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AC275 Travel Management-Travel Planning
AC275
R/3 System Release 46C 05/01/2001
0
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AC275 Travel Management-Travel Planning.................................................................................................................0-1
Copyright.................................................................................................................................................................... 0-2
Financial Accounting I...........................................................................................................................................0-
Cour!e Prere"ui!ite!...............................................................................................................................................0-5
Target #roup...........................................................................................................................................................0-$
Cour!e %vervie&........................................................................................................................................................1-1
Cour!e #oal............................................................................................................................................................1-2
%vervie& o' Travel Planning.....................................................................................................................................2-1
%vervie& o' Travel Planning( )nit %*+ective!......................................................................................................2-2
Cour!e %vervie& ,iagram.....................................................................................................................................2-
%vervie& o' Travel Planning( u!ine!! /cenario..................................................................................................2-
The Travel Management nvironment...................................................................................................................2-5
%verall Travel Management Proce!!......................................................................................................................2-$
Co!t Avantage!.....................................................................................................................................................2-7
,ata Flo& an Future ole o' the Travel Agency..................................................................................................2-3
/y!tem In'ra!tructure.............................................................................................................................................2-4
The Concept o' Travel Planning...........................................................................................................................2-10
Travel Policy - Travel Pro'ile!...........................................................................................................................2-11
Travel Pre'erence!( 6ample!..............................................................................................................................2-12
In'otype! 'or Travel Planning 1 8Mini Ma!ter9..............................................................................................2-1
In'otype! 'or Travel Planning 2 8Mini Ma!ter9..............................................................................................2-1
%vervie& o' Travel Planning( )nit /ummary......................................................................................................2-15
%vervie& o' Travel Planning 6erci!e!...............................................................................................................2-1$
%vervie& o' Travel Planning /olution!...............................................................................................................2-17
ntry an Approval o'Travel e"ue!t! an Plan!......................................................................................................-1
ntry an Approval o'Travel e"ue!t! an Plan!( )nit %*+ective!.......................................................................-2
Cour!e %vervie& ,iagram.....................................................................................................................................-
ntry an Approval o'Travel e"ue!t! an Plan!( u!ine!! /cenario...................................................................-
Function %vervie&.................................................................................................................................................-5
%rgani:ational /tructure!.......................................................................................................................................-$
The Travel Plan......................................................................................................................................................-7
Plan an oo; a Trip( Proce!! /cenario.................................................................................................................-3
The Travel Manager 819..........................................................................................................................................-4
The Travel Manager 829( Per!onal /etting!..........................................................................................................-10
The In'ocenter.......................................................................................................................................................-11
The Travel Manager 89( Create Travel e"ue!t..................................................................................................-12
Travel Manager 89( e"ue!t( Choo!e Travel Item!.............................................................................................-1
Travel Manager 859( Approve Travel e"ue!t......................................................................................................-1
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Travel Manager 8$9( Function! in the Travel Plan................................................................................................-15
Travel Manager 879( oo; Travel /ervice!..........................................................................................................-1$
The Planning Manager 819....................................................................................................................................-17
Planning Manager 829( Function! in the Travel Plan............................................................................................-13
Planning Manager 89( Approve Travel Plan........................................................................................................-14
Planning Manager 89(Approval via /AP u!ine!! uery.............................................................................................................-2$
Function! 879( otel - ?i!t o' oom!...................................................................................................................-27
Function! 839( Car ental - Availa*ility >uery....................................................................................................-23
Function! 849( Car ental - ?i!t o' @ehicle!.........................................................................................................-24/ynchroni:ation et&een /AP an #,/.............................................................................................................-0
/ynchroni:ation o' oo;ing ,ata........................................................................................................................-1
AI /ynchroni:ation( Import an Proce!!ing.....................................................................................................-2
ntry an Approval o'Travel e"ue!t! an Plan!( )nit /ummary......................................................................-
6erci!e!............................................................................................................................................................... -
/olution!............................................................................................................................................................... -7
FC ,e!tination an Travel PlanningMa!ter ,ata....................................................................................................-1
FC ,e!tination an Travel PlanningMa!ter ,ata( )nit %*+ective!.....................................................................-2
Cour!e %vervie& ,iagram.....................................................................................................................................-
FC ,e!tination an Travel PlanningMa!ter ,ata( u!ine!! /cenario.................................................................-
Implementation #uie 8IM#9.................................................................................................................................-5
%vervie&................................................................................................................................................................-$
FC ,e!tination.....................................................................................................................................................-7
Travel Planning Control Parameter!.......................................................................................................................-3
#eographical /ituation...........................................................................................................................................-4
Travel /ervice Provier 819( Flight.....................................................................................................................-10
Travel /ervice Provier 829( otel......................................................................................................................-11
Travel /ervice Provier 89( nterpri!e-/peci'ic otel Catalog..........................................................................-12
Travel /ervice Provier 89( Car ental...............................................................................................................-1
Travel /ervice Provier Agreement! - Cu!tomer Program!.................................................................................-1
Contact Per!on!....................................................................................................................................................-15
FC ,e!tination an Travel PlanningMa!ter ,ata( )nit /ummary....................................................................-1$
/tructure o' nterpri!e-/peci'ic Travel Policy...........................................................................................................5-1
/tructure o' nterpri!e-/peci'ic Travel Policy( )nit %*+ective!...........................................................................5-2
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Cour!e %vervie& ,iagram.....................................................................................................................................5-
/tructure o' nterpri!e-/peci'ic Travel Policy( u!ine!! /cenario.......................................................................5-
%vervie&................................................................................................................................................................5-5
Travel Policy( 6ample!.........................................................................................................................................5-$
Trip ule!( uerie!......................................................................................................5-17nterpri!e-/peci'ic Metho! o' Payment.............................................................................................................5-13
nterpri!e-/peci'ic PB lement!.......................................................................................................................5-14
/tructure o' nterpri!e-/peci'ic Travel Policy( )nit /ummary...........................................................................5-20
6erci!e!............................................................................................................................................................... 5-21
/olution!............................................................................................................................................................... 5-2
eprouction o' Agreement! &ithTravel /ervice Provier!......................................................................................$-1
eprouction o' Agreement! &ithTravel /ervice Provier!( )nit %*+ective!.......................................................$-2
Cour!e %vervie& ,iagram.....................................................................................................................................$-
eprouction o' Agreement! &ithTravel /ervice Provier!( u!ine!! /cenario...................................................$-
%vervie&................................................................................................................................................................$-5
,e'ining Allo&e ntrie! 'or nterpri!e-/peci'ic Air'are ate!...........................................................................$-$
outing................................................................................................................................................................... $-7
,e'ining Allo&e ntrie! 'or nterpri!e-/peci'ic otel ate!..............................................................................$-3
nterpri!e-/peci'ic ate! 'or the otel Catalog....................................................................................................$-4
,e'ining Allo&e ntrie! 'or nterpri!e-/peci'ic Car ental ate!...................................................................$-10
,e'ining nterpri!e-/peci'ic Air'are ,i!count!...................................................................................................$-11
eprouction o' Agreement! &ithTravel /ervice Provier!( )nit /ummary......................................................$-12
,ialog an Planning Control......................................................................................................................................7-1
,ialog an Planning Control( )nit %*+ective!.......................................................................................................7-2
Cour!e %vervie& ,iagram.....................................................................................................................................7-
,ialog an Planning Control( u!ine!! /cenario...................................................................................................7-
%vervie&................................................................................................................................................................7-5
Feature T@CP.......................................................................................................................................................7-$
Price an Availa*ility /trategie! 819( /etting!........................................................................................................7-7
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Price an Availa*ility /trategie! 829( ,etail!..........................................................................................................7-3
,i!play /trategie! 'or otel ate!.........................................................................................................................7-4
,ialog an Planning Control( )nit /ummary......................................................................................................7-10
Authori:ation Management........................................................................................................................................3-1
Authori:ation Management( )nit %*+ective!.........................................................................................................3-2
Cour!e %vervie& ,iagram.....................................................................................................................................3-
Authori:ation Management( u!ine!! /cenario.....................................................................................................3-
Pro'ile #enerator( Managing Authori:ation!.........................................................................................................3-5
Activity #roup!( Authori:ation Concept................................................................................................................3-$
Activity #roup!( Maintain Authori:ation!.............................................................................................................3-7
Authori:ation %*+ect 'or Travel Planning 8FDTA@?9.........................................................................................3-3
Fiel! A)TP an A)TC...................................................................................................................................3-4
Activity #roup!( A!!ignment to )!er!.................................................................................................................3-10
Travel Management Activity #roup!( Menu!......................................................................................................3-11
Authori:ation Management( )nit /ummary........................................................................................................3-12Conclu!ion.................................................................................................................................................................. 4-1
Cour!e %*+ective!...................................................................................................................................................4-2
ecommene Follo&-up Activitie!......................................................................................................................4-
Appeni6..................................................................................................................................................................10-1
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0
SAP AG 1999
AC275 Travel Management-Travel Planning
AC275AC275
Travel Management - Travel
Planning
Travel Management - Travel
Planning
/y!tem elea!e .$
/eptem*er 2000
Material num*er 500 357
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0.2
SAP AG 1999
Copyright 2001 SAP AG. All rights reserved.
either this training man!al nor any part thereo" may
#e $opied or reprod!$ed in any "orm or #y any means%
or translated into another lang!age% &itho!t the prior
$onsent o" SAP AG. The in"ormation $ontained in this
do$!ment is s!#'e$t to $hange and s!pplement &itho!t prior
noti$e.
All rights reserved.
Copyright
Traemar;!(
/ome !o't&are prouct! mar;ete *y /AP A# an it! i!tri*utor! contain proprietary !o't&are
component! o' other !o't&are venor!.
Micro!o't=
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&orl. All other prouct! mentione are traemar;! or regi!tere traemar;! o' their re!pective
companie!.
,e!ign( /AP Communication! Meia
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0.3
SAP AG 1999
(inan$ial A$$o!nting )
Financial Accounting and
Reo!ting
AC010 5 days
Asset Accounting
AC*05 4 days
Secial Pu!ose "edge!
#uman Resou!ces
$ssentials %
+,051 1 day
evel *evel 2
&!a'el (anagement&!a'el $)enses
AC270 3 days
&!a'el (anagement&!a'el Planning
AC275 2 days
AC////
mo!e
e*lea!nings
AC010a
C+ange ,endo!
o! Custome!
(aste! -ata 'ia
%nte!net
#uman Resou!ces
$ssentials %%
+,052 2 days
@@
@@
1 h
Gene!al "edge!/Accounts Paya.le/Accounts Recei'a.leConigu!ation
AC200 3 days
Pe!iodic P!ocessing in
Accounts Paya.le/
Accounts Recei'a.le
AC201 2 days
Financial Closing
AC205 2 days
/ h
AC220 5 days
Additional FinancialFunctionality
AC20 1 day
AC200a
%nte!estCalculation ooen and/o!clea!ed items @@
2 h
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0.4
SAP AG 1999
AC270 Travel Management - Travel /penses
Co!rse Prere!isites
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0.5
SAP AG 1999
Target Gro!p
Parti$ipants3
Cons!ltants% pro'e$t teams
4!ration3 1 day
The training material i! not intene 'or autodidactic learning *ut !houl only *e con!iere a
supplement to the instructors e!planations. That i! &hy !u''icient room ha! *een le't 'or your
note!.
The e6erci!e! are only meant to *e a !upplement to the e6ample! covere uring the cour!e. It i!
po!!i*le that there i! not enough time uring the cour!e to o all o' the e6erci!e!. In thi! ca!e you can
u!e them a'ter the cour!e to practi!e an rein'orce &hat you have learne.
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"
SAP AG 1999
Co!rse goal
Co!rse o#'e$tives
Co!rse $ontent
Co!rse overvie& diagram
Main #!siness s$enario
Contents3
Co!rse vervie&
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".2
SAP AG 1999
This $o!rse &ill prepare yo! to3
6or &ith the appli$ation $omponent Travel Planning
8pro$essing travel re!ests% !erying availa#le travel
servi$es% #ooing travel servi$es9
,eprod!$e enterprise-spe$i"i$ travel poli$y in the
system !sing Travel Management C!stomi:ing
Co!rse Goal
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2
SAP AG 1999
The Travel Management nvironment
)ntegration o" Travel Planning in the overall Travel
Management pro$ess
Cost Advantages
The "!t!re role o" the travel agen$y
The $on$ept o" Travel Planning
+, master data "or Travel Planning
Contents3
vervie& o" Travel Planning
8C9 /AP A# AC275 1
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2.2
SAP AG 1999
+o& SAP Travel Planning is integrated in the
overall SAP Travel Management pro$ess and the
entire SAP System
6hi$h +, master data is re!ired "or the !se o"
Travel Planning
At the $on$l!sion o" this !nit% yo! &ill #e
a#le to e/plain3
vervie& o" Travel Planning3 ;nit #'e$tives
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2.3
SAP AG 1999
Co!rse vervie&
vervie& o" Travel Planning
ntry and Approval o"
Travel ,e!ests and Plans
,(C 4estination and Travel Planning
Master 4ata
Str!$t!re o" nterprise-Spe$i"i$
Travel Poli$y
,eprod!$tion o" Agreements &ith
Travel Servi$e Providers
4ialog and Planning Control A!thori:ation Management
Con$l!sion
Co!rse vervie& 4iagram
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2.4
SAP AG 1999
Travel Planningis to #e implemented in yo!r
enterprise. The relevant master data has to #e
$reated "or all travelers
4is$!ss the role
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2.5
SAP AG 1999
Credit $ard$learingAme/% others ares!pported
pti$al
ar$hive 4ata trans"er via A3(inan$ial A$$o!nting% Cost A$$o!nting%
+, Payroll% (!nds Management
Per diems
Miles
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2.#
SAP AG 1999
ou mae a
t!a'el !euest
+ic+ +as to .e
a!o'ed .yyou!
sue!io!
,e!est,e!esttriptrip
TripTripneededneeded
usiness
!easons
!eui!e t+at
you tae a
t!i7
.
SettleSettle
triptrip
&+e system
settles t+e
t!i7
ou can
!int a
statemento! t+e
emloyees
.
Addne&trip "a$ts
ou sulement
t+e !emaining
t!i acts7
ou c+ec
t+e t!i and
a!o'e it
o!
settlement
(in. A$$o!nting(in. A$$o!nting
Cost A$$o!ntingCost A$$o!nting
Ta/ationTa/ation
PaymentPayment
Posting
t!a'el e)enses in
Financial
Accounting7
&!i !esults a!e
t!anse!!ed to
Cost Accounting
&a)ation 'ia
ay!oll
ou .oo
lig+t +otel
!oomo!
ca! !ental
'ia aGlo.al
-ist!i.ution
System
8G-S
ou ente!
destination
andt!i time7
Pro$essing &ith SAP Travel Management
TravelTravel
,e!est,e!est
TravelTravel
/penses/penses
verall Travel Management Pro$ess
TravelTravel
PlanningPlanning
Plan
and #oo
a trip
T
,
)
P
A$tivities in the enterprise3
Thi! graphic illu!trate! the overall Travel Management proce!! incluing the component! o' the /AP
/y!tem in &hich you maintain the ata.
At the conclu!ion o' a proce!! chain the trip 'act! 'or a *u!ine!! trip have *een entere in the /AP
/y!tem &ithout reunancie!. The travel planning ata i! entere in the !y!tem 'or approval or
re!ervation*oo;ing purpo!e!. The ocument! are generate 'rom the re!erve travel !ervice!. The travel
e6pen!e! incurre uring the trip are !ettle via the /AP /y!tem an tran!'erre 'or 'urther proce!!ing to
Financial Accounting Controlling Cash Budget Managementan i' nece!!ary to! Payroll.
In thi! cour!e the main 'ocu! i! on Travel Planning.
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2.7
SAP AG 1999
Advantages "or
Travel Planning
pro$ess
""i$ient internal
$omm!ni$ation
ot dependent on travel
agen$y opening ho!rs
egotiating advantages
d!e to simpli"ied analysis
o" the travel servi$es !sed
A!tomati$
$he$ o"
travel poli$y
Cost Advantages
Co!t avantage! ari!e in internal communication in particular ue to the integration o' Travel Planning
&ith the /AP u!ine!!
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2.$
SAP AG 1999
SAP Travel Planning
- Approval
- =ooing
- Settlement - Travel manager
- >!ality ass!ran$e
rgani:ational ;nit Travel Agen$yTi$et
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2.%
SAP AG 1999
System )n"rastr!$t!re
,
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2."0
SAP AG 1999
SAPTravel Planning
The Con$ept o" Travel Planning
Travel
pre"eren$es
Person-spe$i"i$
Spe$i"i$ations "or
"light pre"eren$es%hotel pre"eren$es%
$ar rental pre".%
$!stomer programs
)n )n"otypes or
d!ring data entry
Travel
poli$y
nterprise-spe$i"i$
,!les "or ro!tes%trip destinations%
trip $ategories%
8"light% hotel%
$ar rental9%
trip d!ration%
et$.
The general concept o' Travel Planning i! *a!e on t&o thing!(
eprouction o' enterpri!e-!peci'ic travel policy in the Cu!tomi:ing o' Travel Planning
/peci'ication o' employee-!peci'ic ata in the In'otype! o' the /AP moule
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2."2
SAP AG 1999
Travel Pre"eren$es3 /amples
(lights
Smoer
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2."3
SAP AG 1999
rgani:ational Assignment
Personal 4ata
Travel Privileges
Addresses
=an 4etails
Cost 4istri#!tion
Travel Pro"ile
(light Pre"eren$e
+otel Pre"eren$e
Car ,ental Pre"eren$e
C!stomer Program
)n"otype)n"otype
Mandatory
ptional
ame
0001
0002
0017
000
000@
0027
070
071
072
07*
075
+, )n"otypes "or Travel Planning 1 8Mini Master9
The per!onnel action !etting 'or Travel Planning contain! the nece!!ary In'otype! 'or u!ing the /AP
Travel Planning component.
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2."4
SAP AG 1999
rgani:ational Assignment
Personal 4ata
Travel Privileges
Addresses
=an 4etails
Cost 4istri#!tion
Travel Pro"ile
(light Pre"eren$e
+otel Pre"eren$e
Car ,ental Pre"eren$e
C!stomer Program
)n"otype)n"otype
Mandatory
Travel Planning
ame
0001
0002
0017
000
000@
0027
070
071
072
07*
075
+, )n"otypes "or Travel Planning 2 8Mini Master9
Although In'otype! 070 to 075 are optional they ena*le the iniviual pre'erence! o' each employee
to *e ta;en into con!ieration &hen a *u!ine!! trip i! *oo;e.
The In'otype Flight Pre'erence! 80719 contain! 'light-!peci'ic in'ormation !uch a! pre'erre meal! or
!eat po!ition an the pre'erre eparture airport.
The In'otype otel Pre'erence! 80729 contain! in'ormation a*out the pre'erre room or hotel category.
The In'otype Car ental 8079 contain! in'ormation a*out the pre'erre ma;e o' car or trim &ith or
&ithout air-conitioning.
The In'otype Cu!tomer Program 80759 can *e create more than once a! it re'er! to all the provier
categorie!. ere you can !tore ata on 're"uent 'lyer! or on !pecial car rental or hotel cu!tomer
program!.
The In'otype Travel Pro'ile 80709 allo&! the irect a!!ignment o' a travel pro'ile to an employee.
The aitional In'otype Communication 801059 !u*type 0001 i! u!e 'or the irect a!!ignment o'!y!tem u!er! to the active /AP /y!tem 8/AP u!ine!!
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2."5
SAP AG 1999
;nderstand the !ses and the pro$ess o" Travel
Planning &ithin the overall Travel Management
pro$ess
Set !p +, master data "or travelers
Bo! are no& a#le to3
vervie& o" Travel Planning3;nit S!mmary
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2."#&vervie' o( Travel Planning )!ercises
*nit+ &vervie' o( Travel Planning
Topic+ , Master ata / Travel Pre(erences
At the conclu!ion o' the!e e6erci!e! you &ill *e a*le to(
Maintain the In'otype! 'or travel pre'erence!
2-" , Master ata (or Travel Planning+
2-1-1 ?oo; at the ma!ter ata 'or Travel Planning.
2-1-2 /peci'y the travel pre'erence! 'or employee Chri! Miller 8per!onnel num*er
430KK9(
lig1t Pre(erences n(otpe 047"+
nter a pre'erre meal./peci'y the pre'erre !eat po!ition.
nterFrankfurta! the !tanar eparture airport.
,otel Pre(erences n(otpe 0472+
nter a pre'erre *e type room category an &hether you pre'er a non-!mo;erroom.
Car ental Pre(erences n(otpe 0473+
nter your pre'erence! 'or a !mo;ernon-!mo;er vehicle air-conitioning an
tran!mi!!ion.
Travel Pro(ile n(otpe 0470+
Create the Travel Pro'ile KKD/TAB, 'or your per!onnel num*er 430KK.
Customer Program n(otpe 0475+
For the airline ?u'than!a enter the cu!tomer program Mile! L More &ith any
cu!tomer num*er.
KK J #roup num*er
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2."7&vervie' o( Travel Planning 6olutions
*nit+ &vervie' o( Travel Planning
Topic+ , Master ata / Travel Pre(erences
2-" , Master ata (or Travel Planning+
2-1-1 In the /AP Menu choo!eAccounting Financial Accounting Travel
management Person-related master data Maintain (Travel Planning).
/peci'y the per!onnel num*er an choo!eEnter%
2-1-2 6peci( (lig1t/1otel/rental car pre(erences Travel Pro(ile and Customer
Program+ In theMaintain ! master data!creen !elect the In'otype Flight Pre'erence 8or otelCar
ental Pre'erence9.
Choo!eEditCreate.
nter the pre'erence! 'rom the e6erci!e.
/ave your entrie! an e6it the In'otype.
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3
SAP AG 1999
vervie&
Travel manager
Travel re!est
Approval o" re!est
Travel plan
Planning manager
Travel plan
Approval o" plan
Conne$tion to SAP =!siness 6or"lo&
(!n$tions o" Travel Planning s$enarios
Syn$hroni:ation o" Travel Planning
Contents3
ntry and Approval o"Travel ,e!ests and Plans
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3.2
SAP AG 1999
Set !p !ser roles "or Travel Planning
,e!est trips &ith the travel manager
,e!est and #oo travel servi$es &ith the travel
managerand &ith theplanning manager
Approve travel re!ests and travel plans
At the $on$l!sion o" this !nit% yo! &ill #e a#le to3
ntry and Approval o"Travel ,e!ests and Plans3 ;nit #'e$tives
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3.3
SAP AG 1999
Co!rse vervie&
vervie& o" Travel Planning
ntry and Approval o"
Travel ,e!ests and Plans
,(C 4estination and Travel Planning
Master 4ata
Str!$t!re o" nterprise-Spe$i"i$
Travel Poli$y
,eprod!$tion o" Agreements &ith
Travel Servi$e Providers
4ialog and Planning Control A!thori:ation Management
Con$l!sion
Co!rse vervie& 4iagram
8C9 /AP A# AC275
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3.4
SAP AG 1999
Decentral entry:
As a part o" yo!r 'o#% yo! have to tae "re!ent
trips. Bo! &ant to re!est permission "or yo!r trip
"rom yo!r s!perior and then $hoose and #oo the
travel servi$es yo! need yo!rsel".
Mixed central entry:
Bo! are responsi#le "or smooth pro$essing o" the
trips o" all o" the employees in a team. Bo! re!est
the relevant trips "or them% and% &hen they have#een approved% #oo the ne$essary travel servi$es.
ntry and Approval o"Travel ,e!ests and Plans3 =!siness S$enario
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3.5
SAP AG 1999
(!n$tion vervie&
4etermine availa#le travel servi$es
Travel manager
Planning manager222
=oo sele$ted travel servi$es
Travel manager
Planning manager***
Approve travel re!ests
Travel manager
,e!est a trip
Travel manager111
Approve travel plans
Planning manager
6or"lo& 8"or planning manager9
555
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3.#
SAP AG 1999
rgani:ational Str!$t!res
,e!est
plan
,e!est
plan
Traveler
Mi/ed$entralentry
4e$entralentry
Travel AssistantApprovingManager
Che$and approve
trips
Che$and approve
trips
Create and
$hange
travel re!ests
plans
Create and
$hange
travel re!ests
plans
The !cenario! o' /AP Travel Planning are primarily oriente to&ar the 'ollo&ing organi:ational
!tructure! o' trip ata entry(
Mi6e central entry
,ecentral entry
The organi:ational !tructure! mentione are !upporte *y the rule! that are e'ine in the !tanar
Travel Management /y!tem an that you can aapt 8a! copy re'erence!9 to !uit your purpo!e!. An
activit group as o( 4.#C+rolee!cri*e! an appropriately e'ine !et o' tran!action!. The!e
tran!action! repre!ent the !cope o' 'unction! typically re"uire *y the u!er at hi! place. The
'ollo&ing activity group! are alreay !et in the !tanar !y!tem(
Traveler /APDFIDT@DTA@?DA#
Travel A!!i!tant /APDFIDT@DTA@?DA//I/TABTDA#
Travel Amini!trator /APDFIDT@DA,MIBI/TAT%DA#
Approving Manager /APDFIDT@DAPP%@IB#DMABA#DA#
Payer o' Trip Avance! /APDFIDT@DA,@ABCDPAEDA#
Travel /y!tem Manager /APDFIDT@D/E/TMDMABA#DA#
The role! i''er in their tas8s- con!e"uently al!o in the entrie! in their role-!peci'ic menu! - an in their
aut1ori9ations.
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3.7
SAP AG 1999
The Travel Plan
Travel
plan
6hen a travel plan
is #ooed% it prod!$es a
#ooing $ode
8Passenger ame ,e$ord
D P,9%
&hi$h is !sed to identi"y
the travel plan and all
relevant data
in the $onne$tedreservation
system
6+E
Personnel
n!m#er
6+BE
P!rpose%a$tivity
6+,E
4estination8s9
=oo
T,AF
S,F)CSE
(light
+otel
Car rental
The tra&el #lanrepre!ent! the 'rame 'or all action! in Travel Planning. To carry out price an
availa*ility "uerie! an *oo; travel !ervice! you have to create a travel plan 'or the relevant trip. In the
travel plan general trip ata !uch a! per!onnel num*er e!tination an purpo!e 'or trip an trip
activity i! al!o !tore.
very tra&el #lani! !tore &ith a trip num*er in the !y!tem &hich uni"uely ienti'ie! it an the travel
!ervice! it contain!.
In Travel Planning! integration &ith Travel 6pen!e! the num*er o' the travel plan i! ientical to the
num*er o' the trip to *e !ettle.
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3.$
SAP AG 1999
Plan and =oo a Trip3 Pro$ess S$enario
Travel plan
nter
general
trip
data Sele$tion
=oo=oo
Can$elCan$el
itemitem
Ti$etTi$et
Con"irmCon"irm
$an$elation$an$elation
(lights3
#est-pri$e
!ery
General
trip data
Service selection
Can$elCan$el
itemitem
Reservation / Cancelation
E
General
availa#ility
!ery
es
;o
E
es
;o
E
es
;o
Can$elill ?e supplied ? t1e instructor
"ri# end4
6% -estination4 ;&6T&C
1 7(ille!/C+!is (RS
2 SR 102 C 02APR @ R#HFI #I1 A 1030A 105P J1A/
3 SR 103 C 03APR 1 HFIR# #I1 4 ?35P1015AD1 J1A/
4 AP 0622@*2305?6 *
5 &I
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5.20
SAP AG 1999
,eprod!$e the travel reg!lations !sed in an
enterprise in the system
Bo! are no& a#le to3
Str!$t!re o" nterprise-Spe$i"i$Travel Poli$y3 ;nit S!mmary
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5.2")!ercises
*nit+ 6tructure o( )nterprise-6peci(ic
Travel Polic
Topic+ Creating a Class ule and Assigning t to an
)!isting Travel Pro(ile
At the conclu!ion o' the!e e6erci!e! you &ill *e a*le to(
Analy:e an change an e6i!ting trip rule
)ner!tan the e''ect o' the change! in the application
Eou learn ho& the travel regulation! o' an enterpri!e are
reprouce in the !y!tem.
4-" mplementation Duide MD (or Travel Planning
A'ter analy:ing the utili:ation o' i''erent route! your company! Travel Management
epartment ecie on the airline ?u'than!a 8?9 to *e u!e e6clu!ively 'or nationale!tination! in the Travel Pro'ile.
Furthermore a! a re!ult o' an analy!i! o' the route #ermany S Borth America 8an *ac;9
the contract &ith ,elta Airline! 8,?9 &a! not e6tene. In!tea an o''er *y American
Airline! 8AA9 &a! ae to the program.
Eou are re"ue!te to aapt the e6i!ting Travel Pro'ile KKD/TAB, to !uit the TravelManagement !peci'ication!.
-1-1 Call the IM# activitySet allo0ed entries for trip rule for flight ma;e the change!
'or the national trip rule 'or 'light KK D,%M an !ave your entrie!.
-1-2 In the !ame IM# activity acce!! the international trip rule KKDIBT ma;e there"uire change! an !ave your entrie!.
KK J #roup num*er
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4-2 Planning manager+ Planning a trip
Te!t your Cu!tomi:ing !etting! *y creating a ne& travel plan in the planning manager 'or
roun trip! 'or *oth o' the route! ran8(urtS Munic1an ran8(urtS
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5.22 6olutions
*nit+ 6tructure o( )nterprise-6peci(ic
Travel Polic
Topic+ Creating a Class ule and Assigning t to an)!isting Travel Pro(ile
4-" mplementation Duide MD (or Travel Planning
-1-1
In the /AP Menu choo!e Tools AcceleratedSAP Customi+ing /dit
Pro1ect 'ispla$SAP eference M23
In the IM# choo!e Financial Accounting Travel Management Travel
Planning Trip ules and Profiles Trip ules Trip and Class ules forFlights.
Clic; on to call the activitySet allo0ed entries for flight trip rules copy the
entry KKD,%M an a the 'ollo&ing value(
Pro&ider code4?u'than!a 8?9
Con'irm &ithEnter. The initial vie& reappear!. Bo& elete the original entry
KKD,%M an !ave your entrie!.
-1-2
/elect the t&o entrie! KKDIBT &ith the provier name ,elta Airline! elete them
an !ave your entry.
Choo!e5ew Entries(
"ri# rule4KKDIBT
Pro&ider code4AA 8American Airline!9
7eogra#hical ty#e42 8Country9
0rigin4, 8#ermany9
7eogra#hical ty#e4 8Cro!!-country region9
-estination4BAM 8Borth America9
/ave your entrie! an return to the initial vie&.
Bo& !elect the entry you have +u!t create choo!e Copy an ma;e the 'ollo&ing
replacement!(
7eogra#hical ty#e4 8Cro!!-country region9
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0rigin4BAM 8Borth America9
7eogra#hical ty#e4 2 8Country9
-estination4 , 8#ermany9
Con'irm your entry &ithEnter an !ave.
4-2 Planning manager+ Planning a trip
-2-1
In the /AP Menu choo!eAccounting Financial accounting Travel
management Travel planning Planning manager Create travel plan.
-2-2
Choo!e theFlightpu!h*utton an enter the 'ollo&ing(
From4 Fran;'urt 8FA9"o4 Munic1 M*C
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#
SAP AG 1999
nterprise-Spe$i"i$ ,ate Agreements
nterprise-Spe$i"i$ Air"are 4is$o!nts
Contents3
,eprod!$tion o" Agreements &ithTravel Servi$e Providers
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#.2
SAP AG 1999
,eprod!$e enterprise-spe$i"i$ rates and dis$o!nts in
the system
At the $on$l!sion o" this !nit% yo! &ill #e a#le to3
,eprod!$tion o" Agreements &ithTravel Servi$e Providers3 ;nit #'e$tives
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#.3
SAP AG 1999
Co!rse vervie&
vervie& o" Travel Planning
ntry and Approval o"
Travel ,e!ests and Plans
,(C 4estination and Travel Planning
Master 4ata
Str!$t!re o" nterprise-Spe$i"i$
Travel Poli$y
,eprod!$tion o" Agreements &ith
Travel Servi$e Providers
4ialog and Planning Control
A!thori:ation Management
Con$l!sion
Co!rse vervie& 4iagram
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#.4
SAP AG 1999
An enterprise has negotiated spe$ial rates or dis$o!nts
&ith "light% hotel or $ar rental providers. (or these
agreements to #e $onsidered d!ring sele$tion or
#ooing o" travel servi$es% they m!st #e stored in the
system.
,eprod!$tion o" Agreements &ithTravel Servi$e Providers3 =!siness S$enario
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#.5
SAP AG 1999
,ates and 4is$o!nts
nterprise-Spe$i"i$ ,ate Agreements
4e"ining Allo&ed ntries "or nterprise-Spe$i"i$
Air"are ,ates
4e"ining Allo&ed ntries "or nterprise-Spe$i"i$
+otel ,ates
nterprise-Spe$i"i$ ,ates "or the +otel Catalog
4e"ining Allo&ed ntries "or nterprise-Spe$i"i$
Car ,ental ,ates
4e"ining nterprise-Spe$i"i$ Air"are 4is$o!nts
vervie&
In thi! unit you !tore !pecial contract agreement! that you have reache &ith travel !ervice provier!.
A i!tinction i! mae *et&een negotiate rate! an 'i6e i!count! that can *e applie &hen !ervice! are
*oo;e.
The goal in rate negotiation! &ith !ervice provier! i! to attain ae"uate pricing 'or the relevant
enterpri!e. The contract! !et up *et&een enterpri!e! an travel !ervice provier! 'or 'light! hotel! or car
rental! u!ually o''er *etter general conition!.
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#.#
SAP AG 1999
egotiated ,ate Agreement
8ego (are9
)ATA o$ation3
(ran"!rt 8(,A9
,ate $omponent 8A=C49
,ate type 8Oneay< Ret&rn9,ate $ategory 8;ego
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#.7
SAP AG 1999
,o!ting
,o!te 1
,o!te
segment 2Stopover -
Stopover
,o!te
segment *Stopover -
4estination
,o!te
segment 1Start - Stopover
,o!te 2
,o!te
segment 1Start -
4estination
,o!te *
,o!te
segment 1Start - Stopover
,o!te
segment 2Stopover -
4estination
Falid "or the egotiated ,ate
,o!ting
The outing'unction ena*le! you to !peci'y certain route cour!e! 'or &hich an enterpri!e-!peci'ic
air'are rate or i!count i! to apply.
A routing i! mae up o' routes.For each routing variant you can !peci'y !everal alternative route! 'or
&hich the negotiate rate or i!count applie! in the !ame &ay.
A route on the other han either con!i!t! o' a irect route 8a non-!top 'light9 or iniviual con!ecutive
route segments8tran!it 'light!9. oute !egment! e!cri*e 'or e6ample the route !ection!( !tart -
!topover !topover - !topover or !topover - e!tination.
An e6ample o' a routing on the *a!i! o' tran!it route! &oul *e(
oute (rom ,am?urg to 6dne+
oute !egment 1( am*urg - Uurich 'it1/&i!!air ?u'than!a oo;ing cla!!
oute !egment 2( am*urg - Uurich 'it1/&i!!air ?u'than!a oo;ing cla!!
oute !egment ( /ingapore - /yney 'it1>uanta! An!ett oo;ing cla!! E
Maintenance o' the!e ta*le! re"uire! a thorough ;no&lege in the 'iel o' rate agreement! *et&een
airline! an enterpri!e!.
@ia the tran!action TP0 you have irect acce!! to maintenance o' routing!.
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#.$
SAP AG 1999
+otel Chain
o$ation 8"or e/.% )ATA lo$ation9
C!stomer
egotiated hotel rate
+otel
4e"ining Allo&ed ntries "or nterprise-Spe$i"i$+otel ,ates
Begotiate hotel rate! are contract agreement! *et&een hotel chain! or iniviual hotel! an cu!tomer!.
They authori:e a cu!tomer enterpri!e to apply a certain rate epening on location an valiity perio.
mportant( I' the provier an the cu!tomer reach an agreement the hotel provier ha! to in'orm the
re!ervation !y!tem that the negotiate rate i! to *e vali 'or the relevant cu!tomer enterpri!e. Eou !tore
the rate parameter! in the IM# uner "ra&el Planning!ates and -iscounts-efine allowed entries
for enter#rise(s#ecific hotel rates%
A hotel rate can apply 'or the &hole &orl in general or *e re!tricte to the e6tent that it only applie! 'or
a !ingle IATA location.
In the !ection "ra&el Planning-ialog and Planning Control -efine #rice and a&aila$ility
strategies1you can !peci'y that enterpri!e-!peci'ic hotel rate! *e con!iere in availa*ility "uerie! in the
connecte re!ervation !y!tem. In an availa*ility "uery the !y!tem chec;! to !ee i' negotiate rate! are
;no&n to the re!ervation !y!tem an i' there are o''er! that corre!pon &ith the!e rate!. The !y!tem thenli!t! the hotel provier! i!tingui!hing *et&een company an !tanar rate!.
In the vie& "ra&el Planning-ialog and Planning Control-efine dis#lay method for hotel rates
you can !tore &hich hotel rate! are to *e applie per u!er group. Thi! 'iltering al!o applie! 'or the hotel
catalog.
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#.%
SAP AG 1999
9ocal
+otel Catalog
+otel data
,oom data
,ate data
+otel Chain
+otel
egotiated hotel rate
C!stomer
nterprise-Spe$i"i$ ,ates "or the +otel Catalog
Begotiate hotel rate! can al!o *e !et up &ithin your local hotel catalog. In thi! ca!e it i! important to
ma;e !ure that the actual rate name i! entere in Cu!tomi:ing uner "ra&el PlanningMaster -ata
otels-efine hotel rates%
In the vie&Enter#rise(S#ecific !ates for otel Catalog1you a!!ign the general ata o' your catalog
hotel! the corre!poning contract ata regaring the negotiate rate. ven room ata i! !ometime! 'oun
in the!e contract!. Eou can ho&ever omit thi! in'ormation i' the contract only re'er! to u!age o' the
!peci'ic company rate &ithout 'urther e!cription o' room ata.
The advantage&ith thi! vie& i! that i' the contract conition! guarantee room availa*ility you have a
right to a room even i' the irect "uery &ith the re!ervation !y!tem oe! not permit *oo;ing 8in the ca!e
o' !pecial !ea!on! or trae 'air! 'or e6ample9.
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#."0
SAP AG 1999
Car ,ental Provider
egotiated Car ,ental ,ate
C!stomer
4e"ining Allo&ed ntries "or nterprise-Spe$i"i$Car ,ental ,ates
o$ation 8"or e/.% )ATA lo$ation9
In thi! !ection you can !tore car rental rate! that your enterpri!e ha! negotiate &ith iniviual car rental
provier!.
Eou can 'in part o' the ata re"uire 'or thi! activity in the relevant rate agreement. The rate coe mu!t
*e regi!tere &ith the corre!poning car rental companie!. It oe! not have to *e maintaine in the
connecte re!ervation !y!tem AMA,)/ *ecau!e it i! irectly 'or&are to the provier.
@ia the !etting! in Cu!tomi:ing activity-efine #rice and a&aila$ility strategiesyou can then !peci'y
epening on the u!er group &hether an ho& the!e rate! are to *e con!iere uring an availa*ility
"uery or *oo;ing.
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#.""
SAP AG 1999
)ATA o$ation3
(ran"!rt 8(,A9
,ate $omponent 8A=C49
,ate type 8Oneay< Ret&rn9
Ca#in $lass 8$onomy9
=ooing $lass 89
4is$o!nt type3 50 4M < 15O
)ATA o$ation3
ondon 89
egotiated
4is$o!nt Agreement
C!stomerAirline
4e"ining nterprise-Spe$i"i$ Air"are 4is$o!nts
Thi! IM# activity let! you have the !y!tem ta;e i!count! 8!uch a! annual *onu!e! or *u!ine!! volume
*onu!e!9 that your enterpri!e ha! negotiate &ith iniviual airline! into con!ieration in Travel
Planning.
Eou can choo!e *et&een i''erent i!count type!(
Percentage i!count only or'i6e i!count amount only ora com*ination o' *oth value!. In thi! la!t
ca!e you can al!o !peci'y &hether the 'i6e i!count amount i! to *e eucte 'ir!t *e'ore the
percentage i! applie.
Many contract! !peci'y 'urthermore e6plicitly &hen the i!count can *e applie an &hen not.
I' the rule i! activate the negotiate i!count i! applie irectly uring the re!ervation proce!!. The
i!count i! eucte immeiately uring the price "uery in the connecte re!ervation !y!tem an the
price returne to Travel Planning i! alreay corre!poningly reuce. I' thi! inicator i! not active
the !tanar price i! calculate 'or all re!ervation!. The i!count i! then not applie until at the en o'the year annual !ettlement *et&een your enterpri!e an the provier &ith &hom the enterpri!e-!peci'ic
i!count &a! negotiate i! carrie out. Then your enterpri!e i! reim*ur!e 'or the total o' all i!count!
'or the travel !ervice! &ith thi! provier 'or the entire year. The /y!tem &rite! the theoretical price
to the ata*a!e !o that it can *e evaluate.
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#."2
SAP AG 1999
,eprod!$e enterprise-spe$i"i$ rates and dis$o!nts in
the system
Bo! are no& a#le to3
,eprod!$tion o" Agreements &ithTravel Servi$e Providers3 ;nit S!mmary
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7
SAP AG 1999
Setting !p "eat!re T,FCP
4e"ining pri$e and availa#ility strategies
4e"ining display strategy "or hotel rates
Contents3
4ialog and Planning Control
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7.2
SAP AG 1999
Control the assignment o" the travel pro"ile !sing
"eat!re T,FCP
Mae settings "or the pri$e and availa#ility !ery
in entry transa$tions
At the $on$l!sion o" this !nit% yo! &ill #e a#le to3
4ialog and Planning Control3 ;nit #'e$tives
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7.3
SAP AG 1999
Co!rse vervie&
vervie& o" Travel Planning
ntry and Approval o"
Travel ,e!ests and Plans
,(C 4estination and Travel Planning
Master 4ata
Str!$t!re o" nterprise-Spe$i"i$
Travel Poli$y
,eprod!$tion o" Agreements &ith
Travel Servi$e Providers
4ialog and Planning Control
A!thori:ation Management
Con$l!sion
Co!rse vervie& 4iagram
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7.4
SAP AG 1999
Bo!r enterprise &o!ld lie to assign the travel
poli$y reprod!$ed in the system to $ertain !ser
gro!ps
The poli$y is to #e taen into $onsideration #y the
system a!tomati$ally &hen sele$ting and #ooing
"lights% hotels and rental $ars
4ialog and Planning Control3 =!siness S$enario
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7.5
SAP AG 1999
4ialog and Planning Control
Travel Planning Control
Set !p "eat!re T,FCP "or Travel Planning
4e"ine pri$e and availa#ility strategies
4e"ine display strategy "or hotel rates
vervie&
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7.#
SAP AG 1999
T,FCP rgani:ational Travel Pro"iles 8Travel Planning9
=;,S Company $ode
SAP A.G. 8=;,S 00019
0002
6,S Personnel area
0001
401 Personnel area 401
4VA
000*
(eat!re T,FCP
/et up the 'eature T@CP in the Cu!tomi:ing 'or Travel Planning uner -ialog and Planning Control
"ra&el Planning ControlSet u# feature "!:CP for "ra&el Planning%
Feature! contain rule! that mainly u!e *y the application component uman e!ource! 89. They are
mo!tly u!e to !et e'ault value!.
The 'eature T@CP i! portraye a! a eci!ion tree an i! u!e to a!!ign a travel pro'ile to employee!
8traveler!9. The travel pro'ile i! a!!igne per organi:ational unit accoring to the company coe on the
highe!t level.
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7.7
SAP AG 1999
;ser
gro!p
A8e.g. standard
!ser9
;ser
gro!p
=8e.g. travel agen$y
$ler9
(ilter a$$ording to travel pro"ile&hen displaying availa#le
servi$es E
A$tivation o" #est-pri$e "light
!ery E
4e"a!lts 8provider and #ooing
$lass9 "or sele$ting ro!nd trip
"lights E
Consideration o" negotiated rates
8hotel $ar rental9 E
Consideration o" hotel $atalog E Availa#le servi$es a$$ording to
$lass r!les only 8hotel $ar
rental9 E
...
Pri$e and Availa#ility Strategies 8193 Settings
Cu!tomi:ing vie&-efine #rice and a&aila$ility strategies4
,epening on the u!er group you can e'ine i''erent rule! 'or i!playing the availa*le travel !ervice!
an 'or theBest(#rice flight "uery type. Thi! ha! the avantage that a !tanar u!er !uch a! the
traveler can i!play an !elect a !maller !ection o' availa*le !ervice! than the travel agency cler;
&ho po!!i*ly re"uire! an overvie& o' all the availa*le !ervice!.
Eour 'ir!t priority i! to e'ine &hether an ho& the 'ollo&ing parameter! are to *e ta;en into
con!ieration(
Travel pro'ile
Cla!! rule!
Begotiate rate!
e!t-price 'light
otel catalog
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7.$
SAP AG 1999
Pri$e and Availa#ility Strategies 8293 4etails
(light +otel +otel $atalog8i" a$tivated9
Car rental
-islay
st!ategies o
a'aila.ility
e!tral
+ighest priority
All priorities
A$tivation o"
pri$e-$ontrolled
availa#ility
8variants9
Conditions "orpro$ed!re
dealing &ith
ro!nd trip "light
e!tral
+ighest priority
All priorities
e!tral
+ighest priority
All priorities
e!tral
+ighest priority
All priorities
Consideration
o" $lass r!les
Consideration
o" $lass r!les
Consideration
o" $lass r!les
Considerationo" negotiated
rates
Considerationo" negotiated
rates
Considerationo" negotiated
rates
Provider list &ith
the $heapest
vehi$le
The variant! o' the price-controlle availa*ility "uery inicate the i''erent &ay! that the Best(#rice
flight'unction can *e u!e in Travel Planning(
Inactive
Active &ithout ta;ing e6i!ting travel pro'ile! into con!ieration
Active ta;ing travel pro'ile into con!ieration
Active ta;ing into con!ieration the parameter! e'ine in Cu!tomi:ing uner S#ecify settings for
#rice(controlled a&aila$ility )uery8!ee al!o Structure of Enter#rise(S#ecific "ra&el Policy9
,epening on the rate! negotiate &ith the airline carrier it can occur that not only the provier *ut al!o
the operating airline mu!t *e one an the !ame airline carrier. Thi! can *e ta;en into con!ieration in the
Cu!tomi:ing vie&-efine #rice and a&aila$ility strategiesin the!ound tri# flight'iel.
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7.%
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4isplay Strategies "or +otel ,ates
;ser gro!p
Poer &ser
;ser gro!p
Standard &ser
,ate A=C
,ate =C4
,ate C4,ate 4(
...
,ate 6LB
,ate LBW
nly
,ate A=C
,ate 4(
,ate 6LB
poss. "or
$ertain
hotel
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7."0
SAP AG 1999
Control the assignment o" the travel pro"ile !sing
"eat!re T,FCP
Mae settings "or the pri$e and availa#ility !ery
in entry transa$tions
Set !p $ertain display strategies "or hotel rates
Bo! are no& a#le to3
4ialog and Planning Control3 ;nit S!mmary
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$
SAP AG 1999
A!thori:ation Con$ept
6oring &ith A$tivity Gro!ps
Contents3
A!thori:ation Management
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/plain and maintain the a!thori:ations "or Travel
Planning
At the $on$l!sion o" this !nit% yo! &ill #e a#le to3
A!thori:ation Management3 ;nit #'e$tives
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Co!rse vervie&
vervie& o" Travel Planning
ntry and Approval o"
Travel ,e!ests and Plans
,(C 4estination and Travel Planning
Master 4ata
Str!$t!re o" nterprise-Spe$i"i$
Travel Poli$y
,eprod!$tion o" Agreements &ith
Travel Servi$e Providers
4ialog and Planning Control
A!thori:ation Management
Con$l!sion
Co!rse vervie& 4iagram
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The travelers in yo!r enterprise $an #oo the travel
servi$es "or their trips themselves #!t they $an not
approve travel plans. Bo! have to assign the
relevant a!thori:ations.
A!thori:ation Management3 =!siness S$enario
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QAs o" ,elease .C3 Role
Pro"ileGenerator
Create% 4isplay
or Change
A$tivity Gro!psQ
A!thori:ations
;ser-Spe$i"i$ men! Assignment to ;sers
Pro"ile Generator3 Managing A!thori:ations
Eou u!e the pro'ile generator to generate an manage activity group! 8a! o' .$C role!9 &hich
contain !peci'ic !et! o' authori:ation!. Activity group! al!o inclue role-!peci'ic menu! that only contain
the 'unction! re"uire *y the relevant activity group. Thi! !impli'ie! navigation an ma;e! it ea!ier to
call the menu option! that the u!er nee! mo!t 're"uently.
Eou a!!ign the u!er! to activity group! that have alreay *een !et up.
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$.#
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Acti'ity g!ou
-esc!ition
SAPBF%B&,BA-(%;%S&RA&
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$.7
SAP AG 1999
Maintain Activity Groups: Authorizations%no!mationnc+anged
SAPBF%B&,B&RA,$"$R F% &!a'7(anagement=&!a'7(an7Administ!ato!
F (anual(anual-
-
D
-
D
C!oss Alication Aut+o!iation A$tivity Gro!ps3 Maintain A!thori:ations
The !ection o' the authori:ation pro'ile !ho&n a*ove 'or the activity group "ra&el Management
Administratorgive! you an e6ample o' pregenerate /AP pro'ile!.
Eou can change the!e authori:ation! to !uit your enterpri!e! re"uirement!.
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$.$
SAP AG 1999
(ield Fal!es 8/amples9
A>C Aut+o!iation le'el
A>P Pe!sonnel num.e! c+ec
>IRS Comany code
I
To control acce!! right! to o*+ect! in Travel Planning you have the authori:ation o*+ect4 "ra&el Planning
8FDTA@?9.
The authori:ation o*+ect "ra&el Planning contain! 4 'iel! 8protecte !y!tem element!9 in &hich you
can a!!ign authori:ation! 8value!9. The value! &ithin a 'iel are chec;e in an % lin;. The value!
*et&een 'iel! are chec;e in an AB, lin;.
Eou can e'ine any num*er o' authori:ation! 'or each authori:ation o*+ect *y !toring a !et o'
permi!!i*le value! 'or the 'iel! in an o*+ect.
A u!er can only carry out action! 'or Travel Planning i' the authori:ation chec; i! !ucce!!'ul 'or himher
'or every 'iel !tore in the o*+ect.
The value! 'or authori:ation 'iel! )R/ R%/T? P/A P/# P/R an @,/R1 come 'rom
in'otype 0001 80rgani2ational Assignment9N the value 'or 'iel PTU)% i! 'ille 'rom the entrie! inin'otype 0017 8"ra&el Pri&ileges9.
The 'iel! A)TP an A)TC are e6plaine on the ne6t !lie.
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Personnel !m#er Che$
Q
&n personnel n!m#er only
All personnel n!m#ers e/$ept o&n
All personnel n!m#ers
(ield A;T+P Fal!es
A!thori:ation evel
, ,ead 84isplay travel plans9
6
A
=
C
Q
Maintain ,
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$.""
SAP AG 1999
(enu (enu (enu (enu (enu (enu
Travel manager
Travel Planning-
relevant
+, Master
4ata
Travel /penses-
relevant
+, Master4ata
Travel manager
Travel Planning-
relevant+, Master
4ata
Travel /penses-
relevant
+, Master4ata
Planning
manager
Travel /pensesmanager
Travel Planning-relevant
+, Master
4ata Travel /penses-
relevant
+, Master
4ata
Approval
o" trips
)n"o system
All options
in men!
TravelManagement
Traveler TravelAssistant
Travel Man.Administrator
ApprovingManager
Trip
advan$es
Travel SystemManager
Trip Advan$ePayer
Travel Management A$tivity Gro!ps3 Men!s
For u!er! o' the /AP /y!tem to &ith user-speci(icor 'or8place-related menus they have to *e
a!!igne to an activity group 8u!er role9 *y mean! o' the pro'ile generator.
The activity group! o' Travel Management !ho&n a*ove are pregenerate in the !tanar !y!tem an can
*e copie an moi'ie. Thi! applie! 'or the 'ollo&ing activity group!(
Traveler /APDFIDT@DTA@?DA#
Travel A!!i!tant /APDFIDT@DTA@?DA//I/TABTDA#
Travel Amini!trator /APDFIDT@DA,MIBI/TAT%DA#
Approving Manager /APDFIDT@DAPP%@IB#DMABA#DA#
Payer o' Trip Avance! /APDFIDT@DA,@ABCDPAEDA#
Travel /y!tem Manager /APDFIDT@D/E/TMDMABA#DA#
The role-!peci'ic menu! o' the activity group! are pre!ente a*ove. Eou can i!play the role-!peci'ic
menu in the initial !creen o' the /y!tem via the 8ser menupu!h*utton i' your u!er ha! *een
a!!igne the relevant activity group.
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$."2
SAP AG 1999
/plain and maintain the a!thori:ations "or Travel
Planning
Bo! are no& a#le to3
A!thori:ation Management3 ;nit S!mmary
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%
SAP AG 1999
Co!rse vervie&
vervie&
ntry and Approval o"Travel ,e!ests and Plans
,(C 4estination and Travel PlanningMaster 4ata
Str!$t!re o" nterprise-Spe$i"i$Travel Poli$y
,eprod!$tion o" Agreements &ithTravel Servi$e Providers
4ialog and Planning Control
A!thori:ation Management
Con$l!sion
Con$l!sion
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%.2
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Bo! are no& a#le to3
4es$ri#e all essential #!siness pro$esses involved in
re!esting a trip% $hoosing and #ooing travel servi$es
online and the relevant approval pro$esses. The $o!rse
o""ers an opport!nity to get pra$ti$al e/perien$e in
!sing these a$tions in the SAP System.
4e"ine ho& the pro$essing o" trips in yo!r $ompany
and $ooperation &ith travel agen$ies $an #e made
more e""i$ient #y !sing Travel Planning.
See ho& Travel Planning applies yo!r $ompanyXs travel
poli$iy as &ell as enterprise-spe$i"i$ rates% dis$o!nts
and data "rom providersX $!stomer programs &hen
travel servi$es are #ooed.
Co!rse #'e$tives
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%.3
SAP AG 1999
,e$ommended (ollo&-!p A$tivities
Go thro!gh the e/er$ises !sing )4S data or yo!r o&n data
,ead on-line do$!mentation
,ead )MG do$!mentation
,ead release notes
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"0
SAP AG 1999
Additional slides $overing the "ollo&ing topi$s3
,eporting
)ntegration o" Travel Planning and Travel /penses
4e$o!pling !sing A 8Appli$ation in na#ling9
Glossary
Contents3
Appendi/
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"0.2
SAP AG 1999
Geographi$al ,eports 6hat $ontingents are re!ired "or
lo$ationsare1ouse ;>al!o ena*le! the ata to *e reporte in the < /y!tem.
Eou can al!o call the Travel Management "uerie! an report! 'rom the Managers es8topo'
Per!onnel Management.For more in'ormation a*out the Manager! ,e!;top 'unction! !eeel# - SAP Li$rary (.uman
!esources (.Personnel Management (.Manager=s -eskto#%
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"0.3
SAP AG 1999
Travel Management
Travel planning
)n"ormation system
Tools
(lights
vervie& o" "lights #y airlines
=!siness Fol!me #y +otel o$ation
+ierar$hi$al vervie& o" (lights #y Airlines
vervie& o" "lights #y lo$ations
Ti$et )n"ormation "or (lights
=!siness Fol!me &ith +otel Chains% +ierar$hi$al
=!siness Fol!me &ith +otel Chains
+otels
=!siness Fol!me &ith Car ,ental Companies
=!siness Fol!me #y ,ental o$ations
Car ,ental
vervie& o" Planned Trips
Glo#al ,eports
Travel Planning )n"ormation System
Eou &ill 'in the pree'ine report! an "uerie! 'or /AP Travel Planning in the /AP a!y Acce!! Menu
uner
Accounting -Financial Accounting - "ra&el Management - Travel planning-nformation
s$stem
or
nformation s$stems -5Accounting -Financial Accounting - "ra&el Management - Travel
Planning
The pree'ine report! 'or Travel Planning in the !tanar elivery !y!tem are almo!t all "uerie!. %nly
theierarchical 0&er&iew of Flights $y Airlinesan theBusiness :olume with otel Chains1
ierarchicalare AAP report!.
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"0.4
SAP AG 1999
;ser;ser
;ser gro!p 8SAP>;,B;,B
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"0.5
SAP AG 1999
4e"ine statisti$
(ield(light dep.lo$.8$de9
4ep. lo$ation "light
o Srt 4e S! ... O en Te/t
2
1 1
o.o" (lights 8add."ield ...9
Airline 8$ode9
(light $a#in $lass
*
... ...
U(lights #y lo$ationsU !ery
(rom
CP+
(,A
+AM
M;C
MLP
AP
...
!m#er
1
@
1
2
1
1
...
4epart!re lo$ation
Copenhagen
(ran"!rt
+am#!rg
M!ni$h
Milan% Malpensa
aples
...
Proportion
in O
5% O
50%0 O
5% O
11%1 O
5% O
5% O
...
4e"inition
o" !ery
!tp!t
o" !ery
8statisti$s9
25
N
Statisti$s3 Uo.o" "lights #y depart!re lo$ationU
>!ery !tp!t ists
The output o' a "uery can con!i!t o' !everal li!t!(
a *a!ic li!t
!everal !tati!tic!
!everal ran;e li!t!
The "uery Flight! *y location 8!ee a*ove9 i! thu! mae up o' the !tati!tic! Bum*er o' 'light! *y
eparture location Bum*er o' 'light! *y arrival location an Bum*er o' 'light! *y city pair!.
A *a!ic li!t can *e compile 'rom the 'unctional area 'iel! u!ing the graphical >uery Painter.
Eou e'ine a !tati!tic *y !peci'ying the !e"uence an !orting o' the 'iel! that are to *e output.
For a ran;e li!t you !peci'y the !e"uence o' the 'iel! an a numerical 'iel a! criteria.
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"0.#
SAP AG 1999
,
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"0.7
SAP AG 1999
=!siness)n"ormation6areho!seServer
Administrator
6or#en$h
=AP)=AP)
*rd party AP$lient
*rd party AP$lient
SAP =6,
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"0.$
SAP AG 1999
Travel e/penses3
Totals and re$eipts
Trip totals and
re$eipts
vervie& o"
travel e/penses
!m#er o" trips
Travel e/pense
re$eipts
Travel e/penses3
Planning data
Planning data
(light #ooings
Car rental
#ooings
+otel #ooings
Travel Planning Travel/penses
)n"oSo!r$es
)n"oC!#es
6or#oos
>!eries
=6 =!siness Content "or Travel Managers
6ource data (rom 6AP Travel Planning+
n(o6ource Travel /6penses+Planning 'ata
Tran!action ata 'rom travel plan! create u!ing /AP Travel Planning. The ata that matche! the
!etting! in the e6tractor i! tran!'erre to < u!ine!! Content 8in other &or! i' no 'ilter ha! *een !et
in the e6tractor all availa*le ata i! tran!'erre9.
The 'ollo&ing i! an e6ample o' one o' the pree'ine "uerie!(
Guer Flight Boo"ings:
Thi! "uery i!play! all the 'light *oo;ing! mae u!ing the the /AP application component "ra&el
Planningvia the connecte re!ervation !y!tem. The num*er o' 'light! *oo;e 'or each eparture
location i! i!playe &here*y you can al!o inclue the airline ate o' eparture an arrival location
o' the 'light.
Eou can al!o elimit the report to(- ,i!play *y "uarter
- ,i!play *y calenar year
Eou can u!e thi! "uery to an!&er the 'ollo&ing "ue!tion!(
-
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"0.%
SAP AG 1999
(ile dit Fie& )nsert (ormat Tools 4ata 6indo& E
- (lights./ls
Result
ResultResult&otal
Ai!line
-ea!tu!e locationFlig+t a!!i'al
location
-e7location 8cnt!y
A!!7location 8cnt!y
Ca.in class
Calea!/Kua!te!
&otalo.o" =ooings o.o" =ooings o.o" =ooings
Iey date
Status o data
Ca#in Class Airline!ery
ings
Eou can u!e the u!ine!! 6plorer to call "uerie! in
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"0."0
SAP AG 1999
)ntegration o" Travel Planning - Travel /penses
A$tivate re!est
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"0.""
SAP AG 1999
(or ea$h trip provision variant(or ea$h trip provision variant
Travel re. a$tiveE
Travel plan a$tiveE
/p. report a$tiveE6Travel manager7
6hat is a$tiveE6hat is a$tiveE Assignments - 6hat is generated "rom &hatE
Travel Plan Travel /p.,eport
Travel servi$e /penses re$eipt
e.g. C8rental $ar9 generates MT 6G 8rental $ar
re$eipt9
Travel plan type Trip s$hema
e.g. Domestic generates Domestic trip
sc#ema
4ata trans"er
"rom plan to
e/penses a$tiveE
11
22
**
6hat /pense ,eport 4ata is Generated "rom 6hatPlan 4ataE
,ue to the integration o' Travel Planning an Travel 6pen!e! trip ata can *e tran!'erre 'rom the
travel plan o' a trip to the travel e6pen!e report o' thi! trip &here*y the e6pen!e receipt! are generate
automatically.
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"0."2
SAP AG 1999
1 )np!t help 8( help9 only possi#le "or a$$.assignment o#'e$t%
i" this is repli$ated in the Travel System2 .0A% =3 Feri"i$ation o" a$$.assignment o#'. "ile trans"er via A
TravelTravel
ACCACC+,+,
,eim#!rsement% ?.*0Additional amo!nts
=ooing
?.,0 0C interface1
all
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"0."3D@&66A
"0."4Action
/erie! o' In'otype! that are ae change partially or completely elete or elimite in the /y!tem 'or the
rea!on !peci'ie 8hiring change in co!t center leaving an !o on9.
The !e"uence o' the In'otype! that are eite u!ing the!e action! i! e'ine in the /y!tem.
"0."5;usiness trip
A change o' location incluing trip to an 'rom an employee! home an regular place o' ue to a temporarypro'e!!ional ta!; per'orme *y the employee.
"0."#Class rule
An enterpri!e-!peci'ic rule that control! the !election o' travel !ervice! per employee
A cla!! rule e'ine! !ervice cla!!e! 8!uch a! room cla!!e! or 'light ca*in cla!!e!9 per travel !ervice category that can *e
cho!en *y an employee epening on uration.
"0."7Countr-su?dividing region
Partial area o' a country in &hich !everal IATA location! containe in it are groupe.
Country-!u*iviing region! are -!peci'ic an unli;e IATA location! u!er e'ina*le. They are u!e a! re!trictive
criteria 'or etermining company-!peci'ic trip rule! 'or the corre!poning tran!portation an accommoation! type!.
"0."$Cross-countr region
Com*ination o' !everal countrie! an their IATA location!.
Cro!!-country region! are -!peci'ic an unli;e IATA location! u!er e'ina*le. They are u!e a! re!trictive criteria
'or etermining company-!peci'ic trip rule! 'or the corre!poning tran!portation an accommoation! type!.
"0."%Customer program
Travel !ervice provier! o''er program &ith !pecial travel conition!.
Cu!tomer program! are agreement! *a!e on certain criteria !uch a! 'or e6ample the 're"uency or volume o' the
travel !ervice! that a company *ecome! 'rom a provier.
In the 'light !ector the mo!t common cu!tomer program! are Fre"uent Flyer Program! that o''er more 'avora*le
conition! 'or 're"uent 'lyer! !uch a! the ?u'than!a Mile! L More Program.
"0.20ocument +Financial Accounting*
Proo' o' a *u!ine!! tran!action. A i!tinction i! mae *et&een original ocument! an ata proce!!ing 8,P9
ocument!(
%riginal ocument! inclue incoming invoice! *an; !tatement! an car*on copie! o' outgoing invoice!.
,P ocument! inclue accounting !ample an recurring entry ocument!.
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"0.2")mploee trip
An employee! *u!ine!! trip.
An employee trip inclue! the change o' location to an 'rom another location ue to a temporary e6ternal activity.
)!ample+
mployee( Chri! Miller
Trip uration( 'rom 01.0.1444 10 am to 01.05.1444 10.15 pm
Main e!tination( AC A# am*urg #ermany
Trip type !tatutory( u!ine!! trip
Travel e6pen!e! reim*ur!ement type( accommoation! - !ingle
meal! - per iem
travel co!t! - 'lat rate
,i!tance travele( $73 ;m!
"0.22eature
%*+ect! in the !y!tem that etermine certain value! *y "uerying i''erent per!onnel an ata !tructure 'iel! &ithin anenterpri!e.
The value! are return value! or re!ult!. They are u!e to etermine e'ault! an control certain !y!tem proce!!e!.
In thi! &ay 'eature! improve !y!tem 'le6i*ility.
The mo!t important type! o' 'eature! are tho!e that(
etermine e'ault value!
control !y!tem proce!!e!
etermine ho& li!t! are i!playe in reporting
"0.23ATA locationA location that ha! *een regi!tere *y the IATA 8International Air Tran!port A!!ociation9 an a!!igne an IATA coe.
IATA location! !erve a! the *a!i! 'or 'light hotel an car rental re!ervation! an repre!ent the !malle!t geographical
unit in /AP Travel Planning. An IATA location can 'or e6ample *e a city anor an airport or a train !tation.
"0.24n(ormation tpe H n(otpe
A "uantity o' ata groupe accoring to their content!.
In the uman e!ource! component the aim i! to *e a*le to proce!! per!on-relate ata accoring to *u!ine!!
re"uirement! in an e''ective !tructure.
From a technical point-o'-vie& In'otype! re'lect in their ata !tructure a collection o' relate ata recor! that can *eienti'ie *y a 'our-character coe 8'or e6ample In'otype Are!!e! 8000$99.
/o that employee ata can *e analy:e &ith relation to the pa!t In'otype! can *e !tore time-epenently.
For the u!er In'otype! appear a! entry ma!;! u!ing &hich he or !he can maintain the In'otype recor!. Eou can
maintain In'otype! iniviually or u!ing 'a!t entry.
Eou have the 'ollo&ing po!!i*ilitie! 'or proce!!ing In'otype recor!(
Create
Change
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Copy
,elimit
,elete
8C9 /AP A# AC275 1$
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"0.25Passenger