summary ac270 - travel management
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AC270 Travel Management AC270
Release 470 04/11/2006
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© SAP AG 2002
AC270 Travel Management
© SAP AG
AC270 AC270
Travel ManagementTravel Management
SAP R/3 Release 4.6C 2002/Q4
Material Number: 5004 2574
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© SAP AG 2003
Copyright
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© SAP AG 1999
Financial Accounting I
Financial Accounting and
Reporting
AC010 5 days
Asset Accounting
AC305 4 days
Special Purpose Ledger
Human Resources
Essentials I
HR051 1 day
Level 3Level 2
Travel ManagementTravel Expenses
AC270 3 days
Travel ManagementTravel Planning
AC275 2 days
@ACxxxx
more
e-learnings
@AC010a
Change Vendor
or Customer
Master Data via
Internet
Human Resources
Essentials II
HR052 2 days
@@@@
1 h
General Ledger/ Accounts Payable/ Accounts ReceivableConfiguration
AC200 3 days
Periodic Processing in
Accounts Payable/ Accounts Receivable
AC201 2 days
Financial Closing
AC205 2 days
x h
AC220 5 days
Additional FinancialFunctionality
AC260 1 day
@AC200a
InterestCalculation ofopen and/orcleared items @@
2 h
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© SAP AG 2002
Course Prerequisites
Recommended: AC010 Introduction to External Financial Account ing or
HR051 Basics of Human Resources Management I andHR052 Basics of Human Resources Management II
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Target Group
Participants Project team members
Consultants
Duration: 3 days
Notes to the user
The training materials are not teach-yourself programs. They complement the course instructor's
explanations. On the sheets, there is space for you to write down additional information.
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Course goals
Course objectives
Course content
Course overview diagram
Main business scenario
Contents:
Course Overview
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This course will prepare you to: Enter, settle, pay and post trips
Set up your Travel Management system to meet
your enterprise's requirements
Course Goals
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Unit 5 Per Diems/Flat Rates(Gen.)
Unit 6 The Euro
Unit 7 Optical Archiving
Unit 8 Number Ranges andMaster Data for TravelManagement
Unit 1 Course Overview
Unit 2 Overview
Unit 3 Entry and Approval of Trips
Unit 4 Settlement, Payment andPosting of Trips
Preface
Course Content (1)
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Unit 13 Settings for Interfaces
Unit 14 AuthorizationManagement and Roles
Unit 15 Reporting
Unit 16 HR Master Data(Mini Master)
Unit 9 Reimbursements:Travel Costs
Unit 10 Per Diems/Flat Rates(Customizing)
Unit 11 Dialog and SettlementControl
Unit 12 Form Structure
Appendix/System Inf rastructure
Exercises
Solutions
Course Content (2)
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Course Overview Diagram
Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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Travel expense settlement is to be introduced inyour 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 travel managers who set up the Travel
Management System to meet the requirements of
their enterprise. This group also requires a basicknowledge of how trips are entered, approved,
settled, paid and posted.
Main Business Scenario
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Overview
Contents:
Travel Management - Environment
Travel Privileges
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Explain how the Travel Management module
relates to the overall SAP System and how
it is integrated with other SAP modules.
Assign the HR master record Info types to
Travel Management (mini master)
Overview: Objectives
At the conclusion of this unit , you wil l be able to :
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Course Overview Diagram
Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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The Travel Management Cycle
Traveler
Travel Request
Travel Plan
Travel Assis tant
Approval
Approv ing Manager
Travel ExpensesReimbursement
Travel Administrator
Travel ExpenseStatement
Traveler
The Travel Management module contains the complete range of procedures from entering atravel 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
HR PayrollNon-SAPSystems
Statementsfor Employees
Reporting
DMEfor credit
institutions
FI Financial
Account ing
CO Cost
Account ing
Non-SAP
Systems
Planning and Settlement
of Trips
Generate results
HR Perso-nnel Master
HR Payroll
FI / COFI / CO
TravelTravelManagementManagement
- Name
- Org. Assignment
- Cost Distr ibution- Travel Privileges
- Personal Profile
- Preferences
Views
Trip facts (including ESS)
HR Administration
- For an exact date- Tax-free- Enterprise-specific
- Tr ip durat ion
- Flights, hotels
- Receipts
- Opt.archive f.receipts- Cost assignments
- Destinat ions
- Advances
External
reservation
system
Travel services
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.
The settlement results can be forwarded to Financial Accounting (FI), to HR 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 p reference
Hotel preference
Car rental preference
Rail preference
Customer program
InfotypeInfotype
00010001
00020002
00170017
00060006
00090009
00270027
04700470
04710471
04720472
04730473
04740474
04750475
Optional
Travel Planning
Name
Each employee must have at least the following Infotypes before going on a business trip:
- Organizational Assignment (0001)
- Personal Data (0002)
- Travel Privileges (0017)
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
In addition, the Infotypes Addresses (0006) and Bank Details (0009) are necessary if you:
- Want to generate vendor master records in FI for the corresponding personnel numbers in HR
automatically.
- Utilize a form of data medium exchange (DME)
The infotype Cost Distribution (0027) offers you the option to distribute the total costs of a trip todifferent cost centers.
The Infotypes Actions (0000) and Settlement Status (0003) are automatically created when an employee
is first hired.
If you want to use the Travel Planning component, you also require the Infotypes Travel Profile (0470),
Flight Preference (0471), Hotel Preference (0472), Car Rental Preference (0473), Rail Preference
(0474) and Customer Program (0475).
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Travel Privileges
Valid 01.01.XXXX - 31.12.9999
PersonnelNo.
Act iv eSalaried employees
Employ.GroupEmplSubgroup
00098020
1
DU
Name
HamburgPers.Area
Chris Miller
1000
R.grp M/A statutory
R.grp M/A
enterpriseE.grp expense type
E.grp Travel Management
Groupings
1
No distinction
No distinction
No distinction
Group 1
Trips assigned
Employee has tripsEmployee has trips
Company code changes
Change permittedR.grp t ravel costs
Vehicle type
Vehicle classLicense plate number
Travel Costs
All employees
Car
No distinction
Ass ignments
Company code
Business areaCost center
Finanzstelle
Fonds
0001
0001
SAP A.G.
Business area 0001
3200 Marketing
Valid 01.01.XXXX - 31.12.9999
PersonnelNo.
Act iv e
00098020
1
Name
Hamburg
Chris Miller
1000
Groupings
1
R.grp M/A statutory All employees
R.grp M/A enterprise All employees
E.grp expense type All employees
E.grp expense type Group 1
Trips assigned
Employee has tripsEmployee has trips
Company code changes
Change permittedR.grp t ravel costs
Vehicle type
Vehicle classLicense plate number
Travel Costs
All employees
Car
All vehicle classes
Ass ignments
Company code
Business areaCost center
SAP A.G.
Business area 0001
Employ.GroupPers.Area
Salaried employees 3200 MarketingEmplSubgroup Cost center DU
0001
0001
TRV-01 General Travel Expenses
The control parameters for Travel Expenses are stored per employee in the Infotype Travel Privileges
(0017). Examples are the reimbursement group travel costs and the statutory and enterprise-specific
reimbursement groups for accommodations and meals.
The travel privileges control, among other things, the reimbursement amounts that the settlement
program uses and the kinds of receipts that can be entered for an employee.
Travel privileges must be created in master data for each employee who is allowed to go on business
trips.
Depending on the cumulation procedure chosen in the IMG activity Define miles/kms cumulation, fields
in the Travel costs area are shown or hidden.
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You are now able to:
Explain how the Travel Management module
relates to the overall SAP System and how
it is in tegrated with other SAP modules.
Assign the HR master record Info types to
Travel Management (mini master)
Overview: Review
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Overview Exercises
Unit: Overview
Topic: Displaying Travel Privileges
At the conclusion of this exercise, you will be able to:
• Display the data in the Infotype Travel privileges
2-1 Displaying travel privileges
Display the travel privileges for the employee Chris Miller (personnel number 980xx) and
make a note of the Employee grouping - travel management .
xx = Group number
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Overview Solutions
Unit: Overview
Topic: Displaying Travel Privileges
2-1 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 field Personnel no. and select Travel Privileges.• Choose Display.
The travel privileges are displayed.
The employee grouping for Travel Management stored here is Gxx.
xx = Group number
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Entry and Approval of Trips
Contents:
Organizational forms of entry
Authorization concept
Travel manager/Travel expense manager
Travel calendar
Weekly report
Trip advances
Cost assignment
Central approval
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Entry and Approval of Trips: Objectives
Distinguish between the possible organizational forms
Use the different entry scenarios and decide wheneach scenario is to be used
Enter trip advances
Use the different cost distribution proceduresfor trips
Use the approval program
At the conclusion of this unit , you wil l be able to :
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Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
Course Overview Diagram
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Request /
Travel exp.report
Request /
Travel exp.report
Request /
Travel exp.
report
Request /
Travel exp.
report
Traveler
Distributed
CentralEntry
DecentralizedEntry
CentralEntry
Travel AssistantTravel
Administrator
Plan, enter and approve
trips
Check and
and approvetrips
Check andand approve
trips
Plan, create,
and changetravel requests
Plan, create,
and change
travel requests
Organizational Forms of Trip Data Entry
There are two different organizational forms for entering trip data:
- Central entry
- Decentralized entry
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
In decentralized entry, different organizational forms are possible, including:
- Decentralized entry of trip data by a department office
- Decentralized entry of trip data by the employee
Depending on the organizational form used, you specify who carries out which functions
(entering/changing of trip data, approval of trip data) or who is allowed to assign which status (request
open/trip completed).
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Travel request
approved
Travel requestTravel request
Approv ing manager
Tra v e l
reques t Tra v e l
reques t
Enter travel request Check travel requestCheck travel request
Travel request
rejected
Travel requestreturned
for corrections
Travel requestTravel request
C o r r e c t i o n
C o r r e c t i o n
Change travel request
Traveler
T r av el request
T r av el r equest
Workflow for Decentralized Entry: Approving a Travel Request
R e j e c t e d
R e j e c t e d
A p p r o v e d A p p r o v e d
Automat.
Caution: This procedure only functions for a travel expense report saved with the status
Request. This means that this workflow is not available for new travel requests (in Travel
Manager).
If a travel request is submitted, the trip data is entered by the employee (role = Traveler ) in the
system.
The employee's superior (role = Approving manager ) is authorized to approve the trip. The system
automatically determines who the superior is on the basis of the structure organization maintained.
The superior can approve the trip, send it back to the employee for corrections or reject it.
If the trip is approved, the employee who submitted the travel request is informed by an
automatically generated mail.
If corrections are necessary, the superior writes a message as an attachment to the workflow. The
employee receives a work item with this attachment. When the work item is executed, thetransaction for changing the trip is started.
If the travel request is rejected, the superior writes an explanatory message that the employee
receives as a mail.
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App roving manager
Tra v e l reques t Tra v e lreques t
Traveladministrator
T r av el r equest
T r av el r eques t
Trip facts
consistent
Reimbursementapproved
Reimbursementapproved
Enter trip facts
Checktrip facts
Trip factsTrip facts
Change
trip facts
Need fo r
corrections
Trip factsTrip facts
C o r r e c t i o n
C o r r e c t i o n
Trip factsreturned forcorrection
Trip factsreturned fo rcorrection
Check reimburse-ment of expenses
Traveler
T r av el r equest
T r av el
r equest
Reimbursement of travel expenses
rejected
Reimbursement of travel expenses
rejected
Workflow for Decentralized Entry: Approving a Trip
R e j e c t e d
R e j e c t e d
After his trip, the employee supplements 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
superior or sent back to the employee for corrections.
If corrections are necessary, the person responsible in the expenses department enters 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 he saves the trip, the
workflow is triggered again.
If the trip data is consistent, the employee's superior now has to verify it. He can approve the trip, send it
back to the employee for corrections, or reject it.
If corrections are necessary, the superior sends a message. The employee receives a work item and can
call the transaction for changing the trip immediately. If the trip is rejected, the superior sends an explanatory message that the employee receives as a mail.
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3 aspects o f access authorization that3 aspects of access authorization that
can be combined according to your requirementscan 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 t his employee subgroup, you
could lock the entry of your own tr ips)
2. Which trips may the user process or change?
E.g.: - t rips 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
Author izat ion Concept
Authorizations are assigned according to the role the user has. The following roles exist in Travel Management:
- Traveler
- Travel assistant
- Travel administrator
- Approving manager
- Travel manager
- Payer of trip advances
For more information, see the unit Authorization Management and Roles.
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Entry
Travel manager/Travel exp. manager Travel calendar
Weekly reportTrip advances
Central approval
(Used for decentralized entry)
Settlement
Printing forms
Payment of travel expenses
Posting of trip expenses
222
111
333
444
555
666
Overview: Processing Trip Data
The Travel Manager is a superordinate transaction, using which you can also create travel requests and
travel plans.
All the transactions are available that relate to the respective role.
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The Travel Manager
Chris Miller
Creating:
- Travel requests
- Travel plans
- Travel expense reports
Creating a travel request
Planning a business trip
Creating an expense report
The Travel Manager
Creating a travel request
Booking flight/hotel/car rental
Creating a travel expense report
List of all trips
Weather forecast
My open trips
ReisebeginnReisebeginnTripTrip beginningbeginning FirstFirst destnationdestnation Reason for tripReason for trip ReimbursReimburs.. Possible subsPossible subs..activitiesactivities
9.5.2000 New York Travel Managementconsulting
163.60Euro
Create travel requestBook flight, hotel, car rental
Change trav.exp.report
7.3.2000 BerlinSystem configuration
Moser GmbH242.36Euro
Create travel request
Book flight, hotel, car rental
Change trav.exp.report
In the Travel Manager the employee has a complete overview of all his 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.
You can decide whether you want to use the travel requests, travel plans and travel expense reports
together or only parts of them:
With a travel request the employee expresses the intention of undertaking a business trip and
forwards this, if necessary, to an internal travel center.
You can use a travel plan to plan a trip in detail and to book the travel items. 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 the employee himself.
The travel expense report presents a collection of all the trip facts relevant to settlement. These form
the basis for the calculation of the trip reimbursement amounts according to the respective nationallaw and for posting these in accounting. If amounts occur that are taxable, these can be transferred to
HR Payroll.
The user does not have to enter his personnel number for trip data entry, if it has already been assigned
to him in the infotype Communication (0105), subtype 0001.
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General trip data
From 03.02.XXXXDate
05.02.XXXXEnd
Time06:50
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 03.02.XXXX
Amount...
Additional information
Comments
Expense receipt cost assignment, alternative...
The Travel Manager Data Areas
The different entry masks 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.
Using the Settings function you can decide how the entry mask is presented for you personally when you
open the transaction. You can thus 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 area as you require.
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 press the Copy button (or Enter , see the Settings function).
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The Infocenter
Traveler Per diemsExch. ratesContact persons
Person
Name Marion Linn
Department Expenses department M-Z
Building
Room number
A12
Communication
Floor 28 1
Country
Telephone
Internet mail
DE
0234-7
4711/
Send
Using the Infocenter , that is available to both the travel manager and the travel expense manager, you
can call information about:
Your contact person in the expenses department
The per diems/flat rates for individual countries
Exchange rates
Your master cost center
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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
98020
FunctionsFunctions
CreateCreate ChangeChange DisplayDisplay ResultsResults SettleSettle
PrintPrint Approve Approve CopyCopy DeleteDelete CancelCancel
PersonnelNo.
Name Chris Miller
Depart. Location Ctry Approval Settlement
... ... ... ... ... ...
Results Approve Settle Cancel
Travel Expense Manager Funct ions
The Travel Expense Manager was conceived as an expert transaction.
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.
The following functions are available in the Travel Expense Manager:
- Create
- Change
- Display
- Display results
- Settle
- Approve
- Copy- Delete
- Cancel
On the overview screen, specific trips can be chosen via Selection criteria. The destination type, the
reason for the trip, or the trip status can be used as selection criteria.
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Chris Miller, PersNo. 98020, TripNo. 200344
General trip data
Al ternative cost assignment for ...
Receipts Add . dests Trip segments Deducts Advances Comments
Results
The Travel Expense Manager
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.
Beginning with Release 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.
In the Travel Expense Manager there is an 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
Settings you can define the maximum number of entries that the input helps are to contain.
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Presentation in Travel Manager
Expense receipts
Exp. receipt 001 on 08.03.XXXX
amountInput tax
Entertainment
150,00 Euro
Entertainment
Flight
Flight paid
HotelHotel paid
...
Number 3
Entering Receipts
Restaurant Mount View
Invoice
Restaurant Mount View
Invoice
Food anddrinks 150.00 EUR
Receipts are entered under a freely definable travel expense type, which is stored in the system.
Enter the receipt amount and the currency for each receipt. In Travel Manager the expense type is added
to a display list when you press the Copy button (or Enter , see the Settings function).
The Number field has a particular meaning here:
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.
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 maynot exceed 750 EUR. If you set the display attributes of the Number field to Display, the default value
can not be changed.
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PD/FR reimbursement
Expense receipts
Exp. receipt 001 on 03.02.XXXX
amountInput tax
Additional information
Comments
Entertainment
230.00 Euro
...
Number 3
Participants
Reason
Loc.
Ctry
Presentation in Travel Manager
Addit ional Receipt Information
You can enter additional information for each receipt. You can do this in two ways:
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. Example: The names of guests in
the case of entertainment receipts.
Data area Comments
Here you can enter a text for a receipt using an editor.
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Lunch
Per diemflat rate100.00
Reduced per diem rate
60.00
- 40%
PD/FR reimbursement
Travel Costs
Deductions
Weekday Date Breakfast Lunch
Tuesday 04.03.XXXX
Wednesday 05.03.XXXX
Thursday 06.03.XXXX
...
...
Meals and Accommodation
...
Deductions due to Entertainment
Dinner Night of
X
Deductions are made from the meals per diem due to gratuitous entertainment, if the employee is invited
to a meal. In this case, select the relevant meals for the respective date. Deductions can also be used for
enterprise-specific daily rates.
This regulation is no longer used in Germany, except for deductions within an enterprise.
In Austria and Sweden deductions are based on the reimbursement amount and not on the daily rate.
Austria: In the case of an international trip 66% of the reimbursement amount is deducted, if
both lunch and dinner were provided as entertainment..
Sweden: For a breakfast 20% of the reimbursement amount is deducted, for lunch or dinner
35%.
For information on deductions in Norway and Denmark, see appendix.
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Add Add.. dests accdests acc. to. to midnight rulemidnight rule
Add Add.. dests accdests acc. to. to trip itinerarytrip itinerary
Cust. A
18.008.00 10.00 13.00
Cust. C
8.00 24.00
Cust. CCust. B
24.00 24.00
Cust. A Cust. C
t
t
24.00 24.00 24.00
Change of
destination
Addit ional Dest inations
Cust. B
In addition to the main destination (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 above example):
- Trip destination: Cust. A
- Additional destinations: Cust. B
Cust. C
Enter each additional destination with its beginning (date and time) according to the sequence of the trip
itinerary.
The settlement program automatically applies the midnight rule for certain countries (for example, USA,
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 o'clock midnight.
You can assign an additional destination a different cost assignment to the one assigned to the tripdestination. 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.
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Miles/kms Allowance
tTax-free
Company pays
PD/FR reimbursement
Travel Costs
Miles/kms 295
Vehicle class
Distribution of miles/kmsDate Tot. m/kmPasseng. FR Bagg. kg Country ...
01.03.XXXX 155
All vehicle classes
...
28.02.XXXX
0.30 0.3001.03.XXXX
0.30 0.50
14028.02.XXXX
Changes in Flat Rates for Miles/Kms
In the IMG activity Define flat rates for travel costs you can store for exact dates:
- Tax-free amount
- Enterprise-specific reimbursement amount
In the above example, a higher enterprise-specific miles/kms flat rate, increased by 0.20 euro, is
reimbursed as of March 1st. In this case, 0.20 euro per mile/km have to be taxed.
To enter miles/kilometers for exact dates, open the data area Travel costs. Then the miles/kms are
calculated according to the exact date and the amounts stored in the view.
If you do not enter the miles/kilometers traveled for exact dates, the trip miles/kilometers are 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 ). See also the unit Dialog and
Settlement Control.
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(C) SAP AG AC270 3-19
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PersonnelNo. 98020
Name Chris Miller
Interv al 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 LocationReason
Travel Calendar: Domestic tr ips
Results Receipts Dests M/km Advances Info
Per tr ipReceipts
Trip
advances
Addi t ional
destinationsText
User
data
Cost
assignment
The Travel Calendar
Travel calendar allows you to enter several domestic trips on the same screen simultaneously.
Since the trip country or region can not be entered using travel calendar, this entry type is not suitable for
entering international trips.
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 be settled . This status can, however, be changed later.
You can display the results for all the trips visible on the screen together.
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(C) SAP AG AC270 3-20
© SAP AG 2002
98020 Chris Miller
ImportImport
002 HOTL ... 100. 00 EUR . . .
Da Gianni
Taxi
Invoice
Exp.descript. Amount Currency Date Text
Receipts
Selection o f Credit Card DocumentsSelection of Credit Card Documents
Accom/ Hotel 100.00 EUR 08.03.XXXX Hotel
Entertainment 175.00 EUR 07.03.XXXX Entert
Flight 650.00 EUR 06.03.XXXX Flight
Accommodat ionwith breakfast100.00 EUR
HotelGoldenStagInvoice
Credit Card Clearing
Credit card clearing simplifies the entry of receipts considerably and can be used for all entry types.
The following requirements must be fulfilled before you can use credit card clearing:
- The credit cards used must be supplied by providers that support the SAP data record.
- Personal credit cards (walking cards) must debit the employees' private bank accounts.
- The employees' local currencies must correspond with the settlement currencies used for their credit
cards.
The following system settings must also be established:
- In feature TRVPA (Travel expenses parameter) the characteristic CCC must be activated for the
relevant organizational unit.
- The entries in the table for the assignment of credit card transaction keys to expense types for travel
expense settlement must be verified.
- The credit card data used by your company must be maintained in subtype 0011 in InfotypeCommunication (0105).
This function is available in Travel Manager beginning Release 4.6C.
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PersNo. 98020 Reason
DestinationName Chris Miller
Day dest.
No.miles/kms
M/Kms rate
Sunday Monday
03.02.XXXX
Dest. A
100
30.-
Tuesday
04.02.XXXX
Dest. B
50
15.-
. . . . . . . . .
115.-
12.-
Total 157.- 15.-
172.-
. . . . . . . . .
Payment amount
Date 02.02.XXXX
Entertainment
Parking
... ... ... ...
Reason
Prev. week Next week Results Approve Trip status . . .
The Weekly Report
The Weekly report is used to enter employees' trips by the week.
In the weekly calendar, you enter each day's destination, the miles/kms traveled and the individual
receipts for incurred costs.
For entering individual receipts, the entry screen displays a list of the expense types defined in the
system as permissible for the weekly report. On the basis of the data entered, the system determines the
incurred expenses per day and the total expenses for the week.
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.
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/kms distribution of travel
costs.
Using a switch in feature TRVPA (WRC entry), you can specify whether the weekly reports and the tripsentered 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 do not have the character of trips. 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 .
The first day of the week is specified in feature TRVPA with the FDW entry.
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Cash offi ceCash of fice
Check
DEUTSCHE
MARK
DEUTSCHEMARK
BankBank
FinancialFinancialaccountingaccounting
Payment of Advance
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
You can choose the payment procedure you want to use in the IMG activity Define posting and payment
of trip advances.
The best procedure would, however, be to equip traveling employees with personal credit cards (walking
cards) and not use advances at all.
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Posting:Vendor 100.-Cash off ice 100.-
Example: Advance 100.- Travel expenses 500.-
Posting:Travelexpense 500.-
Vendor 500.-
2.)2.) The travel expenses are transferred to financial accountingThe travel expenses are transferred to fin ancial accounting
Cash office
D C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-
500.- 500.-
3.)3.) Payment run in financial accountingPayment run in financial accounting
Cash office
D C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-500.- 500.-
400.- 400.-
Posting:Vendor 400.-Bank 400.-
Cash office
D C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-
1.)1.) The advance is paid at the cash off iceThe advance is paid at the cash office
1 1
2 2
3 3
Payment of Advances via Cash Office- Manual Posting -
As a rule, employees must apply for advances for business trips.
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.
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. Prerequisite is that in the IMG
activity Define posting and payment of trip advances you have chosen the variant No payment,
documentary entry only.
The advance is automatically offset against the actual travel expenses later.
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Cash office
D C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-
Posting:Travelexpense 500.-Vendor 500.-
2.)2.) The travel expenses are transferred to fin ancial accountingThe travel expenses are transferred to financial account ing
Cash office
D C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-
500.- 500.-
Cash office
D C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-
500.- 500.-400.- 400.-
Posting:Vendor 400.-Bank 400.-
Example: Advance 100.- Travel expenses 500.-1.)1.) The advance is paid out at cash off ice, entered via tripThe advance is paid out at cash offic e, entered via trip
advance entry and transferred to financial accountin gadvance entry and transferred to financial accountin g
Posting:Vendor 100.-Cash off ice 100.-
3.)3.) Payment run in financial accountingPayment run in financial accounting
3
2 2
1
3
1
Payment of Advances via Cash Office- Trip Advances Transaction -
If an employee has applied for an advance and the travel request has been approved but not yet entered
in travel expense settlement, use the function Create and the entry type Trip advances to enter the
advance.
The system creates a one-minute trip for the entry date, assigns a trip number and sets the trip status
Request approved, settled . The advance is paid via the cash office.
If the travel request is approved and already entered in travel expense settlement, choose the function
Change in the entry type Trip advances and add the necessary advance data to the existing travel request.
The advance is automatically offset against the actual travel expenses later.
For this type of advance payment choose from the IMG activity Define posting and payment of trip
advances the variant Payment via cash office.
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Posting: Adv ance 100.-Creditor 100.-
1.)1.) The advance entered in the travel request is transferredThe advance entered in the travel request is transferred
AdvanceD C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-
Posting:Vendor 100.-
Bank 100.-
2.)2.) Payment run in financial accountingPayment run in financial accounting
AdvanceD C
100.-
Bank
D C
Travel expenses
D CVendor
D C
100.-100.- 100.-
Example: Advance 100.- Travel expenses 500.-
1
2
1
2
Payment of Advances via Financial Account ing (I)
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.
The advance is automatically offset against the actual travel expenses later.
For this type of advance payment choose from the IMG activity Define posting and payment of trip
advances the variant Payment via financial accounting.
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3.)3.) The travel expenses are transferredThe travel expenses are transferred
Adv anceD C100.-
Bank
D C
Travel expenses
D CVendor
D C100.-
Posting:Vendor 400.-
Bank 400.-
4.)4.) Payment run in fin ancial accountingPayment run in financial accounting
Adv anceD C
100.-
Bank
D C
Travel expenses
D CVendor
D C
100.-100.-
400.-
Posting:Travelexpense 500.-
Adv ance 100.-Vendor 400.- 100.-
100.-500.- 400.-
100.-
100.-400.-
500.-100.-
400.-4
333
4
Payment of Advances via Financial Account ing (II)
Example: Advance 100.- Travel expenses 500.-
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Posting: Adv ance 100.-
DME 100.-
1.)1.) ManualManual posting after payment of advanceposting after payment of advance viavi a house bankhouse bank
AdvanceD C
100.-
Bank
D CTravel expenses
D CDME
D C100.-
Posting:DME 100.-Bank 100.-
2.)2.) Post ing of advancePost ing of advance
AdvanceD C
100.-
Bank
D CTravel expenses
D CDME
D C
100.-
Example: Advance 100.- Travel expenses 500.-
1 1
22 100.- 100.-
Payment of Advances via DME (I)
Enter the advance in the travel request. The advance is paid with the next transfer of settlement results to
data medium exchange. You have to post this payment manually (step 1).
When the settlement results for the travel request are transferred to Accounting, the advance is posted in
FI (step 2).
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3.)3.) ManualManual posting after paymentposting after payment viavia house bank of the travelhouse bank of the travelexpensesexpenses less the amount of the advanceless the amount of the advance
AdvanceD C
100.-
Bank
D CTravel expenses
D CDME
D C100.-
Posting:DME 400.-Bank 400.-
4.)4.) Post ing of t ravelPost ing of travel expensesexpenses
AdvanceD C
100.-
Bank
D CTravel expenses
D CDME
D C
100.-
Example: Advance 100.- Travel expenses 500.-
Posting:Travelexpense 500.-
Advance 100.-DME 400.-
3 400.- 400.- 3
4500.-100.-4 100.-4
100.- 100.-
400.-400.-100.-400.-
Payment of Advances via DME (II)
After the trip, you supplement the trip facts in the travel request and save the trip with the status Trip
completed.
The next time settlement results are transferred to data medium exchange, the travel expenses less the
amount of the advance are paid. You have to post this payment manually (step 3).
When the trip settlement results are transferred to Accounting, the travel expenses are posted in FI (step
4).
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General cost assignmentGeneral cost assignment
for all trips per employeefor all trips per employee
The total costs of a trip areassigned per employee to
company code/cost center
(or company code/funds
center/fund).
Cost assignment per tripCost assignment per trip
Alternative account assign.to CO receiving account.
Cost assignment by percent
- total costs of trip
- costs for individual
destinations
- individual receipts
- individual trip segments
to company code/
CO receiving account
Receipts can also beassigned by amounts.
Cost Assignment
In cost assignment for travel expenses, Travel Management distinguishes between:
- General cost assignment for all trips per employee (Employee travel expense assignment guidelines)
and
- Cost assignment within a trip to a cost accounting receiver (cost center, order, WBS element,
network, etc.)
You can override the general cost assignment for all trips per employee with a cost assignment within a
trip.
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Personnel No.98020Chris Miller
Infotype:
- Cost Distribution
- Travel Privileges
- Organizational Assignment
3040
25
. . .
Trip 2
Color
Trip 1
Color
Trip n
5
General Assignment of all Trips per Employee
If you choose to use general cost assignment per employee, you distribute the total costs of all trips per
employee to company code / cost center (or, company code / funds center / fund).
For this purpose, each employee is assigned so-called Employee travel expense assignment guidelines in
HR master data, according to which the total costs of his/her trips are distributed.
The employee travel expense assignment guidelines are determined via a decision tree made up of the
following Infotypes:
- Cost Distribution (0027, subtypes 02 and 01)
- Travel Privileges (0017)
- Organizational Assignment (0001)
See also the documentation in the SAP Library.
Priorities are set in the following order: Cost distribution according to Infotype Cost Distribution
(subtype 02) applies first, then the account assignment in Infotype Travel Privileges, and last, the costcenter in Infotype Organizational Assignment .
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Cost assignment of individual destinations
Cost assignment of ind ividual receipts / trip segmentsCost assignment of individual receipts / trip segments
Da Gianni
78.5078,5078,50
3333 333434
1225.-
5050 5050
35.-
Destination 1 Destination 23333 33
34345050 5050
General cost assignment
3333 333434
Cost Assignment at Different Levels
A cost assignment different from the employee travel expense assignment guideline can be set for entire
trip, additional destinations, receipts and trip segments. Cost accounting receivers such as cost center,
order, WBS element, network etc. can be assigned.
If receipts are not given explicit cost assignments, the cost assignment specification of the additional
destination assigned to the receipt applies for the receipt; if additional destinations are not given explicit
cost assignments, the specification for the entire trip applies for the additional destinations.
If the total of all percents is less than 100% when the cost distribution screen is closed, the unassigned
remainder is distributed according to the employee travel expense assignment guideline.
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Approve
Display
Corrections
Simulate Cancel
IncompleteDisplay
Approv ing Tr ips
Status Name Empl/Appl Trip BegDate Dest. Total ...
Chris Miller 0007151 03.05.XXXX Maastricht 86.00
Chris Mil ler 0006043 18.03.XXXX Montreal 2650.00
Chris Mil ler 0005998 04.03.XXXX Bosto n 2180.00
Chris Mil ler 0005712 03.02.XXXX Berl in 354.00
...
Change
Central Approval
As a rule, the approval of trips takes place centrally in the expenses department.
If you enter requests and trips centrally, you can approve them after trip data entry by setting the trip
status.
In the case of decentralized trip data entry by the employee, the trips entered are checked and approved
centrally in the expenses department via the approval program.
Caution: This approval program can not currently approve travel requests or travel plans (as Travel
Manager). Instead the approval must be made in the Travel Manager directly.
The approval program presents an overview of all of the trips entered that have to be verified and
approved. The trips can be individually:
- Approved
- Put on hold (if documents are incomplete)
- Simulated- Displayed
- Changed
If trips for which payment has already been made are changed later, these corrections can be displayed
via the approval program.
You can also use this report as a general evaluation program, as you can select and then edit according to
criteria such as trip type, cost assignment and general trip data.
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You are now able to:
Entry and Approval of Trips: Review
Distinguish between the possible organizational forms
Use the different entry scenarios and decide wheneach scenario is to be used
Enter trip advances
Use the different cost distribution proceduresfor trips
Use the approval program
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(C) SAP AG AC270 3-35
Entry and Approval of Trips Exercises
Unit: Entry and Approval of Trips
Topic: Creating and Approving Domestic and
International Trips
At the conclusion of these exercises, you will be able to:
• Create domestic and international trips using different entryscenarios and subsequently approve these.
3-1 Travel Manager: One-Day Domestic Trip
On 1.10.XXXX (10th
January), from 7 a.m. to 5 p.m., the employee Chris Miller
(personnel number 980xx) drives to A.Town to visit the Crown Company in her car.
The travel costs for 300 kms and meals are reimbursed per diem.
Once you have created the trip data, simulate the travel expense settlement using theappropriate function key.
xx = Group number
XXXX = Current year
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(C) SAP AG AC270 3-36
3-2 Travel Manager: Several-Day Domestic Trip
Ms. Chris Miller (personnel number 980xx) makes a domestic trip from 01.11.XXXX (11th
January) at 8.30 a.m. to 01.13.XXXX 1.30 p.m. to B town to visit the C plant.
Meals and the 700 kms traveled are reimbursed per diem.
The following bills are handed in:
Taxi on 01.12.XXXX for 12.50 EUR
Hotel on 01.13.XXXX for 169.00 EUR
The hotel receipt includes two breakfasts, the amount for which is not shown on the bill.
Once you have created the trip data, simulate the travel expense settlement using the
appropriate function key.
xx = Group number
XXXX = Current year
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(C) SAP AG AC270 3-38
3-4 Travel Calendar for Domestic Trips
Use the travel calendar to create the following domestic trips for Ms. Chris Miller
(personnel number 980xx) in February XXXX. Meals are settled per diem for each trip.
Trip duration: 2.08.XXXX, 8 a.m. - 7 p.m. to S town, Bell company, 100 kms
Trip duration 2.09.XXXX, 10 a.m. - 5 p.m. to W. Valley, Spice Inc., 150 kms
Trip duration 12.02.XXXX, 8 a.m. to 14.02.XXXX, 7 p.m. to P city, D&D company, 500
kms and 2 overnight stays to be settled per diem.
Receipt: Public garage 25.00 EUR
Once you have created the data, simulate the travel expense settlement for the interval
using the appropriate pushbutton.
xx = Group number
XXXX = Current year
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(C) SAP AG AC270 3-39
3-5 Weekly Report
Chris Miller (personnel number 980xx) has several expenditures incurred in the week
beginning 02.11.XXXX (11th
February) that she wants to settle using the weekly report
function.
02.11.XXXX Customer Alpha Inc. In L. Town
Receipts:Entertainment 80.00 EUR: She invited Ms. Soul and Mr. Smith to dinner after
the conclusion of the contract.Tip 5.00 EUR
Gift: 21.00 EUR
Parking charges: 8.00 EUR
02.12.XXXX
Receipts:Laundry 15.00 EUR
Postage: 3.50 EUR2.13.XXXX Customer: Dora Company in S. Valley
Receipts:Parking: 3.00 EUR
Telephone: 0.90 EUR
Other Expenses: 7.20 EUR
Then simulate the travel expense settlement using the appropriate function key.
xx = Group number
XXXX = Current year
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(C) SAP AG AC270 3-40
3-6 Travel Expenses Manager: Several-Day International Trip with Cost Assignment
On 02.22.XXXX (22nd
February), 8 a.m. Ms. Chris Miller (personnel number 980xx)
travels to Barcelona to visit the Roige S.A. company. First she drives to the airport (50
kms) and parks the car in the public garage there. The flight ticket has already been paid
for by her company (555.00 EUR).
She arrives in Barcelona on the same day and checks into the Hotel Olympia.
On 2.25.XXXX Ms. Miller takes a return flight home from Barcelona, landing at 11.30
a.m. She drives 80 kms to a meeting at a branch of her company. From there she drives100 kms to her place of work with colleague Billy Penny as passenger and ends her
business trip on 02.26.XXXX at 3 p.m.
Ms. Miller has an advance of 300.00 EUR and hands in the following receipts:
Telephone 7.20 EUR on 2.23.
Public garage 33.00 EUR on 2.25. (in Germany).Hotel Olympia 240.00 EUR on 2.25. (3 x overnight stay incl. breakfast)
Hotel Sonne 40.00 EUR on 2.26. (1 overnight stay incl. breakfast inGermany)
Meals are settled per diem. Note that Ms. Miller was invited to lunch at the branch officeon 2.26. Take an expense deduction of 2.51 EUR into account for this (German turnover
tax law).
Take the following cost assignment into account:
Assign the total cost of the trip as follows:
40 % to cost center 210060 % to cost center 2300
Assign the parking receipt amounts, however, as follows:1/3 to cost center 2300
2/3 to cost center 1220
Once you have created the trip data, simulate the travel expense settlement using the
appropriate function key.
xx = Group number
XXXX = Current year
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(C) SAP AG AC270 3-41
3-7 Approving Trips
Start the Approval of Trips program for Ms. Chris Miller (personnel number 980xx).
Display the trip data, simulate travel expense settlement and then approve all the trips.
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(C) SAP AG AC270 3-42
Entry and Approval of Trips Solutions
Unit: Entry and Approval of Trips
Topic: Creating and Approving Domestic andInternational Trips
3-1 Travel Manager: One-Day Domestic Trip
In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel Manager .
After you enter your personnel number and press Enter , the Travel Manager transaction appears.
• On the initial screen, choose: Create travel expense report
The Travel Expense Manager: <Traveler> screen appears.
• Enter the trip data given in the exercise.
• Simulate the trip by choosing the pushbutton Results.
• Exit the simulation.
• Save the trip
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(C) SAP AG AC270 3-43
29. 07. 2002 T R A V E L E X P E N S E S T A T E M E N T 1
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Trip no. 2000254 Hamburg Cost
center
3200
I T I N E R A R Y
Trip destination Country Trip Type Enterprise
10. 01. 2002 07: 00 AM - Fi r ma Kr on ( Cr own) Al l t r i ps
10. 01. 2002 05: 00 PM A t own
Ger many
P E R - D I E M S E T T L E M E N T
Meals
Date Ctry Company
Time CompDed Number Reimburs.amount in EUR
10.01.02 10.01.02
07:00:00 12:00 DE 6.00 1 6.00
Total amounts for meals in EUR 6.00
Travel Costs
Date Typ Ctry Amount
Reg. Comp. Km/No.. Reimburs.amount in EUR
10.01.02 Car DE
ToMl 0.30 300 90.00
Total amounts trav.costs in EUR 90.00
Total amounts PD/FR settlement in EUR 96.00
T O T A L A M O U N T S
Reimbursement amt in EUR 96.00
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(C) SAP AG AC270 3-44
C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 96.00
96.00 EUR to:
Company code 1000
Business area 9900
Cost center 3200
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(C) SAP AG AC270 3-45
3-2 Travel Manager: Several-Day Domestic Trip
In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel Manager .
After you enter your personnel number and press Enter , the Travel Manager transaction appears.
• On the initial screen, choose: Create travel expense report
The Travel Expense Manager: <Traveler> screen appears.
• Enter the trip data given in the exercise.
• Simulate the trip by choosing the pushbutton Results.
• Exit the simulation.
• Save the trip
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(C) SAP AG AC270 3-46
29. 07. 2002 T R A V E L E X P E N S E S T A T E M E N T 1
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Trip no. 2000255 Hamburg Cost
center
3200
I T I N E R A R Y
Trip destination Country
11. 01. 2002 08: 30 AM - C pl ant
13. 01. 2002 01: 30 PM B t own
Ger many
P E R - D I E M S E T T L E M E N T
Meals
Date Ctry Company
Time CompDed Number Reimburs.amount in EUR
11.01.02 11.01.02
08:30 24:00 DE 12.00 1 12.00
12.01.02 12.01.02
00:00 24:00 DE 24.00 1 24.00
13.01.02 13.01.02
00:00 13:30 DE 6.00 1 6.00
Total amounts for meals in EUR 42.00
Travel Costs
Date Typ Ctry Amount
Reg. Comp. Km/No.. Reimburs.amount in EUR
11.01.02 Car DE
ToMl 0.30 700 210.00
Total amounts trav.costs in EUR 210.00
Total amounts PD/FR settlement in EUR 252.00
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(C) SAP AG AC270 3-47
I N D I V I D U A L S T A T E M E N T
Trav.exp. CompDed
Date Rno. Type No Cty IT Amount in EUR
11.01.02 001 Taxi V2 12.50
13.01.02 002 Hotel V1169.00
13.01.02 002 Hotel 2 DE V1 9.00-
Reimbursement amount individual statement in EUR 172.50
T O T A L A M O U N T S
Reimbursement amt in EUR 424.50
C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 424.50
424.50 EUR to:
Company code 1000
Business area 9900
Cost center 3200
Additional info for individual statement
RNo Receipt Amount Curr. Date to Number Ctry
002 Hotel 169.00 EUR 11.01.02 13.01.02 2 DE
Description Hotel 'Zum Kühnen Sachsen', Germany
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(C) SAP AG AC270 3-48
3-3 Travel Manager: Several-Day International Trip with Further Destinations and Trip Segment
Distribution
In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel Manager .
After you enter your personnel number and press Enter , the Travel Manager transaction appears.
• On the initial screen, choose: Create travel expense report
The Travel Expense Manager: <Traveler> screen appears.
• Enter the trip data given in the exercise.
• In the data area General trip data, enter the first trip destination (Lausanne) and the first trip country
(Switzerland) in the fields Trip destination and Trip country respectively.
• Open the data area Add. Destinations to enter Annecy (country FR) with the corresponding date and
time.
• In the data area Mileage and per diem reimbursement enter the trip segment distribution.
• Simulate the trip by choosing the pushbutton Results.
• Exit the simulation.
• Save the trip
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(C) SAP AG AC270 3-49
03. 04. 2002 T R A V E L E X P E N S E S T A T E M E N T 1
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Tripno.
2000256 Hamburg Costcenter
3200
I T I N E R A R Y
Trip destination Country
01. 02. 2002 06: 30 AM - Leman company
07. 02. 2002 21: 15 Lausanne
Swi t zer l and
Border crossing/return
trip07. 02. 2002 21: 15
Trip destination Country
03. 02. 2002 12: 00 - Duboi s company
07. 02. 2002 21: 15 Annecy
Fr ance
P E R - D I E M S E T T L E M E N T
Meals
Date Ctry Company
Time CompDed Number Reimburs.amount in EUR
01.02.02 01.02.02
06:30 24:00 CH 29.00 1 29.00
02.02.02 02.02.02
00:00 24:00 CH 44.00 1 44.00
03.02.02 06.02.02
00:00 24:00 FR 41.00 4 164.00
07.02.02 07.02.02
12:00 21:15 FR 28.00 1 28.00
Total amounts for meals in EUR 265.00
Travel Costs
Date Typ Amount
Company Km/No. Reimburs.amount in EUR
01.02.02 Car
ToMl 0.30 800 240.00
Passenger 0.02 1 16.00
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(C) SAP AG AC270 3-50
01.02.02 Car
ToMl 0.30 250 75.00
07.02.02 Car
ToMl 0.30 750 225.00
Passenger 0.02 2 30.00
Total amounts trav.costs in EUR 586.00
Total amounts PD/FR settlement in EUR 851.00
I N D I V I D U A L S T A T E M E N T
Trav.exp. CompDed Amount in
Date RNo Type No Cty VT Amount Curr. Rate EUR
01.02.02 001 Vignette V0 40,00 CHF 0.62061 24.82
03.02.02 002 Hotel V0 410,00 CHF 0.62061 254.4505.02.02 003 Telephone V0 5.00
07.02.02 004 Hotel V0 320.00
07.02.02 004 Hotel 4 FR V0 32.80-
07.02.02 005 Telephone V0 0.80
Reimbursement amount individual statement in EUR 572.27
T O T A L A M O U N T S
Reimbursement amt in EUR 1 423.27
C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 1 423.27
1 423.27 EUR to:
Company code 1000
Business area 9900
Cost center 3200
Additional info for individual statement
RNo Receipt Amount Curr. Date to Number Ctry
002 Hotel 410.00 CHF 01.02.02 03.02.02 2 CH
Description Hotel 'Imperial'
Loc. Lausanne
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(C) SAP AG AC270 3-51
004 Hotel 320.00 EUR 03.02.02 07.02.02 4 FR
Description Hotel 'Mirage'
Loc. Annecy
3-4 Travel Calendar for Domestic Trips
In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travelexpenses → Travel Calendar .
The Travel Calendar: Domestic trips screen appears.
• In the Personnel no field enter the personnel number and as the time interval enter February.
• Enter the trip data given in the exercise.
• Choose Receipts.
The Maintain Trip Data screen appears.
• Enter the receipts.
• Simulate the trip by choosing the pushbutton Results.
• Exit the simulation.
• Save the trips.
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(C) SAP AG AC270 3-52
03. 04. 2002 Summari zed Di spl ay of Travel Expenses 1
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Trip
no.
Hamburg Cost
center3200
T R A V E L E X P E N S E S T A T E M E N T: 08.02.02 - 14.02.02
Date frm to Curr. Meals rcpt Accomm. rcpt Trav.costs Receipts
Reimbursement
06. Week
08.02 08:00 19:00 EUR 6.00 30.00 36.00
09.02 10:00 17:00 EUR 0.00 45.00 45.00
07. Week
12.02 08:00 .
14.02 . 19:00 EUR 48.00 40.00 150.00 25.00 263.00
Grand Total EUR 54.00 40.00 225.00 25.00 344.00
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(C) SAP AG AC270 3-53
3-5 Weekly Report
In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel
Expenses → Weekly Report.
The Overview of Weekly Reports screen appears.
• Enter the personnel number in the field Personnel no. and choose Current week .
The Trip Data Maintn: Miles/Kms Distribution screen appears.
• In the Date field under Monday enter 02.11.XXXX (11th February) and press Enter . The correspondingcalendar week is then available.
• Enter the receipts as given in the exercise.
• Simulate the trip by choosing the pushbutton Results.
• Exit the simulation.
• Save the weekly report.
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(C) SAP AG AC270 3-54
03. 04. 2002 W E E K L Y R E P O R T 1
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Trip
no.
2000260 Hamburg Cost
center
3200
W E E K L Y R E P O R T
Week 06 Reason
11. 02. 2002 00: 00 - Recei pt s wi t hout t r i p
17. 02. 2002 24: 00
Day Reason/Location
Day dest.
11. 02. 2002 Monday Al pha Co. L t own
13. 02. 2002 Wednesday Dora Co. S val l ey
I N D I V I D U A L S T A T E M E N T
Date Rno. Receipt VT Amount in EUR
11.02.02 001 Entertainment N2 80.00
11.02.02 004 Parking V1 8.00
11.02.02 002 Tip V0 5.00
11.02.02 003 Present V1 21.00
12.02.02 005 Postage V1 3.50
12.02.02 006 Laundry V1 15.00
13.02.02 007 Telephone V0 0.90
13.02.02 008 Parking V1 3.00
13.02.02 009 Other V0 7.20
Reimbursement amount individual statement in EUR 143.60
T O T A L A M O U N T S
Reimbursement amt in EUR 143.60
C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 143.60
143.60 EUR to:
Company code 1000
Business area 9900
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(C) SAP AG AC270 3-55
Cost center 3200
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(C) SAP AG AC270 3-56
Additional info for individual statement
RNo Receipt Amount Curr. No. Ctry
001 Entertainment 80.00 EUR 3 DE
Business partners Ms. Soul Mr. Smith
Reason Conclusion of contract
Loc. L town
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(C) SAP AG AC270 3-57
3-6 Travel Expenses Manager: Several-Day International Trip with Cost Assignment
In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel Expenses
→ Travel Expenses Manager .
After you enter your personnel number and press Enter , the Maintain Trip Data screen appears.
• Enter the trip data given in the exercise.
• Enter the receipts as given in the exercise.
• Position the cursor on the parking receipt and choose Enhanced cost assignment.
The Maintain Trip Data: Additional cost assignment for expense receipt screen appears.
• Choose the assignment Absolute and enter the costs assignment for the receipt as given in theexercise.
• Choose the tab page Trip segments and enter the mileage/kms distribution as given in theexercise.
• Choose the tab page Advances and enter the advance amounts data as given in the exercise.
• In the data area Alternative cost assignment for entire trip, if other than master CA, choose
Enhanced cost assignment. The Maintain trip data: Enchanced Cost Assignment for Total Trip appears. Enter the costs assignment for the entire trip given in the exercise.
• Simulate the trip by choosing the pushbutton Results.
• Exit the simulation.
• Save the trip
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(C) SAP AG AC270 3-58
03. 04. 2002 T R A V E L E X P E N S E S T A T E M E N T 1
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Trip
no.
2000261 Hamburg Cost
center
3200
I T I N E R A R Y
Trip destination Country
22. 02. 2002 08: 00 - Roi ge SA
26. 02. 2002 15: 00 Barcel ona
Spai n
Border crossing/return trip 25. 02. 2002 11: 30
P E R - D I E M S E T T L E M E N T
Meals
Date Ctry Company
Time CompDed Number Reimburs.amount in EUR
22.02.02 22.02.02
00:00 24:00 ES 21.00 1 21.00
23.02.02 25.02.02
00:00 24:00 ES 32.00 3 96.00
26.02.02 26.02.02
00:00 15:00 DE 12.00 1 12.00
Total amounts for meals in EUR 129.00
Travel Costs
Date Typ Amount
Company Km/No. Reimburs.amount in EUR
22.02.02 Car
ToMl 0.30 50 15.00
25.02.02 Car
ToMl 0.30 80 24.00
26.02.00 Car
ToMl 0.30 100 30.00
Passenger 0.02 1 2.00
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(C) SAP AG AC270 3-59
Total amounts trav.costs in EUR 71.00
Total amounts PD/FR settlement in EUR 200.00
I N D I V I D U A L S T A T E M E N T
Trav.exp. CompDed Amount in EUR
Date RNo Type No Cty VT
22.02.00 006 Flight paid V0 Paid by IDES AG 100ß 550.50
23.02.00 001 Telephone V0 7.20
25.02.00 002 Parking V1 33.00
25.02.00 003 Hotel V0 240.00
25.02.00 003 Hotel 3 ES V0 19.20-
26.02.00 004 Hotel V1 40.00
26.02.00 004 Hotel 1 DE V1 4.50-
26.02.00 005 Deduct. Lunch V0 2.51-
Individual statement reimbursement amount in EUR 293.99
T O T A L A M O U N T S
Reimbursement amt in EUR 493.99
A D V A N C E
Advance Amount in EUR
22.02.2002 300.00
Total advance in EUR 300.00
S E T T L E M E N T
Reimbursement amt in EUR 493.99 Reimbursement amt in EUR 493.99
Paid by company 550.00 Advance in EUR 300.00-
Total cost in EUR 1043.99 Repayment amount in EUR 193.99
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(C) SAP AG AC270 3-60
C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 1,043.99
22.00 EUR to:
Company code 1000
Business area 9900
Cost center 1220
404.40 EUR to:
Company code 1000
Business area 9900
Cost center 2100
617.59 EUR to:
Company code 1000
Business area 9900
Cost center 2300
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(C) SAP AG AC270 3-61
3-7 Approving Trips
In the SAP menu, choose Accounting → Financial Accounting → Travel Management → Travel expenses →
Periodic processing → Approve trip.
The Approval of Trips screen appears.
• Enter the personnel number in the field Personnel no. and start the program.
A list of the trips to be approved appears.
• Position the cursor on the individual trips and choose first Calculate trip and then Approve trip.
• Exit the program.
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(C) SAP AG AC270 4-1
© SAP AG 1999
Settlement, Payment and Posting of Trips
Contents: Travel expenses
Travel expense statement for the employee
Payment of travel expenses
Posting of t ravel expenses
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(C) SAP AG AC270 4-2
© SAP AG 1999
Settlement, Payment and Posting of Trips:Objectives
At the conclusion of this unit , you wil l be able to:
Settle travel expenses
Use travel expense forms
Use the di fferent methods of travel expense data
transfer
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(C) SAP AG AC270 4-3
© SAP AG 1999
Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
Course Overview Diagram
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(C) SAP AG AC270 4-4
© SAP AG 2002
Mass settlement v iasettlement program
Settlement of anindividual trip viacursor selection
Data fromTravel
Expenses
PCL1
98020 Chris Mill er
Trips
08.02.XXXX Berlin
17.02.XXXX London
02.03.XXXX Tokyo
Chris Miller
Trips Reason Status
Cust. A
Training
Cust. X
Approved/to be settled
Approved/to be settled
Approved/to be settled...
Travel Expenses
- Travel expense forms
- Payment of travel expenses
- Posting of travel expenses
All trips with the status approved/to be settled are settled via the settlement program RPRTEC00.
For test purposes you can select individual trips and settle these using the dialog transactions. The end of
the trip may not fall in a future payroll period.
On the basis of the trip data entered, the settlement program determines settlement results (especially the
reimbursement amounts) for trips for specific payroll periods and stores them in the PCL1 file. The trips
must end before the end date of the payroll period in order to be settled.
At the present time, Travel Management takes country-specific regulations into consideration for the
following countries:
Germany Switzerland Japan France The Netherlands
Austria Belgium USA Denmark Great Britain
Norway Spain Sweden Canada Mexico
If the status of the control record period in Payroll is New personnel control record or Exit payroll, thenext higher control record period is used as payroll period.
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(C) SAP AG AC270 4-5
© SAP AG 1999
Status:
Released for settlement:
Payroll
Master data changes
Travel expenses
Released for correction:
Master data changes
Travel expenses
Payroll period = period of control record
Exit Payroll:
Master data changes
Travel expenses
Payroll period = period of contro l record + 1
The Payroll Period of the PersonnelControl Record with Active Integration
In any case (even if you have not activated Integration with HR Payroll), the payroll period for travel
expense reports is determined as follows:
- If you do not enter a payroll period manually, the period from the control record in Payroll is used
as the current period.
- If, however, the status of the control record period is New personnel control record or Exit Payroll,
the next higher control record period is used as payroll period.
If integration of Travel Management with HR Payroll has been activated via feature TRVPA, the
following applies:
- If the payroll period of the personnel control record is set to Released for payroll, travel expense
settlement for this period is not possible.
- If the payroll period is set to Released for correction, travel expense settlement for the period to be
corrected is possible. In this case in the Infotype Settlement status (0003) the Correction ofsettlement indicator is set.
- If the payroll period is set to Exit payroll, travel expense settlement can only be carried out for the
subsequent period.
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(C) SAP AG AC270 4-6
© SAP AG 1999
The trip i s posted, reimbursed, taxed.
The trip i s changed.
For-period = In-period = February
February March
First settlement of trip: 11.02.XXXX
January
Trip
- Taking a monthly period as an example
For-period = February
February March
Resettlement of the trip: 27.03.XXXX
In-period = March
January
Trip
For-Period and In-Period of the Inflow Princip le
For the inflow principle the for-period is the period in which the trip is settled the first time.
The in-period is the period in which the trip is currently being settled.
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(C) SAP AG AC270 4-7
© SAP AG 1999
In-period = February
February March
First settlement of trip: 11.02.XXXX
The trip i s posted, reimbursed, taxed.
The trip i s changed.
For-period = January
February March
Resettlement of the trip: 27.03.XXXX
In-period = March
January
January
For-period = January
Trip
- Taking a monthly period as an example
Trip
For-Period and In-Period of the Origin Principle
For the origin principle the for-period is the period in which the end date of the trip falls.
The in-period is the period in which the trip is currently being settled.
This difference between for- and in-period is needed particularly for the integration of Travel
Management with HR Payroll. If a subsequent change is made to a trip a correct retroactive accounting
must be made in the past to the for-period.
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Standardform
Summarizedform I
Summarizedform II
Detailed Condensed Condensed(landscape format)
S t a t e m
e n t
Travel Expense Statement
Data fromTravelExpenses
PCL1
Travel Expense Statement
When you print out travel expense statements, you can choose between the Standard form, Summarized
form 1 and Summarized form 2.
The Standard form (RPRTEF00) represents a detailed travel expense statement per trip. This form lists
the per diems for meals and accommodations and flat rates for travel costs by specific dates and presents
an itemized statement about the settled receipts and an overview of cost assignments.
Summarized form 1 (RPRTEF01), on the other hand, lists all trips that have been settled in the specified
payroll period. The print indicator is only set in the following case: domestic trip, without meals receipts
and without advances.
For plausibility reasons, all other trips must be re-printed using the Standard form. The Standard form
can be started via the checkbox in the selection screen of Summarized form 1.
Summarized form 2 (RPRTEF02) presents the same information as Summarized form 1, but in landscape
format. It is also possible to print the number of miles/kms traveled, advances and additional amounts per trip. This program sets the print indicator for all trips.
You can change the Standard form in Customizing; see the unit Form Structure for this. Via user exits,
you can both change the header of the Standard form and add a company-specific text at the end of all
forms.
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FI Financial
Accounting
CO Cost
Accounting
Non-SAP
Systems
HR Payrol l
Non-SAP
Systems
Combinations
DME
for credit
institutions
R K R K - - P P
P r o j e c t s
P r o j e c t s
Sett lement of t ravel expenses
Generate results
TravelTravel
ManagementManagement
Payment of Travel Expenses
You can forward the settlement results to Financial Accounting (FI), to HR Payroll or to non-SAP
systems for payment. Payment by means of data medium exchange is also possible.
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Once per Once per
HR Payrol l periodHR Payrol l period
PaymentPayment
patternpattern
??
Addi tional
amounts
?
Addi tional
amounts
?YY NNYY
Payment
and
taxation
via HR
Payment
via
- HR
- FI
- DME
Payment
via
- FI
- DME
Payment
via
- FI
-DME
Taxation
via HR
More than once per More than once per
HR Payroll periodHR Payroll period
Organizational Forms of Payment
NN
You can use this decision tree to determine which method of transfer is relevant for your company.
Key:
- HR => HR Payroll
- FI => Financial Accounting (FI)
- DME => Data Medium Exchange program
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Vendor: Chris Miller
Vendor number 4711
Vendor 4711 corresponds
with personnel no. 98020
Accounting
Train ticket XYZ
Total 116 EUR
VAT 16 EUR
Employee: Chris Miller
Personnel No. 98020
Trip 1000 has
train ticket XYZ
This receipt is entered in the SAPSystem as a gross amount with the
relevant input t ax indicator V1:
Personnel no. 98020
Trip number 1000
Train ticket 116 EUR
Input tax ind. V1
Travel Management
Cust/Vend account 4711
116 EUR
Trip expense account
100 EUR
Input tax account
16 EUR
Payment via FI Employee Customer/Vendor Account
If the reimbursement amounts are to be paid through financial accounting, customer/vendor accounts
must be created for each employee. The program RPRAPA00 supports this procedure.
After the travel expense results are transferred, the reimbursement amounts are paid by means of a
payment run in FI.
Using a search help, you can access a specific employee customer/vendor account via the personnel
number in the vendor master record. The employees' personnel numbers must be stored in the vendor
master record.
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FI
ACC-TV
Trip transfer documents
Transfer v ia BAPI(possibly v ia ALE)
Check o f trip transfer documents
FI/CO interface
FI documents CO documents SL documents
(prima nota)
...
Posting Travel Expenses in Accounting
Posting run
Using the posting run (RPRFIN00) you can transfer the travel expenses results to Accounting directly.
Alternatively, you can use the transaction Manage posting run (PRRW).
The data to be transferred (such as the payment amounts) is converted to trip transfer documents during
the posting run. After a possible check you can post these to Accounting immediately. We recommend
that at the beginning of the production phase you always carry out this check before posting each
posting run.
The trip transfer documents can also be posted to an external accounting system. An ALE scenario has
been prepared to deal with this.
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Travel Management HR Payroll
Check
98020 Chris Mil ler
Travel expenses98020 Chris Mi ller
Payroll
paymentpaymentHRHR
Payment via HR Payroll
If your company reimburses travel expenses via HR Payroll, all travel expenses are imported
automatically to Payroll as wage types during payroll runs (RPCACxO, sub-schema xREI).
Make certain that all travel expense wage types can be processed there.
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PCL1
ACC-TV
HR
Remunerationstatement ...
Trip expenses 50.00 EUR
...
HR Payrol l
Transfer via BAPI(possibly v ia ALE)
Integration of Travel Management and HR Payroll
Travel Expensessettlement
program
Integration and check
Active?
Control record
period?
Retroactive
accounting?
The travel expense settlement program RPRTEC00 saves the settlement results to the PCL1 file.
If integration to HR Payroll has been activated (feature TRVPA):
- The travel expense settlement program may only be started if the status of the control record of
payroll (transaction Payroll control record ) is set to Released for payroll or Exit payroll.
- A correction indicator or retroactive accounting date is set in the Infotype Settlement status (0003)
Payroll retroactive accounting in prior periods are triggered by the inflow principle after subsequent
changes to the travel expenses. In the case of the origin principle creating a trip that occurred in a
prior period triggers retroactive accounting.
The HR Payroll program performs the required retroactive accounting runs depending on the status of
the control record. It imports the travel expense settlement results from the PCL1 database and prints
them in the remuneration statement.
The travel expense settlement results can also be transferred via ALE to a separate HR Payroll system.Use the program RPRPAY00 for this.
For more information, see the unit Settings for Interfaces.
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Data medium exchangefor creditinstitution
RPRDTAx0Data medium exchange report
x = HR c ountr y v er sion
xx = Count ry versi on
y = Payment met hod
RFFOxx_yTransfer printer program
Data fromTravel
Expenses
PCL1
Temporary data settables REGUH/P
Payment via Data Medium Exchange
If you carry out payment by data medium exchange (DME), the Infotypes Addresses (0006) and Bank
Details (0009) are required in HR Mini Master Data. In this case you must post the payment amount
(total of all trips) to the system manually (one posting document). See also the SAP note 90320.
Possible payment methods:
U = Domestic transfer, postal check, bank direct debit and bank
collection forms
S = Check forms
The program RPRDTJOB (model report for Germany) serves as an example for how reports
RPRDTAD0, RFFOD__U and RFFOD__S can be started in one job. It can, of course, be modified to fill
the same purpose for other country versions.
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You are now able to:
Settlement, Payment and Posting of Trips: Review
Settle travel expenses
Use travel expense forms
Use the different methods of travel expense data
transfer
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Settlement, Payment and Posting of Trips Exercises
Unit: Settlement, Payment and Posting of Trips
Topic: Settlement, Statement and Posting of Trips
At the conclusion of these exercises, you will be able to:
• Settle trips for your colleagues, print the travel expense
statement using forms and post the trips to be settled.
4-1 Settlement of Travel Expenses
Ensure that all trips have the trip status Trip approved, to be settled . Start the Settlement of
Trip Data program for Ms. Chris Miller (personnel number 980xx) for payroll area D2 andthe current period.
4-1-1 Statement of Travel Expenses
Now print the travel expense statement using the Standard travel expense form
program, payroll area D2 and the current period.
Note: If you are to use a different payroll area, your instructor will tell you which one to
use.
4-2 Posting of Travel Expenses
Post the travel expenses for Ms. Chris Miller (personnel number 980xx). Only post the trip
for exercise 3-2 (to B town). Use the Trip number parameter.
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Settlement, Payment and Posting of Trips Solutions
Unit: Settlement, Payment and Posting of Trips
Topic: Settlement, Statement and Posting of Trips
4-1 Settlement of Travel Expenses
In the SAP menu, choose Accounting Financial Accounting Travel Management
Travel expenses Periodic processing Settle trips.
The Settlement of Trip Data screen appears.
• In the Payroll area field, enter D2 (German settlement) and select Current period .
• Enter the personnel number in the selection field Personnel number and start the program.
The settlement statistics are displayed.
• Exit the program.
4-1-1 Standard Travel Expense Form (Travel Expense Statement)
In the SAP menu, choose Accounting Financial Accounting Travel Management
Travel expenses Periodic processing Print forms Standard form (or
summarized form 1 or 2).
RPRTEF00 (or the Summarized Form 1 (or 2) for Travel Expenses screen) appears.• In the Payroll area field, enter D2 (German settlement) and select Current period .
• Enter the personnel number in the selection field Personnel number and start the program.
The standard form is displayed.
• Exit the program.
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4-2 Posting of Travel Expenses
In the SAP menu, choose Accounting Financial Accounting Travel Management Travel expenses Periodic processing Transfer to Accounting Create posting run.
The Create Posting Run screen appears.
• In the Payroll area field, enter D2 (German settlement) and select Current period .
• In the Personnel number selection field enter the personnel number and in the Trip number field
enter the trip number from exercise 2 (B town).
• Do not change any other selection parameters. Start the program A posting run with postable trips is
created. Choose Expand all.
• Your trip was successfully included in the posting run.
• Exit this activity.
In the SAP menu, choose Accounting Financial Accounting Travel Management Travel expenses Periodic processing Transfer to Accounting Manage posting runs.
The Posting Run Management screen appears.
• Position the cursor on the posting run you created (but not in the column Run).
• Choose the function Check .
The Post/Check Trip Transfer Documents screen appears.
• Return to the Posting Run Management screen.
• Position the cursor on the posting run you created once again (but not in the column Run).
• Choose the function Post .
• In the dialog box that appears choose Post immed., and the posting run is posted in Accounting
successfully.
• Return to the Posting Run Management screen.
• Now position the cursor in the Run column for the posting run you created to call the Trip Transfer
Documents selection screen.
The Trip Transfer Documents selection screen appears.
• Select an accounting document.
• Choose FI/CO documents.
• In the dialog box that appears, choose Accounting document .
The Document Overview in Accounting for the trip you created in this posting run appears
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The connection between trip facts and travel privileges
The changes in per diems for meals/accommodations
The enterprise-specific t rip type
Contents:
Per Diems/Flat Rates (Gen.)
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Explain the meaning and use of per diem changes
and enterprise-specific trip types
At the conclusion of this unit , you wil l be able to:
Per Diems/Flat Rates (Gen.): Objectives
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Course Overview Diagram
Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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Country:France
Region:Paris
Reimburs.group
Travel costs: blank
Travelprivileges
Leg of trip100 kms
0.30 EUR
Trip facts
41 EUR52 EUR
Meals: Accommod.:
Reimburs.groupM/A-statutory: blank
Reimburs.groupM/A-enterprise: blank
50 EUR82 EUR
Meals: Accommod.:
Per Diems: Connection Between Trip Facts andTravel Privileges
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t
Tax-free
Company pays
50.00
50.00
1.4.XXXX
Meals, USA
50.00
50.00
t
Tax-free
Company pays
113.00
113.00
1.4.XXXX
Accommodations, USA
113.00
113.00
Changes in Per Diems for Meals / Accommodations
In the IMG activities Reimbursement amounts for accommodations and Reimbursement amounts for
meals you can store for exact dates:
- Tax-free amount
- Enterprise-specific reimbursement amount
In the implementation guide (Travel Expense Control (Expert view), line Meals settlement or
Accommod. settlem., Position 2) you define whether you want to settle the trip according to exact dates
or according to the conditions valid for the beginning or the end of the trip.
If the enterprise-specific per diem is higher than the tax-free per diem, the difference between the
enterprise-specific rate and the tax-free rate must be transferred to HR Payroll as an additional amount
for taxation.
If the enterprise-specific per diem is lower and thus tax-free, the employee can claim the difference as
income-related expenses. You can print these differences at the end of the year in the income-relatedexpenses statement (from the menu Information system -> Diverse Trip Reports or the report
RPRTEF10) and forwarded to the employees.
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Enterpr ise-Specif ic Trip Type (ETT)Example: Trips Between Plants
Travel costsTravel costs ETTETT blankblank ETTETT PP
TaxTax--freefree 00.30.30 00.30.30
Company paysCompany pays 00.30.30 00.10.10
MealsMeals ETTETT blankblank ETTETT PP
Austria Austri a
TaxTax--freefree 35.0035.00 35.35.0000
Company paysCompany pays 35.35.0000 25.25.0000
Accommodation Accommodation ETTETT blankblank ETTETT PP
Austria Austri a
TaxTax--freefree 67.67.0000 67.67.0000
Company paysCompany pays 67.67.0000 60.60.0000
Trips that differ from standard trips due to enterprise-specific rules can be classified in an enterprise-
specific trip type (ETT).
If your company uses, for example, different reimbursement rates for travel costs, accommodations and
meals for standard trips than it does for trips between plants, the relevant enterprise-specific trip type can
be specified during the entry of a trip in the data area PD/FR reimbursement.
In the above graphic, ETT blank represents a standard trip and ETT P a trip between plants.
In the views for travel costs flat rates and meals/accommodations per diems you can store the following
for exact dates and according to enterprise-specific trip type:
- Tax-free amount
- Amount reimbursed by your company
If you specify trips according to trip activities, this also can be stored in the data area PD/FR
reimbursement ..
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Explain the meaning and use of per diem changes
and enterprise-specific trip types
You are now able to:
Per Diems/Flat Rates (Gen.): Review
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The Euro
Contents:
Before and During the Dual Currency Phase
Trip Currency
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The Euro: Objectives
Set the currency required by your company
for travel expense settlement in Customizing
At the conclusion of this unit , you wil l be able to :
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(C) SAP AG AC270 6-3
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Course Overview Diagram
Course Overview
Overview
Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure
Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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Before and During the Dual Currency Phase
Before: Dual currency phase:
HR Payrol lFI
Companycode
Balance sheetD C
100.00
Employees
100.00
HR Payrol lFI
Companycode
Balance sheetD C
100.00
Employees
100.00
EURCountrycurrency
Travel expense settlementTravel expense settlementin count ries of the EUin countr ies of the EU
in country currencyin country currency
Travel expense settlementTravel expense settlementin count ries of the EUin count ries of the EU
in trip curr encyin trip currency
Prior to 01/01/99, the currency that was stored in the system in the view for each company code applied
both for each independent accounting unit and for HR Payroll.
Due to the introduction of the euro, there will be a dual currency phase from 01/01/99 - 12/31/00 for all
participating countries in the European Union. During this period, companies are allowed to prepare
their balance sheets on the basis of the euro. This represents a considerable improvement for companies
with international subsidiaries that produce their own balances. Payments to vendors, such as wage
payments, are still made in the respective country currency. During this period, the balance sheet
currency can also differ from the official currency used by authorities.
As of 01/01/01, the payment cycle will be the same as prior to 01/01/99, but the country currency will
have been replaced by the euro.
As of Release 4.0, every trip entered is assigned a trip currency. The trip can therefore be settled either
on the basis of the balance sheet currency or the official currency. The resulting forms indicate amountsin trip currency.
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Trip Currency
1Currency code
Global Setting s
Trip currency
Currency is determined from company code
Travel expense form
(presented in trip currency EUR)
Travel expense settlement
(performed in trip cur rency EUR)
Exchange rate must b e entered
in relation to tri p currency EUR
Using the IMG activity Define global settings you need to specify the trip currency that is assigned to the
individual trips during entry. This causes all amounts that are entered in dialog to be set in relation to this
currency on the basis of the exchange rate.
Travel expense settlement (RPRTEC00) calculates the travel expense reimbursements in trip currency.
In forms (such as RPRTEF00), all amounts are indicated in trip currency.
Using the IMG activity Settlement control in expert view, in the line Other settlement , position 5 you
can, for each trip provision variant, control that per diems/flat rates stored in a foreign currency (such as
DEM) are converted to the trip currency (such as EUR) by RPRTEC00.
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The Euro: Review
Set the currency required by your company
for travel expense settlement in Customizing
You are now able to:
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Describe the entry types for optical archiving
Assign original (facsimi le) documents to a tr ip
and display them
Optical Archiving: Objectives
At the conclusion of this unit , you wil l be able to :
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(C) SAP AG AC270 7-3
© SAP AG 1999
Course Overview Diagram
Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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(C) SAP AG AC270 7-4
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Setting up Optical Archiving
R/3 System
TravelTravelManagementManagement
Archive ArchiveSystemSystem
Archive ArchiveLinkLink
Optical archiving makes it possible for you to store facsimiles of original documents (such as travel
requests, posting confirmations, hotel receipts, etc.) per employee for individual trips. The expenses
department can then deal with the documents for a trip efficiently and has quick and easy access to the
facsimiles.
The actual originals which have been submitted in paper form are imported to the system using an
external scanner program. The scanner program, in turn, communicates with SAP's ArchiveLink.
The individual facsimiles are directly linked with a trip and an employee (trip and personnel number).
The link is connected by means of so-called document types.
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Scanning departmentExpenses departmentor employee
Link
Link
Scanning departmentTripdocumentsTrip
documentsTripdocuments
TripdocumentsTrip
documents
Early archiving
Late archiving
Tripdocuments
Tripdata
Expenses department
Tripdata
Entry Types - Optical Archiv ing
Late archiving is appropriate if you or your employee have already entered an SAP document (travel
request or trip) for which the employee later submits original documentation.
Early archiving is appropriate if you or your employee have not yet entered any other SAP documents
for a trip (for example, if an employee takes a trip, submits his original documents to the central
scanning department after returning from his trip, and then forwards his trip data to the expenses
department).
The following entry types are available for setting up the link (trip/original document):
- Late archiving with direct assignment to trip or with assignment to trip via bar code
- Early archiving without bar code, with triggering of workflow to travel expenses
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Document Assignment via Bar Code
Travel expense settlement
Bar code1 2 3 4 5
Receipts
1 2 3 4 5
Receipts
1 2 3 4 5
Receipts
1 2 3 4 5
Link
Archive key
Ass ign facsimiles Ass ign facsimiles
Expense receipts
Exp. receipt 001 Taxi on 03.02.XXXX
Amount Euro
Input tax
20.00
You can assign facsimiles to a specific employee trip by means of bar codes.
In the case of late archiving, the employee submits his bar-coded documents either to a central scanning
department or to the expenses department. There they are assigned in travel expenses dialog to SAP
documents (travel request or trip) by the person responsible. After a document type is chosen, the bar
code ID of the document is entered in the trip and the bar-coded originals are scanned.
In the case of early archiving, the employee hands in his documents to the central scanning department,
where they are given bar codes and scanned. Since the trip does not yet exist, direct assignment can not
take place. The scanned documents are placed in a pool for documents with open bar codes. The
assignment is carried out when the trip is entered and the bar code ID is entered.
SAP recommends archiving with bar codes, since this assignment procedure entails the least
organizational effort.
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Expenses departmentExpenses department
Archi ve
viewer
R/3
Trip data entry Assi gn fac sim iles Assi gn fa csi mile s
Scanning center Scanning center
Scandialog
R/3Early opticalarchiving
Scanning center Scanning center
Scandialog
R/3Early optical
archiving
Expenses departmentExpenses department
Archiveviewer
R/3Trip data entry
Assign facsimi les Assign facsimi les
Workflow
Document Assignment via Workflow
This optical archiving procedure is especially helpful when you are entering travel requests.
An employee's approved travel request is scanned in the central scanning department and assigned to a
document type. At the same time as the travel request is initially scanned, a workflow is automatically
started, which informs the person responsible in the expenses department that a trip is to be expected.
The person responsible in the expenses department processes the workflow. The scanned facsimile
document is displayed and, simultaneously, the entry type which was assigned to the workflow in
Customizing is offered. In this entry dialog, the travel request is entered on the basis of the data in the
facsimile, and the document is assigned to the trip via Assign facsimiles.
For more information about optical archiving, see documentation.
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Describe the entry types for optical archiving
Assign original (facsimi le) documents to a tr ip
and display them
Optical Archiving: Review
You are now able to:
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The implementation guide
Trip number ranges
Trip provision variants
Control parameters from the travel pr ivileges
Control parameters from trip facts
Travel expense types
Contact persons
Contents:
Number Ranges and Master Data for TravelManagement
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Distinguish between internal and external
number ranges
Maintain the master data elements for Travel
Management, for example, the trip provis ion
variants and travel expense types, which are
set up via the implementation gu ide
At the conclusion of this unit , you wil l be able to :
Number Ranges and Master Data forTravel Management: Objectives
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Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
Course Overview Diagram
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TRVTRV
HRHR
COCO
......
MMMM
FIFI
SAP Reference IMG
SDSD
The Implementation Guide (IMG)
Project IMG Views:
•Settings in Travel
Management environment•Travel Expenses
•Travel Planning
The installation of new application components is supported by the SAP Reference IMG or the project
IMG. The IMG (implementation guide) is used to carry out the individual customizing activities.
Customizing is the procedure with which you can
- Introduce the SAP module in your company quickly, reliably and economically
- Adapt the standard version to your company's specific business-related requirements
- Document and manage the implementation and adaptation phases for project control using a
practical tool
The customizing activities can be performed directly from the IMG. Documentation on each activity is
also available in the IMG.
In addition, you have functions for project management and project documentation at your disposal.
When you introduce Travel Management, activate the Travel Management application component in
your project IMG. The necessary environment is generated automatically.
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Trip Number Ranges
Master Data
Trip Provision Variant
Control Parameters from Travel Privileges
Control Parameters from Trip Facts
Travel Expense Types
Init ial Screen of Customizing for Travel Expenses
In this section of the IMG you determine the values that are valid in your company for the Travel
Management area.
The view entries entered here control which values are valid when the infotype Travel Privileges (0017)
is created and trips are entered.
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Personnel area 1300
Number range:Number range: 0101 Internal number assignmentInternal number assignment
Trip 2Trip 2
Trip 3Trip 3
Trip 8Trip 8
Trip 1Trip 1
Trip 6Trip 6
Trip 4Trip 4
Trip 5Trip 5
Trip 7Trip 7
Trip 9Trip 9
Trip 1Trip 1
Trip 2Trip 2
Trip 3Trip 3
Trip 1Trip 1
Trip 2Trip 2
Trip 3Trip 3
Trip 4Trip 4
Number range:Number range: 0202 External number assignmentExternal number assignment
PersNo.PersNo. 47114711
PersNo.PersNo. 47114711
PersNo.PersNo. 47124712
PersNo.PersNo. 47124712
Trip 1Trip 1
Trip 2Trip 2
PersNo.PersNo. 47134713
PersNo.PersNo. 47134713
Trip Number Ranges
Every trip entered is stored in the system under a trip number.
You can choose between internal (number range 01) or external (number range 02) number assignment.
A number range must be specified.
We recommend using internal trip number assignment only.
In the case of internal number assignment, the system assigns trip numbers. You have to set up the
relevant number range for each personnel area under number range 01. Make certain that the intervals
for the individual personnel areas do not overlap.
In the case of external number assignment, the person who enters the trip data assigns the trip numbers.
By specifying the number range interval allowed for each personnel area, you can make sure that only
numbers that are allowed can be assigned for the respective personnel area.
By means of a user exit in Include MP56TFEX, you can specify, for the employees, the number range
intervals for internal number assignment according to your own criteria. For example, instead of theemployee's personnel area, the company code in HR Master Data can be used to determine the number
range interval.
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Trip provision
variant01
Customizing
Specif ies work area
Feature TRVCTTRVCT (Travel Control) for Travel Expenses
MOLGA Count ry group ing
Germany
01
Switzerland02
USA10
01 German settlement
Trip Provision Variant: Definition
Trip provision variant
(per country and settlement rule)
Austrian collect.agreemnt. . .03
10 U.S. settlement
German settlement
Swiss settlement
01
02
Each country determines its own settlement rules and tax-free amounts for Travel Expenses on the basis
of its tax legislation.
To ensure that your expense department has the correct settlement rules for the respective countries, you
need to define a trip provision variant for each country and settlement rule and assign it to the
appropriate organizational area in feature TRVCT.
Since the trip provision variant is also an integral part of each view, these views are subdivided into
different settlement-specific sections and can be accessed directly by the settlement program (controlled
via feature TRVCT).
We recommend that you define a specific trip provision variant for each settlement rule that a country
specifies in its tax laws. You can define further trip provision variants within a country if you wish.
In the standard version, there are three trip provision variants for the US and one each for Japan,
Germany, Austria, Switzerland, Belgium, the Netherlands, Spain, Denmark, Great Britain, Norway,France, Sweden, Canada and Mexico in the system.
You can delete trip provision variants that are no longer needed from your current client manually. The
other view entries for these trip provision variants can be deleted with the IMG activity
Define/Delete/Restore trip provision variants. The program on which this is based allows you to copy
and restore trip provision variants from client 000 in your current client.
Feature TRVCT must, however, be adapted manually.
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Trip provisionvariant 01
Deducts
Travel costs
Receipts
Trip prov.var. 01
Trip prov.var. 01Trip prov.var. 01
Deducts
Travel costs
Receipts
Trip prov.var. 02
Trip prov.var. 02Trip prov.var. 02
Deducts
Travel costs
Receipts
Trip prov.var. 03
Trip prov.var. 03Trip prov.var. 03
Trip provisionvariant 02
Trip provisionvariant 03
Decision tree
1
2
Settlement Rules Feature TRVCT
Via the trip provision variant, you can define your own sections of all Travel Management views and
thus set up different variants of trip rules in one and the same system. This means that every trip
provision variant offers you its own Customizing.
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Trip provision variant 01
01Country grouping
1Currency indicator
Currency
T r i p p
r o v i s i o n
v a r i a n t
0 1
Global Settings
Assign country grouping
Trip currency
EUR
Settlement of foreign curr. receipts
In trip currency
In hard currencyChoose per receipt
Input tax
No input tax
Input tax per travel expense type
Flat-rate input taxWith input tax code
Country
0% input tax
Global Settings
German settlement
Germany
Currency is determined from co ...
Euro
DE
V0
Assign the following to each trip provision variant:
HR country grouping
Trip currency
Country for which the input calculation is to made
0% input tax indicator
Exchange rate for the currency translation
If you do not want to calculate input tax you can deactivate this function.
See the IMG activity Define global settings.
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Employee grouping
Travel costs reimburse-ment group 1forexecutive employees
Class ABC(over 2000 ccm)
Class XYZ(under 2000 ccm)
Travel privileges
Reimburs. group for travel costs
Vehicle class
Assignment Assignment
of employeeof employee
Travel costs reimburse-ment group 2for salaried employees
Vehicle classification
1
ABC
Reimbursement Group Travel Costs/Vehicle Classes
The reimbursement group for travel costs is used to reproduce enterprise-specific reimbursement rates
for travel costs settlement depending on employee.
To do this, you group your employees and assign them to freely definable reimbursement groups. The
valid entry values (1 place, alphanumeric) are stored in the system together with a corresponding long
text.
In the same way, you classify your company cars in vehicle classes (3 places, alphanumeric); the valid
entry values are again stored in the system together with their corresponding long texts.
Additional enterprise-specific reimbursement rates can result from special usage of vehicles. The
following additional travel flat rate types are pre-set by SAP:
- Additional passengers Standard key M
- Additional baggage Standard key G
(demonstration articles, etc.)
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Snowscooter
Car
Vehicle Types
Blank: Car
M: Motorcycle
S: Snow scooter
Vehicle Types
MotorcycleMotorcycle
By means of vehicle types, reimbursement rates for travel costs can be distributed according to different
kinds of vehicles (for example, car, motorcycle, snow scooter).
You can store your permissible vehicle types (1 place, alphanumeric) with corresponding long texts in
the IMG activity Define vehicle types.
For each valid entry value for vehicle type, a corresponding entry must be defined in the trip expense
types for the reimbursement rates (IMG activity: Assign wage types to trip exp. types for per diems/flat
rates). To do this, choose the expense type FAK_ and add the respective indicators for your vehicle
types (for example, car, vehicle type = C: expense type = FAKC). This is necessary because the flat rates
for the different vehicle types can have different input tax rates.
It is also necessary to store an entry for the miles/kms allowance for each valid vehicle type.
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Statistics according toemployee grouping
. . .
An authorizat ion check, forexample, for administratorsin the expenses department
. . .
Employee grouping TravelManagement (Infotype TravelPriv ileges) can be used for :...
Assignment o f a
trip provision variant
G01G01
Variant 01
G02G02 . . .
. . .Variant 02
Employee Grouping - Travel Management
Trips mayonly bedisplayed
Tripsmay beedited
The employee grouping for Travel Management in Infotype Travel Privileges (0017) can be used to
reproduce an enterprise-specific classification of employees in the system from the viewpoint of Travel
Management.
This grouping can be used for authorization checks, as a query in the feature decision trees (for example,
for assignment of trip provision variants), and to produce subsequent statistics.
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Trip country Name Region Trip area
UA Ukraine Ukraine
UG Uganda Uganda
US USA USA
US USA HOUST USA Houston
US USA NYC USA New York
US USA WADC USA Washington
... ... ...
... ... ...
UY Uruguay Uruguay
UZ Uzbekistan Uzbekistan
... ... ... ...
View "Names fo r Trip Country/Trip Country Group/Trip Region"
Define Trip Areas
Using the IMG activity Define trip areas you can represent trip areas via trip countries, trip country
groups and trip regions. You can use this to deal with special meals and accommodations per diems per
trip area.
Trip countries correspond to a geographical area.
Trip regions are geographical areas within trip countries. They therefore represent smaller trip areas than
a trip country. You can thus, for example, single out the capital city of a trip country as a special trip area
via the trip region.
Trip country groups allow you to combine any number of trip areas already defined to larger trip areas.
Such a larger trip area must not necessarily represent a geographically related area. You can, for
example, combine all the cities in the USA that have a population of over two million in a trip country
group.
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Expense typeExpense type
permissibilitypermissibilityUsageUsage
TaxTax
indicator indicator
TELE
PARK
BEWI
HOTL
123456789
123456789
789
456789
Business tripand weeklyreport
V0
V1
N2
V1 Accommodat ionsincl . breakfast 200.-
HotelGoldenStagInvoice
Business tripand weeklyreport
Business tripand weeklyreport
Weekly
report on ly
TravelTravel
expense typeexpense type
Travel Expense Types for Individual Receipts
Individual receipts for travel expenses are entered during travel expenses entry using travel expense
types.
In the IMG activity Create trip expense types for individual receipts, store an expense type (4 places,
alphanumeric) for each receipt, with a validity period, in the system. We recommend setting the end date
of this period to 12/31/9999, since this end date can not be changed later.
In the travel expense type detail screen, you can specify, via expense type permissibility, which expense
types the employee may settle. This expense authorization is then stored per employee in Infotype Travel
Privileges (0017). You can also specify whether a travel expense type can be used for business trips, for
the weekly report, or both. This is especially helpful if you, in your company, intend to settle employees'
receipts that do not have to do with business trips (for example, for business meals or office materials)
via the weekly report.
In the travel expense type detail screen, you can also store a default value for the tax indicator fordomestic receipts.
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Amount Amounttypetype
Default/Default/Max. valueMax. value
Trip country/Trip country/RegionRegion
TravelTravelexpense typeexpense type
BENZ
BENZ
TAXI
TAXI
Defaultvalue
Warning
Warning
Reason:Required from
50.- EUR
100.- EUR
100.- EUR
50.- EUR
-
-
-
FRParis
Default Values/Maximum Rates for Expense Types
TAXI
TAXI
You can define the default values and maximum rates for travel expense types using the IMG activity
Define maximum rates and default values for expense types.
You can define maximum rates and default values for the trip per:
- Statutory and enterprise-specific trip type
- Trip activity
- Statutory and enterprise-specific reimbursement group
- Trip area
(Note: Stopovers are not taken into consideration)
Using the Amount type field, you specify the type of the maximum rate or default value. The following
values are possible:
- Default value: The amount stored is defaulted in dialog as an entry value
- Reason: If the maximum amount is exceeded, a reason must be entered in the Reason field- Warning: If the amount is exceeded, a warning is issued in dialog
- Error message: If the amount is exceeded, an error message is issued in dialog- Distribution: Distribution of the receipt to different wage types (amount below maximum rate to 1st
wage type; amount above maximum rate to 2nd wage type)
You can specify an alternative message for maximum amounts that is issued if the amounts are
exceeded.
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expense type BEWI
Fields
From date
Screen selection
Mandat. OptionalSuppress Display
Country and region
To date
Number
Description
Participants
...
PD/FR reimbursement
Expense receipts
Exp. receipt 001 on 03.02.XXXX
amount
Input tax
Additional information
Entertainment
230,00 Euro
...Number 3
Participants
Reason
Loc.
Ctry
expense type
BEWI
Loc.
Reason
Addit ional Receipt Information
Using the IMG activity Field control for additional field information you can define whether additional
information should be entered when processing certain travel expense types (for example, for hotel,
entertainment and meals).
When you do so, you decide whether, when the expense type is entered, fields
- must be filled - can be filled
- are displayed only - are suppressed
In addition to that, you decide the method of calculation that is used for the Number field. You can
choose from the following options:
- Difference in date plus 1 (for example, car rental)
- Difference in date (for example, hotel)
- If the difference in dates is 0, the number field is set to 1.
- No calculation of number from the difference in dates (entertainment, for example) If a maximum amount is defined for the expense type, the receipt amount is validated against the
maximum amount multiplied by the number.
Caution: If you require a reason for exceeded maximum amounts, do not suppress the Reason field in the
additional receipt information.
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Respons ibil ities for Standard Role travel_admin Travel Admin ist rator
Name Status Priority Code
Description
...
Brown travel_admin
Heath travel_admin
Smith travel_admin
01
Miller travel_admin
Linn travel_admin
Parker travel_admin
01
Travel administrator M-Z Responsibility com...
Travel administrator A-L Responsibility com...
Contact Persons
Contact persons for Travel Expenses are created in two steps:
First you must specify the area of responsibility, such as travel administrator A-L.
Secondly you assign each area of responsibility the following (for example):
- People (personnel number)
- User
For more information, see the IMG activity Define contact persons.
Caution: In the tabstrip Contact person in the Infocenter the data stored in the user master record
(transaction User maintenance or SU01) is displayed. If you do not explicitly assign a user to a
responsibility and, for example, assign a personnel number instead, then you must assign a user to this
personnel number using the Infotype Communication (0105).
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Distinguish between internal and external
number ranges
Maintain the master data elements fo r Travel
Management, for example, the trip provis ion
variants and travel expense types, which are
set up via the implementation guide
You are now able to:
Number Ranges and Master Data forTravel Management: Review
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Number Ranges and Master Data for Travel Management Exercises
Unit: Number Ranges and Master Data for Travel
Management
Topic: Customizing
At the conclusion of these exercises, you will be able to:
• Make changes to Customizing for number ranges and masterdata, to ensure that trips made by the employees can be settled
according to your enterprise-specific rules.
8-1 Creating a Reimbursement Group for Travel Costs
Create a new reimbursement group for travel costs for your trip provision variant xx:
Reimbursement group 9 with the description: group xx
xx = Group number
8-2 Setting Up Travel Expense Types
Create a new travel expense type MOTL for motel:
Use HOTL as a template and enter 125.00 EUR as the maximum amount for an overnight
stay. An error message should be issued in the dialog, if this maximum amount is
exceeded.
You must also create the assignment of expense type to wage type.
In the trip to Barcelona, replace the expense type hotel with motel and enter a document
text.
Simulate the trip and check the result.
xx = Group number
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Number Ranges and Master Data for Travel Management Solutions
Unit: Number Ranges and Master Data for Travel
Management
Topic: Customizing
8-1 Creating a Reimbursement Group for Travel Costs
To call Customizing (IMG), choose the following path from the SAP menu:
Tools AcceleratedSAP Customizing Edit Project .
The Customizing: Execute project screen appears.
• Choose the function SAP Reference IMG.
The Display IMG screen appears.
Navigate through the IMG as follows:
Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Travel Privileges
Define reimbursement groups for travel costs.
The Change View " Reimburs.Group for Travel Costs/Add.Flat Rate Types" appears
• For your trip provision variant xx (xx = group number), create the reimbursement
group 9 as given in the exercise. Select your trip provision variant with 'blank ' forreimbursement group for travel costs and the name All employees as a template.
• Press Enter and then save your entries.
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8-2 Setting Up Travel Expense Types
In Customizing (IMG), choose:
Financial Accounting Travel Management Travel Expenses Master Data Travel Expense Types Create travel expense types for individual receipts.
Once you have entered your trip provision variant, the Change View "Travel ExpenseTypes for Receipt": Overview screen appears
• For your trip provision variant enter the travel expense type MOTL as given in theexercise. Use the expense type HOTL as a template.
• Save your entries.
In Customizing (IMG), choose:
Financial Accounting Travel Management Travel Expenses Master Data Travel Expense Types Define maximum rates and default values for expense types.
Once you have entered your trip provision variant the Change View "Default
Value/Maximum Amount" screen appears.
• Create the travel expense type MOTL with a maximum value of 125.00 EUR using thefunction New entries.
• In the Amount type field, select the entry given in the exercise.
• Save your entries.
Return to the IMG and choose:
Financial Accounting Travel Management Travel Expenses Input Tax and Wage
Types for Interfaces Assign wage types to trip expense types for indiv. receipts.Once you have entered your trip provision variant the Change View "Wage Type for
Receipt" screen appears.
• Select the expense type HOTL and copy this to MOTL.
• Save your entries.
In the SAP menu then choose:
Accounting Financial Accounting Travel Management Travel expenses Travel
Expense Manager. The Travel Expense Manager screen appears.
• In the trip to Barcelona replace the travel expense type HOTL with MOTL and saveyour changes.
• To simulate the trip, choose Results.
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28. 03. 2000 T R A V E L E X P E N S E S T A T E M E N T 1
Name Chris Miller Simulation
PersNo. 98022 IDES AG 1000
Trip no. 2000261 Hamburg Cost center 3200
I T I N E R A R Y
Trip destination Country
22. 02. 2002 08: 00 - Roi ge SA
26. 02. 2002 15: 00 Barcel ona
Spai n
Border crossing/return trip 25. 02. 2000 11: 30
P E R - D I E M S E T T L E M E N T
Meals
Date Ctry Company
Time CompDed Number Reimburs.amount in EUR
22.02.00 22.02.00
08:00: 24:00 ES 21.00 1 21.00
23.02.00 25.02.00
00:00 24:00 ES 32.00 3 96.00
26.02.00 26.02.0000:00 15:00 DE 12.00 1 12.00
Total amounts for meals in EUR 129.00
Travel Costs
Date Typ Amount
Company Km/No. Reimburs.amount in EUR
22.02.02 Car
ToMl 0.30 50 15.00
25.02.02 Car
ToMl 0.30 80 24.00
26.02.00 Car
ToMl 0.30 100 30.00
Passenger 0.02 1 2.00
Total amounts trav.costs in EUR 71.00
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C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 1,043.99
22.00 EUR to:
Company code 1000
Business area 9900
Cost center 1220
404.40 EUR to:
Company code 1000
Business area 9900
Cost center 2100
617.59 DM to:
Company code 1000
Business area 9900
Cost center 2300
Additional info for individual statement
RNo Receipt Amount Curr. Date to Number Ctry
003 Motel 240.00 EUR 22.02.02 25.02.02 3 ES
Description Motel Olympia
004 Motel 40.00 EUR 25.02.02 26.02.02 1 DE
Description Motel Sonne (Germany)
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Storing f lat rates for travel costs
Control o f the miles/kms flat rate calculation
Cumulation procedure for miles/kms
Period parameters for miles/kms cumulation
Retroactive accounting problem of miles/kms
cumulation
Contents:
Reimbursements: Travel Costs
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Set up t ravel costs flat rates, a cumulation
procedure and the appropriate period parameters
At the conclusion of this unit , you wil l be able to:
Reimbursements: Travel Costs: Objectives
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Addi tional
amount flowsinto HR Payrol l
Income-related
expenses,
that can beasserted in the
annual income tax
return
Tax-freeamount
Reimbursementamount
Reimbursement amount
- tax-free amountDifference =
positivepositive negativenegative00
Travel Costs Reimbursements: View Structure
Any resulting additional amounts are automatically forwarded to HR Payroll. For this to work you must
have activated the integration with HR Payroll.
Income-related expenses can be printed out at the end of the year using the income-related expenses
form (RPRTEF10) and forwarded to the employees.
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Travel costs
Vehicle type
Miles/kms
50
1
Baggage
Passeng.
Enterpr.-spec. additional rate
Travel priv ileges
Chris Miller
R.grp travel cos ts
Travel costs flat rate
Tax-free
amount
Vehicle type Reimburs.
group
...
C
CC
CC
Reimburs.
amount
CC
GG
MM
DD
0.30
--
0.0.0202
--
0.35
0.0.0303
0.0.0202
0.0.0202
......
a
b
c
a
b
c
1000
C
PD/FR reimbursement
Travel costs
Per Diems/Flat Rates: Travel Costs
For the flat rate settlement of travel costs specify the tax and enterprise-specific reimbursement amounts
in the system, depending on the following control parameters:
- Vehicle type and class
- Reimbursement group for travel costs/additional flat rate type
- Period parameters for miles/kms cumulation
- Enterprise-specific trip type
Make sure that you define a reimbursement rate for each possible combination of these control
parameters.
For further differentiation of reimbursement amounts, you can use the statutory trip type and the trip
activity type.
If you use miles/kms distribution, you can differentiate the reimbursement rates according to trip country
and trip region. Reimbursement rates and amounts are defined in the system according to time. If you wish to change the
reimbursement amounts for a rate, delimit the previously valid reimbursement rate via a delimitation
date. A new, identical reimbursement rate will be created in the process, which is valid as of the date
entered. For this new rate, you can then change the reimbursement amounts to suit your requirements.
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Travel manager
Country
M/kms
CH
300Travel manager
FR
200
Cntry
M/kmsTravel manager
Cntry
M/kms
DE
100
100 DE200 FR300 CH
12.04.XXXX
16.04.XXXX13.04.XXXX
Trips to different countries
Trip segments
ControlControl
parametersparameters
ReimbursementEntry Customizing
OR
Date M/km Ctry
30.00 DE
60.00 FR
90.00 CH
Same
flat rate
Amnt
0.501
Special
flat rate
_ _ 30.00 DE
70.00 FR
120.00 CH
0.50 DE
0.35 FR
0.40 CH
2
Domestic
International
30.00 DE
70.00 FR
105.00 CH
0.30 DE
0.35 --3
Flat rates for Flat rates for
travel coststravel costs
Cntry
Distribution of miles/kms
Control of the Miles/Kms Flat Rate Calculation
The control of the miles/kilometers flat rate calculation has been adjusted to the control of the meals or
accommodations per diem calculation. Now the trip country (and if required the trip region) can be used
to calculate the miles/kilometers flat rates
A control parameter in Customizing (IMG activity Define influence of control parameters: Travel costs)
determines whether, and how the following are to be taken into consideration when reading the travel
costs flat rate table:
Trip country (and if required trip region)
Countries or regions specified in the area PD/FR reimbursement, Travel costs for the miles/kms
distribution
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Control of cumulation intervals
1.1. Cumulation according to period parametersCumulation according to period parameters
2.2. YearlyYearly cumulation with employeecumulation with employee--specificspecific period beginperiod begin
3.3. Cumulation per tripCumulation per trip
M = monthlyPeriod name= 011XXX1
17.05.XXX116.05.XXX2
Trip 1 Trip 2
02XXX1 Xx.XXX1
Cumulation Procedure for Miles/Kilometers
Using the IMG activity Define miles/kms cumulation you can activate the miles/kms cumulation. In
addition, you can also determine the cumulation interval for miles/kms per trip provision variant here.
Three cumulation procedures are available:
- Cumulation according to period parameters
- Yearly cumulation with employee-specific period begin
- Cumulation per trip
The miles/kms cumulation can be carried out separately for domestic or international trips respectively
according to:
- Vehicle type
- Vehicle class
- Trip area
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Travel privileges
Chris Miller
Period parameter:
...
...
Y
Trips
The total ki lometers in period XXXXX2 increases by 100 kms.
Period parameters
yearly
M monthly
Periods of mi les/kms cumulation
Per. namePeriodparameter
From To
01.01.XXX101.01.XXX1
01.01.XXX201.01.XXX2
01.01.XXX301.01.XXX3
31.12.XXX131.12.XXX1
31.12.XXX231.12.XXX2
31.12.XXX331.12.XXX3
XXXXX1XXXXX1
XXXXX3XXXXX3
Paris 01.02.XXX2 - 10.02.XXX2 100 km
Y
XXXXX2
.
.
.
.
YY
Y
YY
Period Parameters for Miles/Kms Cumulation
The period parameter is used to control scaling of flat rates for miles/kms according to distances traveled
per period.
For this purpose, the period parameter (1 place, alphanumeric) is stored via the IMG activity Define
period parameters and the valid periods within which the miles/kms traveled are cumulated in the IMG
activity Define periods. The maximum miles/kms limit can be specified in the IMG activity Define flat
rates for travel costs.
Complete retroactive accounting of miles/kms cumulation is available: if the miles/kms entries of a trip
that has already been settled are changed, a check is carried out as to whether retroactive accounting for
settled trips is necessary. If so, a dialog window appears which makes it possible for the user to start
retroactive accounting or reverse the cause (the change in miles/kms entries).
Using the IMG activity Travel Expense Control (Expert View), line Travel cost settlement , you can
determine how the system is to react if the cumulation of miles/kms limit is exceeded when you entermiles/kms.
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800 km
800 km
300 km
T r i p 3
T r i p 2
T r i p 1
1000 km lim it
500 km500 km
0.30 EUR
0.40 EUR
First settlement
T r i p 3
T r i p 1
500 km500 km
0.30 EUR
0.40 EUR
Resul t after canceling trip 2
and retroactive accounting
200 km x 0.40 = 80.00 EUR
600 km x 0.30 = 180.00 EUR
260.00 EUR
500 km x 0.40 = 200.00 EUR
300 km x 0.30 = 90.00 EUR
290.00 EUR
+ +
Trip 3: Trip 3:
Retroactive Accounting Problems of Miles/KmsCumulation
The retroactive accounting problem only occurs when the miles/kms specifications of trips already
settled are changed. If this change requires a revaluation of the following trips, these are settled with the
next travel expense settlement run.
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Set up travel costs flat rates, a cumulation
procedure and the appropriate period parameters
You are now able to:
Reimbursements: Travel Costs: Review
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Reimbursements: Travel Costs Exercises
Unit: Reimbursements: Travel Costs
Topic: Customizing
At the conclusion of this exercise, you will be able to:
Maintain changing travel cost rates and assign them to your
colleagues
9-1 Maintaining the Travel Cost Rates
Your enterprise pays for employees in reimbursement group: travel costs 9 0.30 EUR prior
to 02.01.XXXX (February 1st) and 0.40 EUR after 02.01.XXXX.
Maintain the travel cost flat rates accordingly. Select the travel cost flat rate for cars with
the reimbursement group "blank" as a template.
Once you have created the reimbursement group 9 make the necessary flat rate change.
In the travel privileges, assign Ms. Chris Miller the reimbursement group travel costs 9.
Simulate a trip prior to 02.01. (1st February) and one after 02.01. and check the results.
xx = Group numberXXXX = Current year
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Reimbursements Travel Costs Solutions
Unit: Reimbursements: Travel Costs
Topic: Customizing
9-1 Maintaining the Travel Cost Rates
In Customizing (IMG), choose:
Financial Accounting Travel Management Travel Expenses Trip Reimbursement
Amounts Reimburs Amounts Travel Costs Define flat rates for travel costs.
Once you have entered your trip provision variant the Change View "Trip Provision: Flat
Rates for Travel Costs": Overview screen appears.• For your trip provision variant create the reimbursement group travel costs 9 for
vehicle type Car as given in the exercise.
• Select the vehicle type Car with 'blank ' as the reimbursement group and press Copy.
• In the following screen change the Reimbursement group Travel costs field toreimbursement group 9.
• Exit the screen.
• Select the new entry and press Delimit .
• In the dialog box Validity limit: Entry, enter 02.01.XXXX as the Start date and pressEnter
• In the Define Validity View "Trip Provision: Flat Rates for Travel Costs" , change the
amount as given in the exercise.
• Press Enter and then save your entries.
Return to the SAP menu and then choose:
Accounting Financial Accounting Travel Management Travel expenses Travel
Expense Manager.
The Travel Expense Manager selection screen appears.
• From the menu choose: Environment HR master data Maintain.
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The Maintain HR Master Data screen appears.
• Enter the personnel number in the field Personnel no. and select Travel Privileges.
• Choose Change.
The travel privileges are displayed.
• Change the R.grp travel costs field to 9.
• Save your entry and simulate two trips as given in the exercise to check the results.
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03. 04. 2002 T R A V E L E X P E N S E S T A T E M E N T
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Trip no. 2000255 Hamburg Cost center 3200
I T I N E R A R Y
Trip destination Country
11. 01. 2002 08: 30 - C pl ant
13. 01. 2002 13: 30 B t own
Ger many
P E R - D I E M S E T T L E M E N T
Meals
Date Ctry Company
Time CompDed Number Reimburs.amount in EUR
11.01.02 11.01.02
08:30 24:00 DE 12.00 1 12.00
12.01.02 12.01.02
00:00 24:00 DE 24.00 1 24.00
13.01.02 13.01.02
00:00 13:30 DE 6.00 1 6.00
Total amounts for meals in EUR 42.00
Travel Costs
Date Typ Ctry Comp.
Reg. Amount Km/No.. Reimburs.amount in EUR
11.01.02 Car DE
ToMl 0.30 700 210.00
Total amounts trav.costs in EUR 210.00
Total amounts PD/FR settlement in EUR 252.00
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I N D I V I D U A L S T A T E M E N T
Trav.exp. CompDed
Date Rno. Type No Cty IT Amount in EUR
11.01.02 001 Taxi V2 12.50
13.01.02 002 Hotel V1 169.00
13.01.02 002 Hotel 2 DE V1 9.00-
Reimbursement amount individual statement in DEM 172.50
T O T A L A M O U N T S
Reimbursement amt in EUR 424.50
C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 424.50
424.50 EUR to:
Company code 1000
Business area 9900
Cost center 3200
ADDITIONAL INFORMATION - INDIVIDUAL STATEMENT
RNo Receipt Amount Curr. Date to Number Ctry
002 Hotel 169.00 EUR 11.01.02 13.01.02 2 DE
Description Hotel 'Zum Kühnen Sachsen' Germany
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03. 04. 2002 T R A V E L E X P E N S E S T A T E M E N T
Name Chris Miller Simulation
PersNo. 98020 IDES AG 1000
Trip no. 2000257 Hamburg Cost center 3200
I T I N E R A R Y
Trip destination Country
08. 02. 2002 08: 00 - Worm I nc.
08. 02. 2002 19: 00 D vi l l age
Ger many
P E R - D I E M S E T T L E M E N T
Meals
Date Ctry Amount Company Amount Addit. Reimburs.
Time Tax ded. CompDed No.. Tax fr. Amount Amount
08.02.00 08.02.00
08:00 19:00 DE 6.00 6.00 1 6.00 0,00 6.00
Total amounts for meals in EUR 6.00 0,00 6.00
Travel Costs
Date Typ Amount Amount Amount Addit. Reimburs. Tax fr. Comp. No Mls/km Tax fr. Amount Amount
08.02.02 Car
ToMl 0.30 0.40 100 30.00 10.00 40.00
Total amounts trav.costs in EUR 30.00 10.00 40.00
Total amounts PD/FR settlement in EUR 36.00 10.00 46.00
T O T A L A M O U N T S
Total amount tax-free in EUR 36.00
Total amount taxable/additional amount in EUR 10.00
Reimbursement amt in EUR 46.00
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C O S T S A S S I G N M E N T
Trip expenses to be transferred (w. CO receiver) in: EUR 46.00
46.00 EUR to:
Company code 1000
Business area 9900
Cost center 3200
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Reimbursement group - meals/accommodations
Trip areas
Trip types and trip activ ity types
Per diems for accommodations
Rates for meals (per diem and maximum rates)
Rates for meals/time (per diem and maximum rates)
Contents:
Per Diems/Flat Rates (Customizing)
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Define trip areas
Define trip types and trip activity types
Create and scale per diems for
meals/accommodations
At the conclusion of this unit , you wil l be able to:
Per Diems/Flat Rates (Customizing): Objectives
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Addi tional
amount flowsinto HR Payroll
Income-related
expenses,
that can beasserted in the
annual income tax
return
Tax-freeamount
Reimbursementamount
Reimbursement amount
- tax-free amountDifference =
positivepositive negativenegative00
Per Diems/Flat Rates: Structure of All Views
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Example
Reimbursement groupReimbursement group --statutorystatutory
ATravel exp. level Aaccording to t ravelexpense laws
B
01Travel expenses level A -executive employees
02
03
04
Reimbursement groupReimbursement group --enterpriseenterprise--specificspecific
Travel exp. level Baccording to t ravelexpense laws
Travel expenses level A -salaried employees
Travel expenses level B -executive employees
Travel expenses level B -salaried employees
Reimbursement Group - Meals/Accommodations
A statutory reimbursement group for meals/accommodations is a reimbursement group for
meals/accommodations for which the same statutory or standard contract trip provisions for meals and
accommodations are valid.
Example:
Travel expenses level A, B, C, according to German federal travel expense legislation.
An enterprise-specific reimbursement group for meals/accommodations is a reimbursement group for
which the same enterprise-specific trip provisions for meals and accommodations are valid.
Example:
- Members of the Executive Board
- Executive employees
- Salaried employees
- Industrial workers The assignment to a statutory reimbursement group for meals/accommodations is independent from the
assignment to an enterprise-specific reimbursement group for meals/accommodations.
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Reimburs. rates
Meals
Accommodations
Travel costs
France
France
.
.
.
USA
USA
USA
-
Paris
.
.
.
-
New York
Washington
Trip region
Trip Countries and Regions
Trip country
As a rule, each country specifies different maximum tax-free amounts for trips to different countries in
its legislation. You need to store these reimbursement rates for travel costs, accommodations and meals
in the system for each individual trip country.
A trip country can be considered as the combination of a country/country group key and a region key.
With the IMG activity Delete/Restore trip areas, you can delete, depending on the trip provision variant,
all view entries for trip areas not needed in your current client. The program on which this is based also
allows you to copy and thus restore country data from client 000 to your current client, depending on the
trip provision variant.
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Trip country
CtryGr. Meals
DE
Trip region
Germany
Germany
> 01.01.XXXX 01.01.XXXXFrom To
EU
Region Meals Country group EU
CtryGr. Accommod. EU
Region Accommod. Country group EU
Assignment: Trip Country - Trip Country Group - Trip Region
CtryGr. Travel cos ts EU
Region Travel costs Country group EU
CtryGr. Max. rates EU
Region Max. rates Country group EU
View " Assignment: Trip Country - Trip Country Group - Trip Region"
Country Groups
You can summarize trip countries with identical per diems/flat rates in country groups (see the IMG
activity Assign trip country groups). Country groups are thus a collection of different trip countries that
have been specified as a unit as a result of their tax legislation (such as EU = European Union).
In the IMG activity Define trip areas, you can store a country group key (3 places, alphanumeric) for
these country groups along with a corresponding long text.
If you do not require country groups, you can deactivate the country groups function in the IMG activity
Travel Expense Control (Expert View), line Other settlement , position 3.
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Trip typesTrip types Trip activity typesTrip activity types
Statutory
Enterprise-specific
Course attendance
Course instructor
Visit to customer
Presentation
Sales activity
Business trip
Trips betweenplants
City bonus
Trip Types and Trip Act ivity Types
If you differentiate your reimbursement rates for travel costs, meals, and accommodations according to
statutory and enterprise-specific trip types, you can directly access the respective amounts to be
reimbursed by means of freely definable trip types and trip activity types.
You can store the valid entry values (1 place, alphanumeric) in the system along with corresponding
long texts using the following IMG activities:
- Define statutory trip types
- Define enterprise-specific trip types
- Define trip activity types
You specify the trip type and the trip activity type when entering trips.
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Travel Privileges
Chris Miller
R.grp M/A statutory
R.grp M/A enterprise
Accommodations per diem
Ctry
CACA
Region
_ _
R.grp M/A
statutory
_ _
Tax-freeamount
82.0082.00
Reimburs.amount
92.0092.00
R.grp M/A
enterprise
_ _
Groupings
Per Diems/Flat Rates: Accommodation
General trip data
Montreal
From
To
Trip dest.
Trip country
02.04.XXXX
02.03.XXXX
Date
20:00
09:00
CA Region
Time
Accommod. 2 of 2
You store per-diem amounts for accommodations in the system depending on
- Trip country
- Trip region
- Enterprise-specific trip type
Be sure to define a reimbursement rate for every possible combination of these control parameters.
For further differentiation of reimbursement rates, you can use the statutory trip type, the trip activity
type, and the statutory and enterprise-specific reimbursement groups for meals/accommodations.
Here again, you can delimit the validity period. (For this procedure, see Flat Rates: Travel Costs.)
Using the IMG activity Import current travel expenses per diems/flat rates from SAPNet you can import
the latest travel expenses per diems/flat rates to your R/3 System from files that are available for you in
SAPNet. For information on the scope of functions and procedures, see the documentation of report
RPR_UPDATE_PER_DIEMS_FROM_FILE.
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Meals per diem
Ctry
DEDE
Region
_ _
R.grp M/Astatutory
_ _
Tax-freeamount
0.000.00
Reimburs.amount
0.000.00
R.grp M/Aenterprise
_ _
No. of days
9999
No. of hours
77
DEDE
DEDE
_ _
_ _
_ _
_ _
_ _
_ _
9999
9999
1313
2323
6.006.00
12.0012.00
6.006.00
12.0012.00
_ 99 24 24.-DE _ _ 24.-
Travel Privileges
Chris Miller
R.grp M/A statutory
R.grp M/A enterprise
Groupings
Per Diems/Flat Rates: Meals
General trip data
From
To
Trip dest.
Trip country
Date
19:00
08:00
DE Region
Time
02.03.XXXX
02.03.XXXX
To simplify maintenance of this view, you can define meals per diems (24-hour rates) and scale them by
hours using the IMG activity Calculation guidelines: define meals per diems scaled by hrs.
The meals per diems are the reimbursement rates applied by the settlement program for full trip days
(lasting 24 hours). Using the IMG activity Scale per diems for meals by hours, you can create
reimbursement rates for shorter periods in the system (scale per diems) from the meals per diems and the
calculation guidelines.
Reimbursement rates for trips which last less than one day are valid for trip days under 24 hours (for
one-day trips or for first or last trip days). Differentiation of the trip duration can be carried out on the
basis of full trip hours.
The meals per diems and the calculation guidelines can be differentiated according to the same control
parameters as for accommodations per diems (see above).
In addition, it is possible to scale the reimbursement amounts according to the number of days for theentire trip.
For settlement via individual meals receipts, you need to define maximum amounts. Maintenance is
performed according to the same steps as above ( Define maximum amounts for meals per day,
Calculation guidelines: Define maximum amounts for meals scaled by hours, Scale maximum amounts
for meals by hours).
Using the IMG activity Import current travel expenses per diems/flat rates from SAPNet you can import
the latest travel expenses per diems/flat rates to your R/3 System from files that are available for you in
SAPNet. For information on the scope of functions and procedures, see the documentation of report
RPR_UPDATE_PER_DIEMS_FROM_FILE.
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Per diems for meals for partial days
Ctry Hrs Amnt
0.0.--
12.0012.00
24.0024.00
35.0035.00
Reduction rule
00/100/100
40/10040/100
80/10080/100
100/120100/120
AT AT
AT AT
AT AT
AT AT
77
1313
2323
2424
Generate reducedmeals per diems
2424 35.0035.00
Per diem
AT AT
Ctry Hrs Amnt
Scaling Meals Per Diems
Round up
Round up
Round up
Round down
In the IMG activities Calculation guidelines: Define meals per diems by hours or Scale maximum
amounts for meals by hours, you can simplify maintenance of meals rates for partial days considerably.
The per-diem or maximum values for meals are set up for the relevant period, for specific countries and
according to the statutory and enterprise-specific regulations as (full) meals per diems (basic entries).
A program then scales the full per-diem or maximum rates according to the calculation guidelines and
assigns them to the relevant hours. If the basic entry is not the output value from the scaling by hours,
you can calculate this value using a calculation rule for 24 hours. In this case, the output value is
calculated using the basic entry and then scaled for the appropriate per diems using the calculation rule.
Note, in such cases, the rounding indicator (for example, ‘>’) provided by the scaling program will be
reversed during the calcuation. This means that in the above example the rounding indicator would be
‘<‘.
This method help makes it easier for you to:- Set up per diems for meals for new countries, for example, or for enterprise-specific trip types,
etc.
- Change per-diem and maximum rates
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Travel costs flat rate
Tax-free
amount
Vehicle type R.grp travel
costs
ETT
P
Reimburs.
amount
1 0.30 0.35
......
A
Accommodation per diem
Ctry
CA
Region
_
R.grp M/Astatutory
_
Tax-freeamount
82.-
Reimburs.amount
92.-
R.grp M/Aenterprise
_
ETT
A
Meals per diem
Ctry
DE
Region
_
R.grp M/Astatutory
_
Tax-freeamount
24.-
Reimburs.amount
28.-
R.grp M/Aenterprise
_
ETT
A
P 1 0.30 0.30 _
CA _ _ 82.- 82.- _ _
DE _ _ 24.- 24.- _ _
Enterpr ise-Specif ic Trip Type (ETT)
Trips that differ from standard trips due to enterprise-specific rules can be classified in an enterprise-
specific trip type (ETT).
In the views for travel costs flat rates and meals/accommodations per diems you can store the following
for exact dates and according to enterprise-specific trip type:
- Tax-free amount
- Amount reimbursed by your company
Remember that if you only want to raise one of these per diems/flat rates, you must also set up duplicate
entries, with the same key fields, otherwise errors will occur during trip entry.
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Deductiontype
Domestic/International
Tax
deduction
15%15%
30%30%
30%30%
Enterprise-spec.deduction
18%18%
30%30%
30%30%
FF
MM
A A
--
--
--
...
Deductions
The system can process the following deductions:
- Deductions from per diems for meals due to gratuitous entertainment
- Deduction of cost of living savings from an individual receipt for meals
- Deduction of breakfasts included in hotel receipt amount
The following entry values are valid for the deduction types; they are fixed in the system and can not be
defined by the user:
- F Deduction of breakfast from per diem for meals
- M Deduction of lunch from the per diem for meals
- A Deduction of dinner from the per diem for meals
- R Minimum reimbursement after deductions
- N Free overnight stay
- U Deduction of breakfast from accommodations receipt amount The deductions can be stored as percentages or as absolute amounts.
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Gratuitous entertainment
Per diem rate
24.00
Reduced per diem rate
16.80
Lunch30%
less
=
Example of a Deduction
The full daily rate is reduced by the specified percentage (here 30%). The reduced per diem rate is paid.
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Per Diems/Flat Rates (Customizing) Exercises
Unit: Per Diems/Flat Rates
Topic: Customizing
At the conclusion of this exercise, you will be able to:
• Increase the accommodations and meals per diems of yourcolleagues above the statutory rate and define a corresponding
calculation guideline for this
10-1 Creating a Trip Area and an Enterprise-Specific Trip Type
Create a new trip area for your trip provision variant xx:
Trip country ZZ, trip region ZZZZ with the description: group xx
Create a new enterprise-specific trip type for your trip provision variant xx:
Enterprise-specific trip type A with the description: group xx
xx = Group number
10-2 Maintaining Accommodations and Meals Per Diems
Your enterprise wants to reimburse accommodations and meals per diems at a higher ratethan the statutory rate for certain trips made by employees.
To do this copy country Germany ( DE ) from the enterprise-specific trip type Blank to the
enterprise-specific trip type A.
Use the copy function for Define per diems for accommodations and Define per diems for
meals per day.
The reimbursement amount for accommodations is 10.00 EUR greater than the tax-free perdiem. Change the reimbursement amount appropriately.
The reimbursement amount for meals is 6.00 EUR greater than the tax-free per diem for
the full calendar day. Change the reimbursement amount appropriately here too.Then maintain the corresponding Calculation guidelines: Define meals per diems scaled by
hrs (trip country DE) and expand the new basic entry meals per diem by day.
Ensure that an entry with the enterprise-specific trip type A has been defined in the travel
costs flat rates for Car , reimbursement group travel costs 9. (Template: travel costs flat
rates for cars, reimbursement group: Travel costs 9, amounts remain unchanged.)
Assign the enterprise-specific trip type A to a domestic trip, simulate the trip and check theresult.
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Note:
If you are to copy a country other than Germany your instructor will inform you of this.
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Per Diems/Flat Rates (Customizing) Solutions
Unit: Per Diems/Flat Rates
Topic: Customizing
10-1 Creating a Trip Area and an Enterprise-Specific Trip Type
In Customizing (IMG), choose:
Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Facts Define
trip areas.
Once you have entered your trip provision variant the Change View "Names for TripCountry/Trip Country Group/Trip Region screen appears.
• Enter for your trip provision variant the trip country ZZ and the trip region ZZZZZ asgiven in the exercise.
• Save your entries.
Then choose:
Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Facts Define
enterprise-specific trip types.
The Change View "Names of Enterprise-Specific Trip Types screen appears.
• For your trip provision variant enter the enterprise-specific trip type A as given in the exercise.Select your trip provision variant with 'blank ' for the trip type and the name All trips as a
template.
• Press Enter and then save your entries.
10-2 Maintaining Accommodations and Meals Per Diems
In Customizing (IMG), choose:
Financial Accounting Travel Management Travel Expenses Trip Reimbursement
Amounts Reimbursement Amounts for Accommodations Define per diems for
accommodations.
Once you have entered your trip provision variant the Change View "Trip Provision: Per
Diem for Accommodations": Overview screen appears.
• Select the trip country DE and choose Copy as.
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• In the detail screen, change the Trip type: enterprise-specific field to A and the Reimburse. amount as given in the exercise and save your entries.
• Exit the detail screen.
In Customizing (IMG), now choose:
Financial Accounting Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts for Meals Reimbursement Amounts for
Meals/Hours Per Diems for Meals (MPD) Define per diems for meals per day.
Once you have entered your trip provision variant the Change View "Trip Provision: Per
Diem for Accommodations": Overview screen appears.
• Select the current entry for trip country DE, trip type: statutory blank , trip type:
enterprise-specific blank and choose Copy as.
• In the detail screen, change the Trip type: enterprise-specific field to A and the Reimburse. amount as given in the exercise.
• Save your entries and exit the detail screen.
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In Customizing (IMG), now choose:
Financial Accounting Travel Management Travel Expenses Trip Reimbursement
Amounts Reimbursement Amounts for Meals Reimbursement Amounts for
Meals/Hours Per Diems for Meals (MPD) Calculation guidelines: define meals per
diems scaled by hrs.
Once you have entered your trip provision variant the Change View "Calc. Guidelines: Per
Diem for Meals Scaled by Hours": Overview screen appears.
• Select the current entries for trip country DE, trip type: statutory blank , trip type:enterprise-specific blank and choose Copy as.
• In the detail screens change the Trip type: enterprise-specific field to A.
• Save your entries and exit the detail screen.
In Customizing (IMG), also choose:
Financial Accounting Travel Management Travel Expenses Trip Reimbursement
Amounts Reimbursement Amounts for Meals Reimbursement Amounts for
Meals/Hours Per Diems for Meals (MPD) Scale per diems for meals by hours.
The Generation of Scaled Meals Rates screen appears.
• Leave the selection interval unchanged and fill the following selection fields. Enter
your trip provision variant xx, trip country DE and trip type enterprise A, deactivate theTest run field and start the program.
A generation log is displayed.
In Customizing (IMG), now choose:
Financial Accounting Travel Management Travel Expenses Trip Reimbursement
Amounts Reimburs.Amounts Travel Costs Define flat rates for travel costs.
Once you have entered your trip provision variant the Change View "Trip Provision: Per
Diem for Accommodations": Overview screen appears. .
• Select the vehicle type Car , reimbursement group - travel costs 9 and choose Expand
<-> Collapse.
• Select both entries and choose Copy as.
• In the respective detail screen change the Trip ty. E field to A.
• Save your entries and exit the detail screen.
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Dialog and Settlement Control:Objectives
Set up dialog control for trip schemas
Adapt the screen layout of t rip data entry
to suit your requirements
Maintain the standard features for trip data
entry and travel expenses
Influence the travel expense controls
At the conclusion of this unit , you wil l be able to :
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Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
Course Overview Diagram
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Trip provision variant: 01 - German settlement
Trip schema: 01 Business Trip
User group according to feature TRVFD
Travel Manager (Travel Expenses only )
Trip per diems and flat rates
General trip data
3400 Subscreen for Trip Receipts
1900 Trip status
1950 History of trip
3160 Trip i tinerary
1501 Trip advances as subscreen
3100 General Trip Data Subscreen...
Trip Segment: Beginning date - PTP02-DATV1
Reason for tr ip (e.g. customer/requisition er) - PTP02-KUNDE
Trip Segment: End time - PTP02-UHRB1
...
Schema and Individual Field Control
Using the trip schemas you can simplify the entry of travel expenses for the user in your
company. You can limit entry to individual entry masks, give certain fields default values
or suppress them totally.
For each trip schema you can make different settings for different user groups. This means that
employees in the expenses departments can see different fields when they enter data than the
employees who enter their travel expense data themselves.
If you expand the tree structure down to field level, you can
Display or suppress fields Specify fields as mandatory
Enter field default values
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Trip type
Trip no. assignmentDomestic/International
Default values
Int. no.assignm. Trip country DETrip region
Trip type statutory Business trip
Trip type enterprise No distinction
Trip schema: 01 Business Trip
No distinction
Domestic departure suppressed
Several-day trip
Activity type
Message when saving
Per diem meals checkbox set
Activate entry screens
Advances for trip
Trip itinerary
Miles/kms distribution
Addit. trip info.
History of trip
User data Add. receipt info.
Cost assignment
Overview
Entire trip
Stopover Indiv. receipt
Miles/kms
Deduct.
Deductions
Columns for:
Breakfast
Meal coupon
Accommod.
No distinction
56 900
GermanyGermany
Dialog Control of the Trip Schema
Using the trip schema you adapt the entry masks for the respective trip type (such as customer visit). The
trip schema is used to control the dialog. Using the IMG activity Define schema and individual field
control, you can make the following settings:
Dependent on the trip schema you can specify default values for the following fields: Trip type
statutory, Trip type enterprise, and Trip activity type. These fields control the amount of the per
diems/flat rates to be paid. You can thus define a specific trip schema (such as a training course) and
assign the appropriate per diems automatically using the corresponding default values.
You can determine for each trip schema which entry screens are to be available in dialog, such as
deductions, advances, cost assignment.
In the trip schema you can store a message that is displayed when saving the trip, such as Have you
made a cost assignment for the travel expenses?
If there is no difference in the entry for domestic or international trips in your enterprise, choose theattribute No distinction. Caution: You can only create one schema with this characteristic per trip
provision variant. This trip provision variant may contain no other schema with the attribute domestic
trip or international trip.
In order to deal with more than one trip per day, a one-day trip schema must be indicated as schema for
more than one trip per day.
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Trip provision variant: XY
Trip schema: 01 Business Trip
User group accor ding to feature TRVFD
Travel Manager
General tr ip data
Trip per diems and flat rates
3400 Subsc reen ...
1900 Trip status
SETTLEMENT
REQUEST
...
Travel request/Trip status - PTKXX-WA1XX
Travel request/Trip status - PTKXX-WA2XX
Travel request/Trip status - PTKXX-WA3XX
...
PTKXX-WA3XXTravel request/Trip statusText for entry field:
Display type of field
Standard format
Alternative display type
Field is visible
Field ready for input
Input field
Entry in field is required
XDefault value
Set field characteristic
Indiv idual Field Control for Dialog
Via individual field control, fields in trip data entry can be:
- Assigned default values
- Displayed or suppressed
- Specified as mandatory or optional fields
See the IMG activity Define schema and individual field control.
Feature TRVFD is used to set up individual field control variably, user-specifically or depending on the
employee's organizational assignment. The return value of this feature enters into the structure of
individual field control as a variable key.
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Feature TRVFD
Decision tree
Structure
Person responsible/Status
Country/Component Assignment
Documentation
Display Change
Made up of oneor more fields thatcan be queried inthe decision tree
Countries for which the featureis valid
Query of personnel and datastructure fields to determine
return values
Management dataof a feature
Information aboutstructure and function
Subobjects
Features: Initial Screen
(Travel Fields) Field
control
Maintenance of Features (1)
Enterprise-specific variations are controlled via so-called features.
Depending on the organizational situation of an employee (in Travel Management, data from Infotypes
Organizational Assignment (0001), Basic Pay (0008), Travel Privileges (0017)) and the user group TRV
(user parameter in user master data), a decision tree determines return values/matrices which control the
trip dialog or travel expenses in various ways.
Maintain the standard features TRVxx according to your requirements.
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User 1 User 2User
parameter:
TRV = Space
User
parameter:
TRV = 01
01SPACE
TRVFDTRVFDReturn value:
Request entered
Request approved
Trip completed/Report entered
Trip/Report approved
Request entered
Request approved
Trip completed/Report entered
Trip/Report approved
New s tatus New s tatus
Dynamic Screen Layout - Trip Data EntryFeature TRVFD / TRVCO
Using features TRVFD and TRVCO, you can control dialog variably, either user-specifically or
depending on the employee's organizational assignment.
Feature TRVFD is used to set up individual field control variably, user-specifically or depending on the
employee's organizational assignment. The return value of this feature enters into the structure of
individual field control as a variable key.
The above example shows you how feature TRVFD controls the individual fields in Travel Manager
(Travel Expenses only) or Travel Expense Manager dynamically; depending on the user parameter TRV
in the user master record, the status fields Approval or Settlement are filled with default values.
For setting up the account assignment objects for cost assignment within trip data entry variably, user-
specifically or depending on the employee's organizational assignment, there is feature TRVCO. The
return value of this feature enters into the view Set up variable layout for account assignments as a
variable key.
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Vehicle type
Default Values for Dialog: German settlement
PD/FR settlement
View " Default Values for Dialog"
Default Values for the Dialog
Car Car
You can store a default value for the vehicle type independently of the trip schema.
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Check
Cash office
FI
DME
Advance Payment
⎯ SAP AG 1999
Cash
Scheck
FIDME
Advance Payment
IMG activity: Define post ing and payment of tr ip advances
No payment, documentary entry only
Payment via cash office
Payment via Financial Accounting or data medium exchange
Posting and payment of advances:
The following variants can be used to pay advances:
Payment of an advance at the cash office:
Manual posting of the advance:
- Advance is paid to the employee at the cash office
- Manual posting of the advance (not via Travel Management)
Trip advance transaction (cash transaction):
- Advance is paid to the employee at the cash office
- Entry is made via the transaction Trip advance (cash transaction)
- Automatic posting via Travel Management
Payment of the advance via a payment run in the FI module. The advance is posted via Travel
Management.
Payment of the advance via data medium exchange (DME). The advance is posted via TravelManagement.
The payment variants are controlled via the IMG activity Define posting and payment of trip advances.
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Accounting control in expert view:
0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0
1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0
Receipt settlement
0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2Meals settlement
0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0 Accommod. settlem.
0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Travel cost settlem.
3 1 1 0 1 0 0 0 0 0 1 1 0 0 0 0 0 0 0
0
0Other settlement
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Pub. sector settlem.
...
...
...
Travel Expenses Control (Expert View)
Dependent on the trip provision variant, you can use the expert view to control the possible settlement
rules of a travel expense settlement.
This expert view usually has to be set up only once.
To simplify the maintenance for the system administrator, common control parameters are available as
individual IMG activities. These are:
- Activate special rules for industry solutions
- Define influence of control parameters: Receipt maximum rate
- Specify per diem/flat rate or individ. receipt reimbursement
- Define influence of control parameters: Travel costs
- Define miles/kms cumulation
- Define influence of control parameters: Accommodations
- Define calculation of meals per diems- Define influence of control parameters: Meals
- Define influence of control parameters: Deductions
- Specify validation date for account assignment objects
- Define posting and payment of trip advances
- Define posting of paid individual receipts
- Define structure of trip statistics
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EntryEntry MeaningMeaning
No integration with HR PayrollL+G 0
Integration with HR Payroll according to inflowprinciple; set correction or retroactive accounting
indicator
1
No check of payroll period entered against control
record in HR Payrol l0
Payroll period entered is checked against control
record in HR Payrol l
1
Integration with HR Payroll according to origin
principle; set correction or retroactive accounting
indicator
2
PA3
Travel Expense Parameters Feature TRVPA(Excerpt)
Via feature TRVPA, you set the general settlement and dialog parameters. You decide, for example:
- Whether travel expense settlement is to be used in integration with HR Payroll (entry L+G)
- Whether the payroll period is to be checked against the control record in HR Payroll (entry PA3)
- Which fixed value for the approval status is to be set when the trip is saved (entries WRP or FDE)
The settlement program reads feature TRVPA and receives a return matrix with the following lines
(excerpt):
- L+G Integration with HR Payroll
- PA3 Check against personnel control record in HR Payroll
- FDE Approval status travel calendar
- WRP Approval status travel manager/travel expense manager/weekly report
- OAA Activation of optical archiving
- CBW Control of early optical archiving- FDW First day in weekly report
- CCC Activation of credit card clearing
- WRC Overlapping of weekly report with entered trips
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You are now able to:
Dialog and Settlement Control: Review
Set up dialog control for trip schemas
Adapt the screen layout of t rip data entry
to suit your requirements
Maintain the standard features for trip data
entry and travel expenses
Influence the travel expense controls
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Dialog and Settlement Control Exercises
Unit: Dialog and Settlement Control
Topic: Customizing
At the conclusion of these exercises, you will be able to:
• Modify trip schemas
11-1 Modifying Schemas for Dialog Entry
In your enterprise advances for trips are not paid and neither cost assignments relating to
further destinations nor receipts are used. Suppress the relevant working areas in schema
01 Business trip.
11-2 Setting the Default Status
Use the individual field control to ensure that the default trip status is set to Trip approved (screen 1900, PTKXX-WA4XX, default value X) and to be settled (screen 1900, PTKXX-
WAX1X, default value X) when creating a trip with the Travel ManagerCheck the settings you made by creating a new trip using the Travel Manager.
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Dialog and Settlement Control Solutions
Unit: Dialog and Settlement Control
Topic: Customizing
11-1 Modifying Schemas for Dialog Entry
In Customizing (IMG), choose:
Financial Accounting Travel Management Travel Expenses Dialog and Travel
Expenses Control Dialog Control Define schema and individual field control.
Once you have entered the trip provision variant the Schema and Field Control screen
appears.
• Click on the arrow next Trip provision variant: xx.• Select Trip schema 01: Domestic trip.
The data to the schema is displayed on the right-hand side of the screen.
• Deactivate the entry screens for Advances and the cost assignment for Stopover and
Indiv.receipts.
• Save your entries.
Check the changes you made by creating a trip in the Travel Manager.
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11-2 Setting the Default Status
In Customizing (IMG), choose:
Financial Accounting Travel Management Travel Expenses Dialog and Travel
Expenses Control Dialog Control Define schema and individual field control.
Once you have entered the trip provision variant the Schema and Field Control screenappears.
• Click on the arrow next Trip provision variant: xx.
• Click on the arrow next to Trip schema: 01 Domestic trip, then click on the arrow next to User
group according to feature TRVFD, and then on the arrow next to Travel Manager .
• Open 1900 Trip status in the same way and select Status: Trip approved - PTKXX-WA4XX .
• Select Alternative display type and enter X in the Default value field.
• Save your entries.
• Click on Status: To be accounted - PTKXX-WAX1X .• Select Alternative display type and enter X in the Default value field.
• Save your entries.
• Check the changes you made by creating a trip in the Travel Manager and calling the status
screen.
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The form variant
Designing the form header
Characteristics of the form blocks
Contents:
Form Structure
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Adapt the presentat ion of the standard fo rm to
match the requirements of your enterprise. This
includes:
Form header
Form blocks
At the conclusion of this unit , you wil l be able to:
Form Structure: Objectives
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Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
Course Overview Diagram
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Form variant FOXX
Form variant
DescriptionGeneral form variant
Form variant: German settlement
Decision criteria:
• BUKRS Company code
• WERKS Personnel area• BTRTL Personnel subarea
• PERSG Employee group
• PERSK Employee subgroup
• PTZUO Employee Grouping - Travel Management
• MOLGA Country grouping
• TRVUG User group 'TRV' for
HR Travel Management
TRVFO (Form variant)
PERSK Employee subgroup
DU Salaried EE
W SPDU
T FODU
DC Place.student
W SPDC
T FODC
Other
W SPXXT FOXX
Form Variant and Feature TRVFO
You use the form variant to define a particular presentation of the standard form. This means that all the
design characteristics for the form (such as header, suppressed columns) are assigned to a form variant.
Using the feature TRVFO you can assign a form variant to an organizational employee or user group.
The return value of the feature is the form variant.
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Page type Fixed text no.
Background mask of the header
LineNum. Type of header
Page type
FP First pageEP Remaining pages
Type of header
Travel exp. statement
A Travel request
S Proof of cancellation
Text pool
X01 T R A V E L E X P. S T A T E M E N TX02 T R A V E L R E Q U E S T
X03 P R O O F O F C A N C E L L A T I O N
X04 ...
1 EP X01
Fixed text
TRAVEL EXP. STATEMENT
2 EP X08 ------------------------------------------------
6 EP X08 ------------------------------------------------
1 EP X02 TRAVEL REQUEST A
Form Header (1): Header Background
The form header consists of a background and text modules of variable fields positioned on the
background.
You define a background mask for the form header using the IMG activity Create background .
You fill the form background line by line with text modules. You can give the chosen text modules a
particular color or display type (inverted, intensified).
You must create a background for both the header of the first page and that of the remaining pages.
You can also distinguish between the header backgrounds for the travel expense statement, travel request
and proof of cancellation.
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Page type
FP First page
EP Remaining pages
Variable fields
NAME NameORT Town/city
STR Street
PLZ Postal code
KOSTL Cost center
Fixed textsX11 Name
X12 PersonnelNo.
X13 TripNo.
X14 Cost center
X19 Country
X23 Postal code
Pge type
EP DATEP
Columns
1 Print date
Line no.
1
Fixed text no.Field name Field description
EP PAGNO78 Page no.1
EP 13
EP NAME13 Name of employee3
Fixed txt
X11 Name
Fields in the header
Form Header (2): Header Fields
Define any additional header contents using the IMG activity Specify layout .
On the background you defined now position the text elements and variable fields that are to be
evaluated at runtime.
You can change and format the color and display type of these text elements and fields.
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Block headings: ...
FBLK
0102
04
...
Block heading
TRIP ITINERARYPER DIEM SETTLEMENT
INDIVIDUAL STATEMENT
...
Sort criterion Indiv idual statements
• Receipt date
• Receipt number
• ...
Subtotals Individual statements
• Public transport
• Accommodations
• ...
Block headings
Block attributes
Form variant
Form block
FOXX
04
General form variant
individual statement
Form block attributes ...
Form block suppressed
Block attributes for indiv.receipt
Sorted by
Subseq. sort by
Subtotals
Expenses for priv. car
Public transport
Other
Accommodations
Individ. meals statement
Meals
1
9
Receipt date
Receipt number ...
Characteristics of the Form Blocks (1)
You define a block heading for each form block using the IMG activity Create headings.
In the IMG activity Specify attributes, you can specify whether the following form blocks are to be
displayed in the travel expense statement or not:
- Individual statement
- Cost assignment
- Additional trip information
- Additional information for individual receipts
- User-defined text
For the Individual statement block you can also specify a special sorting of the receipts and the display
of subtotals according to the travel expense categories.
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Column description BELNR
Form block 04
Form block
01 Trip itinerary02 Per diem settlement
04 Individual statement...
06 Advance
...
Column suppressed
Column description
BELNR Receipt number BLDAT Receipt date
MWKZ Sales tax
...
Column attributes
Individual statement
Receipt number
Characteristics of the Form Blocks (2)
In the IMG activity Suppress information/columns select the columns or information for a form block
that is not to be displayed.
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You are now able to:
Adapt the presentat ion of the standard fo rm to
match the requirements of your enterprise
Form Structure: Review
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Form Structure Exercises
Unit: Form Structure
Topic: Adapting the Form Header
At the conclusion of this exercise, you will be able to:
• Create an individual header for the travel expense statementstandard form
12-1 The header of the standard form is to be expanded in the travel expense statement toinclude the address of the employee so that the printed form can be sent to the employee.
The address is to include the employee's name, street, postal code and town.
12-1-1 First expand the form background by copying the entry in row 6 to a higher rowand then deleting the old entry.
12-1-2 For trip provision variant xx and form variant FOXX change the header for the first
page appropriately.
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Form Structure Solutions
Unit: Form Structure
Topic: Adapting the Form Header
12-1
12-1-1 In Customizing (IMG), choose Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control FormStructure Modules of Form Variants Form Header Structure Createbackground.
Once you have entered your trip provision variant and form variant the Change
View "Background Mask for Header Line": Overview screen appears.
• Select the line 6 for page type FP (first page) and the header line type ' ' (travel expense
statement) as a template and choose Copy as.
• In the detail screen change the Line number in form field to 12 and exit the detail screen.
• Save your entries.
• Select the line 6 for page type FP (first page) and the header line type ' ' (travel expensestatement) again and choose Delete.
• Save your entries.
• Select the new entry and choose Details.
• In the detail screen, choose Preview header line background and check your changes.
• Exit the detail screen.
• Exit the overview screen.
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12-1-2 In Customizing (IMG), choose Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control FormStructure Modules of Form Variants Form Header Structure Specify layout.
Once you have entered your trip provision variant and form variant the ChangeView "Fields in Header Line": Overview screen appears.
• Here you can insert the address fields in the header line:
• Choose New entries.
• In the detail screen, fill the fields Page type, Line number in form, Column number in form and
Fld name with the following values:
− Page type FP
− Line number in form 8
− Column number in form 1− Fld name NAME
− Check your entries by choosing Preview fields.
− Exit the preview screen.
− Save your entries.
− Repeat the above steps with the following values:
− Page type FP
− Line number in form 9
− Column number in form 1
− Fld name STRASSE
− Page type FP
Line number in form 11
Column number in form 1
Fld name PLZ
− Page type FP
Line number in form 11Column number in form 7
Fld name ORT
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Settings for Interfaces
Contents:
Assigning wage types to travel expense types
Assigning wage types to symbolic accounts
Assigning symbolic accounts to expense accounts
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Settings for Interfaces: Objectives
Assign wage types to t ravel expense types
Assign wage types to so-called symbol ic
accounts
Assign symbol ic accounts to the expense
accounts in financial accounting
At the conclusion of this unit , you wil l be able to :
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Course Overview Diagram
Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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Transfer: Overview
Travel Management
Trav el exp.ty pe HOTL
Wage type MJ10
Symb. acct +10
G/L account Expenseaccount
Accounting
Post ing of travel expenses
Transfer to HR Payroll
Transfer to Accounting
The travel expense type (Travel Management term) is entered manually in the system with the trip.
Then, the travel expense program assigns the expense type a wage type.
Then the expense type can be transferred to HR Payroll via the assigned wage type (an HR Payroll
term).
For posting to Accounting (AC) finally, the wage type is transferred via a symbolic account to the G/L
account (a Financial Accounting term).
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Assigning Wage Types to Travel Expense Types
Travel exp.type Flight
1. Wage type Trav. costs/Flight tax-freeMJ30
2. Wage type
Flight
Wage type for per diems/flat rates
Travel exp.type Miles/kms flat rate
WType tax-free Trav. costs/Flight tax-freeMJ30
WType addit.exp.
FAKx
MJ31 Trav. costs/Fl ight taxable
Wage type for receipt
View "Wage Type for Per Diems /Flat Rates"
View " Wage Type for Receipt"
You generally assign the required wage type to each travel expense type for the receipts in field 1. Wage
type. If you want to divide the receipt amount across different wage types due to a predefined maximum
value (see screen Default Values/Maximum Rates for Expense Types), specify a wage type in field 1.
Wage type for the part under the maximum amount and a second wage type in field 2. Wage type for the
part over the maximum value. See the IMG activity Assign wage types to travel expense types for
individual receipts. You also need to assign wage types to the expense types for per diems/flat rates and advances. You
generally distinguish between a wage type for the tax-free part of the per diem/flat rate (WType tax-free)
and a wage type for the taxable part of the per diem/flat rate (WType taxable). In the system there are the
following predefined standard expense types:
- FAKx flat rate for miles/kms (x=vehicle type)
- UBPA per diem for accommodations- VERP per diem for meals
- VORK advance, cash office
- VORS advance
Do not, under any circumstances, delete these expense types.
See the IMG activity Assign wage types to travel expense types for per diems/flat rates.
If you want to transfer travel expenses to HR Payroll, you must first ensure that the wage type you assign
here to the travel expense type is defined and set up in HR Payroll.
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Assigning Wage Type to Travel Expense Type/Service Provider
IMG: Assign wage types to travel exp. types for indiv idual receipts
Travel Manager
Travel Expenses
BEWI CC is assigned MJCC
Expense receipts
Exp. receipt 001 on 03.02.XXXX
AmntInput tax
Entertainment
150.00 Euro
...
Number 3
Ser. provider CC
Each combination of travel expense type and service provider can be assigned a specific wage type. The
service provider is the credit card company, the vendor account of which is to be posted with the actual
document.
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Assigning Wage Types to Symbol ic Accounts,FI Interface
Wage typ e
MJ10
MJ20
MJCC...
Assignment Assignment
Symb. expense
account
Symb. acct for
the offsetting entry
+10
+20
+10
RR
RR
CC
Symbolic account / debit/credit
10+-Description of the symbolic
account for th e expense
posting (operation HRT)
+ positive amount to Debitside of G/L account
- negative amount to Creditside of G/L account
RR/CCDescription of the
symbolic
account for the
offsetting entry
(operation HRP)
Each wage type that you have assigned for travel expense types for receipts and per diems/flat rates is
given one symbolic account (possibly two) and a symbolic account for the offsetting entry. Later you can
assign explicit posting accounts to the symbolic accounts.
This procedure has the advantage that, if a G/L account has to be changed in FI, only the assignment of
the symbolic account to the G/L account must be redefined. The wage types (from Travel Expenses),
consequently, are not dependent on the G/L accounts in financial accounting.
(IMG activity Define wage type - symbolic account assignment)
If the G/L account that is assigned to the symbolic account is not considered a cost element in
Controlling (CO), this can be indicated in the Without CO receiver field. If the indicator for symbolic
account is marked, the travel expense types assigned to these symbolic accounts via wage type are
transferred to accounting without account assignment objects and without input tax code.
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Converting Symbolic Account to Expense Account:FI Interface
Travel exp. posting: Expense accts
110 .......................... 474210
120 .......................... 474220G/L account
Travel Expenses
Operation HRT
...... ......
180 .......................... 474280
190 .......................... 474290
You need to maintain the following operations for assignment of symbolic accounts to the relevant G/L
accounts and for determining accounts for the offsetting entry (generally employees' customer/vendor
accounts):
- HRT Travel expense postings: expense accounts
- HRP Travel expense postings: customers/vendors (accounts for the offsetting entry)
The assignment to expense accounts takes place in the operation HRT by means of a 3-place field,
General modification with the following fixed structure:
- A 1 (one) must always be entered in the first position.
- The other two positions are filled with the designation for the symbolic account
Before you carry out account assignments, maintain the rules for automatic posting (depending on
general modification, independent of debits/credits) and specify the posting keys.
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Converting the Symb. Account for the OffsettingEntry in a (Vendor) Account
Travel exp. posting: Cust./Vendor
1RR .......................... * KP
1CC .......................... 10023
Determining accountusing elementarysearch help
File for D File for vendors customers
Elementarysearch help
Credit card accountfor credit cardcompany CC
Operation HRP*
K
P
The assignment of the symbolic accounts for the offsetting entry takes place in operation HRP by means
of a 3-place field , General modification with the following fixed structure:
- A 1 (one) must always be entered in the first position
- The other two positions are filled with the designation of the symbolic account for the offsetting
entry to the expense account (such as RR)
The employee customer/vendor account is determined in operation HRP via a BAPI, which is directed to
the employee customer/vendor accounts via a search help. You generally use the elementary search help
P. The entry in operation HRP must have the following structure:
- General modification Account
1RR *KP
The account designation has the following meaning:
Pos. Entry Meaning1 * Search using search help
2 K Search using vendors
3 P Elementary search P on field Personnel number
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Assigning: Expense Type, Wage Type, G/L Account
Travel costs flat rate
100 Kms 35. 00 EUR
Accommodat ionincl. breakfast
100.00 EUR
HotelGoldenStagInvoice
Mealsper diem
35.00 EUR
Travel Managementview
HR Payrol lview
Accountingview
MJ10
MJ20
MJ21
MJ30
MJ31
+20
+30
+10 474210
474220
474230
The Travel Management view, for example:
- Hotel receipts
- Meals per diem
- Travel costs flat rate
The HR Payroll view, for example:
- MJ10 Wage type for part under maximum rate for accommodations receipts
- MJ20 Wage type for the tax-free part of meals settlement
- MJ21 Wage type for the taxable part of meals settlement
- MJ30 Wage type for the tax-free part of travel costs settlement
- MJ31 Wage type for the taxable part of travel costs settlement
The Accounting view, for example:
- Symbolic account +10 in accordance with the expense account 474210 for the accommodationscosts of a trip (positive amounts are posted to the debit side of the account)
- Symbolic account +20 in accordance with the expense account 474220 for the meals costs of a trip
(positive amounts are posted to the debit side of the account)
- Symbolic account +30 in accordance with the expense account 474230 for the travel costs of a trip
(positive amounts are posted to the debit side of the account)
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Settlement: FI Initial Account Assignment Examples
Travel expensesD C
100.-
Miller D C
100.-
D C
100.-
Miller D C
100.-
Miller D C
100.-100.-
Clearing acctD C
100.-
+ 10
1. symb.
account
2. symb.
account
- 10
+ 10 - 60
Symbol ic accounts
aa
bb
cc
Travel expenses
Travel expensesD C
100.-
The symbolic account 10 (60) is assigned to the travel expenses G/L account (a clearing account) in the
above graphic. The following case examples are represented:
- Case a): posting of an expenses document for payment to the employee
- Case b): posting of the private share of expenses to be paid back by the employee
- Case c): posting of a ticket that was prepaid by the company
In order, in the case of a receipt prepaid by the company (such as a flight ticket), to post the offsetting
entry to a clearing account rather than a vendor account the second symbolic account is used.
Generally, you may not post CO receivers or input tax codes to a clearing account. In this case, in the
IMG activity Define wage type - symbolic account assignment select the Without CO receivers field next
to the second symbolic account 60.
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PerNo 98004Trip 214
Trip 222
Trip 231
Trip 254
Trip 256...
PerNo 98022
Trip 210
Trip 234
Trip 239Trip 261
...
Trip transfer docsTrip transfer docs
No. (4711...)No. (4711...)
per posting run
Management of
posting run 17
• Displays trip transfer documents
• Displays trips contained in
trip transfer document
• Checks posting run 17
for postability
• Rejects post ing run 17
(poss.)
- trip status is reset
• Posts posting run
• (all trip transfer
documents with the
numbers 4711... areposted)
Generates r unnumber: 17
PerNo 98004
Trip 254
Trip 256
PerNo 98022
Trip 239
Trip 261
...
Collector
Translates HR terms in ACterms (remote)
• Reads G/L accou nts
• Reads vendor accounts
• Calculates input tax
• Verifies account
assignment object +
possible substitution
• Generates tri p transfer
documents (prima nota)
Translator
Posting ru n 17
Posting run 17
TRAVEL
Travel Management/Accounting Interface (1)
Ass ignment tab le: Ass ignment table:
Trip transfer documents
to trips
Trip transfer
documents No.: 4711...
The information stored in the Travel Management settlement results must be prepared for further
processing in Accounting. At this time you can determine how much the system should compress the
data for Accounting. The system summarizes the prepared information in trip transfer documents and
collects these in posting runs. Travel Management then transfers these posting runs to Accounting.
The creation of a posting run is not the actual technical transfer of the settlement results to Accounting.
You start this in the transaction Posting Run Management using the function Post posting run. When
you create a posting run:
G/L accounts are determined
Vendor accounts are read
Account assignment objects are verified
Input tax is calculated
Trip transfer documents are generated
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Management o f
posting run 17
• Displays trip transfer documents
• Displays trips contained intrip transfer document
• Checks posting run 17for postability
• Rejects pos ting ru n 17(poss.)- trip status is reset
• Posts posting run• (all trip transferdocuments with thenumbers 4711... areposted)
FIFI
FI/CO
interface
Generation of
FI/CO documents
from the trip transfer
documents wit h
the numbers
4711... :
• FI documents
• CO documents
• SL documents
• FM documents
• ...
Ass ignment tab le:
Trip transfer documentsto trips
Trip transfer docs
No. (4711...)per posting run
Travel Management/Accounting Interface (2)
The posting run management consists of several functions that you can use to manage posting runs for
the transfer of settlement results to Accounting. In particular, you can post the posting runs, thereby
completing the transfer from the Travel Management side. You can also check the posting runs with the
posting run management. Here the system checks whether the specified expense accounts, clearing
accounts, employee customer/vendor accounts and the CO account assignment objects exist and can be
posted to.
Posting run management includes the following functions: Create posting run, Delete posting run,
Display posting run, Post posting run, Check posting run, Posting run history, Reject posting run,
Display trip transfer documents, Display FI/CO documents for posting runs posted.
In posting run management you can adapt the structure of the displayed lists to meet your special
requirements quickly and easily using the different sort functions. This you can then save as a display
variant. If Travel Management and Accounting are located in different logical systems, the ALE business
process “Set up Trip Costs Transfer”must be used. This is done in ALE Customizing (trans.SALE) under
Modelling and Implementing Business Processes Predefined ALE Business Processes HR <->
AC Set up Trip Costs Transfer to FI.
For further information about ALE, see Note 200066.
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Integration Travel Management and HR Payroll,One Logical System
Travel Management HR Payroll
ROT
PCL1Cluster TE
PCL1Cluster TE
RPRTEC00
RPCALCx0
Control record:
02.XXXX, status: exit payroll
I0003
IT
ROT
Function ASREI
Control record:
03.XXXX, status: released f. settlement
Current period: 03.XXXX
For a newly settled trip to enter into the next payroll run, the for-period of the trip must be connected
with the control record period of payroll. For this reason, the current period is determined from the
control record when travel expense program RPRTEC00 is started, or a manually entered period is
checked against it.
The travel expense program sets an adjustment indicator or the retroactive accounting date in Infotype
Settlement status (0003), if necessary.
The HR payroll run imports the travel expense settlement results (in the TE cluster of the PCL1
database) and transfers the trip data to the HR payroll results.
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Integration Travel Management and HR Payroll,Two Logical Systems
Travel Management HR Payroll
1st Logical System 2nd Logical System
Current period: 03.XXXX
Collects tr ipsand calls BAPI
ROT
PCL1Cluster TE
PCL1Cluster TE
RPRTEC00
RPRPAY00
RPCALCx0
ROT
PCL1Cluster TE
PCL1Cluster TE
Control record:
02.XXXX, status: exit payroll
ALE t rans fers
IDocs BAPI call
I0003
IT
synchronized
ROT
Function ASREI
Control record:
03.XXXX, status: released f. settlement
Travel Management and HR Payroll can run in two different logical systems. These systems are
specified in ALE Customizing.
- The current period when the travel expense program RPRTEC00 is started is determined from the
control record in the HR Payroll System, or a manually entered period is checked against it.
- The report Transfer to external HR Payroll (RPRPAY00) transfers the travel expense results
relevant to HR Payroll to the second logical system.
- In the target system:
1) An update to PCL1, cluster TE, takes place. This clusters contains, however, only a part of the
data stored in the Travel Management System in cluster TE, because only this part is of interest to
HR Payroll.
2) An adjustment indicator or the retroactive accounting date is set in infotype Settlement status
(0003), if necessary.- The HR Payroll run imports cluster TE and transfers the trip data to the HR Payroll results.
The ALE Customizing necessary (transaction SALE) can be found under Modelling and Implementing
Business Processes -> Predefined ALE Business Processes -> Human Resources -> HR <-> HR -> Set
Distribution of Trip Accounting Results.
Further useful information on ALE can be found in note 200066.
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HR Payrol l
HR Payrol l imports the travel expense data via the schema xREI
(x=country version) and the function ASREI and adds it to the
other wage types in HR Payroll.
Transfer to HR Payroll
ROT IT
Other wagetypes..
MJ10
MJ20
MJ30
120.-
40.-
10.-
MJ10
MJ20
MJ30
120.-
40.-
10.-
.
.
.
...
Schema: x000
COPY xREI
COPY xWB0 Schema: xREI
Function ASREI
.
.
.
.
Before data can be transferred to HR Payroll, integration must be activated via feature TRVPA (entries
PAY, PA3). Then insert schema xREI (x = country version) in the Payroll schema x000, directly after
Import further payments/deductions. See also the relevant chapter in the implementation guide.
The run in HR Payroll imports the travel expenses, which are already prepared as wage types, and stores
them in the Payroll table IT.
Make sure that all travel expense wage types can be processed in HR Payroll.
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Settings for Interfaces: Review
You are now able to:
Assign wage types to travel expense types
Assign wage types to so-called symbo lic
accounts
Assign symbolic accounts to the expenseaccounts in financial accounting
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Settings for Interfaces Exercises
Unit: Settings for Interfaces
Topic: Transfer to Accounting or to HR Payroll
At the conclusion of these exercises, you will be able to:
• Transfer settled trips to both Accounting and HR Payroll
13-1 Transfer to Accounting
Set the status of all trips created to open.
Create a new, one-day domestic trip for 03.01.XXXX (3rd
January) with 100 kms (tax-free0.30, reimbursement 0.40) and set the trip status to approved/to be settled .
XXXX = Current year
For the transfer of the tax-free portion of the travel costs flat rate to Accounting a wagetype, an appropriate symbolic account and the corresponding G/L account are defined in
the system. Use the IMG to find out which G/L account (via wage type and symbolic
account) the tax-free portion of the travel cost flat rate is transferred to and make a note of
this information. (Use the chart of accounts INT )
For the above trip start the Settlement of Trip Data program with payroll area D2 (German
settlement) and the current period.
Use the program Create a Posting Run to generate a trip transfer document.
Has the G/L account you determined above been used in the trip transfer document to post
the travel cost flat rate?
Check the postability of the posting run.
If the posting run has no errors, transfer/post it to Accounting.
Look at the accounting document that has been generated from the trip transfer document.Note:
Your instructor will let you know if you are to use a different payroll area, period or chart
of accounts.
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Settings for Interfaces Solutions
Unit: Settings for Interfaces
Topic: Transfer to Accounting or to HR Payroll
13-1 Transfer to Accounting
From the SAP Easy Access Menu, choose Travel Management → Travel Expenses → Travel Expense Manager .
The Travel Expense Manager screen appears.
• In the PersonnelNo field enter the personnel number (if it has not already been preset)
and press Enter .
• Select all the trips created up to now and set the trip status as given in the exercise.
• Create the trip as given in the exercise by choosing Create.
• Set the trip status and save the trip.
You can find the information as follows:
In Customizing (IMG), choose:
Financial Accounting → Travel Management → Travel Expenses → Input Tax and Wage
Types for Interfaces → Assign wage types to trip exp. types for per diems/flat rates.
Once you have entered your trip provision variant the Change View "Wage Type for Per Diem/Flat Rate": Overview screen appears.
Here you will find the expense type FAKx assigned to the travel cost flat rate (x = vehicle
type). The detail screen for this expense type shows you the assigned wage type (tax-free):
MJ30.
In Customizing (IMG), then choose:
Financial Accounting → Travel Management → Travel Expenses → Transfer to
Accounting → Define assignment of wage type to symbolic account.
Once you have entered your trip provision variant the Change View "Symbolic Account
Assignment for Financial Accounting": Overview screen appears.
Here you will find the symbolic account 30 that is assigned to wage type MJ30.
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In Customizing (IMG), finally choose:
Financial Accounting → Travel Management → Travel Expenses → Transfer to
Accounting → Conversion of symbolic account to expense account.
• Choose Account determ. when posting travel expenses.
The Maintain FI Configuration: Automatic Posting - Procedures screen appears.• Double-click the transaction HRT .
• Select the chart of accounts INT and choose Continue.
Here you will find the G/L account 474230 that is assigned to the symbolic account 30
In the SAP menu, now choose Accounting → Financial Accounting → Travel
Management → Travel expenses → Periodic processing → Settle trips.
The Settlement of Trip Data screen appears.
• In the Payroll area field, enter D2 (German settlement) and select Current period .
• Enter the personnel number in the selection field Personnel number and start the program.
The settlement statistics are displayed.
• Exit the program.
In the SAP menu, choose Accounting → Financial Accounting → Travel Management
→ Travel expenses → Periodic processing→ Transfer to Accounting → Create posting
run.
The Create Posting Run screen appears.
• In the Payroll area field, enter D2 (German settlement) and select Current period .
• In the selection field Personnel number enter the personnel number. Do not change anyother selection parameters. Start the program
A posting run log is displayed.
• Exit the program.
The G/L account you determined has been used to post the travel cost flat rate.
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In the SAP menu, choose Accounting → Financial Accounting → Travel Management →
Travel expenses → Periodic processing→ Transfer to Accounting → Manage posting
runs.
The Posting Run Management screen appears.
• Find the posting run you generated and display the trip transfer documents it contains.• Verify the account number for the travel cost flat rate.
• Position the cursor on your posting run and choose Check .
• Position the cursor on your posting run and choose Post .
• Double-click on your posting run to navigate to the list of trip transfer documents.Position the cursor on a trip transfer document and choose FI/CO documents.
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Author izat ion Management and Roles
Contents: Overview of roles
Travel Management roles
Copying roles
Creating or postprocessing authorization profiles
Authorization object FI: Trip data
Authorization object f ields and values
Assigning roles to users
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At the conclusion of this unit , you wil l be able to:
Understand the background of the authorization concept
Understand the roles concept
Use the Travel Management roles
Maintain the authorization object FI: Maintain travel
expenses
Author izat ion Management: Objectives
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Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
Course Overview Diagram
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The R/3 authorization concept preventsunauthorized access to the system and thus to the
data and objects sto red in the system. Users that
want to carry out certain functions in the R/3
System require a user master record with the
appropriate authorizations.
Background of the Authorization Concept
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SAP Easy Access - User Menu Travel Administrator
Favorites
URL-mySAP.com
User menu for Chris Miller
TP01 - Planning manager
PR05 - Travel Expense Manager
TPMD - Travel Planning-Relevant HR Master Data
PRMD - Travel Expenses-Relevant HR Master Data
Overview of Roles
A role describes the business tasks of a user that is assigned this role. By assigning a user oneof the SAP predefined user roles this user automatically has the user menu typical for his day-to-day work and all the authorizations he requires as soon as he logs on to the SAP System.
The following information is stored in a user role:
• Name of the role
• Descriptive text
• Menu structure
• Authorization profile data
• Information about the assignment of the role to the user or to elements of the
organizational structure. You can assign a role to any number of users. The user can also put together his personal favorites list from the functions assigned to him.
Via the favorites or or his workplace structure tree, the user starts his transactions, reports orInternet/Intranet applications.
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Display Roles
Other role
Role
Description
SAP_FI_TV_ADMINISTRATOR
Travel administrator
Description Attributes User Authorizations
Planning manager
Travel expense manager
Travel Planning-relevant HR master data
Travel Expenses-relevant HR master data
Role menu
Menu
Information
Tgt system
No destinationDistribute
Travel Management Roles
SAP has defined 6 roles for Travel Management that you can use as templates. These roleshave different tasks and therefore different authorizations.
The 6 roles are listed here, one of which is presented in more detail as an example:
• Traveler
• Travel assistant
• Travel administrator
• Approving manager
• Payer of advances
• Travel manager
Travel administrator
- Authorization:For the trips of all travelers in the enterprise or of an assigned area of the enterprise
- Tasks:- Checking availability of travel services (such as flights) and online booking- Checking travel requests of travel plans handed in and online booking- Entering travel expenses (such as trip destinations, expense receipts, mileage)- Checking, approving and settling travel expenses handed in- Contact person for traveler stored in the system
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Report: RSUSR070
Role
Description
Standard selection
Description of activity group
Displaying Role Descript ions
SAP delivers roles as templates; they all begin with the prefix "SAP". You can change these tocorrespond with the specific requirements of your enterprise (such as changing the menustructure, adding/removing transactions, and so on). Be sure to change the name so that theoriginal version of the SAP template is not los t.
Before you begin setting up new roles for your employees, check whether the user rolesdelivered by SAP cover the job descriptions in your enterprise. Use the report RSUSR070 toobtain an overview. This provides you with a list of all the predefined roles and theirdescriptions.
Once you have decided on particular roles, call the transaction for maintaining roles and copythese roles in the customer name range.
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Activity group
Description
SAP_FI_TV_ADMINISTRATOR
Travel administrator
User MenuDescription
HARVARD
Authorizations
User
Date
Time
01.03.2000
08:30:02
MOOREUser
Date
Time
16.03.2000
16:08:02
Profile name T_80000027Profile text Profile for activi ty group SAP_FI_TV_ADMINISTRATOR
Status Current version is generated
Last change
Information about authorization profile
Change authorization data
Maintain authorization data and generate profiles
Maintain Roles
Created
Author izat ion Concept
Creating authorizations and authorization profiles: Authorizations are generated automatically based on the menu functions selected previouslyusing the profile generator. The profile generator can not, however, provide "default values"that suit all enterprises for all authorizations. This means that they will have to be revisedmanually as well by the authorization administrator, together with the user departments and theauditors. Using org. levels you can maintain many authorization fields at once, which simplifiesthe manual revision work considerably.
Once the authorizations have been maintained and satisfy the requirements of the enterprise,the authorization profile can be generated. Only now do the authorizations it contains takeeffect. A profile can contain a maximum of 150 authorizations. If the number of authorizationsshould exceed this level, the profile generator automatically generates additional profiles for
the activity group. The name of the profile (SAP note 16466) consists of 12 characters, ofwhich the first 10 can be changed during the first generation; the two remaining charactersserve as counters. The second character of the name may not be an underscore (_).
By clicking the field with an ellipse you can call the screen shown on the next slide.
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Maintain Activity Group: Authorizations InformationOpen Changed Maintain. Org.levels...
Maintain: 0 Unmaint. org. levels 0 Open fields Status:Unchanged
SAP_FI_TV_ADMINISTRATOR FI Travel Management Travel administrator
+ ManualManual-
+
-
-
-
Cross-application authorization objectsFinancial accounting
ManualManual
Maintain.Maintain.
Travel Planning
Travel Planning
Travel Expenses
Travel Expenses
Cost center Personnel areaEmployee groupEmployee subgroupEmployee groupingOrganizational key
Operation and 'Old status'Personnel number check'New status' when saving
Company code
**
**
*
*
*
*
*
*
Maintaining Authorizations
The above excerpt of an authorization profile for a travel administrator shows you an exampleof one of the SAP predefined profiles. You will learn how to change these authorizations on thefollowing pages.
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Fields Values(Authorization example)
'New status' wh en saving
Company code
Cost center
Employee group
Employee grouping for Travel Management
Employee subgroup
Operation and 'Old status'
Organizational keyPersonnel area
Personn el number check
31
*
*
*
*
*
W ,R* ,W31
**
O
Author izat ion Object
For Travel Management there is the authorization object FI: Trip data which provides you withaccess protection in regard to travel expenses and dialog control of trip data.
The authorization object FI: Trip data contains 10 fields (system elements which requireprotection), for which you can assign authorizations (values). The values in a field are checkedvia an OR link.
You can define any number of authorizations for an object. You store the number ofpermissible values for the fields in the object.
A user can only perform an action for travel expenses if he successfully passes theauthorization check for each field stored in the object.
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'New status' wh en saving 31
means
1.place Request status
2.place Settlement status
Operation and 'Old status'W31
means1.place Operation
2.place Request status
3.place Settlement status
Field AUTHS
Fields and Values
Values
ValuesField AUTHF
Examples for the characteristic values for the authorization field AUTHS:- 21 Request approved, to be settled- 3* Trip
Examples for the characteristic values for the authorization field AUTHF:- R41 Read an approved trip that is to be settled- W Create a new trip- W22 Change an approved request that is settled- D1* Delete a request- X41 Settle an approved trip that is to be settled
For more detailed information, see the documentation for the respective fields.
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"All" personnel
numbers
can be maintained
User can maintain
"all" personnel
numbers except
his own
User can only
maintain his
own personnel
number
Personnel number check (AUTHP)
Possible values
O * E
Assignment User Name - Personnel Number
If a user is only supposed to process trip data for his own personnel number or for certainpersonnel numbers, this can be controlled via the authorization object FI Travel expenses inthe Personnel number check authorization field. The following values can be assigned to thisfield:
- O The user can only maintain his own personnel numberExample: decentralized concept
- E The user can maintain all personnel numbers except his ownExample: department office
- * All personnel numbers can be maintainedExample: central concept
If you want to define the characteristic O or E in the authorization field Personnel number
check for a user, you must have entered the link between personnel number and thecorresponding user in the Infotype Communication (0105), subtype SAP System system user
name (0001).
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Understand the basics of the authorization and
roles concepts
Maintain the Travel Management authorization
object and use role-based menus
Author izat ion Management: Review
You are now able to:
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Travel Expenses Statistics
Travel Management Queries
Contents:
Reporting
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Use Travel Management reporting tools
Create your own queries
Reporting: Objectives
At the conclusion of this unit , you wil l be able to :
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Course Overview Diagram
Course Overview
Overview
Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure
Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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Travel Expenses Statistics
Travel Management
Travel expenses
Information system
Diverse Trip Reports
Tools
Trip statistics
Trip Receipts
Who is Where? Search for Trip Destinations
General Trip Data/Trip Totals
Trip Receipts without General Trip Data
Find Documents using Maximum Rate
Trip Cost Assignment
Cost Assign ment Trip without General Trip Data
Gen. Trip Data/Totals/Receipts/Cost Assignment
You will find the statistics report for Travel Expenses in the menu under Information system. Here are
two such reports as examples:
- General Trip Data/Trip Totals
This report is used to analyze the general trip data and trip totals (total amount of trip,
reimbursement amount, advances, and so on). The most important general trip data and trip totals
are list for each trip.
- Who is Where? Search for Trip Destinations
This query of the FI travel expenses analyses provides a basic list, diverse statistics (sorted by trip
destination, for example) and ranked lists that, for example, contain information about the frequency
of trips by trip destination.
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Automat ic Generation of Trip Statistics Data
T.prov.v ar. Name
01
02
10
...
German settlement
Swiss settlement
...
U.S. settlement... ...
Travel Management Statistics Data:
Update of statist ical data
No update of statistical data
Update statistical data after trip save
Update statistical data via batch program
Update statistical data in accounting program
Using the IMG activity Define structure of trip statistics you can determine whether the statistical data is
to be updated in Travel Management and if so, the procedure to be used.
In the trip statistics the most important trip data is updated in different transparent tables to enable
efficient reporting. The following tables are currently updated:
- PTRV_SHDR Trip amounts, such as reimbursement amount and totals cost of a trip
- PTRV_SREC Trip receipts with expense types and receipt amounts in local and
foreign currency
- PTRV_SADD Additional receipt data, such as receipt reason and business partner
- PTRV_SCOS Cost assignment of a trip
We recommend that you use the SAP standard Update statistical data after trip save.
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Manual Generation of Trip Statistics Data
Execution opt ions
Process backlog data
Set up statistics data
Delete statistics data
Reorganize statistics data
Testrun - no DB changes
List format
Overview
Detailed
Chris Miller 98020
Trip total: 785,00
Trip receipts
Cost assignment
Addi t ional data
Table selection
Trip totals (PTRV_SHDR)
Trip receipts (PTRV_SREC)
Addit. data (PTRV_SADD)
Cost assignment (PTRV_SCOS)
Statisti cs Manager
The report RPR_UPDATE_TRAVEL_STATISTICS is used to rebuild and maintain the trip statistics. It
is, however, only relevant if in the IMG activity Define structure of trip statistics you chose the setting
No update of statistical data or if you after an upgrade, for example, also want to generate statistics for
old trips. This report generates the same statistical data as the automatic generation of trip statistical data.
The report has the following execution options:
- Process backlog data Generates statistical data as batch job
- Set up statistical data Generates completely new statistical data
- Delete statistical data Used for data inconsistencies
- Reorganize statistical data Deletes statistical data of all archived trips
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Travel Management Queries
User User
User group (SAPQUERY/FT)User group (SAPQUERY/FT)
InfoSet (/SAPQUERY/FITV)
Logical DBLogical DB
PTRVPPTRVPQuery
Information system
Trip Statistics
Diverse Trip Reports
Tools
The InfoSet /SAPQUERY/FITV is delivered built up on the Travel Management logical database
PTRVP. An InfoSet summarizes all the relevant table fields for reporting and, for example, long texts to
key fields and work fields.
The user group /SAPQUERY/FT contains the queries defined via the InfoSet and delivered by SAP (in
the global work area, that is, as client-independent objects).
You can call the query transaction for the special Travel Management user group from the menu, under
Tools. Here you can also create your own, customer-specific queries.
By transporting the InfoSet and the user group to the standard area you can also create queries that are
only available in one client.
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User Group Query/SAPQUERY/FT
Query
User Group Queries/SAPQUERY/FT: FI Travel Expense Report ing
Query Title Func. area
DESTINATIONS...
Who is Where? Find Doc......
/SAPQUERY/FITV...
Display
Change
Description
Create
ExecuteQuick Viewer
No. of Trips (Totaling Field)
Trip Type - Enterprise
Trip Segment: End Date
Date of Last Change
Trip Segment: Beginning Date
Region of Main Destination
Reason for Tr ip (e.g. Cust./Req.)
General trip data
...
Func. groups
Employee Org. Assignm.
General trip data
Trip Status/Periods
Trip TotalsTrip Receipts
Addit ional Receipt Data
Cost Assignment
...
Proc. Fields
The fields available in a query are structured in field groups via the InfoSet. These correspond with the
relevant database tables in Travel Management .
Once you have chosen the field groups you can select the required fields.
You can also define fields as additional selection options for the selection screen of the query. However,
many selections exist automatically via the logical database and its dynamic selections without having to
be defined in the query.
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Output Lists of a Query
Definitio n of Statistic
FieldLoc.
Name of t rip country...
No. Srt Var % Lgth Text
2 1
1 2 25
Trip country/country gr.
No. of trips (add.field)
Trip Segment: End date
3
4
... ...
Statistic: Trip Destinations by Location
Location
BerlinFrankfurt/Main
Bordeaux
Paris
London
...
Ctry
DEDE
FR
FR
GB
...
Trip country
GermanyGermanyFrance
France
Great Britain
...
Number Share
in %
47
1
2
2
...
8 %14 %
2 %
4 %
4 %
...
The output of a query can be made up of several lists:
A basic list
Several statistics
Several ranked lists
A basic list can be compiled from the field list of the InfoSet using the graphical Query Painter.
A statistic is defined by the specification of the sequence and sorting of the fields to be output.
For a ranked list the sequence of the fields and a numerical field are specified as criteria.
When the query is executed all the records that correspond to the selection options are output in the basic
list separately, from which the statistics and ranked lists are calculated.
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Display Technical Data for a Trip
Cluster TECluster TE
PCL1PCL1
PTRV_PERIO
PTRV_HEAD
Tr ip 1: Header infoPeriod info(Period 000)
Tr ip 2: Header infoPeriod info
(Period 000)
.
.
.
Tr ip n: Header infoPeriod info(Period 000)
Trip 2 (Period 000)
- Header information- Period information- Receipts- Add. destinations
- History...
- Settlementresults
Direct
access
Overview of trip Details of trip
The general trip data can be found in the transparent tables PTRV_HEAD; data on individual trip
periods is in the transparent table PTRV_PERIO. Detailed data, for example, receipts or advances, for
individual trip periods is stored in the PCL1 database, in cluster TE. This data forms the basis for
generating statistical data.
There are two reports you can use to control the trip data stored in cluster TE:
- Using the report Overview of trips (RPROVIEW), you can display all of an employee's trips. By
selecting the Overview of trips parameter, you can first obtain an overview of the trips for one or more
employees, or you can display the contents of the transparent tables per trip number right away. From
that point, you can go on via trip number to the display of detailed trip data.
- The report Details of a trip (RPCLSTTE) displays the contents of the entire cluster TE per employee.
Here, too, you can first obtain an overview of the trips for one or more employees, or you can display
cluster TE by trip number directly. The contents of the respective transparent tables are output asadditional information.
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You are now able to:
Use Travel Management reporting tools
Create your own queries
Reporting: Review
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Reporting Exercises
Unit: Reporting
Topic: Creating a Query
At the conclusion of this exercise, you will be able to:
• Create a query for the user group /SAPQUERY/FT
15-1 Create a Query with the Following Capabilities:
A statistic is required that gives both the absolute number as well as the percentage of trips
made to the countries traveled to (including the names of the countries).
Query name: Group XX
Note: Create the query in the standard area (client-specific). To do this, use the transaction
for maintaining queries under the menu option Environment → Query areas and select the
entry Standard area (client-specific).
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Reporting Solutions
Unit: Reporting
Topic: Creating a Query
15-1 Creating a Query
In the SAP menu, choose Accounting → Financial Accounting → Travel Management →
Travel expenses → Information system→ Tools.
The Query from User Group /SAPQUERY/FT: Initial Screen appears.
• From the menu option Environment → Query areas, choose the entry Standard area
(client-specific).• Enter the name of the query (Group XX) and choose Create.
• In the dialog box that follows, select the InfoSet /SAPQUERY/FITV . Enter a title of your
choice and leave the remaining input fields unchanged.
• Choose the function Next screen.
The Create Group XX: Select Field Group screen appears.
• Select the General Trip Data field group and choose the function Next screen.
The Create Group XX: Select Field screen appears.
• Select the following fields:
- Number of Trips (Totaling Field)
- Trip Country
- Name for Trip Country
and then choose the function Statistics.
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The Create Group XX: Statistic 1 Structure screen appears.
• Enter a title of your choice.
• To create a line structure, in the No field enter a 3 for the number of trips, a 1 for the tripcountry and a 2 for the name of the trip country.
• Define a sort order by trip country key by entering a 1 in the Srt field for the trip county.
• Determine the output of a percentage rate by selecting the % field for the number of trips.
• Save your entries.
• Test your new query by choosing Test .
• In the dialog box that follows leave the Variant field blank and continue.
• In the query selection screen, either enter your personnel number or leave all the selectionfields blank.
• Execute the query.
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HR mini master record for Travel Management
Vendor master record maintenance
Contents:
HR Master Record (Mini-Master)/AutomaticMaintenance of Vendor Master Records
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HR Master Data (Mini Master)/AutomaticMaintenance of Vendor Master Records: Objectives
Create a mini master record for an employee
Create a vendor master record corresponding
with the personnel number
At the conclusion of this unit , you wil l be able to :
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Course Overview Diagram
Course Overview
Overview Entry and Approval of Trips
Settlement, Payment and Posting of Trips
Per Diems/Flat Rates (Gen.)
The Euro
Optical Archiving
Number Ranges and Master Datafor Travel Management
Reimbursements: Travel Costs
Per Diems/Flat Rates (Customizing)
Dialog and Settlement Control
Form Structure Settings for Interfaces
Author izat ion Management and Roles
Reporting
HR Master Data (Mini Master)
Appendix/Sys tem Inf rast ructure
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...
Overview
PersNo. ..... 98020Begin ..... 01.01.XXXX
Action:
PersNo. 98020 Chris Miller
Actions Infotype Menu
Travel exp. (min i master)
Personnel ActionsPersonal Data
Org. Assignment
Travel Privil egesPersonal Data
Org. Assignment
Travel Privileges...
The Human Resources System stores the different categories of employee data in respective Infotypes.
An employee's address, for example, is made up of town, street, and house number, data which is stored
in the Infotype Addresses (0006).
Each Infotype has a name ID and a number ID. You can use these IDs to call up an Infotype during
master data maintenance directly or via an Infotype menu option.
The transaction Personnel actions groups Infotypes, which represent a certain human resources activity
(for example, hiring a new employee). Each personnel action contains precisely those Infotypes for
which data must be entered in connection with the respective activity and presents these Infotypes to you
one after the other for maintenance.
For travel expense settlement, the necessary Infotypes are grouped in the TE (mini master) action.
The actions TE mini master or Organizational reassignment (TE mini master ) can be called from the
SAP Easy Access menu under Travel Management , Person-related master data. To do this, you create anew personnel number (if no personnel master record exists yet) or maintain the respective employee
data successively.
SAP AG provides you with the program RPUSTD00 as a copy reference for transferring old personnel
master data.
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Maintaining HR Master Data: Travel Expenses
Personal data
Last name Mil ler
First name
Travel privil eges
R.grp t ravel costs
R.grp M/A statutory
9
R.grp M/A enterprise
E.grp expense type
Org. assignment
Company code 1000
Personnel area 1000
Chris
PersNo. 98020 Chris Mi ller
Travel Expenses
Personal Data
Org. Assignment
Travel Privileges
Cost center 3200
Miller
The most frequently used infotypes are classified thematically in different menus (in master data
maintenance). You can build the menus to suit your own requirements. You do this by determining the
infotypes and the order in which they appear in the menu. The infotype menu Travel Expenses is
delivered as standard with Travel Management. You reach this via the SAP Easy Access menu, under
Travel Management , Person-related master data.
Two basic options for maintaining Infotypes can be distinguished:
Existing infotype records are to be changed (corrected)
Infotype data is to be entered for the first time
In the case of a correction, the old record is usually delimited and a new record is added. This guarantees
the history of the infotype records.
By means of period selection, you can accurately access the infotype records valid in each respective
case.
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Adapting User Procedures: Actions
PersNo. 98020 Chris Miller
Personn el action s
From
Action type . . .
Travel Exp.
Org. reassign.
(Mini master)
(TE Mini master)Change
actions menu
Create personnel
action types
Determine
info groups
In action maintenance, you can add or remove personnel actions in the Personnel action menu. You can
also define your own actions.
In this case, you first define the info group (2 places, numerical). Then you assign the Infotypes that you
want to edit during the action to this info group.
In the standard version, SAP provides you with the info group 56 Travel Expenses (mini master) and
info group 57 Organizational reassignment (TE mini master).
In a second step, you define the personnel action type (2 places, numerical) that matches your chosen
personnel action and specify its work area by assigning it to the relevant info group.
The standard version includes the personnel action types 56 Travel Expenses (mini master) and 57
Organizational reassignment (TE mini master).
In a final step, you assign the action types to the action menu TR. Here you determine the menu that
appears when you call the transaction Personnel actions from the area Travel Management , Person-related master data. Here you can also add to or remove existing actions.
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Adapting User Procedures: Infotype Menu TR
SAP Easy Access:Travel Management
Travel ExpensesInfotype menu: TR
Personal data
Org. assignment
Travel priv ileges
User group No. Infotype... Infotype text
00
00
00
. . .
01
02
03
0002
0001
0017
IMG: Master data maint.:
PersNo. 98020 Chris Mil ler
Travel Expenses
Personal data
Org. assignment
Travel privileges
The IMG activity Change Infotype menu makes it possible for you to add or remove the Infotypes listed
per personnel number in the SAP Easy Access menu under Travel Management, Person-related master
data, Maintain.
In this case you maintain the Infotype menu TR Travel Expenses. Adapt this to suit your requirements.
You can, of course, include an Infotype in more than one menu.
You can define the menu depending on the user group UGR from the parameters for user master data.
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Maintaining Corresponding Vendor Master Records
Pers.No.
4711 Chris Miller
98020
Vendor
Create, change, lockCreate, change, lock
vendor master recordsvendor master records
from HR master recordsfrom HR master records
HR Infotypes Reference vendor
From the SAP Easy Access menu, under Travel Management , Person-related master data, Create
vendors, you can call the program Create/Change/Lock Vendor Master Records from HR Master
Records (RPRAPA00) to create a batch input session for creating and maintaining person-specific
vendor master records on the basis of HR master data.
You need to prepare the following Infotypes from HR master data: Actions (0000), Organizational
Assignment (0001), Personal Data (0002), Addresses (permanent residence) (0006) and Bank Details
(0009).
All the other data required for a vendor master record is taken from the reference vendor. You enter this
as a parameter when you start the program. Please remember that, for this reference vendor, you must
make reference data available for all company codes which could be relevant according to HR master
data. You must also ensure that the reference vendor is assigned to an account group with internal
number assignment. If you do not enter a house bank in the reference vendor, it is determined via feature TRVHB according
to the employee's organizational assignment.
The HR employee master record is linked with the relevant vendor master record via the personnel
number entry in the company code section of the vendor. Using the search help Vendors by personnel
Number , you have fast access to the corresponding vendor master record via a specified personnel
number.
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HR Master Data (Mini Master)/AutomaticMaintenance of Vendor Master Records: Review
Create a mini master record for an employee
Create a vendor master record corresponding
with the personnel number
You are now able to:
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System infrastructure
Country-specific information
Glossary
Contents:
Append ix/System Infrastructure
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HR FI
TRV
SP
HR
TRV
HRSP
HR
HRSP
HR
HRSP
ALE
HRSP
ALE FI
TRV
FI
ALETRV
ALEFI
1)
2)
3)
4)
SP
SP
HRSP
HRSP
SP
Travel Management and System Infrastructure
Travel Management (TRV) can be used:
1. Together with Human Resources (HR) and Financial Accounting (FI)
2. Together with HR but with a separate FI
3. Together with FI but with a separate HR
4. Separately to both HR and FI
Depending on the chosen configuration Support Packages (SP) or HR Support Packages (HR SP) must
be imported into the the respective systems.
The necessary ALE settings can be taken from ALE-QuickStart (see Note 200066).
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Explanatory Notes to Travel Management and System Infrastructure
Slide
Advantages and Disadvantages of Cases 1) to 4)
1) Travel Management, HR and Accounting in one system
Advantages:
- Not necessary to distribute:
• HR master data
• Travel expense results to HR
• CO receivers
.
- Validation of CO receivers is carried out locally
- Synchronous posting of travel expense settlement results to Accounting
Disadvantages:
- HR, Accounting and Travel Management must have the same release status
- Not very flexible
- Possible capacity problems
2) Travel Management and HR are in separate system to Accounting
Advantages:- No distribution of travel expense results to Human Resources required
- Travel Management and Accounting can have different release statuses
- Existing Accounting systems can be connected
Disadvantages:
- Remote validation of CO receivers in Accounting via ALE
- For a correct input help of CO receivers these have to be replicated in the Travel
Management System
- To automatically create person-related vendor master records the HR master data(Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in the
Accounting System via ALE
- Asynchronous posting of travel expense settlement results to Accounting via ALE. To
guarantee that the posting to Accounting is successful, the posting run must be
validated before it is transferred
3) Travel Management and Accounting are in a separate system to HR
Advantages:
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- No distribution of CO receivers required
- CO receivers are validated locally
- Payroll and Travel Management can have different release statuses
- Synchronous posting of travel expense settlement results to Accounting. In this case receiptswith errors can be discard from the posting run
Disadvantages:
- HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be
replicated via ALE
- Travel expense results for Payroll have to be replicated via ALE
- Both Support Packages and HR Support Packages have to be imported into the Travel
Management/Accounting System
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4) Travel Management, Accounting and HR are all in separate systems
Advantages:
- Payroll, Travel Management and Accounting can have different release statuses
- Offers maximum flexibility
- Existing Accounting and HR Systems can be connected
Disadvantages:
- HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to bereplicated in the Travel Management System via ALE
- To automatically create person-related vendor master records in Accounting the HR masterdata (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in
Accounting via ALE
- Travel expense results for Payroll have to be replicated via ALE
- Remote validation of CO receivers
- For a correct input help of CO receivers these have to be replicated in the Travel ManagementSystem
- Asynchronous posting of travel expense settlement results to Accounting via ALE. To
guarantee that the posting to Accounting is successful, the posting run must be validated
before it is transferred
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Criteria
Cases Case 1 Case 2 Case 3 Case 4
Replicatio n of HR master data
via ALE
Replicatio n of CO objects vi a
ALE (for F4 help)
Validation of CO objects
Transfer to FI
Replicatio n of TRV settlement
results in HR via ALE
Different release status possibl e
Adaptabi li ty to exist ing system
infrastructures
HR Support Packages must also
be imported into FI
no FI FI TRV and
FI
local remote
via ALE
local remote
via ALE
no no yes yes
no HR/TRV no TRV
sync. sync.async. async.
no HR/TRVand FI
HR andTRV/FI
HR and TRVand FI
poor good good very good
no no yes no
*
*
Criteria for Choosing a System Infrastructure
Note: A validation of the posting run must always be made before travel expense settlement results are
transferred asynchronously to Accounting. Only then can you be sure that the data to be posted can
always be posted to Accounting.
* Only necessary if the person-related vendor master records are to be created or maintained
automatically.
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Deductiontype
Domestic/International
Tax
deduction
--
--
--
Enterprise-spec.deduction
18%18%
30%30%
30%30%
FF
MM
A A
--
--
--
...
UU II 4.504.50 --
--UU A A 20%20%
Deductions (German Rules)
The system can process the following deductions:
- Deduction of breakfast per diem included in hotel amount (here the statutory deduction amount can
be taken into consideration)
- Deductions from per diems for meals due to gratuitous entertainment,
- Deduction of cost of living savings from an individual receipt for meals
The following entry values are valid for the deduction types; they are fixed in the system and can not be
defined by the user:
- F Deduction of breakfast from per diem for meals
- M Deduction of lunch from the per diem for meals
- A Deduction of dinner from the per diem for meals
- R Minimum reimbursement after deductions
- N Free overnight stay- U Deduction of breakfast from accommodations receipt amount
The deductions can be stored as percentages or as absolute amounts.
According to the German wage tax guidelines, the deduction types F, M, A, R, and H are only valid until
the end of 1996.
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Accommodat ionsincl. breakfast
100.00 EUR
HotelGolden
StagInvoice
98020 Chri s Mill er
Expense receipts
Exp. receipt 001 on 08.03.XXXX
AmountInput tax
Hotel
100.00 Euro
1Number From
08.03.XXXXTo 09.03.XXXX
Additional information
No.breakfasts 1 Breakfasts are deducted from accommodation receipt
Description
Location
Country DE Region
Breakfast not Itemized on AccommodationsReceipt (1) (German Rules)
EUREUR 100.00100.00-- EUREUR 4.504.50
EUREUR 95.5095.50
Input Tax 16%
This function complies with German wage tax guidelines.
If you are entering an accommodations receipt that includes breakfast costs, enter also the number of
breakfasts and the country in which the accommodations costs were incurred.
By entering the country/region key, you determine the relevant per diem for meals, which is the basis for
calculating a breakfast deduction. The system automatically applies the correct deduction.
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Hotel in
Germany
1 SR 100.00 EUR
Hotel in
Austri a
1 SR 100.00 EUR
EUR 100.00
-EUR 4.50
EUR 95.50
EUR 100.00
-EUR 7.00
EUR 93.00
Meals per diem
EUR 35.00 * 20% = 7.00
Breakfast not Itemized on AccommodationsReceipt (2) (German Rules)
Deduction from accommodations receipt due to breakfasts not itemized (in accordance with German
wage tax guidelines).
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SEDK
8:00 10: 00 17: 00 21:00
DK
Breakfast: -15% of the
Danish per diem
Lunch: -30% of the
Swedish per diem
Dinner: -30% of the
Danish per diem
Deductions: Danish Settlement
For each hour of the business trip 1/24 of the relevant, country-specific daily rate is reimbursed. For
settlement purposes the changeover to the next destination takes place on the next full hour.
If the traveler receives a free meal, the following percentages are deducted from the respective daily rate
for the country in which the traveler had the meal.
Breakfast: 15%
Lunch: 30%
Dinner: 30%
You must enter the date and time for the meal.
Using the IMG activity Check travel expense constants you can define default times for the deductions:
Breakfast: B_DED
Lunch: L_DED
Dinner: D_DED
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© SAP AG 1999
Mo.: 01.11.XXXX Tu.: 02.11.XXXX We.: 03.11.XXXX
SEDK NO
2. D ø g n SE 3. D. NO1. D ø g n DK
8:00
8:00
21:00 20:00 16:00
16:008:00
Breakfast 2.11.XXXX, 07:45:-10% of the Danish per diem
Trip it inerary
Per diems
Deductions: Norwegian Settlement
The calculation of the daily rate per "D ø g n" (corresponds to a 24 hour interval from the start of the
trip) depends on where the traveler was during the largest part of the D ø g n.
If the traveler receives a free meal, deductions are made from the daily per diem as follows:
Breakfast: 10%, but maximum NOK 55.00
Lunch: 40%, breakfast plus lunch = 50%
Dinner: 50%
You must enter the date and time for the meal.
Using the IMG activity Check travel expense constants you can define default times for the deductions:
Breakfast: B_DED
Lunch: L_DED
Dinner: D_DED
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© SAP AG 1999
BusinessInformationWarehouseServer
AdministratorWorkbench
BAPIBAPI
3rd party OLAP
client
SAP BWR/3 R/2 LegacyFile Provider
OLAP Processor OLAP Processor
Staging EngineStaging Engine
BAPIBAPI
Business
Explorer
Meta DataRepository
Data-base
... for Travel Management
Business Information Warehouse Reporting
A further possibility for the evaluation of Travel Management data with increased performance is
offered via the SAP Data Warehouse - the Business Warehouse (BW).
For this type of evaluation reporting data can, if necessary, be extracted from several R/3 systems into a
special BW System. There it is stored in a form that is optimized for reporting purposes. The evaluations
can then be handled very efficiently and flexibly via an analytical processor.
Business Warehouse evaluations are available for Travel Management beginning with the BW Release
2.0A.
The extraction of the data from the R/3 System is supported beginning with the R/3 Release 4.5B.
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Glossary AC270
account, symbolic
Object in Travel Management for posting to Accounting. The number of symbolic accounts and their
characteristics represent the different expenses and liabilities that occur as travel expenses and are to be
posted to Accounting. The symbolic accounts are assigned to accounts in Financial Accounting. This
guarantees the account determination when posting to Accounting.
additional travel expenses
Receipts that do not belong to the following classifications:
• Travel costs
• Meals
• Accommodations
adjustment run (Personnel Management)
An adjustment run occurs when payroll accounting is repeated for the current payroll period to correct
mistakes. Unlike retroactive accounting runs, adjustment runs are performed in the current month for
payroll runs that are not yet complete.
business trip
Professional task performed by the employee away from his home and regular place of work.
document (Controlling)
Proof of a cost accounting posting This posting can be made both within (such as distribution) and outside
(such as primary posting in FI) the CO module.
document (Financial Accounting)
Proof of a business transaction. A distinction is made between original and data processing (DP)
documents.
• Original documents include incoming invoices, bank statements and carbon copies of outgoing
invoices
• DP documents include accounting, sample and recurring entry documents Whereas accountingdocuments are a representation of the original document in the system, sample and recurring entry
documents are simply templates that ease the entry of accounting transactions.
document type (Financial Accounting)
Key that distinguishes the business transactions to be posted. The document type determines where the
document is to be stored as well as the account types to be posted.
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feature
Objects that can take on different characteristics depending on the organizational unit. Thus a feature and
its characteristics can control different processes.
hiring transaction (Personnel Management)
Personnel action, whereby all the relevant data concerning a newly hired employee is entered in the system.
Examples:
• Personnel number
• Activity
• Cost center
HR master data (Personnel Management)
Data relating to employees that remains relatively constant over a period of time.
Examples:
• Personnel number
• Name
• Address
• Bank details
• Social insurance number
• Health insurance fund
individual statement
Settlement of the actual travel expenses incurred by an employee and documented by means of receipts.
information subtype (Personnel Management)
Detailed subdivision of an information type. This can be divided into subtype if the possible field contents
result in differing formalized characteristics.
Examples:
• Information type Communication
Subtypes system user name SAP System (SY-NAME), credit card number• Information type Address
Subtypes home address, vacation address
Subtypes permanent residence, temporary residence
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information type (Personnel Management)
Contains system controlling characteristics, such as attributes, time connections, and so on. The data is not
stored according to fields in the HR database, but are grouped according to logical viewpoints.
Examples:
• Infotype Personal data
• Infotype Organizational assignment
• Infotype Travel privileges
local currency (Financial Accounting)
Currency of a company code (balance sheet currency) in which the local ledgers are managed.
maximum rate
Maximum amount that can be reimbursed per diem when settling meals per individual statement.
maximum rate for meals
The limit that the sum of all receipts for meals for one day is not allowed to exceed.
meals per diem
Additional expenses for meals are calculated for each trip day with a certain per diem rate.
payroll (Payroll)
Calculation of the remuneration, tax amounts, insurance amounts, and other pay of an employee for a particular payroll period.
Structure
A payroll run contains several items. An item represents the result of the evaluation in relation to the wage
type.
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payroll area (Personnel Management)
Organizational unit that groups together employees for whom payroll is run at the same time and in the
same way.
Usage
A payroll area determines the time of the payroll run, the earliest retroactive accountable payroll period, the
retroactive accounting recognition and the periods for the payroll run. The exception is the payroll area "No
payroll run for these employees". A payroll run is not carried out for the employees assigned to this payrollarea.
Examples:
• Industrial workers (monthly, on the 4th day of the following month)
• Salaried employees (monthly, on the 15th day of the month)
• Company pensioners (monthly, on the 20th day of the previous month)
• Weekly wage earners (weekly, on Friday)
per diem / flat rate settlement
Payment of an employee's travel expenses by per diem or flat rate. Reimbursement is calculated withoutconsideration of the actual travel expenses incurred. There are three different types of rates:
• Flat rates for travel costs
• Per diems for meals
• Per diems for accommodations
period parameter (Payroll)
Two-digit numerical parameter that defines the time interval for which a payroll area is settled. A payroll
area is assigned to just one period parameter. The respective period to be settled is determined via the
period parameter.
Structure
In the standard version parameter values are defined for monthly, once a week, once every two weeks,
quarterly, and so on.
Example
If the payroll period 01 is assigned to the period parameter 01 (monthly) for the year 2000, then January
2000 is meant.
personnel action (Personnel Management)
Series of Infotypes that are added, changed, completely or partially deleted or delimited in the HR System,for the reason specified (hiring, cost center change, withdrawal, and so on). The sequence of the Infotypes
that are to be edited using these actions is defined in the HR System.
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personnel area (Personnel Management)
Organizational unit representing an area within an enterprise delimited according to personnel
administration, time management and payroll criteria.
Usage
Person-related regulations are determined on a personnel area and personnel subarea level. The regulations
can have a statutory, collective agreement or company-internal nature.
Structure
Personnel areas are divided into personnel subareas.
Integration
A personnel area is assigned to just one company code where the values that affect the personnel area and
are relevant to financial accounting are added to. Just one pay scale area, pay scale type and public holiday
calendar are specified for one personnel subarea.
Example:
The personnel area in a software company can be divided into the subareas development, training and
administration.
personnel calculation schema (Payroll)
Describes the order and content of a program run. A personnel calculation schema consists of instructions
on how to perform time evaluations, payroll runs or payroll result evaluations and defines the instruction
sequence.
personnel file (Personnel Management)
Displays all the data entered for an employee.
retroactive accounting (Payroll)
A payroll run is repeated for a period for which payroll accounting has already been performed in the
payroll past. Retroactive accounting is triggered during the payroll run for the current period if certain
master and time data affecting the payroll past has been changed in the meantime. Only changes to masterand time data are relevant to retroactive accounting since previous payroll results must be corrected. A
retroactive accounting limit can be set for the whole company and/or for just one employee.
retroactive accounting period (Payroll)
A past payroll accounting period for which the payroll run has been repeated. The retroactive accounting period refers either to an individual employee or to a payroll area.
retroactive accounting period, earliest (Payroll)
This is the period that lies furthest in the past for which retroactive accounting can take place. The
retroactive accounting run is made for a payroll period for which the payroll run has already been carried
out. The earliest retroactive accounting period is determined for a payroll area, whereby the system also
takes the starting date of an employee into consideration.
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subschema (Payroll)
A subschema is a personnel calculation schema that is called up in another schema using the COPY
function. A subschema does not have to be executable.
travel costs flat rateTravel costs are evaluated per mile/kilometer according to a certain flat rate for miles/kilometers.
travel privileges
Employee-relevant parameters for travel expense settlement.
trip currency
Currency in which the results of the travel expense settlement is presented per trip.
trip destination
Location (town/city and country) in which a business trip takes place. A distinction is made between the
main destination and (one or more) stopovers.
trip provision
Guideline for determining the reimbursement of travel expenses and the method by which they are taxed.
Integration
Trip provisions are defined for one respective trip provision variant. Together with the different influencing
factors (such as trip type, trip activity, trip country, reimbursement group) they determine the per-diem/flat-rate, maximum and deduction amounts.
value of flat rate for travel costs
Value used for calculation of miles/kilometers with the travel flat rate.
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