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SAP AG 2001

Integration of Travel Planning with Travel Expenses

Contents:

Integration of Travel Planning - Travel Expenses

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Explain how Travel Planning Travel Planning is integrated with Travel Expenses

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

Integration: Unit Objectives

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Course Overview Diagram

Course Overview

Overview of Travel Planning

Entry and Approval ofTravel Requests and Plans

Integration of Travel Planning and Travel Expenses

RFC Destination Travel Planning Master Data Structure of Enterprise-Specific

Travel Policy Reproduction of Agreements with

Travel Service Providers Process Control Authorization Management Reporting Conclusion

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A company uses both components of Travel Management: Travel Planning and Travel Expenses. The data in Travel Planning is to be automatically integrated in Travel Expenses.

Integration: Business Scenario

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Integration in Data Entry

Create travel request

Travel Request

Travel Plan

Travel Expense Report

Createtravel plan

Create travel expense report

Direction ofData Transfer

Direction ofData Transfer If Travel PlanIs Omitted

With integration within Travel Management, the following data is automatically generated from a booked travel plan when the relevant travel expense report is created:

General trip data (location, time, reason for trip, comments and so on) Expense receipts are created from the travel services provided, flight, hotel, car rental, (train) The amounts for the expense receipts are generated on the basis of the prices valid at the time of

booking. These amounts can, if necessary, be changed manually (if, for example, additional charges for miles/kilometers need to be added for a car rental)

Trip activity types are automatically generated (depending on Customizing settings)

The IMG activities on which this is based are explained in the following slides.

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Integration in Travel Management Customizing

For numbering cf. next page

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Set the parameters for the integration of Travel Planning and Travel Expenses in Travel Management Customizing using the IMG views listed above. These are explained in more detail on the following slide.

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For each trip provision variantFor each trip provision variant

Travel req. active? Travel plan active? Exp. report active? (Travel manager)

What is active?What is active? Assignments - What is generated from what?

Travel Plan Travel Exp.ReportTravel service Expenses receipt

e.g. C (rental car) generates MTWG (rental carreceipt)

Trip activity type Trip activity typeData transferfrom plan toexpenses active?

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What Expense Report Data Is Generated from what Plan Data?

Due to the integration of Travel Planning and Travel Expenses trip data can be transferred from the travel plan of a trip to the travel expense report of this trip, whereby the expense receipts are generated automatically. When you create a travel plan the system automatically creates a travel expense report in the background, which is then available for processing later. In the standard delivery the integration is activated for all trip provision variants.

If specified in the travel plan, the following data is transferred: General trip data (time, destination, reason, and so on) Stopovers Cost distribution Expense receipts (generated from the travel services booked in the travel plan) if requested.

The integration of Travel Planning and Travel Expenses covers all the entry transactions in these two components.

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Carry out the settings in Customizing for integration of Travel Planning and Travel Expenses

You are now able to:

Integration: Unit Summary

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