displayed.

Exit the program.

The G/L account you determined has been used to post the travel cost flat rate.


Travel Expenses Periodic Processing Transfer to Accounting Manage Posting

Runs.

The Posting Run Management screen appears.

Find the posting run you generated and display the trip transfer documents it contains. Verify the account number for the travel cost flat rate.

Position the cursor on your posting run and choose Check .

Position the cursor on your posting run and choose Post .

Double-click on your posting run to navigate to the list of trip transfer documents.

Position the cursor on a trip transfer document and choose FI/CO documents.

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The form variant

Designing the form header

Characteristics of form blocks

Contents:

Form Structure

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Adjust how your standard form is displayed

to meet the requirements of your enterprise.

This includes:

The form header

Form blocks


Form Structure: Unit Objectives

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Form variant FOXX

Form variant

DescriptionGeneral form variant

Form variant: German settlement

Decision criteria:

• BUKRS Company code

• WERKS Personnel area

• BTRTL Personnel subarea• PERSG Employee group

• PERSK Employee subgroup

• PTZUO Employee Grouping – Travel Management

• MOLGA Country grouping

• TRVUG 'TRV' user group for

HR Travel Management

TRVFO (Form variant)

PERSK Employee subg roup

DU Salar ied EE

W SPDU

T FODU

DC Place.student

W SPDC

T FODC

Other

W SPXX

T FOXX

Form Variant and Feature TRVFO

You use the form variant to define a specific presentation for the standard form. In this way all designfeatures for the form (such as header and suppressed columns) are assigned to a form variant.

You assign a form variant to an organizational employee or user group using the TRVFO feature.

The return value of the feature is the form variant.

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Page type Fixed text no.

Background mask of the header

LineNum. Type of header

Page type

FP First pageEP Remaining pages

Type of header

Trip costs statement

A Travel requestS Proof of cancellation

Text pool

X01 T R A V E L E X P. S T A T E M E N T

X02 T R A V E L R E Q U E S T

X03 P R O O F O F C A N C E L L A T I O N

X04 ...

1 EP X01

Fixed txt

TRAVEL EXP. STATEMENT

2 EP X08 ------------------------------------------------

6 EP X08 ------------------------------------------------

1 EP X02 TRAVEL REQUEST A

Form Header (1): Header Background

The form header consists of a background and text modules or variable fields positioned on a background.

You define a background mask for the form header using the IMG activity Create background .

You then fill the form background line by line with text modules. You can give the chosen text modulesa particular color or display type (inverted, intensified and so on).

You need to create a background for both the header of the first page (FP) and the remaining pages

(EP).

You can also vary header backgrounds for the travel expense statement, travel request and proof of cancellation.

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Page type

FP First page

EP Remaining pages

Variable fields

NAME Name

Loc. Town/city

STR Street

PLZ Postal Code

+++KOSTL Cost Center

Fixed texts

X11 NameX12 PersonnelNo

X13 TripNo

X14 Cost center X19 Country

X23 Postal Code

Page type

EP DATEP

Columns

1 Print date

Line no.

1

Fixed text no.Fld name Field description

EP PAGNO78 Page no.1

EP 13

EP NAME13 Name of employee3

Fixed txt

X11 Name

Fields in the header

Form Header (2): Header Fields

You can define any additional header contents using the IMG activity Specify layout .

On the background you defined, you can now position the text elements and variable fields that are to beevaluated at runtime.

You can change and format the color and display type of these text elements and fields.

Available fields are specified by SAP (see SAP Notes 400731 and 418633). User exitRPRFEX00_EXTENSION (SAP Note 585805) enables you to extend these fields for your specific

needs.

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Block headings: ...

FBLK

01

02

04

...

Block heading

TRIP ITINERARY

PER DIEM SETTLEMENT

INDIVIDUAL STATEMENT

...

Sort criterion Individual statements

• Receipt date

• Receipt number

• ...

Subtotals Individual statements

• Public transport

• Accommodation

• ...

Block headings

Block attributes

Form variant

Form block

FOXX

04

General form variant

Individual statement

Form block attributes ...

Form block suppressed

Block attributes for indiv.receipt

Sorted by

Subseq. sort by

Subtotals

Expenses for priv. car

Public transport

Other

Accommod.

Individ. meals statement

Meals

1

9

Receipt date

Receipt number ...

Characteristics of the Form Blocks (1)

You define a block heading for each form block using the IMG activity Create headings.

In the IMG activity Specify attributes, you can specify whether the following

Form blocks

Cost assignment

Additional trip information

Additional information for individual receipts

User-defined text are to be displayed in the travel expense statement.

You can also specify a special sorting of the receipts for the Individual statement block and the displayof subtotals according to the travel expense categories.

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Column description BELNR

Form block 04

Form block

01 Itinerary

02 Per diem settlement04 Individual statement

...

06 Advance

...

Column suppressed

Column description

BELNR Receipt number

BLDAT Receipt date

MWKZ Sales tax

...

Column attributes


Receipt number

Characteristics of the Form Blocks (2)

You select the columns or information for a form block that is not to be displayed in the IMG activitySuppress information/columns.

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Adapt the visualization of the s tandard form to

match the requirements of your enterprise.

Form Structure: Review of Chapter

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Form Structure Exercises

Unit: Form Structure

Topic: Adapting the Form Header


Create an individual header for the travel expense statement standardform

13-1 The header of the standard form is to be expanded in the travel expense statement to

include the address of the employee so that the printed form can be sent to the employee.The address is to include the employee's name, street, postal code and town.

13-1-1 First expand the form background by copying the entry in row 6 to a higher rowand then deleting the old entry.

13-1-2 For trip provision variant xx and form variant FOXX change the header for the first page appropriately.

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Form Structure

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Solutions

Unit: Form Structure

Topic: Adapting the Form Header

13-1

13-1-1 In Customizing (IMG), choose Financial Accounting Travel Management

Travel Expenses Dialog and Travel Expenses Control Form Structure

Modules of Form Variants Form Header Structure Create background .

Once you have entered your trip provision variant and form variant the Change

View "Background Mask for Header Line" screen appears.

Select the line 6 for page type FP (first page) and the header line type “ ” (travelexpense statement) as a template and choose Copy as.

In the detail screen change the Line number in form field to 12 and exit thedetail screen.

Save your entries.

Select the line 6 for page type FP (first page) and the header line type “ ” (travelexpense statement) again and choose Delete.

Save your entries.

Select the new entry and choose Details.

In the detail screen, choose Preview header line background and check your changes.

Exit the detail screen.

Exit the overview screen.

13-1-2 In Customizing (IMG), choose Financial Accounting Travel Management

Travel Expenses Dialog and Travel Expenses Control Form Structure

Modules of Form Variants Form Header Structure Specify layout .

Once you have entered your trip provision variant and form variant the ChangeView "Fields in Header Line" screen appears. .

Here you can insert the address fields in the header line:

Choose New entries.

In the detail screen, fill the fields Page type, Line number in form, Column

number in form and Fld name with the following values:

Page type FP

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Line number in form 8

Column number in form 1

Fld name NAME

Check your entries by choosing Preview fields.

Exit the preview screen.

Save your entries.

Repeat the above steps with the following values:

Page type FP



Fld name STRASSE

Page type FP



Fld name PLZ

Page type FP



Fld name ORT

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Overview

SAP EP interface Travel request

Travel plan

Travel Manager

Travel request

Request approval

Travel plan

Functions of the Travel Planning

entry scenarios

Synchronization of Travel Planning

Integration of Travel Planning and

Travel Expenses

Contents:

Entry and Approval of Travel Requests andPlans/Integration of Travel Management

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Set up Travel Planning user roles

Request trips with the SAP EP interface and

Travel Manager

Request and book travel services with both the

SAP EP interface and Travel Manager

Approve travel requests and travel p lans

Explain how Travel Planning is integrated with

Travel Expenses


Entry and Approval of Travel Requests and Plans:Unit Objectives

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Decentralized entry: You often travel as part of your

job. You want to submit a request for your businesstrip to your superior and then select and book the

travel services you need yourself.

Mixed centralized entry: You are responsible for the

smooth processing of business trips for all team

employees. You therefore request the trips and,

when they are approved, book the required travel

services.

Integration: The Travel Planning data is to be

automatically integrated in to Travel Expenses.

Entry and Approval of Travel Requests and Plans:Business Scenario

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Determining available travel services

• SAP EP in terface

• Travel Manager

Overview of Funct ions

Booking the selected travel services• SAP EP interface

• Travel Manager

Approving t ravel requests

• Travel Manager

• SAP Business Workf low

Requesting a trip

• SAP EP interface

• Travel Manager

Approv ing t ravel p lans

• Travel Manager

• SAP Business Workf low

222

333

444

111

555

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Organizational Forms

Request +

plan

Request +

plan

Traveler

Mixedcentralentry

Decentralizedentry

Travel ass istant Approving

manager

Checkand approve

trips

Checkand approve

trips

Create andchange

travel requests +

plans

Create andchange

travel requests +

plans

The SAP Travel Planning scenarios are primarily based on the following forms of trip data entry:

Mixed centralized entry

Decentralized entry

These organizational forms are also supported by roles that are defined in the standard shipment for Travel Management, which you can adapt to your individual requirements (by using them as copy

templates). A role describes a realistically-defined set of transactions. These transactions represent therange of functions typically needed by the user at the work station. The following roles are

preconfigured:

Traveler SAP_FI_TV_TRAVELER

Travel assistant SAP_FI_TV_TRAVEL_ASSISTANT

Travel administrator SAP_FI_TV_ADMINISTRATOR

Approving manager SAP_FI_TV_MANAGER_GENERIC

Advance payer SAP_FI_TV_ADVANCE_PAYER

Travel manager SAP_FI_TV_TRAVEL_MANAGER

The roles contain different tasks - and thus have different role-specific menus - and differentauthorizations.

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The Travel Plan

Travel plan

When a travel plan

is booked, a

Passenger Name Record

(= PNR)

is generated and identif ies

the travel plan and all its

relevant data

in the connected

reservation system

WHO is

traveling?

Personnel

number

WHY?

Reason Acti vity

WHERE TO?

Destination(s)

TRAVEL

SERVICES

to be booked?

Flight

HotelRental car

The travel plan is the framework for all Travel Planning actions. To carry out price and availabilityqueries and book travel services, you must create a travel plan for the trip in question. General data such

as the personnel number, destination, reason for the trip, and travel activity is also stored in the travel

plan.

Every travel plan is stored in the system with a trip number, which uniquely identifies it and the travelservices it contains.

With the integration of Travel Planning and Travel Expenses, the number of the travel plan is thusidentical to the number of the trip to be settled.

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Planning and Booking Trips: Process Scenario

Travel p lan

Enter

general

trip

data Selection

PostPost

CancelCancel

itemitem

TicketTicket

ConfirmConfirm

cancellationcancellation

Flights:Best-price

query

General

data

Service selection

CancelCancel

itemitem

Reservation/cancellation

OK?

Gen.

availability

query

yes

no

OK?

yes

no

OK?

yes

no

Change

Delete

item

Enter data

for flight/hotel/

rental car

Travel request

You can execute the following functions with the Travel Planning entry scenarios in the SAPEnterprise Portal "Create Travel Plan" and in Travel Manager in the backend system:

Check availability of flights, hotel rooms, and rental cars; (+ in Germany only: query the DeutscheBahn timetable) (Query)

Determine the cheapest flights for the whole trip ( Best-price query)

Carry out online bookings of flights, hotel, and rental cars (Book/Confirm)

Cancel reserved services and rebook them if necessary, if you need to change a trip that has already

been planned (Cancel/Delete)

Edit the traveler's trip-specific master data that contains the trip preferences

From the Infocenter (in backend system only), you also obtain information on currencies, meal per diems, organizational data for the traveler, and any contact persons that are assigned.

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SAP EP Interface Service “Create Travel Plan”

In the Travel Management Employee Self-Service, can perform the following actions for themselvesand, if authorized, for other staff:

Submit travel requests

Book flights, rail tickets, hotels and rental cars for a trip

Enter data for trips they have made in a travel expense report, which the system can then use todetermine travel expenses and then generate the payment for the employee

Claim refunds for costs that have arisen independent of travel costs such as telephone bills,

entertainment costs or book purchases

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Service: My Trips

This service provides you with an overview of current trips with their status. You can also jump toanother screen for editing.

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Service: My Travel Prof ile

This service enables employees to store their own personal settings. These will then be valid for alltrips. The following infotypes are used for this in the SAP system:

105, subtype 0011: Credit card information

0471 + 0475: Flight preferences & customer program

0472 + 0475: Hotel preferences & customer program

0473 + 0475: Rental car preferences & customer program

0474 + 0475: Rail preferences & customer program

The system then takes these default settings into account when using a travel service.

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Service: Create Travel Request

Employees can use this service to create a travel request, which they can send to their superior for approval before embarking on their trip using SAP Workflow, for instance. You will find other

information on Workflow in Travel Management in the documentation on Workflow scenarios in Travel

Management.

The travel request contains all information required by the superior responsible for the decision:

General data

Cost distribution

An advance (if required)

You can also use the travel request as an order form when booking a journey with a travel agent. To dothis you have to configure a text template in the editor box, which the employee fills out and then uses

as an order form.

Data from the travel request is copied into a travel plan.

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Service: Create Travel Plan

This service enables employees to book travel services such as rail tickets, flights, rental cars or hotels.

For train tickets, you can use the interface to the Deutsche Bahn Corporate Portal (BIBE), but not NVS

access via Amadeus.

Employees can use the following new functions when booking services:

Support when searching for airports and hotels with the display of maps, tips on tourist sights andimportant destinations, (“Include places of interest in search”) and logos of rental car companies and

airlines for faster navigation.

Photographs and detailed information about facilities and special offers when choosing hotels

In order to be able to use maps and pictures in the search functions for airports, rental car locations andhotels when planning trips, you will need to install the Internet Graphics Server (IGS) (part of Web AS6.40). You can download this software from the SAP Service Marketplace. You then need to make two

additional settings in the IMG for Travel Management:

Set up an RFC destination for access to a geodatabase. The geodatabase provides the geocoordinatesfor a location. This information is always required when an address specified by a customer is

converted to geocoordinates, as with the functions Search in close vicinity of address and Airport

search for example. You set up the connection as follows: Travel Management Travel Planning

Master Data Technical Control Parameters for Travel Planning Set Up RFC Destinations

for Interfaces to External Systems

Maps and photographs are supplied by an external content provider. You also set up the connectionto this content provider in Customizing for Travel Management: Travel Management Employee

Self -Services Interface Configuration for Web Dynpro Interface in Travel Management Define

Access Parameters for External Content Providers.

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Book Flight

You can start queries based on a time plan and on price for the Book flight travel service.

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Flight Search: Search Lowest Prices

If you are not looking for a particular flight but want to display the most economical flights for a trip,you can use the Search lowest prices function. Querying according to best price is possible for

individual flights or - and this is where it offers huge advantages - when requesting several flights for a

trip, when the flight price is determined according to many parameters, such as:

Outward and return flight/stopovers and route combinations (round trips)

Chosen days of travel and duration of stay

The Search lowest prices function determines the best price for the total of all flights in a travel plan,taking into account the special booking requirements for individual flights and the enterprise-specific travel policy stored in Customizing.

You activate the Best price flight function and make other settings in the Customizing settings for Travel Management under Travel Management Travel Planning Process Control Dialog and

Planning Control Travel Planning Control Define Behavior for Price and Availability Queries.

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Booking Flights:Time-Dependent Availability Query

“On waiting list” may also appear in the list of available flights when you make your availability query.You can still book flights in this category. The vendor's reply is always important in such cases and the

booking can only be considered complete when Reserved and confirmed appears under flight status in

the travel plan.

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Checking the Flight Booking

Here you can recheck the flight bookings you have selected and view any details on flights or priceinformation where applicable. This screen also offers you the option of making a seat reservation.

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Flight booking: Making a Seat Reservation

During Check Selection, you can reserve a seat in advance by clicking on the Choose seat link. Thenumber of the seat you have selected is then displayed after you have confirmed the booking under Your

Request . Reserve will take you back to the flight booking overview.

Seat Reservation Status

Selected: Seat selected but flight not yet booked.

Requested: Seat selected, flight booked but seat reservation not yet confirmed by vendor

Reserved: Seat selected, flight booked and reservation confirmed by vendor

Canceled: Reservation has been made but then canceled.

In Customizing, you can set whether other employees who are also traveling are displayed in the seating

display for plane journeys and how: Employees also traveling are not shown separately.

Employees also traveling are shown separately but their names do not appear.

Employees also traveling are shown separately and their names also appear.

IMG for Travel Management: Travel Planning Expert View Further Control Parameters

Define Enterprise-Wide Control Parameters "F_SEAT" attribute.

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Adding a Hotel

You can either perform a standard query for the IATA location when searching for a hotel or queryhotels in the surrounding area of a certain address. To do this, choose Near the address.

Hotel name/Hotel chain: These act as restrictive search criteria (optional). You can enter several names

or parts of names in the Hotel name field. The system then searches all the hotels whose names containone or more of these terms.

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Selecting a Hotel Using a City Map

If you have installed the Internet Graphics Server, the system will show the available hotels on a citymap for the location you have selected. When you click on the hotel numbers in the map or on the hotel

name (right), the system will then open up the room availability screen for the relevant hotel.

The available hotels are listed according to certain selection priorities, which you can set inCustomizing, for example, “Entry in hotel catalog” or “Reason required”.

You can control which priorities are displayed in the Travel Planning Customizing settings under Trip

Rules and Profiles Travel Policy Define Priorities.

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Hotel Room Availabil ity

Once you have selected a hotel, you can view the available rooms and call up further details, together with photographs. The system also shows you whether the rooms available match your personal

preferences.

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Checking the Hotel Booking

Once you have decided on a hotel, additional details regarding your reservation or reservationconditions are displayed. You can also use this screen to enter any additional requests you may have to

the travel agency with respect to your hotel reservation.

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Booking a Rental Car

When booking a rental car, you can also start a query on the basis of time or on the basis of the cheapestavailable vehicle.

Pick-up location: Enter the required location (for example, New York). You can only search in

locations registered with the IATA as IATA locations.

You need to indicate an exact time and a specific branch where you can pick up and return the vehicle.You do not have to select a specific rental car operator however. If you do not specify a branch, the

system will search for branches based on the default value for “Airport terminal”.

Branches of available rental car companies are listed according to certain selection priorities, which youcan set in Customizing, such as “Company preference” or “Reason required”.

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Booking a Rental Car: Best Offer

Result of best price query for rental car at a location.

You can control the priorities shown in the travel planning Customizing settings under Travel Planning

Trip Rules and Profiles Travel Policy Define Priorities.

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Rental Car: Availability Query

Results for a rental car availability query according to specific guidelines.

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Checking Rental Car Bookings

Once you have decided on a rental car, additional details regarding your reservation or reservationconditions will be displayed. You can also use this screen to enter any additional requests you may have

for the travel agency with respect to your rental car reservation.

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Itinerary

An itinerary for a business trip with an outward and return flight, hotel reservation and rental car booking.

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Completing the Travel Plan (1)

Once you are satisfied with your itinerary, you can fill in the necessary data or correct it and completethe booking.

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Completing the Travel Plan (2)

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Checking and Booking the Trip

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Travel Plan Booking Complete

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Travel Manager (1): Welcome Screen

<Optional l inks to documents, URLs, etc.>

Info

center

Personal

settings

Change topersonnel no.

SAP Easy Access menu: Accounting Financial Accounting Travel Management Travel

Manager

Travel Manager provides you with a complete overview of all your trips and related travel objects that

exist. There are three kinds of travel objects: travel requests, travel plans and travel expenses.

Each of these objects can be created and changed from Travel Manager.

With a travel request, the employee expresses the intention of undertaking a business trip and

forwards this, if necessary, to an internal travel center.

You can use a travel plan to plan a trip in detail and to book the travel items. Trip preferences storedas infotypes are taken into consideration for this. A travel plan can be created by both an internal

travel center and/or by the employee himself or herself.

The travel expense report presents a collection of all the trip facts relevant to settlement. Theseform the basis for the calculation of the trip reimbursement amounts according to the relevantnational law and for posting these in accounting. If amounts occur that are taxable, these can be

transferred to Payroll.

You can use a link to access the List of Trips, which provides an overview table of the trips includingreason, status, trip number, amount/currency, destination country, date and time, and posting run.

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Travel Manager (2): Personal Settings

Travel Manager

Settings for User TERLINDEN

Display all trips

Trips in the last 12 months

Trips in the current year

Selection peri od

Show Overview Area

Show Images

Display All Follow-Up Activities

Base HTML (if displ ay problems)

Text Fields

Country and Region

Acc t. As sign .

Objects

10

Initial Screen

No. of Entries in Value Help

You use the pushbutton shown above to make personal settings for the screen display and personal inputhelp (F4 help).

You can make the following settings for Travel Manager :

Which trips are displayed in the list of all trips:

- All trips

- Trips from the last 12 months

- All trips in the current year

Hide or show overview area

How many entries are stored in the personal input help (F4 help):

- For text fields, fields for country and region, and for the account assignment objects, you candefine how many of the values you use the system notes and displays when you call the personal

input help.

- If you do not want to use the personal input help, you enter the value zero in these fields.

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For each destination country

Information oncurrent

meals,

accommodations, and

miles/kms

per diems/flat ratesExchRates PDs/FRs

Infocenter Infocenter

Traveler

Person

Communication

Contact person

Travel Manager (3): The Infocenter

Simple

conversion

of currencies

Information on the traveler

Internal contact person

from the expenses dept./travel center

Travel Manager + Planning Manager

Organ. assignment

The Infocenter is available to you in Planning Manager and Travel Manager.

You can use the pushbutton shown above to

Carry out currency conversions

Obtain current information on

- The traveler's organizational data

- Meal per diems for each trip provision variant

- A contact person assigned to you from the expenses department or travel center

- Additional traveler information: Travel administrators can enter comments here and addattachments; the traveler does not see this information.

For a contact person to be accessible here, you must enter a contact person in Travel Management

Customizing under Travel Planning Master Data Define Contact Persons (or Travel Expenses

Master Data Define Contact Persons). The traveler can contact the contact person about enterprise-specific questions relating to planning and settling trips.

You can differentiate between the contact person responsibilities using a number of organizationalcriteria such as the company code, trip provision, or traveler name.

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Travel Manager (4): Creating a Travel Request

The travel request contains information on

Trip date and time

Trip destination and reason

Activity type: You can store activity types in the system, which in turn influence the trip rules. Whenavailability queries are carried out, you can then set up the display differently for each activity type.

Other destinations on the trip (itinerary)

Required trip advances

A cost center (other than the master cost center) to which the travel expenses are to be assigned

Additional comments on the trip

Number of required travel services (flight, hotel room and so on)

If necessary, the estimated total cost of the trip

As the type and number of required means of transport and accommodation can be specified in thetravel request , the travel request can also be used by the travel agency as the basis for making therequired bookings, if the traveler does not have booking authorization in SAP Travel Planning.

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Travel Manager (5): Request: Selecting TravelServices

Request transport / accommodation:

You select the required service by clicking on the pushbutton in the overview matrix. The relevantarea automatically opens in the processing field under the matrix. The system enters default datafrom the general trip data in the date fields. You can change these values.

To request a travel service, choose Copy.

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Travel Manager (6): Approving a Travel Request

KarenKarenKaren SusanSusanSusan

Traveler Approving

manager

1. Create travel request

enter

- General trip data

- Advances (opt.)

- Travel services (opt.)

2. Save travel request

3. Send t ravel request

Trip status:

Request entered/

to be settled

1. Receipt o f

travel request in

relevant

communication

module (inbox,

fax, etc.)

2. Travel requestapprove

Trip status:

Request approved/to be settled

Example process:

Send: When the travel request has been created and saved, you can send it to a superior for approval(Edit Send Mail/Fax). Before you can use this function, the SAP communication interface must be set

up.

Approval: As a superior, you can approve a travel request directly in Travel Manager . You set therelevant authorization in the authorization object for travel expenses P_TRAVL.

It is also possible to approve trips using SAP Business Workflow.

Status: The statuses for the travel request and travel expenses are set separately. If the requestedadvance is changed in an already approved travel request and the travel request was saved again, thetravel expenses status changes from Request approved/to be settled back to Request entered/to be settled

and the approval status of the travel request is open again. If changes are made to the request that do not

affect an advance, the approval status of the request also changes to open when the request is saved, but

the travel expenses status remains as Request approved/to be settled .

The travel request must be approved before a requested advance can be transferred automatically via FI.

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Travel Manager (7): Functions in the Travel Plan

Travel plan: Chris Miller, tri p 000001532

Travel Manager: Create travel plan via

“ Create Flight, Hotel, Car Rental"Book

Info to travel

agency

Flight

price

Best-price flight

Infocenter Infocenter

Save as QuickPlan

Author izat ion for functions part ly dependent on

Customizing and settings in the authorization object

Approve

Book: Definitively books the flights, hotels, and rental cars that you reserved for final booking in an

availability query. This function must also be used if already booked travel services are canceled, so that

the cancellation is transferred to the reservation system. Flight price: In the query of available flights, prices cannot be provided, because the flight price

depends on the combination of all flights required for a trip. Therefore, do not choose the Flight Price

function until you have selected all flights. SAP recommends that you set flight price determination to"After Flight Selection" in Customizing (Travel Planning Process Control Dialog and Planning

Control Travel Planning Control Define Behavior for Price and Availability Queries).

Best-price flight: Determines the cheapest flight connections for the required route. In Customizing youcan define whether the flight price is determined according to the standard availability query andwhether the system should also carry out an automatic price comparison using the Best-Price Flight

function. Info to travel agency: Here, the traveler can enter notes, which are passed on to the travel agency in the

PNR (e.g. special requests or queries).

Infocenter: For more information, see slide 3-35. Approve: Sets the approval status of the trip to "approved". Save as QuickPlan: You can use predefined sample trips (QuickPlan) to shorten the planning and

booking process for a repeat trip by storing the trip here. In the menu: Travel plan? Request Ticket: Request to the travel agency responsible to issue a ticket as

long as no further changes need to be made to the booking. In the enterprise-wide control parameters,

you can also define whether the ticketing date query is part of the booking dialog. After a booking, a button can also be displayed that takes the user to the Internet sites

"checkmytrip.com" (Amadeus) or "virtuallythere.com" (Sabre). These provide the traveler with detailed

information on the destination and booked services.

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Travel Manager (8): Booking Travel Services

You use the travel plan to carry out the availability query for individual travel services such as flight,hotel, or rental car, and to book these services.

Functions for the selection of travel services:

Query: Starts a standard availability query for the entered data.

Copy: Entered data is copied. A query is not started.

Delete: The entry is deleted from the trip.

Preferences: For the entry of personal preferences (e.g. non-smoking seat); overrides the entriesfrom the relevant infotype, if the enterprise-specific trip rules stored in the system permit this.

Cancel

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Functions (1): Flight - Query Availability (1)

Screen sequence:

Choose Flight, or "Reserve/Change" in a travel plan generated from a travel request. In the dialog boxthat is displayed, start the availability query by choosing Availability.

If you immediately want to start a best-price query, proceed as follows: Enter the flight data and choose"Copy". Then choose "Best-Price Flight" from the buttons at the top of the screen. The system searches

for the cheapest flights for the connection you requested, taking account of the travel policy.

Availability query:

You can carry out the availability query for a single connection, a return journey, or several connections(up to 6) in a single step.

If you use the "Multiple Connections" function, you can enter the departure airport for the next

connection by choosing "Copy from 1st (- 5th) Connection". As an additional search criterion, you can enter whether the search time is the departure or arrival time.

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Functions (1): Flight - Query Availability (2)

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Functions (2): Flight - Availability List

F = First

B = Business

E = Economy

S = Special

rate

Flight time and

net flight time

Number of

stops

Flight booking

only possible

to waiting

list

Air li ne

+ flight n umber

(+ airline conducting

flight)/

punctuality/

Etix

Specification

by enterprise, as to

which flights are to be

chosen with which

priorities (Customizing)

Detailed

information

on the selected

flight connection

Plus 1D

arrival time:

Local time +

one day

Note:

You can choose Flight Information to display further information such as planned meals for a selectedflight.

"On waiting list" may also appear in the list of available flights when you make your availability query.You can still book flights in this category. The provider's reply is always important in such cases and the

booking can only be considered complete when Reserved and confirmed appears under flight status in

the travel plan.

In the view V_TA23GDSDEC, you can determine whether cabin class S (restricted economy) is to bedisplayed.

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Functions (3): Flight – Reserving a Seat

When you have selected a flight using the standard availability query or best-price flight query, you canselect a seat in the travel overview by choosing Select in the Seat area.

You choose one of the blank fields in the flight seat plan here. The number of the seat you have selected

is then displayed after you have confirmed the booking as Your Request . Continue will take you back tothe travel services overview.

Seat Reservation Status

Selected: Seat selected but flight not yet booked.

Requested: Seat selected, flight booked but seat reservation not yet confirmed by provider.

Reserved: Seat selected, flight booked and reservation confirmed by provider.

Canceled: Reservation has been made but then canceled.

In Customizing, you can set whether other employees who are also traveling are displayed in the seatingdisplay for plane journeys and how:

Employees also traveling are not shown separately.

Employees also traveling are shown separately but their names do not appear.

Employees also traveling are shown separately and their names also appear.

IMG for Travel Management: Travel Planning Expert View Further Control Parameters

Define Enterprise-Wide Control Parameters. Attribute "F_SEAT" .

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Functions (5): Best-Price Flight

Best-price

flight

If you are not looking for a particular flight but want to display the most economical flights for a trip,you can use the Best-Price Flight function. Querying according to best price is possible for individual

flights or - and this is where it offers huge advantages - when requesting several flights for a trip, when

the flight price is determined according to many parameters, such as:

Outward and return flight / stopovers and combinations of routes (Round Trips)

Chosen days of travel and duration of stay

The Best-Price Flight function determines the best price for the total flights of a travel plan, taking intoaccount the special booking requirements for individual flights and the enterprise-specific travelpolicies stored in Customizing.

If you execute the flight search using Best-Price Flight after you have already selected specific flightsusing the standard availability query, the selected flight data is overwritten by the Best-Price Flight

selection.

You activate the Best-Price Flight function and make other settings in Travel ManagementCustomizing under Travel Management Travel Planning Process Control Dialog and Planning Control Travel Planning Control Define Behavior for Price and Availability Queries.

You can also define certain selection criteria that are displayed when Best-Price Flight is started(Customizing: Define Settings for Fare-Driven Availability, see slide in unit Setup of Enterprise-

Specific Travel Policies).

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Functions (6): Hotel - Query Availability

List of

available rooms

Location: Enter the name of a city or the IATA code. The system only recognizes cities that have anIATA location. In the system, you can define synonyms for airports, and hotel and car rental locations:

In the travel plan, if a trip destination is entered that is listed in this table (or if the extended general trip

data is used as the first trip destination), the assigned IATA location is proposed as the location on therequest screen for queries.

Name, chain, area: These act as restrictive search criteria (optional). You can enter several names or parts of names in the Name field. The system then searches through all the hotels whose names containone or more of these terms.

Preferences: Before the query, you can specify certain Preferences (such as a "non-smoking room"),which overwrite any hotel preferences specified in infotype 0472.

Hotel information: Access to additional information (such as fees and surcharges, general hotel rules,

guarantee conditions on reservation, and so on) for a selected hotel.

Further hotels: If you do not enter any search criteria, the system's provider neutrality means that itrandomly selects around 30 hotels. To see other hotels, choose Further Hotels.

The available hotels are listed according to certain selection priorities, which you can define inCustomizing, for example "Entry in hotel catalog" (GREEN) and "Reason required" (RED).

You override these priorities for display in Travel Planning Customizing under Trip Rules and Profiles

Travel Policy Define Priorities.

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Functions (7): Hotel - Room List

Room matches

traveler's personal

preferences

Green: Room is avai lab le

Yel low: Avai labi li ty must be

checked with t he

provider – system

response within 24 hours

If the preference icon is shown for the status of a hotel room, this room meets the traveler's personal preferences.

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Funct ions (8): Car Rental - Query Availability (1)

Pickup in and Dropoff in: Enter the required location (for example, New York). You can only search inlocations registered with the IATA as IATA locations.

You need to indicate an exact time and a specific branch where you can pick up and return the vehicle.

You do not have to select a specific rental car operator however. If you do not specify a branch, thesystem will search for branches based on the value preset for "Airport terminal".

Preferences: Before the query, you can specify certain Preferences (such as a "air conditioning

requested"), which overwrite any car rental preferences specified in infotype 0473.

Branch: As the location, you can enter the name of a city or the code for an IATA location. The systemonly recognizes cities that have an IATA location. In the standard system, the system queries the car rental branch at the airport. You can specify other branches by choosing Extended Search (if this isactivated in Customizing).

The available rental car companies are listed according to certain selection priorities, which you can setin Customizing, such as "According to company guidelines" (GREEN) or "Reason required" (RED).

You control these priorities for display in Travel Planning Customizing under Trip Rules and Profiles

Travel Policy Define Priorities.

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Funct ions (8): Car Rental - Query Availability (2)

List of available vehicles

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Functions (9): Car Rental - Vehicle List

Info on route restrictions,

dropoff requirements,

special rate information etc.

Vehicle meets

traveler's personal

preferences

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Travel Plan

In the trip overview, you can cancel or add individual travel services.

You can also select your seat and thus inform the travel agency or airline of your seat request.

For more information on your itinerary, see the list, which you can also print out or send by email: In

the menu, choose Travel Plan Print / Mail / Fax.

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Approval with SAP Business Workflow®

Travel planTravel plan

rejectedrejected

Travel planTravel plan

approvedapproved

Travel planTravel planback for back for

correctioncorrection

Travel plancheck

Change travel plan

Enter travel plan

Automat. sent

to travel agency

for processing

Cancellation

of

travel planEmployeeEmployee

Superior Superior

Travel

plan

A p p r o v e d

A p p r o v e d

E-mail

R e j e c t e d

R e j e c t e d

E-mail

T o b e T o b e

c o r r e c t e d

c o r r e c t e d

E-mail

In addition to approving individual travel plans in Travel Manager or Planning Manager, you canapprove them using SAP Business Workflow Approve Travel Plan. The process:

The employee enters the travel planning data in the system. Saving the travel plan starts theworkflow.

The approving manager thus receives the travel plan as a work item in his or her SAP Office inbox.The system automatically determines who the supervisor is on the basis of the structure organizationmaintained. The supervisor has the following options:

- Approval: If the superior approves the travel plan, the traveler is informed of this in anautomatically generated email. The Passenger Name Record (PNR) containing the travel plan

reservation information is sent to a processing queue for the connected travel agency.

- Rejection: If the travel plan is rejected, the superior enters a message, which the traveler receivesas an email.

- Correction: If corrections are necessary, the supervisor writes a message as an attachment to theWorkflow. The employee receives a work item with this attachment. When the work item isexecuted, the transaction for changing the travel plan is started.

In the standard system, you can make individual modifications to workflow template WS1000087.

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Other Sample Workflows in the Standard System

Automatic not ification of traveler when travel expense settlement

Is set to "waiting" status

Is set to " settled" status

Is set to " transferred" status

Automatic approval o f t ravel requests under certain condi tions:

Total of advances is less than the defined threshold

A value has been entered fo r " Est imated costs"

The estimated costs are less than the defined threshold

Automatic approval o f t ravel expense reports when the total

reimbursement amount is less than or equal to the estimated costsfrom the travel request (including definable tolerances).

You can modify the sample workflows that are supplied with the standard SAP system to meet your

company's own specific needs. Available workflow attributes and events include:

Available attributes:

Destination

Reason for trip

Estimated costs of travel request

Total costs of travel expenses

Payment amount


Travel times (starting/ending date)

Organizational assignment of traveler (such as personnel area,cost center, reimbursement group)

Available events:

Trip created/changed/approved/cancelled

Travel request approved

Travel plan created/changed/approved/cancelled

Trip / travel request waiting

Travel request settled / transferred to FI

Trip settled / forwarded to FI

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Synchronization between SAP and GDS

Why is synchronization of the SAP Travel Planning data

and reservation system data so important?

• Create a new booking (PNR)• Change to booking (PNR)

created in SAP Travel

Planning

Synchronization ensures that data

is always consistent in SAP Travel Planning and the reservation

system. As a result, the data is 100 % available for reporting purposes

SAP

system

??

S y n c h r oni z a t i on

S y n c h r oni z a t i on

External

system

e.g. atairport

external

travel agency confirmation of waiting list flight

Synchronization is a key prerequisite for the consideration of booking records (PNRs - Passenger NameRecord Locators), which are created or modified externally, that is to say outside of the SAP system.

This ensures complete data consistency between SAP Travel Planning and the external reservation

system. This is the case, for example, if the reservation of a flight is confirmed on the waiting list in thereservation system or if the traveler has his or her booking changed directly at the airport. In order to

ensure that the SAP system always contains the same data as the connected reservation system, thetravel plans (in other words the PNR) must be synchronized.

Online synchronization: Online synchronization takes place automatically whenever a travel plan isaccessed in edit mode in the SAP system, as this process creates an updated PNR. However, there is a

processing limit associated with this form of synchronization: Three days after the end of the trip, the

PNR can no longer be called up in the reservation system. In SAP Travel Planning, the PNR can no

longer be read either, and can only be called up in display mode.

Offline synchronization: Offline synchronization, which can be carried out at regular intervals (for example via a background job), compares all the PNR modifications that have taken place outside theSAP system with the data in SAP Travel Planning, and updates this data.

For more information on the subject of Synchronization see the SAP Library under Financials

Financial Accounting Travel Management Travel Planning Synchronization Between SAP

Travel Planning and Reservation System.

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Conversion to GDS Passenger Name Record (PNR)

From travel plan

From infotypes

From Customizing

Address

Name

Hotel

booking

Flight

booking

--------TST--------

RP/FRAS02001/FRAS02001 AA/GS 3JAN01/1200Z YT7R9W

FRAS02001/0001AA/3JAN01

1. MILLER/CHRIS MRS

2 LH 002 C 15JAN 1 FRAHAM HK1 610A 1 640A 745A *1A/E*

3 HHL QR HK1 HAM IN15JAN OUT17JAN 1B1QCOR DEM189.00 DLY 003

AVALON HOTEL NORDERSTEDT-NORDERSTEDT/BS-12345675

/CF-............/G-CCVI4971111111111110EXP0909

SEE RTSVCH

4 LH 002 C 15JAN 135 FRAHAM HK1 550A 3 615A 730A *1A/E*

5 AP 06227741533 -B

6 TK OK

7 RC FRAS02001/CONFIDENTIAL REMARK

8 RC FRAS02001/CONFIDENTIAL REMARK CONTINUED

9 RMS INFOS OF TRAVELER FOR TRAVEL AGENT

10 RM */SAP / TN=0002001102

11 RM */SAP / PID=00130373

12 RM */SAP / SID=002/Q00

13 FK FRAS02001

14 AM Hauptstrasse 12 ,69190 ,WALLDORF ,DE

*TRN*

For synchronization

(generated

automatically)

Trip number

Personnel no.

System ID

Notes

Enterprise-spec.

PNR elements

Business

tel. no.

Credit card

PNR

code

Booking

date

[Example display]

When you post a travel plan, a booking code (PNR = Passenger Name Record) is generated. Thefollowing data is copied to the PNR from SAP Travel Planning:

Entry in SAP Travel Planning PNR

Personnel number and master data : Traveler's name, address telephone number, personalcredit card number

Travel plan: Booked travel services

Notes function RMS element with note text

Customizing: Enterprise-spec. PNR-elements

Any additional comments e.g. in the form of RM, RC, OSI

General: Trip number, personnel number As RM elements (remarks)

SAP system ID

Sales office (office ID) ? As FK element, automatic (for synchronization with external bookings/booking modifications)

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Integration

Create travel

request

Travel request

Travel plan

Expensereport

Create

travel plan

Createexpense report

Direction of

data transfer

Direction of

data transfer

if travel plan

is omitted

With integration into Travel Management, the following data is automatically generated from a bookedtravel plan when the related expense report is created:

General data is transferred (city, time, reason, comments, and so on).

Expense receipts are created from the travel services flight, hotel, car rental (train).

Expense receipt amounts are generated from the prices that existed at the time of booking. These

amounts can be changed manually if necessary (if there were additional mile/km charges for a rentalcar, for example).

Travel activity types are generated automatically (based on Customizing settings).

The underlying IMG activities are explained on the following slides.

Note: Integration of travel request, travel plan, and travel expenses is available in the SAP EP interfaceas of ERP 6.0 EhP 2. In earlier versions, you can only use the integration of travel request and travel

expenses, as well as the integration of travel plan and travel expenses.

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Integration in Travel Management Customizing

For numbering see

next page1

2

3

4

You set the parameters for integration between Travel Planning and Travel Expenses in Travel PlanningCustomizing in the IMG views listed above. This is described in more detail on the next page.

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For each trip provision variantFor each trip p rovision variant

Travel request active?

Travel plan active?

Settlement active? (Travel Manager )

What is active?What is active? Assignments - what is generated from what?

Travel plan Travel Expenses

Travel service Expense receipt

e.g. C (rental car) generates MTWG (rental car receipt)

Trip activity type Trip activity typeData transfer fromplan to expenses

active?

1

2

3

4

Which Expenses Statement Data is Generatedfrom Which Plan Data?

X

X

The integration between Travel Planning and Travel Expenses means that the data is transferred fromthe travel plan for a trip to the travel expense statement for this trip and the expense receipts are

generated automatically. When you create a travel plan, the system automatically generates the related

travel expense statement in the background, which is then directly available for processing at a later date. In the standard system, integration is activated for all trip provision variants.

The following data is transferred, provided that it is specified in the travel plan:

Basic trip data (time, destination, reason, and so on)

Stopovers

Cost distribution

Expense receipts, if required (generated from the travel services booked in the travel plan)

Integration between Travel Planning and Travel Expenses extends to all entry transactions in TravelPlanning and Travel Expenses.

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Request trips using the "Create Travel Request"service in the SAP EP interface and with Travel

Manager

Query and book travel services using the "Create

Travel Plan" service in the SAP EP interface and

with Travel Manager

Approve travel requests and t ravel p lans

Set up synchronization of booking data

Make Customizing settings for the integration of Travel Planning and Travel Expenses.


Entry and Approval of Travel Requests and Plans:Review

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Exercises

Unit: Entry and Approval of Travel Requests and

Plans

Topic: Planning and Booking Trips


Determine the availability of the required travel services and book offers

As an employee in an enterprise, you take business trips. Youchoose the travel services you require and book them online.

Your travel data:

Trip Destination Start Date End

1 Boston Monday + 6 weeks Friday + 6 weeks

2 New York Monday + 7 weeks Wednesday+ 7 weeks

3 Nice Tuesday + 8 weeks Wednesday+ 8 weeks

4 Nice Tuesday + 9 weeks Wednesday+ 9 weeks

14-1 SAP EP Interface “Create Travel Plan” Service: Standard Query: Flight,

Hotel, Car Rental

You have received an email from your superior to let you know that your trip to Boston

has been approved. You now want to book the travel services you require using theSAP EP interface.

14-1-1 Create a travel plan (personnel number 980##).

14-1-2 Run availability queries for flights, hotels, and car rental:

Flight: Outbound: Frankfurt - Boston

Return: Boston – Frankfurt

You want direct flights in business class with Lufthansa.

Hotel: Boston

You want a hotel in the Sheraton chain.

Car rental: Boston

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You want to rent a car from Avis, Hertz or Alamo.

14-1-3 Make a definite booking for the entire trip.

## = Group number

14-2 Flight (Best-Price Flight), Seat

This time, you want to book a return flight from Frankfurt to New York. Your

company requires you to choose the most economical offer. You also want to book aspecific seat.

3-2-1 Create a new travel plan (personnel number 980##).

3-2-2 Enter the outbound and return flight dates, determine the most economicaloffers (best-price flight ) for the entire trip, and choose the best offer.

3-2-4 Reserve a seat for the outbound and return flights.

3-2-5 Book your trip.

## = Group number

14-3 SAP EP Interface “My Trips” Service: Copy a Trip

Copy a trip: You regularly travel from Frankfurt to Nice. To speed up the booking process, you now want to copy a trip that you have already made.

3-3-1 Create a travel plan and book a return flight from Frankfurt to Nice.(personnel number 980##).

3-3-2 Now copy this travel plan (Frankfurt-Nice-Frankfurt) and enter the new startdate (1 week later).

Book the new trip. Save the travel plan.

14-4 Integration into Travel Expenses (you can only complete this exercise in the backendsystem).

This exercise is intended to demonstrate how data is forwarded to Travel Expenses.

3-4-1 Choose one of the travel plans you have posted.

3-4-2 In the travel plan, choose Goto Travel Expenses.

3-4-3 To exit Travel Expenses, choose Back .

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Solutions

Unit: Entry and Approval of Travel Requests and Plans

Topic: Planning and Booking Trips

14-1 SAP EP Interface “Create Travel Plan” Service:

14-1-1 On the Travel Management start page, choose the “Create Travel Plan” service

Enter the general data.

14-1-2 Flight:

Choose Add Flight . Check the previously entered data (departure location,

destination, date, and so on). Choose Display Flights. Choose the requiredoutbound and return flight and choose Check Selection. On the next page,

choose Add to Itinerary.

Hotel

Choose Add Hotel. Check the departure and arrival date. Enter Sheraton for the Name or Chain. Choose Display Hotels.

Choose either a hotel from the map or from the entries on the right next to the

city map. Select a room and choose Check Selection. On the next page, choose Add to Itinerary.

Car rental

Choose Add Rental Car . Check the location, date, and time. The default data is

based on the data of the selected flight. Choose Display Vehicles. Select a provider and choose Find Available Vehicles. Now select a vehicle and chooseCheck Selection. On the next page, choose Add to Itinerary.

Then choose Complete Travel Plan and check the values proposed by the

system. Then choose Check and, on the next page Book Now. Your travel planis now booked and the PNR is displayed.

14-2 SAP EP Interface “Create Travel Plan” Service: Best-Price Flight, Seat

3-2-1 On the Travel Management start page, choose the “Create Travel Plan” service

Enter the general data.

Choose Add Flight . Check the previously entered data (departure location,destination, date, and so on). Choose Find Lowest Price and Display Flights.

3-2-2 Select the required flight combination and choose Check Selection.

3-2-3 Now choose Select Seat. Select a seat and then choose Reserve.

3-2-4 Then choose Add to Itinerary.

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14-3 SAP EP Interface “My Trips” Service Copy Trip

3-3-1 Create a travel plan and book a return flight from Frankfurt to Nice.3-3-2 Go back to the travel plan overview in “My Trips” and select the trip you just

booked. Choose Copy. In the dialog box, enter the start date of the new trip andchoose Copy.



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RFC destination

Control parameters in Travel Planning

Sales off ices and queues

Access parameters for reservation systems

Contents:

RFC Destinations and Control Parametersin Travel Planning

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Explain the basic struc ture of Travel Planning

Customizing and the main Travel Planning

Customizing objects

Set up the connection to the current external

reservation system in Customizing


RFC Destinations and Control Parametersin Travel Planning: Unit Objectives

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To be able to use SAP Travel Planning, you must

make the external reservation systems available tothe SAP system by making Customizing settings.

RFC Destination and Control Parameters: BusinessScenario

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FIFI

MMMM

PSPS

PSPS

PPPP

COCO

......

HRHR

MMMM

FIFI

SAP Reference IMG

Project IMG

Subproject

view

Project001

SDSDHRHR

TRVTRV


The installation of new application components is supported by the SAP Reference IMG or the project IMG. The IMG (Implementation Guide) is used to carry out individual customizingactivities.

Customizing is the procedure with which you can

Introduce an SAP module in your company quickly, reliably and economically

Adapt the standard version to your company's specific business-related requirements

Document and manage the implementation and adaptation phases for project control using a practical tool

Customizing activities can be performed directly from the IMG. Documentation on each

activity is also available in the IMG.

In addition, you have functions for project management and project documentation at your disposal.

When you introduce Travel Management, activate the Travel Management applicationcomponent in your project IMG. The necessary environment is generated automatically.

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Overview

In this section of the IMG, you determine the values that are permitted in your enterprise for theTravel Management area.

When you set up the Technical Control Parameters for Travel Planning, you create theconnection to the global reservation system.

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External Reservation Systems

You define the code and descriptive texts for reservation systems that you want to use to make bookings. This relates to a general definition of the provider system. You enter the details of a

specific logical system in the “Define Logical Systems for Reservation Systems” IMG activity.

In the standard system, this activity (“Define Reservation Systems”) does not need to be

maintained and the entries are already provided.

Currently, the AMADEUS, SABRE, GALILEO (APOLLO), and HRS reservation systems can

be connected for SAP Travel Planning because the interfaces are defined for these systems. For

rail bookings, you can also connect to the Deutsche Bahn Internet booking engine (BIBE).

If several logical systems (for example a production system and a training system) are availablefor each reservation system, these logical systems are entered in this IMG activity. You use an

ID code and a long text to define them. In the IMG activity “Synchronization of Travel Preferences with External Reservation

Systems”, you can define for each reservation system (GDS) how travel preferences are to besynchronized between the reservation system and the SAP system for each personnel number.

This is a complex function. Therefore, be sure to read the documentation for program RFTP_ SYNCHRO_ PREF before implementation.

This synchronization currently only works with GDS Amadeus and GALILEO. It ensures

continuous synchronization between the SAP system and the GDS in day-to-day operation,with the SAP system as the primary system.

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Virtual

office ID

- Enterprise ID

- Organization ID

- User ID

GDS* D e f i n i t i

o n

Production

office ID

Virtual

offi ce ID

RFC

destination

GroupingEnterprise

A

s s i g

n m e n t

Travel Center SAP Travel Planning

Control Parameters in Travel Planning

*GDS (Global Distri butio n System) = connected reservation s ystem

In the Travel Planning control parameters, you define the instances that ultimatelycommunicate with each other at the business process level. You require the followingCustomizing elements for this:

The definition of the sales office (= office ID) identifies the location where the service is

provided (for example, the travel center). To ensure that the bookings generated in the SAPsystem can be effectively channeled in the GDS, a virtual office ID is requested and linkedwith the production office ID that already exists in the travel center.

The definition of the API access parameters uniquely identifies for the GDS the company

that is using SAP Travel Planning. For this purpose, the GDS requests the enterprise ID, theorganization ID and the user ID. In Customizing, this information is assigned to the sales

centers defined above. The GDS then knows which travel centers are responsible for the bookings and so on.

The definition of groupings allows you to book travel services for different users and/or travelers using different sales offices and, if necessary, different reservation systems.

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Sales Off ices and Queues

Define Sales Offices: Here, you enter the office IDs of the sales offices that the sales offices useto identify themselves in the relevant reservation system. The definition of sales offices is

reservation system-dependent. Sales offices can be travel agencies, tour operator sales offices,and service provider sales offices (for example, airline carrier sales offices).

Define Logon Data: The logon data must be stored for the reservation system so that the sales

office can be identified when a query is sent to the external reservation system. You can create more than one entry for each reservation system. If you have defined several

sales offices for a reservation system, you can then assign different logon data for these andcontrol them separately. You will receive an ID from the provider of the external reservation

system. Define Queues: Here, you set up the processing queues for ticket creation and bookings for the

sales office. By defining queues, you provide the sales office with centralized access to all booking codes (PNRs). This guarantees stable communication between the sales office andSAP Travel Planning.

Queues help to classify the bookings into processing categories, which, in turn, allow the booking/booking modification, price determination, short term bookings, booking if price

determined, and ticket printing activities to be assigned in the subsequent IMG activity Assign

Queue Activities.

The details of the queue number and category ( Define Queue Categories IMG activity) are usedto identify resubmissions in the connected reservation system. These are obtained from the

relevant sales office.

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Connection to Amadeus

Use of SAP Travel Planning with the AMADEUS Global Travel Distribution reservationsystem involves the following elements for communication between the SAP and the Amadeussystem:

SAP system

SAP gateway & SAP JCO

E-Travel Bridge Client

Amadeus central system (Amadeus Practice Training or Amadeus Production)

Communication takes place via a 128 bit SSL connection.

The values in the RFC are created once in Customizing. In a Travel Planning implementation project, creation of RFC destinations should be carried out together with IT Basis as the procedure establishes the technical prerequisites for supplying SAP Travel Planning with datafrom the external reservation systems.

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Interface to Sabre

Web Service Framework

SOAP Framework

Internet connection

framework

mySAP ERP Travel

Planning

Sabre WebServiceServer

Structuring of SOAP

message

User chooses a

function that

requires a call viathe interface

User chooses a

function that

requires a call via

the interface

Filling of input data

in ABAP structures

of the corresponding

proxy client

Filling of input data

in ABAP structures

of the corresponding

proxy client

Determination of

communication

paths (routing)

Determination of

communication

paths (routing)

Call of

corresponding proxy

client

Call of

corresponding proxy

client

Transformation of

ABAP data st ruc ture

to XML

Transformation o f

ABAP dat a st ruc ture

to XML

Transformation of

XML message t o

ABAP

Transformation o f XML message t o

ABAP

Read result of p roxy

client call from

output structure

Read result of proxy

client call from

output structure

Sending of SOAP

message

SOAP message

received

Determination of relevant

XML m essage

Unlike other GDS interfaces, the SAP Travel Planning interface to SABRE does not require anRFC gateway as middleware. Communication is based on the use of client-side Web Serviceimplementation in the SAP ABAP stack, such as that used for communication in XIenvironments.

This interface application integrates the SABRE Web Service interface (seehttp://webservices.sabre.com) into the existing SAP Travel Planning application.

With the help of XML (see http://www.w3.org/XML), SOAP (see

http://www.w3.org/TR/SOAP) und OTA standards (see http://www.opentravel.org), this

SABRE Web Service interface provides a standardized means of communication via what areknown as Web Services (see http://www.w3.org/2002/ws).

The use of this Internet communication standard enables SAP Web AS to function as the clientfor pages of the ERP system. Communication by means of Remote Function Calls (RFCs)

together with the costly installation and maintenance of an RFC gateway is thus no longer necessary.

Direct communication to the Sabre Web Service server is established using what is known as a

Web Service proxy client in the ERP system, which guarantees transformations back and forthfrom ABAP to XML and also takes on administration with protocols required for Web Servicecommunication such as SOAP or http.

http://webservices.sabre.com%29/

http://www.w3.org/XML)

http://www.w3.org/TR/SOAP)

http://www.opentravel.org%29/

http://www.w3.org/2002/ws).

http://www.w3.org/2002/ws).

http://www.opentravel.org%29/

http://www.w3.org/TR/SOAP)

http://www.w3.org/XML)

http://webservices.sabre.com%29/

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SAPSAP

TravelTravel

PlanningPlanning

RFC

Enterprise with

SAP Travel Planning

Enterprise with

SAP Travel Planning Galileo

network

Galileo

network

GalileoGalileo

corecore

systemsystem

SAP Gateway

Galileo Gateway

XML SelectGalileoproprietaryprotocol viaTCP/IP

RFC

XML

over COM Leased line

W2K server

Interface to Galileo

Using SAP Travel Planning with the Galileo reservation system involves the followingelements for communication between the SAP and Galileo systems:

SAP system

SAP Gateway

Galileo Gateway

Galileo XML Select™

Galileo central system

The RFC destination (Remote Function Call) creates the logical connection between the SAP

system and the Galileo Gateway. The RFC calls are conducted through the SAP Gateway. TheSAP Gateway then communicates with the Galileo Gateway.

The role of the Galileo XML Select product is to identify and check authorizations. It also

controls access to the Galileo central system. Galileo XML Select communicates with theGalileo central system using proprietary protocols via TCP/IP.

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Access Parameters for Reservation Systems

Define Groupings for Access to External Reservation Systems: Here, you define groupings for accessing external reservation systems. This enables you to book travel services for differentusers and/or travelers using different sales offices and, if necessary, different reservationsystems.

Access Parameters for Global Reservation Systems: Here, you group together the parameters

for accessing the external reservation system based on a technical access groupings. You can

then use this technical grouping to assign different access rights for different organizationalemployee groups or user groups using characteristic TRVOF (see the Assign Groupings for

Access to External Reservation Systems IMG activity). The parameters assigned to the technicalgrouping include the reservation system and the logical system, the sales office and the RFC

destination.

Access Parameters for Other Reservation Systems:

Deutsche Bahn: If you have connected the Amadeus Global Travel Distribution reservation

system, you can book train journeys, as well as flights, hotels, and rental cars online in SAPTravel Planning. A separate API interface is needed for this. In the Define Access

Parameters for Deutsche Bahn IMG activity, you set up the parameters for accessing the

Deutsche Bahn AG information and reservation system. You control the access parametersfor each technical access grouping.

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Rail booking portals: If you have connected a global distribution system, you can use a rail

booking portal to include train journeys in travel plans and requests, in addition to flights,hotels, and rental cars. A separate HTTP/XML interface is needed for this. In the Define

Access Parameters for Rail Booking Portals IMG activity, you set up the parameters for accessing corporate portals provided by rail companies. Currently, the system only supportsthe BIBE (Bahn Internet Booking Engine) corporate portal offered by Deutsche Bahn AG.

HRS : Instead of including hotels in travel plans using a global distribution system, you canalso do this using the Hotel Reservation Service (HRS). A separate HTTP/XML interface is

needed for this. In the Define Access Parameters for HRS IMG activity, you set up the parameters for accessing the HRS system.

Define Groupings for Access to External Reservation Systems: You can use the TRVOF

characteristic to assign a particular sales center (and thus a particular reservation system and

logical system) to particular groups of employees or users. By doing this, you control whichemployees' travel plan bookings are transferred to which sales centers. You can easily assignthe required access parameters for the provider (reservation system/logical system/salescenter/RFC destination) to multiple employees.

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Explain the basic struc ture of Travel Planning

Customizing and the defining Travel Planning

Customizing objects

Set up the connection to the current external

reservation systems in Customizing

Define the access parameters for reservation

systems

RFC Destination and Control Parameters of TravelPlanning: Review

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Geographical factors

Travel service prov iders

Contact persons

Contents:

Master Data for Travel Planning

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Explain the master data that Travel Planning is based

on

Define regions

Define travel service prov iders


Master Data for Travel Planning: Course Objectives

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In Customizing, you must modi fy the Travel Planning

master data to meet your company's requirements.

Master Data for Travel Planning: BusinessScenario

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Geographical Factors and Travel Service Providers

Geographical Situation allows you to modify your enterprise-specific rules relating to the restriction or expansion of locations.

The Travel Service Providers area contains a catalog of providers of flights, hotels, and rental cars that

are registered in the global distribution system and that provide your booking services through thissystem.

The role of contact persons is to provide the traveler with any required information during travel plan

processing.

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Geographical Situation: IATA Locations

Define Special Input Help for Generic Entries: If a user enters a non-unique location (IATA location) inthe flight, accommodation, or car rental booking details in a travel plan, you can influence the system

behavior here.

Define Special F4 Input Help: In the travel plan, if you use the input help plan for the departure or destination airport in a flight request, for the location in a hotel request, or for the pickup or dropoff

location in a car rental request, the system lists the available IATA locations that are stored in therelevant table and meet the criteria entered. In some cases, the user may then see many locations that arenot relevant. You can prevent this by using the settings in this IMG activity.

Synonyms for Locations: Here you can define synonyms for the IATA locations. The synonyms definedhere are only used for the relevant travel services. In the travel plan, if a trip destination is entered that is

listed in this table (or if the extended general trip data is used as the first trip destination), the assigned

IATA location is proposed as the destination airport on the request screen for flight queries. Anynumber of IATA locations can be assigned to a destination.

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EU Rest of the world

FRAFRA

RHM

(Rhein-Main region)

RHM(Rhein-Main region)

DEDE

EUEU

(IATA location)

(region within country)

(COUNTRY)

(cross-country region)

(hierarchy for regions)

Geographical Situation: Regions

The purpose of the geographical situation system is to enable you to modify your enterprise-specifictravel policy to meet special geographical requirements.

The advantage of the nesting concept is that it permits groupings, from the smallest element, the IATA

location, through to a comprehensive view of travel policies (e.g. one travel policy for the whole world).

IATA locations are used as the basis for flight, hotel, and rental car reservations and are the smallestgeographical unit in SAP Travel Planning.

A cross-country hierarchy for regions is used to group together and exclude comprehensive countrygroups (for example one policy for Europe, and another policy for the rest of the world).

SAP provides the IATA listed above in the standard systems. For more information, see the IMG pathTravel Management Travel Planning Master Data Geographical Situation

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Definition of aircraft

carriers

Lufthansa (LH)

Air France (AF)

United Airlines (UA)

Definition of customer

programs

Miles & More (M&M)

Frequence Plus (FP)

Mileage Plus (MP)

Travel Service Providers (1): Flight

To be able to execute a flight booking, the reservation system needs a code with a fixed definition thatspecifies the airline. This is a two-character code that corresponds to the industry standard.

The airline carriers currently available in the connected reservation systems AMADEUS, SABRE, and

GALILEO are correctly stored in the system at the time of delivery, but are subject to updating at anytime.

Customer programs are frequent flyer programs offered by the airline carrier and can be taken into

consideration in the system during booking, as long as they are stored with the relevant customer number for the employee in the Customer Program infotype (0475). In addition, the traveler canmaintain these customer programs himself or herself in the SAP EP interface in the "Own TravelProfile" service.

If the customer number is stored in the reservation system, a check is carried out.

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Definition of

hotel chains

Hilton Hotel (HH)


programs

HHonors (HH)

Definition of

hotel rates

Company rate (COR)

Standard rate (RAC)Weekend rate (WKD)

Definition of

room classes

Tourist class (T)

Standard (S)Superior standard (G)

Luxury (L)

Travel Service Providers (2): Hotel

To be able to execute a hotel booking, the reservation system needs a code with a fixed definition thatspecifies the hotel chain. This is a two-character code that corresponds to the industry standard.

The hotel chains currently available in the connected reservation systems are correctly stored in the

system at the time of delivery, but are subject to updating at any time.

Customer programs are programs offered by the hotel chain and can be taken into consideration in thesystem during booking, as long as they are stored with the relevant customer number for the employee

in the Customer Program infotype (0475). In addition, the traveler can maintain these customer programs himself or herself in the SAP EP interface in the "Own Travel Profile" service. If the customer number is stored in the reservation system, a check is carried out.

Hotel providers that are available in the reservation system offer different rates for different targetgroups. The Customizing activity Travel Planning Master Data Travel Service Providers

Hotels Define Hotel Rates contains a generally valid list of rates. If a customer wants to store itsspecial company rate, this rate must also be configered in Customizing and entered by the hotel in the

reservation system, so that the customer can access this rate.

Room classes are enterprise-specific values that are used when you set up your policy. The room classesare based on the general industry-standard room types, which you can group together to form your roomclasses under Travel Planning Master Data Travel Service Providers Hotels Define

Assignment of Room Classes to Room Type.

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Trip to Munich

Preferred

hotel XX

Reservation

system

Neutral

view

Travel Service Providers (3): Enterprise-SpecificHotel Catalog

Hotel catalog

In the enterprise-specific hotel catalog, you can store data relating to particular companies offering

accommodation that are to be taken into particular consideration during an availability query or booking. It may make sense to maintain entries because of rates negotiated between your enterprise and

the service provider, for example.

Because the reservation system is provider-neutral, in a query of available hotels SAP Travel Planningis only provided with a limited number of available providers, which are selected randomly. As a result,it is possible that none of the hotels assigned the highest priority in the travel profile is displayed, even if they are available for the query period. If you set up a hotel catalog, you eliminate this problem from the

outset.

In addition, however, you can also influence the query by making the relevant settings in the IMG

activities Restrict Hotel Chains for Availability Queries and Restrict Providers for Availability Queries

and assigning them to the travel profiles.

You can then store the special rates in the Customizing point Define Enterprise-Specific Hotel Ratesunder Rates and Discounts (see Unit 8).

Amadeus Profiles for Hotel Catalog Availability Queries: If you use Amadeus, in order to achieve adirect availability check of the hotels defined in the hotel category, you can define Amadeus profiles

here for availability queries for the hotel category. The Amadeus profiles defined here are then assignedto employees or users in the next step. In a later hotel query based on the hotel catalog, the availabilityof the hotels listed in these profiles is checked in the Amadeus reservation system. If you do not use this

functionality, the hotel catalog stored in the SAP system is used for a hotel query (if you have set up thehotel catalog). However, the availability check is not carried out automatically for all the hotels stored in

the hotel catalog. The check is only carried out after an individual hotel has been selected.

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Definition of

car rental companies

Europcar (EP)


programs

Privilege Preferred (PP)

Definition of

rental car classes

Compact

Intermediate

Vehicle specifications

Vehicle class

Vehicle modelTransmission type

Air condi tioning

Travel Service Providers (4): Rental cars

To be able to execute a car rental booking, the reservation system needs a code with a fixed definitionthat specifies the rental car provider. This is a two-character code that corresponds to the industry

standard.

The available rental car providers currently available in the connected reservation systems are correctlystored in the system at the time of delivery, but are subject to updating at any time.

Customer programs are programs offered by the car rental providers and can be taken into

consideration in the system during booking, as long as they are stored with the relevant customer number for the employee in the Customer Program infotype (0475). In addition, the traveler canmaintain these customer programs him or herself in the SAP EP interface in the "Own Travel Profile"service. If the customer number is stored in the reservation system, a check is carried out.

Customers can define the car rental classes themselves. SAP provides default values in the standard

system. You can modify the values and in a subsequent step assign them to the industry-standardvehicle specifications defined on the basis of four criteria (Travel Planning Master Data Travel

Service Providers Car Rentals Define Assignment of Car Rental Classes to Vehicle

Specifications).

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Lufthansa (LH)

Miles & More (M&M)

Steigenberger (SR)

Agreement

Travel Service Provider Customer Program Agreements

A travel service provider might offer not only its own customer program, but also certain customer programs in connection with travel service providers with which it has contract agreements.

In the example above, there is an additional agreement with the Steigenberger hotel chain (SR)

regarding the Lufthansa (LH) Miles & More customer program.

If the Lufthansa Miles & More customer number is maintained in the Customer Program infotype(0475) and the agreement is stored in Customizing, this customer number is taken into consideration if a

hotel booking is made.

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Responsib ilities for Standard Role travel_pladm Travel Planning Administrator

Name Status Priority Code

Description

Travel planning administrator A-L

...

Responsibility com...

Brown travel_pladm

Heath travel_pladm

Smith travel_pladm

01

Miller travel_pladm

Linn travel_pladm

Parker travel_pladm

01

Travel planning administrator M-Z Responsibility com...

Contact Persons

Contact persons for Travel Expenses Planning are created in two steps:

First you must specify the area of responsibility, such as travel planning administrator A-L.

You then assign a personnel number or user, for example, to each responsibility. For moreinformation, see the documentation for IMG activity Define Contact Persons.

Caution: In the Contact person tabstrip in the Infocenter, the data stored in the user master record(transaction SU01 User Maintenance) is displayed. If you do not explicitly assign a user to aresponsibility and, for example, assign a personnel number instead, then you must assign a user to this

personnel number using the Communication (0105) infotype.

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Explain the master data that Travel Planning is based

on

Define the geographical s ituation and travel service

providers

Create contact persons

You are now able to

Master Data for Travel Planning: Summary

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Exercises

Unit: Control Data for Travel Planning

Topic: Defining Synonyms for IATA Destinations


Define synonyms for IATA destinations

Understand how this definition works in the application

16-1 Implementation Guide (IMG) for Travel Planning

Your enterprise has decided to make it easier for users to enter various trip

destinations. For this reason, you have to link non-IATA locations with IATA locationsfor your enterprise’s main destinations (branch offices). This applies to both the flightdestinations and hotels.

16-1-1 Call the IMG activity Define Synonyms for Airports and, as an example, create

a new synonym for your enterprise. Example: Walldorf for the IATA codesFrankfurt and Strasbourg.

16-1-2 Call the IMG activity Define Synonyms for Hotel Locations and, as an example,

create a new synonym for your enterprise. Example: Walldorf for the IATAcode Heidelberg.


Test your Customizing settings by booking a flight and hotel for the relevantsynonyms.

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Unit: Control Data for Travel Planning

Topic: Defining Synonyms for IATA Destinations


16-1-1 In the IMG, choose Financial Accounting Travel Management Travel

Planning Master Data Geographical Situation Synonyms for

Locations Define Synonyms for Airports. Call up the activity and create thenew entry.


Planning Master Data Geographical Situation Synonyms for Locations Define Synonyms for Hotel Locations. Call up the activity andcreate the new entry.


In your portal, choose the “Create Travel Plan” service. Enter the required general data

and test your settings by entering your synonyms in the destination fields. Start theavailability query for both the departure and arrival location or for the hotel location

you have created. Note the difference if you entered Heidelberg or Walldorf in the“Additional Search Term” field in the example for the hotel location (Walldorf).

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Concept for mapping enterprise-specific travel poli cies

Definition o f trip and class rules

Creation of t ravel profiles

Contents:

Setting Up Enterprise-Specific Travel Policies

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Map an enterprise's travel rules in the system


Structure of Enterprise-Specific Travel Policies:Objectives

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The enterprise has created travel rules that govern the

follow ing areas, for example: There are different rules for different personnel

groups.

The rules are to be stored on a time-dependent

basis.

For trips to certain regions, only certain flight

classes, room classes, and car rental classes can

be booked.

The classes that can be booked also depend on theduration of the flight or trip.

Structure of Enterprise-Specific Travel Policies:Business Scenario

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Travel Policy ? Travel Profiles

= Internal specification on the use of

travel services

Travel pol icies are stored in SAP Travel Planning Customizing intravel profiles.

Travel profiles are flexible tools for handling po licies that are

dependent on user groups.

They include

Routes and trip destinations (cities, regions, countries)

Classes (flight c lasses, room classes, car rental c lasses)

Trip duration

Priorities

Information in the travel profile can override personalpreferences (e.g. room category)

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Trip Rules:WHERE can WHICH Provider Be Booked?

DE ? IT Provider A

DE ? GB Provider F

Provider R

Provider Q

DE ? SE Provider SProvider L

"Define trip rules" :• Short name?

• Description?

"Define trip rule values" :• Where, or fro m where to where?

• With which provider?

Rule A

Rule B

Rule C

Trip rule

= Enterprise-specific rule that determines the use of a travel service category (flight, hotel, car rental)and possible providers, dependent on the trip destination.

The trip rules valuate and prioritize the results returned to SAP Travel Planning from an availabilityquery in the external reservation system. They are not used as a filter during the availability check.

In SAP Travel Planning Customizing, you create trip rules for flights, hotels, and car rentals

separately.

In the Customizing activity Define <Flight, Hotel, Car Rental> Trip Rules, you create the shortname and description for the rules, and in the activity Define Evaluation Criteria for Query Results,

you define which providers can be booked in which regions or for which routes.

Later, the trip rules, together with the class rules and priorities, are grouped into travel profiles,

which you assign to the traveler.

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Class rules:Which CLASS for which DURATION?

Flight duration < 4 h ? Business class

Flight duration > 4 h ? First class

Trip < 4 days ? Standard

Trip > 4 days ? Higher standard

Use < 4 days ? Small car

Use > 4 days ? Intermediate car

"Define class rules":• Short name?• Description?

"Determine class rules" :• How long is the flight t ime /

trip duration / usage time ?• Which class is permitted in each case?

Class rules

Flight

Class rules

Hotel

Class rules

Car rental

Class rule

= Enterprise-specific rule that controls the selection of travel services per employee.For each travel service category, a class rules defines service classes (such as a room class or flight

cabin class) that can be booked by a traveler, depending on the length of use or the trip duration.

For example, The travelers in group Z should select flight class B (business) for all flights lastingmore than four hours. If no business class flights are available, a first class flight is allowed. To

implement this, you make the following settings:Class rules: B (Business) [must already have been created in the activity Define

Flight Class rule]

Min. flight duration in h: 04:00Flight cabin rule: Business/First [for an explanation of flight cabin rules, see the

input help for the field]

The room classes and rental car classes are enterprise-specificcategories. They are created byassigning one or more room or vehicle types that are differentiated in the external reservation system

according to industry standards. You define the enterprise-specific room and car rental classes before

editing class rules in the IMG under Travel Planning ? Master Data ? Travel Service Providers (seeUnit 6).

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Trip and Class Rules: Flight

Trip and class rules for flights:

In this step, you define flight-specific trip rules for your enterprise.

You can also influence the query results by making settings in the Flight Availability Query Control

activity.

However, this step is only necessary if flights from the airline you want to use for a particular route

do not appear in the flight availability query.

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Trip and Class Rules: Hotel and Car Rental

Trip and class rules for hotels and car rental:

In this step, you define hotel-specific trip rules for your enterprise. In the subsequent steps, you candefine in more detail the values for the trip rules defined here.

Restrict Hotel Chains or Car Rental Providers for Availability Queries: Here you can restrict the

providers of the travel services for the specific trip rules you defined earlier. Restrictions are basedon location, which means that you can define the hotel chains or car rental providers that are to beconsidered as input parameters for the availability query for a particular country, region, or IATA

location.

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Trip Act ivity Types

Training

Seminar

Trip activity types

Meeting

Visit to customer

etc.

...

The trip activity types are another criterion for a more detailed representation of the travel policies inTravel Planning Customizing.

The Travel Planning activity types do not necessarily have to be the same as the Travel Expenses

activity types.

In Travel Management Customizing, you can assign the Travel Planning trip activity types to the TravelExpenses activity types. This supports integration in Travel Expenses, which means that the assignment

is necessary so that the correct receipts or flat rates are known in the automatically generated travelexpense statement.You make these settings in the IMG section Integration of Travel Planning and Travel Expenses under Define Assignment of Travel Expense Type to Travel Service Category.

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Priorities and Their Consideration in the Dialog

• Top priorit y

• Medium priorit y

• Reason requi red

• Not allowed

• ...

List o f available flightsList of available flights

Highest priorit y

Reason required

Customizing(Define priorities)

Customizing(Define message handling

of priorities)

Availabi li ty quer y in the appli cationTravel Manager / Planning Manager

For example:

Highest prior ity:

Top priority

Selected priority:Reason required

Follow-on activity:

Reason (text)

Dialog box with text editor appears

In the IMG activity Define Priorities, you define which priorities should exist in the system.

These defined priorities then form a module in the creation of travel profiles (IMG activity Evaluate

Availability Query Results).

In the IMG activity Define Reactions to Provider and Class Selection, you can then define differentsystem reactions for the Travel Planning dialog, depending on whether the specified priority was

observed or not. The following system reactions are possible:

Success message

Information message

Error message

Reason (text) ? Text editor for entering the reason

Reason (code) ?

You define the system messages dependent on the user group.

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Travel profi lecan be for a limited period

Travel Profile (1)

Classrules

Priority Trip

activity

type

Trip

rules

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Travel Profile (2) Bundl ing of all Rules andPriorities - Example

Travel profile DE_ALL

Provider A allowedfor region Europe

(trip rule)

For

trip activity type

Training

Here, class B

is allowed as of 5 a.m.

(class rule)

Observance of rules has priority 1

a p p l i e s

a p p l i e

s a

p p

l i e s

If they are not observed, message 123 is

Displayed (e.g. as error message)

For

trip activity type

Visit to customer

a p p l i e s

a p p l i e

s a p p

l i e s

...[other trip activity

types]

+ p e

r i o d i c

+ p e

r i o d i c

l i m i t a

t i o n

l i m i t a

t i o n

Definition of travel profile

The travel profile contains the previously defined trip and class rules, priorities, and trip activitytypes. It is assigned to employees individually (via infotype 0470) or via feature TRVCP.

All the rules stored in the travel profiles are taken into account automatically during an availability

query and trip booking for the traveler in question.

Periodic limitationYou can set a time limit for this grouping within a travel profile. The advantage of periodic limitation isthat you can easily store changes to certain travel rules within the same profile, without these changesoverwriting the profile. As a result, it is possible to switch automatically from rule A to rule B and the

changes are documented historically in the system.

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Configuring the Fare-Driven Availability Query

Best-price flight

Provider: Ai r France (AF)

Geographical starting point: Paris

Geographical destination: Hamburg

Selection criteria: only

consider

For example,

Flight recommendationFlight recommendation

O n l y f l i g h t s w i t h Ai r F r a n c e a r e d i s p l a y e d

for the route Paris-Hamburg

You can control the Best-Price Flight function in the IMG activity Define Behavior for Price and

Availability Query. To recap: The best-price query displays the nine cheapest available flights for the

required route.

You must then activate the settings for the fare-driven availability query in the IMG activity Define

Behavior for Price and Availability Strategies. As a result, the user can further restrict the search to the

cheapest available flights.

You can set the following parameters for this in Customizing:

Activation of the fare-driving availability query

Inclusion or exclusion of certain providers

Inclusion of direct flights

You can make these settings for specific flight routes and/or flight classes.

The settings for the fare-driven availability query can also be limited to a specific period.

For more information, see the IMG documentation for this activity.

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Travel Profile (3) Assignment of Hotel Catalog

Definition of hotel catalog Assignment of catalog hotels

to travel profile

For activity X in location Y

For activity R in location S

For activity L in location M

Travel profile

DE_ALL

Hotel A

Hotel B

Hotel C

Hotel DHotel E

...

Hotel A

Hotel B

Hotel C

Hotel D

Hotel E

Hotel F

Hotel G

Hotel H

...

IMG activity: Evaluate Hotel Catalog Items:The assignment of the hotel catalogs to the travel profiles is required if you want to use the hotel

catalog.

Activity type: For which trip activity types should the catalog hotel be displayed in an availabilityquery?

Location: For which trip destinations should the catalog hotel be displayed in an availability query?

Class rules: Which room class should be booked for this hotel within a particular profile?

Setting up the hotel catalogYou set up the hotel catalog in the IMG activity Define Hotel Catalog (under Travel Planning ? Master

Data ? Travel Service Providers ? Hotels ? Hotel Catalog). The hotels stored there are displayed first in

an availability query. If no room is available in the configured catalog hotels, the user can switch to a

standard query in the connected reservation system (see Unit 3).

Activating/deactivating the hotel catalogYou activate the hotel catalog for each user group (IMG activity Define Behavior for Price and

Availability Queries). Further subdivisions for how the catalog hotels are to be displayed are also possible. For more information, see the F1 help for the IMG activity.

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Hotel: Control of Hotel/Room Selection

Negotiated

hotel ratesEnterprise-spec.

hotel catalog

Trip rules

+ Simplest control method

If company rates exist

? For availability query to SAP;

If company rates do not exist

? Automatically standard query

+

Differentiation per group/travel profile

not possible

+ Observance of specifications on selection/

booking is guaranteed; bypassing of the rulesis not possible

Assignment of a hotel to another IATA

location than the one in the reservation system

defined

+

+ Differentiation based on travel profile

More data to maintain

Activation/deactivation of hotel catalog via

Group+

Recommended if you work together with certain hotel

chains in certain locations or regions.

Hotel/Hotel/

roomroom

controlcontrol

+

Depending on the reservation system, a maximum of only

three companies offering accommodation can be considered

for each availability query. You should take this into account

during maintenance, because if the value is exceeded, the

system asks the user at runtime which companies offering

accommodation are to be considered.

You have the following options for mapping the internal travel rules for the Hotel in SAP TravelPlanning:

Control based on trip rules

Control based on hotel catalog

Control based on enterprise-specific hotel rates

For the hotel sector, SAP recommends that a hotel catalog is maintained to ensure that travel rules areobserved. For connection to reservation systems, this offers considerable advantages over control based

on trip rules:

However, you can also set up control by making settings in the IMG activity Restrict Hotel Chains for

Availabilty Queries and thus place your enterprise's preferred hotel first in the availability display .

Alternatively, you can control observance of hotel rooms using enterprise-specific hotel rates. As soonas you have made entries in IMG activity Define Enterprise-Specific Hotel Rates, during an availabilityquery for a particular city the system checks whether specially negotiated rates exist. If they do, the

reservation system only returns the hotels with these special room rates to SAP Travel Planning.

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Assignment of the Travel Prof ile to the Traveler

Infotype 0470

(travel profile)

Feature TRVCT

Organizational travel profiles

(Travel Planning)

TRVCP Organizational tr avel profiles (Travel Planning)

BUKRS Company code

SAP AG (CoCd 0001)

WERKS Personnel area

0001

DE01

Personnel area DE01

DE_ALL

...

DE_ALLTravel profile

Travel prof ile XYZ

Assigning the travel profile

You can assign the travel profile the employees in one of two ways:

Using infotype 0470 (Travel profile)

- Can be assigned individually for each employee

- Can be limited periodically for each employee

Using feature TRVCP (Organizational trip profiles (Travel Planning))

- Can be assigned for each organizational unit

Note:Feature TRVCP is only active if no travel profile is stored in infotype 0470 (Travel profile) for the

employee.

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TRVCP Organizational travel prof iles (Travel Planning)

BUKRS Company code

SAP AG (CoCd 0001)

0002

WERKS Personnel area

0001

01

Personnel area 01

STAND

Feature TRVCT

Standard travel profile

BOARD Travel profile for board members

02

Personnel area DE01

CONS Travel profile for consultants

SAP AG (CoCd 0001)

Feature TRVCP is represented as a decision tree and is used to assign a travel profile to an employee (=traveler). The travel profile is assigned for each organizational unit, starting with the company code at

the top level. The organizational units are based on the structure stored in Organizational Management.

In the structure shown above, a dark color = organizational criterion and a light color = possible value

for the criterion. This produces the following assignment:

All employees in company code 0001 and personnel area 01 have Travel profile STANDARD.

All employees in company code 0001 and personnel area 02 have Travel profile CONSULTANTS.

All employees in company code 0002 have Travel profile BOARD MEMBER.

Note:Assignment of the travel profile via feature TRVCP is only active if there is no entry in infotype 0470

(travel profile).

You set feature TRVCP in Travel Planning Customizing under Travel Policy ? Travel Profiles ? Assign

Travel Profiles.

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Map an enterprise's travel rules in the system


Structure of Enterprise-Specific Travel PoliciesReview

Setting up Enterprise-Specific Travel Plicie

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ExercisesUnit: Setting up Enterprise-Specific Travel Policies

Topic: Creating a Class Rule and Assigning it to an

Existing Travel Profile


Analyze and change an existing trip rule

Understand the effect of the changes in the application

You will learn how the travel regulations of an enterprise arereproduced in the system.

Your travel data:

Trip Destination Start Date End

1 Berlin Monday + 5 weeks Wednesday+ 5 weeks

2 New York Monday + 10 weeks Wednesday+ 10 weeks

3 Sao Paulo Monday + 11 weeks Friday + 11 weeks


After analyzing the extent to which different routes are used, your company’s travel

management department has decided to include only Lufthansa (LH) in the travel profile for domestic destinations.

Furthermore, on the basis of an analysis of the Germany – North America (and back)

route the company has not extended its contract with Continental (CO). Instead, anoffer by Air France (AF) has been added to the program.

You have been asked to adapt the existing travel profile ##_STAND to suit the travel

management department’s specifications.

17-1-1 Call the Define Evaluation Criteria for Query Results IMG activity under

Flight Trip Rules, make the changes for the domestic flight trip rule ##_DOM,and save your entries.

17-1-2 In the same IMG activity, access the international flight trip rule ##_INT, makethe required changes, and save your entries.

## = Group number

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17-2 SAP EP Interface “Create Travel Plan” Service

Test your Customizing settings by creating a new travel plan in the Portal for roundtrips for the two routes Frankfurt – Berlin and Frankfurt – New York.

17-2-1 Create one travel plan for each route (personnel number 980##).

17-2-2 Run availability queries for the flights:

In the availability list, pay special attention to the changes in the display of

the airlines in the different priorities.

## = Group number


Your company’s travel management department has decided to fly only Lufthansa for roundtrips from Germany to South America. Employees are allowed to fly business

class.

17-3-1 Call the Set Allowed entries for Trip Rule for Flight IMG activity under Flight

Trip Rules and create an appropriate trip rule called DELADE##

(Germany/Latin America/Germany).17-3-2 Then define a new evaluation criterion in the Define Evaluation Criteria for

Query Results activity.

17-3-3 In the Evaluate Availability Query Results activity, use the appropriate classrule for flights to assign a new flight rule to your travel profile STAND_##.


Test your Customizing settings by booking a flight for an appropriate connection (for

example Sao Paulo, Rio de Janeiro, Buenos Aires, Lima or other destinations in SouthAmerica).

## = Group number

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Solutions

Unit: Setting Up Enterprise-Specific Travel Policies

Topic: Creating a Class Rule and Assigning it to an

Existing Travel Profile


17-1-1 In the user menu, choose Customizing

Customizing: Execute Project

Goto Display SAP Reference IMG.

In the IMG, choose Financial Accounting

Travel Management

Travel

Planning Trip Rules and Profiles Trip and Class Rules Trip and

Class Rules for Flights

Flight Trip Rules.

Click on to call the Define Evaluation Criteria for Query activity, copy theentry ##_DOM and add the following value:

Provider Code: Lufthansa (LH)

Choose Enter to confirm your entry. The initial view reappears. Now delete theoriginal entry ##_DOM and save your entries.

17-1-2 Select the entry ##_INT with provider name Continental (CO), delete it, andsave your entry.

Choose New Entries:

Trip Rule: ##_INT

Provider Code: Air France (AF)

Geographical Type: 2 (country)

Outgoing: DE (Germany)

Geographical Type: 3 (cross-country region)

Destination: NAM (North America)

Choose Enter to confirm your entry and save.


17-2-1 In the Portal, choose: Employee Self-Service

Travel Management

Create

Travel Plan.

17-2-2 Enter the basic data and choose Add Flight and make the following entries:

From: Frankfurt (FRA)

To:Berlin (BER)

Choose Display Flights.

From the list of available flights, you can see that only Lufthansa is displayedfor flights with the priority National company policy.

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Do not make any more entries, return to the flight request, and start the query:

From: Frankfurt (FRA)

To:New York (NYC)

You will recognize the changes made to your settings in the priority International company policy.



Planning Trip Rules and Profiles Trip and Class Rules Trip and Class Rules for Flights Flight Trip Rules. Choose the Define Trip Rulesactivity and create a new entry: DELADE##. Enter a description from which

your group number can also be identified.


Planning Trip Rules and Profiles Trip and Class Rules Trip and Class Rules for Flights Flight Trip Rules. Choose the Define EvaluationCriteria for Query Results activity. Create a new rule by choosing the flight

rule you defined earlier and entering the following:Provider Code: LH

Geographical Type: 2

Outgoing: EN

Geographical Type: 3

Destination: SAM

Ind. Direct flight: No Limit

Direction: In Both Directions


Planning Trip Rules and Profiles Travel Policy Travel Profiles Control and Evaluation of Availability Queries. Execute the Evaluate

Availability Query Results activity and enter the appropriate travel profile for your group in the Travel Profile field. Choose New Entries and enter the

following:

Activity: No distinction

Category: Flight

Trip Rule: DELADE##.

Class Rule: Business

Priority: Top priorityStart Date: 01.01.2003

Valid to: 31.12.9999

Save your entries and exit the IMG.


In the Portal, choose: Employee Self Service

Travel Management

Create Travel Plan. Enter the basic data and test your settings by entering a destination in South

America in the destination fields (see exercises for examples).

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Enterprise-specific rate agreements

Enterprise-specific airfare discounts

Enterprise-specific hotel rates

Defining rental car rates

Contents:

Reproduction of Agreements with Travel ServiceProviders

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Reproduce enterprise-specific rates and discounts in

the system.


Reproduction of Agreements with Travel ServiceProviders Objectives

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The company has negotiated a special rate or discount

with providers of flights, hotels, or rental cars. Theagreements must be stored in the system so that they

are taken into consideration when the travel services are

selected or booked.

Reproduction of Agreements with Travel ServiceProviders Business Scenario

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Overview

In this unit, you will store special contractual agreements that you have negotiated with travel service providers.

Differentiate between negotiated rates and defined discounts, which are applied when services are

booked.

The objective behind negotiating rates with service providers is to achieve adequate pricing for theenterprise because better conditions can generally be agreed in the contracts between the enterprise and

service provider for flights, hotels, or rental cars.

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+ p e

r i o d i c

+ p e

r i o d i c

l i m i t a

t i o n

l i m i t a

t i o n

Rate agreement

(Nego fare)

IATA location:

Frankfurt (FRA)

Rate component (ABCDE)

Rate type (one-way/return)

Fare type (Nego/private/local)

Flight cabin class (economy)

Flight booking code (L)

Price

IATA location:

London (LON)

Airl ine carrier

Customer

Defining Enterprise-Specif ic Flight Rates

Only the airline carrier and company-specific rate number are maintained for the identification of contractually agreed negotiated fares ( Nego Fares).

To maintain an enterprise-specific airfare rate in Customizing, you need to maintain a few parameters

relating to the contracts between the customer and airline carrier.

SAP Travel Planning differentiates between three fare types:

Nego Fares: Agreements that are stored in the reservation system.

Private Fares: Same as the Nego Fares, but used in America.

Local Fares: These fares are not known in the reservation system (they are stored locally in the SAPsystem).

The parameters shown on the slide above are only required for the maintenance of local fares.

In many enterprises, these agreed rates are obligators, even if there could be even cheaper rates availablefor the route in question. The program supports this functionality, so that the rate is applied in every

case.

If the negotiated rate only applies for certain specified flight routes, you can use the Routingfunctionality to make an optional amendment. IMG activity Travel Planning ? Rates and Discounts ?

Airfare Rates and Discounts ? Flight Routes

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+ p e

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l i m i t a

t i o n

l i m i t a

t i o n

Hotel chain

Location (e.g. IATA location)

Customer

Agreed hotel rate

Hotel

Defining Enterprise-Specific Hotel Rates

Hotel rates are contractual agreements between hotel chains or individual hotels and customers. Theycontain an approval that a certain rate can be applied by the company depending on the location and

validity period.

Important: If service provider and customer reach an agreement, the hotel provider must instruct thereservation system that the negotiated rate is approved for the particular customer enterprise. You store

the rate parameters in the Implementation Guide (IMG) under Travel Planning ? Rates and Discounts ? Define Enterprise-Specific Hotel Rates

You can apply a hotel rate for the whole world or restricted to one IATA location.

In the section Travel Planning ? Process Control ? Dialog and Planning Control ? Travel Planning

Control ? Define Behavior for Price and Availability Queries, you can define that the enterprise-specifichotel rates are taken into consideration during an availability query in the connected reservation system.

During an availability query, the system checks whether the negotiated rates are known in thereservation system and whether there are offers that correspond to these rates. The system then lists the

hotel providers, categorized by company and standard rates.

In the Travel Planning ? Process Control ? Dialog and Planning Control ? Travel Planning Control ? Assign Display Method for Hotel Rates view, you can store which hotel rates are to be applied for eachgroup, dependent on the Groupings for Travel Planning Control. This filter also applies for the hotel

catalog.

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+ p e

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l i m i t a

t i o n

l i m i t a

t i o n

Local hotel rate

Hotel dataRoom data

Tariff data

Hotel chain

Hotel

Agreed hotel rate

Customer

Company-Specific Hotel Catalog Rates

Agreed hotel tariffs can also be set up as part of your locally-created hotel catalog. Note that the actual

tariff name is maintained in Customizing under Travel Planning Master Data Travel Service

Providers Hotels Define hotel tariffs.

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Rental car provider

Agreed car rental rate

+ p e

r i o d i c

+ p e

r i o d i c

l i m i t a

t i o n

l i m i t a

t i o n

Customer

Defining Enterpr ise-Specif ic Rental Car Rates

Location (e.g. IATA location)

In this section, you can store the car rental rates that you enterprise has negotiated with rental car providers.

You take some of the data for this activity from the relevant rate contract. The rate code must be

registered with the relevant car rental company. It does not have to be maintained in the connectedreservation system, as it is forwarded direct to the provider via the reservation system.

You can use the settings in Customizing activity Define Behavior for Price and Availability Queries to

determine for each user group whether and how these rates are taken into consideration during anavailability query or booking.

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+ p e

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l i m i t a

t i o n

l i m i t a

t i o n

IATA location:

Frankfurt (FRA)

Rate component (ABCDE)

Rate type (one-way/return)

Flight cabin class (economy)

Flight booking code (L)

Discount type: 50 DEM / 15%

IATA location:

London (LON)

Agreed

discount agreement

Customer Airl ine carrier

Defining Enterprise-Specif ic Airfare Discounts

This IMG activity enables you to include in SAP Travel Planning discounts (such as an annual or volume-based discount) that your company negotiated with airline carriers.

You can choose between different discount types:

Only percentage discount or only a fixed discount amount or a combination of both values, wherebyyou can also define whether the fixed discount amount is deducted first, followed by the percentage.

Many contracts also stipulate when the discount can be applied.

If the rule is activated, the negotiated discount is taken into consideration directly in the reservationtransaction. The discount is automatically deduced during the price query in the connected reservation

system, and the discount is already subtracted from the price returned to SAP Travel Management. If the

indicator is not activated, the standard price is calculated for all reservations. The discount is not takeninto consideration until the end of the year, in an annual settlement between your company and the

provider with whom this enterprise-specific discount was negotiated. The total sum of all discounts for travel services from this travel service provider used over the course of the year is repaid to your company. The SAP system writes the fictitious price to the database, and it can therefore be evaluated.

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Reproduce enterprise-specific rates and discounts in

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Reproduction of Agreements with Travel ServiceProviders: Review

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Contents:

Process Control

Defining price and availabili ty strategies

Defining the display strategy for hotel rates

Enterprise-specific elements of the passenger name

record

Payment methods

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Make settings for the price and availability query

for the entry transactions

Control the dialog flow


Process Control: Unit Objectives

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The enterprise wants to assign the travel rules

mapped in the system to certain user groups.

The system is to take account of the rules are

automatically when flights, hotels, and rental cars

are selected and booked.

Process Control : Business Scenario

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Group

A(e.g. standard

user)

Group

B(e.g. tr avel agent)

• Filtering in accordance with the

travel profi le when the available

services are disp layed?• Act ivation of the best-pr ice fl ight

query?

• Specifications for the selection of

outward and return flight

regarding provider and flight

booking code?

• Consideration of negotiated rates

(hotel and rental car)?

• Consideration of the hotel

catalog?

• Available services on ly in

accordance with the class rules

(hotel and rental car)?

• ...

Price and Availabil ity Queries (1): Settings

Customizing view Define Behavior for Price and Availability Queries:

Depending on the Grouping for Travel Planning Control, you can define different rules for displaying the available travel services and for the query type Best-Price Flight. The advantage of this is that a standard user such as the traveler sees a smaller selection of available services than anemployee in the travel center, who may need an overview of all the available services.

You primarily define whether and how the following parameters are taken into consideration:

- Travel profile

- Class rules

- Negotiated rates

- Best-price flight

- Hotel catalog

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Flight Hotel Hotel catalog

(if activated)

Rental car

Display

strategy for

availability

Neutral

Top prio.

Al l pri ori ties

Activation of

fare-driven

availability

(variants)

Specifications for

procedure for

outward and

return flight

Neutral

Top prio.

All pr iori ties

Neutral

Top prio.

All pr iori ties

Neutral

Top prio.

All pr iori ties

Consideration

of class rule

Consideration

of class rule

Consideration

of class rule

Consideration

of negotiated

rates

Consideration

of negotiated

rates

Consideration

of negotiated

rates

Provider l ist

with cheapest

vehicle

Price and Availabil ity Queries (2): Details

The variants of the fare-driven availability query define the various options for how the Best-Price

Flight option can be used in Travel Planning:

Inactive

Active, without consideration of existing travel profiles

Active, with consideration of the travel profile

Active, with consideration of the parameters defined in the Guide under Define Settings for Lowest

Fare Search (Fare-Driven Availability Query) (see also Setup of Enterprise-Specific Travel

Policies).

Depending on the rates negotiated with the airline carriers, it is possible that the provider and executingairline carrier must be one and the same airline. This can be taken into consideration in Round Trip

Flight in the Define Behavior for Price and Availability Queries Customizing view.

For each location, you can use maximum amounts to specify an amount that the room rate must not or should not exceed. A number of reaction categories are available to help you control the dialog. As aresult, you can prevent the selection of a room that exceeds the maximum amount (reaction Error

Message) or ask for a reason if a room is selected that exceeds the maximum amount (reaction Reason

(Text)). You define the maximum amounts dependent on the Grouping for Travel Planning Control.

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Display Strategies for Hotel Rates

User group

Power user

User group

Standard user

Rate ABC

Rate BCD

Rate CDE

Rate DEF

...

Rate WXY

Rate XYZ

Only

Rate ABC

Rate DEF

Rate WXY

poss. for

certain

hotel/hotel chain

poss. for

certain

hotel/hotel chain

List of available rooms

List of available roomsList of available rooms

Rate ABC

Rate ABC

Rate UVW

Rate XYZ

VariousVarious

views of views of

the list of the list of

availableavailable

roomsrooms

In the IMG activity Assign Display Methods for Hotel Rates, you control which hotel rates are to bedisplayed for the user for in an availability query. Control is therefore dependent on the Grouping for

Travel Planning Control.

You can use the display strategies for hotel rates to prevent a traveler or travel assistant from seeing aroom that is stored in the connected reservation system but is irrelevant for them when they carry out an

availability query. For example, you can prevent a traveler from seeing the rates MIL (military rate) or SRS (senior citizen rate). Travel center employees, on the other hand, may need to see these rates for

price comparison purposes.

They use the hotel rates that are defined in Customizing in the following activities:

( Master Data ? Travel Service Providers ? Hotels ?) Define Hotel Rates:

All hotel rates that are registered in the external reservation system (public rates, negotiated rates,

and negotiated rates for the hotel catalog).

The entry "blank" in the Rate field means that all found rates are displayed.

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Enterprise-Specific PNR Elements

RP / -FRAS02001/FRAS02001 AA/GS 19MAR00/1656Z Y3G5UCRP

.M1 .Miller/Chris MRS2 SR 102 C 02APR 7 ZRHJFK HK1 S A 1030A

105P

*1A/ 13 SR 103 C 03APR 1 JFKZRH HK1

4W 835P1015A+1

*1A/P 4 AP 06227-230586 -BK 5 TK OK19MAR/FRAS02001SR6 SSR RQST

SR HN1 ZRHJFK/15D, P1/S2RQ7 SSR RQST SR HN1 JRKZRH/11A, P1/S3*8 RM */SAP / TN=0002001102

*9 RM */SAP / PID=00029286K F10 FK FRAS02001M Sc11 AM

Schlossgasse 10, 69190 Walldorf, DE

Addi tional in formation for t ravel agency and/or tr ip prov ider

e.g.

• Traveler's travel profi le

• Confidential information for the travel center making the

booking

• ...

Passenger Name Record (PNR)

In Customizing you can store enterprise-specific text elements that are sent as lines of text in thePassenger Name Record (PNR) when a booking is made. These comments serve as additional

information for the travel center making the booking or for the trip provider, for example.

You define these PNR elements for each travel profile.

Depending on the class and the type of comments, the information is visible for various groups of people, for example

Class "RM": For all who can access the PNR

Class "RM", type "C": Only for the travel center whose identification was used to make the booking

Class "OSI": For the travel center making the booking and the providers affected, in particular theairline carriers.

BAdI Define Dynamic PNR Elements: You can use this BAdI to generate enterprise-specific elements of the PNR dynamically – that is, dependent on the traveler or user. Example: the traveler's email address.

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Enterprise-Specific Payment Methods

per

TravelProfile A

Travel

Profile B

Travel

profile C

Travel

profile D

Credit card

Cash

On invoice P o s t i n g

P o s t i n g

Enterprise-Specific Payment Methods

Payments are assigned to employees via their own individual grouping. You assign group keys toemployees using feature TRVCC according to organizational criteria (IMG activity Assign groupings

for payment methods). This enables you to specify certain payment methods for individual employees.

You can specify payment methods according to a travel service category (flight/hotel/rental car) or - asan option - according to a specific provider.

Credit card: For the payment type Company credit card , you should record the credit card number inthe Additional details field as, with certain travel service providers, a booking is only possible where a

valid credit card number can be given. Credit card numbers are checked automatically in the connectedreservation system and are used as a guarantee of reservation with the provider.

You can enter either a company credit card number or one from a personal credit card belonging toan employee.

Invoice: If you have a special agreement with a travel service provider, you need to enter the relevantcustomer number for payment method "I" (on invoice). This provides unique identification for the

provider.

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Enterprise-Wide Control Parameters

You can set additional control parameters in the IMG under Travel Planning Expert View Further

Control Parameters Define Enterprise-Wide Control Parameters (table TA20SWITCH). Refer to the

field documentation. In this way you can also control situations defined in Travel Planning. Each table

entry has a fixed meaning. Only those attributes that are preset may be used and all correspondingvalues also have a fixed meaning.

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Make settings for the price and availability query

for the entry transactions

Set up certain display strategies for hotel rates

Create enterprise-specific elements of the

Passenger Name Record

Define payment methods

Make settings for the SAP EP interface

(homepage, geocoding, and interfacemodifications)


Process Control :Review

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Authorization Management and Roles

Contents:

Overview of Roles

Travel Management roles

Copying roles

Creating or postprocessing authorization profiles

Authorization object FI: Trip data

Authorization object fields and values

Assigning roles to users

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At the conc lusion of th is uni t, you w il l be able to:

Understand the background of the authorization

concept

Understand the roles concept

Use the Travel Management roles

Explain authorization objects fo r travel expenses and

travel planning and maintain these

Authorization Management: Unit Object ives

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The authorization concept prevents unauthorized

access to the sys tem and therefore to data andobjects stored in the system. Users wanting to carry

out certain funct ions in the SAP system require a

user master record with appropriate authorizations.

Travelers in your company are able to book t ravel

services for their trips themselves but cannot

approve travel plans. You must assign the

appropriate authorizations

Background of the Authorization Concept

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SAP Easy Access - Travel Administrator User Menu

Favorites

URL-mySAP.com

User menu for Chris Miller

TP01 - Planning Manager

PR05 - Travel Expense Manager

TPMD - Travel Planning-Relevant HR Master Data

PRMD - Travel Expenses-Relevant HR Master Data

Overview of Roles

A role describes the business tasks of the user assigned to that role. By assigning a user to one of theSAP predefined user roles, the user automatically has access to the user menu he or she typically uses ona day-to-day basis and all the authorizations required as soon as he or she logs on to the SAP system.

The following information is stored in a user role:

Name of the role

Descriptive text

Menu structure

Authorization profile data

Information about the assignment of the role to the user or to elements of the organizational structure

A role can be assigned to any number of users.

Users can also put together their personal favorites list from the functions assigned to them. Users starttheir transactions, reports or Internet/intranet applications from their favorites list or from their workplace structure tree.

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Display Roles

Other role

Role

Description

SAP_FI_TV_ADMINISTRATOR


Description Attributes User Authorizations

Planning manager

Travel expense manager

Travel Planning-relevant HR master data

Travel Expenses-relevant HR master data

Role menu

Menu

Information

Tgt system

No destination

Distribute

Travel Management Roles

SAP has defined six roles for Travel Management, which you can use as templates. These roles have

different tasks and therefore different authorizations.

The six roles are listed here, one of which is presented in more detail as an example:

Traveler

Travel assistant


Approving manager

Payer of advances

Travel manager


Authorization:For the trips of all travelers in the enterprise or of an assigned area of the enterprise

Tasks:

Checking availability of travel services (such as flights) and online booking

Checking travel requests of travel plans handed in and online booking

Entering travel expenses (such as trip destinations, expense receipts, mileage)

Checking, approving and settling travel expenses handed in

Contact person for traveler stored in the system

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Menu Menu Menu Menu Menu Menu

• Travel manager

• Travel planning-

relevant

personnel

master data

• Travel

expenses-

relevant

personnel

master data

• Travel manager


relevant

personnel

master data

• Travel

expenses-

relevant

personnel

master data

• Planning

manager

• Travel expenses

manager


relevant

personnel

master data

• Travel

expenses-

relevantpersonnel

master data

• Approves

trips

• Information

system

• Al l it ems

of Travel

Managementmenu

Traveler Travel

assistant

Travel

administrator

Trip

approver

• Trip

advances

Trip

manager

Advance

payer

Travel Management Roles: Menus

For SAP system users to be able to work with user-specific or work center-related menus, they musthave been assigned a role by the profile generator.

The Travel Management roles listed above are predefined in the standard version and can be copied and

changed. Roles are as follows:

Traveler SAP_FI_TV_TRAVELER

Travel assistant SAP_FI_TV_TRAVEL_ASSISTANT

Travel administrator SAP_FI_TV_ADMINISTRATOR

Approving manager SAP_FI_TV_MANAGER_GENERIC

Payer of advances for travel SAP_FI_TV_ADVANCE_PAYER

Travel manager SAP_FI_TV_TRAVEL_MANAGER

The role-specific menus for the roles are depicted on the slide. Once an appropriate role has beenassigned to your user name, you can view the role-specific menu on the initial screen in the SAP system

by clicking the User menu pushbutton.

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Overview of Roles

SAP provides roles as templates. These all begin with the prefix "SAP". You can change the templatesto correspond with the specific requirements of your enterprise (such as changing the menu structure,

adding/removing transactions, and so on). If you change a template, be sure to change the name so

that the original version of the SAP template is not lost.

Before you begin setting up new roles for your employees, check whether the user roles delivered bySAP cover the job descriptions in your enterprise. First, use the RSUSR070 report with a restriction toroles beginning with "SAP_FI_TV" to obtain an overview. This returns a list of all roles already created

by SAP.

Once you have decided on particular roles, call the transaction for maintaining roles and copy theseroles into the customer namespace.

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Role

Description


Trav.Man.Administrator

UsersMenuDescription

HAHN

Authorizations

User

Date

Time

01.03.2000

08:30:02

MAYERUser

Date

Time

16.03.2000

16:08:02

Profile name T_80000027

Profile text Profile for activity group SAP_FI_TV_ADMINISTRATOR

Status Current version is generated

Last change

Information on Authorization Profile

Change authorization data

Maintain Authorization Data and Generate Profiles

Maintain Roles

Created

Authorization Concept

When creating authorizations and authorization profiles, authorizations are generated automatically based on the menu functions selected using the profile generator. However, the profile generator cannot

provide "default values" that suit all enterprises for all authorizations. This means that manual revision

must be carried out by the authorization administrator in conjunction with user departments andauditors. By using organizational levels, you can maintain many different authorization fields at one

time. This simplifies manual revision work considerably.

Once the authorizations have been maintained in line with company requirements, the authorization profile can be generated. Only when this has been done, do the authorizations it contains take effect. A

profile can contain a maximum of 150 authorizations. If the number of authorizations exceeds this level,the profile generator automatically generates additional profiles for the activity group. The profile name

(note no. 16466) consists of 12 characters, of which the first 10 can be changed during initial generation;

the remaining two characters are used as counters. The second character of the name may not be an

underscore (_).

Clicking on the field circled above accesses the screen shown on the next slide.

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Maintain Role: Authorizations

InformationOpen Changed Maintain. Org.level...

Maintenance: 0 Unmaintained org.levels 0 Open fields Status: Unchanged

SAP_FI_TV_ADMINISTRATOR FI-Travel Management: Travel administrator

+ ManualManual-

+

-

-

-

Cross-application authorization objectsFinancial Accounting

Manual

Manual

Maintain.Maintain.

Travel Planning

Travel Planning

Travel Expenses

Travel Expenses

Cost center Personnel areaEmployee groupEmployee subgroupEmployee groupingOrganizational key

Operation and 'Old status'Personnel number check'New status' when savingCompany code

**

**

*

**

*

*

*

Maintaining Authorizations

The above extract from a travel administrator authorization profile is an example of an SAP predefined profile. You will learn how to change these authorizations (in case you need them to be stricter) on the

slides that follow.

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Field Values (example)

AUTHC Authorization level

AUTHP Personnel number check

BUKRS Company code

KOSTL Cost Center

PERSA Personnel area

PERSG Employee group

PERSK Employee subgroup

PTZUO Employee Grouping – Travel Management

VDSK1 Organization key

Meaning

R, W, B

O

*

*

*

**

*

*

F_TRAVL

Travel Planning Author ization Object (F_TRAVL)

For control of access rights to objects in Travel Planning, you are provided with the authorizationobject: Travel Planning (F_TRAVL).

The Travel Planning authorization object contains 9 fields (system elements which require protection)

to which you can assign authorizations (values). The values in a field are checked in an OR link. Thevalues between different fields are checked in an AND link.

You can define any number of authorizations for an object. You store the number of permissible values

for the fields in the object.

A user can only perform an action for Travel Planning if he or she successfully passes the authorizationcheck for each field stored in the object.

The values for the authorization fields BUKRS, KOSTL, PERSA, PERSG, PERSK and VDSK1 comefrom infotype 0001 (Organizational Assignment ), the value for the field PTZUO is filled using the

contents of infotype 0017 (Travel Privileges).The fields AUTHP and AUTHC are explained in the slides that follow.

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Personnel number checkO

E

*

Own personnel number only

All per sonnel numb ers except own

All per sonnel numb ers

Field AUTHP Values

Authorization level

R Read (Dispay tr avel plants)

W

A

B

C

Q

Maintain R/3 data

(Create/change travel p lans)

App rove travel p lans

Post in co nnectedreservation system

Post approved trips in the

connected reservation system

Create trip templates (QuickPlan)

ValuesField AUTHF

AUTHP and AUTHC fields

* All operat ions

The field AUTHC (Authorization level) determines which travel planning functions the user isauthorized for. You have to enter all the required values one at a time. There are no values that

automatically contain other values.

After travel planning has been called, an initial check is carried out as to whether at least one readauthorization is available (authorization level R). If this is the case, a refined authorization check is

carried out within the transaction.

You use the AUTHP field (Personnel number check ) to control whether a user may process travel planning for his or her own personnel number only or for designated personnel numbers. The following

values can be assigned to this field:

O Users can only maintain their own personnel number For example: decentralized concept

E Users can maintain all personnel numbers except their own For example: Department Office

* All personnel numbers can be maintained For example: central concept

If you want to define the characteristics O or E in the Personnel number check authorization field for auser, you must have entered the link between personnel number and the corresponding user in theCommunication infotype (0105), subtype SAP System system user name (0001).

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Fields Values(Authorization example)

'New status' when saving

Company code

Cost center

Employee group

Employee Grouping – Travel Management

Employee subgroup

Operation and 'Old status'

Organizational key

Personnel areaPersonnel number check

31

*

*

*

*

*

W ,R* ,W31

*

*O

Travel expenses authorization object

For Travel Management, the authorization object FI: Trip data provides you with access protection withregard to travel expenses and dialog control of trip data.

The FI: Trip data authorization object contains 10 fields (system elements which require protection), to

which you can assign authorizations (values). The values in a field are checked in an OR link.

You can define any number of authorizations for an object. You store the number of permissible valuesfor the fields in the object.

A user can only perform an action for travel expenses if he or she successfully passes the authorizationcheck for each field stored in the object.

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'New status' when saving 31

means

1st position Request status

2nd position Accounting status

Operation and 'Old status'W31

means

1st posi tion Operat ion2nd position Request status

3rd position Accounting status

Field AUTHS

Fields and Values

Values

ValuesField AUTHF

Examples for the characteristic values for the authorization field AUTHS:

21 Request approved, to be settled

3* Trip

Examples for the characteristic values for the authorization field AUTHF:

R41 Read an approved trip that is to be settled

W Create a new trip

W22 Change an approved request that is accounted

D1* Delete a request

X41 Account an approved trip that is to be accounted

For more detailed information, see the documentation for the respective fields.

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"All" personnelnumbers

can be maintained

Users can maintain"all" personnel numbers

except their own

Users can onlymaintain their own

personnel number.

Personnel number check (AUTHP)

Possible values

O * E

Assignment User Name – Personnel Number

If a user is only supposed to process trip data for his or her own personnel number or for certain personnel numbers, this can be controlled using the authorization object FI Travel expenses in the

Personnel number check authorization field. The following values can be assigned to this field:

O Users can only maintain their own personnel number

For example, decentralized concept;

E Users can maintain all personnel numbers except their own

For example, Department Office,

* All personnel numbers can be maintained

For example, central concept

If you want to define the characteristics O or E in the Personnel number check authorization field for auser, you must have entered the link between personnel number and the corresponding user in the

Communication infotype (0105), subtype SAP System system user name (0001).

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Display Roles

Other role Information

Role

Description


Administrator

Personaliza... AuthorizationsMenu Attributes User

Selection

User ID User name tofrom

01.02.2000 31.12.9999

User compare

MILLER Chris Miller

Assigning Roles to Users

For the selected role, choose the User tab and enter the user you want to assign to the role or thecorresponding authorization profile. Using Selection of users, display the multiple selection list of the

users that currently exist in the system. Before you can assign users, these must already exist in the

system. For more information, see Create and maintain user master records (pushbutton: Information).Caution: Never enter the generated profile in the user master record directly (User maintenance

transaction).

The profile is automatically entered in the respective user master record when you choose the User

compare function key.

The authorization data is fully maintained for all the user roles delivered by SAP. The value * is enteredin all the customer-specific value fields, such as company code and plant, as well as for authorization

groups and other authorization fields. In this way, authorization profiles can be generated in advance so

that they are ready for immediate use.

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Reporting

Travel Planning information system

Travel Expenses information system

Tools (query)

Connection to BW

Contents:

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At the conclusion of this course, you w il l be able to:

Run reports on the services booked using Travel

Planning

Use Travel Expenses reporting too ls

Create your own queries

Reporting: Unit Objectives

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The enterprise wants to generate reports at regular

intervals on the type, number, costs, and locationsof booked fligh ts, hotels, and rental cars, for

example.

It requires this information both as a controlling

tool and to st rengthen its negotiating posit ion with

travel service providers.

Data from Travel Expenses is to provide a basis for

travel expense Controlling.

Report ing: Business Scenario

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Geographical reports: What quotas are required for each

city/region/country? (cross-provider)

Reports by provider

What sales are achieved with which

hotel chains/car rental companies?

Analysis o f this data s trengthens

negotiating power in discussions

with service providers

Report ing Options with Travel Planning

SAP Travel Planning reporting primarily supports a travel manager's strategic tasks, which include:

Determining and planning requirements, and purchasing travel services

Negotiating with service providers to obtain special conditions

Analyzing management-relevant data relating to trip bookings and travel expenses

Drawing up internal company travel policies

Organizing internal travel-specific booking processes and forms

Monitoring efficiency

Predefined queries and reports are provided in the SAP system for these tasks. By connecting to the

Business Warehouse (BW), you can also analyze data in the BW system.

You can also access all Travel Management queries and reports from the Manager‘s Desktop in HR Personnel Management.

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Travel Management

Travel Planning

Information system

Tools

Flights

Overview of Flights by Airl ine

Business Volume by Hotel Location

Hierarchical Overview of Flights by Airli ne

Overview of Flights by Location

Ticket Information for Flights

Business Volume with Hotel Chains, Hierarchical

Business Volume with Hotel Chains

Hotels

Business Volume with Car Rental Companies

Business Volume by Rental Location

Car Rental

Overview of Planned Trips

Global Reports

Travel Planning Information System

You access the predefined SAP Travel Planning reports and queries in the SAP Easy Access Menu bychoosing

Accounting Financial Accounting Travel Management Travel Planning Information

System or

Information Systems Accounting Financial Accounting Travel Management Travel

Planning

Almost all the predefined Travel Planning evaluations in the standard system are queries. Only Hierarchical Overview of Flights by Airline und Business Volume with Hotel Chains, Hierarchical areABAP reports.

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UsersUsers

User group (SAPQUERY/FT)User group (SAPQUERY/FT)

Functional area (/SAPQUERY/FITV)

Logical DBLogical DBPTRVPPTRVP Query

Information system

Flights

Hotels

Tools

Car rental

Global reports

Travel Management Queries

The /SAPQUERY/FITV functional area, which is provided as standard, is based on the PTRVP TravelManagement logical database. This functional area includes both Travel Expenses and Travel

Planning. A functional area unites all table fields and, for example, long texts for key fields and

additional fields that are relevant for reporting.

The /SAPQUERY/FT user group contains the queries defined in the functional area delivered by SAP(in the global work area, that is, as client-specific objects).

You can call the query transaction for the special Travel Management user group from the menu, under Tools. Here, you can create your own, customer-specific queries.

By transporting the functional area and the user group to the standard area, you can also create queriesthat are only available in one client.

For more information about creating SAP queries, see Help SAP Library Human Resources

Reporting in Human Resources Management HR Reporting Tools SAP Query and Quick Viewer.

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Statistics Definition

FieldDepart. Loc. (ID)

Depart. Loc. Flight

No. Srt Fm OH ...% Len Text

2

1 1 4

No. of Flights (add.field)

Air li ne (ID)

Flight Cabin Class

3

... ...

Query “Flights by Location”

From

CPH

FRAHAM

MUC

MXP

NAP

...

Number of

1

91

2

1

1

...

Depart. location

Copenhagen

Frankfurt

Hamburg

Munich

Milan, MalpensaNaples

...

Share

in %

5.6 %

50.0 %

5.6 %

11.1 %

5.6 %

5.6 %

...

Definition

of query

Query

output

(statistics)

25

8

Statistics “Number of Flights by Departure Location”

Query Output Lists

The query output may consist of several types of list:

a basic list

several statistics

several ranked lists

For example, “Flights by Location” query, for example (see above), consists of the statistics “Number of Flights by Departure Location”, “Number of Flights by Arrival Location”, and “Number of Flights byCity Pairs”.

A basic list can be compiled from the functional area fields using the graphical Query Painter.

You define statistics by specifying the sequence and sorting of the fields that are to be output.

For a ranked list, the sequence of the fields and a numerical field are specified as criteria.

When the query is executed, all records that correspond to the selection options are output in the

basic list separately, and the statistics and ranked lists are calculated from this.

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File Edit View Insert Format Tools Data Window ?

- Fl ight s.x ls

Result

ResultResultOverall result

Airline carrier Depart. locationFlight arrival loc.

Dep.location (cntry) Arr.location (cntry)

Cabin classCalYear/Quarter Calendar Year

Overall resultNo.o f Book ings No .o f Book ings No.of Bookings

Key DateCurrentness of data

Cabin Class Airli ne/Calendar Year

Business Explorer - Executing a Query

You can call queries in BW using Business Explorer. The query is displayed in a special Excel formwith macros. In the upper part of the screen, you will find user-defined characteristics, which you can

use for filtering or drilldown.

The lower part of the screen is the results area. Here, the data is displayed according to the filter or drilldown criteria you used in the upper area.

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Run reports on the services booked using Travel

Planning


Report ing: Unit Summary

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Travel Expenses Statistics

Travel Management

Settlemet of travel expenses

Information system

Diverse Trip Reports

Tools

Trip Statistics

Trip Receipts

Who is Where? Search for Trip Destinations

General Trip Data/Trip Totals

Trip Receipts without General Trip Data

Find Documents using Maximum Rate

Trip Cost Assignment

Cost Assignment Trip without General Trip Data

Gen. Trip Data/Totals/Receipts/Cost Assignment

You will find the statistics report for travel expenses in the menu under Information system. Theexamples covered here are:

General Trip Data/Trip Totals

This report is used to analyze the general trip data and trip totals (total amount of trip, reimbursementamount, advances, and so on). The most important general trip data and trip totals are list for each trip.

Who is Where? Search for Trip Destinations

This FI travel expenses analyses query provides a basic list, diverse statistics (sorted by trip destination,for example) and ranked lists that, for example, contain information about the frequency of trips by tripdestination.

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Automatic Generation of Trip Statistics Data

T.prov.var. Name

01

02

10

...

German settlement

Swiss settlement

...

U.S. settlement... ...

Travel Management Statis tics Data:

Commitment of statistical data

No update of statistical data

Update statistical data after trip save

Update statistical data via batch program

Update statistical data in accounting program

Using the IMG activity Define structure of trip statistics you can determine whether the statistical datais to be updated in Travel Management and, if so, the procedure to be used.

The most important trip data is updated in the trip statistics in various transparent tables to enable

efficient reporting. The following tables are currently updated:

PTRV_SHDR Trip amounts, such as reimbursement amount and totals cost of a trip

PTRV_SREC Trip receipts with expense types and receipt amounts in local and foreigncurrency

PTRV_SADD Additional receipt data, such as receipt reason and business partner

PTRV_SCOS Cost assignment of a trip

We recommend that you use the SAP standard Update statistical data after trip save.

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Manual Generation of Trip Statistics Data

Execution options

Process backlog data

Set up statistics data

Delete statistics data

Reorganize statistics data

Test run – no DB changes

List format

Overview

Detailed

Chris Miller 98020

Trip total : 785.00

Trip Receipts

Cost assignment

Addi tional data

Table selection

Trip totals (PTRV_SHDR)

Trip receipts (PTRV_SREC)

Addit. data (PTRV_SADD)

Cost assignment (PTRV_SCOS)

Statisti cs Manager

The RPR_UPDATE_TRAVEL_STATISTICS report is used to restructure and maintain the tripstatistics. It is only relevant however where you choose the setting No update of statistical data in the

IMG activity Define structure of trip statistics or where you want to generate statistics for old trips as

well, for example. This report generates the same statistical data as during automatic generation of tripstatistical data.

The report has the following execution options:

Process backlog data Generates statistical data as batch job

Set up statistics data Generates completely new statistical data

Delete statistical data Used for data inconsistencies

Reorganize statistical data Deletes statistical data of all archived trips

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Travel Management Queries

User User

User group (/SAPQUERY/FT)User group (/SAPQUERY/FT)

Infoset (/SAPQUERY/FITV)

Logical DBLogical DB

PTRVPPTRVP Query

Information system

Trip Statistics

Diverse Trip Reports

Tools

The InfoSet /SAPQUERY/FITV is based on the Travel Management logical database PTRVP. AnInfoSet summarizes all the relevant table fields, long texts for key fields and additional fields for

reporting for example.

The user group /SAPQUERY/FT contains the queries defined via the InfoSet area and delivered by SAP(in the global work area, that is, as client-specific objects).

You can call the query transaction for the special Travel Management user group from the menu, under

Tools. Here you can create your own customer-specific queries.

By transporting the functional area and the user group to the standard area you can also create queriesthat are only available in one client.

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User Group Query/SAPQUERY/FT

Query

User Group Queries/SAPQUERY/FT: FI Travel Expense Reporting

Query Title Func. area

DESTINATIONS...

Who is Where? Find Doc......

/SAPQUERY/FITV...

Display

Change

Description

Create

ExecuteQuick Viewer

No. of Trips (Totaling Field)

Trip Type – Enterprise

Trip Segment: End Date

Date of Last Change

Trip Segment: Beginning Date

Region of Main Destination

Reason for Trip (e.g. Cust./Req.)

General trip data

...

Field groups

Employee Org. Assignm.

General trip data

Trip Status/Periods

Trip Totals

Trip Receipts Addi tional Receipt Data

Cost assignment

...

Proc. Fields

The fields available in a query are structured in functional groups by the InfoSet. These correspond tothe database tables that Travel Management is based on.

Once you have chosen the functional groups you can select the required fields.

You can also define fields as additional selection options for the selection screen of the query. However,many selections exist automatically via the logical database and its dynamic selections without having

to be defined in the query.

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Output Lists of a Query

Definition of Statistic

FieldLoc.

Name of trip country...

No. Srt Var % Lgth Text

2 1

1 2 25

Trip country/country gr.

No. of tr ips (add.field)

Trip Segment: End date

3

4

... ...

Statistic: Trip Destinations by L ocation

Loc.

Berlin

Frankfurt/Main

Bordeaux

ParisLondon

...

Ctry

DE

DE

FR

FRGB

...

Trip country

Germany

Germany

France

FranceGreat Britain

...

Number Share

in %

4

7

1

22

...

8.0%

14.0%

2.0%

4.0%4.0%

...

The query output can consist of several types of list:

a basic list

several statistics

several ranked lists

A basic list can be compiled from the field list of the functional area using the graphical Query Painter.

A statistic is defined by the specification of the sequence and sorting order of the fields to be output.

For a ranked list, the sequence of the fields and a numerical field are specified as criteria.

When the query is executed, all records that correspond to the selection options are output in the basiclist separately, and from this the statistics and ranked lists are calculated.

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Display Technical Data for a Trip

Cluster TECluster TE

PCL1PCL1

PTRV_PERIO

PTRV_HEAD

Trip 1: Header in foPeriod info(Period 000)

Tr ip 2: Header in foPeriod info(Period 000)

.

.

.

Tr ip n: Header in foPeriod info(Period 000)

Trip 2 (Period 000)

- Header Information- Period information

Receipts: Add it ional destinat ions

- Histo ry.

.

.- Accounting results

Direct

access

Overview of trip Details of trip

The general trip data can be found in the transparent tables PTRV_HEAD. Data on individual trip periods is in the transparent table PTRV_PERIO. Detailed data for individual trip periods – receipts or

advances for example – is stored in the PCL1 database, in cluster TE. This data forms the basis for

generating statistical data.

There are two reports you can use to control the trip data stored in cluster TE:

Using the Overview of trips (RPROVIEW) report , you can display all of an employee's trips. By

selecting the Overview of trips parameter, you can first obtain an overview of the trips for one or more employees, or you can display the contents of the transparent tables per trip number right away.

From there you can go on via trip number to the detailed trip data display.

The Details of a trip (RPCLSTTE) report displays the contents of the entire cluster TE for each

employee. Here, too, you can first obtain an overview of the trips for one or more employees or

display cluster TE directly by trip number. The contents of the respective transparent tables areoutput as additional information.

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Highly-efficient analysis of information

An innovative, in tuit ive user interface

Powerful OLAP analysis functions

For all types of users

Comprehensive Business Content

Information models, reports and

extractors

A metadata repository

Company comparison values

End-to-end data warehousing solutions

Extraction of SAP and non-SAP data

Fully automated

Central control

SAP BW offers...

SAP Other

The SAP Business Information Warehouse enables you to analyze data from SAP transaction systems or other business applications, as well as from external data sources, such as databases, online services and

the Internet.

SAP Business Information Warehouse supports Online Analytical Processing (OLAP) and is, due to itsstructure, particularly suitable for processing large volumes of operational and historical data.

The Business Content function is optimized for core areas and processes and allows you to analyze the

relationships in every area of your company.

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BusinessInformationWarehouse

server Administrator

Workbench

BAPI

3rd-party OLAP

client

OLAP processor

Staging engine

BAPI

Business

Explorer

Business Information Warehouse Archi tecture

SAP BWR/2 LegacyFile Provider SAP ERP

Data-base

Metadatarepository

The SAP Business Information Warehouse (SAP BW) offers another possibility for evaluating TravelManagement data with even greater efficiency.

With this type of evaluation, reporting data can be extracted from multiple SAP systems into a special

SAP BW system if required. It is stored there in a form that is optimized for reporting. Reporting canthen be carried out efficiently and flexibly using an analytical processor.

Other benefits include:

BW guarantees a faster reporting run

Data from various source systems is available in BW with a standardized reporting interface.

Business Content for Travel Management:

SAP BW reports are available for Travel Management as of SAP BW 2.0A.

Extraction of data from the SAP system is supported as of SAP Release 4.5B.

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Travel expenses:

totals and receipts

Trip totals

and receipts

Overview of

travel costs

Number of trips

Travel expenses

receipts

Travel expenses:

Planning data

Planning data

Flight bookings

Rental car

bookings

Hotel bookings

Travel Planning Travel

Expenses

InfoSources

InfoCubes

Workbooks

+ Queries

BW Business Content for Travel Manager

Source data from SAP Travel Planning:

InfoSource Travel expenses: Planning data. Transaction data for itineraries created with SAP

Travel Planning. This comprises data transferred to BW Business Content according to the settingsin the extractor (Hence: if no filter is set in the extractor, all available data is included).

One of the predefined queries is explained here as an example:

Query Flight bookings:This query displays all flight bookings activated using the Travel Planning SAP applicationcomponent via the connected reservation system. The number of flights booked for each departureairport is shown and you can also include the airline, data of departure and flight destination in the

evaluation.

You can also delineate the evaluation periodically:

- Display quarterly

- Display per calendar year

- This query also enables you to answer questions such as:

- Which airlines do employees in your company prefer when traveling?

- Which flight classes are booked most frequently?

- Which routes are most frequently flown by your employees?

- Can special corporate customer discounts be negotiated on the basis of these details?

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Carry out reports on the services booked using

Travel Planning

Use Travel Management reporting tools

Create your own queries

Report ing: Summary

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Exercises

Unit: Reporting

Topic: Creating a Query


Create a query for the /SAPQUERY/FT user group

21-1 Create a Query with the Following Capabilities:

A statistic is required that gives both the absolute number as well as the percentage of trips

made to various countries (including the names of the countries).Query name: Group XX

Note: Create the query in the standard area (client-specific). To do this, use the transaction

for maintaining queries under the menu option Environment Query areas and select theentry Standard area (client-specific).

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SolutionsUnit: Reporting

Topic: Creating a Query

21-1 Creating a Query


Travel Expenses Information System Tools.

The Query from User Group /SAPQUERY/FT: Initial screen appears.

In the menu, select Environment Query areas, and choose Standard area (client-

specific).

Enter the name of the query (Group XX) and choose Create.

In the dialog box that follows, select InfoSet /SAPQUERY/FITV . Enter a title of your

choice and leave the remaining input fields unchanged.

Choose the Next screen function.

The Create Group XX: Select Field Group screen appears.

Select the General Trip Data field group and choose Next screen.

The Create Group XX: Select Field screen appears.

Select the following fields:

- Number of Trips (Totaling Field)

- Trip country- Text: Trip country

- Choose Statistics.

The Create Group XX: Statistic 1 Structure screen appears.

Enter a title of your choice.

To create a line structure, in the No. field, enter 3 for the number of trips, 1 for the tripcountry, and 2 for the name of the trip country.

Define a sort order by trip country key by entering 1 in the Srt field for the trip country.

Determine the output of a percentage rate by selecting the % field for the number of

trips.

Save your entries.

Test your new query by choosing Test .

In the dialog box that follows, leave the Variant field blank and continue.

In the query selection screen, either enter your personnel number or leave all selection

fields blank.

Execute the query.

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Setting up Employee Self-Service

Contents:

Homepage Framework

Internet Graphics Server

Adjusting the interface

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Overview

In the Employee Self-Service area, you can:

Adjust the Homepage Framework to suit your requirements

Maintain predefined addresses

Set up access to the IGS

Adjust the Web Dynpro interface

Select Business Add-Ins for the Web Dynpro interface

The Homepage Framework allows you to define role-specific homepages. The Framework enablesyou to group together services (web applications) for a specific role and provides functions for:

- Inserting short descriptions for the individual services that appear on the user interface

- Processing link texts for hyperlinks used by employees to start the services

- Highlighting certain services (because of an urgent deadline, for instance)

- Deactivating services

- Displaying employee-specific information as dynamic links (for example "Nine days holidaysfinish on <date>")

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Structure of the Homepage Framework – Example

Resource R1...Rr

Service group SVG1...SVGg

Server SV1...SVs

Subarea SA1 =

Overviews

Subarea SAm

Header H1

Area group AG1 =Employee Self-Service

Area A1 =

Travel Management

Area An

...

Service Sm

Service Sk

...

Subarea SA1 =

Create

Service S2 =

Internal employees

Service S1 =My expenses and trips

Service S5 =Create expense report

Service S4 =Create t ravel pl an

Service S3 =Create travel request

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Area Group Page – Basic Definitions

All areas appear on the "Employee Self-Service" area group page.

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Area

An area page provides a thematic grouping of information and services.

The services can be structured according to subareas to enhance processing.

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Subarea

At least one subarea is assigned to each main area.

One or more services are assigned to each subarea.

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Services and Resources

In this activity, you assign resources to services.

When you create services, you can choose from the standard resources and user-defined resources, all of which are shown in the input help.

WDABAP can also be used as a service type for Travel Management as of ERP 6.0 EhP2.

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Sett ings for the SAP EP Interface (1)

Setting up access to the Internet Graphics Service (IGS):

Set Up RFC Connection for Accessing IGS: In this IMG activity, you create an RFC connection for access to the Internet Graphics Service (IGS). This provides geographical coordinates for a particular address.

Register Geocoding Program in the System: In this activity, you register the geocoding program inthe SAP system.

Assign Geocoding Program to Countries: In this activity, you assign the geocoding program tocountries. Multiple geocoding programs may be assigned to one country. The order when calling thegeocoding programs is determined by the value in the Sequence column. The geocoding programwith the smallest value is called first. If you have assigned multiple geocoding programs to one

country, you can use the Excl. (Exclusive) indicator to specify that no more searches are to take place

in other geocoding programs where a successful match is found for longitude and latitude.

Assign Relevant Address Fields for Geocoding:

- To determine an address based on longitude and latitude, the SAP system transfers all addressfields to the geocoding program. For changes of address within the program, it is not always

necessary to call the geocoding program, however, because many fields will not be relevant for longitude and latitude.

- In this activity, you specify the address fields that are relevant for a geocoding. When specifyingor updating geographical data, the geocoding program only checks the address fields defined here.

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- If you do not enter any address fields for a geocoding program (for example, SAP0) in this

activity, geocoding takes place each time an address is changed, even if only irrelevant fields arechanged.

Define URL for Accessing IGS: Geographical maps are accessed directly in the Web Dynpro front

end using a Geomap control. This accesses the IGS directly using HTTP. In this activity, you mustassign the URL for HTTP access to the IGS for each map record - that is, for the IGSO and IGS1keys.

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Sett ings for the SAP EP Interface (2)

Interface adjustments for Travel Management in the SAP Enterprise Portal:

Set Up Variable Field Control Via Feature TRVFD: To set up user-specific field control or fieldcontrol based on the organizational assignment of employees, in Travel Expenses, you must set upthe TRVFD feature. If you want individual field control to be the same for all employees in your company, this Customizing activity is not required.

Enter Texts for SAP EP Interface: With this IMG activity, you can enter and modify explanatorytexts you want to be displayed for a field on the SAP EP interface. You can assign the texts to a field

using a key in the Field Selection for Travel Management in SAP EP IMG activity. The text is thendisplayed next to this field on the interface.

Schema and Single Field Control for SAP EP Interface: In this IMG activity, you can edit thecontrol of travel schemas for R/3 and the SAP EP interface. You can also use single field control

here to define which fields are to appear on the SAP EP interface and which properties the fieldsshould have - for example, whether they should be a display fields or required entry field. Note thatfield control for the travel request and travel plan are made using the PL trip schema.

Define Access Parameters for External Content Providers: In this IMG activity, you specify theaccess parameters that enable you to incorporate content from external content providers into your interface. You could, for example, obtain logos, maps or hotel pictures from these providers, for

example.

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Functions in the application

Three-way synchronization wi th the SAP Mobile Engine

Installation Notes

Contents:

Mobile Travel Expenses for Laptops (Offline)

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Enter travel expenses offl ine in Offline Travel

Expenses


Mobile Travel Expenses for Laptops (Offline):Unit Objectives

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Many field employees in your company seldom get

the chance to log on to the central network. For thisreason, they would like to enter expense receipts and

other trip data in an offline application – while they

are on the road – then synchronize them later with the

SAP system.

Mobile Travel Expenses: Business scenario

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Mobile Travel Expenses: Course Objectives

Install Mobi le Travel Expenses and use the

application

At the conclusion of this topic , you wi ll be able to:

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Mobile Time & Travel: Overview

Mobile Time & Travel connects the Employee Self Service solut ions

Entering work ing times (CATS)

Entering travel expenses and entertainment receipts

...as an offline appl ication – for example, for use on a laptop

Benefits to t he employee

Near-time recording of travel expenses and activit ies

Effective use of time in transit

User-friendly interface

Travel expenses are paid ou t more qu ickly

Benefits for the company

Travel guidelines are observed

Fewer processes on paper

Immediate information such as project costs

Faster billi ng (cash flow)

For your field personnel, who are often on the road and provide services to a large number of customers,accurate entry of number of hours worked and travel expenses incurred is essential.

This data is used in a variety of ensuing processes, such as invoicing, and therefore has to be transferred

to the SAP system as quickly and accurately as possible. The Employee-Self-Service applications offlinesolution CATS (Cross-Application Time Sheet) and Travel Expenses Manager offer the same sort of

convenience when entering and correcting data that has long been offered by the online versions of these applications.

The latest information on this application is available in the SAP Service Marketplace athttp://service.sap.com/tm-mobile.

CATS notebook is another highly functional cross-application time sheet that enables you to enter andcorrect your working times without requiring a connection to the SAP system. For more information on

the application interfaces for the cross-application time sheet, visit the SAP Service Marketplace athttp://service.sap.com/hrtime Web and Mobile Applications.

You can use CATS notebook and Mobile Travel Expenses for Laptop together or separately.

http://service.sap.com/tm-mobile.

http://service.sap.com/hrtime

http://service.sap.com/hrtime

http://service.sap.com/tm-mobile.

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Mobile Travel Expenses for Laptops: User Interface

Multilingual

Customizing-

based

checks

Functions:

Trips: create,

change, copy,

delete etc ...

Receipts: create,

delete, attach

to trips ...

Synchronize

Status management

Add cred it cardreceipts

Receipt Wizard

Mobile Travel Expenses for Laptop has a similar layout to Travel Expenses Manager (PR05) in the SAP backend system. In the online application, all input fields and the user interface are dependent on

Customizing for SAP Travel Management.

Users can enter new trips together with the corresponding receipts, or enter individual receipts andassign them to a trip later.

Users enter their travel expenses as usual in Mobile Travel Expenses for Laptops: all travel expense

types are available, along with full currency conversion, additional information for selected travelexpense types, options for selecting various per diems/flat rates and much more.

Dialog control and input values from Customizing for the respective country version are availableoffline as defined in the settings of the underlying back-end system. This application is available in alllanguages that have been installed in the relevant SAP system.

Users decide individually which trips and receipts will be synchronized when they next connect to the backend system. After synchronization, the trips and the documents each have their own status, such as

New, Sent to R/3, or Open (in case of error messages). The status is displayed using color-coded

symbols.

Users who are connected to the backend system can display their settlement results. These results arethen available offline for further settlement simulations.

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Credit Card Clearing – Allocate Receipts (1/3)

• If credit card receipts exis t, the user has the option of allocating these receipts to trips .

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Credit Card Clearing – Allocate Receipts (3/3)

• Depending on the data validation , receipts are then added

to the travel expenses settlement.

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Receipt Wizard

• User can deduct p rivate expenses and create multi ple receipts.

• The user always sees the remaining amount displayed.

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Special Funct ions in Mobile Travel for Laptops

Synchronization

status

• Receipt entry

without trip

• Start synchronization

• Save data offline as fi le

• Summary of synchronization errors

• Trip: create, copy,

display, delete

• Remove trip from

display list

• Undo changes• Display results

• Filter

• Set synchronization flag

Initial screen: overview of trips with status information

Create new trips and change them (not synchronized yet)

Create individual receipts for later assignment to trips

Change trips that have already been synchronized with SAP R/3

Set trips to On Hold for later expansion

Copy or delete trips (if not yet synchronized, for example)

Status management (draft, complete, approved, paid, and so on)

Personalized filters (cost allocation, expense types, and so on)

Offline checks, such as:

Mandatory fields, overlapping trips, and so on

Maximum amount per expense type

Additional information per expense type

Travel expense settlement can be printed from the browser

Simulation of results possible when user is connected online with the SAP R/3 system (simulated tripsettlements are saved locally for later use offline)

The employee profile defined in Customizing (data input and authorization concept) determines thelayout and process flows in the application

Country-specific settings identical to those supported in Customizing

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Minimum System Landscape –Mobile Time and Travel 1.6 for Laptop

Laptop

ME 2.1 SP03

MTS 1.6

TE Basics 1.6

JRE 1.3.1

MS Internet Explorer 5.5

* Please note that SAP always recommend installing t he latest support packages.

** Please note that SAP Mobil e Engine does not suppor t WebAS 6.30.

http

https

SAP WebAS 6.20**

ME 2.1 SP03

Server Compon ents

MTS 1.6

SAP R/3 4.7• PI 2003.1 for R/3 4.7

• Enterprise Travel Mgt. Ext. 1.10

• HR-SP 28 for R/3 4.7*

• HR-SP 28 for EA-HR 1.10*

• SP 06 for PI 2003.1*

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Technical Basics

User in terface:

Standard Web browser (Internet Explorer 5.5)

Synchronization:

Via SAP Mobi le Engine wi th CATS and travel expenses

Technology:

Java Development Kit 1.3

can be used for user exits

The offline solutions CATS notebook and Mobile Travel Expenses for Laptop use the SAP standardsynchronization technique for mobile devices with SAP Backend System and Mobile Engine. These

solutions are components of SAP Netweaver . For information on plug-in releases, visit the SAP Service

Marketplace at http://service.sap.com/R3-plug-in.Download and installation of Mobile Engine: http://service.sap.com/installations Installations and

Upgrades SAP Solutions for Mobile Business. Please use the most current build of Mobile Engine2.1.

Documentation: Technical documentation is provided in the SAP library as part of the TravelManagement documentation. End-user documentation is available directly offline using the Helpfunction.

Customer-specific requirements that cannot be modeled in Customizing can be implemented throughSAP user exits and Java interfaces, both in the SAP system (ABAP, such as extended value help) andthe offline application (Java, such as customer-specific data verification). More information and sample

source texts are available in the technical documentation.

http://service.sap.com/R3-plug-in.

http://service.sap.com/installations

http://service.sap.com/installations

http://service.sap.com/R3-plug-in.

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Installation Notes

Front-end installation:

Web browser, Mobile Engine, JRE

SAP Front-end installation:

Automatic download of deployed applications

during first synchronization

SAP backend configuration:

SAP Travel Expenses must be configured and

ready for use

To use CATS notebook and/or Mobile Travel Expenses for Laptops, you must install the followingadditional software packages on the laptop:

Web-Browser Microsoft Internet Explorer 5.5

Java Runtime Environment (JRE) 1.3.1

SAP Mobile Engine 1.0

The application files from SAP applications are automatically loaded from the SAP system to the user'slaptop during initial synchronization with the SAP Mobile Engine.

The Mobile Travel Expenses for Laptops application is based on field control in batch input transactionPR01. You have to consider this during Customizing for IMG activity Schema and Individual Field

Control (please note: PR01 is a technical transaction that has been replaced by transactions PR05 and

TRIP for entry within the SAP system).

You define the other settings for the application in the IMG for Travel Management under Travel

Expenses Employee Self Services Mobile Travel Expenses.

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Three-Way Synchronization withthe SAP Mobile Engine

SAP system Mobile Travel

for Laptops

During each synchronization

Documentation

Customizing

Master data

New trips

New receipts

Changed tr ips

Credit card

receipts

As required

(time stamp in the SAP system)

First synchronization:

installation (role-dependent)

Value help

Error messages

Content changes

Status

changes

The SAP Mobile Engine supports the installation of the application, as well as patches, updates, andcustomer implementations of user exits.

A three-layer synchronization concept ensures that:

The application is installed

Customizing and master data entries/changes are downloaded

Transaction data is exchanged

When changes are made to Customizing, master data (the employee's name, for instance), or customer documentation, the administrator can set a time stamp in the SAP system that will cause these changes

to be loaded to the notebooks during the next synchronization (see IMG activity Customizing -

Synchronization for Offline Travel Expenses).

Transaction data from the SAP system is downloaded during every synchronization. This data includesvalue help, error messages from online checks, settlement and approval status, and trips entered or changed in the SAP system.

Three-way synchronization enables the following features:

Error correction in both the SAP system and offline

The download of Customizing changes to be triggered in SAP R/3

The download of customer-specific data (such as data required for customer-specific checks)

Personal value lists (standard or customer-specific)

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Explain the functions in the application, enter travel

expenses offl ine, and synchronize them with the

linked SAP R/3 system

You are now able to

Mobile Travel Expenses for Laptops: Review

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Enter, settle, pay and book trips.

Make the necessary settings in the

Implementation Guide.

Set up the standard form

Create Travel Management queries.

Create HR master records and cor responding

vendors.

Course Objectives (Travel Expenses)

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Understand all the main business processes involvedin requesting a trip, selecting travel services and

making online bookings for these as well as the

relevant approval processes.

Explain how trip processing takes place within a

company and how Travel Planning can be used to

make cooperation with a travel agency more efficient.

Make system settings regarding how Travel Planning

takes into account your company guidelines,

enterprise-specific tariffs, discounts and data from

customer program providers when booking travelservices.

Course Objectives (Travel Planning)

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Travel Planning:

Deutsche Bahn

Settlement of travel expenses:

Country-specific information

The euro

General Information:

System infrastructure

User Exits and BAdIs

Business Information Warehouse

Glossary

Contents:

Appendix/System Infrastructure

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In Germany, you can be connected to the Deutsche Bahn AG info rmation

and reservation system (NVS).

You can also make rail bookings using the Bahn Internet Booking Engine(BIBE).

You can book and cancel tickets and reserve seats.

You can start the query from the SAP EP Interface (BIBE) or the Travel

Manager (BIBE & NVS) in the same way that you do fo r flights, hotels, and

rental cars.

You can define that

personal p references

Bahncards

the enterprise's corporate ticket

are taken into cons ideration for the reservation.

Special Features for Germany:Connection to Deutsche Bahn

If you are connected to the Amadeus Global Travel Distribution reservation system, you caninclude train journeys in R/3 Travel Planning in travel plans and request using NVS, in additionto flights, hotels, and rental cars.

A separate API interface is needed for this.

In the Customizing activity Define Access Parameters for Deutsche Bahn via Amadeus-API ,

you set up the parameters for accessing the Deutsche Bahn AG information and reservation

system. You control the access parameters for each technical access group (see IMG activitiesDefine Groups for Access to External Reservation Systems and Assign Groups for Access

to External Reservation Systems).Please note that for each access group, it is only possible to use one of the following access

options for Deutsche Bahn AG: Access to Deutsche Bahn via Amadeus API

Access to Deutsche Bahn via the BIBE portal

For more information on connecting to Deutsche Bahn, see the SAP Library under Financials ?

Financial Accounting ? Travel Management ? Travel Planning ? Planning and Booking Trips ?

The Planning Manager ? Deutsche Bahn

You store employee-specific preferences, additional details, and Bahncard information in themaster data in infotype 0474 (train preferences).

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Trip duration-dependent trip and class rules (Travel Planning ? Trip Rules and Profiles ? Trip

and Class Rules ? Rail Class Rules).

You make settings for the corporate ticket in the Travel Planning IMG under Rates and

Discounts ? Rail Rates and Prices (Major Customer Rate Deutsche Bahn). You can store amajor customer rate for different company areas or employee groups.

You need the following information to access the Bahn portal (BIBE):

Provider code of the rail company that provides the Bahn portal

Your enterprise's customer number assigned by the rail company

RFC destination for the Web services on the SAP Business Connector Server

Indicator for whether you are accessing the portal in test or production mode

You need the Business Connector in order to connect the Deutsche Bahn AG corporate portal

(Bahn Internet Booking Engine = BIBE) to the SAP system. This enables communication

between the RFC modules in the SAP system and the web services (SOAP/XML) on the partner pages.

Installation of Business Connector

To install SAP Business Connector, you first need to download this from the SAP ServiceMarketplace. Go to http://service.sap.com/connectors ® SAP Business Connector (SAP

BC). You should then see the SAP Business Connector homepage.

Now choose Tools & Services on the right of the screen. To download the program, choose Download SAP BC Release 4.7 .Choose Documentation to read the relevant documentation.

Installation of the Deutsche Bahn program package for the Business Connector

You will find the package for connecting Deutsche Bahn's BIBE to SAP Travel Planning

under http//service.sap.com/tm-downloads under Deutsche Bahn Corporate Portal .

http://service.sap.com/connectors

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Deductiontype


Tax

deduction

-

-

-

Enterprise-spec.deduction

18%

30%

30%

F

M

A

-

-

-

...

U I 4.50 -

-U A 20%

Country-Specific: Germany (1)

Deductions

The system can process the following deductions: Deduction of breakfast per diem included in hotel amount (here the statutory deduction

amount can be taken into consideration)

Deductions from per diem for meals due to gratuitous entertainment

- Deduction of budget savings from an individual meal receipt

The following entry values are valid for deduction types. They are fixed in the system and

cannot be defined by the user:

- F deduction of breakfast from the per diem for meals

- M deduction of lunch from the per diem for meals

- A deduction of dinner from the per diem for meals

- R minimum reimbursement after deductions

- N gratuitous overnight stays

- U deduction of breakfast from accommodations receipt amount

The deductions can be stored as percentages or as absolute amounts.

Deduction types F , M , A, R and H were no longer valid after the beginning of 1996 according

to German wage tax guidelines.

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The function of deductions should not be confused with the problem of remuneration in kind.

You usually enter data for remuneration in kind using your expense categories. You can definethese expense categories as real remuneration values with negative default values or with

positive default values as additional amounts. Remuneration values are deducted from thereimbursement amount for the trip and not from the meals per diems. This is particularly

important as, since 01.01.04, tax-free meal allowances for business trips must be shown on thewage tax certification (§ 39b section 3, income tax law, changes to tax law 2003).

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Breakfast no t itemized on accommodations receipt:

Accommodatio nsincl. breakfast

100.00 EUR


98020 Chri s Miller

Expense receipts


AmountInput tax

Hotel

100.00 Euro

1Number From 03/08/XXXX To 03/09/XXXX


No.breakfasts 1 Breakfasts are deducted from accommodation receipt

Description

Location

Country DE Region

EUREUR 100.00100.00

-- EUREUR 4.504.50EUREUR 95.5095.50

Input Tax 16%

This function complies with German wage tax guidelines. If you are entering an accommodations receipt that includes breakfast costs, enter also the

number of breakfasts and the country in which the accommodations costs were incurred.

By entering the country/region key, you determine the relevant per diem for meals, which is the

basis for calculating a breakfast deduction. The system automatically applies the correctdeduction.

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Breakfast no t itemized on accommodations receipt:

Hotel in

Germany

1 SR 100.00 EUR

Hotel in

Austria

1 SR 100.00 EUR

EUR 100.00

-EUR 4.50

EUR 95.50

EUR 100.00

-EUR 7.00

EUR 93.00

Meals per diem

EUR 35.00 * 20% = 7.00

The above figure depicts a deduction from accommodations receipt due to breakfasts notitemized (in accordance with German wage tax guidelines).

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3 months

TripDest. A

TripDest. A

TripDest. A

TripDest. B

TripDest. A

TripDest. A

TripDest. A

Reimbursement

liable to tax

Reimbursement

tax exempt

28 days 28 days28 days 28 days 28 days

3-Month Rule

SAP Travel Management now provides a way of dealing with the “three-month rule." This tax-relevant rule has the following background.

You want to group repeat trips to a certain destination together for tax purposes, in order toswitch the settlement and tax procedures after a certain amount of time (such as three months).

To identify these repeat destinations, users need to have entered detailed destination data. Thismeans that entering destination data is to be done using the value help of the destination field.

Given that the respective customizing settings are active, users will then see a list of thedestinations already traveled to for the specified personnel number. Therefore, the user has to

choose repeat destinations from a fixed list to ensure that repeat trips to the same destinationare actually saved under the name address details.

You activate and configure the three-month rule in Customizing in the Expert View. For moreinformation, see the Implementation Guide (IMG) under Financial Accounting --> Travel

Management --> Travel Expenses --> Dialog and Settlement Control --> Travel Expense

Control --> Travel Expense Control (Expert View), in field 18 of the Other settlement line.

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Country-Specific: Public Sector Germany

Business trips

BRKG, ARV, LRKG

Domestic/international trip,

off-site work

Trip to start work/business trip

return (SA)

Advances, per diems, receipts,

deductions, ...

Trip segments, cost distribution

Comparison calculation

Credit card clearing

Documentation/reporting

SAP Travel Management has been enhanced with a variety of industry-specific functions for the public sector in Germany. This solution meets the requirements defined in the GermanFederal Travel Expense Law (BRKG), the Foreign Travel Regulations (ARV) and the statetravel expense laws (LRKG).

The corresponding trip regulation variants are shipped predefined, including the current per diem and accommodation rates.

D1: - German Federal Travel Expense Law

DC: - Saxony

DH: - Hamburg

DL: - Saarland

DM: - Bremen

DP: - Rhineland-Palatinate

DR: - North Rhine-Westphalia

DS: - Hesse

DT: - Thuringia

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DV: - Mecklenburg-West Pomerania

DW: - Baden-Württemberg

DY: – Bavaria

The current per diems/flat rates are shipped for each trip provision variant. When the laws

regarding per diem allowances are changed, you can download them from the SAP Service

Marketplace (http://service.sap.com/tm-de-ps) and import them into your system. Statutory trip types:

The dialog control and settlement rules for each official trip type have been defined inaccordance with the legal requirements: For example:


Several business trips on one day

Off-site work

Trip to start work/business trip return when the separation allowance is involved

A wide variety of additional functions is available for the public sector in Germany. Thesefunctions are automatically active for employees that belong to one of the above trip provisionvariants.

Exact date specifications for trip segment reimbursement and passenger bonus

Reasons for the use of private vehicles

Comparison calculation for mealsSome state travel expense laws enable the settlement of meal receipts instead of flat-rate per

diems. Prerequisite: The total amount from the individual receipts for meals, taking the cost-of-living savings into account, is greater than the sum of per diems over the whole trip. You

can use the comparison calculation for meals to determine allowances to the per diem rate

(Section 9 BRKG). They check whether settlement should be based on the individual mealreceipts or on the per diem rates.

Comparison calculation for accommodationSome state travel expense laws and foreign travel regulations only permit the reimbursement

of accommodation receipts up to a maximum amount without further checks. This maximumamount depends on a number of factors. The comparison calculation for accommodation

supports you in determining the maximum amount for the total accommodation costs withindividual receipts that can be paid without further checks.

Comparison calculation for travel costs

According to the economy principle in Section 5,5 BRKG, trip segments with a private car

can only be reimbursed up to the amount that would have to be paid for public transit,second class, for the same segment. The comparison calculation for travel costs helps youhere.

http://service.sap.com/tm-de-ps

http://service.sap.com/tm-de-ps

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Country-Specific: Public Sector Germany (2)

Separation allowance

TGV, LTGV

External stay

Daily return

SA measure management

Absences, reduc tions, etc.

Split payment possible

Correct taxation

Documentation/reporting

Comparison calculations

Central administration for the travel administrator:The Separation Allowance Manager (create TGANL, change TGMOD, display TGANZ) letsyou easily manage separation allowance measures with framework data, information about thenew workplace, confirmation of reimbursement for moving costs, and so on. The travel

administrator can go from here directly to processing for the individual months. The data can be entered, approved, settled, forwarded, and paid separately for each individual month.

Retroactive accounting (in case of subsequent corrections) is triggered automatically for themonth(s) involved.

Decentralized entry for recipients of a separation allowance (can also be used by the main

user):

Recipients of a separation allowance can also use the Period Manager (TGPER), which is

based on the familiar screens for travel expenses. Travelers can thus enter their regular expenses, trip segments, and absences themselves, without requiring extensive training.

The functions for calculating the separation allowance help you properly calculate, pay, andmanage

Separation allowances for daily return

Separation allowances for external stay

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Absences from the workplace, personal deductions to trip segment reimbursements, and other functions are all integrated in the dialog.

Trips to start work and business trip returns are entered as business trips with the

corresponding trip type, and are linked with the corresponding separation allowance measure inthe database.

If parallel business trips take place during the allowance period, the system calculates them

automatically. The Travel Management system automatically registers these business trips asabsences in the corresponding month of the separation allowance measure.

A separate authorization management infrastructure enables you to implement various

organizational concepts:Authorization object F_TRAVL_TG controls the processing of separation allowance measures

Authorization object F_TRAVL_PG controls the processing of separation allowance periods

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Country-Specific: Denmark - Deductions

SEDK

8 AM 10 AM 5 PM 9 PM

DK

Breakfast: -15% of the

Danish per diem

Lunch: -30% of the

Swedish per diem

Dinner: -30% of the

Danish per diem

For each hour of the business trip, 1/24 of the relevant, country-specific daily rate isreimbursed. For settlement purposes, the changeover to the next destination takes place on thenext full hour.

If the traveler receives a free meal, the following percentages are deducted from the respectivedaily rate for the country in which the traveler had the meal.

Breakfast: 15%

Lunch: 30%

Dinner: 30%

You must enter the date and time for the meal.

Using the IMG activity Check travel expense constants, you can define default times for thedeductions:

Breakfast: B_DED

Lunch: L_DED

Dinner: D_DED

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Country-Specific: Norway - Deductions

Mo.: 11/01/XXXX Tu.: 11/02/XXXX We.: 11/03/XXXX

SEDK NO

2. D ø g n SE 3. D. NO1. D ø g n DK

8 AM

8 AM

9 PM 8 PM 4 PM

4 PM8 AM

Breakfast 11/02/XXXX, 07:45:

-10% of the Danish per diem

Trip itinerary

Per diems

The calculation of the daily rate per "D ø g n" (corresponds to a 24 hour interval from the startof the trip) depends on where the traveler was during the largest part of the D ø g n.

If the traveler receives a free meal, deductions are made from the daily per diem as follows:

Breakfast: 10%, but maximum NOK 55.00

Lunch: 40%, breakfast plus lunch = 50%

Dinner: 50%

You must enter the date and time for the meal.

Using the IMG activity Check travel expense constants, you can define default times for thedeductions:

Breakfast: B_DED

Lunch: L_DED

Dinner: D_DED

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Before and During the Dual Currency Phase

Before: Dual currency phase:

HR Payrol lFI

Companycode

Balance sheetD C

100.00

Employees

100.00

HR Payrol lFI

Companycode

Balance sheetD C

100.00

Employees

100.00

EURCountrycurrency

Travel expense settlementTravel expense settlementin count ries of the EUin coun tries of the EU

in country currencyin country currency

Travel expense settlementTravel expense settlementin countries of the EUin count ries of the EU

in trip currencyin trip currency

The following applies to countries that have a dual currency phase due to the introduction of the euro.

During this period, companies are allowed to prepare their balance sheets on the basis of theeuro. This represents a considerable improvement for companies with international subsidiaries

that produce their own balances. Payments to vendors, such as wage payments, are still made inthe respective country currency. During this period, the balance sheet currency can also differ from the official currency used by authorities.

After the dual currency phase, the payment cycle will be the same as prior to the dual currency phase, but the country currency will be replaced by the euro.

Every recorded trip is assigned a trip currency. The trip can therefore be settled either on the

basis of the balance sheet currency or the official currency. The resulting forms indicateamounts in trip currency.

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Trip Currency

1Currency code

Global Settings

Trip currency

Currency is determined from company code

Travel expense form(presented in trip currency EUR)

Travel expense settlement(performed in tr ip currency EUR)

Exchange rate must be entered

in relation to trip currency EUR

Using the IMG activity Define global settings, you need to specify the trip currency that isassigned to the individual trips during entry. This will cause all amounts that are entered indialog to be set in relation to this currency on the basis of the exchange rate.

Travel expense settlement (RPRTEC00) calculates the travel expense reimbursements in tripcurrency. In forms (such as RPRTEF00), all amounts are indicated in trip currency.

Using the IMG activity Settlement control in expert view, in the Other settlement line, position

5, you can, for each trip provision variant, control that per diems/flat rates stored in a foreigncurrency (such as DEM) are converted to the trip currency (such as EUR) by RPRTEC00.

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Translation to Euro or Trip Currency

PD/FR reimbursement

Expense receipts


Amount

Input tax


Telephone

8.00 Swiss Francs

No tax transaction

Comments

Expense receipt cost assignment, alternative to master data

Exchange rate Payment amount1.21380 9.71 DEM

Enter Exchange Rate

Receipt number

Travel exp.type

Amount

From currencyExchange rate

To currency

Date

001

TELE

8.00

CHF0.62061

EURO

XX/XX/XXXX

Transfer

In the dual currency phase, receipts can be issued in either euro or country currency and thetravel expense settlement can also be made in either country currency (such as DEM) or euro.You must, therefore, have the possibility of entering the exchange rate from a foreign currencyto the country currency or to the euro. To ensure this, the following procedure has been

implemented in the dialog:If the trip currency is the country currency of an EU country and EUR is activated in the system

then, should the receipt currency differ from the trip currency, the Translation to euro/trip curr.

button appears.

If you choose this button a dialog box appears where you can enter an exchange rate for the

relation receipt currency to euro. Once you have completed the entry the exchange rate isconverted back to trip currency and appears in the exchange rate field.

If the trip currency is euro, the system behaves similarly.

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System Infrastructure ESS Travel Managementin mySAP ERP 2004

ERP2004

ECC5.0

Web AS 6.40

Web AS 6.40 ABAP

Webdynpro

run time

Web AS 6.40Java

SLD

JaCo destination

adaptive RFC

Explosion of

JaCo dest.

Java

Java dev. environmentNW dev. studio

Eclipse

Enterprise

portal

Web AS 6.40Java

Alias &system object

in portalNetwork

(Intranet)

(Internet)

Browser

Browser

Browser

for example

LDAP

User Mgt.

Usual Internet technology

SAPEP = EP basics

EP200 = EP Administration

EP300 = EP Knowledge Mgt.

JA310 = Java Webdynpro

ADM102 = SAP NW Administration

HR 250 = Employee

Self Services

(inc. Technical

Basics)

As of mySAP ERP 2004, you no longer use ITS technology to make ESS Travel & Expensesavailable in your browser. With the help of Webdynpro Java Technology, which is part of SAP Netweaver, the application interface has been completely redesigned and the layout detachedfrom the business logic.

Webdynpro is SAP‘s strategic approach to developing professional web interfaces for businessapplications.

The SAP Enterprise Portal is SAP‘s strategic platform for gaining access to Webdynpro

applications from a web browser. Applications are incorporated into the SAP Enterprise Portalusing iViews.

User administration in the SAP Enterprise Portal can be managed in various ways. LDAP is

just one example of this - other examples are explained in the courses listed.

The above diagram shows components of the system infrastructure and the names of follow-upcourses on the various subjects.

SLD = System Landscape Directory

JaCo = Java Connector

LDAP = Lightweight Directory Access Protocol

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HR FI

TRV

SP

HR

TRV

HRSP

HR

HRSP

HR

HRSP

ALE

HR

SP

ALE FI

TRV

FI

ALETRV

ALEFI

1)

2)

3)

4)

SP

SP

HRSP

HRSP SP

Travel Management and System Infrastructure(Backend)

By using Application Link Enabling (ALE) technology, SAP makes it possible for systemswith different release statuses to be linked together in logical fashion. A Travel Managementsystem can thus be released from the HR or FI environment and then operated at a higher release status without the need for multiple maintenance.

Travel Management (TRV) can be used:

1. Together with Human Resources (HR) and Financial Accounting (FI)

2. Together with HR but with a separate FI

3. Together with FI but with a separate HR

4. Separately to both HR and FI

Support Packages (SP) or HR Support Packages (HR SP) must be imported into the therespective systems depending on the chosen configuration.

You find the necessary ALE settings in ALE QuickStart (see Note 200066).

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Explanatory Notes to Travel Management and System Infrastructure

Slide

Advantages and Disadvantages of Cases 1) to 4)

1) Travel Management, HR and Accounting in one system Advantages:

Not necessary to distribute:

HR master data

Travel expense results to HR

CO receivers

Validation of CO receivers is carried out locally

Synchronous posting of travel expense settlement results to Accounting

Disadvantages:

HR, Accounting and Travel Management must have the same release status

Not very flexible

Possible capacity problems

2) Travel Management and HR are in separate system to Accounting

Advantages:

No distribution of travel expense results to Human Resources required

Travel Management and Accounting can have different release statuses

Existing Accounting systems can be connected

Disadvantages:

Remote validation of CO receivers in Accounting via ALE

For a correct input help of CO receivers these have to be replicated in the TravelManagement System

To automatically create person-related vendor master records the HR master data

(Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated inthe Accounting System via ALE

Asynchronous posting of travel expense settlement results to Accounting via ALE.To guarantee that the posting to Accounting is successful, the posting run must be

validated before it is transferred

3) Travel Management and Accounting are in a separate system to HR

Advantages:

No distribution of CO receivers required

CO receivers are validated locally

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Payroll and Travel Management can have different release statuses

Synchronous posting of travel expense settlement results to Accounting. In thiscase receipts with errors can be discard from the posting run

Disadvantages:

HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to

be replicated via ALE Travel expense results for Payroll have to be replicated via ALE

Both Support Packages and HR Support Packages have to be imported into

the Travel Management/Accounting System

4) Travel Management, Accounting and HR are all in separate systems

Advantages:

Payroll, Travel Management and Accounting can have different release statuses

Offers maximum flexibility

Existing Accounting and HR Systems can be connected Disadvantages:

HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in the Travel Management System via ALE

To automatically create person-related vendor master records in Accounting the HR

master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to bereplicated in Accounting via ALE

Travel expense results for Payroll have to be replicated via ALE

Remote validation of CO receivers

For a correct input help of CO receivers these have to be replicated in the TravelManagement System

Asynchronous posting of travel expense settlement results to Accounting via ALE.

To guarantee that the posting to Accounting is successful, the posting run must be

validated before it is transferred

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Criteria

Cases Case 1 Case 2 Case 3 Case 4

Replication of HR master datavia ALE

Replication of CO objects via

ALE (for F4 help)

Validation of CO objects

Transfer to FI

Replication of TRV settlement

results in HR via ALE

Different release status p ossible

Adaptabi li ty to exist ing system

infrastructures

HR Suppor t Packages must also

be imported into FI

no FI FI TRV andFI

local remote

via ALE

local remote

via ALE

no no yes yes

no HR/TRV no TRV

sync. sync.async. async.

no HR/TRVand FI

HR andTRV/FI

HR and TRVand FI

poor good good very good

no no yes no

**

Criteria for Choosing a System Infrastructure

A validation of the posting run must always be made before travel expense settlement results aretransferred asynchronously to Accounting. Only then can you be sure that the data to be posted canalways be posted to Accounting.

* Only necessary if the person-related vendor master records are to be created or maintainedautomatically.

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User Exits and BAdIs

SAP Travel Management offers numerous options for implementing customer enhancements. Officialuser exits and BAdIs (Business Add-Ins) are provided for this purpose. BAdIs and user exits are

program exits defined by SAP where software layers supplied to (industries, partners, customers and so

on) can insert coding without modifying the original object. Therefore, changes to the SAP system

implemented through user exits and BAdIs remain active after upgrades to later releases.

Special BAdIs must be taken into account for customer-specific alterations to the dialog in the SAP EPinterface. "For SAP EP Services" can be found after the corresponding IMG activities.

Enhancement options available in SAP Travel Management are described in the Implementation Guide(IMG) under Financial Accounting Travel Management Business Add-Ins and User Exits in

Travel Management .

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Travel Expenses Glossary

Work center data (Personnel Management)

Collection of information characteristic of a work center used by an employee.

Examples: Work contract

Activity

Assignment to a cost center

Department, and so on

document (Controlling)

Proof of a cost accounting posting This posting can be made both within (such as distribution) andoutside (such as primary posting in FI) the CO module.

Financial AccountingProof of a business transaction. A distinction is made between original and data processing (DP)documents.

Original documents include incoming invoices, bank statements, and carbon copies of outgoinginvoices

DP documents include accounting, sample, and recurring entry documents. Accounting

documents represent the original document in the system. Sample and recurring entrydocuments are templates that make it easier to enter accounting transactions.

Document type (Financial Accounting)

Key that distinguishes the business transactions to be posted. The document type determineswhere the document is to be stored, as well as the account types to be posted.

entertainment, gratuitous

Deduction from the (reduced) maximum amount or per diem amount of the gratuitous

entertainment enjoyed by the traveler during a business trip. If the meals were taken as part of asocial function, this deduction does not take effect.

Business trip

Professional task performed by the employee away from his home and regular place of work.

hiring transaction (Personnel Management)

Personnel action, whereby all the relevant data concerning a newly hired employee is entered inthe system.

Examples:

Personnel number

Activity

Cost center


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Settlement of the actual travel expenses incurred by an employee and documented by means of receipts.

entry type in Travel Management

Travel Manager: see documentation

Travel Expenses Manager: Suitable for entering domestic and international trips where, in

addition to the flat rate mileage and per diem meals and accommodations, individual statementsare also to be entered.

Travel Calendar: Suitable for the simultaneous entry of several domestic trips on one screen.

Weekly Report: Suitable for the weekly entry of trips. Mileage are settled according to flat rates.You cannot enter meals and accommodations per diems together with a miles/km distribution.

Mileage flat rate

Mileage are evaluated per mile/kilometer according to a certain flat rate for miles/kilometers.

Value of flat rate for mileage

Value used for calculation of miles/kilometers with the travel flat rate.

local currency (Financial Accounting)

Currency of a company code (balance sheet currency) in which the local ledgers are managed.

maximum rate

Maximum amount that can be reimbursed per diem when settling meals per individual statement.

information subtype (Personnel Management)

Detailed subdivision of an information type. This can be divided into subtype if the possible fieldcontents result in differing formalized characteristics.

Examples:

Information type CommunicationSubtypes system user name SAP system (SY-NAME), credit card number

Information type address

Subtypes home address, vacation addressSubtypes permanent residence, temporary residence

information type (Personnel Management)

Contains system controlling characteristics, such as attributes, time connections, and so on. The

data is not stored according to fields in the HR database, but are grouped according to logicalviewpoints.

Examples:

Infotype Personal data

Infotype Organizational assignment

Infotype Travel privileges

account, symbolic

Object in Travel Management for posting to Accounting. The number of symbolic accounts and

their characteristics represent the different expenses and liabilities that occur as travel expenses

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and are to be posted to Accounting. The symbolic accounts are assigned to accounts in FinancialAccounting. This guarantees the account determination when posting to Accounting.

adjustment run (Personnel Management)

An adjustment run occurs when payroll accounting is repeated for the current payroll period to

correct mistakes. Unlike retroactive accounting runs, adjustment runs are performed in the currentmonth for payroll runs that are not yet complete.

wage type (Personnel Management)

Used to divide wage payments and wage deductions. They are delimited according to the reason

for the payment or deduction and other possible administrative, technical settlement or costaccounting viewpoints (such as, wage type for different difficulties).

Usage

The wage payments represent the remuneration the employee becomes for the work achieved

(such as standard pay, standard bonus) or the assured services of the employer (such as company

pension, rent subsidy). The wage deductions reduce the agreed wage payments of an employee.

Wage deductions can occur as a result of statutory regulations (such as tax laws, social insuranceregulations) or due to contractual agreements (such as wage conversion - company car, savings plan, capital formation). Voluntary wage deductions can also occur (such as trade unioncontributions).

Structure

Wage types are divided into primary and secondary wage types.

personnel action (Personnel Management)

Series of infotypes that are added, changed, completely or partially deleted or delimited in the HR

system, for the reason specified (hiring, cost center change, withdrawal, and so on). The sequence

of the infotypes that are to be edited using these actions is defined in the HR system.

feature

Objects that can take on different characteristics depending on the organizational unit. Thus afeature and its characteristics can control different processes.

employee (Personnel Management)

Person who contributes, or has contributed, to the creation of goods and services within theenterprise. As a rule, this occurs on the basis of a work contract or contract for services.

Usage

The employee constitutes the main focus of interest for the majority of Human Resource

application components (Personnel Administration, Time Management, Payroll, and so on). All business processes within these application components relate to the employee.

employee trip

An employee's business trip. This represents the change of location, including the outbound andreturn journeys, due to a temporary external activity.

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Structure

A trip consists of several trip facts. These are mainly specifications pertaining to trip times,

destinations and travel expenses. These specifications are used to determine the reimbursement

amounts. Each trip has exactly one status, which characterizes the respective section of its cycle:requested, completed, settled, and so on. Exact specifications relating to the assignment of costs tocost centers, projects, or production orders can be made for a trip or for individual trip facts.

For example,

Employee: Chris Miller

Trip duration: from 05/01/2000 10 a.m. to 05/01/2000 10 p.m.

Main destination: ABC AG, Hamburg, GermanyTrip type - statutory: Business trip

Travel expense type: HotelMeals - per diem

Mileage - flat rateDistance traveled: 678 km

PD/FR settlement

Payment of an employee's travel expenses by per diem or flat rate. Reimbursement is calculated

without consideration of the actual travel expenses incurred. There are three different types of rates:

Flat rates for mileage

Per diems for meals

Per diems for accommodations

period parameter (Payroll)

Two-digit numerical parameter that defines the time interval for which a payroll area is settled. A

payroll area is assigned to just one period parameter. The respective period to be settled isdetermined via the period parameter.

Structure

In the standard version parameter values are defined for monthly, once a week, once every twoweeks, quarterly, and so on.

Example

If the payroll period 01 is assigned to the period parameter 01 (monthly) for the year 2000, thenJanuary 2000 is meant.

payroll (Payroll)

Calculation of the remuneration, tax amounts, insurance amounts, and other pay of an employeefor a particular payroll period.

Structure

A payroll run contains several items. An item represents the result of the evaluation in relation tothe wage type.

payroll area (Personnel Management)

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Examples:

Personnel number

Name

Address

Bank details

Social insurance number

Health insurance fund

additional travel expenses

Receipts that do not belong to the following classifications:

Mileage

Meals

Accommod.Travel priveleges

Employee-relevant parameters for travel expense settlement.trip provision

Guideline for determining the reimbursement of travel expenses and the method by which they aretaxed.

Integration

Trip provisions are defined for one respective trip provision variant. Together with the different

influencing factors (such as trip type, trip activity, trip country, reimbursement group) theydetermine the per-diem/flat-rate, maximum and deduction amounts.

trip currency: Currency in which the results of the travel expense settlement is presented per trip.

Destination

Location (town/city and country) in which a business trip takes place. A distinction is made between the main destination and (one or more) stopovers.

retroactive accounting (Payroll)

A payroll run is repeated for a period for which payroll accounting has already been performed in

the payroll past. Retroactive accounting is triggered during the payroll run for the current period if

certain master and time data affecting the payroll past has been changed in the meantime. Onlychanges to master and time data are relevant to retroactive accounting since previous payroll

results must be corrected. A retroactive accounting limit can be set for the whole company and/or for just one employee.

retroactive accounting period (Payroll)

A past payroll accounting period for which the payroll run has been repeated. The retroactiveaccounting period refers either to an individual employee or to a payroll area.

retroactive accounting period, earliest (Payroll)

This is the period that lies furthest in the past for which retroactive accounting can take place. The

retroactive accounting run is made for a payroll period for which the payroll run has already been

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carried out. The earliest retroactive accounting period is determined for a payroll area, wherebythe system also takes the starting date of an employee into consideration.

subschema (Payroll)

A subschema is a personnel calculation schema that is called up in another schema using the Copyfunction. A subschema does not have to be executable.

maximum rate for mealsThe limit that the sum of all receipts for meals for one day is not allowed to exceed.

meals per diem

Additional expenses for meals are calculated for each trip day with a certain per diem rate.

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GLOSSARY

Document (Financial Accounting)

Proof of a business transaction. A distinction is made between original and data processing (DP)documents.

Original documents include incoming invoices, bank statements, and carbon copies of outgoinginvoices.

DP documents include accounting, sample, and recurring entry documents. Accounting

documents represent the original document in the system. Sample and recurring entrydocuments are templates that make it easier to enter accounting transactions.

Business trip

Professional task performed by the employee away from his or her home and place of work.

IATA location

Location that has been registered by the IATA (International Air Transport Association) andassigned an IATA code.

IATA locations are used as the basis for flight, hotel, and rental car reservations and are the

smallest geographical unit in the Travel Planning component. An IATA location can be a city,and/or an airport or train station, for example.

Information type (= infotype) (Personnel Management)

A set of data grouped according to its content.

In the Human Resources component, the aim is to be able to process person-related data in aneffective structure according to business requirements.

From a technical point of view, infotypes reflect in their structure a set of related data records andare identified by a four-character number (for example, Addresses infotype (0006)).

Infotypes can be stored time-dependently so that employee data can be analyzed with relation tothe past.

Infotypes are displayed for the user as entry masks which you can use to maintain infotyperecords. You can maintain infotype records individually or using fast entry.

You have the following options for processing infotype records:

Create

Change

Copy

Delimit

Delete

Class rule

Enterprise-specific rule that controls the selection of travel services per employee.

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Feature

Object in the system that determines specific values by querying various personnel and datastructure fields at a company.

The values are "return values“ or "results". They are used to determine default values and controlcertain system processes.

Features thus improve system flexibility.The most important types of features are those that:

determine defaults values

control system processes

determine how lists are displayed in reporting

Passenger Name Record (PNR)

The booking code of the global reservation system connected to R/3 Travel Planning.

The PNR transfers information about the relevant time and location data for the transportation or