AC270 Travel Management
AC270
AC270 Travel Management-Travel Expenses... 1 Copyright ... 2 Course Prerequisites... 4 Target Group ... 5 Course Overview ... 1 Course Goals ... 2 Course Objectives ... 3 Course Content ... 4 Course Content ... 5
Course Overview Diagram ... 6
Main Business Scenario ... 7
Overview... 1
Overview: Objectives... 2
Course Overview Diagram ... 3
The Travel Management Cycle... 4
Travel Management: Environment ... 5
HR Master Record (Mini Master): Infotypes... 6
Travel Privileges... 7
Overview: Review... 8
Overview Exercises... 9
Overview Solutions... 10
Entry and Approval of Trips ... 1
Entry and Approval of Trips: Objectives... 2
Course Overview Diagram ... 3
Organizational Forms of Trip Data Entry... 4
Workflow for Decentralized Entry: Approving a Travel Request... 5
Workflow for Decentralized Entry: Approving a Trip ... 6
Other Sample Workflows in the Standard System ... 7
Authorization Concept ... 8
Overview: Processing Trip Data ... 9
Personal Settings in the Travel Manager ... 10
-... 11
The Travel Manager Data Areas... 12
The Infocenter ... 13
Travel Expense Manager Functions... 14
The Travel Expense Manager ... 15
Entering Receipts... 16
Additional Receipt Information ... 17
Receipt Wizard ... 18
Additional Destinations... 21
Changes in Flat Rates for Miles/Km ... 22
The Travel Calendar ... 23
The Weekly Report ... 24
Payment of Advance ... 25
Payment of Advances via Cash Office- Manual Posting -... 26
Payment of Advances via Cash Office- Trip Advances Transaction - ... 27
Payment of Advances via Financial Accounting ... 28
Payment of Advances via Financial Accounting (II) ... 29
Payment of Advances via DME... 30
Payment of Advances via DME (II)... 31
Cost Assignment... 32
General Assignment of All Trips per Employee ... 33
Cost Assignment at Different Levels ... 34
Central Approval ... 35
Entry and Approval of Trips: Review ... 36
Entry and Approval of Trips Exercises ... 37
Entry and Approval of Trips Solutions ... 44
Settlement, Payment, and Posting of Trips... 1
Settlement, Payment, and Posting of Trips: Objectives... 2
Course Overview Diagram ... 3
Travel Expenses... 4
The Payroll Period of the Personnel Control Record with Active Integration ... 5
For-Period and In-Period of the Inflow Principle ... 6
For-Period and In-Period of the Origin Principle... 7
Travel Expense Statement ... 8
Payment of Travel Expenses ... 9
Organizational Forms of Payment ... 10
Payment via FI Employee Customer/Vendor Account... 11
Posting Travel Expenses in Accounting... 12
Payment via HR Payroll ... 13
Integration of Travel Management and HR Payroll ... 14
Payment via Data Medium Exchange ... 15
Travel Management/Funds Management Integration... 16
Settlement, Payment, and Posting of Trips: Review ... 17
Corporate Card – Settlement with Employee Account... 7
Corporate Card – Settlement with Company Account ... 8
Central Travel Center Card (Ghost/Lodged Card) ... 9
Credit Card Clearing: Customizing... 10
Importing and Assigning Credit Card Data ... 11
Credit Card Clearing: Summary ... 13
Mobile Travel Expenses for Laptops ... 1
Mobile Travel Expenses for Laptops: Objectives ... 2
Course Overview Diagram ... 3
Mobile Travel Expenses: Business Scenario ... 4
Mobile Travel Expenses: Course Objectives ... 5
Mobile Time & Travel: Overview ... 6
Mobile Travel Expenses for Laptops: User Interface... 7
Special Functions in Mobile Travel for Laptops... 8
Technical Basics ... 9
Installation Notes ... 10
Two-Way Synchronization with the SAP Mobile Engine ... 11
Mobile Travel Expenses for Laptops: Review... 12
Per Diems/Flat Rates (General) ... 1
Per Diems/Flat Rates (General): Objectives ... 2
Course Overview Diagram ... 3
Per Diems: Connection Between Trip Facts and Travel Privileges... 4
Changes in Per Diems for Meals / Accommodations... 5
Enterprise-Specific Trip Type (ETT) Example: Trips Between Plants ... 6
Per Diems/Flat Rates (General): Review... 7
Optical Archiving ... 1
Optical Archiving: Objectives ... 2
Course Overview Diagram ... 3
Structure of Optical Archiving ... 4
Entry Types: Optical Archiving... 5
Document Assignment via Bar Code ... 6
Document Assignment via Workflow ... 7
Optical Archiving: Review... 8
Number Ranges and Master Data for Travel Management ... 1
Number Ranges and Master Data for Travel Management: Objectives ... 2
Course Overview Diagram ... 3
The Implementation Guide (IMG) ... 4
Initial Screen of Customizing for Travel Expenses... 5
Trip Number Ranges... 6
Trip Provision Variant: Definition ... 7
Reimbursement Group Travel Costs/Vehicle Classes ... 10
Vehicle Types ... 11
Employee Grouping - Travel Management ... 12
Define Trip Areas ... 13
Travel Expense Types for Individual Receipts ... 14
Default Values/Maximum Rates for Expense Types... 15
Additional Receipt Information ... 16
Contact Persons ... 17
Number Ranges and Master Data for Travel Management: Review ... 18
Number Ranges and Master Data for Travel Management Exercises ... 19
Number Ranges and Master Data for Travel Management Solutions ... 20
Reimbursements: Mileage... 1
Reimbursements: Mileage: Objectives... 2
Course Overview Diagram ... 3
Mileage Reimbursements: View Structure ... 4
Per Diems/Flat Rates: Mileage ... 5
Control of the Miles/Km Flat Rate Calculation ... 6
Cumulation Procedure for Miles/Kilometers... 7
Period Parameters for Miles/Km Cumulation... 8
Retroactive Accounting Problems of Miles/Km Cumulation ... 9
Reimbursements: Mileage: Review... 10
Reimbursements: Mileage Exercises... 11
Reimbursements Mileage Solutions... 12
Per Diems/Flat Rates (Customizing)... 1
Per Diems/Flat Rates (Customizing): Objectives... 2
Course Overview Diagram ... 3
Per Diems/Flat Rates: Structure of All Views ... 4
Reimbursement Group: Meals/Accommodations ... 5
Trip Countries and Regions... 6
Country Groups ... 7
Trip Types and Trip Activity Types... 8
Importing Per Diems Rates from the SAP Service Marketplace... 9
Per Diems/Flat Rates: Accommodation ... 10
Per Diems/Flat Rates: Meals ... 11
Scaling Meals Per Diems ... 12
Dialog and Settlement Control ... 1
Dialog and Settlement Control:Objectives ... 2
Course Overview Diagram ... 3
Schema and Individual Field Control... 4
Dialog Control of the Trip Schema ... 5
Individual Field Control for Dialog ... 6
Maintenance of Features ... 7
Maintenance of Features (2) ... 8
Dynamic Screen Layout - Trip Data Entry Feature TRVFD / TRVCO ... 9
Advance Payment ... 10
Travel Expenses Control (Expert View)... 11
Travel Expense Parameters Feature TRVPA (Excerpt) ... 12
Dialog and Settlement Control: Review ... 13
Dialog and Settlement Control Exercises ... 14
Dialog and Settlement Control Solutions ... 15
Form Structure... 1
Form Structure: Objectives... 2
Course Overview Diagram ... 3
Form Variant and Feature TRVFO ... 4
Form Header: Header Background ... 5
Form Header (2): Header Fields ... 6
Characteristics of the Form Blocks ... 7
Characteristics of the Form Blocks (2)... 8
Form Structure: Review ... 9
Form Structure Exercises ... 10
Form Structure Solutions... 11
Settings for Interfaces ... 1
Settings for Interfaces: Objectives ... 2
Course Overview Diagram ... 3
Transfer: Overview ... 4
Assigning Wage Types to Travel Expense Types ... 5
Assigning Wage Type to Travel Expense Type/Service Provider ... 6
Assigning Wage Types to Symbolic Accounts, FI Interface ... 7
Converting Symbolic Account to Expense Account: FI Interface ... 8
Converting the Symb. Account for the Offsetting Entry in a (Vendor) Account ... 9
Assigning: Expense Type, Wage Type, G/L Account... 10
Settlement: FI Initial Account Assignment Examples... 11
Travel Management/Accounting Interface ... 12
Travel Management/Accounting Interface (2)... 13
Integration Travel Management and HR Payroll, One Logical System ... 14
Settings for Interfaces: Review... 17
Settings for Interfaces Exercises ... 18
Settings for Interfaces Solutions ... 21
Authorization Management and Roles ... 1
Authorization Management: Objectives ... 2
Course Overview Diagram ... 3
Authorization Management: Business Scenario ... 4
Overview of Roles ... 5
Travel Management Roles... 6
Displaying Role Descriptions ... 8
Authorization Concept ... 9
Maintaining Authorizations... 10
Authorization Object ... 11
Fields and Values... 12
Assignment User Name - Personnel Number ... 13
Assigning Roles to Users... 14
Authorization Management: Review... 15
Reporting ... 1
Reporting: Objectives... 2
Course Overview Diagram ... 3
Travel Expenses Statistics ... 4
Automatic Generation of Trip Statistics Data... 5
Manual Generation of Trip Statistics Data ... 6
Travel Management Queries... 7
User Group Query/SAPQUERY/FT ... 8
Output Lists of a Query... 9
Display Technical Data for a Trip... 10
Reporting: Review ... 11
Reporting Exercises ... 12
Reporting Solutions ... 13
HR Master Record (Mini-Master) ... 1
HR Master Data (Mini Master)/Automatic Maintenance of Vendor Master Records: Objectives ... 2
Course Overview Diagram ... 3
Overview ... 4
Maintaining HR Master Data: Travel Expenses ... 5
Criteria for Choosing a System Infrastructure ... 6
Country-Specific: Germany... 7
Country-Specific: Germany (2) ... 8
Country-Specific: Germany (3) ... 9
Country-Specific: Germany (4) ... 10
Country-Specific: Public Sector Germany... 11
Country-Specific: Public Sector Germany (2) ... 13
Country-Specific: Denmark - Deductions ... 15
Country-Specific: Norway - Deductions ... 16
Business Information Warehouse Reporting ... 17
User Exits and BAdIs... 18
Before and During the Dual Currency Phase... 19
Trip Currency ... 20
Translation to Euro or Trip Currency... 21
SAP AG 2003
AC270 Travel Management-Travel Expenses
SAP AG
THE BEST-RUN BUSINESSES RUN SAP © SAP AG 2003
AC270
Travel Management – Travel Expenses
n Software Components: SAP R/3 Enterprise
n 2003/Q3
SAP AG 2003
Copyright 2003 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in
any form or for any purpose without the express permission of
SAP AG. The information contained herein may be changed
without prior notice.
All rights reserved.
Copyright
Trademarks:
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Course Prerequisites
Recommended:
l AC010 Introduction to External Financial Accounting or l HR051 Basics of Human Resources Management I and
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Target Group
l
Participants
n Project team members
n Consultants
l
Duration: 3 days
n The training materials are not teach-yourself programs. They complement the course instructor's
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l
Course goals
l
Course objectives
l
Course content
l
Course overview diagram
l
Main business scenario
Contents:
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This course will prepare you to:
lEnter, settle, pay, and post trips
l
Set up your Travel Management system to meet
your enterprise's requirements
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At the conclusion of this course, you will be able to:
lEnter, settle, pay, and post trips
l
Make the necessary settings in the
Implementation Guide
l
Set up the standard form
l
Create Travel Management queries
l
Create HR master records and the corresponding
vendors
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Unit 6 Mobile Travel Expenses for Laptops
Unit 7 Per Diems/Flat Rates (General)
Unit 8 Optical Archiving Unit 9 Number Ranges and
Master Data for Travel Management
Unit 1 Course Overview Unit 2 Overview
Unit 3 Entry and Approval of Travel Expenses
Unit 4 Settlement, Payment, and Posting of Trips
Unit 5 Credit Card Clearing
Preface
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Unit 14 Settings for Interfaces Unit 15 Authorization
Management and Roles Unit 16 Reporting
Unit 17 HR Master Data (Mini Master) Unit 10 Reimbursements: Mileage
Unit 11 Per Diems/Flat Rates (Customizing)
Unit 12 Dialog and Settlement Control
Unit 13 Form Structure
Appendix
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Course Overview Diagram
l Course Overview l Overview
l Entry and Approval of Travel Expenses l Settlement, Payment, and Posting of Trips l Credit Card Clearing
l Mobile Travel Expenses for Laptops l Per Diems/Flat Rates (General) l Optical Archiving
l Number Ranges and Master Data for Travel Management
l Reimbursements: Mileage
l Per Diems/Flat Rates (Customizing) l Dialog and Settlement Control l Form Structure
l Settings for Interfaces
l Authorization Management and Roles l Reporting
l HR Master Data (Mini Master) l Appendix
SAP AG 2003
Travel expense management is to be introduced in
your enterprise. This course is directed at two
target groups:
1) The employees in the expenses department
who enter, approve, settle, pay, and post the
trips. This group also requires a basic
knowledge of how the Travel Management
system has to be set up.
2) The system administrators who set up the
Travel Management system to meet the
requirements of their enterprise. This group
also requires a basic knowledge of how trips
are entered, approved, settled, paid, and
posted.
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Overview
Contents:
l
Travel Management: Environment
SAP AG 2003
l
Explain how the Travel Management module
relates to the overall SAP system and how
it is integrated with other SAP modules
l
Assign the HR master record infotypes to
Travel Management (mini master)
Overview: Objectives
SAP AG 2003
Course Overview Diagram
l Course Overview
l Overview
l Entry and Approval of Travel Expenses l Settlement, Payment, and Posting of Trips l Credit Card Clearing
l Mobile Travel Expenses for Laptops l Per Diems/Flat Rates (General) l Optical Archiving
l Number Ranges and Master Data for Travel Management
l Reimbursements: Mileage
l Per Diems/Flat Rates (Customizing) l Dialog and Settlement Control l Form Structure
l Settings for Interfaces
l Authorization Management and Roles l Reporting
l HR Master Data (Mini Master) l Appendix
SAP AG 2003
The Travel Management Cycle
Traveler Travel Request Travel Planning Traveler/Department Office Approval Approving Manager
Travel Expenses Reimbursement
Travel Administrator
Travel Expense Report
Traveler/Department Office
n
Travel Management contains the complete range of procedures from entering a travel
request and approving it, to posting the actual travel expenses and carrying out possible
revisions and retroactive accounting.
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Travel Management: Environment
HRPayroll Non-SAP Systems Statements for Employees Reporting DME for credit institutions FI Financial Accounting CO Cost Accounting Non-SAP Systems
Planning and Settlement
of Trips
Generate results
- Name - Org. Assignment - Cost Distribution - Travel Privileges - Personal Profile - Preferences CustomizingTravel Expense Reports (also as ESS)
HR Administration
- For an exact date - Tax-free
- Enterprise-specific
-Trip duration
-Receipts (flight, hotel, phone) -Auto. per diem calculation -Optical archive for receipts -Cost assignments -Destinations -Advances
-Credit card clearing
Online booking through interfaces with external
reservation system Travel planning
Travel
Management
HR Personnel Master FI / CO HR Payrolln HR master data and the control parameters stored in views, as well as entered trip facts, all flow into Travel Planning and travel expenses. Travel services can be reserved and booked using an external reservation system. Subsequent revisions are also taken into consideration.
n The settlement results can be forwarded to Financial Accounting (FI), to Payroll or to non-SAP systems. Payment by means of data medium exchange is also possible.
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HR Master Record (Mini Master): Infotypes
Organizational assignment
Personal data
Travel privileges
Addresses
Bank details
Cost distribution
Travel profile
Flight preference
Hotel preference
Car rental preference
Rail preference
Customer program
Infotype
Infotype
0001
0001
0002
0002
0017
0017
0006
0006
0009
0009
0027
0027
0470
0470
0471
0471
0472
0472
0473
0473
0474
0474
0475
0475
Optional Travel PlanningName
n Each employee must have at least the following Infotypes before going on a business trip: - Organizational Assignment (0001)
- Personal Data (0002) - Travel Privileges (0017)
n The personnel action Hiring (TE Mini Master) contains exactly the infotypes necessary for Travel Management and presents them, one after the other, for initial entry. Existing HR master data can be changed or supplemented at any time
n In addition, the infotypes Addresses (0006) and Bank Details (0009) are necessary if you: - Want to automatically generate vendor master records in FI for the corresponding personnel
numbers in HR.
- Utilize a form of data medium exchange (DME)
n The Cost Distribution (0027) infotype offers you the option to distribute the total costs of a trip to different cost centers.
n The infotypes Actions (0000) and Settlement Status (0003) are automatically created when an employee is first hired.
n If you want to use Travel Planning, the infotypes Travel Profile (0470), Flight Preference (0471),
Hotel Preference (0472), Car Rental Preference (0473), Rail Preference (0474) and Customer Program (0475) are also relevant.
SAP AG 2003 Valid 01.01.XXXX - 31.12.9999 PersonnelNo. Active Salaried employees Employ.Group EmplSubgroup 00098020 1 DU Name Hamburg Pers.Area Chris Miller 1000 R.grp M/A statutory R.grp M/A enterprise
E.grp expense type E.grp Travel Management Groupings 1 No distinction No distinction No distinction Group 1 Trips assigned
Employee has trips Employee has trips
Company code changes
Change permitted
R.grp travel costs Vehicle type Vehicle class
License plate number Travel Costs All employees Car No distinction Assignments Company code Business area Cost center 0001 0001 SAP A.G. Business area 0001 3200 Marketing Valid 01.01.XXXX - 31.12.9999 PersonnelNo. Active 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 trips Employee has trips
Company code changes
Change permitted
R.grp travel costs Vehicle type Vehicle class
License plate number Travel Costs
All employees Car
All vehicle classes
Assignments Company code Business area Cost center SAP A.G. Business area 0001 Employ.Group Pers.Area
Salaried employees 3200 Marketing EmplSubgroup DU Cost center
0001 0001
TRV-01 General Travel Expenses
SAP AG 2003
You are now able to:
l
Explain how the Travel Management module
relates to the overall SAP system and how
it is integrated with other SAP modules
l
Assign the HR master record infotypes to
Travel Management (mini master)
Overview Exercises
Unit: Overview
Topic: Displaying Travel Privileges
At the conclusion of this exercise, you will be able to:
•
Display the data in the Travel privileges infotype
1-1
Displaying travel privileges
Display the travel privileges for employee Chris Miller (personnel number 980xx) and
make a note of the Employee grouping - travel management.
Overview Solutions
Unit: Overview
Topic: Displaying Travel Privileges
1-1
Displaying travel privileges
In the SAP menu, choose Accounting
→
Financial Accounting
→
Travel Management
→
Travel expenses
→
Travel Expense Manager then Environment
→
HR master data
→
Display.
The Display HR Master Data screen appears.
•
Enter the personnel number in the Personnel no. field and select Travel Privileges.
•
Choose Display.
The travel privileges are displayed.
The employee grouping for Travel Management stored here is Gxx.
xx = Group number
SAP AG 2003
Entry and Approval of Trips
Contents:
l
Organizational forms of entry
l
Authorization concept
l
Travel manager/travel expense manager
l
Travel calendar
l
Weekly report
l
Trip advances
l
Cost assignment
SAP AG 2003
Entry and Approval of Trips: Objectives
l
Distinguish between the possible organizational forms
l
Use the different entry scenarios and decide when
each scenario is to be used
l
Enter trip advances
l
Use the different cost distribution procedures
for trips
l
Use the approval program
SAP AG 2003 l Course Overview l Overview
l Entry and Approval of Travel Expenses
l Settlement, Payment, and Posting of Trips l Credit Card Clearing
l Mobile Travel Expenses for Laptops l Per Diems/Flat Rates (General) l Optical Archiving
l Number Ranges and Master Data for Travel Management
l Reimbursements: Mileage
l Per Diems/Flat Rates (Customizing) l Dialog and Settlement Control l Form Structure
l Settings for Interfaces
l Authorization Management and Roles l Reporting
l HR Master Data (Mini Master) l Appendix
SAP AG 2003 Request / Travel exp. report Request / Travel exp. report Request / Travel exp. report Request / Travel exp. report Traveler
Distributed
Central
Entry
Decentralized
Entry
Central
Entry
Travel Assistant AdministratorTravel
Plan, enter, and approve trips Check and approve trips Check and approve trips
Plan, create, and change travel requests / travel expense reports
Organizational Forms of Trip Data Entry
Plan, create, and change travel requests / travel expense reports
n There are two different organizational forms for entering trip data: - Central entry
- Decentralized entry
n Two procedures can be distinguished in central entry: - Central entry of trip data after completion of a trip - Central entry of trip data with a travel request
n 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
n 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 (request open/trip completed).
SAP AG 2003 Travel request approved Travel request Travel request Approving manager
Enter travel request Check travel requestCheck travel request
Travel request rejected Travel request returned for corrections Travel request Travel request Correctio n Correctio n
Change travel request
Workflow for Decentralized Entry:
Approving a Travel Request
e-mail Automat. e-mail Traveler Appr oved Approved Rejected Rejected
n If a travel request is submitted, the trip data is entered by the employee (role = Traveler) in the system.
n The employee's supervisor (role = Approving manager) is authorized to approve the trip. The system automatically determines who the supervisor is on the basis of the organizational structure maintained. The supervisor can approve the trip, send it back to the employee for corrections, or reject it.
n If the trip is approved, the employee who submitted the travel request is informed by an automatically generated e-mail.
n If corrections are necessary, the supervisor writes a message as an attachment to the workflow. The employee receives a work item with this attachment. When the work item is executed, the transaction for changing the trip is started.
n If the travel request is rejected, the supervisor writes an explanatory message then the employee receives as an e-mail.
SAP AG 2003 Approving manager Travel administrator Trip facts consistent Reimbursement approved Reimbursement approved Enter trip facts Check trip facts Trip facts Trip facts Change trip facts Corrections needed Trip facts Trip facts Correctio n Correctio n Trip facts returned for correction Trip facts returned for correction Check reimburse-ment of expenses Reimbursement of travel expenses rejected Reimbursement of travel expenses rejected
Workflow for Decentralized Entry: Approving a Trip
Traveler
Rejected Rejected
n After the trip, the employee completes the trip data in the system. In the expenses department, the trip data is checked as to whether it is plausible and consistent with the statutory and enterprise-specific provisions. The original receipts are also compared with the data. The trip can be forwarded to the supervisor or sent back to the employee for corrections.
n If corrections are necessary, the person responsible in the expenses department records a message as a workflow attachment. The employee receives a work item with this attachment. To change the trip, he can perform the appropriate transaction directly from his Integrated inbox. When the employee saves the trip, workflow is triggered again.
n If the trip data is consistent, the employee's supervisor now has to verify it. He can approve the trip, send it back to the employee for corrections, or reject it.
n If corrections are necessary, the supervisor sends a message. The employee receives a work item and can call the transaction for changing the trip immediately.
n If the trip is rejected, the supervisor sends an explanatory message that the employee receives as an e-mail.
SAP AG 2003
Other Sample Workflows in the Standard System
à Automatic notification of traveler when travel expense settlement
n Is set to status "Waiting" n Is set to status "Settled"
n Is set to status "Transferred to FI"
à Automatic approval of travel requests under certain conditions (Travel Manager):
n Total of advances is less than the defined threshold n A value has been entered for "Estimated costs"
n The estimated costs are less than the defined threshold
à Automatic approval of travel expense reports when the total
reimbursement amount is less than or equal to the estimated costs from the travel request (including definable tolerances)
n You can modify the sample workflows that are supplied with the standard SAP system to meet your company's specific needs.
SAP AG 2003
Three
Three
aspects of access authorization that
aspects of access authorization that
can be combined according to your requirements
can be combined according to your requirements
1. Whose data can the user access?
E.g.: - Only your own data
- Data for a particular employee subgroup (If you belong to this employee subgroup, you could lock the entry of your own trips)
2. Which trips may the user process or change?
E.g.: - Trips may be created
- Approved trips may not be changed - Posted trips may not be changed
3. Which status may the user set?
E.g.: - Only enter requests, not approve - Only enter trips, not approve - Approve
Authorization Concept
n Authorizations are assigned according to the user’s role. The following roles exist in Travel Management: - Traveler - Travel assistant - Travel administrator - Approving manager - Travel manager - Payer of advances
SAP AG 2003
Entry
Travel manager/Travel exp. manager Travel calendar
Weekly report Trip advances
Central Approval
(Used for decentralized entry)
Settlement
Printing forms
Payment of travel expenses
Posting of travel expenses
2
2
2
1
1
1
3
3
3
4
4
4
5
5
5
6
6
6
Overview: Processing Trip Data
n The travel manager is a superordinate transaction, meaning that you can also create travel requests and travel plans.
SAP AG 2003
Personal Settings in the Travel Manager
Settings for User SMITHJOHN Selection Period
Display All Trips
Trips in the Last 12 Months Trips in the Current Year
Display Overview Area Display 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
n You use the Settings function to define how the Welcome Screen of your personal travel manager will appear.
n You can also define how many of your previously entered values will be displayed in your personal F4 help. This personalization is available for text fields, country and region fields, and fields for account assignment objects.
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The Travel Manager
List all trips
Create a travel expense report
Weather forecast Create a travel request
Book a flight/hotel/rental car
My open trips
Create a travel request Book flight, hotel, rental car Change travel expense report 242.36 EUR System Configuration at Moser Co. Berlin 03.07.2000
Create a travel request Book flight, hotel, rental car Change travel expense report 163.60 EUR Travel Management Consulting New York 05.09.2000
Possible follow-up activities
Possible follow-up activities
Reimburse
Reimburse
--mentment
Reason for trip
Reason for trip
First destination
First destination
From
From
n In the travel manager the employee has a complete overview of all his or her trips (travel requests, travel plans, and travel expense reports). Each of these objects can be created or changed from the travel manager. The travel manager was developed for the occasional user.
n You can decide whether you want to use the travel requests, travel plans, and travel expense reports together or only parts of them.
Ÿ With a travel request, the employee expresses the intention of undertaking a business trip and forwards this, if necessary, to an internal travel center.
Ÿ You can use a travel plan to plan a trip in detail and to book the travel items. The trip preferences stored as infotypes are taken into consideration for this. A travel plan can be created by both an internal travel center and/or by the employee.
Ÿ The travel expense report presents a collection of all the trip facts relevant to settlement. This forms the basis for the calculation of the trip reimbursement amounts according to the respective national law and for posting in accounting. If amounts occur that are taxable, these can be transferred to Payroll.
SAP AG 2003
General Trip Data
From 02/03/XXXX Date 02/05/XXXX End Time 06:50 19:30 ... Additional destinations Advance
Cost assignment for entire trip, if other than master CA Comments PD/FR reimbursement Expense Receipts Exp. receipt 001 on 02/03/XXXX Amount ... Additional information Comments
Expense receipt cost assignment, alternative ...
The Travel Manager Data Areas
n The different entry screens of the travel manager have a "form structure," that is to say, they are structured in the same way as a paper form that you fill in from top to bottom.
n Using the Settings function, you can decide how the entry screen is presented for you personally when you open the transaction. 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 that you can use to open and close the areas as required.
n The data area Expense receipts is structured differently here than in the travel expense manager. Here you first select the relevant expense type and enter supplementary data, such as the amount. The expense type is not added to the display list until you choose the Copy button (or Enter).
SAP AG 2003
The Infocenter
Contact Persons Ex. Rates Per Diems Traveler
Person
Communication
Service & Travel Accounting Name Department Building Room number Joan Smith A12 A3.66 Land Phone Fax Internet mail DE 1-301-493-3045 1-301-493-3046 [email protected] 4711 4712 Send Exchange Rates Contact Persons Per Diems Traveler Addt’l Info: Traveler
n You can use the Infocenter, which is available to both the travel manager and the travel expense manager, to retrieve information about:
- Your contact person in the expenses department:
This is defined in the organizational criteria in Customizing for travel management. - Currency converter:
To use this function, choose From Currency and To Currency in the Exchange Rates tab page and then choose Enter. The converted values are displayed.
- The 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 is displayed.
- Traveler
The data, such as the master cost center, is read from the employee's HR master data (mini master).
- Additional traveler information
SAP AG 2003
Create Change Display Results Settle
Print Approve Copy Delete Cancel
98020
Functions
PersonnelNo.Name Chris Miller
Results Approve Settle Cancel
Travel Expense Manager Functions
10023 08/09/XXXX Boston US... Trip approved To be settled 10021 07/01/XXXX Paris FR... Trip approved To be settled 10018 06/25/XXXX London GB... Trip approved To be settled 10011 06/20/XXXX Hamburg DE... Trip approved To be settled Trip Depart. Location Ctry Approval Settlement
... ... ... ... ... ...
n The travel expense manager was conceived as an expert transaction.
n If you do not know the personnel number of the person for whom data is to be processed, the entry options for the personnel number field give you various search criteria.
n The following functions are available in the travel expense manager: - Create - Change - Corrections - Display results - Settle - Print - Approve - Copy - Delete - Cancel
n On the overview screen, specific trips can be chosen via Selection criteria. The destination, the reason for the trip, or the trip status can be used as selection criteria.
SAP AG 2003
Chris Miller, PersNo. 98020, TripNo. 200344
General trip data
Alternative cost assignment for...
Receipts Add. dests Trip segments Deducts Advances Comments
Results
The Travel Expense Manager
n The basic data for trips is entered in General trip data. The data area Receipts is offered for entry first; from here you can branch to all the necessary follow-on screens via the other tab pages or via the menu. The default status defined in Customizing is set as soon as you save the trip.
n Beginning with SAP R/3 4.6A, the Infocenter function is available. Here you can store data concerning contact person and traveler. You can also obtain information about exchange rates and per diems/flat rates.
n In the travel expense manager, there is input help for all the text fields, for country and region, and for all account assignment objects. Your last entries are displayed in this input help as proposals. In
SAP AG 2003
Visualization in Travel Manager
Expense receipts Exp. receipt 001 am 03/08/XXXX Amount VAT Entertainment 150.00 EURO VAT 16% to 20% non-deductible Entertainment Flight Flight paid Hotel Hotel paid ... Number 3
Entering Receipts
Restaurant Mount View Invoice
Restaurant Mount View Invoice
Food and
drinks 150.00 EUR
n Receipts are entered under a freely definable travel expense type, which is stored in the system.
n You enter the receipt amount and the currency for each receipt. In the travel manager, the expense type is added to a display list when you choose the Copy button.
n The Number field has a particular meaning here:
Ÿ Depending on the travel expense type a different calculation method is used for the default value in the 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. For an entertainment receipt, the field contains the number of business partners entertained.
Ÿ The Number field is used to check a receipt against a maximum value per number (as defined in the IMG 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 amount may not exceed 750 EUR. If you set the display attributes of the Number field to Display, the default value cannot be changed.
SAP AG 2003
Mileage And Per Diem Reimbursement Expense receipts Exp. receipt 001 am 02/03/XXXX Amount VAT Additional information Comments Entertainment 150.00 EUR
16% VAT, thereof 20 non-deductible ...
Number 3 Participants Reason Location Country
Visualization in Travel Manager
Additional Receipt Information
n You can enter additional information for each receipt. You can do this in two ways: Ÿ Data area Additional information
Using the IMG activity Field control for additional receipt information, you can define which additional information can or must be entered for each receipt type. For example, the names of guests in the case of entertainment receipts my be required.
Ÿ Data area Comments
SAP AG 2003
Receipt Wizard
Expense types in travel expenses in the 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) = = = = = = = Example:
Components of hotel bill paid with corporate
credit card: Accomm. 1 Tax Accomm. 2 Tax Telephone Dinner Dinner 100 USD 10 USD 100 USD 10 USD 6 USD 22 USD 29 USD
n 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)
n The Receipt Wizard is available in the travel manager and the 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.
n 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).
SAP AG 2003 98020 Chris Miller Import 002 HOTL ... 100. 00 EUR . . . Da Gianni Taxi Invoice
Exp.descript. Amount Currency Date Text Receipts
Selection of Credit Card Documents
Selection of Credit Card Documents
Accom/ Hotel 100.00 EUR 03/08/XXXX Hotel
Entertainment 175.00 EUR 03/07/XXXX Entert Flight 650.00 EUR 03/06/XXXX Flight
Accommodation with breakfast 100.00 EUR Hotel Golden Stag Invoice
Credit Card Clearing
n Credit card clearing simplifies recording of receipts considerably and can be used for all entry types besides fast entry.
n You can use both corporate credit cards, with personal or company liability, and travel center cards (ghost cards/lodged cards).
n The following requirements must be fulfilled before credit card clearing can be utilized: Ÿ You can only use credit cards whose issuers support the SAP data record or for which SAP
provides the appropriate conversion programs. Most widespread credit card issuers support this standard.
Ÿ The employees' local currencies must correspond with the accounting currencies used for their credit cards.
SAP AG 2003
Lunch
Per diem flat rate 100.00 Reduced per diem rate 60.00 - 40% PD/FR reimbursement Travel Costs DeductionsWeekday Date Breakfast Lunch Tuesday 03/04/XXXX
Wednesday 03/05/XXXX Thursday 03/06/XXXX
... ...
Meals and Accommodation ...
Deductions Due to Entertainment
Dinner Night of
X
n If the employee is invited to a meal, deductions are made per diem due to gratuitous entertainment. In this case, select the relevant meals for the respective date. Deductions can also be used for enterprise-specific daily rates.
n This regulation is no longer used in Germany, except for deductions within an enterprise.
n 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: 20% of the reimbursement amount is deducted for a breakfast, 35% for lunch or dinner.
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Add
Add..destsdests acc acc. to. tomidnight rulemidnight rule Add
Add..destsdests acc acc. to. totrip itinerarytrip itinerary
Cust. A 6:00 PM 8:00 AM 10:00 AM 1:00 PM Cust. C 8:00 AM 12:00 AM Cust. C Cust. B 12:00 AM 12:00 AM Cust. A Cust. C
t
t
24.00 24.00 24.00 Change of destinationAdditional Destinations
Cust. Bn In addition to the main (first) destination of a trip, you can also enter additional destinations.
Additional destinations are trip destinations that differ from the first destination. Data can be entered as follows (see figure above):
- Trip destination: Cust. A
- Additional destinations: Cust. B Cust. C
n Enter each additional destination with its beginning (date and time) according to the sequence of the trip itinerary.
n The settlement program automatically applies the midnight rule for certain countries (for example, U.S., Japan, Germany). In other words, the per diem for meals for a trip day depends on the last destination reached by the employee before 12 midnight.
n You can assign an additional destination a different cost assignment to the one assigned to the trip destination. You do not have to assign each receipt incurred for this additional destination; this occurs automatically based on the midnight rule. You should, however, still check the assignment.
SAP AG 2003
Miles/km Allowance
t
Tax-free Company pays PD/FR reimbursement Travel Costs Miles/km 295 Vehicle class Distribution of miles/kmDate Tot. m/km Passeng. FR Bagg. kg Country ...
03/01/XXXX 155 All vehicle classes
... 28.02.XXXX 0.30 03/01/XXXX 0.30 0.30 0.50 140 02/28/XXXX
Changes in Flat Rates for Miles/Km
n In the IMG activity Define flat rates for travel costs you can store for exact dates. - Tax-free amount
- Enterprise-specific reimbursement amount
n In the figure above, a higher enterprise-specific miles/km flat rate, increased by 0.20 euro, is reimbursed as of March 1. In this case, 0.20 euro per mile/km must be taxed.
n To enter miles/kilometers for exact dates, open the data area Travel costs. The miles/km are calculated according to the exact date and the amounts stored in the view.
n If you do not enter the miles/kilometers traveled for exact dates, the trip miles/kilometers are calculated according 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).
SAP AG 2003
PersonnelNo. 98020 Name Chris Miller
Interval from to 03/01/XXXX 03/31/XXXX Day 03/01/XXXX 03/02/XXXX 03/03/XXXX 03/04/XXXX 03/05/XXXX
from to Reason Location
Travel Calendar: Domestic trips
Results Receipts Dests M/km Advances Info
Per trip Receipts Trip advances Additional destinations Text User data Cost assignment
The Travel Calendar
n The travel calendar allows you to enter several domestic trips on the same screen simultaneously.
n Since the trip country or region cannot be entered using the travel calendar, this entry type is not suitable for entering international trips.
n When you save your entries, the system sets the approval status that you have stored in feature TRVPA and sets the default settlement status to To be settled. This status can, however, be changed later.
SAP AG 2003
PersNo. 98020 Reason
Destination Name Chris Miller
Day dest. No.miles/km M/km rate Sunday Monday 02/03/XXXX Dest. A 100 30.00 Tuesday 02/04/XXXX Dest. B 50 15.00 . . . . . . . . . 115.00 12.00 Total 157.00 15.00 172.00 . . . . . . . . . Payment amount Date 02/02/XXXX Entertainment Parking ... ... ... ... Reason
Prev. week Next week Results Approve Trip status . . .
The Weekly Report
n Employees can use the weekly report to enter their own travel expenses or those of their co-workers on a weekly basis.
n In the weekly calendar, you enter each day's destination, the miles/km traveled, and the individual receipts for incurred costs.
n For entering individual receipts, the entry screen displays a list of the expense types defined in the system as permissible. On the basis of the data entered, the system determines the incurred expenses per day and the total expenses for the week.
n In the dialog box for additional receipt information, the currency, the exchange rate, and the input tax code can be entered for each individual statement/receipt.
n With this entry type, travel costs are settled by flat rate. It is not possible to perform per diem reimbursement of additional costs for meals and accommodations or miles/km distribution of travel costs.
n Using a switch in feature TRVPA (WRC setting), you can specify whether the weekly reports and the trips entered with other Travel Management transactions are to be checked as to time overlaps. If the WRC setting allows data collisions, weekly reports are not displayed in the travel manager or travel expense manager, since they are not characterized as trips.
n When the trip data is saved, the approval and settlement statuses in the status screen are set. If you do not set the status manually, the trip is saved with the approval status that you stored in feature
TRVPA and the settlement status To be settled.
SAP AG 2003 Cash office Bank Financial accounting
Payment of Advance
n If an advance is to be paid to the employee, you can choose between the following procedures: - The advance is paid by the cash office and is posted manually.
- The advance is paid by the cash office; the amount is entered in advance data entry with automatic posting via Travel Management.
- The advance is paid via a payment run in Financial Accounting. - The advance is paid via data medium exchange.
n You can choose the payment procedure you want to use in the IMG activity Define posting and
payment of trip advances.
n The best procedure would be, however, to equip traveling employees with personal credit cards and not use advances at all.
SAP AG 2003 Posting:
Vendor 100.- Cash office
100.-Example: Advance 100.- Travel expenses
500.-Posting: Travel
expense 500.-Vendor
500.-2)
2) The travel expenses are transferred to financial accountingThe travel expenses are transferred to financial accounting Cash office D C 100.-Bank D C Travel expenses D C Vendor D C 100.-500.- 500.-3)
3) Payment run in financial accountingPayment run in financial accounting Cash office D C 100.-Bank D C Travel expenses D C Vendor D C 100.-500.- 500.-400.- 400.-Posting: Vendor 400.- Bank 400.-Cash office D C 100.-Bank D C Travel expenses D C Vendor D C 100.-1)
1) The advance is paid at the cash officeThe advance is paid at the cash office
1 1
2 2
3 3
Payment of Advances via Cash Office
Manual Posting
-n As a rule, employees must apply for advances for business trips.
n If an advance is paid by the cash office, and the transaction is posted manually, the advance should be entered in the trip for documentary reasons.
n Advances that are entered for purely documentary purposes are not considered in the status Request
approved or Trip approved when the travel expenses are transferred. The prerequisite for entering an
advance is that you have chosen the variant No payment, documentary entry only in the IMG activity
Define posting and payment of trip advances.
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Payment of Advances via Cash Office
Trip Advances Transaction
-Cash office D C 100.-Bank D C Travel expenses D C Vendor D C 100.-Posting: Travel expense 500.-Vendor 500.-2)
2) The travel expenses are transferred to financial accountingThe travel expenses are transferred to financial accounting Cash office D C 100.-Bank D C Travel expenses D C Vendor D C 100.-500.- 500.-Cash office D C 100.-Bank D C Travel expenses D C Vendor D C 100.-500.- 500.-400.- 400.-Posting: Vendor 400.- Bank
400.-Example: Advance 100.- Travel expenses 500.-1)
1) The advance is paid out at cash office, entered via trip The advance is paid out at cash office, entered via trip advance entry and transferred to financial accounting
advance entry and transferred to financial accounting
Posting:
Vendor 100.- Cash office
100.-3)
3) Payment run in financial accountingPayment run in financial accounting
3
2 2
1
3 1
SAP AG 2003 Posting:
Advance 100.- Creditor
100.-1)
1) The advance entered in the travel request is transferredThe advance entered in the travel request is transferred
Advance D C 100.-Bank D C Travel expenses D C Vendor D C 100.-Posting: Vendor 100.- Bank 100.-2)
2) Payment run in financial accountingPayment run in financial accounting
Advance D C 100.-Bank D C Travel expenses D C Vendor D C 100.-100.-
100.-Example: Advance 100.- Travel expenses
500.-1
2 1
2
Payment of Advances via Financial Accounting
n If you enter an advance in a travel request, it is posted via Travel Management and the amount is reimbursed via a payment run in Financial Accounting.
n The advance is automatically offset against the actual travel expenses later.
n For this type of advance payment choose the variant Payment via financial accounting from the IMG activity Define posting and payment of trip advances.
SAP AG 2003
3)
3) The travel expenses are transferredThe travel expenses are transferred
Advance D C 100.-Bank D C Travel expenses D C Vendor D C 100.-Posting: Vendor 400.- Bank 400.-4)
4) Payment run in financial accountingPayment run in financial accounting
Advance D C 100.-Bank D C Travel expenses D C Vendor D C 100.- 400.-Posting: Travel expense 500.-Advance 100.-Vendor 400.- 100.-500.- 400.- 100.- 400.- 500.- 100.- 400.-4 3 3 3 4
Payment of Advances via Financial Accounting (II)
500.- SAP AG 2003 Posting:
Advance 100.-
DME
100.-1)
1) ManualManualposting after paymentposting after payment of of advanceadvanceviaviahouse house bankbank
Advance D C 100.-Bank D C Travel expenses D C DME D C 100.-Posting: DME 100.- Bank 100.-2)
2) PostingPosting of of advanceadvance
Advance D C 100.-Bank D C Travel expenses D C DME D C
100.-Example: Advance 100.- Travel expenses
500.-1 1
2
2 100.-
100.-Payment of Advances via DME
n Enter the advance in the travel request. The advance is paid with the next transfer of settlement results to data medium exchange. You have to post this payment manually (step 1).
n When the settlement results for the travel request are transferred to Accounting, the advance is posted in FI (step 2).
SAP AG 2003
3)
3) ManualManualposting after paymentposting after paymentviaviahouse house bankbank of of the travel the travel
expenses
expensesless the amountless the amount of of the advancethe advance
Advance D C 100.-Bank D C Travel expenses D C DME D C 100.-Posting: DME 400.- Bank 400.-4)
4) PostingPosting of of traveltravelexpensesexpenses Advance D C 100.-Bank D C Travel expenses D C DME D C
100.-Example: Advance 100.- Travel expenses
500.-Posting: Travel expense 500.-Advance 100.-DME 400.-3400.- 400.- 3 4 500.- 100.-4 100.-4 100.- 100.- 400.- 100.-
400.-Payment of Advances via DME (II)
n After the trip, you supplement the trip facts in the travel request and save the trip with the status Trip
completed.
n The next time settlement results are transferred to data medium exchange, the travel expenses, less the amount of the advance, are paid. You have to post this payment manually (step 3).
n When the trip settlement results are transferred to Accounting, the travel expenses are posted in FI (step 4).
n For this type of advance payment choose the variant Payment via DME from the IMG activity Define
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General cost assignment
for all trips per employee
èThe total costs of a trip are assigned per employee to company code/cost center (or company code/funds center/fund).
Cost assignment per trip
Cost assignment per trip
èAlternative account assign. to CO receiving account èCost assignment by percent
- Total costs of trip - Costs for individual destinations
- Individual receipts - Individual trip segments èTo company code/
CO receiving account èReceipts can also be
assigned by amount
Cost Assignment
n 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.)
n You can override the general cost assignment for all trips per employee with a cost assignment within a trip.
n In addition to CO receiving accounts, you can also assign FM (Funds Management) receiving accounts, such as funds centers.
SAP AG 2003 Personnel No.98020 Chris Miller Infotype: - Cost Distribution - Travel Privileges - Organizational Assignment 30 40 25
. . .
Trip 2 Trip 1 Trip n 5General Assignment of All Trips per Employee
n 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).
n For this purpose, each employee is assigned Employee travel expense assignment guidelines in HR master data, according to which the total costs of his/her trips are distributed.
n The employee travel expense assignment guidelines are determined via a decision tree made up of the following Infotypes:
- Cost Distribution (0027, subtypes 02 and 01) - Travel Privileges (0017)
- Organizational Assignment (0001)
n 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 last, the cost center in the Organizational Assignment infotype.
