PUBLIC
SAP Cloud for Travel and Expense
Table Of Contents
1
Getting Started as an Administrator . . . .
7
2
How to Switch from Microsoft Silverlight® to HTML5 . . . .
13
3
What's New for Administrators . . . .
17
4
What’s New for the Country Versions . . . .
20
5
Upgrade Activities . . . .
21
6
Travel Admin . . . .
22
6.1 Managing Travel Expense Budgets . . . 22
6.2 Restore Deleted Trips . . . 23
6.3 Setting Up Exchange Rates . . . 24
6.4 Managing Credit Cards . . . 25
6.5 Field Settings . . . 35
6.6 Managing Related Products . . . 39
6.7 Managing Employee-Specific Mileage Rates . . . 40
6.8 Specify Cost Object Conditions Based On Expense Types . . . 42
7
Business Configuration . . . .
44
7.1 Overview Quick Guide . . . 44
7.2 Implementation Projects Quick Guide . . . 45
7.3 Setting the Time Zone . . . 47
7.4 Setting Up Exchange Rates . . . 47
7.5 Managing ERP Accounts and Vendors . . . 49
7.6 Setting Up Expense Reporting . . . 49
7.7 Setting Up Audit and Approval of Expense Reports . . . 51
7.8 Setting Up Auditing and Approval of Expense Types . . . 54
7.9 Editing Expense Reimbursement Groups . . . 55
7.10 Editing Expense Types . . . 57
7.11 Setting Mileage Rates . . . 62
7.12 Setting Per Diem Rates and Deductions . . . 64
7.13 Configuring Beneficiary Types and Spend Tracking . . . 66
7.14 Configuring Daily Limits for Meals — US . . . 68
7.18 Setting Up The Audit and Approval Process . . . 73
7.19 Setting Up Checks for Minimum Trip Days for Expenses . . . 75
7.20 Setting Up Checks for Expense Limits per Trip Day or Trip . . . 76
7.21 Setting Up Checks for Duplicate Expenses . . . 78
7.22 Setting Up Checks for Exchange Rate Differences . . . 80
7.23 Fraud Prevention with Compliance Checks . . . 82
7.24 Setting Up Adjustment Reason Codes (MasterCard® Only) . . . 83
7.25 Working with Generic Country Versions . . . 84
7.26 E-Mail Security . . . 86
7.27 Configuration: E-Mail Encryption and Signature Check . . . 89
7.28 Configuration: E-Mail and Fax Settings . . . 91
7.29 Configuration: Load Certificates and Activate Signing and Encryption for E-Mails . . . 92
8
Application and User Management . . . .
95
8.1 Business Flexibility . . . 95
Working with the Adapt Menu . . . 95
Working with Mashups . . . 99
Working with Extension Fields . . . 100
Using the Flexibility Change Log . . . 103
Adding an Extension Field to a Mobile Floorplan . . . 104
Creating an Extension Field . . . 106
Extension Fields Quick Guide . . . 107
Downloading Additional Software . . . 111
Creating and Editing Form Templates . . . 112
Adding Company-Specific Help . . . 115
Administrator Adaptation Quick Guide (HTML5) . . . 117
8.2 Input and Output Management . . . 124
Business Communication Monitoring Quick Guide . . . 124
Connectivity Errors - Troubleshooting . . . 126
Communication Systems Quick Guide . . . 127
Communication Arrangements Quick Guide . . . 129
Integrating Financials and Payroll . . . 137
8.3 Background Jobs . . . 143
Monitoring Background Jobs . . . 143
8.4 Incidents . . . 144
Reporting and Tracking Incidents . . . 144
Tracking and Handling Incidents . . . 147
Report an Incident . . . 152
8.5 User and Access Management . . . 154
Business Roles in SAP Cloud for Travel and Expense . . . 154
Business Roles Quick Guide . . . 157
Business Users Quick Guide . . . 160
Working with Business Roles . . . 166
Work Quick Guide (in User and Access Management) . . . 168
Support and Technical Users Quick Guide . . . 170
Business Task Management . . . 170
Setting Up The Audit and Approval Process . . . 173
Manually Assigning Approvers . . . 176
Creating an Extension Field for the Approval Process . . . 180
9
Integration . . . 182
9.1 Integrating SAP ERP Financials . . . 182
9.2 Integrating Paymetric . . . 186
About Paymetric . . . 186
Integrating Paymetric and SAP Cloud for Travel and Expense . . . 187
9.3 Integrating Online Booking Tools, Itinerary Management Systems, or a Travel Agency . . . 188
9.4 Integrating Smart Receipt Recognition . . . 193
9.5 Integrating Central Scanning . . . 195
9.6 Integrating Electronic Invoices . . . 196
9.7 Integrating SAP NetWeaver BW . . . 198
9.8 Integrating Business Partner Master Data . . . 202
9.9 Integrating SAP Jam . . . 204
9.10 Integrating MedProID® Database . . . 207
10
Master Data Replication . . . 211
10.1 Manually Replicating Master Data . . . 211
10.2 Setting Up Cost Objects . . . 214
10.3 Setting Up Products . . . 217
10.4 Employee Replication Requests Quick Guide . . . 219
10.5 Reporting Line Unit Replication Requests Quick Guide . . . 223
11
Business Analytics . . . 226
11.1 Introduction to Reports . . . 226
11.2 Design KPI Quick Guide . . . 228
11.3 Design Reports Quick Guide . . . 229
11.4 Design Data Sources Quick Guide . . . 231
11.5 Design Key Figures Quick Guide . . . 232
11.6 Monitoring Quick Guide . . . 232
11.7 Broadcasts Quick Guide . . . 234
11.8 Hints for Joining or Combining Travel-Related Data Sources . . . 236
12
Service Control Center . . . 237
12.1 Service Control Center Quick Guide . . . 237
12.2 Monitoring Expense Report Usage in SAP Cloud for Travel and Expense . . . 237
12.3 Maintenance Schedule Quick Guide . . . 238
12.4 System Availability Quick Guide . . . 239
12.5 Systems Quick Guide . . . 240
1 Getting Started as an Administrator
As an administrator in SAP Cloud for Travel and Expense, you are responsible for setting up the system and making all the necessary initial settings, such as creating users, defining the time zone and currency to be used, and integrating SAP Cloud for Travel and Expense and the online booking tool. After you go live, you are also responsible for regular day-to-day tasks like updating exchange rates, handling incidents, and generally making sure the system runs smoothly. If you want, you can also customize your system by incorporating optional software updates or internet mashups. The administrator tasks are divided into two roles:
The system administrator, who handles technical activities and content, and the travel administrator, who handles travel- and business-related activities.
Administrator Roles
Travel Administrator's Main Tasks Work Centers System Administrator's Main Tasks Work Centers
● Manage expense reports
● Electronic Invoices
● Manage credit cards
● Travel expense budgets
● Approval processes
Travel Admin ● Input and Output Management This contains the major integration tasks formerly found under Admin System Settings
● User and Access Management
● Business Flexibility ● Task Distribution ● Background jobs Application and User Management Display:
● Employee and user data
● Cost centers and other cost objects
● Reporting line units
● Business partners
● Organizational structure
Master Data Replication
With authorization only to display data
● Manual replication of master data
● Import and Display:
○ Employees
○ Cost centers and other cost objects
○ Reporting line units
○ Business partners
● Show Organizational structure
Master Data Replication
With authorization to display and import data
Prepare, fine-tune, and integrate and extend implementation projects
Business Configuration — Configuration Elements
All business configuration activities Business Configuration
Travel Administrator's Main Tasks Work Centers System Administrator's Main Tasks Work Centers
From here you can jump to all your admin tasks with just one click. If you like, you can still find your tasks spread across all individual admin work centers.
Here are a few helpful tips for you when working with the Cockpit:
● You can always remove or add links to the tasks under Personalize This Screen .
● Numbers next to tasks, for example Unassigned Business Tasks (8), represent work items for you.
Keep in mind that not all the numbers have the same impact. Some represent notifications while others represent actual errors that need to be corrected.
Cockpit From here you can jump to all your admin tasks with just one click. If you like, you can still find your tasks spread across all individual admin work centers.
Here are a few helpful tips for you when working with the Cockpit:
● You can always remove or add links to the tasks under Personalize This Screen .
● Numbers next to tasks, for example Unassigned Business Tasks (8), represent work items for you.
Keep in mind that not all the numbers have the same impact. Some represent notifications while others represent actual errors that need to be corrected.
Cockpit
none none ● View contact and company information, and enter contact details
● System monitoring
Service Control Center
none none Design reports, data sources, and key figures
Business Analytics
If you are still using the classic Microsoft Silverlight® client but thinking about moving to the new HTML5 client, get yourself familiar with the prerequisites and benefits beforehand — How to Switch from Microsoft Silverlight® to HTML5 [page 13].
Setting Up Your System
System Administrator
Task Location Help
Set up your company code. Either A or B.
a. In Master Data Replication , under
Common Tasks, choose Edit Company. b. In Application and User
Management , under Common Tasks, choose Edit Company Codes .
Setting Up Companies and Company Codes
Task Location Help
Integrate SAP Cloud for Travel and Expense with
all necessary external systems. In one of the following:Application and User Management , choose
● Communication Systems ● Communication Arrangement ● Integration Configuration
● under Common Tasks, choose Manage Expense Report Wage Types
Integrating SAP ERP FIN [page 182] Integrating SAP ERP HCM [page 137] Integrating Online Booking Tools, Itinerary Management Systems, or a Travel Agency [page 188] Integrating Paymetric [page 187] Integrating Central Receipt Scanning [page 195] Integrating SAP NetWeaver BW [page 198] Integrating Electronic Invoices [page 196]
Import employee data into SAP Cloud for Travel
and Expense from SAP ERP. In ReplicationMaster Data Replication , choose Employees Manual.
Manually Replicating Master Data [page 211]
Assign business roles (that is, authorization which allows them to perform predefined tasks) to users.
Choose Application and User Management Business Roles .
Business Roles in SAP Cloud for Travel and Expense [page 154]
and Business Roles Quick Guide [page 157]
Set up the cost centers and other cost objects (such as internal orders, projects, and sales orders) that travelers can assign the costs of their expenses to.
In Master Data Replication , choose one of the following:
● Cost Centers ● Other Cost Objects
Setting Up Cost Objects [page 214]
Travel Administrator
Task Location Help
Set your time zone. 1. In Business
Configuration Implementation Projects , select your First
Implementation and choose Open Activity List.
2. Choose Fine-Tune Time Zone
Maintenance .
Setting the Time Zone [page 47]
Task Location Help
Set the per diem rates for meals and lodging, per diem deductions for meals, and set up the per diem account determination groups to ensure that all per diem expenses are posted correctly.
1. In Business
Configuration Implementation Projects , select your First
Implementation and choose Open Activity List.
2. Choose Fine-Tune and one of the following:
● Per Diem Rates for Meals -<Country>
● Per Diem Rates for Lodging -<Country>
Setting Per Diem Rates and Deductions [page 64]
Set up and manage the G/L accounts involved in
SAP ERP transactions. 1. In Business
Configuration Implementation Projects , select your First
Implementation and choose Open Activity List.
2. Choose Fine-Tune Manage ERP
Accounts and Vendors .
Managing SAP ERP Accounts [page 49]
Set up credit card accounts. In Travel Admin , under Common Tasks, choose Manage Credit Card-Related Accounts.
Managing Credit Cards [page 25]
Define the conditions under which expense
reports require approval. 1. In Business
Configuration Implementation Projects , select your First
Implementation and choose Open Activity List.
2. Choose Fine-Tune and one of the following:
● Set Audit and Approval Process for Expense Reports <Country> ● Set Approval and Auditing
Conditions for Expense Reports — Expense Types <Country>
Setting Up the Approval and Auditing Process [page 73]
Manually assign approvers to employees
(optional). In choose Travel AdminManually Assign Approvers Approver Assignment. ,
Manually Assigning Approvers [page 176]
Task Location Help
Set the mileage rates which will be used to reimburse employees who claim for fuel for their personal car, and set up the mileage account determination groups to ensure that all mileage expenses are posted correctly.
1. In Business
Configuration Implementation Projects , select your First
Implementation and choose Open Activity List.
2. Choose Fine-Tune Mileage Rates —
<Country> .
Setting Mileage Rates [page 62]
Set up the expense types that employees can
claim in SAP Cloud for Travel and Expense. 1. In Business
Configuration Implementation Projects , select your First
Implementation and choose Open Activity List.
2. Choose Fine-Tune Expense
Reporting — <Country> .
Setting Up Expense Types [page 49]
Monitoring and Managing Your System
After you go live, you have to keep an eye on the day-to-day workings of your system and make sure that everything keeps running smoothly.
System Administrator
Task Location Help
Monitor jobs to verify, for example, if data was correctly transmitted from the credit card issuer or the online booking tool:
In Application and User Management, choose
Background Jobs.
Monitoring Background Jobs [page 143]
View any changes that other system administrators have made to the system.
In Application and User Management, choose
Flexibility Change Log.
Using the Flexibility Change Log [page 103]
Process incidents from end users directly, or request help from SAP Cloud for Travel and Expense Support.
In Application and User Management, choose
Incidents.
Tracking and Handling Incidents [page 147]
Travel Administrator
Task Location Help
View and update user details, such as e-mail
addresses and passwords. In ReplicationMaster Data Display Employees .
Manually Replicating Master Data [page 211]
View the current cost assignments in your
company, and add new ones if necessary. In Master Data Replication Display Cost
Centers .
Setting Up Cost Objects [page 214]
Task Location Help
Update the exchange rate that SAP Cloud for Travel and Expense uses to convert the cost of expenses into the currency used by your company.
In Travel Admin , under Common Tasks, choose Update Exchange Rates.
Setting Up Exchange Rates [page 24]
Assign credit cards to employees, and monitor credit card feeds to verify whether files sent from credit card issuers have been transmitted successfully or not.
1. Travel Admin Credit Card Feed
Monitoring
2. Travel Admin Credit Card
Transactions
3. In Travel Admin , under Common
Tasks, choose Manage Corporate Credit Cards
Managing Credit Cards [page 25]
Customizing Your System
System Administrator
Task Location Help
Set up single sign-on (SSO) so that users are automatically authenticated when they access SAP Cloud for Travel and Expense.
In Application and User Management, under
Common Tasks, choose Configure Single Sign-On.
Configure Your Solution for Single Sign-On
Enable users to incorporate web mashups into their SAP Cloud for Travel and Expense environment.
In Application and User Management, choose one of the following:
● Mashup Web Services ● Mashup Authoring
Working with Mashups [page 99]
Create and apply templates which you can use to add your company logo or disclaimer to the e-mails and forms sent by SAP Cloud for Travel and Expense.
In Application and User Management, choose one of the following:
● Master Template Maintenance ● Form Template Maintenance
● Microsoft Office® Template Maintenance
Creating and Editing Form Templates [page 112]
Download and install additional software which helps you with your analytics and customizing tasks.
In Application and User Management, choose
Download Center.
Downloading Additional Software [page 111]
2 How to Switch from Microsoft Silverlight® to
HTML5
Why HTML5?
HTML5 is the new standard for internet technology, and comes with a lot of advantages. It delivers most of the content without the need for additional plug-ins and can be used for everything from playing simple animations to running complex applications.
But the most important reason why we decided to run on HTML5 is to bring you a powerful and intuitive solution that can simplify your work, and save you time, and all that on a reliable, easy to use platform.
If you still want to continue using your solution in Microsoft Silverlight®, you can, of course do so, but you'll be missing out on some great new features developed only for HTML5.
Sneak Preview
Here is what the screens look like in Microsoft Silverlight and HTML5 so you can decide which ones you prefer.
Report in Microsoft Silverlight
Report in HTML5
Traveler Home Page in Microsoft Silverlight
Expense Report Details in Microsoft Silverlight
New Expense Report in HTML5
What's New for All Users
There are some great new functions available for all business users. For more information, see here.
What's New for Administrators
The following functions are available for administrators. For more details, see here [page 17].
Prerequisites
Minimum Hardware Requirements
● Pentium 4, 2.4 gigahertz (GHz) or faster(recommended Intel Core 2 Duo (2.4 GHz with a 1066 megahertz (MHz) front-side bus) ) ● At least 1 gigabyte (GB) of RAM (2 gigabytes (GB) is recommended)
Minimum Network Requirements
● Upstream: 2 mbps
● Downstream: 2 mbps
● Latency: 200ms or better
A typical active user requires approx. 10 - 16 kbps, assuming normal working behavior. SAP Support might request wired networking during issue investigation.
Supported Internet Browsers
For Microsoft Windows OS we support the following internet browsers: ● Microsoft Internet Explorer 9.0 or higher
● Google Chrome 30.0 or higher
● Mozilla Firefox 24.0 or higher
For Apple Mac OS X we support the following browser: ● Apple Safari 6.1 or higher
SAP starts support for Safari browser versions usually 3 months after their general availability. If you start using an internet browser that is not supported, the system will notify you.
The pop-up blocker should either be disabled, or the system URL should be added to your list of trusted Web sites.
Preparing Your System
1. Testing the HTML5 Client
a. Start by trying out the HTML5 client in a test tenant. Simply add this string /sap/public/byd/ runtime?client_type=html to your host URL
(for example https://myXXXXXX.travel.ondemand.com/sap/public/byd/runtime?
client_type=html).
You can switch back to the Microsoft Silverlight client at any time, however this is not
recommended once you've started using features that are available in HTML5 only. To switch to a parallel session in Microsoft Silverlight, choose Adapt Launch Microsoft Silverlight Client .
This option is available only to administrators.
b. Once you have decided to run your productive SAP Cloud for Travel and Expense solution in HTML5, you just have to complete a few more steps to get up and running.
Proceed from here [page 15] if you want to switch to HTML5 straight away. 2. Making Extension Fields and Mashups Available
a. If you use extension fields and mashups in Microsoft Silverlight, you will have to make the same content available on HTML5 screens too. You do this in the test client. Here's a list of the screens that might require adjustments before you switch to HTML5:
● Traveler Home Page
● Assistant Home Page
● Expense Report including Expense Details, Itemization, Per Diems, Mileage, Attachments
● Trip Request
● Itinerary
b. In a nutshell, this means that you have to add any extension fields and mashups previously added in Microsoft Silverlight to the HTML5 screens. You do this in adaptation mode. Find out exact details of what you have to do here:
● Extension Fields Quick Guide (HTML5)
● Mashups and Web Services
● Personalize a Mashup (HTML5)
3.
That's it! You're now ready to switch to .
Switching to HTML5 and Next Steps
Only administrators can perform this task. As soon as you switch to HTML5, the changes are visible to all users.
Keep in mind that after the switch all users can work only in HTML5; they can't switch between Microsoft Silverlight and HTML5.
3. For all travel-related tasks, you as an administrator can choose to work in HTML5. You will still have to perform all administration tasks in Microsoft Silverlight because the admin work centers are still only available in Microsoft Silverlight. To open a parallel session, choose Adapt Launch Microsoft Silverlight Client .
4. Customer-specific documentation:
This only applies if you have scoped Trip Request and/or Itinerary and you use customer-specific documentation for specific views.
In the HTML5 environment we combined the views for Trip Request, Expense Report and Itinerary into one screen with tabs for the different business documents. The Help ID for Expense Report now carries the links to the documentation for all three tasks, so that after the switch to HTML5, you will have to reassign any customer-specific help you might have for Trip Requests or Itineraries. No other screens are affected. 5. Incident Handling: If you run into any issues that you can't solve using the Help Center documentation, there
are two ways of getting help:
● Report an incident from Microsoft Silverlight [page 144]
● Report an incident from HTML5 [page 152]
If you are not satisfied with the solution to your problem, you can always switch back to Microsoft Silverlight, even after you go live.
Known Limitations
● The HTML5 client only runs on desktop applications. It does not run on mobile. ● All admin work centers are only available in the Microsoft Silverlight client.
● Although several internet browsers are supported, we recommend using Google Chrome. ● Internet Explorer 8 is not supported.
3 What's New for Administrators
To quickly find what's new in SAP Cloud for Travel and Expense as of November 2014, click Show All in the top right corner of the document and use the search function in your browser to find your keywords.
Check out the Help Center on the right of the screen if you need help at any point. Please note the meaning of the following icons:
Feature available in the HTML5 client only Highlight feature
Feature that can be switched on or off by your company depending on company-specific requirements
New Scoping and Fine-Tuning Options
The following scoping and fine-tuning enhancements are available:
Scoping Option Description Changes to Smart Receipt
Recognition scoping options
The scoping option Optimizing Smart Receipt Recognition can now be activated without having to activate the option Smart Receipt Recognition Enablement. Previously it wasn't possible to activate the optimization option, which allows OpenText to use your receipts for analysis and optimization purposes, on its own.
This means that you can now decide to help improve the tool's recognition capabilities before you actually start using Smart Receipt Recognition in your company.
Fine-Tuning Option Description New checks: Setting
Up Compliance Checks
There are two new checks to help you improve the compliance of expense reports in your company:
● Expense Limits per Trip Day or Trip lets you specify the limits employees are allowed to spend on certain expenses per trip day or whole trip.
● Minimum Trip Days for Expenses lets you specify which expenses employees are allowed to claim only after a minimum number of trip days.
For more information about new compliance checks, see Setting Up Checks for Expense Limits per Trip Day or Trip [page 76] and Setting Up Checks for Minimum Trip Days for Expenses
[page 75]. New credit card setting:
Manage MasterCard® Account Type Settings
For MasterCard credit cards, we pre-deliver a combination of Billing Type/Account Type assigned to a Payment Type, such as paid by company or paid by employee. This new fine-tuning activity enables you to check the pre-delivered payment type settings for each billing/ account type combination. In the event of errors in credit card processing, you can add new entries here to meet your company requirements.
For more information, see the task Managing MasterCard Account Type Settings in Managing Credit Cards [page 25].
New limit on advances for trip requests in the fine-tuning activity Travel Planning: Country Version Settings
If you use trip requests in your company, you can specify that an advance payment can only be requested up to a certain percentage of the total estimated costs of the trip.
Enhancement to fine-tuning activity Set Audit and Approval Process for Expense Reports: Self-Approval Settings
In addition to enabling self-approval, you can now also specify settings for self-audit. Therefore, the activity has been renamed to Self-Approval and Self-Audit Settings. For more information, see Setting Up Audit and Approval of Expense Reports [page 51].
New fine-tuning activity for tax code groups in Expense Reporting — <Country>
Up to now, you couldn't view the tax code groups delivered in SAP Cloud for Travel and Expense nor change the default assignment of tax codes to expense types. This is now possible with the new fine-tuning activity Define and edit tax code groups.
This gives you more control over which tax codes are defaulted for the various expense types in expense reports. It also enables you to limit the tax code groups offered for selection to only those that are relevant for expense types used in your company.
New Functions
The following new functions and enhancements are available in the admin work centers.
Travel Admin
Function What's New or Changed
New work center view:
Online Booking Tool Synchronization Runs
As a Travel Admin, you can now monitor jobs for the synchronization runs of the online booking tools and view the corresponding application logs. In addition, you can also schedule or reschedule synchronization jobs.
Application and User Management
Function What's New or Changed
New work distributions available for Trip Requests and Itineraries in Approval Processes
In Application and User Management Task Distribution Approval Processes or in Travel Admin Approvals Approval Processes .
The following work distributions, previously only available for expense reports, can now also be implemented for trip requests and itineraries.
● Custom Approver Determination
For this, you must scope the business option Custom Approver Determination Using SAP Cloud Application Studio. This business option enables customers to implement their own work distribution options developed in SAP Cloud Application Studio.
● Line Manager Matching the Approval Limit
This work distribution finds the line manager who has authorization to approve expenses up to a predefined limit.
● Line Manager Matching the Approval Limit Including Lower-Level Managers This work distribution finds the line manager who has authorization to approve expenses up to a predefined limit and all lower-level managers in the chain. For more information, see step 2.6 in Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests
New conditions available for Expense Reports in Approval Processes
There are new approval conditions available for expense reports:
● Advance status
You can specify that expense reports containing requests for advances require approval depending on the status of the advance (requested, cleared, or reimbursed).
● Policy Violation
You can specify that all expense reports for which the system reports a policy violation require approval.
Master Data Replication
Function What's New or Changed
Employee Replication — Usability
Incorrect employee IDs can be corrected more easily. Enhanced monitoring of FI
Posting
Consistency checks for posting messages can now be monitored better and faster in system monitoring.
See Also
What's New for the Country Versions [page 20] Upgrade Activities [page 21]
4 What’s New for the Country Versions
Here you can find out what's new or changed for the country versions of SAP Cloud for Travel and Expense as of November 2014.
Features marked with the HTML5 symbol are available in the HTML5 client only.
Country Version What's New or Changed
Germany Expense Report: Handling of Per Diem Rates for Border Crossings
To ensure compliance with German tax legislation regarding which per diem rates apply if the time of arrival at the first destination is more than 24 hours after the trip start time, we have made it possible to edit the date and time fields of the First Destination field. Under More Destinations on the expense report details screen, travelers can now specify the exact date and time of arrival at the first destination and thus ensure that the correct per diem rates are applied.
Norway Mileage Reimbursement
The system enables travelers to claim their mileage expenses by selecting the respective Vehicle Class and entering the trip distance in the Mileage section of the expense report.
The Netherlands Company Car
A new vehicle class Company Car has been added. The system records the traveler's trip distance, but it doesn't reimburse the expenses.
Belgium Statutory Rates for Meals and Lodging Per Diem
The system enables travelers to maintain the statutory rates for meals and lodging per diem. Company Car
A new vehicle class Company Car has been added. The system records the traveler's trip distance but it doesn't reimburse the expenses.
Duration-Based Meal Per Diem Rates
Based on the number of hours spent, the system calculates the meals per diem. Finland Expense Reimbursement
The system enables travelers to claim and get reimbursed for their travel expenses. Australia Statutory Mileage Rates with Mileage Accumulation
Statutory mileage rates are pre-delivered in the system. The system records and accumulates the distance traveled by each traveler.
Canada VAT on Mileage
5 Upgrade Activities
6 Travel Admin
6.1 Managing Travel Expense Budgets
Overview
You can create travel budgets for cost centers and other cost objects (projects, internal orders and sales orders) for different periods. New budgets can be created manually or, in the case of budgets by period, uploaded in a Microsoft Excel template. You create either an overall budget for a cost object for a period or individual budgets for specific categories of expense types for a period, not both.
● Create a Budget by Period
1. In Travel Admin, choose Manage Travel Expense Budgets.
The Travel Expense Budget screen lists existing budgets and displays details of the budget periods and amounts.
2. To edit a budget from the list, select the budget and choose Edit .
3. On the General tab, you can view the details of the cost object or cost center. Here you can activate or deactivate a budget.
4. On the Expense Budget tab, choose Add Row to create a new budget for a specific period, and enter an amount and currency.
Budget periods for an object must be consecutive and have no gaps or overlaps.
5. Save and review your changes.
● Create a Budget by Expense Category
If you need to specify budgets for different categories of expense types, you can do so by selecting from the available expense categories. You create either an overall budget for a cost object for a period or individual budgets for specific categories of expense types for a period, not both.
1. In Travel Admin, choose Manage Travel Expense Budgets.
The Travel Expense Budget screen lists existing budgets and displays details of the budget periods and amounts.
2. To edit a budget from the list, select the budget and choose Edit .
3. On the Expense Budget tab, choose Add Row and enter the period for the new budget by expense category.
Budget periods for an object must be consecutive and have no gaps or overlaps.
4. In the Budget by Expense Category section, select the categories of expense types you need, and enter the budget amount and currency.
The Totals column at the top displays the current budget amounts calculated for all expense categories you maintain for the period.
Be aware that expense categories with no budget defined will by default have unlimited budget.
● Create a New Budget by Period from Microsoft Excel ®
You must install the latest Add-In for Microsoft Excel under Application and User Management
1. In Travel Admin Manage Travel Expense Budgets , on the Travel Expense Budgets screen, choose
New and then Travel Expense Budget from Microsoft Excel.
2. On the Export to Microsoft Excel dialog box, choose Download to download the template. 3. Decide what you want to do with the template. Choose one of the following options:
● If you want to use the template only once, choose Open to edit the template without saving it to another location for later use.
● If you want to save the template so that you can use it again, choose a location to save the file to, enter a file name, and choose Save. Then choose Open.
We recommend that you use a new version of the template for each upload to prevent any data inconsistencies.
4. To log on to SAP Cloud for Travel and Expense from the Microsoft Excel Template, in the SAP Add-In
ribbon of the template, choose Logon.
If you cannot log on to the system from the Add-In for Microsoft Excel, ask your system administrator to check your computer and browser settings (for example, proxy server settings or list of trusted websites).
A dialog box opens where you can enter the logon details. The system URL is proposed automatically. This is the URL of the system that you are working with. After your first logon to the system, the ribbon text is changed from SAP Add-In to SAP Cloud for Travel and Expense.
5. Enter your user ID and your password, and choose Logon. 6. Enter details of the new budgets in the template.
● A Lookup function is available for some fields in the solution's toolbar, which enables you to search the system for data, for example, cost center IDs. If the function is not active for a field, you can't search for data in the system.
● When you specify a cost center type, you have to enter a cost center ID. The cost object ID field is automatically greyed out.
● Allowed date formats are DD.MM.YYYY or DD/MM/YYYY.
7. When you have finished entering data, choose Save data to.
A dialog box informs you that the data is being saved to the solution or that errors have occurred. Any errors have to be corrected before data can be saved to SAP Cloud for Travel and Expense.
After the upload, a message informs you that your data has been saved in the solution. 8. Choose Logoff.
Result: You have created new budgets for cost centers or other cost objects in SAP Cloud for Travel and Expense. E-mails sent to managers for approval of expense reports will contain budget details including overall, used and remaining budget.
6.2 Restore Deleted Trips
Travelers can now delete trips, and the deleted trip will disappear from their home page. Sometimes they might delete a trip accidentally at which point they might get in touch asking you to restore it.
Under certain conditions, deleted trips will still be available in the system and receive the new Canceled status. Whether a trip is available for you to restore it depends on the status of the documents (trip requests, itineraries)
If the trip contains.... Can you restore it?
Trip request (not submitted) No
If a trip request has not yet been submitted for approval, it will be irrevocably deleted.
Trip request (Approved or pending approval)
Yes One or more itineraries Yes
If a trip contains an expense report, you should know that:
● If a trip contains only an expense report and this expense report has not yet been released for reimbursement, it will be irrevocably deleted. In this case, it is not available in your list and can't be restored.
● If a trip contains, for example, an itinerary and an expense report and this expense report has not yet been released for reimbursement, it can be restored. Any expenses that had been added to this expense report, however, will be irrevocably deleted.
Restore a Trip
1. Go to the Travel Admin work center and choose Canceled Trips. 2. On the Manage Canceled Trips screen, choose Go.
3. Select a trip and choose Undo Cancellation.
The trip appears again on the traveler's home page. If it contains a trip request or any itineraries that require approval, it will also automatically be sent to the approver again.
6.3 Setting Up Exchange Rates
When travelers enter their expenses in SAP Cloud for Travel and Expense, the system automatically converts the amount to the currency used by your company. In order to make this conversion possible, you have to enter exchange rates for all the currency pairs used by your company, such as EUR to USD, or USD to GBP, and so on. You can enter
multiple exchange rates for a currency pair.
If no exchange rate is available for a conversion (such as converting USD to EUR), the system automatically
uses the exchange rate for the reverse currency pair (EUR to USD).
Tasks
Entering Exchange Rates Directly in SAP Cloud for Travel and Expense
1. In Travel Admin under Common Tasks, choose Update Exchange Rates. 2. Enter the required exchange rates.Always enter exchange rates in the format used in the country for which your system has been set up. In a system used in the United States, for example, use a period (.) to indicate a decimal point, such as in 1.27121, as opposed to using a comma (,), which is common practice in other countries. Avoid
making entries that use a comma and a period, such as 1,271.21.
3. Save your entries.
Importing Exchange Rates from Microsoft Excel
In addition to entering exchange rates directly in SAP Cloud for Travel and Expense, you can import exchange rates from Microsoft Excel in XML format. The columns in the file to be imported must match the fields available in SAP Cloud for Travel and Expense.
To learn how to do this, check out Creating Exchange Rates Using Microsoft Excel.
Exporting Exchange Rates to Microsoft Excel
1. In Travel Admin, choose Exchange Rate Requests. 2. Choose Export To Microsoft Excel .
If the pop-up doesn't appear, add https://*.sapbydesign.com to your list of trusted websites and
try again.
3. Select the folder to which you want to save your data as a Microsoft Excel file, and choose OK .
The exchange rates from SAP Cloud for Travel Expense are saved to a newly created Microsoft Excel file for your reference.
Removing Exchange Rates
1. In Travel Admin, choose Update Exchange Rates. 2. Select the relevant exchange rate and choose Remove .
3. Save your changes.
The exchange rate is set to inactive, and you can view it in the exchange rate history.
6.4 Managing Credit Cards
Under Travel Admin Credit Cards , you can monitor all credit card related actions. Select Feed Monitoring to view all credit card files and their current status. Select Transactions to view the credit card transactions and the related expense report — if already assigned.
Within SAP Cloud for Travel and Expense, the following credit card types and brands are supported:
Credit Card Type Credit Card Brand
MasterCar d® Visa® American Express® Lufthansa AirPlus® U.S. Bank®
Credit Card Type Credit Card Brand
Personal corporate credit cards with personal liability and payment (paid by employee):
1. The employee pays with the credit card.
2. The employee receives the credit card invoice from the credit card company and pays the credit card company.
3. The employee creates an expense report to claim back the costs from his/her company.
Yes Yes Yes Yes Yes
Personal corporate credit cards with company liability and payment (paid by company):
1. The employee pays with the credit card. 2. The company receives the credit card invoice. 3. The employee creates an expense report, including
the credit card transactions.
4. The company charges the employee for possible private expenses.
5. The company pays all expenses to the credit card company.
Yes Yes Yes Yes Yes
Central corporate credit cards with company liability and payment (paid by company via a central account):
1. The travel agency books, for instance a flight, and issues the tickets to the employee.
2. The airline receives the payment from the credit card company.
3. The company receives the credit card invoice. 4. The employee creates an expense report, including
the credit card transactions.
5. The company pays all expenses to the credit card company.
Yes No * Yes *
* The credit card provider has to be able to uniquely identify the employee and be willing to provide the employee ID to SAP Cloud for Travel and Expense for each transaction.
Importing Credit Card Data Files
SAP Cloud for Travel and Expense imports data files from credit card issuers, each with its own file format as shown in the table below:
Credit Card Brand File Type File Format
American Express Flat GL1025
If you use the format AMEX 1025, you must check the pre-delivered account assignment settings to see if they meet your company's requirements. For more information, see the task Managing American Express Account Type Settings.
US Bank (VISA) Flat USBC1
Visa Flat VCF4
MasterCard XML CDF3
Air Plus XML CDF3 (AirPlus)
We support automatic processing of expense data originating from credit card transactions. This way employees can complete their travel expense reporting as soon as possible.
To ensure that cardholder data is handled securely, SAP Cloud for Travel and Expense uses a tokenization solution provided by a third-party credit card service provider, PaymetricTM. For more information, see About Paymetric
[page 186].
If you want to enable SAP Cloud for Travel and Expense to import transactions from employees' corporate credit cards into their expense reports, you need to set up the Paymetric web service. For more information, see the SAP Cloud for Travel Expense Integration Guide, which is available on the SAP Service Marketplace at http://
service.sap.com/instguides , Cloud Solutions from SAP SAP Cloud for Travel and Expense .
The mechanism for automatically importing a set of credit card transactions into a system is called credit card feed. For example, your company can receive a file each day from a credit card issuer with a list of transactions to be assigned to expense reports. Credit card issuers are financial institutions, such as banks, that supply branded credit cards to companies and employees.
You can also upload credit card files without having to wait for the scheduled run. See the task Manually Importing Credit Card Files for information on how to do this.
If you need to ensure that credit card files are imported into the current SAP Cloud for Travel and Expense tenant only and to no other tenants, go to Travel Admin Credit Cards Feed Monitoring and choose Exclusive File Import Enable .
Tasks
SET UPManaging Credit Card Issuers
To be able to determine credit card-related accounts to be credited for expenses paid by corporate credit cards, you can add credit card issuers to your SAP Cloud for Travel and Expense system.
1. In Business Configuration Implementation Projects , select your project and choose
4. Choose Add Row .
5. Select an ID under Issuer ID, and enter the required name in Issuer Name. The Issuer Name field is case-sensitive.
If you use the file format AMEX 1025, you must check the pre-delivered account assignment settings to see if they meet your company's requirements. For more information, see the task Managing American Express Account Type Settings.
6. Save your changes.
The credit card issuer is added to SAP Cloud for Travel Expense.
You can only delete an issuer from the list if no credit card transactions have been posted.
Managing Credit Card-Related Accounts
When employees charge expenses, for example, airfares, to a central travel account or to company-paid credit cards, the company pays the invoice or monthly bill and assigns the costs initially to a reconciliation account. As employees fill out expense reports, costs are assigned to G/L accounts based on the expense type and the initial reconciliation account is offset. You must specify the offset account for each credit card type. This ensures that the details of each credit card transaction received through credit card feeds are sent to the appropriate account.
Offset accounts are also used for employee-paid credit cards when split payments are enabled. With split payments, the company does not reimburse the employee directly. Instead, the company reimburses the employee's expenses by paying the employee's credit card issuer directly.
1. In Business Configuration Implementation Projects , select your project and choose
Open Activity List .
2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Manage credit card-related accounts.
A list of existing credit card accounts appears.
4. Choose Add Row .
5. Complete the fields as required. The table shows sample entries. The fields marked with * (asterisk) are explained below the table.
Example: Add Credit Card-Related Account
Credit Card Issuer
Credit Card
Brand Card ClearingType* Type* OffsetAccount ID*
Offset Account
Name Valid From Valid To
U.S. Bank Visa Company-Paid Credit Card
Reconciliation 130 Airfare, Rail, Mileage
07/23/2012 Unlimited American
Express
AMEX Split Payment Vendor AMX Amex Split Payment
07/23/2012 Unlimited
● Card Clearing Type
○ Company-Paid Credit Card: A personal corporate credit card issued to employees, whose charges are paid by the company. Bills are sent directly to the company.
U.S. Bank only: For all transactions posted to a diversion account, a reconciliation account with the card clearing type Company-Paid Credit Card will be used.
○ Split Payment: Used for a personal corporate credit card with employee liability. You, as a company, pay the approved travel expenses directly to the credit card company. The employee receives the invoice from the credit card issuer only for any remaining private expenses and pays them directly to the credit card issuer.
In the case of Split Payment, the on-premise system requires access to the full credit card number, since this is used for payment processes. Access to the credit card number, which has been previously replaced by a token, is achieved by means of a detokenization process. A Paymetric Web service is called to retrieve the full credit card numbers from the tokens. For more information about detokenization and the detokenization options available, see the SAP Cloud for Travel and Expense Integration Guide, which is available in SAP Service Marketplace at http://service.sap.com/instguides under Cloud Solutions from SAP SAP Cloud for Travel and Expense .
○ Central Corporate Account: A central corporate credit card used by your travel center, which books and pays for certain travel services (typically flights and rail connections). The company receives the bill for this card and holds full liability for making the payments.
● Type
For employee-paid credit cards, you can specify the following types of offset accounts: ○ Reconciliation Account
This account is used to aggregate the required payments to a credit card issuer that are based on expenses for many employees.
○ Vendor Account
This account is used to make direct payments to a credit card company. ● Offset Account ID and Name
These settings are configured in the fine-tune activity Manage ERP Accounts and Vendors.
6. When you save your changes, the credit card-related account is added to SAP Cloud for Travel and Expense.
Defining Expense Types for Late Fees
Credit card providers charge late or delinquency fees for overdue payment of credit card bills. In SAP Cloud for Travel and Expense, there are several ways you can handle such fees, depending on your company policy. You can flag such late fees so that they are not reimbursed by the company but by the cardholder. This mapping only applies for credit cards from American Express GL1025, US Bank, and Visa. There are two steps involved in setting up this function:
To handle late fees in
this way You have to do this This is the result
Your company doesn't reimburse late fees to employees; late fees should be paid by the
1. In the fine-tuning activity Edit Expense Types, create an expense type specifically for late fees as described in Editing Expense Types [page 57]. In step 6 of this activity, assign the Payment / Taxation
attribute Non Reimbursable Amount (No Payment, No Taxation) to the new expense type.
2. In the fine-tuning activity Define Expense Types for Late Fees (described below), select the expense type to which late fees are automatically mapped.
When late fees are charged, the new expense type is assigned to them. Late fees are not reimbursed by the company.
To handle late fees in
this way You have to do this This is the result
Your company reimburses employees for late fee charges but it wants to track such charges for reporting purposes.
1. In the fine-tuning activity Edit Expense Types, create an expense type specifically for late fees as described in Editing Expense Types
[page 57]. In this case, do not assign the new expense type the Payment / Taxation attribute Non Reimbursable Amount (No Payment, No Taxation). 2. In the fine-tuning activity Define Expense Types for Late Fees (described
below), select the expense type to which late fees are automatically mapped.
When late fees are charged, the new expense type is assigned to them. Late fees are reimbursed by the company and can be reported on. Your company requires no special handling for late fees. ● No action required
● Optional: Late fees typically come without any merchant category code (MCC). This is represented in the system with MCC 0000 and the expense type Miscellaneous. You can change the default expense type mapping of MCC 0000 to another expense type if you want.
For more information about this, see the task Managing Merchant Category Code Mapping in this document.
Whether late fees are reimbursed or not depends on the Payment / Taxation settings that are made for the expense type assigned to MCC 0000 in the fine-tuning activity Edit Expense Type.
Define Expense Types for Late Fees
1. In Business Configuration Implementation Projects , select your project and choose
Open Activity List .
2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Define expense types for late fees.
4. For the country version you require, select the expense type for late fees that you created previously in the fine-tuning activity Edit Expense Types.
5. Save your entries.
Managing Merchant Category Code Mapping
In this activity, you can map merchant category codes (MCC) to the expense types used in your company. A merchant category code is a four-digit number used by the bankcard industry to classify businesses according to the type of goods and services they provide. Credit card feeds contain merchant category codes to identify the type of business involved in the credit card transaction. Mapping merchant category codes to expense types is a prerequisite for credit card payment processing.
If credit card transactions come without any MCC, this is represented in the SAP Cloud for Travel and Expense system with MCC 0000. This could be the case with late fees charged by credit card providers.
You cannot change merchant category codes and their descriptions since they are defined by industry standards. Each merchant category code can be assigned only to one expense type; however, an expense type can be assigned to multiple merchant category codes.
1. In Business Configuration Implementation Projects , select your project and choose
Open Activity List .
2. In the Fine-Tune phase, choose Manage Merchant Category Code Mapping — <Country> from the list of activities.
3. On the Merchant Category Code Mapping screen, a list of existing merchant category codes appears. 4. In the Expense Type field, select the expense type you want to assign to the merchant category code. 5. Optional: If you need to change the mapping for multiple expense types in one go, choose
Mass Mapping Change and enter both the current and new expense type.
6. Save your changes.
Setting Up Adjustment Reason Codes (MasterCard Only)
Adjustment reason codes are typically system-generated numbers used to identify credit card adjustments, for instance payments or late fees, and are provided by MasterCard. If you import MasterCard files into your SAP Cloud for Travel and Expense system and want to specify if adjustments are relevant for reimbursement, enable this activity.
For further information, see Setting Up Adjustment Reason Codes (MasterCard® Only) [page 83].
Managing American Express Account Type Settings
If you import credit card files in the file format AMEX GL1025, ensure that the pre-delivered settings for each American Express account type assignment meet your company's requirements.
1. In Business Configuration Implementation Projects , select your project and choose
Open Activity List .
2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Manage Amex account type settings.
A list of existing credit card accounts appears.
4. In the Payment Type column, you can select the relevant payment type.
Changes to the pre-delivered Payment Type affect the entire credit card process and could result in incorrect credit card settlements.
5. Save your entries.
Managing MasterCard Account Type Settings
If you import credit card files in the file format MasterCard CDF3, ensure that the pre-delivered settings for each MasterCard account type assignment meet your company's requirements.
1. In Business Configuration Implementation Projects , select your project and choose
Open Activity List .
2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities.
3. On the Credit Card Settings screen, choose Manage MasterCard account type settings.
Changes to the pre-delivered Payment Type affect the entire credit card process and could result in incorrect credit card settlements.
4. Either select a Payment Type or select the Inactive checkbox if the relevant combination of account type and billing type is not relevant for the credit card process.
If a credit card is already active in the system, selecting the Inactive checkbox will have no effect. Only new credit cards will be deactivated with this setting.
Creating Credit Card Test Files
In test systems, you can simulate a credit card process by creating credit card test files. You can use this function for demo purposes and to familiarize yourself with the credit card process of SAP Cloud for Travel and Expense.
Due to technical constraints of the test environment, the results, for example the status, may not always match the results of the file imports in a productive system.
1. In Travel Admin Credit Cards , choose Feed Monitoring. A list of all existing credit card files and their current status appears. 2. Choose Create Test File .
A test file is created. Note that you cannot change the file name.
3. Specify the data in the Transactions table, or, alternatively in the Transaction Information section. 4. Optionally: Specify additional information in the corresponding section. You can also add further fields via
Personalize This Screen , for instance Adjustment Reason Code (MasterCard® only) and Reason for Exclusion.
5. Optionally: Choose Check to make sure you have entered all mandatory information.
6. Choose Save .
7. On the Credit Card Feed Monitoring screen, choose to display your test file in the list and to check whether or not the import was successful.
To test live credit card files, due to PCI compliance the complete setup with the home bank and Paymetric as well as the complete setup in Business Configuration are required.
REGULAR
Assigning Credit Cards to Employees
If a credit card is not assigned to an employee, no expense can be created. Therefore, you can easily manually assign credit cards:
1. In Travel Admin, under Common Tasks choose Manage Personal Corporate Credit Cards. A list of existing corporate credit cards appears.
2. In the Show field, select Unassigned Corporate Cards. A list of unassigned cards is displayed.
3. View the employee name that appears in Credit Card Holder. In Employee, click the icon on the right. 4. In the Find field, type the required name and choose Go . Any names that match the text you entered will
appear in the worklist. 5. Click the required name.
If you are not sure to which employee the card should be assigned, do not proceed.
The name you have chosen appears in the selected table row in Employee. 6. Choose Save or Save and Close .
Result and Follow-Up: The card is now assigned to the specified employee. Once a card is assigned to an employee, all new imported transactions listed for that card are automatically assigned to the employee. For older feeds for which a transaction already exists choose Retry .
Manually Importing Credit Card Files
If you do not want to wait until the next scheduled import of files, you can trigger an import manually. This process may take a few minutes.
1. In Travel Admin, choose Credit Cards Feed Monitoring. A list of existing credit card files appears.
2. Choose Start Import Now .
3. Choose .
A new table row appears in the worklist containing details of the imported credit card file.
Marking Credit Cards as Deactivated
1. In Travel Admin under Common Tasks choose Manage Personal Corporate Credit Cards. A list of existing corporate credit cards appears.
2. In the Show field, select All Corporate Cards.
3. In the Find field, type the required name and choose Go . Any names that match the text you entered will appear in the worklist.
4. Select a row and choose Deactivate.
5. Save your changes.
Result: The card now appears with the status Deactivated in the Manage Personal Corporate Credit Cards worklist. On the Credit Card Transactions screen, the Reason for Exclusion column will show Inactive Credit Card for all deactivated credit cards.
Monitoring Credit Card Feeds
Credit card feed monitoring lets you check whether files sent from credit card issuers have been transmitted successfully. If technical errors occur, they can be identified and resolved to prevent problems in follow-on processes or with your credit card issuers.
1. In Travel Admin, choose Credit Cards Feed Monitoring. A list of existing credit card transaction files appears. 2. Under Show, select the view option you require. Error Handling
The status of imported files is indicated under Status. You can view the error details and whether manual correction is possible in the Details section below. The following statuses are possible:
● Import Succeeded indicates that the file import contained no errors. In general no further action is required. However, there can be cases for which additional information is displayed in the Details section and we therefore recommend you always check this space.
● File Import in Progress indicates that an import is currently in process. Click .
● Processing Transactions indicates that transactions are currently being processed after a file import. If this status does not change after the expected time, you must start the import again by choosing Actions
Restart Import .
● Import Failed indicates that errors in the file must be corrected by the credit card issuer as described in the error message. No manual correction by the administrator is possible.
● Import Completed with Errors indicates that errors can be corrected by the administrator as described in the error details. When errors have been corrected, select the file and choose Retry .
For example, to correct an incorrectly assigned credit card:
1. Go to Travel Admin Manage Personal Corporate Credit Cards (Common Task) . 2. In the Show field, select All Corporate Cards, enter the card ID and choose Go . 3. Assign the card to the correct employee and save your entries.
4. Return to the Credit Card Feed Monitoring screen, select the relevant file and choose
Retry .
Once errors have been corrected for files with the status Import Failed or Import Completed with Errors, you can remove these entries from the list. To do so, select the item you want to remove and choose Actions Mark as Obsolete . When you refresh the list, obsolete entries are no longer shown. If you need to, you can undo this action by choosing Undo Obsolete Status.
You can find a detailed list of all error messages as well as solutions in the Master Guide, which is available on SAP Service Marketplace at http://service.sap.com/instguides , Cloud Solutions from SAP SAP Cloud for Travel and Expense .
Monitoring Credit Card Transactions
You can view details of each credit card transaction extracted from credit card transaction files that were imported into SAP Cloud for Travel and Expense.
1. Under Travel Admin Credit Cards , choose Transactions. A list of all existing credit card transactions in your solution appears. 2. Select the view filter option you require:
● To view a list of transactions that are assigned to expense reports, select Assigned to Expense Report. ● To view a list of transactions that have not been assigned to expense reports, select To be Assigned to
Expense Report.
● To view a list of transactions with error messages, select Transactions with Errors.
● To view a list of transactions that have no expenses assigned, for example, because the expenses have been deleted, select Excluded Transactions and then refer to the Reason for Exclusion column for details. ● To open the advanced search, choose next to the search input field. Enter the value in the relevant
advanced search input field(s). The advanced search fields vary according to document type or task. 3. Choose one of the following actions:
● If a transaction has been assigned to the wrong employee, select the incorrectly assigned transaction and choose Change Employee Assignment.
● If you do not want a transaction to be further processed, for example when using paid by company transactions that have a different billing process, select the transaction and exclude it by choosing Set to Obsolete. Optional: You can add a comment to specify why you are excluding the transaction. If you want to change this comment at a later stage, choose More Comment .
● If you excluded transactions from being further processed, but want to include them again, select the transactions and choose More Undo Obsolete Setting .
● For excluded transactions whose status is Import Succeeded and that you want to make relevant for the billing process again, select the relevant excluded transactions and choose Create Expense. If an expense
