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© 2011 SAP AG 1

Travel Management: Posting of Expenses to Different GLAccounts based on the Kind of Travel (Domestic or International)

Applies to:

SAP 4.7C, ECC 5.0 and ECC 6.0. For more information, visit the Enterprise Resource Planning homepage.

Summary

The travel expenses incurred by an employee had to be reported for Domestic and International Travelseparately. This document explains the process of how the expenses can be posted to separate GLaccounts based on the country of travel in Travel Management Module in SAP.

Author: Poornima MP

Company: Intelligroup Asia Pvt Ltd (An NTT Data Company)

Created on: 20th

April 2011

Author Bio

Poornima MP is a cost accountant by qualification and a SAP FI certified consultant. She has been a part of the FICO competency in Intelligroup since 5 years.

https://www.sdn.sap.com/irj/sdn/bpx-erp






Travel Management: Posting of Expenses to Different GL Accounts based on the Kind of Travel (Domestic or International)


© 2011 SAP AG 2

Table of Contents

Pre-Requisite: ..................................................................................................................................................... 3 Business Scenario .......................................................................................................................................... 3 Configuration ................................................................................................................................................... 3

Step 1: Define Statutory Trip Types ............................................................................................................................. 3 Step 2: Define characteristics for Statutory Trip Types ................................................................................................ 4 Step 3: Create Expense Types for Individual Receipts: This is standard. .................................................................... 6 Step 4: Wage Types for Interfaces: .............................................................................................................................. 6 Step 5: Assignment of Wage Type to Symbolic Account ............................................................................................. 7 Step 6: Symbolic Account to Expense Account ........................................................................................................... 7

Test Results .................................................................................................................................................... 8 Step 7: Running the scenario for Domestic Travel ....................................................................................................... 8

Related Content ................................................................................................................................................ 12 Disclaimer and Liability Notice .......................................................................................................................... 13





© 2011 SAP AG 3

Pre-Requisite:

The trip provision variant has been configured and assigned to the respective country.

Here in this scenario we are using the standard trip provision variant 10 and country as US

Business Scenario

Employees keep travelling as part of their work to different places. These could be within US or outside US.

The requirement is to track travel expenses separately for Domestic and International travel. Based on thecountry of travel system should post the expenses to GL accounts earmarked for Domestic and Internationaltravel accordingly

Configuration

Step 1: Define Statutory Trip Types

Create Statutory Trip Types D for Domestic Business Trip and I for International Business Trip as shownbelow





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Step 2: Define characteristics for Statutory Trip Types





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Note: You will have to select “Read Alternative Wage Types” as shown above

Note: You will have to select “Read Standard Wage Types” as shown above for International Business Trip





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Step 3: Create Expense Types for Individual Receipts: This is standard.

Shown one expense type for illustration purpose;

Step 4: Wage Types for Interfaces:

Here we need to have 2 wage types one for Domestic Air Fare and one for International Air fare.





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When you assign the wage types for Alternative Wage Types as shown above you have to assign the wagetype for Domestic Air Fare, so that the system will read the same for Domestic Trips

Step 5: Assignment of Wage Type to Symbolic Account

We have assigned symbolic accounts 15 and 18 to wage types 5000 and 5001 respectively.

Step 6: Symbolic Account to Expense Account





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Each symbolic account has to be assigned to a GL account.

Assign GL account 614610 which is Domestic Air Fare to 115 and 614620 which is International Air Fare to118.

Now we have defined in the system that if it is a Domestic travel then the Flight expense should be posted toGL Account 614610 and if it is an International trip the expense should be posted to GL Account 614620.System in turn understands that if the trip is a domestic trip then it has to read the alternate wage type whichis 5000 and then it has to post to 614610.

Test Results

Step 7: Running the scenario for Domestic Travel(US is the home country and so the travel within US is considered at Domestic)

Posting a trip through T Code: TRIP





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Once the trip is saved the trip number is generated as 10000022 Approve and Settle the trip Generate the posting run through PRFI

Posting Run 131 created





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PRRW

Double click on the line to see the entry to be posted

Select and post the trip

If you see the Document display after posting, you will see that the amount has been posted to thecorrect GL account for Domestic Airfare 614610

The same scenario can be run for International travel and the system will post the expense toInternational Airfare GL Account 614620





© 2011 SAP AG 12

Related Content

Travel Management-Overview

Travel Expenses

Transfer to Accounting

For more information, visit the Enterprise Resource Planning homepage.

http://help.sap.com/saphelp_erp60_sp/helpdata/en/73/6bf037f1d6b302e10000009b38f889/frameset.htm


http://help.sap.com/saphelp_erp60_sp/helpdata/en/43/03a03940fab918e10000000a114084/frameset.htm


http://help.sap.com/saphelp_erp60_sp/helpdata/en/b6/cd9ea249e911d189060000e8322f96/frameset.htm













Disclaimer and Liability Notice

This document may discuss sample coding or other information that does not include SAP official interfacesand therefore is not supported by SAP. Changes made based on this information are not supported and canbe overwritten during an upgrade.SAP will not be held liable for any damages caused by using or misusing the information, code or methodssuggested in this document, and anyone using these methods does so at his/her own risk.

SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of

this technical article or code sample, including any liability resulting from incompatibility between the contentwithin this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document.

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