Travel Management_configuration Guide

7/14/2019 Travel Management_configuration Guide

http://slidepdf.com/reader/full/travel-managementconfiguration-guide-56310870ed0da 1/41

SAP ECC 6.0 EhP3

August 2008

English

Travel Management (191)

SAPAGDietmar-Hopp-Allee 1669190 Walldorf Germany

Building Block Configuration Guide



SAP Best Practices Travel Management: Configuration Guide

Copyright

© Copyright 2008 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without theexpress permission of SAP AG. The information contained herein may be changed without prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary software componentsof other software vendors.

Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation.

IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390,OS/400, iSeries, pSeries, xSeries, zSeries, System i, System i5, System p, System p5, System x, System z,System z9, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5,POWER5+, OpenPower and PowerPC are trademarks or registered trademarks of IBM Corporation.

Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.

Oracle is a registered trademark of Oracle Corporation.

UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.

Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc.

HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide WebConsortium, Massachusetts Institute of Technology.

Java is a registered trademark of Sun Microsystems, Inc.

JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology inventedand implemented by Netscape.

SAP, R/3, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and

other SAP products and services mentioned herein as well as their respective logos are trademarks or

registered trademarks of SAP AG in Germany and in several other countries all over the world. All other

product and service names mentioned are the trademarks of their respective companies. Data contained in

this document serves informational purposes only. National product specifications may vary.

These materials are subject to change without notice. These materials are provided by SAP AG and its

affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of

any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only

warranties for SAP Group products and services are those that are set forth in the express warranty

statements accompanying such products and services, if any. Nothing herein should be construed as

constituting an additional warranty.

© SAP AG Page 2 of 41




Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include fieldnames, screen titles, pushbuttons as well as menu names, paths andoptions.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names,program names, Transaction codes, table names, and individual keywords of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well asnames of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the

ENTER key.

Example text Exact user entry. These are words or characters that you enter in thesystem exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace thesewords and characters with appropriate entries.





Contents

1 Purpose........................................................................................................................................ 5

2 Preparation................................................................................................................................. . 5

2.1 Prerequisites......................................................................................................................... 5

3 Configuration................................................................................................................................6

3.1 Maintaining General Settings................................................................................................ 6

3.1.1 Number Ranges..............................................................................................................6

3.1.2 Travel Management Pre-settings....................................................................................8

3.1.3 Control Parameters from Travel Privileges.................................................................. .11

3.1.4 Control Parameters from Trip Data............................................................................... 14

3.1.5 Travel Expense Types..................................................................................................22

3.1.6 Trip Reimbursement Amounts..................................................................................... .233.1.7 Dialog Control............................................................................................................... 27

3.1.8 Travel Expense Control............................................................................................... .31

3.1.9 Wage Types.................................................................................................................. 33

3.1.10 Transferring to Accounting.......................................................................................... 35

3.1.11 Integration................................................................................................................... 38

3.2 Master Data for Travel Management...................................................................................39

3.2.1 Creating Employee................................................................................................. ......39

3.2.2 Creating Vendor for Travel............................................................................................40





Travel Management

1 Purpose

This configuration guide provides the information you need to set up the configuration of thisbuilding block manually.

If you do not want to configure manually and prefer an automated installation process using BCSets and other tools, refer to the installation guide of this building block.

2 Preparation

2.1 PrerequisitesBefore you start installing this building block, you must install prerequisite building blocks. For more information, see the building block prerequisite matrix(Prerequisites_Matrix_[xx]_EN_IN.xls; the placeholder [xx] depends on the SAP Best Practicesversion you use, for example, BL refers to the SAP Best Practices Baseline Package:Prerequisites_Matrix_BL_EN_IN.xls). This document can be found on the SAP Best Practicesdocumentation DVD in the folder ..\BBLibrary\General\.

In addition, you should activate the extension set for Travel Management. This makes varioustechnical settings, including extensions to menus, the application component hierarchy, and theIMG.

1. Access the activity using one of the following navigation options:

Transaction code SPRO

IMG menu Activate SAP ECC Extensions

2. Confirm the message Caution: The table is cross-clientby choosing Continue.

3. In the table displayed, select the checkbox in the Active column for:

EA-TRV Travel Management Extension

4. Choose Save.





3 Configuration

3.1 Maintaining General Settings

3.1.1 Number Ranges

3.1.1.1 Number Ranges for Trip Numbers

Use

In this IMG activity, you define number ranges and number range intervals for assigning tripnumbers. You do so for each personnel area individually. In the case of the settings you make inthis activity for internal number assignment, the system automatically assigns the trip numberswithin the defined interval.

Procedure


Transaction code PR10

IMG menu Financial Accounting(New) → Travel Management → Set Up Trip

Number Ranges

2. Make the following entries:

Field name Description User action and values Notes

OBJECT Object Name RP_REINR

SUBOBJECT SubobjectValue

1000 / 1100

NRRANGENR Number RangeNumber

01

FROMNUMBER From Number 0000000001

TONUMBER To Number 0999999999

NRLEVEL CurrentNumber

0000000000

EXTERNIND Int.


OBJECT Object Name RP_REINRSUBOBJECT Subobject

Value1000 / 1100


02








0000000000

EXTERNIND Ext. X

Do not change these default values!

3.1.1.2 Number Ranges for Posting Runs

Use

The number ranges required for posting runs are created with a number range interval from0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).

Procedure



IMG menu Financial Accounting(New) → Travel Management → Travel

Expenses→ Transfer to Accounting → Set Up Number Ranges for

Posting Runs



OBJECT Object Name Structure HR_PEVAL2

SUBOBJECT Sub-objectValue

TR


01




0000000000

EXTERNIND Int.


3.1.1.2.1 Number Ranges for Trip Transfer Documents

Use

The number ranges required for trip transfer documents are created with a number range intervalfrom 0000000001 to 9999999999.





Procedure



IMG menu Financial Accounting → Travel Management → Travel Expenses

→ Transfer to Accounting → Set Up Number Ranges for TripTransfer Documents



OBJECT Object Name HRTR_PDOC

SUBOBJECT Sub-objectValue

TRV_POSTING_DOCS


01

FROMNUMBER From Number 0000000001TONUMBER To Number 0999999999


0000000000

EXTERNIND Int.


3.1.2 Travel Management Pre-settings

3.1.2.1 Defining/Deleting/Restoring Trip Provision Variants

Use

In this IMG activity, you make the basic entry for a new trip provision variant with all the rules for determining the reimbursement of trip expenses and their treatment regarding taxation.

Procedure



IMG menu Financial Accounting → Travel Management → Travel Expenses→ Master Data → Control Parameters for Travel Expenses →

Define/Delete/Restore Trip Provision Variants

2. Make the following entry:

TrProv.Variant Name

YB Service Provider

3. Choose Save.





3.1.2.2 Assigning Organizational Areas to Trip ProvisionVariants via Feature TRVCT

Use

The feature TRVCT determines the possible trip provision variant depending on the employee'sorganizational assignment.

Procedure


Transaction code PE03


Expenses→ Master Data → Control Parameters for Travel

Expenses→ Assign Organizational Areas to Trip Provision Variants

via Feature TRVCT

2. Insert a new line below line 000010.

3. Edit the new and empty line 000020 like described below:

Line Variable Key F C Operations

000010 40 D MOLGA

000020 40 Y1 &TRVCT=YB,

000030 40 **… &TRVCT=99

4. Choose Activate to activate the feature

3.1.2.3 Global Settings

Use

In this IMG activity, you define the following settings:

- Country grouping for the wage types recorded in the expense types

- Trip currency in which the trip costs are reimbursed

- Settings for the input tax

-Methods for converting the receipt currencies to the trip currency

The Input tax default value for internat. receipts is set to Set acc. to trip destination.

(Default value for input tax = blank)

Procedure








Expenses → Master Data → Control Parameters for Travel

Expenses → Define Global Settings


Field name Description User action and values Note

MOREI Trip ProvisionVariant

YB Service Provider

MOLGA CountryGrouping

40 India

WAERSKZ CurrencyIndicator

1 Currency isdetermined fromcompany code

WAERS Currency

HCURR Settlement of ForeignCurrencyReceipts

X In trip currency

PAUVS01 No Input Tax X Input tax per TravelExpense Type

MWSKZ With Input TaxCode

LAND1 Country IN India

MWAUS 0% Input Tax No tax procedure

READ706M Read Table‘Input Tax for

Internationalper Diems’

DEFMWSKZ Input TaxDefault Valuefor Internat.Receipts

X Set According toDestination/Country

DEFLNDFR No DefaultValue for Country of Receipt

LTEXT Unit for Distance

Kilometers

KURST Exchange RateType

M Standard translationat average rate

No configuration change is required as this is a standard configuration.





3.1.3 Control Parameters from Travel Privileges

3.1.3.1 Statutory M/A Reimbursement Groups

Use

Via the statutory reimbursement group for meals/accommodations indicator, reimbursementrates for meals/accommodations can be reproduced for groups of employees (e.g. classificationof employees according to wage groups).

Procedure





Expenses → Control Parameters from Travel Privileges → Define

Statutory M/A Reimbursement Groups


TrProv.Variant Name Name Name

YB Service Provider All Employees

3.1.3.2 Enterprise-Specific M/A Reimbursement Groups

Use

Via the enterprise-specific reimbursement group for meals/ accommodations indicator, thestatutory reimbursement groups for meals/accommodations can be further distinguished.

Procedure






Enterprise-Specific M/A Reimbursement Groups


TrProv.Variant Name Name Name


3. Choose Save.





3.1.3.3 Employee Grouping for Travel Expense Types

Use

An employee grouping for trip expense type is a classification of employees for whom the sametrip expense types are valid.

In this IMG activity the employee grouping for trip expense type is defined depending on tripprovision variant via a one-place alphanumeric key and a long name.

Procedure






Employee Grouping for Travel Expense Types

2. Enter Trip Provision Variant: YB and then make the following entry:

EE Grp. Ex Name

1 Group 1

3.1.3.4 Employee Grouping for Travel Management

Use

Via the employee grouping for Travel Management, you can reproduce an enterprise-specificclassification of employees in the system.

In this IMG activity, you define, depending on trip provision variant, the permitted entry values for employee groupings for Travel Management and you store a corresponding long name.

Procedure





Expenses → Control Parameters from Travel Privileges → DefineEmployee Grouping for Travel Management


TrProv.Variant Name EE Group Trav Name






3.1.3.5 Vehicle Types

Use

Trip costs accounting offers the option to differentiate reimbursement rates for travel costsaccording to vehicle types (for example, bicycle, motorcycle, and car).

In this IMG activity, you will define, depending on the trip provision variant, the allowed entryvalues for vehicle type and store the corresponding long names.

Procedure






Vehicle Types2. Make the following entry:

TrProv.Variant Name VeTyp Name

YB Service Provider Car

3.1.3.6 Reimbursement Groups for Travel Costs

Use

If a company wants to reproduce different trip provisions for travel costs (e.g. mile/kilometer rates)

for different groups of employees, they can be stored via the reimbursement group for travelcosts.

In this IMG activity, you define the permitted input values for the reimbursement groups for travelcosts depending on the trip provision variant and store the corresponding long names.

Procedure






Reimbursement Groups for Travel Costs


TrProv.Variant Name RGrp TravelCost Name






3.1.3.7 Vehicle Classes

Use

Via Vehicle class, you can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes. For each employee, the vehicle class can be stored in the infotype Travel

Privileges (0017).

In this IMG activity, you define, depending on trip provision variant, the permitted entry values for the vehicle class and store a corresponding long name.

Procedure






Vehicle Classes


TrProv.Variant Name RGrp TravelCost Name

YB Service Provider All Vehicle Classes

3.1.4 Control Parameters from Trip Data

3.1.4.1 Defining Trip Areas

Use

Many countries specify different trip expense reimbursement amounts for different trip areas intheir business trip provisions. For these trip areas, different trip expense reimbursement rates for travel costs, accommodations and meals must be stored in the system.

Procedure




Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Trip

Areas

2. Enter Trip Provision Variant: YB and then make the following entries:

Trip Country Name RegionTrip Trip Country

No Distinction

AD Andorra Andorra





AE Utd.Arab Emir. United Arab Emirates

AE Utd.Arab Emir. DUBAI United Arab Emirate,Dubai

AF Afghanistan Afghanistan

AG Antigua/Barbuda Antigua/Barbuda

AI Anguilla Anguilla

AL Albania Albania

AM Armenia Armenia AO Angola Angola

AQ Antarctica Antarctica

AR Argentina Argentina

AS Samoa, America Samoa, American

AT Austria Austria

AT Austria WIEN Austria, Vienna

AU Australia Australia

AU Australia CABRA Australia, Canberra

AW Aruba Aruba

AZ Azerbaijan Azerbaijan

BA Bosnia-Herz. Bosnia-Herzegovina

BB Barbados Barbados

BD Bangladesh Bangladesh

BE Belgium Belgium

BF Burkina Faso Burkina Faso

BG Bulgaria Bulgaria

BH Bahrain Bahrain

BI Burundi Burundi

BJ Benin Benin

BM Bermuda Bermuda

BN Brunei Daruss. Brunei (Darussalam)

BO Bolivia Bolivia

BR Brazil Brazil

BR Brazil RECIF Brazil, Recife

BR Brazil RIO Brazil, Rio de Janeiro

BR Brazil SPAUL Brazil, Sao Paulo

BS Bahamas Bahamas

BT Bhutan Bhutan

BW Botswana Botswana

BY Belarus Belarus

BZ Belize Belize

CA Canada Canada

CD Dem. Rep. Congo Republic of the Congo

CF CAR Central African Republic

CG Rep.of Congo Congo

CH Switzerland Switzerland

CI Cote d'Ivoire Ivory Coast

CL Chile Chile

CM Cameroon Cameroon

CM Cameroon DUALA Cameroon, Douala

CN China China

CN China HKONG China, Hong Kong

CN China KANTO China, Canton





CN China PEKIN China, Beijing

CN China SHANG China, Shanghai

CO Colombia Colombia

CR Costa Rica Costa Rica

CS Serbia/Monten. Serbia and Montenegro

CU Cuba Cuba

CV Cape Verde Cape VerdeCY Cyprus Cyprus

CZ Czech Republic Czech Republic

DE Germany Germany

DJ Djibouti Djibouti

DK Denmark Denmark

DK Denmark KOPEN Denmark, Copenhagen

DM Dominica Dominica

DO Dominican Rep. Dominican Republic

DZ Algeria Algeria

EC Ecuador Ecuador

EE Estonia Estonia

EG Egypt Egypt

EG Egypt KAIRO Egypt, Cairo

ER Eritrea Eritrea

ES Spain Spain

ES Spain BARCE Spain, Barcelona

ES Spain KANAR Spain, Canary Islands

ES Spain MADRI Spain, Madrid

ES Spain MALLE Spain, Palma de Mallorca

ET Ethiopia Ethiopia

FI Finland Finland

FJ Fiji Fiji

FM Micronesia Micronesia

FO Faroe Islands Faroe Islands

FR France France

FR France BORDX France, Bordeaux

FR France LYON France, Lyons

FR France PARIS France, Paris

FR France STRAS France, Strasbourg

GA Gabon Gabon

GB United Kingdom Great Britain

GB United Kingdom EDIN Great Britain, Edinburgh

GB United Kingdom LONDO Great Britain, London

GB United Kingdom MANCH Great Britain, Manchester

GD Grenada Grenada

GE Georgia Georgia

GF French Guayana French Guinea

GH Ghana Ghana

GL Greenland Greenland

GM Gambia Gambia

GN Guinea Guinea

GP Guadeloupe Guadeloupe

GQ Equatorial Guin Equatorial Guinea





GR Greece Greece

GR Greece ATHEN Greece, Athens

GT Guatemala Guatemala

GU Guam Guam

GW Guinea-Bissau Guinea-Bissau

GY Guyana Guyana

HK Hong Kong Hong KongHN Honduras Honduras

HR Croatia Croatia

HT Haiti Haiti

HU Hungary Hungary

ID Indonesia Indonesia

IE Ireland Ireland

IL Israel Israel

IL Israel TELAV Israel, Tel Aviv

IN India India, Sikkim prov.

IN India BOMBA India,Sikkim,Bombay

IN India DEHLI India,Sikkim,New Delhi

IN India KALKU India w. Sikkim Calcutta

IQ Iraq Iraq

IR Iran Iran

IS Iceland Iceland

IT Italy Italy

IT Italy MAILA Italy, Milan

IT Italy ROM Italy, Rome

JM Jamaica Jamaica

JO Jordan Jordan

JP Japan Japan

JP Japan TOKIO Japan, Tokyo

KE Kenya Kenya

KG Kyrgyzstan Kirghizia

KH Cambodia Cambodia

KI Kiribati Kiribati

KM Comoros Comoros

KN St Kitts&Nevis St. Christopher, Nevis

KP North Korea North Korea

KR South Korea South Korea

KW Kuwait Kuwait

KY Cayman Islands Cayman Islands

KZ Kazakhstan Kazakhstan

LA Laos Lao People's Democ. Rep.

LB Lebanon Lebanon

LC St. Lucia St. Lucia

LI Liechtenstein Liechtenstein

LK Sri Lanka Sri Lanka

LR Liberia Liberia

LS Lesotho Lesotho

LT Lithuania Lithuania

LU Luxembourg Luxembourg

LV Latvia Latvia





LY Libya Libya

MA Morocco Morocco

MC Monaco Monaco

MD Moldova Moldavia, Republic

MG Madagascar Madagascar

MH Marshall Islnds Marshall Islands

MK Macedonia MacedoniaML Mali Mali

MM Burma Myanmar

MN Mongolia Mongolia

MO Macau Macau

MQ Martinique Martinique

MR Mauretania Mauritania

MS Montserrat Montserrat

MT Malta Malta

MU Mauritius Mauritius

MV Maldives Maldives

MW Malawi Malawi

MX Mexico Mexico

MY Malaysia Malaysia

MZ Mozambique Mozambique

NA Namibia Namibia

NC New Caledonia New Caledonia

NE Niger Niger

NG Nigeria Nigeria

NG Nigeria LAGOS Nigeria, Lagos

NI Nicaragua Nicaragua

NL Netherlands Netherlands

NO Norway Norway

NP Nepal Nepal

NR Nauru Nauru

NZ New Zealand New Zealand

OM Oman Oman

PA Panama Panama

PE Peru Peru

PG Pap. New Guinea Papua New Guinea

PH Philippines Philippines

PK Pakistan Pakistan

PK Pakistan ISLMB Pakistan, Islamabad

PL Poland Poland

PL Poland BRESL Poland, Wroclaw

PL Poland DANZI Poland, Gdansk

PL Poland KRAKA Poland, Krakow

PL Poland WARSC Poland, Warsaw

PR Puerto Rico Puerto Rico

PT Portugal Portugal

PT Portugal LISBO Portugal, Lisbon

PY Paraguay Paraguay

QA Qatar Qatar

RE Reunion Reunion





RO Romania Romania

RO Romania BUKAR Romania, Bucharest

RU Russian Fed. Russian Federation

RU Russian Fed. MOSKA Russian Federation,Moscow

RU Russian Fed. NOWOS Russian Fed., Novosibirsk

RU Russian Fed. SARAT Russian Fed., Saratov

RU Russian Fed. ST.PE Russ. Fed., St.PetersburgRW Rwanda Rwanda

SA Saudi Arabia Saudi Arabia

SA Saudi Arabia RIAD Saudi Arabia, Riyadh

SB Solomon Islands Solomon Islands

SC Seychelles Seychelles

SD Sudan Sudan

SE Sweden Sweden

SG Singapore Singapore

SH Saint Helena St. Helena

SI Slovenia Slovenia

SK Slovakia Slovakia

SL Sierra Leone Sierra Leone

SM San Marino San Marino

SN Senegal Senegal

SO Somalia Somalia

SR Suriname Suriname

ST S.Tome,Principe Sao Tome and Principe

SV El Salvador El Salvador

SY Syria Syria

SZ Swaziland Swaziland

TD Chad Chad

TG Togo Togo

TH Thailand Thailand

TJ Tajikistan Tajikistan

TL East Timor East Timor

TM Turkmenistan Turkmenistan

TN Tunisia Tunisia

TO Tonga Tonga

TR Turkey Turkey

TR Turkey ANKAR Turkey, Ankara

TR Turkey ASIEN Turkey, Asiatic

TR Turkey IZMIR Turkey, Izmir

TT Trinidad,Tobago Trinidad and Tobago

TV Tuvalu Tuvalu

TW Taiwan Taiwan

TZ Tanzania Tanzania

UA Ukraine Ukraine

UG Uganda Uganda

US USA USA

US USA ATLAN USA, Atlanta

US USA BOSTO USA, Boston

US USA HOUST USA, Houston

US USA LOSAN USA, Los Angeles





US USA MIAMI USA, Miami

US USA NY USA, New York State

US USA NYC USA, New York

US USA SFRAN USA Seattle San Francisco

US USA WADC USA, Washington

UY Uruguay Uruguay

UZ Uzbekistan UzbekistanVA Vatican City Vatican City

VC St. Vincent St. Vincent and the Grena

VE Venezuela Venezuela

VN Vietnam Vietnam

VN Vietnam HOCHI Vietnam, Ho Chi Minh City

VU Vanuatu Vanuatu

WS Samoa Western Samoa

XM Country Group XM

YE Yemen Yemen

YT Mayotte Mayotte

YU Yugoslavia

ZA South Africa South Africa

ZM Zambia Zambia

ZW Zimbabwe Zimbabwe

3.1.4.2 Defining Statutory Trip Types

Use

Via statutory trip type, trip costs accounting offers the option to differentiate employees' tripsaccording to statutory/pay scale rules.

In this IMG activity you define, depending on trip provision variant, the allowed entry values for the statutory trip types and store the corresponding long texts.

Procedure



IMG menu Financial Accounting (New) → Travel Management → Travel


Expenses → Control Parameters from Trip Data → Define

Statutory Trip Types


TrProv.Variant Name Trip Type Name

YB Service Provider Business Trip





3.1.4.3 Enterprise-Specific Trip Type

Use

Within Travel Expenses, you can use the enterprise-specific trip type to classify employees’ tripsaccording to enterprise-specific criteria (such as trips between plants or private stopovers).

For the Best Practices scenario, only one Trip Type is defined (Blank= Business Trip).

Procedure





Expenses → Control Parameters from Trip Data → Define

Enterprise-Specific Trip Types


Field Overview V_T706X:



YB

BEREI Trip Type:Enterprise-Specific

TEXT_BEREI Name for Enterprise-

Specific TripType

All Trips

Data Record Overview V_T706X:

TrProv.Variant Name Trip Type Name

YB Service Provider All Trips

3.1.4.4 Trip Activity Type (Travel Expenses Accounting)

Use

Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, different trip activity types can be defined (e.g.: A = Education andtraining, K = Customer visit and S = Other reasons). However, for this scenario only one tripactivity type is defined.

Procedure









Expenses → Control Parameters from Trip Data → Define Trip

Activity Types


Field Overview V_T706R:



YB

KZTKT Trip ActivityType

TKTXT Name for Trip Activity Type

All Trips

Data Record Overview V_T706R:

TrProv.Variant Name Activity Name

YB Service Provider All Trips

3.1.5 Travel Expense Types

3.1.5.1 Travel Expense Types for Individual Receipts

Use

In Travel Expenses, individual statements for travel costs are created on the basis of receipts.Each receipt is saved in the system with a travel expense type, an amount and an issue date.Travel expense types are valid for all reimbursement groups.

Procedure




Expenses → Master Data → Travel Expense Types → Create

Travel Expense Types for Individual Receipts

2. Enter Trip Provision Variant: YB and then make this new entries:

Travel Expense Type Name of Exp.Type Start Date End Date

BENZ Gasoline 01/01/2007 12/31/9999

HOTL Hotel 01/01/2007 12/31/9999

MTWG Car Rental 01/01/2007 12/31/9999





3. Fill in the Details for each expense type

TravelExpenseType

TravelExpenseCat.

Provider Category

Ex.Ty.Per missibility

Amountsare

Usage Pos. InWeeklyRep.

Allow Wizardf. Exp.Type

BENZ S 123456789 1 N

HOTL U H 123456789 1 F X

MTWG S C 123456789 1 M

3.1.5.2 Travel Expense Types for Per Diems/Flat Rates

Use

In this IMG activity, you define the trip expense types for per diems/ flat rates and store thecorresponding names.

Procedure




Expenses → Master Data → Travel Expense Types → Create

Travel Expense Types for Per Diems/Flat Rates


TravelExpense

Type

Name of Exp.Type Start Date End Date Travel ExpenseCat.

VERP Meals per Diem 01/01/2007 12/31/9999 V

3.1.6 Trip Reimbursement Amounts

3.1.6.1 Flat Rates for Travel Costs

Use

In Travel Management Travel Accounting you can account travel costs by flat rate. The

reimbursement amounts for business trips are in line with tax regulations.

Procedure








Expenses → Trip Reimbursement Amounts → Reimbursement

Amounts Travel Costs → Define Flat Rates for Travel Costs


Field name Value Description Note

Vehicle Type Car

Start 01/01/2007

End 12/31/9999

Vehicle Class All Vehicle Classes

GRrp Travel All Employees

Period Param. No Cumulation

Mile/Km Limit 0

Trip Country

Trip Region No Distinction

Trip Type S Business Trip

Trip Type E All Trips

Activity All Trips

Currency INR India INR

Tax-Free Amount

Reimbursement Amount

Customer Amount

3.1.6.2 Period Parameters

Use

In this IMG activity, you define, depending on trip provision variant, the permitted entry values for period parameter kilometer accumulation and you store the corresponding long names.

Procedure




Expenses → Trip Reimbursement Amounts → Reimbursement

Amounts Travel Costs → Miles/Km Cumulation → Define Period

Parameters

2. Enter Trip Provision Variant: YB and make the following entry:





TrProv.Variant Name Period Par Name

YB Service Provider No Cumulation

3.1.6.3 Influence of Control Parameters: Accommodation

Use

Different control parameters apply for accommodations per diems. The following parameters,which you defined in master data, can also be used for accommodations per diems.

Procedure




Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Accommodations→ Define Influence of Control

Parameters: Accommodation

2. Choose Trip Provision Variant: YB and choose the following entries:

Field Group Value User Action

Trip Type Statutory Copy from Trip Chooseentry

Trip Activity Type Copy from Trip Chooseentry

Reimbursement Group M/A

Statutory

Copy from Infotype 0017 (Travel

Privileges)

Choose

entry

Reimbursement Group M/AEnterprise Specific

Copy from Infotype 0017 (TravelPrivileges)

Chooseentry

3.1.6.4 Influence of Control Parameters: Meals

Use

Different control parameters apply for meals per diems. The following parameters, which youdefined in master data, can also be used for meals per diems.

Procedure








Expenses→ Trip Reimbursement Amounts → Reimbursement

Amounts for Meals→ Define Influence of Control Parameters:

Meals

2. Choose Trip Provision Variant: YB and make the following entries:

Field Group Value User Action

Trip Type Statutory Copy from Trip Choose entry

Trip Activity Type Copy from Trip Choose entry

Reimbursement Group M/AStatutory


Choose entry

Reimbursement Group M/AEnterprise Specific


Choose entry

3.1.6.5 Per Diems for MealsUse

Travel Accounting allows you to account expenses incurred for meals by per diem. For each tripprovision variant, you can decide how the control parameters influence the determination of reimbursement rates for meals per diems.

Procedure



IMG menu Financial Accounting(New) → 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

2. Enter Trip Provision Variant: YB and then make the following entries:

Field name 1. Entry 2. Entry 3. Entry 4. Entry Description

Trip Country IN IN IN IN India

Trip Region India

Begin 01/01/2007 01/01/2007 01/01/2007 01/01/2007End 12/31/9999 12/31/9999 12/31/9999 12/31/9999

Trip Type S BusinessTrip

Trip Type E All Trips

Activity All Trips

RGrp M/A Stat. All





Employees

RGrp M/A Stat. AllEmployees

Number of Days 99 99 99 99

Number of Hours 7 13 23 24

Currency INR INR INR INR India INR

Tax-Free Amount 50 100 200

Reimbursement Amount 50 100 200

Customer Amount 50 100 200

3.1.7 Dialog Control

3.1.7.1 Defining Schema and Individual Field Control

Use

Trip schemas enable you to simplify travel expense data entry for users in your enterprise.Specific input templates are available for each trip schema. Certain fields are either hidden, or preset with specific values. To define the screen control and default values accordingly, the tripschema WV (trip between plants) has been created especially for the enterprise-specific trip typeW (trip between plants).

Special features of schema WV (trip between plants):

The following fields are hidden: Trip Activity Type, Per-Diem Accounting for Meals, Per-Diem Accounting for Accommodations.

The Trip Type: Enterprise-Specific field is visible, and is preset with the default value W / Tripbetween plants. This field is not ready for input.

Procedure



IMG menu Financial Accounting(new) → Travel Management → Travel

Expenses → Dialog and Travel Expenses Control → Dialog

Control → Define Schema and Individual Field Control


Field Overview/Data Record Overview T706T:


SPRAS Language Key EN


YB





SCHEM Trip Schema 01, 99, PL, SP, VS

STEXT Name for TripSchema

Business Trip, TravelCalendar, Travel Planning,Weekly Report, Trip

Advances

Field Overview/Data Record Overview T706S:


MOREI Trip Provision Variant YB

SCHEM Trip Schema 01

NUMRV Number Assignment for Trip Number

I Internalnumber assignment

INAUS Domestic/International B No Distinction

ANKUN Domestic Departure Suppressed

EINME Multiday Trip X

STEXT Overlapping Trips Allowed

RLAND Trip Country IN India

RGION Trip Country/TripCountry Group/TripRegion

India

KZREA Trip Type: Statutory Business Trip

BEREI Trip Type: Enterprise-Specific

All Trips

KZTKT Trip Activity Type All Trips

MSGID Application Area

MSGNO System MessageNumber

VERPF Per-Diem MealsCheckbox Set

X

UEPKZ Per-Diem for AccomodationsCheckbox Set

ADDR_DEST Enter Addresses for Destinations

D1600 Additional Destinations X

KFZVE Trip Segments X

ADDR_Mileage Enter Addresses for Legs of Trips

COMPUTE_DIST Calculate Distance

D1500 Advances X






D9999 User Data of Trip

D1950 History of Trip X

D1709 Cost AssignmentOverview

X

D1700 Costs AssignmentEntire Trip

X

D1702 Cost AssignmentStopover

X

D1701 Cost AssignmentIndiv.Receipt

X

D1703 Cost AssignmentMiles/Kms

X

D1960 Additional InfoEntire Trip

X

D1310 Additional Receipt Info X

ADDINFO_KM Additional Trip SegmentInformation

X

D1400 DeductionsDeductions

FRUEH DeductionBreakfast

X

ESBON DeductionMeal Coupon

D1400_UNTER Deduction

Accommodations

X

3.1.7.2 Default Values for the Dialog

Use

This IMG activity for Travel Management enables you to save a default value for the vehicle typefor per-diem and flat-rate settlements. This default value is independent of the trip schema.

Procedure

1. Access the activity using one of the following navigation options:Transaction code SPRO



Control → Store Default Values for Dialog






Field Overview/Data Record Overview



YB

KZPMF Vehicle Type Blank

FZTXT Description Car

3.1.7.3 Setting up Field Control for Account AssignmentObject via TRVCO

Use

In the travel expenses accounting dialog, it is possible to record a cost assignment specificationfor the complete trip, additional destinations (stopovers), trip segment distribution, or any receipts.The user can do this, either using the entry area Alternative cost assignment in the travel

expenses dialog, or functional enhanced cost assignmentsThe feature TRVCO, whose return value is used as a variable key for screen layout of theaccount assignment object, is available for this purpose.

Procedure


Transaction code PE03



Control → Set Up Field Control for Account Assignment Object

via TRVCO

2. The assignment to the parameter takes place using the return value MOLGA:

Change View to Table Maintenance to see the feature like it is described below.

Variable Argument D Operations

000010 D MOLGA

000020 40 D TRVUG " USER-PARAMETER 'TRV'?

000030 40 01 & TRVCO=USERGROUP_01,

000040 40 BP & TRVCO=USERGROUP_BP,

000050 40 ** & TRVCO=,

000060 ** & TRVCO=,





3.1.7.4 Variable Layout for Account Assignment Objects

Use

In the dialog for travel expense data entry, you can enter a cost assignment specification for trips,stopovers or receipts. At present, only cost centers should be entered as additional account

assignment objects.

Procedure




Expenses→ Dialog and Travel Expenses Control →Dialog Control

→ Set Up Variable Layout for Account Assignment Objects

Changes are not necessary and not recommended.

3.1.8 Travel Expense Control

3.1.8.1 Posting of Paid Individual Receipts

Use

Paid receipts are recorded in a trip for documentation purposes only. Documents are postedindependently of Travel Management.

Procedure1. Access the activity using one of the following navigation options:



Expenses → Dialog and Travel Expenses Control → Travel

Expenses Control → Define Posting of Paid Individual Receipts

2. Make the following settings:

Field Overview/Data Record Overview V_T702N_K:

Field name Description User action and values NotesMOREI Trip Provision

VariantYB

R01 Posting of Receipts Paidby Company

Paid receipts are not posted





3.1.8.2 Travel Expenses Control (Expert View)

Use

In this IMG activity, you can edit the matrix of accounting rules.

• The settings have been paid for IN solution as per the screen print below.

Procedure




Expenses → Dialog and Travel Expenses Control → Travel

Expenses Control → Travel Expenses Control (Expert View)


Accounting Control in Expert View: German Accounting

1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0

Receiptsettlement

0 0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Mealssettlem

ent

0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2 0 0 0 0 0 0 0 0 0 0

Accommod.Settlm.

2 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Travelcostsett

lm.

0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Other settlm.

3 1 1 0 1 0 0 0 0 0 1 1 1 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 0 0

Pub.Secto

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0





r settlm.

3.1.9 Wage Types

3.1.9.1 Assigning Wage Types to Travel Expense Types for Indiv. Receipt

Use

The results from Travel Expenses are recorded on the basis of wage types in the table ROT. Thismeans that you must record a wage type for the tax-exempt part of the settlement amount for each travel expense type.In the case of travel expense types for per diems, you must record a wage type for both the tax-exempt and taxable part (additional amounts).

The relevant input tax indicators are determined by the turnover tax law. The standard settings

correspond to current terms and conditions.

The travel expense type MTBZ (car rental, paid) differs from the standard and has been assignedthe SAP standard wage type MJ63 (Trip trav.costs comp.paid).

Prerequisites

Travel expense types have been created.

Procedure



IMG menu Financial Accounting (New) → Travel Management → Integration

of Travel Management and Payroll → Wage Types → Assign

Wage Types to Travel Expense Types for Indiv. Receipts


Field Overview/Data Record Overview V_T706B4:

Field name Description Entry 1 Entry 2 Entry 3


YB YB YB

SPKZL Travel Expense

Type

BENZ HOTL MTWG

ENDDA End Date 99991231 99991231 99991231

BEGDA Start Date 20070101 20070101 200770101

PAYOT Service Provider

PTKXX Amounts are 1 1 1

LGARL First Wage Type MJ30 MJ10 MJ30





LGARH Second WageType

3.1.9.2 Assigning Wage Types to Travel Expense Types for

Per Diems/Flat Rates

Use

The results from Travel Expenses are recorded on the basis of wage types in the table ROT. Thismeans that you must record a wage type for the tax-exempt part of the settlement amount for each travel expense type.In the case of travel expense types for per diems, you must record a wage type for both the tax-exempt and taxable part (additional amounts).

The relevant input tax indicators are determined by the turnover tax law. The standard settingscorrespond to current terms and conditions.

The travel expense type MTBZ (car rental, paid) differs from the standard and has been assigned

the SAP standard wage type MJ63 (Trip trav.costs comp.paid).

Prerequisites

Travel expense types have been created.

Procedure



IMG menu Financial Accounting(New) → Travel Management → Integration

of Travel Management and Payroll →Wage Types → Assign

Wage Types to Travel Expense Types for Per Diems / Flat Rates


Field Overview/Data Record Overview V_T706B4:

Field name Description Entry 1

MOREI Trip Provision Variant YB

SPKZL Travel Expense Type VERP

ENDDA End Date 99991231

BEGDA Start Date 20070101

PAYOT Service Provider

LGARL TxFr Wage Type MJ20

LGARH Wage Type Add. Amount MJ21





3.1.9.3 Assignment of Wage Type to Symbolic Account

Use

Travel Management enables you to structure the interface to Financial Accounting flexibly usingthe so-called initial account assignment. The initial account assignment determines the posting

accounts and controls the accounts side (debits/credits).

For this process, you assign the following data to each wage type that you assigned in the travelexpense types for individual receipts and per diems: A symbolic account ‘expenses’, a symbolicaccount for offsetting entry, and if necessary, a second symbolic account ‘clearing’ (especially inthe case of paid receipts).

Since the standard wage type MJ63 has been assigned to the additional travel expense typeMTBZ, and there is already a suitable symbolic account for this wage type in the standardsystem, it is not necessary to make any new entries here.

Prerequisites

The appropriate wage types have been assigned to the travel expense types.

Procedure




of Travel Management and Payroll → Wage Types → Define

Assignment of Wage Type to Symbolic Account


Field Overview V_T706K:

TripProvisionVariant

WageType

VariableKey

End Date Start Date Symbolic AccountAssignment

YB MJ10 31.12.9999 01.01.20077 +10

YB MJ20 31.12.9999 01.01.20077 +20

YB MJ21 31.12.9999 01.01.20077 +20

YB MJ30 31.12.9999 01.01.20077 +30

YB MJ80 31.12.9999 01.01.20077 +80

3.1.10 Transferring to Accounting

3.1.10.1 Conversion of Symbolic Account to Expense Account

Use

The incurred trip costs are posted to different expense accounts, dependent on their travelexpense type. The standard chart of accounts is 0001.





The offsetting entry is made in the employee’s customer/vendor account that is linked to their personnel number. No provision is made for posting to clearing accounts.

The travel expense type MTBZ (car rental, paid) differs from the standard. It has been assignedusing the symbolic account 130 to the following expense account: Trip costs – transport and airfare (recpts/flat rate).

PrerequisitesThe appropriate G/L accounts have been created in the standard chart of accounts 0001(U06_Core_FI).

Procedure



IMG menu Financial Accounting(New) Travel Management Travel Expenses Transfer to Accounting Conversion of Symbolic

Account to Expense Account

2. Enter Chart of Accounts: YAIN

3. Choose procedure: Customer/vendor trip costs postings – Transaction HRP

General m Account

1RR *KP

4. Choose Posting Key.

Debit Credit

21 31

5. Choose Rules.

Debit / Credit General ModificationX

6. Choose procedure: Trip costs postings, expense accounts – Transaction HRT

General m Account

110 44983100

120 44983200

130 44983300

140 44983400

150 44983500

180 44983600

190 26341100

195 26341200

7. Choose Posting Key.

Debit Credit

40 50





8. Choose Rules.

Debit / Credit General Modification

X

3.1.10.2 Assigning Substitute Cost Center

Use

In the dialog for travel expense data entry, you can enter a cost assignment specification for trips,stopovers or receipts. At present, only cost centers should be entered as additional accountassignment objects.

The transfer report enables you to substitute non-postable CO objects with the cost center that iscurrently valid in Travel Privileges (infotype 0017). If this cost center is not postable either, thesystem substitutes the original CO object with a substitute cost center from table TKA3G. Thesystem documents all substitutions in the trip transfer documents in the posting run. This meansyou can reassign these substitutions manually at a later stage.

To ensure that a warning and not an error message is issued when the account assignment ischecked, the cost center 1104 has been defined in table TKA3G. When you create the postingrun, ensure the Replace incorrect CO object field is active.

Prerequisites

Cost centers have been created (BB30_CostProfitCenter).

Procedure



IMG menu Payroll → Payroll India → Reporting for Posting Payroll Results to Accounting → Activities in AC System → Assign Substitute Cost

Centers


Field Overview/Data Record Overview TKA3G:


BUKRS Company Code 1000

GSBER Business Area 0001

KOSTL Cost Center 1101





3.1.11 Integration

3.1.11.1 Activating Request/Plan/Expense Report in TravelManager

UseTo use the Travel Manager (transaction TRIP) for inputting travel expenses, you must activate thecomponents for editing travel requests and travel expense reports.

Procedure



IMG menu Financial Accounting(New) → Travel Management → Integration of

Travel Planning and Travel Expenses → Settings for Travel

Manager → Activate Request/Plan/Expense Report in Travel

Manager and for Web Dynpro


Field Overview/Data Record Overview V_T702N_O:



YB

R14 Edit TravelRequests,

checked

R15 Edit Travel

Plans,

checked

R16 Edit TravelExpenseReports,

checked

3.1.11.2 Deactivating Integration of Travel Planning - TravelExpenses

Use

Since only the Travel Expenses component is in use, the integration of Travel Planning to TravelExpenses is deactivated.

Procedure








of Travel Planning and Travel Expenses → Activate Integration:

Travel Planning - Travel Expenses


Field Overview/Data Record Overview:

Field name Description User action and values Note


YB

INTPL Integration of Travel Planning

Deselect the checkbox

3.2 Master Data for Travel Management

3.2.1 Creating Employee

Use

In this step, you create an employee for the travel management scenario.

Procedure


SAP ECC menu Human Resources → Personnel Management →

Administration → HR Master Data → Personnel Actions

Transaction code PA40

2. On the Personnel Actions screen, choose action type Hiring Service Provider .

3. In the From field, enter 01.01.2007 and in the Personnel no. field, enter 999401.

4. Choose Execute.

5. On the Create Actions screen, maintain the data as shown in the table below:

Personnelnumber

PositionEmployeeGroup

PersonnelArea

EmployeeSubgroup

999401 1 1000 Y1

6. Choose Enter .

7. Save your entries.

8. On the Create Organizational Assignment screen, maintain the data as shown in the tablebelow:

Personnel number Cost Center Personnel Subarea Payroll Area

999401 1321 1010 YB

9. Choose Enter .






11. On the Create Personnel Data screen, maintain the data as shown in the table below:

PersNo Title Last Name First Name Birth Date Language Nationality

999401 Mr Berger Klaus 19.12.1952 EN IN

12. Choose Enter .


14. On the Create Planned Work time screen enter Work schedule rule YB00.

15. Choose Enter .


17. On the Create Travel Privileges screen, set Flag Changes Permitted to Trip in area Company Code Changes.

18. Choose Enter .


20. On the Create Time Sheet Defaults screen, maintain the data as shown in the table below:

Personnel number Controlling Area Cost Center Activity Type

999401 1000 1321 blank


3.2.2 Creating Vendor for Travel

UseThe service scenarios require one vendor.

Procedure


SAP ECC menu Accounting → Financial Accounting → Accounts Payable

→ Master Records → Create

Transaction code FK01

2. On the Create vendor : Initial Screen, make the following entries:Field name Description User action and values Note

Company code 1000

Account Group YB01

Vendor YB999401

Name Vendor Service





3. On the Create Vendor: Address screen, make the following entries and then choose the Next Screen.

Vendor Name 1 Name 2 Search Term StreetPostalCode

City

YB999401 Padarti EMPLOYEE

7/47 BruntonRoad 560025 Mumbai

Vendor Country RegionTimeZone

Transp.Zone

Langu. Tel. Phone Fax

YB999401 IN INDIA EN 2222 2009 2222 2009

4. On the Create Vendor: Control screen, enter the customer number (if vendor is alsocustomer), then choose the Next Screen twice.

Vendor Custom. No. Trading Partner

YB999401

5. On the Create Vendor: Payment transactions screen, enter the following data:

Vendor Bank country key Bank KeysBank accountnumber

YB999401 IN 40000100101 900025870

6. On the Create Vendor: Accounting information accounting screen, make the following entriesand then choose the Next Screen.

Vendor Recon. account Sort Key Personnel number

YB999401 16148598 009 (Ext.doc number) 999401

7. On the Create Vendor: Payment transactions accounting screen, make the following entriesand then choose the Next Screen.

Vendor Payt Terms Chk double inv. Payment Methods

YB999401 0001 CDEQTWY

8. Choose Save.

Result

The vendor master data has been created.