SAP Cloud for Travel and Expense · 2017-02-23 · 4.3.3 SAP Cloud for Travel and Expense: Manual...

Integration GuideDocument Version: 1.1 – 2013-12-04

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SAP Cloud for Travel and ExpenseNovember 2013 Version

2Integration Guide© 2012 SAP AG. All rights reserved.

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SAP Cloud for Travel and ExpenseDocument History

Integration Guide© 2012 SAP AG. All rights reserved. 3

Document History

Before you start working with this document, make sure you have the latest version. You can find the latestversion at the following location:

http://service.sap.com/instguides Cloud Solutions from SAP SAP Cloud for Travel and Expense November2013 Version

The following table provides an overview of the most important document changes:

Version Date Change

1.0 2013/11/20 Initial version

1.1 2013/12/04 Automatic update notifications for the free version of Traxo are nowsupported. For more information, see Integrating SAP Cloud for Travel andExpense with Traxo [page 133].

http://service.sap.com/instguides


SAP Cloud for Travel and ExpenseTable of Contents

Table of Contents

1 Introduction .............................................................................................................................................. 8

2 SAP Cloud for Travel and Expense: Integrating SAP ERP Systems ..................................................... 112.1 Set Up Communication System ............................................................................................................................ 112.2 Set Up Companies and Company Codes ............................................................................................................ 122.3 Set Up FIN Communication Arrangement .......................................................................................................... 132.4 Set Up HCM Communication Arrangement ........................................................................................................ 162.5 Set Up Communication Arrangement for Replication of Employee Master Data ........................................... 172.6 Set Up Communication Arrangement for Replication of Currency Exchange Rates ...................................... 19

2.6.1 SAP ERP: Maintain Endpoints for Web Services ................................................................................ 192.6.2 SAP Cloud for Travel and Expense: Set Up Communication Arrangement ....................................20

3 SAP ERP: Setting Up IDoc Communication with SAP Cloud for Travel and ExpenseSystem .................................................................................................................................................... 23

3.1 Tool-Supported Maintenance of Connectivity Settings ..................................................................................... 23

4 Replicating Master Data from SAP ERP .............................................................................................. 264.1 Master Data Replication Using IDocs .................................................................................................................. 26

4.1.1 Replication Logic ................................................................................................................................... 264.1.2 Initial Replication ................................................................................................................................... 294.1.3 Delta Replication .................................................................................................................................. 304.1.4 Employees ............................................................................................................................................. 354.1.5 Cost Centers .......................................................................................................................................... 394.1.6 Internal Orders ...................................................................................................................................... 424.1.7 Projects ..................................................................................................................................................464.1.8 Sales Orders .......................................................................................................................................... 574.1.9 Reporting Line Units ............................................................................................................................ 60

4.2 Replication of Master Data Using Web Services ................................................................................................. 624.2.1 SAP Cloud for Travel and Expense: Fine-Tune Settings .................................................................... 634.2.2 SAP Cloud for Travel and Expense: Schedule Replication Run for Currency Exchange

Rates ......................................................................................................................................................644.2.3 Non-SAP Systems: Replicate Master Data Using Web Services ......................................................64

4.3 Manual Replication of Master Data ......................................................................................................................664.3.1 Core Master Data and Dependencies.................................................................................................. 674.3.2 SAP ERP: Manual Download of Master Data ......................................................................................694.3.3 SAP Cloud for Travel and Expense: Manual Upload of SAP ERP Data ............................................. 714.3.4 Handling of Errors in Manual Master Data Uploads ........................................................................... 714.3.5 Reporting Line Units ............................................................................................................................. 714.3.6 Employees ............................................................................................................................................. 724.3.7 Cost Centers .......................................................................................................................................... 764.3.8 Currency Exchange Rates .................................................................................................................... 794.3.9 Internal Orders ...................................................................................................................................... 824.3.10 Projects .................................................................................................................................................. 844.3.11 Networks and Network Activities ........................................................................................................86



4.3.12 Alternative Approvers .......................................................................................................................... 864.3.13 Business Partner Master Data ............................................................................................................ 89

5 Defining Business Settings for FI Posting............................................................................................ 915.1 SAP ERP: Define Mapping of Employee to Vendor ............................................................................................. 915.2 SAP ERP: Define Mapping of Payment Card Issuer to Vendor .......................................................................... 915.3 SAP ERP: Convert Employee ID ........................................................................................................................... 925.4 SAP Cloud for Travel and Expense: Manage SAP ERP Accounts ..................................................................... 925.5 SAP ERP: Define G/L Account Determination ................................................................................................... 935.6 SAP Cloud for Travel and Expense: Set Up Expense Types .............................................................................. 935.7 SAP ERP: Define Document Type........................................................................................................................ 945.8 SAP ERP: Change Posting Date ........................................................................................................................... 955.9 SAP ERP: Configure Derivation of Tax Code in Central FI System ................................................................... 955.10 SAP ERP: Activate Payment Notification............................................................................................................ 965.11 SAP ERP: Schedule Program to Send the Payment Notification ..................................................................... 96

6 Defining Business Settings for HCM Processing .................................................................................986.1 SAP Cloud for Travel and Expense: Set Up Integration Configuration ............................................................ 986.2 SAP Cloud for Travel and Expense: Set Up Wage Types................................................................................. 1006.3 SAP Cloud for Travel and Expense: Adjust Number Range for Trip ID ........................................................... 1016.4 SAP ERP: Configure Interface to HR Payroll/DME ........................................................................................... 1016.5 SAP ERP: Configure Data Medium Exchange Payment ...................................................................................103

6.5.1 Set Up HCM Payment .........................................................................................................................1036.5.2 Define G/L Account Determination ...................................................................................................103

7 Integrating SAP Cloud for Travel and Expense with SuccessFactors Employee Central................ 105

8 Integrating SAP Cloud for Travel and Expense with Credit Card Service Providers ....................... 1068.1 Overview .............................................................................................................................................................. 106

8.1.1 High-Level Workflow .......................................................................................................................... 1068.1.2 Supported Credit Card Types ............................................................................................................1088.1.3 Supported Credit Card Issuers ..........................................................................................................1088.1.4 Managing American Express Account Type Settings ..................................................................... 109

8.2 Setting Up the Paymetric ExFTS Web Service ................................................................................................. 1098.3 SAP Cloud for Travel and Expense: Viewing and Adding Credit Card Issuers ............................................... 1108.4 SAP Cloud for Travel and Expense: Setting Up Communication Arrangement .............................................. 1118.5 SAP ERP: Detokenizing Credit Card Transaction Data Files ............................................................................ 112

8.5.1 SAP ERP: Detokenization Options ..................................................................................................... 1128.5.2 SAP ERP: Detokenization Before Posting the FI Document (Option 1) .......................................... 1138.5.3 SAP ERP: Detokenize Using the Payment Medium Workbench (Option 2) ................................... 1148.5.4 SAP ERP: Set up Connection to Paymetric Tokenization Server.................................................... 115

9 Integrating SAP Cloud for Travel and Expense with Third-Party Booking Tools, ItineraryManagement Tools................................................................................................................................119

9.1 Integrating SAP Cloud for Travel and Expense with GetThere ........................................................................ 1199.1.1 SAP Cloud for Travel and Expense: Set Up Communication System............................................. 1199.1.2 SAP Cloud for Travel and Expense: Set Up Communication Arrangement ...................................1209.1.3 SAP Cloud for Travel and Expense: Fine-Tune Settings .................................................................. 1219.1.4 Set Up Pre-Trip Approval for Itineraries ............................................................................................ 1229.1.5 GetThere: Maintain User Data ............................................................................................................ 123



9.1.6 Set Up Single Sign-On......................................................................................................................... 1249.2 Integrating SAP Cloud for Travel and Expense with Amadeus e-Travel Management ................................. 125

9.2.1 SAP Cloud for Travel and Expense: Set Up Communication System ............................................ 1259.2.2 SAP Cloud for Travel and Expense: Set Up Communication Arrangement .................................. 1259.2.3 SAP Cloud for Travel and Expense: Fine-Tune Settings .................................................................. 1269.2.4 AeTM: Maintain User Data.................................................................................................................. 1279.2.5 Set Up Single Sign-On......................................................................................................................... 128

9.3 Integrating SAP Cloud for Travel and Expense with Cytric by i:FAO .............................................................. 1299.3.1 SAP Cloud for Travel and Expense: Set Up Communication System ............................................ 1299.3.2 SAP Cloud for Travel and Expense: Set Up Communication Arrangement .................................. 1309.3.3 SAP Cloud for Travel and Expense: Fine-Tune Settings .................................................................. 1309.3.4 Cytric: Maintain User Data ................................................................................................................. 1329.3.5 Set Up Single Sign-On......................................................................................................................... 132

9.4 Integrating SAP Cloud for Travel and Expense with Traxo .............................................................................. 1339.4.1 Establishing Trust Between the SAP System and Traxo ................................................................. 1349.4.2 Pre-Trip Approval for Itineraries ........................................................................................................ 1369.4.3 Traxo: Maintain User Data .................................................................................................................. 136

10 Integrating SAP Cloud for Travel and Expense with Smart Receipt Recognition Services ............ 13810.1 Overview ............................................................................................................................................................... 138

10.1.1 High-Level Workflow ........................................................................................................................... 13910.2 SAP Cloud for Travel and Expense: Fine-Tune Settings .................................................................................. 139

11 Integrating SAP Cloud for Travel and Expense with Central Receipt Scanning Services ............... 14111.1 Overview ................................................................................................................................................................ 141

11.1.1 High-Level Workflow ........................................................................................................................... 14211.2 SAP Cloud for Travel and Expense: Setting Up Communication Arrangements .......................................... 14211.3 Providing Information to the Third-party Central Receipt Scanning Service ................................................ 144

12 Integrating SAP Cloud for Travel and Expense with Electronic Invoice Notifications .................... 14512.1 Overview ............................................................................................................................................................... 145

12.1.1 High-Level Workflow ........................................................................................................................... 14612.2 SAP Cloud for Travel and Expense: Using E-Mail Communication ................................................................. 14612.3 SAP Cloud for Travel and Expense: Setting Up a Communication Arrangement ......................................... 147

13 Integrating SAP Cloud for Travel and Expense with SAP NetWeaver Business Warehouse ........... 14913.1 High-Level Overview ............................................................................................................................................ 14913.2 SAP Cloud for Travel and Expense: Set Up Communication System ............................................................. 15013.3 SAP Cloud for Travel and Expense: Set Up Communication Arrangement .................................................... 15113.4 SAP Cloud for Travel and Expense: Expose Data Sources .............................................................................. 15213.5 SAP NetWeaver BW: Create Logical System .................................................................................................... 15313.6 SAP NetWeaver BW: Create ODP Source System ........................................................................................... 15313.7 SAP NetWeaver BW: Create Data Source ......................................................................................................... 15413.8 SAP NetWeaver BW System: Extract Code Descriptions from a Flat File ...................................................... 156

13.8.1 SAP NetWeaver BW System: Create Source System ..................................................................... 15713.8.2 SAP NetWeaver BW System: Create DataSource ........................................................................... 157

13.9 SAP Cloud for Travel and Expense: Check and View the Extracted Data ...................................................... 15913.10 SAP NetWeaver BW System: Set Up Web Service for Transfer of Expense Report Attachment

Binary Data ........................................................................................................................................................... 160



14 Integrating SAP Cloud for Travel and Expense with SAP Cloud for Financials ................................16114.1 SAP Cloud for Travel and Expense: Set Up Scoping......................................................................................... 16114.2 SAP Cloud for Travel and Expense: Set Up Communication System ............................................................. 16114.3 SAP Cloud for Travel and Expense: Set Up Companies and Company Codes .............................................. 16314.4 SAP Cloud for Financials: Set Up Scoping ......................................................................................................... 16414.5 SAP Cloud for Financials: Set Up Communication System ............................................................................. 16414.6 SAP Cloud for Travel and Expense: Set Up Communication Arrangement(s) .............................................. 16514.7 SAP Cloud for Financials: Set Up Communication Arrangement.................................................................... 16714.8 SAP Cloud for Financials: Set Up Replication for Cost Centers ...................................................................... 17014.9 SAP Cloud for Financials: Set Up Replication for Projects ................................................................................17114.10 SAP Cloud for Travel and Expense: Set Up Replication for Settlement Results ............................................ 172

15 Appendix I: Manually Setting Up FI Posting ....................................................................................... 17515.1 Define Logical System ......................................................................................................................................... 17515.2 Maintain RFC Destinations .................................................................................................................................. 175

15.2.1 Reimbursement Notifications ............................................................................................................ 17615.2.2 Cost Object Replication Using IDocs ................................................................................................. 17715.2.3 Cost Center Replication Using IDocs ................................................................................................. 179

15.3 Maintain Port Definitions .....................................................................................................................................18015.3.1 Maintain Partner Profile ...................................................................................................................... 18215.3.2 Maintain Distribution Model ............................................................................................................... 184

16 Appendix II: Manually Setting Up HCM Processing ........................................................................... 18616.1 Define Logical System ......................................................................................................................................... 18616.2 Maintain RFC Destinations .................................................................................................................................. 18716.3 Maintain Port Definitions ..................................................................................................................................... 189

16.3.1 Maintain Partner Profile ...................................................................................................................... 18916.3.2 Maintain Distribution Model ............................................................................................................... 191


SAP Cloud for Travel and ExpenseIntroduction

1 Introduction

This guide describes how you integrate SAP Cloud for Travel and Expense with other components.

Note

When integrating SAP Cloud for Travel and Expense with the described components, you must take intoaccount the dependencies between the activities in the different systems. These dependencies mean thatyou must carry out the integration activities in exactly the order as described in this guide.

You can integrate SAP Cloud for Travel and Expense with:

Existing SAP ERP systems

Chapters 2 through 6 of this guide describe how to integrate SAP Cloud for Travel and Expense with anexisting SAP ERP system.

SAP Cloud for Travel and Expense supports SAP ERP systems as the source of FI and HR master data andcurrency exchange rates. For the import of this data, SAP Cloud for Travel and Expense provides automatedtools. Furthermore, you benefit from the fully automated transfer to FI posting and HR payroll as targetsystems for expense reporting.

Non-SAP ERP systems

Chapters 5 and 6 of this guide include information about how to integrate SAP Cloud for Travel and Expensewith non-SAP ERP systems.

NoteYou can use a non-SAP ERP system for the HR master data transfer as long as the transfer files adhere tothe .xml file formats as defined by SAP. The relevant information for the upload to SAP Cloud for Traveland Expense is included in this guide in the corresponding sections.

Integration with non-SAP ERP systems involves a higher manual effort, and does not support all securityfeatures available for the integration with SAP ERP systems.

Success Factors Employee Central

Chapter 7 describes how to integrate Success Factors Employee Central from SAP.

Paymetric™

Chapter 8 describes how to integrate a third-party credit card service provider that facilitates the automaticand secure processing of expense files.

Online Booking and Itinerary Management Tools

Chapter 9 describes how to integrate a third-party online booking tool that allows you to search for real- timedata for flight, hotel, car rental, and train companies, reserve, and finally book the selected items. The bookeditems are then replicated into the SAP Cloud for Travel and Expense solution. Alternatively, you can also usethe Traxo itinerary management tool.

Open Text Smart Receipt Recognition Service

Chapter 10 describes how to integrate the smart receipt recognition service provided by OpenText. Thisservice interprets receipt images sent by company employees by e-mail to SAP Cloud for Travel and Expense,turning them into machine-readable information.

Central Receipt Scanning Services



Chapter 11 provides an overview of central receipt scanning, and describes how you configure thecommunication arrangement with the third-party central receipt scanning service.

Electronic Invoice Notifications

Chapter 12 describes how to integrate third-party vendors so that inovices for travel-related services are sentelectronically to the customer, and thus reduce the effort required by travelers to submit expenses.

SAP NetWeaver Business Warehouse

Chapter 13 describes the integration with a SAP NetWeaver Business Warehouse system, and explains howyou expose data from SAP Cloud for Travel and Expense.

SAP Cloud for Financials

Chapter 14 describes the integration of SAP Cloud for Financials with SAP Cloud for Travel and Expense.

Prerequisites

Before you start integrating SAP Cloud for Travel and Expense with the described components, you must havedone the following:

Installed all required components and SAP Notes

For more information, see section 3.2 Software Components of the SAP Cloud for Travel and Expense MasterGuide.

Completed all onboarding steps for SAP Cloud for Travel and Expense

For more information, see chapter 4 Implementation of the SAP Cloud for Travel and Expense Master Guide.

Taken all necessary security measures

For more information, see chapter 6 Security of the SAP Cloud for Travel and Expense Master Guide.

Target Group

The target group for this guide varies depending on the activities that must be carried out:

Configuration activities in the SAP ERP system are typically carried out by an SAP ERP consultant.

Configuration activities in SAP Cloud for Travel and Expense are typically carried out by an administrator.

For the setup of a secure connection between SAP ERP and SAP Cloud for Travel and Expense, knowledge ofsystem administration is required.

Transactions in SAP ERP

The following table lists the transactions you should be familiar with when setting up activities in SAP ERP:

Transaction Code Description

BD21 Maintain logical systems

BD50 Activate Change Pointers for Message Type

BD54 Maintain logical systems

BD61 Activate Change Pointers Generally

https://sapneth2.wdf.sap.corp/~sapidb/011000358700001129252013E/MG_ODT_90_FINAL.pdf






Transaction Code Description

BD64 Display distribution model

BD67 Maintain function module for inbound ALE-EDI

BD87 Display iDoc status

FBZP Customizing: Maintain Payment Program

FK01 Create Vendor: Initial Screen

KS02 Maintain Cost Centers

NWSDX Networked Solutions Initial Load Extraction

NWSGX Design Networked Solutions Initial Load Extraction

OYEB Activate Event Linkage

PA30 Maintain e-mail addresses and contact data

PRT3 Maintain FI Configuration: Automatic Posting - Procedures

SA38 ABAP/4: Program Execution

SAINT Add-On Installation Tool

SE16 Data Browser

SE38 ABAP Editor

SM36 Define Background Job

SM49 External operating System Commands

SM59 Configuration of RFC Connections

SMICM ICM Monitor

SOAMANAGER SOA Management

SPAM Support Package Manager

SPRO Implementation Guide Customizing

SRTIDOC Register Service for SOAP Runtime

STMS Transport Management System

STRUST Trust Manager

WE19 Test Tool for IDoc Processing

WE20 Partner Profiles

WE21 Ports in IDdoc Processing

WE42 Inbound Process Code

For more information about these transactions, see the relevant documentation in your SAP ERP system.

SAP Cloud for Travel and ExpenseSAP Cloud for Travel and Expense: Integrating SAP ERP Systems


2 SAP Cloud for Travel and Expense:Integrating SAP ERP Systems

2.1 Set Up Communication System

A communication system represents an external system for communication. For the integration of SAP Cloud forTravel and Expense with SAP ERP, you must define the SAP ERP client as a communication system.

NoteComplete this procedure for each of your SAP ERP FI and HR systems.

Procedure

1. In Application and User Management, under Input and Output Management, choose Communication Systems.

The Communication Systems screen appears.

2. Choose New.

The New Communication System screen appears.

3. Complete the fields as follows:

Field Entry

ID ID or name of the SAP ERP system to be connected.

ExampleXXXCLNTYYY

XXX represents the system ID and YYY the client number.

SAP System Select this checkbox.

Host Name Host name of SAP ERP installation.

Note

You can directly enter the host name of SAP ERP system youwant to connect.

However, for security reasons we recommend to use ReverseProxy for SSL termination in front of the SAP ERP system.

In case of direct connection to the SAP ERP system, you canfind the host in transaction SMICM Goto Services. Use theentry for protocol HTTPS.

System Access Type Select the Internet option.



Field Entry

Technical Contact [OPTIONAL]: Fill in the details of the employee who serves as technicalcontact in case support is needed.

Internal Comment [OPTIONAL]: Enter any additional relevant information.

4. Under System Instance, complete the fields as follows:

Field Entry

System Instance ID ID or name describing the instance of your SAP ERP system.

This is the ID or name of the IDoc logical system.

ExampleXXXCLNTYYY


Business System ID ID or name of the SAP ERP system

IDoc Logical System ID Correct name of the IDoc logical system ID

NoteThe IDoc Logical System ID depends on how the logical systemis maintained in SAP ERP. A common way to create this logicalsystem could be XXXCLNTYYY, where XXX represents thesystem ID and YYY the SAP ERP client. Transaction BD54 listsall existing system names.

You can assign the logical system to a client in Customizing as follows:

SAP NetWeaver Application Server IDoc Interface / ApplicationLink Enabling (ALE) Basic Settings Logical Systems AssignLogical System to Client

SAP Client The number of the client of the SAP ERP system.

Preferred ApplicationProtocol

Select the relevant value.

5. From the Actions menu, select the option Set to Active.

CautionOnce you have created the system and executed the initial replication of employee master data from thissystem, we recommend that you do not delete the system even if you create a new one with the samename. This results in problems for delta replication of employee master data.

2.2 Set Up Companies and Company Codes

The company and company codes you define in this section represent the company structure defined in your SAPERP system.



Procedure

1. In Application and User Management, choose the common task Edit Company Codes.

The Edit: Company Code screen appears.

2. Under Company, choose Add Row and complete the following fields:

Field Entry

Company ID Enter a unique identifier for your company

Company Name Enter a name for the company

Country Select the relevant country from the list

3. Choose Save.

4. Select the row of the company you have just defined, and under Details: Company Codes of Company <yourcompany>, choose Add Row.

5. Complete the relevant fields as follows:

Field Entry

Company Code ID Define your company code ID. You can define multiple companycodes for each company.

If possible, define identical IDs for company code and remotecompany code.

Company Code Name Enter a name to describe the company code.

Remote CompanyCode ID

Enter the company code ID as defined in SAP ERP.

System Instance ID Search for and then select the relevant business instance. Thesystem instance ID is displayed in this field.

IDoc Logical System ID Filled automatically.

6. Save your entries.

2.3 Set Up FIN Communication Arrangement

The communication arrangement enables SAP ERP and SAP Cloud for Travel and Expense to send and receivenotifications regarding both approved expense reports pending reimbursement, and confirmations ofreimbursement transactions. It also enables SAP ERP to send master data about cost objects to SAP Cloud forTravel and Expense.

The following procedure explains how to define a communication arrangement for the SAP ERP Financials UsingIDoc scenario:

Outbound

Send a request for reimbursement (for an approved expense report) from SAP Cloud for Travel and Expenseto SAP ERP.

Inbound



Send a confirmation from SAP ERP to SAP Cloud for Travel and Expense that the reimbursement transactiontook place and payment was triggered.

Prerequisites

You have set up a communication system for data exchange with SAP ERP as described in section 2.1 Set UpCommunication System [page 11].

You have started the business configuration, so that the required communication scenario can be selected inthe steps of the guided procedures described below.

You know the ID and password of an RFC-enabled user of the SAP ERP backend, which allows them to createthe IDocs in SAP ERP (for this purpose, assign available roles SAP_TEMOD_FIN_INTEGRATION andSAP_TEMOD_FIN_INTEGRATION_2 to this user).

Procedure

1. In Application and User Management under Input and Output Management, choose CommunicationArrangements.

2. Choose New, and follow the guided procedure:

Step Action

1 Select CommunicationScenario

Choose SAP ERP Financials Using IDoc.

2 Define Business Data System Instance ID: Select the ID you created when you set up thecommunication system.

Company ID: This field is usually filled automatically. If not, enterthe relevant company ID.

3 Define Technical Data Communication Method: This field might be filled automatically withDirect Connection. If not, just select Direct Connection manually.

INBOUND COMMUNICATION: BASIC SETTINGS

Application Protocol: Select IDoc.

Authentication Method:

Choose one of the two options:

User ID and Password

The user ID is generated by the system and cannot be changed.

Choose Edit Credentials and enter the password for the usertwice. (Remember user and password for later use in the SAPERP system).

SSL Client Certificate

Choose Edit Credentials, and enter the password for the usertwice. On the Certificate tab, upload the relevant certificate.

OUTBOUND COMMUNICATION: BASIC SETTINGS

Application Protocol: Select Format Conversion.



Step Action


Choose one of the following options:


Maintain the user ID of an SAP ERP backend user that is RFC-enabled and can create IDocs in SAP ERP using the webinterface. (For the required authorization, assign rolesSAP_TEMOD_FIN_INTEGRATION andSAP_TEMOD_FIN_INTEGRATION_2).

Choose Edit Credentials, and enter the password for the SAPERP RFC user.


Authentication: Select and download the relevant certificate.

Host Name:

The system displays the server hostname that is used to connect toyour SAP ERP system.

Click the button Edit Advanced Settings.

On the Outbound tab, complete the Port field.

You can find the value in transaction SMICM in the SAP ERP systemunder Goto Services (Shift+F1). Use the port for the httpsconnection from there.

Path: /sap/bc/srt/idoc?sap-client=<ERP client>

4 Review Check your data for completeness and choose Finish.

5 Confirmation Confirm your entries.

Testing Your Connection to the SAP ERP System


2. In the list of communication arrangements, select SAP ERP Financials Using IDoc, and choose Edit.

3. Go to Technical Data and choose Edit Advanced Settings.

4. On the Outbound tab, choose Check Connection.

If you receive the following system message, the outbound connection from SAP Cloud for Travel and Expense toSAP ERP is up and running:

Ping successful



2.4 Set Up HCM Communication Arrangement

The communication arrangement enables SAP ERP and SAP Cloud for Travel and Expense to send notificationsregarding the transfer of taxable amounts to Payroll Processing, and direct Data Medium Exchange (DME)payments.

The following procedure explains how to set up a communication arrangement for the SAP ERP HCM Using IDocscenario.

Prerequisites

You have defined a communication system for data exchange with SAP ERP as described in section 2.1 Set UpCommunication System [page 11].


You have the ID and password of an RFC-enabled user of the SAP ERP backend, which allows them tocreate/process the IDocs in SAP ERP.

Procedure


2. Choose New.

3. Follow the guided procedure:

Step Action

1 Select Scenario Choose SAP ERP HCM Using IDoc.

2 Define Business Data System Instance ID: Select the ID you created when you set upthe communication system.

Company ID: This field is usually filled automatically. If not,enter the relevant company ID.

3 Define Technical Data Communication Method: Select Direct Connection.






Maintain the user ID of an SAP ERP backend user that is RFC-enabled and can create IDocs in SAP ERP using the webinterface.





Step Action


Host Name:

The system displays the server hostname that is used to connect toyour SAP ERP system.

Click the button Edit Advanced Settings.


You can find this value using transaction SMICM in the SAP ERPsystem under Goto Services (Shift+F1). Use the port for the httpsconnection from there.

Path: /sap/bc/srt/idoc?sap-client=<ERP client>





2. In the list of communication arrangements, select SAP ERP HCM Using IDoc, and choose Edit.



If you receive the following system message, the outbound connection from SAP Cloud for Travel and Expense toSAP ERP is up and running:

Ping successful

2.5 Set Up Communication Arrangement for Replication ofEmployee Master Data

The communication arrangement enables you to transfer employee master data from SAP ERP to SAP Cloud forTravel and Expense.

Prerequisites



You have the ID and password of an RFC-enabled user of the SAP ERP backend, which allows them tocreate/process the IDocs in SAP ERP.



Procedure


2. Choose New.

3. Follow the guided procedure:

Step Action

1 Select Scenario Choose Employee Master Data Replication.

2 Define Business Data System Instance ID: Select the ID you created when you set upthe communication system.



Application Protocol: Select IDoc.




Maintain the user ID of an SAP ERP backend user that is RFC-enabled and can create IDocs in SAP ERP using the webinterface.








2. In the list of communication arrangements, select Employee Master Data Replication, and choose Edit.


4. On the Inbound tab, choose Check Service.

If you receive the following system message Check successful, the inbound connection from SAP Cloudfor Travel and Expense to SAP ERP is up and running.



2.6 Set Up Communication Arrangement for Replication ofCurrency Exchange Rates

The communication arrangement enables you to transfer currency exchange rates from SAP ERP to SAP Cloudfor Travel and Expense using a web service.

To prepare the replication using a web service, you have to maintain endpoints accordingly.

NoteTo use web services for replicating currency exchange rates, you must have installed the ECC-SE add-onin your SAP ERP system. To do this, implement SAP Note 1162517.

2.6.1 SAP ERP: Maintain Endpoints for Web Services

The access URL of the endpoint is required during the configuration of the SAP Cloud for Travel and Expensesystem in order to establish synchronous requests.

NoteDepending on your SAP ERP release, the texts on the user interface in the transaction SOAMANAGERmight differ from the texts in the procedure below.

The following table shows the differences that might occur between different releases:

Integration Guide Your SAP ERP System

Service Administration Application and Scenario Communication

SSL (HTTPS, Transport Channel Security) SSL over HTTP (Transport Channel Security)

Procedure

1. Run transaction SOAMANAGER and, on the Application and Scenario Communication tab, choose SingleService Administration.

2. In the Search Pattern field, search for Service and enterExchangeRateByExchangeRateQueryResponse_In, and choose Go.

3. Select the row with this entry and choose Apply Selection.

4. On the Configuration tab, choose Create Service.

5. In the SOA Management dialog box, enter a service name, a description, and a binding name.

ExampleCopy the first part of the service name (in this case, ExchangeRateByQuery) into the service name field,enter a meaningful description, such as Currency Exchange Rates into the description field, and simplyenter binding into the Binding Name field.

This information (service name & binding name) is required in a later stage of the setup process.

6. Choose Apply Settings.

https://service.sap.com/sap/support/notes/1162517



7. On the Provider Security tab, complete the fields as follows:

o Under Communication Security, select the SSL (HTTPS, Transport Channel Security) checkbox.

o Under Transport Channel Authentication, select the authentication type you are using (User ID/Passwordor SSL Client Certificate).


9. On the Overview tab, under General Attributes, click Open WSDL document for selected binding.

10. In the XML file the system displays in a new browser window, scroll down to the end of the file.

You see the relevant information - which is required in a later stage of the setup process- after soap:addresslocation:

<wsdl:service name="ExchangeRateQuery">

- <wsdl:port name="binding" binding="tns:binding">

<soap:address

location="https://< server hostname to be used to connect to your SAP ERPsystem>:<Port to be used to connect to your SAP ERP system>/sap/bc/srt/xip/

sap/ecc_exchgratebyer_qr/500/exchangeratequery/binding" />

</wsdl:port>

2.6.2 SAP Cloud for Travel and Expense: Set Up CommunicationArrangement

You can now make the corresponding configuration settings in the SAP Cloud for Travel and Expense system forthe information exchange with SAP ERP.

Prerequisites



You have activated the replication of exchange rates in your project scope.

You have the ID and password of an RFC-enabled user in the SAP ERP backend.

Procedure



Step Action

1 Select Choose Request Exchange Rate From External Source.



Step Action

Scenario

2 DefineBusiness Data

System Instance ID

Select the ID you created when you set up the communication system.

Company ID

This field is usually filled automatically. If not, enter the relevant company ID:

3 DefineTechnical Data

Communication Method: Select Direct Connection.






Maintain the RFC-enabled user ID of an SAP ERP backend user and grantauthorization to at least the following objects:

o S_SERVICE and with SRV_NAME = * and SRV_TYPE = HS

HS stands for external service

o S_RFC with RFC_TYPE = FUGR and RFC_NAME = SRT_SEQ_SCD_QRFC_NEWand ACTVT = 16

o Unless other authorization groups have been configured for views V_TCURRand V_TCURF, grant the following authorizations:

S_TABU_DIS with ACTVT = 03 and DICBERCLS = SCUS,FC32

If other authorization groups have been configured, replace SCUS and FC32with the values shown in transaction SE54 under Generated Objects(Authorization Group) for these two objects.

Choose Edit Credentials, and enter the password for the SAP ERP RFC user.


Authentication: Choose SAP Business ByDesign System Key Pair and download therelevant certificate.

Host Name:

The system displays the server hostname that is used to connect to your SAP ERPsystem.

Choose Edit Advanced Settings.


You can find this value using transaction SMICM in the SAP ERP system under GotoServices (Shift+F1). Use the port for the https connection from there.

Path:

/sap/bc/srt/xip/sap/ecc_exchgratebyer_qr/<Client in ERPSystem>/<Service Name>/<Binding Name>

Example:

/sap/bc/srt/xip/sap/ecc_exchgratebyer_qr/500/exchangeratequery/binding

Service URL:



Step Action

https://<HostName>:<Port>/sap/bc/srt/xip/sap/ecc_exchgratebyer_qr/<Client in ERP System>/<Service Name>/<Binding Name>

Example:

https://< server hostname to be used to connect to your SAP ERPsystem>:<Port to be used to connect to your SAP ERPsystem>/sap/bc/srt/xip/sap/ecc_exchgratebyer_qr/500/exchangeratequery/binding

Replace the variables with the following values:

Client in ERP System

The number of the target client in your ERP system

Service Name

The service name you have entered in transaction SOAMANAGER (see section 2.6.1Maintain Endpoints).

Binding Name

The binding name you have entered in transaction SOAMANAGER (see section 2.6.1Maintain Endpoints).

You can also reuse the Service URL for Services.

4 Review Check your data and choose Finish.




2. In the list of communication arrangements, select Request Exchange Rate From External Source, and chooseEdit.



If you receive the following system message, the outbound connection from SAP Cloud for Travel andExpense to SAP ERP is up and running:

Ping successful

SAP Cloud for Travel and ExpenseSAP ERP: Setting Up IDoc Communication with SAP Cloud for Travel and Expense System


3 SAP ERP: Setting Up IDoc Communicationwith SAP Cloud for Travel and ExpenseSystem

After you have set up the communication arrangements in SAP Cloud for Travel, you must make thecorresponding settings in SAP ERP:

For FI Processing, to enable receiving requests for reimbursements (inbound) from SAP Cloud for Travel andExpense, and for sending notifications confirming the reimbursement is done (outbound) to SAP Cloud forTravel and Expense. You also must make the settings for the replication of cost objects from SAP ERP usingIDocs.

For HCM Processing, to receive taxable and payable amounts and direct Data Medium Exchange (DME)payments.

This section describes the tool-supported setup and maintenance of connectivity settings. For information abouthow to do this manually, see section Appendix I: Manually Setting Up FI Posting [page 175] and/or Appendix II:Manually Setting Up HCM Processing [page 186].

3.1 Tool-Supported Maintenance of Connectivity Settings

You can use report ODT_CREATE_CONNECTIVITY to make the connectivity settings for FI posting and HCMprocessing. This report allows you to create the following connectivity settings in SAP ERP automatically.

Maintain Logical System

Maintain RFC Destinations

Maintain Port Definition

o Maintain Partner Profile

o Maintain Distribution Model

For settings that are transportable, the report allows you to navigate to the corresponding transactions.

If you want to review the settings made by the report, see Appendix I: Manually Setting Up FI Posting [page 175].

The resulting application log contains an overview of all the settings you've made, and allows you to quicklynavigate to those settings.

Prerequisites

You have activated the event receiver linkage in transaction OYEB. For more information, see SAP Note168276.

You have installed the relevant SAP ERP add-ons - including ODTGEN 600 - as described in section 3.2Software Components of the SAP Cloud for Travel and Expense Master Guide.





Procedure

1. In transaction SA38, run report ODT_CREATE_CONNECTIVITY.

2. If you have not yet created a logical system (that is, a Travel system) do so now using the correspondingbutton, which takes you into transaction BD54. Here, you need to maintain the logical system asdescribed in section 16.1 Define Logical System.

3. Enter the following information:

Field Entry

Logical System (Travel) Logical system ID of the cloud solution(SAP recommends to use the tenant shortID. You can find this in the communicationarrangement of the SAP Cloud for Traveland Expense system, in the field MySystem)

Target Host <HTTP connection to the Web Dispatcher

of the SAP Cloud for Travel and Expensesystem>

Service Number <HTTP service port of the Web

Dispatcher of the SAP Cloud for Travel andExpense server>(443)

4. On the Communication Scenarios tab, check the Inbound and Outbound Communication (Business Suite)that shall be maintained.

NoteFor employee master data replication, use Employee Master Data with Employment Details, not EmployeeSingle Employment.

Employee Single Employment is only relevant if you have already integrated employee master data with arelease before the August 2013 version of SAP Cloud for Travel and Expense, and have not yet migratedto the new interface.

5. On the Logon Data (Travel System) tab, choose the SSL client certificate from the dropdown box:

6. Select the client certificate that you used when creating a communication arrangement in the SAP Cloudfor Travel and Expense system. In the case of user and password, this must be set to ANONYM SSLClient (Anonymous). You then have to use the user and password as defined in the communicationarrangement.

7. If you are using a proxy on the SAP ERP side, enter the proxy information in the HTTP Proxy Optionssection.

NoteIf you do not use a proxy, just leave this section blank. However, if you set up a proxy at any point in thefuture, then you have to update your proxy settings for every RFC connection (do this using transactionSM59).

8. On the Partner Profile Defaults tab, enter the following information:



Field Entry

Postprocessing: Authorized Users o Ty: Enter Organizational Unit or User (O orUS)

o ID: Enter person or group of persons to benotified in case of errors.

Output mode Transfer IDoc immediately

Inbound processing Trigger immediately

9. On the Naming Proposals tab, enter the prefixes to be used:

o ALE Distribution Model/Model View

o Prefixes: Leave initial. (Prefixes for RFC destinations and ALE ports will be defaulted from logicalsystem. Prefixes for system ID/tenant would be used for descriptions of RFC destinations and ports.)

10. On the Inbound process codes tab, maintain the inbound process codes navigating to the correspondingmaintenance transactions with the corresponding pushbuttons:

o For Financials (FIN): Proceed as described in section 16.3.1 Maintain Partner Profile.

o For Human Capital Management (HCM): Proceed as described in section 17.3.1 Maintain PartnerProfile.

11. Choose Execute.The partner profile settings will be applied to all inbound and outbound parameters.

To review the settings or to make changes after you've run the report, proceed as follows:

1. Run transaction SLG1 for object ODT, sub-object RFC.

2. View the application log generated from the report execution by double-clicking a specific application log

3. In the Details section, navigate into the specific maintenance transaction using the Detail exists icon.


SAP Cloud for Travel and ExpenseReplicating Master Data from SAP ERP

4 Replicating Master Data from SAP ERP

This chapter describes how to replicate master data from SAP ERP (and, where applicable, non-SAP ERPsystems) and upload it to SAP Cloud for Travel and Expense. To use SAP Cloud for Travel and Expenseproductively, you have to make sure that it contains all relevant employee data and cost centers, currencyexchange rates, internal orders, projects, networks, network activities, and sales orders.

You can transfer master data from SAP ERP to SAP Cloud for Travel and Expense as follows:

Replication of master data using IDoc messages

You can use this replication type for employees, internal orders, projects, networks, network activities, salesorders, and reporting line units. For more information about the replication of these objects, see section 5.1.

Web services for currency exchange rates

You can use this replication type for currency exchange rates.

Manual replication of master data using file download

The manual replication of sales orders and employee complete data using .xml files is currently notsupported. For more information about this replication type, see section 5.3.

4.1 Master Data Replication Using IDocs

This section describes how to replicate employee and cost object master data from your SAP ERP system to SAPCloud for Travel and Expense using IDoc messages. This type of replication is mandatory for sales orders, andSAP recommends that you also use it as your preferred replication method for employees, cost centers, internalorders, projects, networks, network activities, and reporting line units.

4.1.1 Replication Logic

The automatic replication of master data supports the initial replication of master data objects, as well as thedelta upload of changed objects.

High-Level Workflow

The recommended procedures are as follows:

Employees

1. Trigger the complete initial replication run.

2. Schedule job for the delta replication.



CautionAlways proceed in this order. If you perform step 2 before you have completed step 1, you risk losinginformation about any changes that have occurred since the initial replication.

Cost Objects

1. Use sample data to replicate cost objects using the relevant selection report for the initial load.

2. Set up and check that delta replication is working for changed and new cost objects.

3. Trigger the complete initial replication.

Caution

Always proceed in this order. If you perform step 3 before you have completed step 2, you risk losinginformation about any changes that have occurred since the initial replication.

Prerequisites

You have completed the relevant procedures in the following sections:

o 2 SAP Cloud for Travel and Expense: Integrating SAP ERP Systems [page 11]

o 3 SAP ERP: Setting Up IDoc Communication with SAP Cloud for Travel and Expense System [page 23]

You have created a role with authorization B_ALE_MAST in your SAP ERP system, and assigned this role tothe user who will perform the replication steps.

Employees and Dependencies

Master data for employees depends on cost center data. If the uploaded file does not contain a valid cost centerID for an employee, then the record will not be imported. You have to correct the data and repeat the import.

Core Cost Objects and Dependencies

Master data for internal orders, projects, networks, network activities, and sales orders depends on employeedata. If the uploaded file does not contain a valid employee ID for a cost object, then the record will not beimported. You have to correct the data and repeat the import.

Reporting line units need to have a manager and employees assigned.

During the replication process of other cost objects and reporting line units, employees designated as managersare automatically assigned the approver role.

Data Privacy

When using IDoc XML messages, all information is exchanged using an encrypted communication channel(https). Logon credentials for the receiving system can be either user ID/password or a certificate (as defined inyour communication arrangement).

In addition, there are authorization checks for the replication process.



For the replication of master data using IDocs for the initial export and the scheduled background jobs,authorization object B_ALE_MAST is required.

p_message_type is the specific message type for the different objects:

'B_ALE_MAST'

ID 'EDI_MES' FIELD p_message_type.

Message Type Description

OTM_EMPL Employees

OTM_HRRLU Reporting line units

ODTF_CCTR Cost centers

ODTF_COBJ_INTERNAL_ORDER Internal orders

ODTF_COBJ_PROJECT_WBS_ELEMENT Projects (Work Breakdown Structure Elements)

ODTF_COBJ_NETWORK Networks and network activities

ODTF_COBJ_SALES_ORDER_ITEM Sales orders

Create a role in your SAP ERP system, and assign it to the users that will be able to access this functionality.

Logging

IDoc XML messages that have been created and sent out are logged in the following tables:

OTM_IDOC_LOG_EE - Employees and reporting line units (object type P for employees and O for reportingline units)

ODTF_IDOC_LOG_CC - Cost Centers

ODTF_IDOC_LOG_IO – Internal orders

ODTF_IDOC_LOG_PJ - Projects

ODTF_IDOC_LOG_NH - Network headers

ODTF_IDOC_LOG_NA - Network activities

ODTF_IDOC_LOG_SO – Sales orders

The log tables provide information about which object has been sent in which IDoc. It also includes the timestampof the last transfer.

Error Analysis and Handling

Employees

There are two types of errors you may have to resolve:

Error in SAP Cloud for Travel and Expense

For example, if the relevant cost center is not active in the system yet, you have to upload the cost center andactivate it in SAP Cloud for Travel and Expense. You can then use the Recheck function to check if the errorhas been resolved. If so, choose Process.

Error in SAP ERP



If an error occurs that you cannot resolve in SAP Cloud for Travel and Expense, you need to correct it in theSAP ERP source system. After successful correction, you have to transport the relevant objects again.

Error messages which have been created during initial replication and during delta replication are written tothe business application log. You can find them via transaction Analyze Application Log (transaction SLG1).Enter object OTM_HCM_EE and subobject OTM_HCM_EE in the entry screen of the application, and chooseExecute to find the errors.

Cost Objects

Cost object data must be maintained in the SAP ERP system and then transferred to SAP Cloud for Travel andExpense. Errors in master data transfer may occur due to the interdependency of the data, or due to an incorrectsetup of data in the SAP ERP system.

To view and process failed imports in SAP Cloud for Travel and Expense go to Master Data Replication DisplayOther Cost Objects or Cost Centers.

The system displays all objects with open or failed import requests in the temporary storage area.

There are two types of errors you may have to resolve:

Error in SAP Cloud for Travel and Expense

For example, if the responsible employee is not active in the system yet, you have to upload the employee andactivate it in SAP Cloud for Travel and Expense. You can then use the Recheck function to check if the errorhas been resolved. If so, choose Process.

Error in SAP ERP

If an error occurs that you cannot resolve in SAP Cloud for Travel and Expense, you need to correct it in theSAP ERP source system. After successful correction, you have to transport the relevant objects again.

4.1.2 Initial Replication

SAP provides selection reports for transferring cost objects from your SAP ERP system to SAP Cloud for Traveland Expense. The following reports are available:

Selection Report Description

OTM_TRIGGER_EMPL_REPL_CE Extract employees from SAP ERP for replication to SAP Cloud forTravel and Expense.

OTM_TRIGGER_RLU_REPL Extract reporting line units from SAP ERP for replication to SAPCloud for Travel and Expense.

ODTF_REPL_CC Extract cost centers from SAP ERP for replication to SAP Cloud forTravel and Expense.

ODTF_REPL_CO_INTERNAL_ORDER Extract internal orders from SAP ERP for replication to SAP Cloud forTravel and Expense.

ODTF_REPL_CO_PROJECT_WBS_EL Extract projects (WBS elements) from SAP ERP for replication toSAP Cloud for Travel and Expense.

ODTF_REPL_CO_NETWORK Extract networks and network activities form SAP ERP for replicationto SAP Cloud for Travel and Expense.

ODTF_REPL_CO_SALESORDER_ITM Extract sales order items from SAP ERP for replication to SAP Cloud



Selection Report Description

for Travel and Expense.

Procedure

1. In your SAP ERP system, prepare the initial export of your objects using the relevant report.

For each object (employee, internal order, project, network, network activity, sales order, or cost center)there is a specific report to select all or only a specific range of selection criteria.

2. Define your selection criteria.

For the initial replication, the system checks all variants and creates IDoc XML messages that contain allmaster data objects that fulfill the selection criteria. An IDoc XML message is created for each replicationvariant if master data objects have been selected.

NoteFor the initial replication, the Company Code field and FI Posting Allowed indicator are mandatory for costobjects.

For detailed information, see the relevant sections in this chapter.

3. Run your selection report for the initial replication.

4. In SAP Cloud for Travel and Expense, view the results of the replication. If required, resolve any errors.

4.1.3 Delta Replication

To benefit from the automatic delta replication using IDocs, you have to complete the steps in this section.

Activating Change Documents

You need to manually activate the creation of change documents in the SAP ERP system configuration for therelevant master data objects. Activate only those change documents for the objects you need.

Object Procedure

Internal order 1. In Customizing for Controlling, choose General Controlling Production Start-UpPreparation, and execute Activate Change Documents for Groups.

2. On the Change View “Maintenance of Change Document Indicators in Set Classes”screen, activate the Change Documents indicator for set class 0103 OrderGroups.

Project 1. In Customizing for Project System, choose Structures Operative StructuresWork Breakdown Structure (WBS), and execute Create Project Profile.

2. On the Change View “Project Profile”: Overview screen, choose a Project Profile.

3. On the Control tab under Basic Data, activate ChangeDocuments.



Object Procedure

NoteActivating change documents can impact the performance of your system,and over time it produces a considerable amount of data in your database. Totrack these and all other change documents, run transaction SE16 and checktables CDHDR (Change Document Header) and CDPOS (Change DocumentPosition).

Network andnetwork activities

1. In Customizing for Project System, choose Structures Operative StructuresSettings for Networks and execute Specify Parameters for Network Type.

2. On the Change View “Network type parameters”: Overview screen, choose a Profile.

3. On the Network type parameters Detail screen under Status Change Documents,activate Change Documents.

Noteo Activating change documents can impact the performance of your system,

and over time it produces a considerable amount of data in your database. Totrack these and all other change documents, run transaction SE16 and checktables CDHDR (Change Document Header) and CDPOS (Change DocumentPosition).

o Change documents are only written for networks that are released. Partiallyreleased ones are ignored. This means delta replication only works fornetworks and activities that have been (fully) released.

o In case the responsible manager of the networks is determined via the relatedprojects, the change documents for projects should be activated as well. (seetable row above)

Cost center /Sales order

Changes to these objects are always tracked. No action required.

Reporting lineunits

1. In Customizing, choose Personnel Management Organizational ManagementBasic Settings, and execute Activate Change Doc.

2. Make the following settings:

Plan Version O Type Info Type Subtype Active

01 0 1000 * X

01 * 1001 * X

Or

Plan Version O Type Info Type Subtype Active

01 O 1000 * X

01 O 1001 A002 X

01 O 1001 B012 X

01 S 1001 A008 X



Activating Change Pointers

After you have activated the relevant change documents for the cost objects you want to replicate, you need toactivate the respective change pointers.

1. Run transaction BD61 and, under Activation Status, select the Change pointers activated - generally indicator.

2. Run transaction BD50 and, on the Change View “Activate Change Pointers for Message Type”: Overviewscreen, activate the change pointers of the message types as required:


OTM_EMPL Relevant for the replication of employees.

OTM_HRRLU Relevant for the replication of reporting line units.

ODTF_CCTR Relevant for the replication of cost centers.

ODTF_COBJ_INTERNAL_ORDER Relevant for the replication of internal orders.

ODTF_COBJ_PROJECT_WBS_ELEMENT Relevant for the replication of projects (Work BreakdownStructure Elements).

ODTF_COBJ_NETWORK Relevant for the replication of networks and network activities

ODTF_COBJ_SALES_ORDER_ITEM Relevant for the replication of sales order items.

NoteActivating change pointers can impact the performance of your system, and over time it produces aconsiderable amount of data in your database.

To track these and all other change pointers, run transaction SE16 and check table BDCP2.

Recommendation

We recommend that you specify only relevant change pointers in order to reduce the system workloadand to avoid performance or storage problems.

Scheduling Delta Replication Runs

Changes to employees and cost objects will be tracked in change pointers. The changes will be collectedperiodically and will then be replicated to SAP Cloud for Travel and Expense. You need to define these periodicjobs for each cost object type individually.

The time interval for replicating changes into SAP Cloud for Travel and Expense can be adjusted for each masterdata object. You simply need to create individual background jobs for these objects.

The periodic job checks the available change pointers, and matches them with the existing replication variants.The delta replication only works for master data objects that have a change pointer set and that match the searchcriteria of the replication variant. If both criteria are fulfilled, the replication variant puts the whole master dataobject in an IDoc XML message. For each replication variant, an individual IDoc XML message is created.

The master data objects that are being replicated to SAP Cloud for Travel and Expense overwrite the existingmaster data object in the target system.

The change pointers for employees and cost objects are reset unless an error occurs during the respectivereplication run.



To schedule the delta replication run, proceed as follows:

1. Run transaction BD21 (Creating IDoc Type from Change Pointers) and, in the Message type field, enter one ofthe following message types.


OTM_EMPL Update employees

OTM_HRRLU Update reporting line units

ODTF_CCTR Update cost centers

ODTF_COBJ_INTERNAL_ORDER Update internal orders

ODTF_COBJ_PROJECT_WBS_ELEMENT Update projects (Work Breakdown Structure Elements)

ODTF_COBJ_NETWORK Update networks and network activities

ODTF_COBJ_SALES_ORDER_ITEM Update sales orders

2. Create a variant for report RBDMIDOC for each message type (choosing Save as Variant after entering eachmessage type), and enter a name and description.

For example:

Field Description

Variant Name Z_ODTF_COBJ_IO

Description Internal Orders to Cloud for Travel

3. Run transaction SM36 and, under General data, enter a Job name using the following naming convention:

o Cost Objects

RBDMIDOC_ODTF_COBJ_<YOUR_OBJECT>

Examples:

o For cost centers: RBDMIDOC_ODTF_COBJ_COST_CENTER

o For internal orders: RBDMIDOC_ODTF_COBJ_INTERNAL_ORDER.

o For projects: RBDMIDOC_ODTF_COBJ_PROJECTS

o For networks: RBDMIDOC_ODTF_COBJ_NETWORKS

o For sales orders: RBDMIDOC_ODTF_COBJ_SALES_ORDER

o Employees

RBDMIDOC_OTM_EMPL_<EMPLOYEE_IDENTIFIER>

NoteTo enter multiple jobs, you have to re-run transaction SM36 and enter each job individually.

4. Choose Step, and on the Create Step 1 screen, complete the fields as follows:

Field Value

Name Enter RBDMIDOC.

Variant Select the variant you have defined.

5. Save your entries and go back.



Choose Start Condition. On the Start Time dialog box, choose Immediate, select the Periodic job indicator and thenchoose Period values.

6. On the Period Values dialog box, choose an appropriate value and save your entries. For example select 10minutes. To get the minutes, choose from Other Period.

7. Confirm the dialog box by choosing Save and, on the Define Background Job screen, save your entries again.

This periodic job will now check the system for available changes, matches them with the selection criteria inthe report variants, and then create IDoc XML messages that will be sent to the target systems.

8. Run transaction SM37 to monitor the scheduled and completed job runs.

Cost Objects and Reporting Line Units only

Your change pointers are now being processed, but IDoc messages are still not being sent to SAP Cloud for Traveland Expense. To set this up, you have to save at least one variant to the relevant selection report:

1. Run transaction SE38 and call up your selection report (for example, ODTF_COBJ_INTERNAL_ORDER).

The following settings are mandatory:

Field Value

Company Code Enter a company code that is already maintained in SAP Cloud forTravel and Expense.

Only FI Posting Allowed CCs Activate this indicator.

Delta Replication Settingsgroup box

Activate the Use Variant for Delta replication Using ChangePointers indicator.

Choose Receiving Systemgroup box

Maintain the Receiving Partner Number.

2. [OPTIONAL]: Implement BAdIs as required:

o Implement the available BAdI (ODTF_CO_REPL_IDOC COST_CENTERS,ODTF_CO_REPL_IDOC_INTNL_ORDERS, ODTF_CO_REPL_IDOC_PROJECT_WBS,ODTF_CO_REPL_IDOC_NETWORK, or ODTF_CO_REPL_IDOC_SALES_ORDERS) for your cost objects torestrict selection criteria and/or to modify replication data.

Example implementations are available for the replication of staffing lists, the determination of aresponsible manager for projects and for sales order items, for example.

o Implement HROTM_RLU_REPLICATION for your reporting line orders.

o To reduce the amount of written change pointers, you can implement the available BAdIBDCP_BEFORE:WRITE for one or several of the message types mentioned above.

3. In SAP Cloud for Travel and Expense, view and manage the imported objects.

You can now replicate your cost objects using IDocs. The following sections include detailed procedures for eachcost object type.

For example configurations, see Examples of Replication Using IDocs in SAP Service Marketplace.

https://service.sap.com/~sapidb/011000358700000918952012E



4.1.4 Employees

You can use report OTM_TRIGGER_EMPL_REPL_CE to extract employee master data from the SAP ERP systemand to write them to IDocs which can then be transferred to an SAP Cloud for Travel and Expense system.

4.1.4.1 SAP ERP: Execute Initial Replication of Employees

1. Run transaction SE38 and call up selection report OTM_TRIGGER_EMPL_REPL_CE.

2. In the Selection Criteria groupbox, complete the fields as required.

See the field help for details.

3. In the Receiver Settings groupbox, in the Receiv. Partner No. field, enter the remote system to which the datawill be replicated. You need to specify one of the remote systems that you have created for SAP Cloud forTravel and Expense.

4. In the Receiver Settings groupbox, choose Configuration.

In customizing view OnDemand Transfer of Employee Master Data (V_OTM_HREE_C01), configure which dataattributes should be transferred to the SAP Cloud for Travel and Expense system, and also from which datasources in the SAP ERP system the data should be read. If you want to synchronize different personnelnumbers from different systems or clients, and then want them to be linked to the same employee, set theflag Employee ID is unique across ERP systems to "True". If not, set it to "False".

CautionThe transmission start date is very important for the replication of employee master data. Your users willonly be able to create trips that take place on or after this date.

By default, the date in the Transmission Start field is the current date (that is, today's date). If you want,you can change it to another date of your choosing.

Regardless of whether you use the default date or choose a new date, we recommend that you then usethe same transmission start date for all future initial and delta replication runs of employees and costcenters.

CautionOnce you have synchronized employee data into SAP Cloud for Travel and Expense, make sure that theemployee IDs and the flag Employee ID is unique across ERP systems always remain the same.

5. [OPTIONAL]: Implement available BAdIs as required. To manage the BAdi implementations call transactionSE18 (BAdI Builder) in SAP ERP and maintain the BAdI OTM_EMPL_BUSINESS_ROLES.

BAdI Description

OTM_EMPL_BUSINESS_ADDRESS You can overwrite business address attributes - suchas e-mail, phone, or building - with your ownimplementation.

OTM_EMPL_PERSONAL_DETAILS You can overwrite personal details attributes such asfirst name, middle name, or academic title.

OTM_EMPL_BUSINESS_ROLES You can define which SAP Cloud for Travel andExpense business roles shall be assigned during the



BAdI Description

master data replication. See also the note below thatexplains how business roles can be assigned orrevoked.

OTM_EMPL_PRIVATE_ADDRESS You can overwrite private address attributes such asstreet number or postal code.

OTM_EMPL_TRAVEL_POLICIES You can extract employee groupings from the SAP ERPsystem and send them to the SAP Cloud for Travel andExpense system. The supported groupings include, forexample, Expense Type Expense Reporter Group Code andEnterprise Mileage Reimbursement Expense Reporter GroupCode.

OTM_EMPL_ORG_ASSIGNMENT You can overwrite attributes of an employee's costcenter assignment with your own implementation.

OTM_EMPL_ORGANIZATION_FILTER You can restrict the employees who are transferred toSAP Cloud for Travel and Expense. We recommendedthat you implement this BAdI if you want to restrict theusage of SAP Cloud for Travel and Expense to certainsections of your company.

OTM_EMPL_EMPLOYEE_ID This BAdI allows you to:

Define your own employee IDs for your employees

Override the logical database in reportOTM_TRIGGER_EMPL_REPL_CE

OTM_ONDEMAND_USER This BAdI allows you to:

Overwrite the logon user (identity) of the employee forthe SAP Cloud for Travel and Expense system

Lock or unlock the user of employees in the SAP Cloud

for Travel system

Set up user preferences for the first synchronisation

OTM_EMPL_CHECK_COSTCENTER You can check the consistency of cost centers whichare assigned to your employees before you send theassignment to the SAP Cloud for Travel and Expensesystem.

OTM_EMPL_CHANGEPOINTER You can tell the system that change pointers shouldalso be written for additional infotypes.

For more information about the BAdIs, read the documentation provided for reportOTM_TRIGGER_EMPL_REPL_CE in the SAP ERP system.

NoteSAP delivers the role /SAP/ODT/GENERIC. Customers can copy this role and change it to theirrequirements, in which case it is renamed to GENERIC. The system always tries to assign the GENERICrole first, if it is not available /SAP/ODT/GENERIC is assigned.



Action FundamentalXML file-based replication (max. 1 rolecan be assigned)

CompleteIdoc-XML and web-service-basedreplication (multiple roles can beassigned)

Create If the role field is filled, the contained roleplus the role GENERIC are set.

If the role field is empty, the rolesTRAVELER and GENERIC are set.

If the role table is filled, the containedroles plus the role GENERIC are set.

If the role table is empty, the rolesTRAVELER and GENERIC are set.

Update If the role field is filled, the role will beadded. In all cases the role GENERIC isadded if missing.

If the role table is filled, the new contentis compared to the roles that weresuccessfully replicated last ime.Additional roles are added. Roles thatwere replicated last time but are notcontained in the current replication aredeleted. Please note, that GENERICcannot be deleted.

6. In the Output Control groupbox, complete the fields as follows:

Indicator Description

Test Run (No IDocCreation)

Activated by default.

If this indicator is active, no data will be replicated inthe target system. Only a list will be shown of the datarecords that would have been replicated.

Create Messages If this indicator is active, the report creates amessage for erroneous employee data.

7. Choose Execute.

After the report has completed, you can perform the following checks:

Run transaction BD87 to check the IDocs in the Status Monitor of ALE messages.

Check the entries in the business application log for employees which could not be processed due to errors.

4.1.4.2 SAP ERP: Set Up Delta Replication of Employees

You start the delta replication with report Creating IDoc Type from Change Pointers (RBDMIDOC).

8. Run transaction SE38 and call up report RBDMIDOC.

9. Start the report and enter IDoc message type OTM_EMPL.

10. Choose Execute.

The same functionality which is processed by the initial replication is also processed. Configuration and BAdIsare effective as well. Change pointers are set to Processed for successfully processed employees.



4.1.4.3 SAP Cloud for Travel and Expense: View and ManageEmployees

After a few minutes you can logon to your SAP Cloud for Travel and Expense application and see the employeesthat have been replicated.

Prerequisites

You have carried out the initial replication by successfully executing report OTM_TRIGGER_EMPL_REPL_CEin SAP ERP.

You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure

To view successfully imported employees or process erroneous imports, go to Master Data Replication DisplayEmployees.

A list of all employees with open import requests in the temporary storage area appears. Changes to youremployees are replicated as defined in your selection report.

You are now done with the activities related to employees.

4.1.4.4 SAP Cloud for Travel and Expense: Assign User Roles

When all the employee records are available in SAP Cloud for Travel and Expense, you have to assign one of thesupported roles to specific users. The following procedure describes how to assign a role to the users in SAPCloud for Travel and Expense.

ExampleAll employees in the organization are defined as travelers (each employee might get to travel or submit anexpense report sometime) but only a few employees have the role of financial controller or auditor.

RecommendationWe recommend that you handle access rights by assigning roles to users rather than by assigning workcenters and views directly to users. The advantages of assigning access rights through roles areconsiderable:

o It eliminates the risk of a user accidently having authorizations to read or edit data to which he or sheshould not have unrestricted access.

o There is much less maintenance effort involved when you have to edit access rights later, forexample, after an upgrade. You only have to edit the access rights associated with the role and notthe individual user’s access rights.



Procedure

11. In Application and User Management, under User and Access Management, choose Business Users.

12. Search for the employee by name.

13. A list of search results appears.

14. Select the relevant employee and choose Edit Access Rights.

The Edit Access Rights: <USER NAME> screen appears.

15. Under Business Role Assignment, assign the user role by selecting the relevant checkbox (or checkboxes).


For information on roles and authorizations, see the relevant documentation in the Application and UserManagement work center and in the Security section of the SAP Cloud for Travel and Expense Master Guide.

4.1.5 Cost Centers

This section explains the replication of cost centers using IDocs.

4.1.5.1 SAP ERP: Execute Initial Replication of Cost Centers

Prerequisites

You have completed chapters 2 SAP Cloud for Travel and Expense: Integrating SAP ERP Systems [page 11] and 3SAP ERP: Setting Up IDoc Communication with SAP Cloud for Travel and Expense System [page 23].

Procedure

1. Run transaction SE38 and call up selection report ODTF_REPL_CC.

2. On the selection screen, define your replication criteria as required.

This section describes fields requiring explanation:

o Responsible Manager

Field Value

Set Responsible Managerin BAdI

If this indicator is active, you must implement BAdIODTF_CO_REPL_IDOC_COST_CENTERS to set theemployee ID of the person responsible.

Logical System Enter the logical system from which the personresponsible is replicated.

To identify this logical system in SAP Cloud for Travel andExpense, proceed as follows:

1. In Application and User Management choose thecommon task Edit Company Codes.

2. Select the company for which the manager works.

The system displays the logical system ID under

https://websmp203.sap-ag.de/~sapidb/011000358700000800832013E/MG_ODT_80_FINAL.pdf




Field Value

Details: Company Codes of <yourcompany> in theIDoc Logical System ID column.

Example: Q16CLNT500

o Delta Replication Settings

This group box is only relevant for the delta replication. You can ignore it for the initial replication.

o Choose Receiving System

Fields Value

Receiv. Partner No. Enter the remote system to which the data will bereplicated. You need to specify the remote system thatyou have created for SAP Cloud for Travel and Expense.

Note

You can create multiple variants of the selectionreport with the same selection criteria but withdifferent receiving systems.

This allows you to replicate the same master data tomultiple target systems.

o Transmission Start

Fields Value

Transmission Start Date The transmission start date isvery important for thereplication of cost centermaster data. Trips can only beassigned to this cost centeron or after this date.

We recommend that you use thistransmission start date as thestarting date for all future initialand delta replication runs.

o Test and Log Parameters


Write Error Log for Skipped DataSets

If this indicator is active, any data sets that are notreplicated will be logged in the report list.

Test Mode (List selected data only) Activated by default.

If this indicator is active, no data will be replicated in thetarget system. Only a list will be shown of the datarecords that would have been replicated.

3. Choose Execute.



4.1.5.2 SAP ERP: Set Up Delta Replication of Cost Centers

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replicationof cost centers.

Prerequisite

You have completed the steps in section 4.1.3 Delta Replication [page 30].

Procedure

1. Run transaction SE38 and define your criteria in selection report ODTF_REPL_CC.

Generally, you should use the same selection criteria as for the initial replication.

2. In addition, complete the fields in the Delta Replication Settings group box as follows:

Delta Replication Settings

Indicator Value

Use Variant for DeltaReplication Using ChangePointers

If you activate this indicator, you specify that you wantto use this report variant for the replication of changes.You should normally activate this setting when youhave created variants.

Replicate all Updated CostObjects Independent ofSelection Criteria

If you activate this indicator, the system will replicate allcost objects of this type that have been replicatedbefore and that have been changed in the meantime.

You need to activate this indicator to ensure thatobjects are being replicated even if their status hasbeen changed to Posting Not Allowed in the meantime,for example.

3. Save the selection criteria as a variant.

Caution

Do not execute the report manually to trigger delta processing!

The saved variant will be called automatically by the job you have defined and scheduled as described in section4.1.3 Delta Replication [page 30].

4.1.5.3 SAP Cloud for Travel and Expense: View and ManageCost Centers

After a few minutes you can log on to your SAP Cloud for Travel and Expense system and see the cost centersthat have been replicated.



Prerequisites

You have carried out the initial replication by successfully executing report ODTF_REPL_CC in SAP ERP.


Procedure

To view successfully imported cost centers, in Master Data Replication Display Cost Centers.

To process erroneous imports, in Master Data Replication Display Cost Centers.

A list of all cost centers with open import requests in the temporary storage area appears. Changes to your costcenters are replicated as defined and scheduled in your report variant.

You are now done with the activities related to cost centers. You can proceed with section 4.1.6 Internal Orders[page 42].

4.1.6 Internal Orders

This section explains the replication of internal orders using IDocs.

Prerequisites

You have completed chapters 2 SAP Cloud for Travel and Expense: Integrating SAP ERP Systems [page 11]and 3 SAP ERP: Setting Up IDoc Communication with SAP Cloud for Travel and Expense System [page 23].

You have already imported and activated the employees responsible for the internal orders in SAP Cloud forTravel and Expense.

4.1.6.1 SAP ERP: Execute Initial Replication of Internal Orders

1. Run transaction SE38 and call up selection report ODTF_REPL_CO_INTERNAL_ORDER.



o Internal Order

Fields Value

Company Code Specify company codes that are maintained inSAP Cloud for Travel and Expense. This is arequired input field.

FI Posting Allowed Activated by default.

If this indicator is not active, cost objects will betransferred, but travelers in SAP Cloud for Travel



Fields Value

and Expense cannot use them to assign theircosts.


Fields Value

Read User from FieldVERAA_USER and Map toEmployee ID locally

If this indicator is active, the information whichidentifies the employee ID of the person responsible,will be read from field VERAA_USER and mapped tothe employee ID using info type 0105 in your localclient.

Read Employee ID from FieldUSER2

If this indicator is active, the information whichidentifies the employee ID of the person responsible,will be read from field USER2.

Set Responsible Manager inBAdI

If this indicator is active, you must implement BAdIODTF_CO_REPL_IDOC_INTNL_ORDERS to set theemployee ID of the person responsible.

Logical System Enter the logical system from which the personresponsible is replicated.

To identify this logical system in SAP Cloud forTravel and Expense, proceed as follows:

1. In Application and User Management choose thecommon task Edit Company Codes.

2. Select the company for which the responsibleworks.

The system displays the logical system ID underDetails: Company Codes of <yourcompany> inthe IDoc Logical System ID column.

Example: Q16CLNT500

The information about which person is responsible for the internal order is important for the approvalworkflow in SAP Cloud for Travel and Expense.

NoteWithout a valid person responsible, a cost object will not be replicated in SAP Cloud for Travel andExpense.

Cost objects will not be created if the corresponding employees IDs are not active in SAP Cloud for Traveland Expense.




Fields Value

Receiv. Partner No. Enter the Partner no. you have created in your partnerprofile as described in section 15.3.1 Maintain Partner



Fields Value

Profiles [page 182].

In transaction WE21, choose XML HTTP, and then Create.

For the replication of cost centers and other cost objectsusing IDocs, complete the fields as shown here:

Port

Value: <system ID of the SAP Cloud forTravel and Expense server>_03

Example: OKRICSG_03

Description

Value: <system ID of the SAP Cloud forTravel and Expenseserver>_IDOC_ODTF_CCTR or different description

Example: 0KRICSG_IDOC_ODTF_CCTR

RFC Destination

Value: RFC destination that you created in section15.2.2 Cost Object Replication Using IDocs [page 177]

Example: 0KRICSG_IDOC_ODTF_CCTR

Content Type

Value: Application/x-sap.idoc

Example: The option Application/x-sap.idoc is onlyavailable if you have implemented SAP Note 1510812.Read this SAP Note for more information.

SOAP Protocol

Value: Activate this checkbox


NoteYou can create multiple variants of the selection report with the same selection criteria, but with differentreceiving systems.

This allows you to replicate the same master data to multiple target systems if required.





Test Mode (List selected data only) Activated by default.

If this indicator is active, no data will be replicated in thetarget system. Only a list will be shown of the datarecords that would have been replicated.

4. Choose Execute.



4.1.6.2 SAP ERP: Set Up Delta Replication of Internal Orders

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replicationof internal orders.

Prerequisite


Procedure

1. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_INTERNAL_ORDER.




Indicator Value

Use Variant for Delta Replication UsingChange Pointers

If you activate this indicator, you specify that you want touse this report variant for the replication of changes. Youshould normally activate this setting when you havecreated variants.

Replicate all Updated Cost ObjectsIndependent of Selection Criteria

If you activate this indicator, the system will replicate allcost objects of this type that have been replicated beforeand that have been changed in the meantime.

You need to activate this indicator to ensure that objectsare being replicated even if their status has been changedto Posting Not Allowed in the meantime, for example.


NoteDo not execute the report manually to trigger delta processing!

The saved variant will be called automatically by the job you have defined and scheduled as described insection 4.1.3 Delta Replication [page 30].

4.1.6.3 SAP Cloud for Travel and Expense: View and ManageInternal Orders

After a few minutes you can log on to your SAP Cloud for Travel and Expense SAP Cloud for Travel and Expenseapplication and see the replicated internal orders.



Prerequisites

You have carried out the initial replication by successfully executing reportODTF_REPL_CO_INTERNAL_ORDER in SAP ERP.


Procedure

To view successfully imported internal orders go to Master Data Replication Display Other Cost Objects.

To view and process erroneous imports go to Master Data Replication Display Other Cost Objects.

A list of all internal orders with open import requests in the temporary storage area appears. Changes to yourinternal orders are replicated as defined and scheduled in your report variant.

You are now done with the activities related to internal orders. You can proceed with section 4.1.7 Projects [page46].

4.1.7 Projects

This section explains the replication of projects using IDocs.

4.1.7.1 SAP ERP: Execute Initial Replication of Projects

Prerequisites


You have already imported and activated the employees responsible for the projects in SAP Cloud for Traveland Expense.

Procedure

1. Run transaction SE38 and call up selection report ODTF_REPL_CO_PROJECT_WBS_EL.



o Project Header

Fields Value

Internal Project Number Enter the internal ID.

Project Definition Enter the external ID.



Fields Value

Description Enter a text for the project header.

User of Person Responsible Enter the user ID of the person responsible.

Name of Person Responsible Enter the name of the person responsible.

o WBS Element

Fields Value

Company Code Enter the relevant company code.

WBS Element Number Enter the internal ID.

WBS Element Enter the external ID.

Description Enter a text for the WBS element.

FI Posting Allowed Required for initial export.


Fields Value

Read Employee ID from FieldVERNR

If this indicator is active, the information which identifiesthe employee ID of the person responsible will be readfrom field VERNR. (See Info Type 0105 in your HRsystem).

Set Responsible Manager in BAdI If this indicator is active, you must implement BAdIODTF_CO_REPL_IDOC_PROJECT_WBS to set theemployee ID of the person responsible.

Logical System Enter the logical system from which the responsiblemanager is replicated.

To identify this logical system in SAP Cloud for Travel andExpenseSAP Cloud for Travel and Expense, proceed asfollows:

1. In Application and User Management, choose thecommon task Edit Company Codes.

2. Select the company for which the responsible works.

The system displays the logical system ID underDetails: Company Codes of <yourcompany> in theIDoc Logical System ID column.

Example: Q16CLNT500




Fields Value

Receiv. Partner No. Enter the remote system to which the data is to bereplicated. You need to specify the remote system that



Fields Value

you have created for SAP Cloud for Travel andExpenseSAP Cloud for Travel and Expense.

NoteYou can create multiple variants of the selectionreport with the same selection criteria but withdifferent receiving systems.

This allows you to replicate the same master datato multiple target systems.



Write Error Log for SkippedData Sets

If this indicator is active, any data sets that are not replicatedwill be logged in the report list.

Test Mode (List selected dataonly)


If this indicator is active, no data will be replicated in the targetsystem. Only a list will be shown of the data records thatwould have been replicated.

3. Choose Execute.

4.1.7.2 SAP ERP: Set Up Delta Replication of Projects

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replicationof projects.

Prerequisite


Procedure

1. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_PROJECT_WBS_EL.




Indicator Value

Use Variant for Delta ReplicationUsing Change Pointers

If you activate this indicator, you specify that you want touse this report variant for the replication of changes. Youshould normally activate this setting when you have



Indicator Value

created variants.

Replicate all Updated CostObjects Independent of SelectionCriteria


You need to activate this indicator to ensure that objectswill be replicated even if their status has been changed toPosting Not Allowed in the meantime, for example.


Note



4.1.7.3 SAP Cloud for Travel and Expense: View and ManageProjects

After a few minutes you can log on to your SAP Cloud for Travel and Expense system and see the projects thathave been replicated.

Prerequisites

You have carried out the initial replication by successfully executing reportODTF_REPL_CO_PROJECT_WBS_EL in SAP ERP.


Procedure

To view successfully imported projects go to Master Data Replication Display Other Cost Objects.

To process erroneous imports, in Master Data Replication Import Other Cost Objects.

A list of all projects with open import requests in the temporary storage area appears. Changes to your projectsare replicated as defined and scheduled in your report variant.

You are now done with the activities related to projects. You can proceed with section 4.1.7.7 Networks andNetwork Activities [page 53].

This section explains the replication of networks and network activities using IDocs.

The same replication report is used for networks and network activities. In the customizing of network types, it isdefined whether networks headers or network activities are used for cost collection. In the first case the headersare replicated and in the latter case the activities.



The replication of "other cost objects" requires a responsible manager necessary for approving costs in Cloud forTravel. Unfortunately networks and network activities do not have a responsible manager in ERP directly. In case aWBS (project work break-down structure) is assigned to the network, its manager is used as default. In all othercases the BADI ODTF_CO_REPL_IDOC_NETWORK has to be used for the manager determination. These WBSs donot need to be replicated. Only the managers determined via these WBSs have to be replicated as well.

4.1.7.4 SAP ERP: Execute Initial Replication of Networks andNetwork Activities

Prerequisites

You have completed the tasks described in chapters 2 SAP Cloud for Travel and Expense: Integrating SAP ERPSystems [page 11] and Appendix I: Manually Setting Up FI Posting [page 175].

You have already imported and activated the employees responsible for the WBSs in SAP Cloud for Traveland Expense.

Procedure

1. Run transaction SE38 and call up selection report ODTF_REPL_CO_NETWORK.


o Network

Fields Value

Network Enter the internal ID.


Select Headers If this is checked, cost relevant headers are replicated

Select Activities If this is checked, cost relevant activities are replicated

o Assignments

Fields Value

Controlling Area Enter the internal ID.


Business Area -

Plant -

WBS Element Enter the internal ID.

Note that WBS can be nested. We only select networksand network activities via the directly assigned WBS.

Profit Center -




Fields Value




2. Select the company for which the responsiblemanager works.


Example: Q16CLNT500



Write Error Log for SkippedData Sets

If this indicator is active, any data sets that are not replicatedwill be logged in the report list.

o Use IDocs for Replication

Select this to use IDoc replication.




Fields Value

Receiv. Partner No. Enter the remote system to which the data is to bereplicated. You need to specify the remote system thatyou have created for SAP Cloud for Travel and Expense.

NoteYou can create multiple variants of the selectionreport with the same selection criteria but withdifferent receiving systems.


3. Choose Execute.



4.1.7.5 SAP ERP: Set Up Delta Replication of Networks andNetwork Activities

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replicationof networks and network activities.

Prerequisite


Procedure

1. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_NETWORK.




Indicator Value


If you activate this indicator, you specify that you want touse this report variant for the replication of changes. Youshould normally activate this setting when you havecreated variants.







4.1.7.6 SAP Cloud for Travel and Expense: View and ManageNetworks

After a few minutes you can log on to your SAP Cloud for Travel and Expense system and see the networks thathave been replicated.



Prerequisites

You have carried out the initial replication by successfully executing report ODTF_REPL_CO_NETWORK inSAP ERP.


Procedure

To view successfully imported networks go to Master Data Replication Display Other Cost Objects.

A list of all networks or network activities with open import requests in the temporary storage area appears.Changes to your networks or network activities are replicated as defined and scheduled in your report variant.

NoteTo process erroneous imports, go to Master Data Replication Import Other Cost Objects.

4.1.7.7 Networks and Network Activities

This section explains the replication of networks and network activities using IDocs.

The same replication report is used for networks and network activities. In the customizing of network types, it isdefined whether networks headers or network activities are used for cost collection. In the first case the headersare replicated and in the latter case the activities.

The replication of "other cost objects" requires a responsible manager necessary for approving costs in Cloud forTravel. Unfortunately networks and network activities do not have a responsible manager in ERP directly. In case aWBS (project work break-down structure) is assigned to the network, its manager is used as default. In all othercases the BADI ODTF_CO_REPL_IDOC_NETWORK has to be used for the manager determination. These WBSs donot need to be replicated. Only the managers determined via these WBSs have to be replicated as well.

4.1.7.8 SAP ERP: Execute Initial Replication of Networks andNetwork Activities

Prerequisites

You have completed the tasks described in chapters 2 SAP Cloud for Travel and Expense: Integrating SAP ERPSystems [page 11] and 3 SAP ERP: Setting Up IDoc Communication with SAP Cloud for Travel and ExpenseSystem [page 23].

You have already imported and activated the employees responsible for the WBSs in SAP Cloud for Traveland Expense.



Procedure

1. Run transaction SE38 and call up selection report ODTF_REPL_CO_NETWORK.


o Network

Fields Value

Network Enter the internal ID.


Select Headers If this is checked, cost relevant headers are replicated

Select Activities If this is checked, cost relevant activities are replicated

o Assignments

Fields Value

Controlling Area Enter the internal ID.


Business Area -

Plant -

WBS Element Enter the internal ID.

Note that WBS can be nested. We only select networksand network activities via the directly assigned WBS.

Profit Center -


Fields Value




4. Select the company for which the responsiblemanager works.


Example: Q16CLNT500



Write Error Log for Skipped If this indicator is active, any data sets that are not replicated




Data Sets will be logged in the report list.

o Use IDocs for Replication

Select this to use IDoc replication.




Fields Value

Receiv. Partner No. Enter the remote system to which the data is to bereplicated. You need to specify the remote system thatyou have created for SAP Cloud for Travel and Expense.

Note

You can create multiple variants of the selectionreport with the same selection criteria but withdifferent receiving systems.


5. Choose Execute.

4.1.7.9 SAP ERP: Set Up Delta Replication of Networks andNetwork Activities

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replicationof networks and network activities.

Prerequisite


Procedure

1. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_NETWORK.




Indicator Value

Use Variant for Delta Replication If you activate this indicator, you specify that you want to



Indicator Value

Using Change Pointers use this report variant for the replication of changes. Youshould normally activate this setting when you havecreated variants.







4.1.7.10 SAP Cloud for Travel and Expense: View and ManageNetworks

After a few minutes you can log on to your SAP Cloud for Travel and Expense system and see the networks thathave been replicated.

Prerequisites

You have carried out the initial replication by successfully executing report ODTF_REPL_CO_NETWORK inSAP ERP.


Procedure

To view successfully imported networks go to Master Data Replication Display Other Cost Objects.

A list of all networks or network activities with open import requests in the temporary storage area appears.Changes to your networks or network activities are replicated as defined and scheduled in your report variant.

NoteTo process erroneous imports, go to Master Data Replication Import Other Cost Objects.



4.1.8 Sales Orders

This section explains the replication of sales orders using IDocs.

NoteThe manual replication of sales orders using .xml files is currently not supported.

4.1.8.1 SAP ERP: Execute Initial Replication of Sales Orders

Prerequisites


You have already imported and activated the employees responsible for the sales orders in SAP Cloud forTravel and Expense.

Procedure

1. Run transaction SE38 and call up selection report ODTF_REPL_CO_SALESORDER_ITM.

2. On the selection screen, define your replication criteria as required:


o Sales Order Item

Fields Value



Fields Value

Partner Type Prio 1 Enter the partner type.

If you leave the field empty, the employee ID mustbe set manually in BAdIODTF_CO_REPL_IDOC_SALES_ORDERS.


If you leave the field empty, the employee ID mustbe set manually in BAdIODTF_CO_REPL_IDOC_SALES_ORDERS





Fields Value



Logical System Enter the logical system from which the employeeID is replicated.

To identify this logical system in SAP Cloud forTravel and Expense, proceed as follows:

1. In Master Data Replication Edit Company(Common Task). .

2. Select the company for which the employeeworks.

The system displays the logical system IDunder Details: Company Codes of<yourcompany> in the IDoc Logical System IDcolumn.

Example: Q16CLNT500




Fields Value

Receiv. Partner No. Enter the remote system to which the data shall bereplicated. You need to specify the remote systemthat you have created for SAP Cloud for Travel andExpense.

Note

You can create multiple variants of the selectionreport with the same selection criteria but differentreceiving systems.






Test Mode (List selected dataonly)


If this indicator is active, no data will be replicatedin the target system. Only a list will be shown of thedata records that would have been replicated.

3. Choose Execute.



4.1.8.2 SAP ERP: Set Up Delta Replication of Sales Orders

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replicationof sales orders.

Prerequisite


Procedure

1. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_SALESORDER_ITM.




Indicator Value


If you activate this indicator, you specify that you wantto use this report variant for the replication of changes.You should normally activate this setting when youhave created variants.

Replicate all Updated Cost ObjectsIndependent of Selection Criteria

If you activate this indicator, the system will replicate allcost objects of this type that have been replicatedbefore and that have been changed in the meantime.

You need to activate this indicator to ensure thatobjects will be replicated even if their status has beenchanged to Posting Not Allowed in the meantime, forexample.


Caution



4.1.8.3 SAP Cloud for Travel and Expense: View and ManageSales Orders

After a few minutes you can log on to your SAP Cloud for Travel and Expense system and see the sales orders thathave been replicated.



Prerequisites

You have carried out the initial replication by successfully executing report ODTF_REPL_CO_SALESORDER_ITM in SAP ERP.


Procedure

To view successfully imported sales orders, go to Master Data Replication Display Other Cost Objects.

To process erroneous imports, go to Master Data Replication Import Other Cost Objects.

A list of all internal orders with open import requests in the temporary storage area appears. Changes to yourprojects are replicated as defined and scheduled in your report variant.

4.1.9 Reporting Line Units

You can upload reporting line units SAP Cloud for Travel and Expense, and then assign employees to thesereporting line units in addition to a cost center. The employee's main assignment will still be to the cost center, butassigning them to a reporting line unit as well allows you to maintain an organizational structure in SAP Cloud forTravel and Expense which better reflects that of your company.

To each reporting line unit, you can also assign:

A line manager

A hierarchy

4.1.9.1 SAP ERP: Execute Initial Replication

Prerequisites

You have completed the activities described in chapters 2 SAP Cloud for Travel and Expense: Integrating SAPERP Systems [page 11] and 3 SAP ERP: Setting Up IDoc Communication with SAP Cloud for Travel andExpense System [page 23].

You have already imported and activated the employees assigned as managers in SAP Cloud for Travel andExpense.

Procedure

1. Run transaction SE38 and then call up report OTM_TRIGGER_RLU_REPL.

2. Enter your selection criteria as required.



NoteIn the Reporting Line Unit group box, you have to enter information in at least one of the fields in order forthe replication to work.

In the Replication Settings group box, the Start Date is particularly important. Once you choose a startdate for the initial replication, we recommend you also use it as the start date for all delta replication fromnow on.

3. Choose Execute.

4.1.9.2 SAP ERP: Set Up Delta Replication

After you have executed the initial replication of reporting line units, you can save the selection criteria as a variantfor future automatic replication.

Prerequisites

You have completed the steps in section 5.1.3 Delta Replication [page30].

Procedure

1. Run transaction SE38 and then call up report OTM_TRIGGER_RLU_REPL.

2. Enter your selection criteria. We recommend that you use the same criteria as you did for the initialreplication, in particular the start date.

3. Make the following settings in the IDoc Settings group box under Data Replication Settings.

Indicator Value


If you activate this indicator, you specify that you wantto use this report variant for the replication of changes.You should normally activate this setting when youcreate variants.

Replicate all Updated RLUs inaddition to Selection Criteria

If you activate this indicator, the system will replicate allreporting line units that have been replicated beforeand that have been changed in the meantime.

You need to activate this indicator to ensure thatobjects will be replicated even if they have been deletedor moved to another reporting line unit hierarchy that isnot relevant for replication.


CautionDo not execute the report manually to trigger delta replication!




4.1.9.3 SAP Cloud for Travel and Expense: View and ManageReporting Line Units

After a few minutes, you can log on to your SAP Cloud for Travel and Expense system and verify that the reportingline units have been replicated.

Prerequisites

You have carried out the initial replication by successfully executing report OTM_TRIGGER_RLU_REPL.


Procedure

To view the successfully imported reporting line units, go to ,Master Data Replication Show OrganizationalStructure (Common Task).

To process erroneous imports, go to Master Data Replication Import Reporting Line Units.

A list of all reporting line units with open import requests in the temporary storage area appears. Changes to yourprojects are replicated as defined and scheduled in your report variant.

4.2 Replication of Master Data Using Web Services

This section describes how to replicate currency exchange rates using a web service.

Prerequisites


You have completed section 2.6 Set Up Communication Arrangement for Replication of Currency ExchangeRates [page 19].

You have activated the replication of exchange rates in your project scope.

You have the ID and password of an RFC-enabled user in the SAP ERP backend.

Procedure

1. Run transaction SE38 and then call up the report OTM_TRIGGER_RLU_REPL.



2. Enter the following information as required:

4.2.1 SAP Cloud for Travel and Expense: Fine-Tune Settings

In SAP ERP, several exchange rate types can exist. In SAP Cloud for Travel and Expense, however, only rate type001 is available by default. You can use the Code List Mapping for Integration with External Applications andSolutions activity to assign the default type to the relevant exchange rate type from SAP ERP.

Procedure

1. In Business Configuration Implementation Projects, choose Open Activity List for your First Implementationproject.

2. On the Activity List: First Implementation screen, choose Fine-Tune.

3. Choose the entry for Code List Mapping for Integration with External Applications and Solutions.

4. Under Code List Mapping Definition, add a new row and complete the columns as follows:

Column Value

Mapping ID Z1

Local Data Type Name ExchangeRateTypeCode

External Data Type RST

5. Under Code List Mapping Rule, proceed as follows:

Column Value

Mapping Rule Map Individual Codes

6. Under Code List Mapping, add a new row and create the code list mapping as follows:

Column Value

Local Code 001

External Code Enter the name of the rate type from SAPERP


If you want to transfer several exchange rate types from SAP ERP to SAP Cloud for Travel and ExpenseSAP Cloudfor Travel and Expense, you have to create a new local code before the mapping can be transferred from the localcode to the external code


2. On the Activity List: First Implementation screen, choose Fine-Tune Exchange Rate Types.

3. On the Exchange Rate Types screen, enter the following values:

Column Value

Exchange Rate Type Z( Z (..)



Column Value

Description Use the name of the rate type from SAP ERP


4.2.2 SAP Cloud for Travel and Expense: Schedule ReplicationRun for Currency Exchange Rates

This section describes how to replicate currency exchange rates from SAP ERP to SAP Cloud for Travel andExpense using web services.

Procedure

To replicate currency exchange rates, proceed as follows:

1. In Travel Admin Exchange Rate Requests.

2. To schedule a new run, choose Schedule.

4.2.3 Non-SAP Systems: Replicate Master Data Using WebServices

You can also use web services interfaces to exchange information with other systems based on web servicemessages. SAP Cloud for Travel and Expense currently supports the following replication of master data andscenarios for non-SAP systems:

Employee

Cost center

Cost objects such as internal orders, projects, and sales orders

Posting expense reports to a FIN system

Posting of expense reports into a HCM system, including taxable amounts for payroll process

Receiving accounting notification from FIN system

Business partners (see section 5.2.3.1 Replicating Business Partner Master Data below)

Please note that this functionality is currently available on a project-by-project basis. If you would like to use thisoption, please contact your SAP sales representative.



4.2.3.1 Replicating Business Partner Master Data

4.2.3.1.1 Setting Up Communication System

To integrate SAP Cloud for Travel and Expense with your source system, you need to define it as a communicationsystem first.

1. In Application and User Management Input and Output Management, choose Communication Systems.

2. Choose New and enter the following information:

Field Value

ID ID or name of the source system to be connected.

SAP System Leave this checkbox empty.

Host Name [OPTIONAL]: Host name of the source system.




3. Choose Actions and then Set to Active.


4.2.3.1.2 Setting Up Communication Arrangement

To start using the communication system you have defined, you must set up the communication arrangement forthe inbound web service. When importing business partner master data, you have to do this separately for bothaccounts and contacts as necessary.

1. In Application and User Management Input and Output Management, choose CommunicationArrangements.

2. Choose New, follow the guided procedure and enter the following information:

Step Action

1 Select Scenario Choose one of the following scenarios:

Manage Accounts

Manage Contacts




Application Protocol: Select Web Service.



Step Action

Authentication Method: Choose one of the following options:



Choose Edit Credentials and enter the password for the user twice.



Choose Edit Credentials and enter the password for the user twice. On theCertificate tab, upload the relevant certificate.



Downloading WSDL File

A Web Service Description Language (WSDL) file is required to set up communication between your sourcesystem and SAP Cloud for Travel and Expense.

To download the file, proceed as follows:


2. In the list of communication arrangements, select Manage Accounts or Manage Contacts as necessary.

3. Under Inbound Communication Services, select Manage Accounts or Manage Contacts as necessary.

4. Choose Download WSDL. Enter a name for the file and then save it.

Note Make sure that SAP Cloud for Travel and Expense is added to the list of trusted sites in your internetbrowser.

4.3 Manual Replication of Master Data

This section explains the manual replication of master data from SAP ERP.

NoteSAP recommends to use the approaches described in sections 4.1 Master Data Replication Using IDocs[page 26] and 4.2 Replication of Master Data Using Web Services [page 62] as your preferred replicationmethod.

The manual replication of sales orders using .xml files is currently not supported.



4.3.1 Core Master Data and Dependencies

Employees and Cost Centers

Master data for employee and cost center establishes the essential core for working with SAP Cloud for Traveland Expense. Without this master data, the application cannot be used.

There is a dependency between employee and cost center, which has some impact on data upload:

Every employee must be assigned to a valid cost center.

Every cost center must have a manager, and this manager must be a valid employee.

During initial setup, neither employees nor cost centers are available in the system. You can upload the masterdata, but it will stay inactive and remain in what is known as the staging area. This staging area is processed by anightly background job that recognizes dependencies and resolves deadlock situations. After successfulprocessing, the data is available for productive use.

Due to their interdependency, the creation of employee and cost center occurs in the following sequence:

1. Create Cost Center without link to Responsible Person

2. Create Employee with reference to the corresponding Cost Center (creating users and e-mail notifications onthe fly)

3. Assign Responsible Person to Cost Centers (backlink to Employee)

NoteFor technical reasons, it is not currently possible to fully process all new employee and cost center data inthe same night. The employees will be available and valid the next morning, but the cost centers will stillnot have a manager. If you cannot wait until the next day, you can trigger the missing processing step forthe cost centers in Master Data Replication Import Cost Centers by choosing Trigger Process Run.Be aware that processing may take some time if the data volume is high.

During productive usage of SAP Cloud for Travel and Expense, the same situation may arise as during initial setup:you need to import new cost centers and new employees into the system, where the managers of new costcenters are also new employees and new employees are assigned to new cost centers.

When the data volume is high, SAP recommends that you proceed as described above - that is, wait at least untilthe nightly background job has been processed.



If the uploaded files contain only a few records, however, you can manually execute the whole process as follows:

1. In Master Data Replication Import Cost Centers, choose Trigger Process Run. This will process all costcenters in the staging area.

The result will be that the new cost centers are in the system, but without managers.

2. In Master Data Replication Import Employees, select an employee, choose Edit, and on the next screenProcess.

You have to repeat this step for each employee you want to activate in the system immediately. Make sure toprocess at least all the employees that are managers of the newly imported cost centers.

3. To add the managers to the cost centers, repeat step 1.

If you import new employees for existing cost centers, only step 2 is necessary to make the employeesimmediately available in the SAP Cloud for Travel and Expense system. Likewise, if you import new cost centersfor which the manager already exists as an employee in SAP Cloud for Travel and Expense, only step 1 isnecessary and will immediately yield cost centers with properly assigned managers.

During the replication process of other cost objects and reporting line units, employees designated as managersare automatically assigned the approver role.

Other Cost Objects: Internal Orders and Projects

Master data for internal orders and projects also depends on employee data. However, the situation is simplerthan for cost centers because the dependency is only one way (employees do not need to be assigned to a valid

project, internal order, or sales order).

NoteIf the uploaded file does not contain a valid employee ID for such a cost object, then the record simply willnot be imported. You have to correct the data and repeat the import.

The manual replication of sales orders using .xml files is currently not supported.

Currency Exchange Rates

Currency exchange rates are largely independent of the master data, and so do not require staging area supporteither. However, they are vital for maintaining all input data on travel costs.

EmployeeOther

Cost Objects

Responsible person that is assigned to this

cost object



4.3.2 SAP ERP: Manual Download of Master Data

Authorizations

In the interest of security, you should ensure that not every system administrator has the authorization to extractemployee-related master data or accounting objects. You can use authorization object NWS_AUTH to restrictaccess to this functionality in SAP ERP.

The authorization object consists of the following authorization fields:

Field Value

TCD Transaction

NWSDX for data extraction

NWSGX for maintenance of extraction objects (required for the implementationof certain SAP notes)

NWS_PROJ Scope

Enter the following technical names:

TEMEXHCM for employee master data

TEMEXFIN for FIN objects

NWS_OBJ Technical name of the objects:

If your scope is TEMEXHCM, enter EMPLOYEE_FUND (Employee Basic Data).

If your scope is TEMEXFIN, enter one or more of the following:

o COST_CENTERS

o INTERNAL_ORDERS

o PROJECTS

For the exchange rate extractor, no authorization check for this object is needed.

Create a role in your SAP ERP system and assign the users that will be able to access this functionality.

Working with Extractors

You can start data extraction from transaction NWSDX. You first select the scope, and then choose one of thefollowing options:

Travel On Demand Extraction: HCM objects (Technical name: TEMEXHCM)

Travel On Demand Extraction: FIN objects (Technical name: TEMEXFIN)

Once you have selected the scope, select an object name and choose Generate Object. You must do this for everyobject you want to extract from SAP ERP.

Within each scope, you will find dedicated extractors for the different types of master data. When starting anextractor you can specify some selection criteria and additional control parameters.

SAP recommends that you save variants for each of your extractors. Each variant should contain appropriateselection criteria, and ideally the selection results of variants neither overlap nor omit any master data.



ExampleFor employee extraction, you can restrict the selection to certain company codes. If you have threecompany codes, 0001, 0002, and 0003, it makes sense to have the following set of variants:

o One variant for 0001

o One for 0002

o One for 0003

It would not make sense to have variants for 0001+0002 and 0002+0003 (company code 0002contained in both variants), or to have variants only for 0001 and for 0003 (company code 0002 notcovered by any variant).

Using these variants whenever you extract master data has two advantages:

It reduces the data volume per download

It supports consistent downloads as part of your recurring tasks as system administrator.

NoteIf you receive a dump when starting an extractor from transaction NWSDX, see SAP Note 1585336. ThisSAP Note refers to a program name for an extractor that is not relevant for SAP Cloud for Travel andExpense; however, the included procedure is the same for all extractors.

Extraction Logging

If you select the object-specific parameter Log skipped records on the selection screen of the extractor, a logentry will be created for each record that meets the selection criteria but is not extracted. The key of the recordand the reason why it is skipped will then be written into the extraction log. The log of the last extraction can beaccessed by choosing the link in the Last Extraction field of the extractor and then Display Log.

Note

We recommend that you activate logging only for test purposes and only for small data volumes becauseit has an impact on performance.

To delete logs for an extractor, select the extractor in the Object column of the selected scope, and thenchoose Delete Log.

Encryption/Decryption

For security reasons, SAP recommends that you transfer all master data in encrypted form. At download time,extractors offer you the option of writing files in encrypted format. As system administrator, you need to provide apassword.

When you upload to SAP Cloud for Travel and Expense, the password will be required for proper uploaddecryption. Make sure you follow the SAP standard guidelines for creating secure passwords.

Note

The upload side of SAP Cloud for Travel and Expense will accept both encrypted and non-encrypted files.This ensures that non-encrypted files from non-SAP master data sources can also be consumed.




However, this means that master data provided by non-SAP ERP systems is currently not as well-protected as master data from SAP ERP systems.

4.3.3 SAP Cloud for Travel and Expense: Manual Upload of SAPERP Data

Data downloaded from SAP ERP is uploaded to SAP Cloud for Travel and Expense semi-automatically, andrequires manual post-processing only in the event of errors.

Since master data upload is both a part of system setup and a recurring task during productive usage, thecorresponding tasks can be found in the Master Data Replication work center under Manual Replication.

For consistency reasons, the types of master data that you can import from SAP ERP cannot be maintainedmanually in SAP Cloud for Travel and Expense. If there are errors in the data in SAP Cloud for Travel and Expense,you have to correct the data in SAP ERP, export them and then import the new file into SAP Cloud for Travel andExpense.

Note

Imports overwrite one another. This means if you do not import files in the same sequence in which youcreated them in SAP ERP, the result will be obsolete data in SAP Cloud for Travel and Expense. To re-establish consistency between SAP ERP and SAP Cloud for Travel and Expense, you must extract thedata again, using the Include previous records or Enforce full extraction features respectively, and thenimport again into SAP Cloud for Travel and Expense.

4.3.4 Handling of Errors in Manual Master Data Uploads

Errors in master data transfer may occur due to the interdependency of the data or due to an incorrect setup ofdata in the SAP ERP system.

In general, master data must be maintained in the SAP ERP system and then transferred back to SAP Cloud forTravel and Expense. However, there are specific errors that need to be corrected in SAP Cloud for Travel andExpense by using the staging area user interface.

To view and process erroneous imports in SAP Cloud for Travel and Expense, go to Master Data Replication.

For specific cases and user interface details, see chapter 8 Troubleshooting of the SAP Cloud for Travel andExpense Master Guide.

4.3.5 Reporting Line Units

You can upload reporting line units to SAP Cloud for Travel and Expense, and then assign employees to thesereporting line units in addition to a cost center. The employee's main assignment will still be to the cost center, butassigning them to a reporting line unit as well allows you to maintain an organizational structure in SAP Cloud forTravel and Expense which better reflects that of your company.

To each reporting line unit, you can also assign:





A line manager

A hierarchy

Prerequisites

You have implemented BadI OTM_EMPL_ORG_ASSIGNMENT in your SAP ERP system.

Procedure

1. Download the data migration template from SAP Service Marketplace at http://service.sap.com/ondemandunder SAP Cloud for Travel and Expense November 2013 Version Data Replication Template - ReportingLine Units.

2. In your SAP ERP system, retrieve the names and technical information of the relevant reporting line units.

3. Enter this information (including the employees you want to assign to the reporting line units) in the datamigration template, and save the template in XML format.

4. In SAP Cloud for Travel and Expense, go to Master Data Replication Import Reporting Line Units andupload the template.

5. Go to Master Data Replication Import Reporting Line Units, and choose Replicate All.

Result

The reporting line units are uploaded to SAP Cloud for Travel and Expense. When you upload your employees (asdescribed in section 4.1.4 Employees), you can verify the assignments and hierarchy of the reporting line units inMaster Data Replication Show Organizational Structures (common task).

4.3.6 Employees

This section describes how to manually transfer employees from SAP ERP to SAP Cloud for Travel and Expense.

4.3.6.1 Extraction Logic

The employee master data records need to fulfill certain prerequisites. Otherwise, they are not considered for theextraction, regardless of the selection criteria that were entered in the extraction transaction.

You need to maintain the following info types:

o Info type 1001 (relationship of central person and personnel number). Note that it is possible to use BAdIOTM_EMPL_EMPLOYEE_ID instead of this but we advise you don't.

o Info type 0000 (Events)

o Info type 0001 (Organizational Assignment)

o Info type 0002 (Personal Data)

http://service.sap.com/ondemand



o Info type 0006 (Addresses) with one of the following subtypes:

o '1' Permanent Address

o '2' HOME Address

o '3' Mailing Address

o You can obtain the office data and the system preferences from the data stored under System UserProfile Own Data.

CautionThe company e-mail address must not exceed 40 characters.

If the address is longer than 40 characters, the system generates a new user ID. The user then has to usethis system-generated ID to log on to the SAP Cloud for Travel and Expense.

If you do not store the company e-mail address of your employees as described above, you need toimplement BAdI TOD_HCM_GET_OFFICE_COMM_DATA (Employees extractor: Get officecommunication data for an employee). In this case, the workplace address, office phone, and company e-mail address must all be provided by the BAdI.

The expense groups are taken from features ODT01 to ODT09.

Employee data

During initial download, all records that fit the given selection criteria are extracted. During subsequentdownloads, by default only those records are extracted which were created or for which changes relevant forSAP Cloud for Travel and Expense occurred on or after the day of the last extraction (“delta download”). If youwant to overrule this default behavior, select the Enforce full extraction indicator.

Time dependency of employee data

During initial download, an employee is exported only if there is an entry in table HR Master Record: Infotype0001 (Org. Assignment) (PA0001) valid on the current day. During subsequent downloads, if there is no validrecord for the current date, the last valid record for that employee is used.

Data consistency between SAP ERP and SAP Cloud for Travel and Expense

Users in SAP Cloud for Travel and Expense can only be created based on the employee master data recordsthat exist in SAP ERP. A manual creation of employees or users in SAP Cloud for Travel and Expense is notsupported. Administrative changes to existing employees (such as role assignment, or assignment of anadditional e-mail address is still possible).

There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud forTravel and Expense - for example, because the file with the extracted data was corrupted before it wasuploaded to SAP Cloud for Travel and Expense. To repair this, you can select the Enforce Full Extractionindicator. If you have this option activated, extraction behaves the same way as during initial download.

NoteSAP Cloud for Travel and Expense sends notification e-mails to the new users containing their user IDsand initial passwords. With this information, users can immediately log on to the system. Make sure thatyour system is prepared for productive use before you perform a mass upload of employee data.

If you use another SAP HCM system for the download of employee master data, you must have a separatecommunication system for it in place. Otherwise the upload will not work.

For more information about setting up a communication system, see section 2.1 Set Up CommunicationSystem [page 11].

The extraction data can be modified using BAdI NWS_EXT_DATA_EXTRACTION from the enhancement spotNWS_EXT_ES_DATA_EXTRACTION.



There is an example class: CL_ODT_EXAMPLE_EMPLOYEE_BASIC.

4.3.6.2 SAP ERP: Extract Employees

1. Run transaction NWSDX and, in the Scope field, select Travel On Demand Extraction: HCM objects.

2. From the list of objects, select Employee Basic Data.

3. Choose Execute Extraction.

4. On the Employee Basic Data screen, you can restrict your search.

5. Under Object-Specific Parameters, select Enforce full extraction and Log skipped records, if required.

6. In the Program Parameters section, in the Split output after # of records field, enter the number of recordsafter which the system will create a new file.

ExampleIf you set the value in this field to 200, and there are 560 employees, three files will be created: two thatinclude 200 records each and one that includes 160 records.

7. Choose Execute.

In the dialog box, enter a file name and save the .xml file to your local computer. A message indicating howmany records were extracted appears.

NoteIf the .xml files are created in non-encrypted form at SAP ERP download time, SAP recommends that youstore them on encrypted disk partitions. This ensures that only authorized staff has access to thissensitive data.

For disk encryption, you can use any product of your choice. As a freeware product you may consider, forexample www.truecypt.org.

These products ensure that any file written to the above mentioned disk partitions are encrypted. In turn,it will be decrypted as soon as it is read and uploaded to SAP Cloud for Travel and Expense.

The upload of the data to SAP Cloud for Travel and Expense is not critical, as the connection used here isprotected (encrypted) via SSL (HTTPS protocol).

8. To encrypt the employee data, choose Yes in the dialog box.

4.3.6.3 SAP Cloud for Travel and Expense: Import Employees

The following procedure describes how to import the employee records by using the .xml file extracted from SAPERP.

As there are dependencies between employee master data and cost centers, you should upload both master datatypes consecutively. The data records are uploaded to a staging area first. Here, the system checks the masterdata for consistency. Each cost center referenced in an employee master data record needs to have a matchingcost center master data record. Conversely, each person responsible assigned to a cost center needs to have amatching employee master data record.

http://www.truecypt.org/



Procedure

1. In Master Data Replication Import Employees.

The Migrate Employee Snapshot-Based Data screen appears.

2. Choose Upload and then one of the following options:

o Data from Migration Template

o Data from Text File

3. In the dialog box, browse to the file containing the employee master data records that you have extractedfrom SAP ERP, and choose Upload again.

The file appears now in the Source Files table.

4. Select the row for this file and choose Execute Migration.

A progress bar indicating the process appears, as well as a multiple-step wizard showing you the current stepof the process.

5. Follow the instructions provided by the wizard and complete the migration process. When requested,maintain the mapping between the values used in SAP ERP and in SAP Cloud for Travel and Expense. Onceyou have maintained the mapping, the system remembers it and only asks again if unknown values arecontained in an upload.

6. You can now view the status of records imported to SAP Cloud for Travel and Expense. To do so, in Masterdata Replication Import, choose Employees.

The employee master data records that have been uploaded will be post-processed in a nightly backgroundjob. This job triggers the following actions in SAP Cloud for Travel and Expense:

o Consistency check

o Creation of system users

o Assignment of user roles (the default role is Traveler)

o Sending notification e-mails to the users with the logon data (the password is sent in a separate e-mail)

4.3.6.4 Import Employees from Non-SAP ERP Systems

If you do not have an SAP ERP system, you need to enter (copy and paste) all employee master data records intothe XML template and use this file for the upload. You cannot enter or maintain employee master data in SAPCloud for Travel and Expense. This is to ensure consistency of employee master data across the differentsystems.

Procedure

1. You can retrieve an empty XML template for employee upload from SAP Service Marketplace: DataReplication Template - Employees. Fill the template with your data.

2. In Master Data Replication Import , choose Employees.

3. On the Migrate Employee Basic Data screen, upload the XML template to SAP Cloud for Travel and Expense.

https://websmp204.sap-ag.de/~sapidb/011000358700000254532013E/DataRepTem_Employee.xml

https://websmp204.sap-ag.de/~sapidb/011000358700000254532013E/DataRepTem_Employee.xml



4.3.6.5 SAP Cloud for Travel and Expense: Assign User Roles

When all the employee records are available in SAP Cloud for Travel and Expense (that is, after completion of thenightly background job), you have to assign one of the supported roles to specific users.

ExampleAll employees in the organization are defined as travelers (each employee might get to travel or submit anexpense report sometime) but only a few employees have the role of financial controller or auditor.

NoteWe recommend that you handle access rights by assigning roles to users rather than by assigning workcenters and views directly to users. The advantages of assigning access rights through roles areconsiderable:

o It eliminates the risk of a user accidently having authorizations to read or edit data to which he or sheshould not have unrestricted access.

o There is much less maintenance effort involved when you have to edit access rights later, forexample, after an upgrade. You only have to edit the access rights associated with the role and notthe individual user’s access rights.

The following procedure describes how to assign a role to the users in SAP Cloud for Travel and Expense.

Procedure

1. Go to Application and User Management Business.

2. Enter search criteria - for example, the name or the employee ID.

3. The Employee List appears, containing all matching records that were successfully imported.

4. Select a user and choose Edit.

The User Details: <USER NAME> screen appears.

5. Under Access Details Access As, select the checkbox (or checkboxes) that reflects the user role.


For information on roles and authorizations, see the relevant documentation in the Application and UserManagement work center and in the Security section of the SAP Cloud for Travel and Expense Master Guide.

4.3.7 Cost Centers

This section describes how to manually transfer cost centers from SAP ERP to SAP Cloud for Travel and Expense.


This section explains the extraction logic for cost centers.




Prerequisites for initial download

The cost center master data records need to fulfill certain prerequisites, otherwise they will not be consideredfor the extraction, regardless of the selection criteria entered in the extraction transaction. The following dataneeds to be maintained in the SAP ERP system:

o A valid person responsible needs to be maintained

o No posting locks must be active (see tab Control in SAP ERP cost center maintenance) which means thatposting of actual costs must be allowed for this cost center.

Note

In SAP ERP, you can define several validity periods for a cost center. The current version of SAP Cloud forTravel and Expense, however, supports only one validity period for cost centers. As such, SAP Cloud forTravel and Expense stores only the most recent validity period transferred from SAP ERP.

This means that, in certain cases, travelers can select a cost center which is no longer valid at the time ofthe trip, or not be able to select a cost center which, at the time of the trip, would have been still valid.

RecommendationIf you use several validity periods for cost centers, or if you occasionally change the status of the postinglock, we recommend that you proceed as follows:

Replicate your changes immediately before or after the point in time when the status change becomeseffective.

In addition, travelers should finalize their expense reporting as early after completion of the trip aspossible.

Determination of the correct person responsible

The employee master data records in SAP Cloud for Travel and Expense have the same employee ID as theemployee master records in your SAP ERP system.

To be able to use the cost centers from SAP ERP in SAP Cloud for Travel and Expense, the employee ID of theperson responsible for the cost center must be determined.

There is no default logic for this.

You need to implement method IF_TOD_FIN_DET_ID_CC_RESP~DETERMINE_RESPONSIBLE(“Determine responsible PERNR or PERSONID of a cost center”) of BAdITOD_FIN_DET_ID_CC_RESPONSIBLE.

If you know the user name of the responsible person, function module ODT_GET_PERNR_FOR_USER canserve as a guideline for your implementation. You may need to call remotely from your FIN system to yourHCM system to retrieve the employee ID.

Subsequent downloads

During subsequent downloads, by default the only records extracted are those that were newly created or forwhich changes relevant for SAP Cloud for Travel and Expense occurred on or after the day of the lastextraction (“delta download”). If you want to change this default behavior, ensure to select the Includeprevious records indicator.

Time dependency of cost center data

During initial download, a cost center is exported only if it is valid on the current day. During subsequentdownloads, if there is no valid record for a previously exported cost center for the current date, the last validrecord for that cost center is used.

Cost center description (short text)



The description (short text) of a cost center is extracted in the language of the corresponding company code.If the description is not maintained in that language, the cost center ID and a default text are written into thedescription field of the export file.


The cost centers in SAP Cloud for Travel and Expense can only be created based on the cost center masterdata records that exist in SAP ERP. Manual creation of cost centers in SAP Cloud for Travel and Expense isnot supported.

There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud forTravel and Expense, for example, because the file with the extracted data was corrupted before it wasuploaded to SAP Cloud for Travel and Expense. To repair this, you can select the Include Previous Recordsindicator. If you have this option activated, not only the delta is extracted but also everything that has everbeen extracted (regardless of whether any changes occurred in the meantime).

4.3.7.2 SAP ERP: Extract Cost Centers

1. Run transaction NWSDX and, in the Scope field, choose TOD_FIN – Travel On Demand Extraction: FIN objects.

2. From the list of objects, choose COST_CENTERS.

3. Choose Execute Extraction.

The Extraction COST_CENTERS screen appears. Here you can restrict your search.

4. Under Object-Specific Parameters, you can select the Include previous records and Log skipped recordsindicators if required.

5. Under Program Parameters, in the Split output after # of records field, you can enter the number of recordsafter which the system will create a new file.

ExampleIf you set the value in this field to 50, and there are 85 cost centers, two files will be created:

one that includes 50 records and one that includes 35 records.

6. In the dialog box, enter a file name and save the .xml file to your local computer.

A message indicating how many records were extracted appears.

Note

The description of cost centers will always be extracted in the language maintained for the company code(field T001-SPRAS). If there is no text available in this language, then the description will be filled with theIDs of the controlling area and cost center, plus a text indicating that there was no description in the givenlanguage. If the .xml files are created in non-encrypted form at ERP download time, we recommend thatyou store them on encrypted disk partitions. This ensures that only authorized staff has access to thissensitive data.

7. To encrypt cost center data, choose Yes in the dialog box.



4.3.7.3 SAP Cloud for Travel and Expense: Import Cost Centers

You can only create the cost centers in SAP Cloud for Travel and Expense based on the cost center master datarecords that exist in SAP ERP. The following procedure describes how to import the cost center records by usingthe .xml file extracted from SAP ERP.

Prerequisite

You have performed the activities described in section 2.2 Set Up Companies and Company Codes [page 12].

Procedure

1. In Master Data Replication Import Cost Centers, choose Upload Cost Centers.

2. Choose Actions Create, specify a file name, and choose Create.

3. On the Edit Source File screen, choose Save and Close.

4. Select your new (empty) file and choose Actions Download.

NoteMake sure that your browser settings permit the download.

You can enter your data into this file and upload it to SAP Cloud for Travel and Expense as follows:

1. In Master Data Replication Import Cost Centers.

2. Assign the Approver role to all cost center owners as described in section 4.1.4.4 SAP Cloud for Travel andExpense: Assign User Roles [page 38].

4.3.8 Currency Exchange Rates

This section describes how to manually transfer currency exchange rates from SAP ERP to SAP Cloud for Traveland Expense.


This section explains the extraction logic for currency exchange rates.

Data Selection

In the extraction process, you can enter date ranges that are related to the validity date of the exchange rates.During the download, all records meeting the given selection criteria are extracted. Even in cases when youextract exchange rates with the same validity date multiple times, this would be recognized in the upload bythe system. Nevertheless you should try to narrow down the date range in the extraction process to reducethe amount of downloaded records to the required minimum.

Negative Exchange Rates



It is not possible to upload negative exchange rates. Therefore all negative exchange rates in SAP ERP areconverted during download to positive exchange rates. For example, USD/EUR = -0,75 will be transformed toEUR/USD = 1,33.

Exchange Rate Factors

In SAP ERP, it is possible to maintain exchange rate factors (example: EUR:JPY = 1:100). This is not possiblein SAP Cloud for Travel and Expense. For that reason, these factors will be used to calculate the exchangerates during download.

Validity Date and Exchange Rate History

If the .xml upload file contains a currency whose Valid from date is older than the Valid from date for thiscurrency in SAP Cloud for Travel and Expense, the uploaded rates can be found using View Exchange RateHistory.

Valid Currencies

Not all currencies that are available in SAP ERP or can be created in SAP ERP can be replicated to SAP Cloudfor Travel and Expense. Only the three-letter ISO codes for official currencies currently in use are allowed.

4.3.8.2 SAP ERP: Extract Currency Exchange Rates

To be able to use the same currency exchange rates from SAP ERP in SAP Cloud for Travel and Expense, you haveto download all relevant currency exchange rate data records from the SAP ERP system and upload them to SAPCloud for Travel and Expense.

Procedure

1. Run transaction NWSDX and, in the Scope field, select Travel On Demand Extraction: FIN objects.

2. From the list of objects, select EXCHANGE_RATES, and choose Execute Extraction.

3. On the Extraction EXCHANGE_RATES screen, you can restrict your search.

Fields Value

Primary Selection section

Exch. rate type field

You can specify which exchange rate type shall be used.You can enter M to use the standard translation at theaverage rate, or select a different type based on yourrequirements.

Primary Selection section

From currency and To currency fields

You can select one or multiple currencies that shall beextracted.

Program Parameters section

Split output after # of records field

You can enter the number of records after which thesystem will create a new file.

ExampleIf you set the value in this field to 50, and there are 85 currency exchange rates, two files are

created: One that includes 50 records and one that includes 35 records.

4. Choose Execute.





6. On the Networked Solutions Initial Load Extraction screen select the object EXCHANGE_RATES and chooseDisplay Statistic.

A dialog box appears and provides you with detailed information of the last extraction.

7. In the File Statistic table select the entry and choose Display Log.

8. If the table Message Supplement contains error messages (such as File includes missing ISO codes)you need to open the generated XML file with an appropriate application (for example, Microsoft © Excel) andcorrect these errors manually before uploading these data records to SAP Cloud for Travel and Expense.

4.3.8.3 SAP Cloud for Travel and Expense: Import CurrencyExchange Rates

You can enter currency exchange rates manually or upload them using the .xml file extracted from SAP ERP.

The following describes how you can import the currency exchange rate records by using the .xml file extractedfrom SAP ERP.

1. In Travel Admin Common Tasks , choose Update Exchange Rates.

2. Choose Import - From Microsoft Excel and select the file to be uploaded.

3. Choose Save.

4.3.8.4 Import Currency Exchange Rates from Non-SAP ERPSystems

If you do not have an SAP ERP system, you can either maintain all currency exchange rates manually in SAP Cloudfor Travel and Expense, or you can use the same XML template as used by SAP ERP.

If you choose the .xml option, you need to enter (copy and paste) the required information manually in thetemplate.

For more information, see the following documents:

Upload Currency Exchange Rates from non-SAP ERP Systems

Template

Go to SAP Service Marketplace at https://service.sap.com, then choose Installation & Upgrade GuidesCloud Solutions from SAP SAP Cloud for Travel and Expense November 2013 Version.

Download the Sample File: Currency Exchange Rates Upload file.

4.3.8.5 SAP Cloud for Travel and Expense: Manually CreateCurrency Exchange Rates

1. In Travel Admin Common Tasks, choose Update Exchange Rates.

https://service.sap.com/~sapidb/011000358700000918932012E/ODT_Currency_nonERP.pdf

https://service.sap.com/



2. On the Exchange Rates for Foreign Currencies screen, choose Add Row.

3. Select the new line you created, and complete the fields in table Current Exchange Rates.


For more information, see Setting Up Exchange Rates in the Help Center.

4.3.9 Internal Orders

This section describes how to manually transfer internal orders from SAP ERP to SAP Cloud for Travel andExpense.

NoteWe recommend that you transfer internal orders using the IDoc replication method as described insection 4.1 Master Data Replication Using IDocs [page 26].

This section explains the extraction logic for internal orders. Data extraction of internal orders and projectsfollows the same principles.


This section explains the extraction logic for the manual replication of internal orders.


The internal order and project master data records need to fulfill certain prerequisites. If they do not, they willnot be considered for the extraction, regardless of the selection criteria entered in the extraction transaction.The following data needs to be maintained in the SAP ERP system:

o A valid person responsible needs to be maintained (see next bullet point for details)

o Posting of actual costs must currently be allowed

Determination of the correct person responsible

The employee master data records in SAP Cloud for Travel and Expense have the same employee ID as theemployee master records in your SAP ERP system.

To be able to use the internal orders from SAP ERP in SAP Cloud for Travel and Expense, the employee ID ofthe person responsible for the internal order must be determined. There is no default logic for this.

You need to implement method IF_TOD_FIN_DET_ID_IO_RESP~DETERMINE_RESPONSIBLE (Determineresponsible PERNR of an internal order) of BAdI TOD_FIN_DET_ID_IO_RESPONSIBLE.

The function module ODT_GET_PERNR_FOR_USER can serve as a guideline for your implementation.However, you may need to call remotely from your FIN system to your HCM system to retrieve the employeeID if you only have the user name.


During subsequent downloads, by default the only records extracted are those which are new or for whichchanges relevant for SAP Cloud for Travel and Expense occurred on or after the day of the last extraction(“delta download”). If you want to change this default behavior, make sure that you select the Include previousrecords indicator.




Internal orders in SAP Cloud for Travel and Expense can only be created based on the internal order masterdata records that exist in SAP ERP. Manual creation of these objects in SAP Cloud for Travel and Expense isnot supported.

There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud forTravel and Expense, for example, because the file with the extracted data was corrupted before it wasuploaded to SAP Cloud for Travel and Expense. To repair this, you can select the Include Previous Recordsindicator. If you have this option activated, not just the delta is extracted but also everything that has everbeen extracted (regardless of whether any changes occurred in the meantime).

4.3.9.2 SAP ERP: Extract Internal Orders

1. Run transaction NWSDX and, in the Scope field, select TOD_FIN – Travel On Demand Extraction: FIN.

2. From the list of objects, choose INTERNAL ORDERS and choose Execute Extraction.

3. On the Extraction INTERNAL_ORDERS screen, you can restrict your search.

4. In the Object-Specific Parameters section, you can select the indicators Include previous records and Logskipped records if required.

5. In the Program Parameters section, in the Split output after # of records field, you can enter the number ofrecords after which the system will create a new file.

ExampleIf you set the value in this field to 50, and there are 85 internal orders, two files will be

created: One that includes 50 records and one that includes 35 records.



4.3.9.3 SAP Cloud for Travel and Expense: Import InternalOrders

The following procedure describes how to import internal order records by using the .xml file extracted from SAPERP.

You can only create internal orders in SAP Cloud for Travel and Expense that are based on the internal ordermaster data records that exist in SAP ERP.

Prerequisite

You have imported the employee responsible for the internal order.

Procedure

1. In Master Data Replication Manual Replication, choose Other Cost Objects.

2. Choose Upload. In the dialog box, browse to the file containing the employee master data records that youhave extracted from SAP ERP, and choose Upload again.





A progress bar appears, as well as a multiple-step wizard showing you the current step of the process.

4. Follow the instructions provided by the wizard and complete the migration process. When requested,maintain the mapping between the values used in SAP ERP and in SAP Cloud for Travel and Expense.

Do not change the suggested values; simply confirm them. Once you have maintained the mapping, thesystem will remember it and only ask again if some unknown values are contained in an upload.

You can see the imported internal orders in Master Data Replication Display Other Cost Objects.

4.3.10 Projects

This section describes how to manually transfer projects from SAP ERP to SAP Cloud for Travel and Expense.

NoteWe recommend that you transfer projects using the available IDoc replication as described in section 4.1Master Data Replication Using IDocs [page 26].

This section explains the extraction logic for projects. Data extraction of internal orders and projects follows thesame principles.



The project master data records need to fulfill certain prerequisites. If they do not, they will not be consideredfor the extraction, regardless of the selection criteria entered in the extraction transaction. The following dataneed to be maintained in the SAP ERP system:

o A valid person responsible need to be maintained (see also next bullet point for details).

o Posting of actual costs must currently be allowed

Determination of the correct person responsible (Project)

The employee master data records in SAP Cloud for Travel and Expense must the same Employee ID as theemployee master records in your SAP ERP system.

To be able to use the projects from SAP ERP in SAP Cloud for Travel and Expense, the employee ID of theperson responsible for the project must be determined.

By default, the content of the field Number of the responsible person (project manager) (field PRPS-VERNR) isused, but you may override this if you implement method

IF_TOD_FIN_DET_ID_WBS_RESP~DETERMINE_RESPONSIBLE Determine responsible PERNR or PERSONIDof a WBS element (project) of BAdI TOD_FIN_DET_ID_WBS_RESPONSIBLE.


During subsequent downloads, by default the only records extracted are those which are newly or for whichchanges relevant for SAP Cloud for Travel and Expense occurred on or after the day of the last extraction(“delta download”). If you want to change this default behavior, make sure you select the Include PreviousRecords indicator.




Projects in SAP Cloud for Travel and Expense can only be created based on the project master data recordsthat exist in SAP ERP. A manual creation of these objects in SAP Cloud for Travel and Expense is notsupported.

There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud forTravel and Expense, for example, because the file with the extracted data was corrupted before it wasuploaded to SAP Cloud for Travel and Expense. To repair this, you can select the Include Previous Recordsindicator. If you have this option activated, not only the delta is extracted but also everything that has everbeen extracted (regardless of whether any changes occurred in the meantime).

4.3.10.2 SAP ERP: Extract Projects

1. Run transaction NWSDX and, in the Scope field, select TOD_FIN – Travel On Demand Extraction: FIN.

2. From the list of objects, select PROJECTS, and choose Execute Extraction.

The Extraction PROJECTS screen appears where you can restrict your search.

3. In the Object-Specific Parameters section, select the Include Previous Records and Log Skipped Recordsindicators, if required.

4. In the Program Parameters section, in the Split output after # of records field, you can enter the number ofrecords after which the system will create a new file.

ExampleIf you set the value in this field to 50, and there are 85 projects, two files will be created: one that includes50 records and one that includes 35 records.


A message appears indicating how many records were extracted.

4.3.10.3 SAP Cloud for Travel and Expense: Import Projects

The projects in SAP Cloud for Travel and Expense can only be created based on the project master data recordsthat exist in SAP ERP. The following procedure describes how to import the project records by using the .xml fileextracted from SAP ERP.

Prerequisite

You have already imported the employee responsible for the project.

Procedure


2. Choose Upload.

3. In the dialog box, browse to the file containing the employee master data records that you have extractedfrom SAP ERP, and choose Upload again.

The file now appears in the Source Files table.






6. Do not change the suggested values, simply confirm them. Once you have maintained the mapping, thesystem will remember it and only ask again if some unknown values are contained in an upload.

Unlike employee imports, project imports do not produce inactive data in SAP Cloud for Travel and Expense.You can immediately see the imported projects in Master Data Replication Display Other Cost Objects.

4.3.11 Networks and Network Activities

Using report ODTF_REPL_CO_NETWORK, you can download networks in a CSV file. Instead of a receiver system,a file name has to be provided. Optionally the CSV file can be encrypted (this is recommended for productivedata.) You can then upload the generated file.

Procedure


2. Choose Upload.

In the dialog box, browse to the file containing the networks that you have extracted from SAP ERP, and chooseUpload again.

The file now appears in the Source Files table.




5. Do not change the suggested values, simply confirm them. Once you have maintained the mapping, thesystem will remember it and only ask again if some unknown values are contained in an upload.

Unlike employee imports, network imports do not produce inactive data in SAP Cloud for Travel and Expense.You can immediately see the imported projects in Master Data Replication Display Other Cost Objects.

4.3.12 Alternative Approvers

This section describes how to manually assign approvers in SAP Cloud for Travel and Expense, overwriting thedefault assignment of approvers according to owners of cost objects.

NoteYou can upload and assign multiple approvers at once. However, we recommend that you upload andassign no more than 1000 approvers at any one time, otherwise performance issues and timeouts mayoccur.



4.3.12.1 Create List of Approvers

Prerequisites

You have downloaded the Microsoft Excel template called Template for Manually Uploading Approvers from SAPService Marketplace at http:service.sap.com/ondemand under SAP Cloud for Travel and Expense.

Procedure

1. Open the template and go to the Work Distribution Rules tab.

2. Enter the following information about the approvers:

WorkCategory

Work

DistributionRule ID

Valid From Valid To Priority EmployeeID

ODT_CUSTOM_DEFINED_APPROVER

Enter a

designationfor

theapprover.

Enter a valid-from

date:

Enter a valid-todate.

0 Enter theemployeeID

of theapprover.

NoteWhen entering the valid-from date, be aware of the following:

o The date has to fall within the access period of the approver. For example, if an approver's accessperiod starts on 05/01/2012, you can't enter a valid-from date of 04/31/2012.

o If you don't specify a valid-from date, today's date is used by default.

Note

When entering the valid-to date, be aware of the following:

o The date has to fall within the access period of the approver. For example, if an approver's accessperiod ends on 10/01/2012, you can't enter a valid-to date of 10/02/2012.

o If you don't specify a valid-to date, today's date is used by default.

Example

Work Category Work

DistributionRule ID

Valid From Valid To Priority Employee ID


APPROVER_01

01/01/2012 12/31/2015 0 APP000001


APPROVER_02

0 APP000002

Once you have entered all required approvers, you need to specify which employees they will act asapprovers for.




3. Go to the Work Distr. Rules Details tab and enter the following mandatory information:

Work Category Work Distribution RuleID

Characteristic Include orExclude

Type From Identifier


Enter the designationof one of the approversyou defined in theprevious step.

EMPLOYEE I 1 Enter the

employee's ID.

4. Save your entries, and close the file.

4.3.12.2 Upload List of Approvers

Once you have created your list of approvers, you're ready to upload it to SAP Cloud for Travel and Expense.

1. In SAP Cloud for Travel and Expense, go to Travel Admin Approver Assignment Manually AssignApprovers.

2. Choose Upload.

3. Browse to the Microsoft Excel file, enter a description if necessary, and choose Upload again.

4. Choose Execute Migration.

5. Follow the onscreen instructions to complete the migration of the file.

As soon as the file has finished migrating, the new approver / employee relationships you defined are active inSAP Cloud for Travel and Expense.

NoteIf you upload another Microsoft Excel file, the information in this file overwrites all the previousinformation you uploaded. For example, if you want to add a new approver / employee pair, and upload aMicrosoft Excel file with just this line, it will overwrite all the previous lines you previously uploaded andyou will be left with only the new line. For this reason, it is important that you ensure the information in theMicrosoft Excel file contains information on all current manually assigned approver / employee pairs inyour company before you upload it.

4.3.12.3 Edit List of Approvers

It may occur that you need to make changes to the list of approvers you uploaded. If these changes are minor —for example, if one approver leaves the company and you simply need to assign someone new — you have theoption of using the following method rather than uploading an entirely new Microsoft Excel file.

1. In SAP Cloud for Travel and Expense, go to Travel Admin Approver Assignment Manually AssignApprovers.

A list of all the approvers you assigned in your Microsoft Excel file appears.

2. Choose Edit and, depending on what you want to do, proceed as follows:



Task Steps

To assign new employees to an approver 1. Click on the approver's name.

A list of all the employees assigned to that approver appears.

2. Choose Add Item.

3. Search for the employee, and choose OK.

4. Once you have added all necessary new employees, chooseSave.

To unassign employees from an approver 1. Click on the approver's name.

A list of all the employees assigned to that approver appears.

2. Highlight the employee you want to unassign, and chooseRemove.

3. Once you have unassigned all necessary employees, chooseSave.

To replace an approver 1. Click the icon beside the approver's name.

2. Search for the new approver by name or ID, then choose Go.

3. Double-click the new approver's name.

The new approver is assigned, and is now responsible for all thesame employees as the old approver.

NoteIf you upload a new Microsoft Excel file, the information in that file overwrites all information you havespecified previously, including changes you make in Manage Manually Assigned Approvers. For example,APPROVER_01 leaves your company, so in Manage Manually Assigned Approvers you removeAPPROVER_01 and replace him with APPROVER_03. Several weeks later, you upload a new MicrosoftExcel file in which APPROVER_01 is mistakenly still entered as an approver. The information in theMicrosoft Excel file overwrites the earlier changes you made, and APPROVER_01 is once again assignedas an approver in the system even though he no longer works at your company. For this reason, it isimportant that you ensure the information in the Microsoft Excel file is always up to date before youupload it.

4.3.13 Business Partner Master Data

1. In Master Data Replication Manual Replication, choose Customers.

The Migrate Customers screen appears.

2. Choose Actions and then Download to download the Microsoft Excel® template in .xml format.

3. Make your entries in the template by following the instructions on the Introduction worksheet.

4. Once you have the file with the business partner master data records that you have extracted from yoursource system, click Upload. In the dialog box, browse to the file, and click Upload again.


5. Select the row for this file and click Execute Migration.




6. Follow the instructions provided by the wizard and complete the migration process.

SAP Cloud for Travel and ExpenseDefining Business Settings for FI Posting


5 Defining Business Settings for FI Posting

5.1 SAP ERP: Define Mapping of Employee to Vendor

The SAP Cloud for Travel and Expense system sends the personnel number of the employee who is going to bereimbursed. In the Financials system, a payables item is created for the vendor that is assigned to the employee.This is true when you handle payments from your FI system.

If you also use SAP ERP HCM in your central financials system, you can execute the report RPRAPA00 to get thevendor accounts for the employee master data automatically created.

If the employee numbers in your SAP Cloud for Travel and Expense system are not equal to the employeenumbers in your SAP ERP HCM system, or if you use a legacy HCM system, you have to execute the followingsteps to create the vendor accounts:

1. To enter a personnel number, even though no employee info type exists in the system, you have to disable thevalue check in the vendor master.

You do this in Customizing for Personnel Management Organizational Management Basic SettingsData Model Enhancement Relationship Maintenance Maintain Relationships. Open the RelationshipAbbreviation folder and set entry PERNR EXCHK to space.

2. Create a vendor in your central financials system using transaction FK01.

3. In the accounting information view, enter the personnel number from your SAP Cloud for Travel and Expensesystem for this vendor.

5.2 SAP ERP: Define Mapping of Payment Card Issuer to Vendor

SAP Cloud for Travel and Expense allows the use of company credit cards for paying expense items. In thisscenario, expenses are reimbursed directly to the credit card.

If you want to use this business process, you have to map the Alias Vendor defined for the payment card issuer inyour SAP Cloud for Travel and Expense system to a vendor account in your central financials system.

Procedure

1. You define the account determination in Customizing for Financial Accounting (New) Travel ManagementTravel Expenses Transfer to Accounting Conversion of Symbolic Account to Expense Account.

NoteIf switch EA-TRV is inactive, this Customizing path is unavailable. In this case, access the Customizingactivity directly using transaction PRT3.

2. In the following screen, choose Customer/vendor trip costs postings (/transaction HRP).

3. Enter your chart of accounts.



4. In the General modification field, enter the Alias Vendor from your SAP Cloud for Travel and Expense system,and in the Account field enter the desired vendor account from your central financials system.

5.3 SAP ERP: Convert Employee ID

When replicating employee master data, you can use BAdI OTM_EMPL_EMPLOYEE_ID to replace the employee IDthat comes from your HCM system with a different ID. You might do this, for example, if you use more than oneHCM system and the employee IDs are not unique.

If you have implemented BAdI OTM_EMPL_EMPLOYEE_ID to replace the personnel number in your HCM systemwith a different ID, you now need to convert this ID back to the employee ID that is known in the FI system.

Procedure

You define the replacement of the employee ID in Customizing under Cross-Application ComponentsPredefined ALE Business Processes SAP Cloud for Travel and Expense with Integrated SAP ERP FinancialsBusiness Add-Ins for Customer Adjustments in the Central FI System BAdI: Consider Customer-Specific Fields inthe Central FI System.

5.4 SAP Cloud for Travel and Expense: Manage SAP ERPAccounts

Once an expense report is approved, the employee is reimbursed. To enable the recording of the financialpostings resulting from the reimbursement process, you need to specify in SAP Cloud for Travel and Expensewhich G/L accounts are involved in those transactions in SAP ERP.

In SAP Cloud for Travel and Expense, you can only use symbolic accounts, not the actual G/L accounts. That'swhy you have to map symbolic accounts to actual G/L accounts.

You can add new symbolic accounts, and view and edit the descriptions of symbolic accounts you already copiedfrom SAP ERP.

Prerequisite

You have set up G/L accounts in your financials system.

Procedure

1. In Business Configuration Implementation Projects, choose First Implementation.

2. Choose Open Activity List and, in the Fine-Tune step of the guided procedure, call up Manage ERP Accountsand Vendors.

3. Click Manage ERP Accounts and Vendors.



On the Accounts tab, a list of existing G/L accounts in SAP Cloud for Travel and Expense appears.

4. Do one of the following:

o To edit account details, select a table row. You can modify the description but not the Account ID.

o To remove an account, select a table row, and choose Delete.

NoteYou cannot remove an account if it has already been used in a saved document.

o To add an account, choose Add Row and complete the following fields:

o Account ID — the symbolic representation of the account used in SAP ERP for recording financialtransactions related to expenses.

o Description


5.5 SAP ERP: Define G/L Account Determination

In SAP Cloud for Travel and Expense, expenses are assigned to General Ledger Account Aliases, which are justsymbolic accounts or representations of actual G/L accounts. To use the standard account determinationfunctionality from your central financials system, you have to map these symbolic accounts to actual G/Laccounts.

Procedure

1. Go to Customizing under Financial Accounting (New) Travel Management Travel Expenses Transfer toAccounting Conversion of Symbolic Account to Expense Account

Note

If switch EA-TRV is inactive, this Customizing path is unavailable. In this case, access the Customizingactivity directly using transaction PRT3.

2. On the following screen, either choose Trip costs postings, expense accounts or run transaction HRT.


4. On the Maintain FI Configuration: Automatic Posting - Rules screen select General Modification and save.

Enter the General Ledger Account ID from your SAP Cloud for Travel and Expense system in the GeneralModification field, and the relevant GL account number from your central financials system in the Account field.

5.6 SAP Cloud for Travel and Expense: Set Up Expense Types

SAP Cloud for Travel and Expense comes with a set of predefined expense types for the most common expenses,such as Hotel, Train, and Breakfast. As a system administrator, you can add new expense types. When adding anew expense type, setting an account is mandatory.



Procedure

1. Go to Business Configuration Implementation Projects, choose First Implementation.

2. Choose Open Activity List and in the Fine-Tune step of the guided procedure, call up Expense Reporting -<Country Version>.

3. Choose Edit expense types.

A list of existing expense types appears.

4. Choose Add Row and enter all the necessary information on the tabs under Details below.

5. On the Definition tab, enter the Valid From and Valid To dates. Select the Expense Category.

NoteThe expense category determines what information the traveler has to enter. For example, anything withthe Lodging expense category requires the traveler to enter check-in / checkout dates and number ofnights, the Entertainment expense category requires the traveler to enter the number of attendees, andso on.

6. Select the appropriate checkbox under the following table columns:

o Used in Receipt-Based Expense Reports

o Used in Period-Based Expense Reports

o Used in Trip-Based Expense Reports

7. Select the appropriate Tax Code Group and Payment/Taxation.

8. [OPTIONAL]: On the Maximum Amounts tab, specify a maximum amount that employees will be allowed tospend on this expense type.

9. On the Account Determination tab, enter the Expense account for this expense type.


5.7 SAP ERP: Define Document Type

To transfer expense reports from SAP Cloud for Travel and Expense to the Accounts Payable (FI-AP) componentof your SAP ERP financials system, you must make Customizing settings. You have to define under whichdocument type the travel expenses are posted in your central Financials system.

Procedure

You define the document type in customizing under Cross-Application Components Predefined ALE BusinessProcesses Cross-Application Business Processes SAP Cloud for Travel and Expense with Integrated SAP ERPFinancials Define Document Type for Travel Expenses.

For more information, see the documentation of this customizing activity.



5.8 SAP ERP: Change Posting Date

You use BAdI BADI_DCFL_FIN_PREP_TV to change the posting date of an expense report in the case that thefinancial period of the expense report has been already closed.

NoteIf you change the posting date of an expense report, reconciliation between the SAP Cloud for Travel andExpense system and the FI system is no longer possible, since the posting date is different in the twosystems.

Prerequisite

You have implemented SAP Note 1654289.

Procedure

You change the posting date in Customizing under Cross-Application Components Predefined ALE BusinessProcesses Cross-Application Business Processes SAP Cloud for Travel and Expense with Integrated SAP ERPFinancials Business Add-Ins for Customer Adjustments in the Central FI System BAdI: Change Posting Datefor Expense Reports.

For more information, see the documentation of this Customizing activity.

5.9 SAP ERP: Configure Derivation of Tax Code in Central FISystem

You must define tax code mappings if the expense reports that are transferred from your SAP Cloud for Traveland Expense system into the central FI system contain tax data and you want to post them on separate accounts.Depending on your country version of SAP Cloud for Travel and Expense, you might have to make country-specific tax settings. You can see a list of all these country-specific tax settings on SAP Service Marketplace athttp://service.sap.com/ondemand SAP Cloud for Travel and Expense August 2013 Version Country-Specific Tax Settings.

NoteIf the expense reports in your SAP Cloud for Travel and Expense system do not contain tax-relevantinformation - for example, for the US - you can ignore this activity.

Procedure

You define the tax code mapping in Customizing under Cross-Application Components Predefined ALE BusinessProcesses Cross-Application Business Processes SAP Cloud for Travel and Expense with Integrated SAP ERPFinancials Configure Derivation of Tax Code in Central FI System.





For more information, see the documentation of this Customizing activity.

5.10 SAP ERP: Activate Payment Notification

Expense reports sent to your financials system trigger the posting of payable items for the employee in thefinancials system. When payable items are cleared (which is normally done by the automatic payment run), theemployee is reimbursed. This information can be sent to the SAP Cloud for Travel and Expense system using apayment notification.

Whenever a payable item of an employee is cleared, this is tracked by creating a so-called ALE change pointer. Inother words: if you want the financials system to send payment notifications, you have to activate these changepointers.

Procedure

To activate the change pointer, execute the following Customizing activities:

1. Activate the change pointer in Customizing for SAP NetWeaver under Application Server IDoc Interface /Application Link Enabling (ALE) Modelling and Implementing Business Processes Master DataDistribution Replication of Modified Data Activate Change Pointers – Generally.

2. Activate the change pointer for the message type used by the PaidConfirmation message. You do this inCustomizing for SAP NetWeaver under Application Server IDoc Interface / Application Link Enabling (ALE)

Modelling and Implementing Business Processes Master Data Distribution Replication of Modified DataActivate Change Pointers for Message Type.

3. Set message type FIN_DCFL_TV_PAY_CONF to active.

If the corresponding table entry does not exist, you need to create it.

5.11 SAP ERP: Schedule Program to Send the PaymentNotification

To send payment notifications for cleared payable items tracked by the change pointer, you have to regularlyschedule the program that analyzes the change pointers in your financials system.

This program creates IDocs for the specified message type from the change pointers, sends them to the recipient(SAP Cloud for Travel and Expense) system, and flags the change pointers for this message type as processed.Note that the program uses the distribution model to determine the recipient group for this message type.

Procedure

To run the report, use transaction BD21 (program RBDMIDOC - Creating IDOC Type from Change Pointers) andenter message type FIN_DCFL_TV_PAY_CONF.

We recommend that you schedule the program regularly (at least after each payment run) to provide up-to-datedata for the SAP Cloud for Travel and Expense system. If this cannot be done for performance reasons, then it



should at least be synchronized with the company payment runs. If the company reimburses travel expenses onspecific dates only, the report that sends the payment notifications should be scheduled for the same date.

For more information, see the SAP Library for SAP NetWeaver at http://help.sap.com and search for JobScheduling Explained.

http://help.sap.com/


SAP Cloud for Travel and ExpenseDefining Business Settings for HCM Processing

6 Defining Business Settings for HCMProcessing

This chapter is only relevant for payments and/or taxation using SAP ERP HCM. It addresses your HR systemadministrator and your HR consultant.

Prerequisites

You have set up your SAP ERP HCM communication system as described in section 2.1 Set UpCommunication System [page 11].

You have set up the communication arrangement for your SAP ERP HCM system as described in section 2.4Set Up HCM Communication Arrangement [page 16].

You have completed all the activities described in chapter 4 Replication Master Data from SAP ERP [page 26].

6.1 SAP Cloud for Travel and Expense: Set Up IntegrationConfiguration

To use the supported SAP ERP HCM scenarios productively in your SAP Cloud for Travel and Expense system,you have to define your integration type – based on company level - and configure it accordingly.

NoteIn a productive environment, changing the integration type (for example, from FI payment to HRpayment) will not have any effect on expense reports that have already been transferred. In addition, anysubsequent transfers of these expense reports will always use the same integration type as the initialtransfer.

Procedure

1. In Application and User Management under Input and Output Management, choose Integration Configuration.

2. Choose New and complete the fields as follows:

Column Description

Company Code ID Select the company code you have defined in section 2.2Set Up Companies and Company Codes [page 12].

Examples:

TRAVEL_ODW3_US1_01

TRAVEL_ODW3_DE1_01



Column Description

Integration Type Select your relevant integration type:

FI G/L / HR Payroll / External PaymentFI G/L Posting / External PaymentFI G/L Posting / HR Taxation and Payment

FI Integration using XLS File DownloadFI posting using XLS/HR Payment and Tax FI Vendor Payment / HR Taxation

FI Vendor Payment / No HR Integration

HCM System ID This field is only relevant for integration types 2 and 3.

Select the HCM communication system you have set upin section 2.1 Set Up Communication System [page 11].

Example:

Q16CLNT500

HCM Company Code This field is only relevant for integration types 2 and 3.

When the company code ID in the HCM system differsfrom the FI company code ID, you can maintain the HCMcompany code here.

If company code IDs are identical in FI and HR, you do nothave to maintain this field.

Account Code andName

This field is only relevant for integration type 3.

Bank reconciliation account to be used instead of vendoraccount. Payment is done using the HCM system.

Posting TransferType


1 - Manual Transfer via Posting Work Center

You trigger the transfer to the FI and HCM systemsmanually from the Posting work center.

2 - Automatic Transfer after Approval

After approval workflow is completed, the transfer tothe FI and HCM systems is triggered automatically.

Enhanced StatisticalObject Processing

Statistical objects are used to keep track of costsassigned to a particular cost center.

If you select this checkbox, when a statistical object istransferred from FI to SAP Cloud for Travel and Expense,the FI posting is automatically enhanced to include thecost center of the relevant employee.




6.2 SAP Cloud for Travel and Expense: Set Up Wage Types

You can define the wage types SAP Cloud for Travel and Expense uses to transfer expense-related amounts toSAP ERP HCM Payroll.

If your company pays lower per diem rates than the statutory rate, you can clear these income-related expenseswith other per diem rates for which the company pays more than the statutory rate.

In the fields below, enter the wage type alias codes as you have defined them in your HCM system.

Procedure

1. In Application and User Management choose Manage Expense Report Wage Types (Common Task).

2. Select the communication system you have created for the SAP ERP HCM payroll scenario.

3. Select the country of reporting.

4. Under Wage Types Details, complete the fields as follows:

Field Description

Meals Per Diem TaxExempt

Meals per diem amount on which no taxes are due.

Meals Per Diem Flat RateTaxation

This amount is taxed at a fixed percentage defined by the localtax authority.

In Germany, for example, meals per diem are taxed at a flat rateif the reimbursement amount is not more than twice the tax-exempt amount.

Meals Per Diem AdditionalAmount

All meals per diem amounts exceeding the flat rate taxation rateare fully taxed.

Mileage Tax Exempt Mileage amount on which no taxes are due.

Mileage Taxable Amount Mileage amount exceeding the tax-exempt amount is fully taxed.

Accommodation TaxExempt

Accommodation amount on which no taxes are due.

AccommodationAdditional Amount

Accommodation amount exceeding the tax-exempt amount isfully taxed.

Non-MonetaryCompensation

Employee benefits such as free coffee or discounted parking.

Tax Exempt Receipt All travel expenses not to be taxed by employee.

For example, flight costs.

Taxable Receipt All travel expenses to be taxed by employee.

Statistical 3-Month Rule This indicator is relevant for country version Germany only.

If this indicator is not selected, all tax-exempt and flat-ratetaxable expense receipts are turned into taxable amounts, if allcriteria are fulfilled.



Field Description

Trip Provision Variant Provision variant as defined in the Customizing of your HCMsystem.


6.3 SAP Cloud for Travel and Expense: Adjust Number Range forTrip ID

You can use this fine-tune activity to define the start value for the counter of your trip IDs.

This is relevant in case you integrate SAP Cloud for Travel and Expense with your SAP HCM payroll system wherethe OnPremise travel management process is already in use. It ensures that there will be no clash between the tripIDs coming from SAP Cloud for Travel and Expense and trip IDs that have been or will be created in SAP ERPHCM.

Procedure



3. Call up activity Number Range For Trip ID and, in the From Number field, enter the number you want yourinterval for trip IDs to start with.

Note: If this activity is not yet assigned to your implementation project, search for it by setting the show filter toActivities not in Project. When you have found it, click on it and add it to your project. When you then goback to the activities in your project, you are able to change it.

4. If you set the start number of the number range in SAP Cloud for Travel and Expense, you have to make surethat the numbers do not overlap with the number ranges used in your SAP ERP HCM System. This is notrestricted to the number ranges of employees (personnel areas) you are using in your cloud solution, sinceproblems can occur if an employee changes the personnel area or is added to SAP Cloud for Travel andExpense.

6.4 SAP ERP: Configure Interface to HR Payroll/DME

This section is relevant for integration types FI Vendor Payment/HR Taxation and FI G/L Posting/HR Taxation andPayment.

SAP offers the option to transfer trips from the SAP Cloud for Travel and Expense system to the SAP ERP payrollaccounting system as a partial copy. For this option, the interface of BUS7001 Method POST is available. Due tothe fact that SAP Cloud for Travel and Expense doesn’t know the SAP ERP payroll status, you have to add someinformation to the partial copy. You can do this using the enhancement spot TRIP_EXTERNAL_TO_PAYROLL.



Prerequisites

You have implemented SAP Note 1698035 in your HCM system.

You are using HR payroll accounting, and you have maintained the following settings in your HCM system:

o Infotype 0000 “Actions”

o Infotype 0001 “Organizational Assignment”

o Infotype 0003 “Payroll Status”

o Personnel Areas (table T500P)

o Payroll areas (table T549A)

o Payroll Periods (table T549Q)

o Payroll control record

Procedure

1. In Customizing, choose Financial Accounting (New) Travel Management Travel Expenses Dialog andTravel Expenses Control Travel Expenses Control Set Up Feature TRVPA for Travel Expenses Parameters.

2. Select the relevant country.

3. Maintain feature Travel Parameters for Trip Costs Parameters (TRVPA) as follows:

o Set entry PA3 to 1.

o Set entry L+G to 1, 2, 3, or 4.

NoteFor more information about the travel parameters, in your HR payroll accounting system, run transactionPE03 and check the provided documentation.

4. Activate the standard interface in payroll calculation (function ASREI) for travel management.

5. You can use the values for the following fields from the system configuration in your SAP ERP HCM payrollaccounting system:

o Country Grouping (MOLGA)

o Payroll Year 1 (ABRJ1)

o Payroll Period 1 (ABRP1)

o Period modifier 1 (PERM1)

o Payroll Area 1 (ABKR1)

o Start of Settlement Period 1 (BEGP1)

o End of Settlement Period 1 (ENDP1)

o Payroll Year 2 (ABRJ2)

o Payroll Period 2 (ABRP2)

o Period modifier 2 (PERM2)

o Payroll Area 2 (ABKR2)

o Start of Settlement Period 2 (BEGP2)

o End of Settlement Period 2 (ENDP2)

6. Adapt the settings for the following items to watch the configuration of your SAP ERP system:




o Trip Provision Variant (MOREI)

o Trip Schema (SCHEM)

CautionThis is an essential step you have to perform manually in order to successfully complete the set up.

We provide an implementation example class CL_EXTERNAL_TO_PAYROLL_EXAMPLE within the enhancementspot TRIP_EXTERNAL_TO_PAYROLL.

NoteTo use this implementation example, you must have installed SAP ERP 6.0 enhancement package 4. Ifyou haven't installed this enhancement package, please create your own implementation instead.

For more information see SAP Note 1698035, or in Customizing choose Financial Accounting (New) TravelManagement Business Add-Ins and User Exits in Travel Management Posting BAdI: Post Trip UsingBUS7001, Method Post.

6.5 SAP ERP: Configure Data Medium Exchange Payment

This section is only relevant for integration type FI G/L Posting/HR Taxation and Payment.

6.5.1 Set Up HCM Payment

In your HR payroll accounting system, run transaction SM30 and maintain the following settings:

Table View Description

T706B1 V_706B1 Travel expense types for receipts

T706B4 V_T706B4 Travel expense types: assignment of wage types forreceipts

V_T706B4_A Travel expense types: assignment of wage types for perdiems

T702N V_T702N_A Accounting control in expert view

T702G V_T702G Statutory trip types

6.5.2 Define G/L Account Determination

In SAP Cloud for Travel and Expense, bank reconciliation accounts for payments via SAP ERP HCM are assignedto General Ledger Account Aliases, which are just symbolic accounts or representations of actual G/L accounts.To use the standard account determination functionality from your central financials system, you have to mapthese symbolic accounts to actual G/L accounts.




If you use SAP ERP FI General Ledger with SAP ERP HCM payments, you have to create the correspondingaccount. (Integration type FI G/L Posting/HR Taxation and Payment).

Procedure

1. Go to Customizing under Financial Accounting (New) Travel Management Travel Expenses Transfer toAccounting Conversion of Symbolic Account to Expense Account.

NoteIf switch EA-TRV is inactive, this Customizing path is unavailable. In this case, access the Customizingactivity directly using transaction PRT3.

2. On the following screen, either choose Trip costs postings, expense accounts, or run transaction HRT.


4. On the Automatic Posting – Accounts screen, choose Goto Rules, and select General Modification.

5. Enter the General Ledger Account ID from your SAP Cloud for Travel and Expense system in the GeneralModification field, and the relevant GL account number from your central financials system in the Accountfield.

SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with SuccessFactors Employee Central


7 Integrating SAP Cloud for Travel andExpense with SuccessFactors EmployeeCentral

If you want to integrate SAP Cloud for Travel and Expense with SuccessFactors Employee Central (EC), you'llhave to get in touch with SAP (for example, by creating an incident under component LOD-TEM-IMD) and askthem to set it up for you. SAP will then contact you and let you know how to proceed.


SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with Credit Card Service Providers

8 Integrating SAP Cloud for Travel andExpense with Credit Card ServiceProviders

To import expense-related credit card data (expense files) into SAP Cloud for Travel and Expense, you need to setup a third-party Web service.

This section describes how you configure the communication with a Paymetric™ solution.

8.1 Overview

Paymetric is a third-party credit card service provider that facilitates the automatic and secure processing ofexpense files. SAP Cloud for Travel and Expense supports integration with a Paymetric solution.

When SAP Cloud for Travel and Expense receives expense files from a credit card issuer, it does so through aPaymetric tokenization and file import web service. This Web service, namely the Expense File TokenizationService (ExFTS), removes credit card numbers from expense files received directly from credit card issuers. Thisensures only the tokens are stored in SAP Cloud for Travel and Expense and in the company’s on-premise SAPERP systems.

NoteSAP Cloud for Travel and Expense offers an SAP ERP business add-in (BAdI) that allows the company todetokenize card numbers for payment processing. Detokenization is an optional process. It is onlyrequired if you use Split Payment.

Detokenization requires a signed client certificate. The company submits a certificate signing request(CSR) to Paymetric. Paymetric then provides the signed client certificate file directly to the company.

Once you have activated the communication arrangement, your integration with Paymetric is active.

8.1.1 High-Level Workflow

1. Paymetric receives expense files from the credit card issuers on the customer's behalf.

2. Card numbers are immediately replaced with tokens generated by a Paymetric solution.

3. SAP Cloud for Travel and Expense downloads files from Paymetric using the ExFTS Web Service.

4. The customer interfaces with SAP Cloud for Travel and Expense only.

Once the integration with Paymetric is active, when expense files are imported, only tokens are stored in SAPCloud for Travel and Expense and in the company’s on-premise SAP ERP systems.

The following diagram illustrates the process components and workflow:



NotePaymetric provides a cardholder data tokenization solution that is reviewed, audited, and certified to becompliant with the Payment Card Industry Data Security Standard (PCI DSS). Furthermore, Paymetricguarantees that it will continue to follow PCI DSS requirements and adhere to best practices for security.

This ensures that all credit card numbers are stored in a Paymetric secured server and SAP Cloud for Travel andExpense only handles token numbers, as described in the diagram below:

5. The traveler’s new credit card details are entered under Personalize My Credit Cards Add Card in asecure Paymetric mashup. A token generated in Paymetric is returned to SAP Cloud for Travel and Expenseand all the Traveler’s credit cards are shown as tokens under Personalize My Credit Cards.

6. Paymetric receives the expense files from the credit card issuers (providers) via SFTP (Secure File TransferProtocol) on behalf of the SAP Cloud for Travel and Expense solution, parses the file to replace the full rawcredit card numbers with tokens, and stores the credit card numbers in return for a token in internal securedstorage.

7. Paymetric makes the tokenized files available in a synchronous Web service that SAP Cloud for Travel andExpense pulls, according to its internal pre-defined scheduler. The authentication of the pulling service isdone using a user name and password provided by Paymetric during the customer onboarding process.During a service call, if a new tokenized file is ready on the Paymetric server, the service returns the tokenizedfile immediately. Otherwise, the service returns with no data.

8. SAP Cloud for Travel and Expense stores the tokens and includes them in the accounting notificationmessage that is sent to the SAP ERP Financials module to create a corresponding accounting document for agiven credit card transaction, depending of the credit card type. The token is only transferred for the creditcard type Split Payment. For more information about credit card types, see Adding Credit Card-RelatedAccounts in the Help Center of SAP Cloud for Travel and Expense.



9. In the case of Split Payment, the on-premise system requires access to the full credit card number, since thisis used for payment processes. Accordingly, before the posting document is created in SAP ERP, anotherPaymetric Web service is called to retrieve the full credit card numbers from the tokens. For thedetokenization process, authentication is based on certificate exchange. The three detokenization optionsare explained in section 8.5.1 SAP ERP: Detokenization Options [page 112].

10. If travel costs have to be reimbursed directly to a credit card (as is required with Split Payment), the amountis transferred to the credit card issuing company. To enable the credit card issuer to debit the amount fromthe correct credit card, the credit card number needs to be transferred to the credit card issuer as well. Thiscan be done by using text fields (for example, the note to payee) of the payment medium (for example, theremittance slip). See sections 8.5.2 SAP ERP: Detokenization Before Posting the FI Document (Option 1) [page113] and 8.5.3 SAP ERP: Detokenize Using the Payment Medium Workbench (Option 2) [page 114] for details ofthe reimbursement.

NoteThe SAP Cloud for Travel and Expense communication to Paymetric is implemented using a synchronousOutbound Process Agent (OPA) whereby the communication data is saved in a CommunicationArrangement (CA) instance that is created by the SAP Cloud for Travel and Expense customer’s systemadministrator for Paymetric (for more information, see section 8.4 SAP Cloud for Travel and Expense:Setting Up Communication Arrangement [page111 ].

8.1.2 Supported Credit Card Types

The following credit card types are available:

Personal corporate credit cards with personal liability and payment (paid by employee)

Personal corporate credit cards with company liability and payment (paid by company)

Additionally we support the following credit card types:

o AMEX (format AMEX GL1025) Central corporate cards with company liability and payment. For moreinformation: see section 8.1.4 Managing American Express Account Type Settings [page 109].

o Airplus (format AIRPLUS.CDF3AP): Lodged Cards (Central corporate card with company liability andpayment)

o MasterCard (format MC.CDF3): Central corporate card with company liability and payment

o US Bank (format VCF4.0)For US Bank files we also support so-called Diversion Accounts. For all transactions posted to adiversion account, a reconciliation account with the card clearing type Company-Paid Credit Card willbe used.

8.1.3 Supported Credit Card Issuers

SAP Cloud for Travel and Expense supports the import of expense files through ExFTS for the following creditcard issuers and file formats:



Credit Card Issuer File Type File Format

AMEX Flat AMEX GL1025 * (see note)

US Bank Flat VISA.USBC

VISA Flat VISA.VCF4

MasterCard Xml MC.CDF3

AirPlus Flat AIRPLUS.CDF3AP

SAP Cloud for Travel and Expense triggers the automatic import of expense files on a daily basis, provided thatthe credit card issuer is able to send a daily feed.

NoteIf you import credit card files in the file format AMEX GL1025, you must check to ensure that the pre-delivered settings for each AMEX account type assignment meet your company's requirements. Thesesettings are listed in the table in Section 8.1.4.

8.1.4 Managing American Express Account Type Settings

If you import credit card files in the file format AMEX GL1025, you must check to ensure that the pre-delivered settings for each AMEX account type assignment meet your company's requirements. Thecolumn Payment Type specifies whether the credit card is a central corporate card or a personalcorporate card. A central corporate credit card is used by your travel center, which books and pays forcertain travel services (typically flights and rail connections). The company receives the bill for this cardand holds full liability for making the payments. A personal corporate credit card can be paid either by thecompany or by the employee.

1. In Business Configuration Implementation Projects, select your project and choose Open Activity List.

2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities.

3. On the Credit Card Settings screen, choose Manage amex account type settings.

A list of existing credit card accounts in SAP Cloud for Travel and Expense appears.

4. In the Payment Type column, you can select the relevant payment type.

8.2 Setting Up the Paymetric ExFTS Web Service

To activate the Paymetric Web service, you need to perform the tasks described in this section with bothPaymetric and your credit card issuer.

Step Description

1 Credit Card Issuer:

Register for Service

Contact your credit card issuer and register for a file import service. Your creditcard issuer will send you an application form, and ask for your approval to exportfiles to SAP through Paymetric.

2 Credit Card Issuer: Send your credit card issuer the completed application form.



Step Description

Send Application Form

3 Paymetric:

Register for Service

Contact Paymetric and register for the service. You will be asked to sign acontractual agreement, and to fill out a registration form (ExFTS OnboardingRequest Form). After you send the completed form, Paymetric will perform thefollowing steps:

1. Paymetric sends you your credentials to be used for the file import service forSAP Cloud for Travel and Expense. You enter these credentials when you setup the communication arrangement for Paymetric (for more information, seesection 8.4 SAP Cloud for Travel and Expense: Set Up CommunicationArrangements [page 111]).

2. Paymetric sends your credit card issuer the SFTP folder account details.

3. Paymetric provides you with instructions for generating a certificate signingrequest (CSR), which also generates a private key.

4 Paymetric:

Generating ClientCertificates

The Paymetric Web service uses client certificates to identify the source of theWeb service call.

For more information, see section 8.5.4.1 SAP ERP: Add SSL Certificate to TrustCenter [page 115].

Permission Levels

You need to provide a separate CSR for each permission level or combination oflevels you require. For example, if you want an encrypt certificate and anencrypt/decrypt certificate, you would submit two CSRs with the appropriatepermissions selected.

5 Paymetric:

Obtain credit card IssuerIDs.

Contact Paymetric and ask them to send you the required IDs for the credit cardissuers that your company works with. You will need this information when youadd credit card issuers to SAP Cloud for Travel and Expense.

For more information, see 8 Integrating SAP Cloud for Travel and Expense withCredit Card Service Providers [page 106].

8.3 SAP Cloud for Travel and Expense: Viewing and AddingCredit Card Issuers

You need to verify that at least one credit card issuer is available for importing credit card transaction datathrough Paymetric.

Procedure

1. Choose Business Configuration Overview.

2. Search for the activity in the Find field and click Go to see the list of settings.

3. Choose Credit Card Settings, and Edit credit card issuers.

A list of existing credit card feeds in SAP Cloud for Travel and Expense appears.



4. Choose Add Row.

5. Enter the required ID in Issuer ID, and the required name in Issuer Name.

This field is case-sensitive.


The credit card issuer is added to SAP Cloud for Travel and Expense.

8.4 SAP Cloud for Travel and Expense: Setting UpCommunication Arrangement

To set up a communication arrangement between SAP Cloud for Travel and Expense and Paymetric, follow theprocedure below.

CautionDo not create more than one communication arrangement for your scenario.

Procedure

1. In Application and User Management, under Input and Output Management, choose CommunicationArrangement.

All existing communication arrangements appear on the page.

2. Choose New.

3. In the Communication Scenarios table, select Credit Card Service Provider and choose Next.

4. Under System Instance ID, enter PAYMETRIC.

5. In Company ID, if it is not displayed by default, enter your company ID and choose Next.

6. In Authentication Method, select User ID and Password.

7. Choose Edit Credentials and enter the user name and password issued to you by Paymetric.

8. Choose Next.

9. Review the communication arrangement details.

10. Choose Finish.

Ensuring Exclusive Credit Card File Import

Caution

To ensure that credit card files are imported into the current SAP Cloud for Travel and Expense tenant only and tono other tenants, follow the procedure below.

1. In Travel Admin Credit Cards, choose Feed Monitoring.

2. Choose Exclusive File Import Enable.

The system saves your entries automatically.



Testing Your Connection to Paymetric


2. In the list of communication arrangements, select Credit Card Service Provider, and choose Edit.

3. Select the Technical Data tab, and choose Edit Advanced Settings.


If you receive the following system message, your test was successful:

Error accessing service: Service Ping ERROR: Bad Request (400)

8.5 SAP ERP: Detokenizing Credit Card Transaction Data Files

This section describes how to retrieve the full credit card numbers from the tokenized credit card transaction datafiles sent to the SAP ERP Financials module from SAP Cloud for Travel and Expense.

Note

Detokenization is an optional process step. It is only required if you use Split Payment.

Detokenization is realized by calling a Paymetric detokenization server via a secured web service. Theconfiguration described in the following sections requires you to request data specific to your SAP ERPsystem or client from Paymetric. In addition, you also require a description of the web service itself.

8.5.1 SAP ERP: Detokenization Options

If travel costs have to be reimbursed directly to a credit card, the amount is transferred to the credit card issuingcompany. To enable the credit card issuer to debit the amount on the correct credit card, the credit card numberneeds to be transferred to the credit card issuer as well.This can be done by using text fields (for example, the note to payee) of the payment medium (for example, theremittance slip). Since the expense report only contains a tokenized number, it has to be detokenized beforehandto retrieve the real credit card number. For more information, see section 8.5.2 SAP ERP: Detokenization BeforePosting the FI Document (Option 1) [page 113].

There are several options for detokenizing credit card numbers that can be printed on the payment medium. Eachoption has a different impact on compliance with the Payment Card Industry Data Security Standard (PCI DSS).

Option 1: Detokenizing before posting the payables item

In this case, the token is detokenized when the expense report is processed in SAP ERP Financial Accounting.

The credit card number is stored in the FI document.

Taking into account the PCI standard, this means that everyone authorized to display FI documents anddocuments of follow-on processes (such as the payment) can see the detokenized number. Furthermore, thenumber is stored without encryption in several database tables in SAP ERP Financials. If you choose thisoption, you only need to perform a few steps manually.

For instructions, see section SAP ERP: Detokenization Before Posting the FI Document (Option 1) [page 113].



Option 2: Detokenizing when creating the payment medium – using the Payment Medium Workbench1

In this case the token is detokenized when creating the payment medium during the payment process.

Taking into account the PCI standard, this means that the credit card number is not stored in any financialdocuments. However, it is stored in the payment medium and can be seen by anyone authorized to displaypayment medium files.

If you choose this option, some manual implementation work must be performed and you must use thePayment Medium Workbench for the payment method that is used when paying the payables item.

Option 3: Detokenizing outside the SAP ERP system

In this case, the SAP system creates the payment medium files containing the token. An external program hasto be implemented that reads the payment mediums, calls the detokenization server via a Web service andreplaces the token with the credit card number. The payment medium files should then be stored somewhereit cannot be accessed by the SAP system. This variant is the safest in terms of PCI compliance. However,there is no support by predelivered standard programs. For more information, see SAP Note 1631706.

8.5.2 SAP ERP: Detokenization Before Posting the FI Document(Option 1)

If you choose to detokenize the credit card token before posting the financials document, you need to implementand activate the Business Add-In (BAdI) Change Texts from FI Line Items in the Central FI System.

This BAdI is used to call the Paymetric detokenization server via web-service. In general, you can use the BAdI tochange the text (field BSEG-SGTXT) of the document lines of the FI documents that the system creates whenposting expense reports in the central FI system.

If the text starts with a * (asterisk), the payment run by default prints this text to the Note to Payee text of thepayment medium.

Hence, you can use the BAdI to store the detokenized credit card number in the text field to have it printed on theNote to Payee text of the payment medium.

If you use the example implementation class CL_DCFL_SGTXT_EXAMPLE_TV_IMPL of the BAdI, there is nofurther implementation work to be done to detokenize the credit card token and to store it in the FI document.

As explained in the previous section SAP ERP: Detokenization Options [page 112] - if you choose this option, youneed to consider the Payment Card Industry (PCI) compliance.

Procedure

In Customizing, choose Cross-Application Components Predefined ALE Business Processes Cross-Application Business Processes SAP Cloud for Travel and Expense with Integrated SAP ERP FinancialsBusiness Add-Ins for Customer Adjustments in the Central FI System BAdI: Change Texts from FI Line Items inthe Central FI System.

1 The Payment Medium Workbench (PMW) is a tool used to configure and create payment media sent byorganizations to their house banks.




8.5.3 SAP ERP: Detokenize Using the Payment MediumWorkbench (Option 2)

Prerequisites

To use this option (option 2), you need to verify that the Payment Medium Workbench is in use. To do this, followthe steps below.

Procedure

1. Run transaction FBZ and choose Pmnt methods in country.

The Change View: “Payment Method/Country”: Overview screen appears. This screen contains a list ofpayment methods in use in your company, sorted by country. Double-click a table row. If Use paymentmedium workbench is selected, the Payment Medium Workbench is in use.

2. In the selection tree, select Note to Payee by Origin. The Change View "Note to Payee by Origin": Overviewscreen appears.

3. Choose Note to Payee.

The Change View: “Note to Payee”: Overview screen appears. This screen contains a list of all note to payeetypes available for the selected payment method. If no note to payee type exists, create one.

4. Double-click the note to payee type in use. The Change View: “Note to payee”: Details screen appears.

5. If Note to payee layout using funct. module is in use, the relevant function module is displayed. You need tomodify this function module (see step 6).

If Note to payee layout using Customizing is in use, choose Note to payee layout using funct. module andcreate a new function module. You can copy, for example, the function moduleFI_PAYMEDIUM_ACH_DETAILS and delete its implementation. Then, enter the new function module in theinput field next to Note to payee layout using the function module. Please note that the customizing settingsused previously for the note to payee layout will no longer work, so you need to implement (code) thecustomizing settings again in the function module.

6. Save your changes.

You need to modify the function module that is used so that the tokens delivered in FPAYP-SGTXT aredetokenized to credit card numbers. The credit card number must then be stored in T_PAYMENT_DETAILS-TEXT. You can use the method IF_DCFL_FIN_SGTXT_TV~CHANGE_SGTXT of classCL_DCFL_SGTXT_EXAMPLE_TV_IMPL to call the Paymetric detokenization server via a web service.



8.5.4 SAP ERP: Set up Connection to Paymetric TokenizationServer

8.5.4.1 SAP ERP: Add SSL certificate to Trust Center

The encryption on the transport layer is achieved through HTTPS using SSL certificates. The certificates have tobe added to the Trust Center.

Procedure

1. Get the required certificate path (consisting of the files GoDaddy.cer, GoDaddyClass2.cer, and starfield.cer),using one of the following options:

o Contact Paymetric to receive the certificates.

o Get the certificates using a Web browser as follows:

1. In the address bar, enter the URL: https://prd01.xisecurenet.com//XiSecureWS

The following message appears:

2. In the new browser window, choose the padlock icon in the top right or bottom left of your browser.

3. Choose the Certificate Path tab. Copy each of the displayed certificates to your hard drive in Base64format.

2. Run transaction STRUST, and select SSL Client SSL Client (Anonymous).

3. Choose the Import button and upload the stored certificates of the certificate path in Base64 format.

4. Choose Add to Certificate List.

5. Run transaction SMICM to restart the Internet Connection Server. (If you use SAP_BASIS 731, you can chooseAdministration ICM Exit Hard Global)

Testing the SSL Connectivity to the Paymetric Detokenization Server

1. In your ERP system, run transaction SM59 and create a HTTP-connection to external server.

2. If you need to add a proxy, do so on the Technical Settings tab of the RFC Destination PAYMETRIC screen.

3. On the Logon&Security tab, activate SSL and choose one of the SSL Client Certificates (Default orAnonymous) from transaction STRUST:

https://prd01.xisecurenet.com//XiSecureWS



4. Choose Connection Test.

o If the connection is working, you should see Status HTTP Response: 200 on the Test Result tab. Inaddition, the same message appears that you received when you requested the certificates using a Webbrowser (see the Procedure step 1, option 2.):

o If the connection is not working, you'll receive an ICM_HTTP_SSL_ERROR. This can mean one of thefollowing:

o One of the three certificates was not properly installed as described in the procedure above.

o The ICM (Internet Connection Manager) has not been restarted.

o Your firewall is blocking the access.

8.5.4.2 SAP ERP: Create PSE for WS-Security

Authentication is done using certificates. For this, you have to create a PSE (Personal Security Environment).

1. Run transaction STRUST and, in the selection tree, select WS Security Standard.

2. Choose Environment WS Security Identities..

3. Enter the value PAYMET and a description, such as WS Security Paymetric. A new entry in the selectiontree of the Trust Manager is created (marked with a red cross).

4. Right-click the new entry and choose Create.

5. In the pop-up window, fill in the required fields. Make sure that you choose RSA as an algorithm with a keylength of 1024.



6. Double-click the newly-added PSE (PAYMET – WS Security Paymetric) and choose Edit Create CertificateRequest. This function creates a certificate request (CSR) for the newly-added PSE.

7. Choose save as local file and store the CSR on your hard drive with the .csr file extension. Send this file toPaymetric for signing. Also request the CA (Certificate Authority) certificate they will use for signing the CSR.

When you have received the signed CSR and the CA certificate, import them to the trust center as follows:

1. Call the transaction STRUST.

2. In the selection tree, double-click the newly-added PSE (PAYMET – WS Security Paymetric) and chooseEdit Import Certificate Response.

3. In the dialog, choose Load local file All files to view all files in the hard drive folder. Browse for the CSRresponse file you received from Paymetric (should have the file extension .pem). Select this file to importthe CSR response.

The imported text should start with -----BEGIN CERTIFICATE----- and end with -----ENDCERTIFICATE-----.

Copy this text to the clipboard because you will have to insert it again.

4. Choose Load local file All files again and browse for the CA certificate you received from Paymetric(should have the file extension .cer).

This will overwrite the content you imported before. The new content should again start with -----BEGIN CERTIFICATE----- and end with -----END CERTIFICATE-----.

5. Move the cursor to the beginning of the text editor window and paste the copied text of the CSR responsefile from the clipboard.

6. To import both the CSR response and the CA certificate, choose OK.

7. Double-click the Owner to make the Certificate visible, click Add to Certificate List and then save yourentries.

For more information, see the SAP Library for SAP NetWeaver on the SAP Help Portal at http://help.sap.com andsearch for Creating the Standard SSL Client PSE.

8.5.4.3 SAP ERP: Define Logical Port

1. Request the WSDL for the detokenization server from Paymetric.

2. Run transaction SOAMANAGER.

3. Navigate to Business Administration, and choose Web Service Administration.

4. In the Search Pattern field, enter CO_DCFL_XI_CCARD_DETOKENIZE_TV.

5. Select the entry found, and choose Apply Selection.

6. Navigate to Configuration and choose Create Logical Port.

7. In the SOA Management window, enter the following settings:

o New Service Name: <any name>, for example, Paymetric.

o Logical Port Name: DETOKEN_01

o Configuration Type: WSDL Based Configuration

o WSDL Base: Via File

o WSDL Location: Choose Browse and select the WSDL file you received from Paymetric.

8. Navigate to Consumer Security and enter the name of the newly-created PSE (PAYMET) in the Signing Keyfield.

http://help.sap.com/



9. Navigate to Transport Settings and enter or verify the following values:

Field Value

URL Access Path /XiSecureWS

URL Protocol Information HTTPS

Computer Name of Access URL prd01.xisecurenet.com

Port Number of Access URL 443

Name of Proxy Host Enter the proxy host if a proxy is used in yournetwork, for example, proxy

Port Number of Proxy Host Enter the proxy port number in case a proxy isused in your network, for example, 8080

10. Choose Save.

SAP ERP: Test Detokenization Connectivity

1. Run transaction SE38, enter the DCFL_DETOKEN_TEST program and choose Execute.

2. In the upper text box, type either a valid or an invalid token and choose Execute.

o If you enter a valid token, you should receive the plain credit card number.

o If you enter an invalid token, you should receive a parsing-related error message.

For more information, see SAP Note 1649016.


SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with Third-Party Booking Tools, Itinerary ManagementTools


9 Integrating SAP Cloud for Travel andExpense with Third-Party Booking Tools,Itinerary Management Tools

This chapter describes how you configure the communication with third-party booking tools. SAP Cloud for Traveland Expense supports integration with the following online booking tools and an itinerary management tool. Youcan also book trips through a travel agency:

GetThere online booking system by Sabre

Amadeus e-Travel Management (AeTM)

Cytric by I:FAO

Traxo

Once you have completed all the steps described below, your integration with the online booking tool of yourchoice is active.

Prerequisites

You have signed a contractual agreement with the online booking tool of your choice to productively use theironline booking solution.

You have activated Itinerary as a supported scenario during your scoping process as described in section 4.2Define Project Scope in the SAP Cloud for Travel and Expense Master Guide.

You have added SAP Cloud for Travel and Expense to your list of trusted websites, and your browser allowspop-ups.

9.1 Integrating SAP Cloud for Travel and Expense with GetThere

9.1.1 SAP Cloud for Travel and Expense: Set Up CommunicationSystem

To integrate SAP Cloud for Travel and Expense with the GetThere online booking tool, you have to define theexternal system as a communication system.

Procedure




SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with Third-Party Booking Tools, Itinerary Management

Tools

The system displays all existing communication systems.

2. Choose New and, on the New Communication System screen, complete the fields as follows:

Field Value

ID OBT_GETTHERE

Host Name webservices.sabre.com

System Access Type Internet

3. In the Technical Contact section, enter the contact details of the person responsible for this system(optional).

4. In the System Instance section, enter OBT_<country version> in the free text field for all country versionsof GetThere that you want to use.

For example, to use country version United States, enter OBT_US. This is the value used to identify yourcommunication partner in the system.

5. In the Preferred Application Protocol field, select 5 - Web Service.

6. Choose Actions Set to Active, and save your entries.


To start using the communication system you have defined in the previous step, you must set up thecommunication arrangements for the outbound communication services.

The following procedure explains how to define a communication arrangement for the Online Booking Tool -GetThere scenario.

CautionFor each country version of GetThere that you want to use, you must set up a separate communicationarrangement.

Procedure

1. In Application and User Management, under Input and Output Management, choose CommunicationArrangements.


Step Value

1 Select Scenario Choose the Online Booking Tool - GetThere scenario.

2 Define Business Data System Instance ID: Enter OBT_<country version> for the country versionof GetThere that you want to use.

For example, OBT_US.

3 Define Technical Data Communication Method: Select Direct Connection



Step Value


Application Protocol: Select Format Conversion

Authentication Method: Select User ID and Password

User ID:

Enter the user name as supplied by GetThere, then click Edit Credentials andenter the password you have received.

Host Name:

The system displays the host name as entered in the previous step:webservices.sabre.com




To tailor the solution to your specific needs before going live, you need to check predefined settings and enteradditional settings for your selected scope.

Procedure


2. On the Travel and Expenses screen, choose Fine-Tune.

3. Under Activity Group: Cash Flow Management, choose the entry for GetThere with the respective countryversion that you want to use, for example, GetThere - US (Online Booking Tool) or GetThere - DE (OnlineBooking Tool).

Note

You can choose only from those country versions of GetThere that you selected when defining the projectscope as described in the SAP Cloud for Travel and Expense Master Guide.

4. On the Online Booking Tool screen, complete the relevant input fields as follows for each country version:

Field Value

Provider This is not an entry field. The system displays the relevant provider name.

Logon Method By default, the logon method EXT – Logon at external provider site is selected.

This logon method means that you call the GetThere booking tool in SAPCloud for Travel and Expense and log on in the external tool directly. Werecommend that you do not change this selection.




Tools

Field Value

NoteIf you want to use trip requests and itineraries, you must switch thelogon method to INT – Logon in SAP Cloud for Travel and Expense.

That is, you log on to GetThere in SAP Cloud for Travel and Expense.This method allows you to transfer additional information such as tripID, travel dates, and destination together with your logon data whenyou use the trip request in SAP Cloud for Travel and Expense.

Domain The system displays the relevant domain name. You can change the domainname if required.

Site/Community Enter as provided by GetThere.

Subsite Enter as provided by GetThere.


9.1.4 Set Up Pre-Trip Approval for Itineraries

If you want to set up the approval workflow for itineraries in the GetThere booking tool, you need to activate thisoption in both SAP Cloud for Travel and Expense and GetThere.

9.1.4.1 SAP Cloud for Travel and Expense: Set Up Pre-TripApproval

To set up the approval process for travel itineraries in SAP Cloud for Travel and Expense, follow the procedurebelow.

Procedure

1. In Business Configuration Implementation Projects, choose Edit Project Scope.

2. Go to Scoping Travel and Expenses Travel Planning and activate Itinerary.

3. Choose Next.

4. Go to Questions Travel and Expenses Travel Planning Itinerary, and specify for which country versionyou would like to activate the itinerary approval process.

5. To review and to confirm your settings, complete the guided procedure.



9.1.4.2 GetThere: Set Up Pre-Trip Approval

Get in touch with your respective GetThere site administrator to have Suspended Bookings activated during theimplementation phase.

With Suspended Bookings, the On Hold function is deactivated and your employees only see the Purchasefunction in GetThere. This means that the booked service will only be confirmed by GetThere after the approvalmanager has approved the booked service in SAP Cloud for Travel and Expense.

If the manager declines the booking, the booked service will be automatically canceled in GetThere and thetraveler be informed by e-mail accordingly.

9.1.5 GetThere: Maintain User Data

Prerequisites

The employee IDs of your employees are available in SAP Cloud for Travel and Expense.

Your employees have a user profile in the GetThere booking tool.

Procedure

Before they can use the online booking tool, you have to perform the following activities for employees:

Enter their Employee ID from SAP Cloud for Travel and Expense in their respective GetThere user profile.

This is a mandatory step.

Depending on your company, this step can also be performed by the individual employees. In GetThere,choose Personal Information. Under Name, Address and Phone Number, in the Employee Number field, enterthe SAP Cloud for Travel and Expense Employee ID.

Enter an e-mail address, so they can receive confirmation of their bookings.

This is an optional step.

In GetThere, choose Personal Information. Under Name, Address and Phone Number, in the E-mail Addressfield, enter the e-mail address.

NoteWe strongly recommend you use this option, particularly if you use the pre-trip approval process.

As soon as GetThere confirms a booking, the status of your employee’s trip automatically changes toBooked. If employees have entered an e-mail address in their GetThere profile, they receive an e-mailconfirmation with their final itinerary details.

If your employees have not entered an e-mail address in their GetThere profile, they have to check withtheir travel agent for final itinerary and ticketing details. In this case, they need to communicate theBooking ID of their trip to the travel agent.

Depending on the internet browser you are using in your company, add https://*.getthere.net to theirlist of trusted websites.

https://*.getthere.net/



Tools

9.1.6 Set Up Single Sign-On

If you use single sign-on (SSO) for the SAP Cloud for Travel and Expense desktop application, you can makeadditional settings so that users can also navigate directly from SAP Cloud for Travel and Expense to GetTherewithout having to enter any additional logon information.

NoteIf you use GetThere with SSO the trip request scenario is not supported, this means that when you haverequested a trip in SAP Cloud for Travel and Expense and you want to book the trip, SSO will log you onautomatically to GetThere, but the trip data is not taken over.

Prerequisites

You have set up single sign-on for the SAP Cloud for Travel and Expense desktop application.

You have gotten in touch with your respective GetThere site administrator and requested that they set upsingle sign-on from their side.

Procedure

1. In SAP Cloud for Travel and Expense under Business Configuration Implementation Projects, choose OpenActivity List.

2. Go to Fine-Tune and choose GetThere - <Country Version> (Online Booking Tool).

Under Logon Method, choose Logon with Single Sign-On.

3. Under URL in the Domain field you must replace the default entry(https://wx1.getthere.net/DispatcherServlet) by the redirect login URL of the respective Identity Provider(IdP), as GetThere currently only supports IdP-initiated SSO-flow.

4. For example if you use OKTA(https://mycompany.okta.com/app/template_saml/<kdrOptjOBCTEIRSTKCO>/sso/saml)

or Microsoft AD FS 2.0(https://<adfs.customer.com>/adfs/ls/IdPInitiatedSignOn.aspx?loginToRp=https://server.getthere.net/login/saml/post.act) as IdP, you have to adapt the highlighted part of the URL to the customer-specificsituation.




9.2 Integrating SAP Cloud for Travel and Expense with Amadeuse-Travel Management


To integrate SAP Cloud for Travel and Expense with the Amadeus e-Travel Management (AeTM) online bookingsystem, you have to define the external system as a communication system.

Procedure



2. Choose New and, on the New Communication System screen, complete the fields as follows:

Field Value

ID OBT_AETM

Host Name integrationmiddleware.amadeus.com



4. In the System Instance section, enter OBT_<country version> in the System Instance ID field for allcountry versions of AeTM that you want to use.

For example, to use country version United States, enter OBT_US. This is the value used to identify yourcommunication partner in the system.

5. In the Preferred Application Protocol field, select 5 - Web Service.




NoteFor each country version of AeTM that you want to use, you must create a separate communicationarrangement.



Tools

Procedure



Step Value

1 Select Scenario Choose the Online Booking Tool - Amadeus e-Travel Managementscenario.

2 Define BusinessData

System Instance ID: Enter OBT_<country version> for the countryversion of AeTM that you want to use.

3 Define TechnicalData

Communication Method: Select Direct Connection




User ID:

Enter the user name as supplied by AeTM, then click Edit Credentials andenter the password you have received.

Host Name:

The system displays the host name as entered in the previous step:integrationmiddleware.amadeus.com





Procedure



3. In the table, choose the entry for the AeTM booking tool with the respective country version that you want touse, for example, AeTM - US (Online Booking Tool) or AeTM - DE (Online Booking Tool).



NoteYou can choose only from those country versions of AeTM that you selected when defining the projectscope as described in the SAP Cloud for Travel and Expense Master Guide.

4. On the Access Details for AeTM - <Country Version> (Online Booking Tool) screen, complete the relevantinput fields as follows for each country version:

Field Value


Logon Method By default, the logon method INT – Logon at external provider site isselected.

This logon method means that you call the AeTM booking tool in SAP Cloudfor Travel and Expense and log on in the external tool directly. Werecommend that you do not change this selection.

NoteIf you want to use trip requests and itineraries, you must use thelogon method INT – Logon in SAP Cloud for Travel and Expense.

That is, you log on to AeTM in SAP Cloud for Travel and Expense.This method allows you to transfer additional information such astrip ID, travel dates (start and end date), destination, and trip typetogether with your logon data when you use the trip request in SAPCloud for Travel and Expense.

Domain The system displays the relevant domain name. You can change thedomain name, if required.

Site/Community Enter as provided by Amadeus.


9.2.4 AeTM: Maintain User Data

Prerequisites


Your employees have a user profile in the AeTM online booking tool.

Procedure

Before they can use the online booking tool, you have to perform the following activities for employees:

Enter their Employee ID from SAP Cloud for Travel and Expense in their respective AeTM user profile.

This is a mandatory step.




Tools

Depending on your company, this step can also be performed by the individual employees. In AeTM, choosePersonal Information. Under Name, Address and Phone Number, in the Employee Number field, enter the SAPCloud for Travel and Expense Employee ID.

If you as system administrator want to enter the Employee ID for all employees in your company centrally,proceed as follows:

1. Log on to the online booking tool using your Admin user, and navigate to the Admin Page.

2. In the tree view on the left, expand User Profile Management and choose Modify User.

3. Search for the user you want to change and navigate to the next page.

4. Skip the first page with the Account Changes and the Community.

5. Skip the second page with the Role and Community Assignments.

6. On the third page, under Custom Fields, enter the Employee ID in the corresponding field.


Enter an e-mail address to receive booking confirmation.

This is an optional step.

In AeTM, choose Personal Information. Under Name, Address and Phone Number, in the E-mail Address field,enter the e-mail address.

NoteWe strongly recommend you use this option, particularly if you use the pre-trip approval process.

As soon as AeTM confirms a booking, the status of your employee’s trip automatically changes toBooked. If employees have entered an e-mail address in their AeTM profile, they receive an e-mailconfirmation with their final itinerary details.

If your employees have not entered an e-mail address in their AeTM profile, they have to check with theirtravel agent for final itinerary and ticketing details. In this case, they need to communicate the Booking IDof their trip to the travel agent.

Depending on the internet browser you are using in your company, add Amadeus to their list of trustedwebsites.


If you use single sign-on (SSO) for the SAP Cloud for Travel and Expense desktop application, you can makeadditional settings so that users can also navigate directly from SAP Cloud for Travel and Expense to AeTMwithout having to enter any additional logon information.

Prerequisites


You have gotten in touch with your respective AeTM site administrator and requested that they set up singlesign-on from their side.



Procedure


2. Go to Fine-Tune and choose AeTM - <Country Version> (Online Booking Tool).

3. Under Logon Method, choose Logon with Single Sign-On.


9.3 Integrating SAP Cloud for Travel and Expense with Cytric byi:FAO


To integrate SAP Cloud for Travel and Expense with the Cytric booking system, you have to define the externalsystem as a communication system.

Procedure



2. Choose New and enter the following communication in the Basic Information section:

Field Value

ID OBT_Cytric

Host Name Enter the host name i:FAO has provided to you.



4. In the System Instances section, enter the following:

o In the System Instance ID field, enter OBT_<country version> for all country versions of Cytric thatyou want to use.

This is the value used to identify your communication partner in the system.

o In the Preferred Application Protocol field, select 5 - Web Service.




Tools



Note

For each country version of Cytric that you want to use, you must create a separate communication arrangement.

Procedure



Step Value

1 Select Scenario Choose the Online Booking Tool - i:FAO cytric scenario.

2 Define Business Data System Instance ID: Enter OBT_<country version> for the country versionof cytric that you want to use.


Outbound Communication: Basic Settings



User ID:

Enter the user name as supplied by cytric , then click Edit Credentials andenter the password you have received.

Host Name:

The system displays the host name as entered in the previous step:Please refer to the data i:FAO provided to you.







Procedure



3. Under Activities, choose the entry for the Cytric online booking tool and the respective country version thatyou want to use, for example, Cytric - US (Online Booking Tool) or Cytric - DE (Online Booking Tool).

NoteYou can choose only from those country versions of Cytric that you selected when defining the projectscope as described in the SAP Cloud for Travel and Expense Master Guide.

4. On the Online Booking Tool screen, complete the relevant input fields as follows for each country version:

Field Value


Logon Method By default, the logon method EXT – Logon at external provider site is selected.

This logon method means that you call the Cytric booking tool in SAP Cloudfor Travel and Expense and log on in the external tool directly. We recommendthat you do not change this selection.

An alternative login mode is Single Sign On (SSO). SSO allows you to directlylog on to Cytric without having to enter your username and password. Inaddition, depending on the navigation scenario, data is passed to Cytric. If younavigate from a trip request to Cytric, the Trip ID, start and end dates, thedeparture and destination locations are automatically copied, so that this datawill be displayed in the search screen. If you navigate from an existing Itineraryto Cytric, that specific itinerary will be displayed instead of the standard startpage. However, SSO has to be set up first. See the SAP Cloud for Travel andExpense Master Guide, chapter on User Administration and AuthenticationSingle Sign On (SSO).

Domain Enter the URL for the navigation as provided to you by i:FAO.

NoteBe aware that the URL in the domain which is used for navigation isdifferent from the URL in the communication arrangement.

Site/Community Enter as provided by i:FAO.







Tools

9.3.4 Cytric: Maintain User Data

Prerequisites


Your employees have a user profile in the Cytric online booking tool.

Procedure

Before employees can use the online booking tool, the following settings must be done:

1. Maintain the SAP Cloud for Travel and Expense employee ID in every user's respective Cytric user profile.This is a mandatory step.

If it complies to your company's guidelines, the following step can be completed by the individual employee:

2. In Cytric, choose My User Profile. Under *My SAP HR Profile Data* in the in the Employee Number field, enterthe SAP Cloud for Travel and Expense employee ID.

3. Provide an e-mail address in order to allow that booking confirmations are sent to you. This is an optionalstep.

4. In Cytric, choose My User Profile/Personal Data. Under *Business Address - eMail* enter Name, Address andPhone Number, in the E-mail Address field, enter the e-mail address.

Note

We strongly recommend you use this option, particularly if you use the pre-trip approval process.

As soon as Cytric confirms a booking, the status of your employee’s trip automatically changes toBooked. If employees have entered an e-mail address in their Cytric profile, they receive an e-mailconfirmation with their final itinerary details.

If your employees have not entered an e-mail address in their Cytric profile, they have to check with theirtravel agent for final itinerary and ticketing details. In this case, they need to communicate the Booking IDof their trip to the travel agent.

NoteDepending on the internet browser you are using in your company, add https://*.net to their list oftrusted websites.


If you use single sign-on (SSO) for the SAP Cloud for Travel and Expense desktop application, you can makeadditional settings so that users can also navigate directly from SAP Cloud for Travel and Expense to AeTMwithout having to enter any additional logon information.

https://*.net/



Prerequisites


You have gotten in touch with your respective AeTM site administrator and requested that they set up singlesign-on from their side.

Procedure


2. Go to Fine-Tune and choose Cytric - <Country Version> (Online Booking Tool).

3. Under Logon Method, choose Logon with Single Sign-On.


9.4 Integrating SAP Cloud for Travel and Expense with Traxo

The integration of Traxo allows you to have all the advantages of an itinerary management system integrated intoyour SAP Cloud for Travel and Expense system. For example, your employees can now book their trips on theinternet and then all the booking information is gathered by Traxo and transferred to SAP Cloud for Travel andExpense.

You can choose between two versions of Traxo:

The co-branded version of Traxo is subject to a contract between the customers of SAP Cloud for Travel andExpense and Traxo directly, in which all details of the co-brand site are determined.

The free version of Traxo is based on the current Traxo website, which is publicly available and cannot becustomized. It contains advertising.

There are two different account types in the context of the Traxo integration:

Account Type Description

User account Travelers need to create a Traxo user account. This can be done from the Traveland Expenses work center and is not intended for the integration described in thisguide. However, each traveler needs to have a Traxo user account to be able toconnect their travel and Traxo accounts and enable the replication for theirpersonal user.

Developer account The clientID / client secret are bound to the developer account and this account isrequired to access Traxo’s API to enable the technical communication between thetwo systems.

The travel administrator who does the fine-tuning might also want a personal Traxouser account for testing.

The Traxo integration is based on two levels of trust:

On the one hand, the SAP system and the Traxo system have to trust each other. On the other hand, everytraveler (i.e. end user) has to authorize the SAP system to act on their behalf to enable Traxo integration for their



Tools

accounts. This integration guide focuses on the enablement of trust between the SAP system and Traxo, which isusually performed by a system administrator.

9.4.1 Establishing Trust Between the SAP System and Traxo

NoteThe following sections apply to both versions of Traxo, the co-branded version and the free version.

9.4.1.1 Register a new Traxo API Account in the DeveloperPortal

No matter which version of Traxo (free or co-branded version) you are using, the SAP system needs to beregistered on the Traxo Developer Portal. The registration will provide you with a set of credentials known as theClient ID and Client Secret. You will need this information to complete the fine-tuning in SAP Cloud for Travel andExpense. As a second security feature, Traxo requires you to maintain the redirect callback URL in the Traxo APIaccount to prevent CSRF attacks. You can change the redirect URL for an existing Traxo API account.

Note

Keep in mind that it is a good idea to have one set of credentials per system to avoid constantly changingthe callback URL.

For detailed information about the steps that you have to perform on Traxo side, please contact Traxo athttp://www.traxo.com.

CautionSAP does not warrant that the software and/or features as described in the following procedures will beavailable without change. SAP would like to point out that availability is subject to the sole discretion ofTraxo. If you encounter any difficulties with the procedure, please address these to the Traxo support.

9.4.1.2 SAP Cloud for Travel and Expense: Fine-Tuning Settingsfor Traxo

As a prerequisite, you have scoped Traxo Itinerary Management in Travel Planning.

Procedure



http://www.traxo.com/



3. In the Find field, enter Traxo and choose Go.

4. On the Client Registration for OAUTH web Services find the line for service provider Traxo. If the traffic light isred, click on Register Client. In the popup OAuth Client Credentials, enter Client ID and Client Secret asprovided by Traxo and save.

9.4.1.3 SAP Cloud for Travel and Expense: Set upCommunication System for Traxo

These settings are optional. You only need them if you want to have Traxo send you update notificationsautomatically. If you want to receive the update notifications, you also have to set up a communicationarrangement as described in section 9.4.1.4 SAP Cloud for Travel and Expense: Set Up CommunicationArrangement for Traxo.

With update notifications activated, travelers no longer have to log in to the Traveler Homepage for updates oftheir trip data, another benefit is, that reporting always works on current data. Whenever a trip is updated inTraxo, a change notification is sent to SAP Cloud for Travel and Expense, and the trip there is immediatelyupdated.

Procedure



2. Choose New and enter the following communication in the Basic Information section:

Field Value

ID ODT_TRAXO_CHNG_NOTIF

Host Name https://<yoursystemurlfor example:https://my123456.sapbydesign.com



4. In the System Instances section, enter the following:

o In the System Instance ID field, check that ODT_TRAXO_CHNG_NOTIF is entered.


o In the Preferred Application Protocol field, select 5 - Web Service.


9.4.1.4 SAP Cloud for Travel and Expense: Set upCommunication Arrangement for Traxo

To start using the communication system you have defined in the previous step, you must set up thecommunication arrangements for the inbound communication services.



Tools

Procedure



Step Value

1 Select Scenario Choose the Itinerary Management - Change Notification scenario.

2 Define Business Data System Instance ID: Enter ODT_TRAXO_CHNG_NOTIF


Inbound Communication: Basic Settings



The user-ID is already filled and cannot be overwritten.

Click Edit Credentials and set a password.

Remember these credentials as you need to provide them to Traxo. Withoutthe username and password, Traxo won’t be able to set up the changenotifications for your system.



9.4.1.5 Enable Automatic Updates on Traxo Side

After you have set up the SAP Cloud for Travel and Expense system, you must contact Traxo support athttp://www.traxo.com to enable the automatic updates also from their side.

9.4.2 Pre-Trip Approval for Itineraries

A pre-trip approval is not supported by Traxo, because all trips that are collected in Traxo are already booked. Youcan use a trip request for a pre-trip approval.

9.4.3 Traxo: Maintain User Data

Prerequisites

Your employees have a user account in Traxo or create one. Your employees must allow SAP Cloud for Traveland Expense to access their user account at Traxo.

http://www.traxo.com/



This step can only be performed by the individual employees on their homepage

Depending on the internet browser you are using in your company, add https://*.traxo.com andhttp://*.traxo.com to their list of trusted websites.

https://*.traxo.com/

http://*.traxo.com/


SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with Smart Receipt Recognition Services

10 Integrating SAP Cloud for Travel andExpense with Smart Receipt RecognitionServices

To support integration between SAP Cloud for Travel and Expense and a third-party smart receipt recognitionservice, you only need to activate the option and fine-tune the project settings. You do not need to set up a third-party Web service, nor do you need to configure the communication with the third-party smart receipt recognitionservice.

This section describes how you fine-tune the project settings.

10.1 Overview

SAP Cloud for Travel and Expense supports integration with a smart receipt recognition service provided byOpenText. This service interprets receipt images sent by company employees by e-mail to SAP Cloud for Traveland Expense, turning them into machine-readable information.

Once you have activated and confirmed the option in the project scoping settings, your integration with the smartreceipt recognition service provided by OpenText is active. For more information, see the SAP Cloud for Traveland Expense Master Guide.

SAP Cloud for Travel and Expense OpenText Integration






How does the smart receipt recognition process work?

1. The employee attaches a receipt image to a blank e-mail message (empty message body) either with orwithout subject line (empty subject line and message body) and sends it to SAP Cloud for Travel andExpense.

2. SAP Cloud for Travel and Expense stores the receipt image as an unassigned expense either with expenseinformation from the subject line or without.

3. SAP Cloud for Travel and Expense automatically forwards the receipt image to OpenText through a webservice. The status of an expense is set to "Automatic Recognition in Process".

4. Using character recognition software, the OpenText service captures and extracts expense data from thereceipt image. The OpenText service classifies and verifies data by expense type, date, amount, and currency.It also derives itemization information if you use this function. If successful, the OpenText service sends theexpense data back to SAP Cloud for Travel and Expense.

NoteIf the OpenText service cannot interpret the receipt image, the receipt remains stored as an unassignedexpense.

5. SAP Cloud for Travel and Expense adds the information received from OpenText to the expenses. Forexpenses that came with a subject line, the data that came with it (expense type, amount, currency, date)always remain unchanged and only additional information like itemization is added. For expenses that camewith an empty subject, expense tpye, amount, currency, date and eventually itemization will be added..

6. If you want to help OpenText improving the recognition rate, you can activate the feedback for Smart ReceiptRecognition., thus allowing OpenText to use your customer's receipts for training the system.

The SAP Cloud for Travel and Expense communication with the OpenText service is implemented using anasynchronous Outbound Process Agent (OPA) and an Inbound Process Agent (IPA) whereby thecommunication data is saved in a Communication Arrangement (CA) instance that is created automaticallywhen deploying SAP Cloud for Travel and Expense.

10.2 SAP Cloud for Travel and Expense: Fine-Tune Settings


Procedure



3. Group by Activity Group. Under Activity Group: Cloud for Travel, select the entry for smart receipt recognition.

4. On the Smart Receipt Recognition Mapping screen, view and edit the enablement of smart receipt recognition,enablement of feedback and field mapping of the listed expense types as needed for each country version.




SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with Central Receipt Scanning Services


11 Integrating SAP Cloud for Travel andExpense with Central Receipt ScanningServices

To receive receipt image data (scanned documents) into SAP Cloud for Travel and Expense, you need to set up athird-party Web service.

This section describes how you configure the communication with a third-party central receipt scanning service.

Prerequisite

You have signed a contractual agreement with a third-party central receipt scanning service to productively usetheir central receipt scanning solution.

11.1 Overview

SAP Cloud for Travel and Expense supports integration with a central receipt scanning service to import scanneddocuments and attach them to expense reports thereby simplifying and automating the process of creatingexpense reports. This service has to be switched on in Scoping.

Why is this required? Financial authorities, for example in Germany, demand that all documents are scanned insufficient quality for auditing purposes. In some companies the policy is to scan all documents centrally as not allemployees at companies have access to the required equipment for scanning documents.

SAP Cloud for Travel and Expense provides this integrated service to process documents sent by a third-partyprovider.

When SAP Cloud for Travel and Expense receives scanned documents from a third-party central receipt scanningservice, it does so through a file import web service.

NoteThe system administrator can either download a certificate from SAP Cloud for Travel and Expense andsend it to the third-party central receipt scanning service, or the central receipt scanning service canprovide the system administrator with the certificate directly, and this is then uploaded in the system.

Once you have activated the communication arrangement, your integration with the third-party central receiptscanning service is active.

When an employee sends receipts to a central scanning service, the scanned document is automatically added totheir expense report based on the bar code details. In order to allow the information from central scanning to besent to SAP Cloud for Travel and Expense, you need to activate this option between SAP Cloud for Travel andExpense and the central scanning service.




How does the central receipt scanning process work?

1. The employee submits an expense report in SAP Cloud for Travel and Expense and prints out a cover page forthe central receipt scanning service (that includes a bar code) and attaches all their receipts.

2. The employee mails the receipts to their recognized central receipt scanning service. This is not dependenton the status of the expense report.

3. The documents are scanned by the central receipt scanning service, and the scanned file is sent to SAP Cloudfor Travel and Expense using the Web Service.

4. The scanned file is automatically attached to the expense report (based on the bar code) and the expensereport continues to the next step in the approval and reimbursement workflow.

The SAP Cloud for Travel and Expense communication with the third-party central receipt scanning service isimplemented using an asynchronous Inbound Process Agent (IPA) whereby the communication data is saved in aCommunication Arrangement (CA) instance that is created automatically when deploying SAP Cloud for Traveland Expense.

11.2 SAP Cloud for Travel and Expense: Setting UpCommunication Arrangements

To set up a communication arrangement between SAP Cloud for Travel and Expense and the third-party centralreceipt scanning service, follow the procedure below.

Depending on the chosen authentication method, you need to either:

Upload a certificate provided by the third-party central receipt scanning service (recommended).

Download a certificate in SAP Cloud for Travel and Expense and deliver it to the third-party central receiptscanning service.

Define a password for the user _SAP_ODT_DS which is predefined in the communication arrangement andprovide both user ID and password to the third-party central receipt scanning service.


Procedure with Certificate



2. In the table, select Central Receipt Scanning Service.

3. Choose Edit Credentials.

The Edit Communication Account screen appears.

4. Choose the Certificate tab.

5. Continue with the integration using one of the methods below.



Method 1: Upload a Certificate

1. Choose Upload Certificate.

The Open dialog box appears.

2. Browse to the certificate received from the central receipt scanning service.

3. Choose Open.

4. Choose OK.

Method 2: Download a Certificate

1. Choose Create and Download Key Pair. The Save as dialog box appears.

2. Browse to the location where you want to save the certificate, and enter a file name.

NoteThe certificate is saved with a .pfx file extension.

3. Choose Save.

A password dialog box appears.

4. For security purposes you will be requested to enter and confirm your password.

5. Choose OK.

6. Choose OK.

7. Send the .pfx certificate and password to the central receipt scanning service used by your company.

Procedure with password



2. In the list, select Central Receipt Scanning Service.

3. Choose Edit Credentials. The Edit Communication Account screen appears.

4. Choose the Change Password tab.

5. Enter a password for the user _SAP_ODT_DS and confirm it.

6. Choose OK.

Testing Your Connection


2. In the list of communication arrangements, select Central Receipt Scanning Service, and choose CheckCompleteness.

3. If you receive the system message Check successful, your completeness check is successful.



11.3 Providing Information to the Third-party Central ReceiptScanning Service

You must provide the following information to the third-party central receipt scanning service in order to enablethe use of the file import web service:

WSDL (Web Services Description Language) of the web service and communication data.

To provide the WSDL, proceed as follows:


2. In the list of communication arrangements, select Central Receipt Scanning Service.

3. In the Inbound Communication table, select Download WSDL to download the WSDL file.

4. Send this file and the downloaded certificate and password, or this file and the user ID and password to thethird-party central receipt scanning service.

With this information the third-party provider is able to send scanned documents using the web service.

When using the web service the third-party provider will be prompted for the following data:

Bar code received from the employee

File name and MIME type of the document.

The following MIME types are supported by the web service:

o application/pdf

o image/jpeg

o image/tiff

NoteThe scanned document must not exceed a file size of 2.5 MB.

SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with Electronic Invoice Notifications


12 Integrating SAP Cloud for Travel andExpense with Electronic InvoiceNotifications

SAP Cloud for Travel and Expense enables third-party travel vendors to send invoices for travel-related serviceselectronically to the customer, and thus reduce the effort required by travelers to submit expenses. The electronicdocuments are sent by the third-party service provider to SAP Cloud for Travel and Expense either by e-mail or apre-configured web service.

NoteElectronic invoices are not requests for payment; they are simply notifications of expenses that travelershave incurred.

This section describes how you configure the communication for the electronic invoice notification service.

Prerequisites

In scoping, you have activated the Electronic Invoice business option as described in section 2.1 Set UpCommunication System [page 11].

If you want to use the e-mail option, you have communicated the e-mail address < e-invoice@[domain]> toyour service provider. (In the e-mail address, replace [domain] with the tenant domain, for example [email protected]).

12.1 Overview

Booking accommodation and travel requirements is often done some time before the trip takes place. Theelectronic invoice business option enables third-party travel vendors to send invoices for tickets, hotel bookings,and other services electronically to SAP Cloud for Travel and Expense, and thus speed up the cost assignmentprocess and save travelers the effort of manually submitting expenses. The electronic documents sent by e-mailor using a pre-configured web service are analyzed by an optical character recognition program on receipt toextract data, such as employee ID and expense type. The employee ID is then used to assign the documents to therelevant employees.

SAP Cloud for Travel and Expense supports integration with an optical character recognition service provided byOpenText. This service interprets the electronic documents received by e-mail or web service and turns them intomachine-readable information. Invoices that cannot be unmistakably assigned can be assigned manually by theadministrator.

CautionSAP Cloud for Travel and Expense will not automatically assign data extracted from invoices to expensereports. Assignment to expense reports is done by the employee.



Once you have activated and confirmed the option in the project scoping settings, your integration is active. Formore information, see the SAP Cloud for Travel and Expense Master Guide.


How does the electronic invoice process work?

1. The travel vendor books a travel-related service, for example, hotel accommodation, for an employee for anupcoming trip and charges the corporate credit card.

2. The travel vendor sends the invoice to SAP Cloud for Travel and Expense either by e-mail or using thededicated web service. This is not a request for payment, but serves notification purposes. If the notification is sent by e-mail, no further validation of the sender takes place. If communication is doneusing a web service, either a password or a certificate can be used for access authorization.

3. SAP Cloud for Travel and Expense automatically forwards the invoice image to optical character recognition(OCR) service, through a web service. The status of an expense is set to Automatic Recognition in Process.

4. Using character recognition software, the OCR service captures and extracts expense data from the receiptimage. It classifies and verifies data by expense type, date, amount, and currency. It also derives itemizationinformation if you use this function. If successful, the OCR service sends the expense data back to SAP Cloudfor Travel and Expense.

NoteIf the OCR service cannot interpret the image, the invoice remains stored as an unassigned expense.

5. If the employee can be uniquely identified, the expense invoice is automatically assigned and appears in theemployee's list of unassigned expenses, ready to be assigned to an expense report. If the employee cannot beidentified, the invoice appears in the administrator's worklist and can be assigned manually to the relevantemployee. The electronic image of the invoice is stored as an attachment with the expense report.

6. Later, when the credit card file is imported, a second expense is created automatically which is automaticallymerged to the expense that was created from the invoice, if you have activated this scoping option.

The SAP Cloud for Travel and Expense communication with the third-party electronic invoice processing service isimplemented using an asynchronous Inbound Process Agent (IPA) whereby the communication data is saved in aCommunication Arrangement (CA) instance that is created automatically when deploying SAP Cloud for Traveland Expense.

12.2 SAP Cloud for Travel and Expense: Using E-MailCommunication

Travel vendors can send electronic invoices to SAP Cloud for Travel and Expense by e-mail. If you want to use thee-mail option, you simply send the service provider the e-mail address: < e-invoice@[domain]>. (In the e-mailaddress, replace [domain] with the tenant domain, for example [email protected].

If the invoice notification is sent by e-mail, no further validation of the sender takes place.


mailto:[email protected]

mailto:[email protected]



12.3 SAP Cloud for Travel and Expense: Setting Up aCommunication Arrangement

To set up a communication arrangement between SAP Cloud for Travel and Expense and the third-party service,follow the procedure below.

Depending on the chosen authentication method, you need to either:

Upload a certificate provided by the third-party travel vendor (recommended).

Download a certificate in SAP Cloud for Travel and Expense and deliver it to the travel vendor.

Define a password for the user _SAP_ODT_EI which is predefined in the communication arrangement andprovide both user ID and password to the travel vendor.


Procedure with Certificate


All existing communication arrangements appear in a table.

2. Select Electronic Invoice.

3. Choose Edit Credentials.

The Edit Communication Account screen appears.

4. Choose the Certificate tab and continue with the integration using one of the methods below.

Method 1: Upload a Certificate

1. Choose Upload Certificate.

The Open dialog box appears.

2. Browse to the certificate received from the travel broker.

3. Choose Open.

4. Choose OK.

Method 2: Download a Certificate

1. Choose Create and Download Key Pair.

The Save as dialog box appears.

2. Browse to the location where you want to save the certificate, and enter a file name.

NoteThe certificate is saved with a .pfx file extension.

3. Choose Save.

A password dialog box appears.

4. For security purposes, you will be requested to enter and confirm your password.

5. Choose OK twice.



6. Send the .pfx certificate and password to the electronic invoice notification service used by your company.

Procedure with Password


All existing communication arrangements appear in a table.

2. In the list, select Electronic Invoice.

3. Choose Edit Credentials. The Edit Communication Account screen appears.

4. On the Change Password tab, enter a password for the user _SAP_ODT_EI and confirm it.

5. Choose OK.

Testing Your Connection


2. In the list of communication arrangements, select Electronic Invoice, and choose Check Completeness.

3. If you receive the system message Check successful, your completeness check is successful.

SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with SAP NetWeaver Business Warehouse


13 Integrating SAP Cloud for Travel andExpense with SAP NetWeaver BusinessWarehouse

As system administrator, you want to extract expense report data and import this data into an SAP NetWeaverBusiness Warehouse (BW) system for reporting purposes. The data that is extracted is expense report data andmaster data mappings. This chapter describes which steps you have to perform to integrate SAP Cloud for Traveland Expense with an SAP NetWeaver Business Warehouse system.

Prerequisites

You are using the SAP NetWeaver Business Warehouse 7.30, SP5.

You have activated the scoping as described in section 4.2 of the SAP Cloud for Travel and Expense MasterGuide.

You have created a user with authorization to use the following transactions in the BW system:

o STRUST.

For more information, see the following SAP documentation: Trust Manager.

o Common BW transactions, such as RSA1.

For more information, see section Authorizations in the SAP NetWeaver 7.3 library.

13.1 High-Level Overview

How does the integration process work?

The recommended procedure is as follows:

1. Set up the communication system and communication arrangement.

2. Define which data sets are to be exposed in the BW system.

3. Transfer your data to the BW system.

4. Check if data was sent successfully to the BW system.

5. Prepare the BW system for the integration with SAP Cloud for Travel and Expense.

6. Import data from SAP Cloud for Travel and Expense into the BW system.

7. To make the extracted data readable in the BW system, upload code lists (available in pre-filled excel sheetsthat are made available in Service Marketplace ) to the BW system – together with the data from SAP Cloudfor Travel and Expense.

8. For the transfer of binary data for expense report attachments, a web service consumer proxy must be set upin the BW system. This integration is available on a project-by.project basis only; it is not provided by astandard component.



http://help.sap.com/saphelp_nw73/helpdata/en/0e/fb993af7700577e10000000a11402f/frameset.htm

http://help.sap.com/saphelp_nw73/helpdata/en/4a/4ce95baef40451e10000000a421937/frameset.htm



13.2 SAP Cloud for Travel and Expense: Set Up CommunicationSystem

To integrate SAP Cloud for Travel and Expense with an SAP NetWeaver BW system, you have to define theexternal system as a communication system.

Procedure



2. Choose New, and, on the New Communication System screen, complete the fields as follows:

Field Value

ID ID or name of the BW system to be connected.

ExampleXXXYYY

XXX represents the system ID and YYY theclient number, for example, CIA003.


Host Name Host name of SAP BW installation.

NoteIt is possible to directly enter the host name ofBW system you want to connect.

However, for security reasons we recommendto use Reverse Proxy for SSL termination infront of the SAP BW system.

In case of direct connection to the BW system, the hostname can be found in transaction SMICM under GotoServices. Use the entry for protocol HTTPS.


Technical Contact [OPTIONAL]: Fill in the details of the employee whoserves as technical contact in case support is needed.


3. In the System Instance section, enter the ID or name describing the instance of your BW system.





13.3 SAP Cloud for Travel and Expense: Set Up CommunicationArrangement

To start using the communication system you have defined in the previous step, you must set up thecommunication arrangement for the inbound web service.

Procedure



Step Value

1 Select Scenario Choose the Analytics Integration scenario.


3 Define TechnicalData

Communication Method: Select Direct Connection



Authentication Method: Choose one of the following options:



Choose Edit Credentials and enter the password for the user twice.(Remember user and password for later use in the BW system).



Choose Edit Credentials, and enter the password for the user twice. On theCertificate tab, upload the relevant certificate.



Downloading WSDL File

The SAP NetWeaver BW administrator requires a Web Service Description Language (WSDL) file to set upcommunication between the BW system and SAP Cloud for Travel and Expense.

To download the file, proceed as follows:


2. In the list of communication arrangements, click Analytics Integration.



3. On the Communication Arrangement Overview: Analytics Integration screen, under Inbound CommunicationServices, select Analytics Integration.

4. Choose Download WSDL. Enter a name for the file, and save it.

NoteMake sure that SAP Cloud for Travel and Expense is added to the list of trusted sites in your internetbrowser.

5. Repeat steps 3 and 4 for the entry Analytics Integration: Expense Report Attachments under InboundCommunication.

13.4 SAP Cloud for Travel and Expense: Expose Data Sources

As system administrator for Analytics, you can now define which data sources are to be exposed for datareplication.

Procedure

1. In Business Analytics , Design Data Sources, choose Expose Data Sources.

2. Select the relevant entry from the list of available data sources, and choose Expose.

The following data sources from SAP Cloud for Travel and Expense are available:

Data sources containing expense report data

o Expense Report Header

o Expense Report Cost Assignment

o Expense Report Mileage

o Expense Report Expense

- Expense Cost Assignment

- Expenses by Beneficiary Data Export

o Expense Report Destination

o Expense Report Attachment (Meta Data)

Data sources containing mapping of SAP Cloud for Travel and Expense IDs with remote IDs

o Cost Center ID Mapping

o Cost Object ID Mapping

o Business Partner ID Mapping

o Expense Type Code List

Data sources containing language-dependent texts for code values

o Expense Report Beneficiary Type Code

o Expense Type Code List

o Expense Report Provisioning Variant Code

o Mileage Reimbursement Vehicle Class Code

o Expense Report Type Code



Note that you can download further language-dependent code value descriptions as described in section14.8 SAP NetWeaver BW System: Extract Code Descriptions from a Flat File [page 156].

13.5 SAP NetWeaver BW: Create Logical System

To replicate data to the BW system, you have to create a logical system that is associated with the SAP Cloud forTravel and Expense system.

Procedure

1. Run transaction SPRO, and in Customizing for SAP NetWeaver, choose Business Warehouse Links to OtherSource Systems General Connection Settings Define Logical System.

The system displays a list of available logical systems.

2. To create your own logical system for SAP Cloud for Travel and Expense, choose New Entries.

3. In the Log. System and Name columns, enter the technical name of your system and a description.


13.6 SAP NetWeaver BW: Create ODP Source System

You can now create SAP Cloud for Travel and Expense as a source system for Operational Data Provisioning(ODP). It will use the logical system you created in the previous section to connect to your SAP Cloud for Traveland Expense application.

Prerequisites

You have received the WSDL file from the SAP Cloud for Travel and Expense system administrator.

You have activated the SOAP management service.

Depending on your authentication method, you have received the following information from the SAP Cloud forTravel and Expense system administrator:

User ID/Password as described in section 13.3 SAP Cloud for Travel and Expense: Setting Up CommunicationArrangement [page 151].

SSL Client Certicate

o GTE CyberTrust Global Root certificate

o Cybertrust SureServer Standard Validation CA certificate

o You have received the PKCS#12 key pair file.

o Your BW system supports .p12 as a personal Security Environment (PSE) file type.

o You have run transaction STRUST to import the required certificates.



Procedure

1. Run transaction RSA1, and choose Modeling Source Systems.

The system displays a list of available source systems organized by folders.

2. Expand the Operational Data Provider folder.

3. Select the Operational Data Provider folder and choose Create.

4. In the dialog box, complete the fields as follows:

Field Value

Logical System Name Enter the name of the system you have created in section 12.5 Create LogicalSystem.

Source System Name Enter a name for your SAP Cloud for Travel and Expense source system.

Type and Release No entry required. Ignore.

5. Choose Enter, and save your entries.

6. When the system prompts you to specify a communication channel, select HTTP/SOAP.

The system displays the SOA Manager.

7. Import the WDSL file you downloaded as described in section 13.3 SAP Cloud for Travel and Expense: SettingUp Communication Arrangement [page 151].

8. In the Select Content (Application to be Extracted) dialog box, double-click the BYD_MDAV option.

9. If the system does not display the source system you have created, choose Refresh.

13.7 SAP NetWeaver BW: Create Data Source

You can now prepare your BW system to use the data replicated from SAP Cloud for Travel and Expense.

In this step, you create a DataSource object which will extract the data from your SAP Cloud for Travel andExpense source system and transfer it to the BW system.

CautionYou have to execute the steps described in the procedure below for each data source you want to expose.

Procedure

1. Run transaction RSA1, and choose Modeling DataSources.

The system displays the DataSource repository.

2. Choose New Sheet.

3. [OPTIONAL]: Create an InfoArea for the objects containing data from SAP Cloud for Travel and Expense.

Recommendation

If you do not create an InfoArea for your SAP Cloud for Travel and Expense data sources, they will appearunder Unassigned Nodes.



4. [OPTIONAL]: Create an application component.

5. Choose Modelling Source Systems Create Data Sources DS Repository.

6. Choose Create and complete the fields as follows:

Field Value

Data Source Enter a name for the data source to be replicated.

Source System Enter ID or name of the SAP Cloud for Travel and Expense systemto be connected.

Example

XXXYYY

XXX represents the system ID and YYY the client number, forexample, QN4306.

Data Type DataSource Choose Master Data Attributes. (not relevant for the followingprocesses)

7. To configure the DataSource, maintain the following tabs:

Tab Action

General Info To easily indentify your data sources, enter meaningful names in theShort Description, Medium Description, and Long Description fields.

[OPTIONAL]: If you have defined an application component in step4, select your component.

Extraction To connect your BW DataSource to the data sources you haveexposed in your SAP Cloud for Travel and Expense application,complete the fields as follows:

In the Delta Process field, select Delta Only Via Full Upload(ODS or InfoPackage Selection)

In the Direct Access field, select No DTP Allowed for DirectAccess

NoteODP source systems do not support direct access using thedata transfer process (DTP) for data replication.

The Real-Time field is a read-only field; it displays the Real-TimeData Acquisition Is Not Supported value.

NoteODP source systems do not support real-time dataacquisition.

In the Adapter field, enter Extraction from SAP System byOperational Data Provisioning

In the Operational Data Provider field, select the relevant entry fromthe list of exposed data sources from the SAP Cloud for Travel and



Tab Action

Expense system.

Proposal [OPTIONAL]: This tab shows you the data structure of the SAPCloud for Travel and Expense data source. Define which fields yourequire in the data target and how the data target is to be set up tomeet your reporting requirements.

Clarify whether the data source contains the required fields.

Fields [OPTIONAL]: If you do not agree with the proposal, you can changethe data types on this tab.

Preview [OPTIONAL]: To view the data from your SAP Cloud for Travel andExpense system, choose Read Preview Data.

NoteYou have to activate the data source to preview thecontent; ignore yellow warning messages the system maydisplay.


If you have not defined a application component, the DataSource appears in the Unassigned Nodes folder.

If your DataSource does not appear in the list, choose Refresh.

9. Check, maintain, and create InfoObjects.

Fields in the SAP Cloud for Travel and Expense data source have to be mapped to an InfoObject of anInfoCube, DataStore Object, or SAP NetWeaver master data table.

Check whether the target InfoObjects exist in the BW system and the data type formats match.

For more information on these activities, see the SAP NetWeaver Library.

13.8 SAP NetWeaver BW System: Extract Code Descriptions froma Flat File

To make the extracted data readable in the BW system (since it is mostly codes that are extracted), you canupload code descriptions in a flat file to the BW system, too – together with the data from SAP Cloud for Traveland Expense. SAP provides pre-filled Microsoft Excel sheets you can use for this purpose. These files cannot bechanged.

You can download the available .zip files with the code descriptions from the SAP Service Marketplace athttps://service.sap.com/instguides Cloud Solutions from SAP SAP Cloud for Travel and ExpenseNovember 2012 Version:

Expense Report Category

Expense Report Expense Category Code

Expense Report Status Code

http://help.sap.com/saphelp_nw73/helpdata/en/4a/3739a65e291c67e10000000a42189c/content.htm

https://service.sap.com/instguides

https://service.sap.com/~sapidb/011000358700000919752012E/ERCategoryDELIMITED.zip

https://service.sap.com/~sapidb/011000358700000919762012E/ERExCatCodeDELIMITED.zip

https://service.sap.com/~sapidb/011000358700000919732012E/ERStatusCode.zip



13.8.1 SAP NetWeaver BW System: Create Source System

You can now prepare your BW system to use the data replicated from the flat file.

In this step, you create a DataSource object which will extract the data from your SAP Cloud for Travel andExpense source system and transfer it to the BW system.

Procedure

1. Run transaction RSA1, and choose Modeling Source Systems.


2. In the Source Systems column, expand the File folder.

3. Right-click the File folder and choose Create….


Field Value

Logical System Name Enter a name for your extractor.

ExampleFF_LOG_SYS

Source System Name Enter the name of the source system to be connected.

ExampleFF_SRC_SYS

Type and Release Leave empty. No action required.


After successful completion, you can see your new source system in File folder of the Source Systems list. Ifyou cannot see it, choose Refresh to update the list.

13.8.2 SAP NetWeaver BW System: Create DataSource

You can now create a DataSource that is associated with the source system you have created in the previousstep. The DataSource is responsible for establishing the extraction method, the file location, the data separatorwithin the file, and the file encoding, among other options.

Procedure

1. Run transaction RSA1, and choose Modeling DataSources.


2. Choose Create and complete the fields as follows:



Field Value

Data Source Enter a name for the data source to be replicated.

Source System Enter ID or name of the SAP Cloud for Travel and Expense systemto be connected.

Example

XXXYYY

XXX represents the system ID and YYY the client number, forexample, QN4306.

Data Type DataSource Choose Master Data Attributes.

3. To configure the DataSource, maintain the following tabs:

Tab Action

General Info To easily identify your data sources, enter meaningful names inthe Short Description, Medium Description, and Long Descriptionfields.

[OPTIONAL]: If you have defined an application component insection 12.7 xxx, select your component.

Extraction To connect your BW DataSource to the data sources you haveexposed in your SAP Cloud for Travel and Expense application,complete the fields as follows:

In the Delta Process field, select the appropriate value.

For example:

Delta Only Via Full Upload (ODS or InfoPackageSelection)

In the Direct Access field, select the appropriate value.

For example: No DTP Allowed for Direct Access

The Real-Time field is a read-only field; it displays the Real-TimeData Acquisition Is Not Supported value.

In the Adapter field, enter the location of your flat file.

1. Select one of the following options:

o Load Binary File from Local Workstation

o Load Binary File from Apllication Server

o Load Text-type File from Local Workstation

o Load Text-type File from Application Server

o Load Microsoft Excel File (XLS) from Local Workstation

2. To browse to your file, choose Properties.

In the Header Rows to be Ignored field, enter 1.

As long as the structure of your file is the same as mentioned inthe beginning of this section, the field should have the value 1.



Tab Action

You can ignore the first row because it is a header row; therefore itis merely descriptive and it does not contain any data.Nevertheless, it is useful for a step described later in theprocedure.

“Character Set Settings”, should always be Default Setting, aslong as the System Codepage below makes sense according toyour file

In the Data Format field, select Separated with Separator (forExample, CSV).

Set the separator to semicolon (;).

Proposal The system proposes the fields according to your data. It analyzesyour data and proposes data types, as well as names for yourfields – these names are based on the names of your header row.You can also choose Load Example Data to see your data at thesame time you see the system’s proposal.

Fields You can change the proposal made by the system and, amongother things, you can associate Template InfoObjects to yourfields.

Preview Here you can preview your data as long as you have saved andactivated your DataSource before.


So, at this point, your data is on the BW side and it resides in the Persistent Staging Area (PSA). In order to use itfurther, you need to create an InfoProvider (e.g. an InfoCube or a DSO), a Transformation and a DTP to transferthe data from the PSA to the InfoProvider. Finally you can build reports on top of the InfoProvider.

For more information on these activities, see the application help.

13.9 SAP Cloud for Travel and Expense: Check and View theExtracted Data

As system administrator for Analytics, you can monitor the status of the data replication runs from the SAPNetWeaver BW system against data sources that are exposed in SAP Cloud for Travel and Expense.

When the SAP NetWeaver BW administrator initiates a data replication run against the exposed data sources inthe solution, SAP Cloud for Travel and Expense creates an entry in the table of the Monitoring view in Applicationand User Management. In Business Analytics, choose Monitoring to view information about the data that has beenreplicated.

Example

SAP Cloud for Travel and Expense creates an entry when the SAP NetWeaver BW administrator executesthe following actions:

o Previews data of a DataSource in the SAP NetWeaver BW system by clicking Read Preview Data onthe Preview tab of a DataSource.

http://help.sap.com/saphelp_nw73/helpdata/en/4a/3739a65e291c67e10000000a42189c/content.htm



o Executes a data transfer process for a target object.

NoteSAP Cloud for Travel and Expense does not recognize the SAP NetWeaver BW administrator as thecreator of the replication run in the Replicated By field, but rather the technical user that is created for thecommunication arrangement that is used to communicate with the SAP NetWeaver BW system.

You have successfully set up the integration with your SAP NetWeaver BW system. Your BW consultant can nowuse standard BW functionality to model your data in line with your company's reporting requirements.

13.10 SAP NetWeaver BW System: Set Up Web Service forTransfer of Expense Report Attachment Binary Data

If you want to transfer binary data for expense report attachments from SAP Cloud for Travel and Expense, youhave to set up a web service. There is no standard SAP component for this, so it has to be done on a project-by-project basis. Once set up, this web service retrieves the binary data of an attachment - as specified by its UUID(unique identifier) - that is part of the metadata provided by data source Expense Report Attachment (Meta Data).

Procedure

1. Run transaction SE80 and, by following the wizard, generate a web service (or enterprise service) consumerproxy based on the WSDL you downloaded in section 12.3.

2. Run transaction SOAMANAGER, and create a web service configuration - including a logical port - for thegenerated consumer proxy.

3. Implement coding (for example, a report) that does the following:

1. Executes the web service after attachment UUIDs have been retrieved by data source Expense ReportAttachment (Meta Data).

2. Processes the attachment binary data.

SAP Cloud for Travel and ExpenseIntegrating SAP Cloud for Travel and Expense with SAP Cloud for Financials


14 Integrating SAP Cloud for Travel andExpense with SAP Cloud for Financials

If you have both SAP Cloud for Travel and Expense and SAP Cloud for Financials in productive use, you canintegrate the two systems. This integration allows you to replicate cost center data and projects from your SAPCloud for Financials system to SAP Cloud for Travel and Expense, and to send settlement results from your SAPCloud for Travel and Expense system to SAP Cloud for Financials.

To integrate the two systems, please carry out the steps in the same order as they are listed below.

NoteTo complete the configuration, you need to have administrator rights in both systems. Please ensure thatyou are assigned to the Business Configuration, Master Data Replication, and Application and UserManagement work centers in SAP Cloud for Financials and the System Administrator business role in SAPCloud for Travel and Expense.

14.1 SAP Cloud for Travel and Expense: Set Up Scoping

In SAP Cloud for Travel and Expense, the integration with SAP Cloud for Financials is always scoped, so you do nothave to activate this. However, you can view the option in scoping by following the procedure below.

Procedure

1. In Business Configuration Implementation Projects, select your current implementation project.

2. Choose Edit Project Scope.

3. In 3 Scoping, open the section entitled Communication and Information Exchange.

4. Open the Integration with SAP Cloud for Financials section and ensure that the associated checkboxes in theSelect column are selected.

14.2 SAP Cloud for Travel and Expense: Set Up CommunicationSystem

A communication system represents an external system for communication. For the integration of SAP Cloud forTravel and Expense with SAP Cloud for Financials, you must now define the SAP Cloud for Financials client as acommunication system.



Procedure



2. Choose New.



Field Entry

ID ID or name of the SAP ERP system to be connected.

ExampleXXXCLNTYYY



Host Name Host name of SAP Cloud for Financials installation.

NoteYou can directly enter the host name of SAP Cloud forFinancials system to which you want to connect. The hostname is the first part of the URL for your SAP Cloud forFinancials system, for example XXX-custYYY.dev.sapbydesign.com.




4. Under System Instance, add one row only and complete the fields as follows:

Field Entry

System Instance ID ID or name describing the instance of your SAP Cloud for Financialssystem.

ExampleXXXCLNTYYY

This field has to be filled with the short tenant ID of the SAP Cloud forFinancials system. You can find the short tenant ID in existingcommunication arrangements of the SAP Cloud for Financials systemto be integrated in the My System field. Note that this field onlyappears in manually created communication arrangements forapplication integration and you may have to create a communicationarrangement in SAP Cloud for Financials to find the ID. arrangements inthe SAP Cloud for Financials system.



Field Entry

Business System ID This field can be filled with the same value as the System InstanceID.

IDoc Logical System ID This field can be filled with the same value as the System InstanceID.

SAP Client Enter the client of the system you are connecting to. This is the same asYYY above.


[OPTIONAL] Select Web Service.

From the Actions menu, select the option Set to Active and then Save.

14.3 SAP Cloud for Travel and Expense: Set Up Companies andCompany Codes

To ensure that the two systems can effectively communicate with one another and replicate the required data, thecompanies and company codes must be mapped. You enter the companies and company codes from the SAPCloud for Financials system in the SAP Cloud for Travel and Expense system.

Note

For every company in SAP Cloud for Financials, you need to create one company and one company codein SAP Cloud for Travel and Expense, so you may need to run through the procedure below several times.

Procedure

1. In Application and User Management, under Common Tasks, choose Edit Company Codes.

The Edit: Company Code screen appears.

2. Under Company, choose Add Row.

3. Enter the Company ID, Company Name, and Country of the company. The name and ID do not have to be thesame as they are in SAP Cloud for Financials; you are free to choose what you enter here.

4. Save the company.

5. Select the company you have just created and click Add Row in the Details section of the screen.

6. The Company Code Name must be the same as the Company Name in the SAP Cloud for Financials. TheCompany Code ID and the Remote Company Code ID should be the same and must be the same as theCompany ID from SAP Cloud for Financials.Note that you can find a list of the companies relevant for mapping in SAP Cloud for Financials under GeneralLedger Companies.

7. Enter the System Instance ID you used when you set up the communication system. The IDOC Logical SystemID is filled automatically, if it is required. The system takes the IDOc from the communication system.




14.4 SAP Cloud for Financials: Set Up Scoping

To enable the integration of SAP Cloud for Financials and SAP Cloud for Travel and Expense, you must makecertain settings in scoping.

Procedure

1. In Business Configuration Implementation Projects, select your current implementation project.

2. Choose Edit Project Scope.

3. In 3 Scoping, open the section entitled Communication and Information Exchange.

4. Open the Integration with SAP Cloud for Travel and Expense section and ensure that the associatedcheckboxes in the Select column are ticked.

5. Skip to 5 Review and click Finish to save your project scope.

6. If you wish to use the Intercompany scenario, ensure that it is also scoped by following this procedure:

7. Follow steps 1 and 2 as described above.

8. In 4 Questions, open the section entitled Travel and Expenses.

9. Open Expense Reimbursement Expense Reporting and scroll down on the right to find the question aboutIntercompany and ensure that it is selected.

14.5 SAP Cloud for Financials: Set Up Communication System

A communication system represents an external system for communication. For the integration of SAP Cloud forFinancials with SAP Cloud for Travel and Expense, you must define the SAP Cloud for Travel and Expense client asa communication system.

Procedure



2. Choose New.


3. Complete the fields on this screen as follows:

Field Entry

ID ID or name of the SAP Cloud for Travel and Expense system to beconnected.

ExampleXXXCLNTYYY




Field Entry


Host Name Host name of SAP Cloud for Travel and Expense installation.

NoteYou can directly enter the host name of SAP Cloud for Traveland Expense system to which you want to connect. The hostname is the first part of the URL for your SAP Cloud for Traveland Expense system, for example XXX-custYYY.dev.sapbydesign.com.




4. Under System Instance, complete the fields as follows:

Field Entry

System Instance ID This field has to be filled with the short tenant ID of the SAP Cloud forTravel and Expense system. You can find the short tenant ID in existingcommunication arrangements of the SAP Cloud for Travel and Expensesystem to be integrated in the My System field. Note that this field onlyappears in manually created communication arrangements forapplication integration and you may have to create a communicationarrangement in SAP Cloud for Travel and Expense to find the ID.

Business System ID This field can be filled with the same value as the System InstanceID.

IDoc Logical System ID This field can be filled with the same value as the System InstanceID.

SAP Client Enter the client of the system you are connecting to. This is the same asYYY above.


[OPTIONAL] Select Web Service.

5. From the Actions menu at the top of the screen, select the option Set to Active.

14.6 SAP Cloud for Travel and Expense: Set Up CommunicationArrangement(s)

The following procedure explains how to define a communication arrangement for the transfer of data betweenSAP Cloud for Travel and Expense and SAP Cloud for Financials:

Outbound



Send settlement results to SAP Cloud for Financials.

Inbound

Receive cost centers and projects from SAP Cloud for Financials.

NoteThe communication arrangements in SAP Cloud for Travel and Expense are company-specific, so pleasecreate one communication arrangement for each company you created in the previous step.

Procedure



Step Action

1 SelectScenario

Choose Financials Using Web Services.

2 DefineBusiness Data

System Instance ID

Select the ID you created when you set up the communication system.

Company ID

Enter the company ID of the company you mapped from FIN OD. Remember thatyou need to create one communication arrangement per company.

3 DefineTechnical Data

Communication Method: This field might be filled automatically with Direct Connection. Ifnot, just select Direct Connection manually.


Inbound Communication Enabled: Select the checkbox.



Choose one of the following options. Note that SSL Is the more secure option of the two:


Maintain a password for the user by choosing Edit Credentials.

The user ID is generated by the system and cannot be changed. Enter the passwordfor the user twice. (Remember the user and password for later use in SAP Cloud forFinancials).


Come back to this later: You need choose Edit Credentials and upload the certificatethat you download when you create the corresponding communication arrangementin SAP Cloud for Financials.


Outbound Communication Enabled: Select the checkbox.





Step Action

Choose the same authentication method as on the Inbound side:


Come back to this later: You need to choose Edit Credentials to enter the user andpassword you maintain on the Inbound side in SAP Cloud for Financials whencreating the communication arrangement there.


Authentication: Choose SAP Business ByDesign System Key Pair. Then downloadthe certificate that will be used by choosing Download Certificate.

Host Name:

The system displays the host name you entered when creating the communicationsystem.


Check that the port and the path on the Outbound side have been specified. This data isin the inbound side of the other system.

Check the services that you want to activate under Inbound and Outbound. In normalcases, all available services should be selected.



Testing Your Connection to the SAP Cloud for Financials System

When you have entered all of your data, including all of the required users and passwords or SSL certificates, youcan check your connection to SAP Cloud for Financials.


2. In the list of communication arrangements, select Financials Using Web Services, and choose Edit.



If you receive the following system message, the outbound connection from SAP Cloud for Travel andExpense to SAP Cloud for Financials is up and running:

Ping successful

14.7 SAP Cloud for Financials: Set Up CommunicationArrangement

The following procedure explains how to define a communication arrangement for the transfer of data betweenSAP Cloud for Financials and SAP Cloud for Travel and Expense:

Outbound



Send cost center data, projects, and project tasks from SAP Cloud for Financials to SAP Cloud for Travel andExpense.

Inbound

Send settlement results for travel from SAP Cloud for Travel and Expense to SAP Cloud for Financials to showthat the reimbursement transaction took place and the payment was triggered.

Procedure



Step Action

1 Select Scenario Choose Cloud for Travel Integration.


3 Define Technical Data Communication Method: This field might be filled automatically withDirect Connection. If not, just select Direct Connection manually.


Inbound Communication Enabled: Select the checkbox.



Choose one of the two options, depending on what you selected inyour SAP Cloud for Travel and Expense communicationarrangement(s):


Maintain a password for the user by choosing Edit Credentials.

The user ID is generated by the system and cannot be changed.Enter the password for the user twice. (Remember the user andpassword for later use in SAP Cloud for Travel and Expense).Now you can enter this user ID and password on the Outboundside of the communication arrangement you created in SAPCloud for Travel and Expense.


Choose Edit Credentials, and upload the certificate youdownloaded from the SAP Cloud for Travel and Expensesystem earlier on the Certificate tab.


Outbound Communication Enabled: Select the checkbox.



Choose the relevant option:



Step Action


Enter the user ID and password that you created on theInbound side when you were creating your communicationarrangement in SAP Cloud for Travel and Expense.


Authentication: Choose SAP Business ByDesign System KeyPair. Then download the certificate that will be used bychoosing Download Certificate.

Now you can upload this certificate on the Inbound side of thecommunication arrangement in SAP Cloud for Travel andExpense.

Host Name:

The system displays the host name as entered in the previous step.


Select the services that you want to activate under Inbound andOutbound. In normal cases, all available services should beselected.

Do not change the other default values.



Testing Your Connection to the SAP Cloud for Travel and Expense System

When you have entered all of your data, including all of the required users and passwords or SSL certificates, youcan check your connection to SAP Cloud for Financials.


2. In the list of communication arrangements, select Cloud for Travel Integration, and choose Edit.



If you receive the following system message, the outbound connection from SAP Cloud for Financials to SAPCloud for Travel and Expense is up and running:

Ping successful



14.8 SAP Cloud for Financials: Set Up Replication for CostCenters

You have set up the connection between SAP Cloud for Financials and SAP Cloud for Travel and Expense and youcan now do the initial load of your cost centers, that is, you can replicate your cost centers from SAP Cloud forFinancials to SAP Cloud for Travel and Expense.

NoteYou only need to trigger this replication once for each company. Any new cost centers or changes to costcenters after your initial replication will be replicated to SAP Cloud for Travel and Expense automaticallywithin a few seconds. Note that they will not be available immediately. Depending on your systemsettings, they may only be activated once a day, for example. You can monitor what has been replicatedand whether there have been any problems with replications in the Master Data Replication work center inSAP Cloud for Financials.

Procedure

1. In your SAP Cloud for Financials system, go to Master Data Replication Cost Center Export.

The Cost Center Export Runs screen appears.

2. Choose New Cost Center Export Run.

3. On the screen that appears, enter a Run Description of your choice and select the Company for which youwant the cost centers to be replicated.

4. [Optional] You can do a Test Run if you want to view a log showing which cost centers will be replicated towhich systems before you do the real replication.

NoteYou need to do the initial load once for each company in your SAP Cloud for Financials system.

Result

You can find successfully replicated cost centers in SAP Cloud for Travel and Expense under Master DataReplication Display Cost Centers.

In SAP Cloud for Travel and Expense, you can find replications with errors and successfully replications in MasterData Replication, under Import Cost Centers.

In SAP Cloud for Financials, you can find information about the troubleshooting of cost center export runs, in theCost Center Export Runs Quick Guide document provided in the Help Center of your SAP Cloud for Financialssystem.



14.9 SAP Cloud for Financials: Set Up Replication for Projects

You have set up the connection between SAP Cloud for Financials and SAP Cloud for Travel and Expense and youcan now do the initial load of your projects, that is, you can replicate your projects from SAP Cloud for Financialsto SAP Cloud for Travel and Expense. In SAP Cloud for Travel and Expense projects are referred to as costobjects.

Note

You only need to trigger this replication once. Any new projects or changes to projects after your initialreplication will be replicated to SAP Cloud for Travel and Expense automatically within a few seconds.Note that they will not be available immediately. Depending on your system settings, they may only beactivated once a day, for example.

Procedure

1. In your SAP Cloud for Financials system, go to Project Management Projects.

The Projects screen appears.

2. Choose Export To Cloud for Travel. The New Project Replication to SAP Cloud for Travel and Expense popupappears. None of the fields are required fields.- If you leave the Project ID field empty or enter a star, all released projects listed on the Projects screen arereplicated to SAP Cloud for Travel and Expense.- If there were problems with the replication of a project, you can trigger the replication of that particularproject again by entering the Project ID here.

3. Choose OK. This triggers the replication.

Result

You can find successfully replicated projects in SAP Cloud for Travel and Expense under Master DataReplication Display Other Cost Objects. In the Show dropdown, select projects. Here, you can view cost objectdetails, view additional companies (if you use the intercompany scenario), and add and remove a staffing listusing Edit.

In SAP Cloud for Travel and Expense, you can find replications with errors and successfully replications in MasterData Replication, under Import Other Cost Objects.If the Consistency Status is red, you can determine the errorby choosing Recheck. An error message with detailed information should appear. If the Update Status is yellow,the object that creates the real cost object based on the replication request has not run yet. You can start itmanually by choosing Trigger Process Run.



14.10 SAP Cloud for Travel and Expense: Set Up Replication forSettlement Results

You have set up the connection between SAP Cloud for Financials and SAP Cloud for Travel and Expense and youcan now set up your systems to automatically or manually replicate your expense reports as settlement resultsfrom SAP Cloud for Travel and Expense to SAP Cloud for Financials. Note that there is a separate section onproject-related expenses, where fewer settings are required.

SAP Cloud for Travel and Expense: Set Up Integration Configuration Procedure

To use the scenario productively in your SAP Cloud for Travel and Expense system, you now define yourintegration type based on the company code.

1. In Application and User Management, under Input and Output Management, choose Integration Configuration.

2. On the screen that appears, choose New.

3. On the Set Up Integration Configuration screen, select the Company Code ID of the for which you want thesettlement results to be replicated, If you want to send the information for more than one company, youshould create an integration configuration for each company.

4. The Validity Start Date is optional.

5. Select the entry FI Vendor Payment/No HR Integration from the Integration Type dropdown.

6. In the Posting Transfer Type field, you specify whether you want the settlement results to be set automaticallyor whether you want to trigger this manually for each settlement result later in SAP Cloud for Travel andExpense in the Postings work center. We recommend the automatic option.

7. The Enhanced Statistical Object Processing field should not be selected.

8. The No Confirmation Expected field should be selected.


SAP Cloud for Travel and Expense: Make Settings in Business Configurationfor Accounts

Procedure

After an expense report is approved, the employee is reimbursed. To enable the recording for the financialpostings resulting from the reimbursement process, you now define which G/L accounts will be involved in thosetransactions.

1. In your SAP Cloud for Travel and Expense system, go to Business Configuration Overview.

2. On the screen that appears, enter Account in the Find field and choose Go.

3. Click on the Manage ERP Accounts and Vendors activity that appears as a result of the search.

4. On the screen that appears, click on Manage ERP Accounts and Vendors again.

5. On the Accounts tab of the screen that appears, create the cost accounts that you want to use by choosingAdd Row and entering an account ID and an account description.




SAP Cloud for Travel and Expense: Make Settings in Business Configurationfor Expenses

Procedure

SAP Cloud for Travel and Expense comes with a predefined set of expense types for the most common expenses.Here, you can assign the G/L account(s) that you created in the previous step to an expense type. Note that youmay need to carry out this procedure more than once, as it has to be done for every country in which there is acompany.

1. In your SAP Cloud for Travel and Expense system, go to Business Configuration Overview.

2. On the screen that appears, enter Expense in the Find field and choose Go.

3. Click on the Edit Expense Types activity for the relevant country.

4. On the screen that appears, click on Edit Expense Types.

5. For each expense type listed on the screen that appears, maintain the relevant G/L account you previouslycreated on the Account Determination tab by choosing the account from the dropdown list in the ExpenseAccount field. Note that a 1 will have been added in front of the code of your G/L account by the system.


SAP Cloud for Financials: Make Settings in Business Configuration

Procedure

You now switch to the SAP Cloud for Financials system to make the rest of the settings.

1. In your SAP Cloud for Financials system, go to Business Configuration Implementation Projects.

2. Select your implementation project from the list and choose Open Activity List.

3. Select the Fine-Tune phase, enter Chart in the Find field and choose Go.

4. Click on the Charts of Accounts, Financial Reporting Structures, Account Determination activity that appears.

5. On the screen that appears, click on Edit Account Determination Groups.

6. In the Group Types by Ledgers section of the screen, choose Costs and select Groups for General Expenses,

7. In the Groups for General Expenses section of the screen, choose Add Row.

8. Enter the Group ID. This corresponds to the account you created in SAP Cloud for Travel and Expense with a 1in front of it. Enter the same description you used previously. Do not select any of the selectable fields.

9. Repeat this for all of the accounts you created to group your expenses in SAP Cloud for Travel and Expense.


11. In the Group Types by Ledgers section of the screen, choose General Ledger and select Groups for OtherLiabilities.

12. Add a row and enter one of your accounts as described above (with a 1 in front of it).


14. Return to the Charts of Accounts, Financial Reporting Structures, Account Determination activity screen.

15. Under Account Determination, choose Costs.



16. Maintain account determinations for Costs and General Ledger. Use the Change Subledger dropdown toswitch from one to the other.

17. Maintain the account determinations on the General Expenses tab.

18. To do so, choose Add Row and enter the accounts you created in SAP Cloud for Travel and Expense with a 1 infront of them and map them to the corresponding General Expenses.


Result

When you create an expense report in SAP Cloud for Travel and Expense the corresponding settlement results arenow either posted automatically or manually to the SAP Cloud for Financials system, depending on the setting youselected when creating the Integration Configuration in SAP Cloud for Travel and Expense. To see what has notyet been posted or to manually post, go to the Postings work center in SAP Cloud for Travel and Expense.

In SAP Cloud for Financials, posted settlement results can be found under General Ledger Closing CockpitSource Documents. In the Advanced Search, you select the Related Source Document Type Expense Report andthe Company ID. Project-related expense reports can be found under Project Management Projects Time andExpenses.

If postings do not arrive, you can check for technical errors in the Business Communication Monitoring views ofboth systems. If necessary, create an incident from this view. In both systems, this view is under Application andUser Management.

SAP Cloud for Travel and ExpenseAppendix I: Manually Setting Up FI Posting


15 Appendix I: Manually Setting Up FI Posting

15.1 Define Logical System

This section guides your SAP ERP expert or consultant in creating a logical system representing your SAP Cloudfor Travel system.

NoteLogical systems are defined as cross-client systems.

Procedure

1. Run transaction BD54 and choose New Entries.

2. Create a logical system that identifies your SAP Cloud for Travel system, as shown in the following table:

Field Entry

Logical System Enter the logical system name as defined in the field My System of thecommunication arrangement of your SAP Cloud for Travel system.

To find this information in SAP Cloud for Travel, go to Application andUser Management and under Input and Output Management chooseCommunication Arrangements. Display any of the communicationarrangements you created in step 2.3 Set Up FIN CommunicationArrangement [page 13].

Example: 0KRICSG

Name Travel OD System

15.2 Maintain RFC Destinations

You must maintain an RFC destination to assign the endpoint information of SAP Cloud for Travel for bothbusiness documents - Confirmation of Reimbursement (Outbound) and Request for Reimbursement (Inbound).

In addition, you must maintain a second RFC destination for the cost object replication (Outbound), if you want toreplicate your cost objects (internal order, projects, and sales orders) automatically using IDoc XML messages.SAP recommends using this replication procedure.

NoteIf your cost object master data is stored in a non-SAP ERP system, or if you want to use the manual, file-based data replication for other reasons, you do not need to create the second RFC destination.



15.2.1 Reimbursement Notifications

To maintain the RFC destination, complete the following procedure.

Procedure

1. Run transaction SM59, select HTTP Connections to External Server and choose Create.

2. Complete the header fields as follows:

Field Value Example

RFC Destination <system ID of the on-demand server>_FIN_DCFL_TV_PAY_CONF

0KRICSG_FIN_DCFL_TV_PAY_CONF

ConnectionType

G -

Description HTTP connection to the SAP Cloud for Travelsystem for payment confirmation

-

3. On the Technical Settings tab, complete the fields as follows:

Field Value Example

Target Host <HTTP connection to the Web Dispatcherof the on-demand system>

my300021.travel.ondemand.com

Path Prefix /sap/bc/srt/scs/sap/expensereimbursementconfirmat1

-

Service no. <HTTP service port of the WebDispatcher of the on-demand server>443

Then press Enter to continue.

-

Proxy Host If used, contact your local network administratorfor the appropriate value.

Proxy Service If used, contact your local network administratorfor the appropriate value.

Proxy User If used, contact your local network administratorfor the appropriate value.

Proxy Password If used, contact your local network administratorfor the appropriate value.

4. On the Logon&Security tab, complete the fields as follows:

Field Value

Logonprocedure

Select Basic Authentication.

SSL Active



Field Value

SSL Certificate Select the client certificate that you used whencreating a communication arrangement in theSAP Cloud for Travel system.

In case of user/password, this must be set toANONYM SSL Client (Anonymous).

You then have to use the user and passwordas defined in the communicationarrangement.

NoteOn the Logon & Security tab, you can enter a user and password to log on to the SAP Cloud for Travelsystem. However, you can also log on using an SSL Client Certificate. In this case, select Do Not Use aUser. In both cases, make the same entries for SSL as described in above table.

5. After saving, you can execute a connection test. If the setup is correct, you receive the following message:

Detail Value

Status HTTP Response 415

Status Text Unsupported Media Type

Duration Test Call …

15.2.2 Cost Object Replication Using IDocs

To maintain the RFC destination, perform the following steps.

Procedure



Field Value Example

RFC Destination <system ID of the on-demand server>_IDOC_ODTF_COBJ

0KRICSG_IDOC_ODTF_COBJ

Connection Type G -

Description HTTP connection to the SAP Cloud for Travelsystem for cost object replication

-


Field Value Example

Target Host <HTTP connection to the Web Dispatcher qqq-



Field Value Example

of the on-demand system> cust805.dev.saphosting.de

Path Prefix /sap/bc/srt/scs/sap/costobjectreplicationusingidoc

-

Service no. <HTTP service port of the WebDispatcher of the SAP Cloud for Travelserver> 443

Then tap Enter to continue.

-






Field Value

Logon procedure Select Basic Authentication and confirm the message that appears.

SSL Active

SSL Certificate Select the client certificate that you used when creating a communicationarrangement in the SAP Cloud for Travel system.

In case of user/password, this must be set to ANONYM SSL Client(Anonymous)

You then have to use the user and password as defined in thecommunication arrangement.

NoteOn the Logon & Security tab page, you can enter a user and password to log on to the SAP Cloud forTravel system. However, you can also log on using an SSL Client Certificate. In this case, select Do NotUse a User. In both cases, make the same entries for SSL as described in above table.


Detail Value






15.2.3 Cost Center Replication Using IDocs

To maintain the RFC destination, perform the following steps.

Procedure



Field Value Example

RFC Destination <system ID of the on-demand server>_IDOC_ODTF_CCTR

0HS6M0L_IDOC_ODTF_CCTR

Connection Type G -

Description HTTP connection to the SAP Cloud for Travelsystem for cost center replication

-


Field Value Example


an4-cust306.dev.sapbydesign.com

Path Prefix /sap/bc/srt/scs/mom/organisationalcentrerepl1

-

Service no. <HTTP service port of the WebDispatcher of the SAP Cloud for Travelserver> 443

Then tap Enter to continue.

-


-


-


-


-


Field Value

Logon procedure Select Basic Authentication and confirm the message that appears.

SSL Active

SSL Certificate Select the client certificate that you used when creating a communicationarrangement in the SAP Cloud for Travel system.



Field Value

In case of user/password, this must be set to ANONYM SSL Client(Anonymous)

You then have to use the user and password as defined in thecommunication arrangement.



Detail Value




15.3 Maintain Port Definitions

You have to maintain the port definition for both the expense report reimbursement notification (step 2 below)and the IDoc replication of cost centers and other cost objects (step 3 below) if required.

Prerequisites

You have performed the steps described in section 15.2 Maintain RFC Destinations [page 175].

Procedure

1. Run transaction WE21, choose XML HTTP, and then Create.

For the reimbursement notifications, complete the fields as shown in the following table:

Field Value Example

Port <system ID of the on-demandserver>_01

0KRICSG_01

Description <system ID of the on-demandserver>_FIN_DCFL_TV_PAY_CONFor different description


RFC Destination RFC destination that you created insection 15.2.1 ReimbursementNotifcations [page 176].




Field Value Example

Content Type Application/x-sap.idoc The option Application/x-sap.idoc is onlyavailable if you have implemented SAPNote 1510812. Read this SAP Note formore information.

SOAP Protocol Activate this checkbox.


3. In transaction WE21, choose XML HTTP, and then Create.

For the replication of cost centers and other cost objects using IDocs, complete the fields as shown in thefollowing table:

Field Value Example


0KRICSG_02

Description <system ID of the on-demandserver>_IDOC_ODTF_COBJ ordifferent description


RFC Destination RFC destination that you created insection 15.2.2 Cost ObjectReplication [page 177Error!Bookmark not defined.] and section15.2.3.Cost Center Replication UsingIDocs [page 179].





5. In transaction WE21, choose XML HTTP, and then Create.

For the replication of cost centers and other cost objects using IDocs, complete the fields as shown in thefollowing table:

Field Value Example


0KRICSG_03

Description <system ID of the on-demandserver>_IDOC_ODTF_CCTR ordifferent description

0KRICSG_IDOC_ODTF_CCTR

RFC Destination RFC destination that you created insection 15.2.2 Cost ObjectReplication [page 177].

0KRICSG_IDOC_ODTF_CCTR








15.3.1 Maintain Partner Profile

Prerequisites

You have run transaction WE42 and defined the inbound process code by maintaining the following data:

Field Value

Process code FIN_DCFL_TV

Identification DCFL_IDOC_INPUT

Option ALE Processing with ALE Service

Processing type Processing by function module

You have run transaction BD67 and assigned the function module to the inbound process code as follows:

Field Value

Process Code FIN_DCFL_TV

Function Module DCFL_IDOC_INPUT

7. Object Type

8. (under ApplicationObject)

BKPF

You have activated the event receiver linkage in transaction OYEB.


Procedure

1. Run transaction WE20, select Partner Type LS and choose Create.

2. Create a partner profile - or adapt the fields and values for the partner profile you have created before - asfollows:

Field Value Example

Partner No. <partner number of the on-demandLogical System>

0KRICSG





Field Value Example

Partner Type LS (Logical System) -

Type Organizational Unit or User O or US

Agent Enter the job (person or group of persons) tobe notified in case of errors.

50010120

Language EN -

3. Choose Enter to continue, and maintain outbound parameters as follows:

o Outbound parameters for message type FIN_DCFL_TV_PAY_CONF

Field Value Example

Message Type FIN_DCFL_TV_PAY_CONF -

Receiver Port Choose the XML HTTP port that you created insection Maintain Port Definition.

0KRICSG_01

Output Mode Transfer IDoc immed. -

Basic Type FIN_DCFL_TV_PAY_CONF -

o Outbound parameters for message type ODTF_COBJ

Field Value Example

Message Type ODTF_COBJ -


0KRICSG_02


Basic Type ODTF_COBJ01 -

o Outbound parameters for message type ODTF_CCTR

Field Value Example

Message Type ODTF_CCTR -


0KRICSG_03


Basic Type ODTF_CCTR01 -

4. Maintain inbound parameters for message type FIN_DCFL_TV as follows:

Field Value Example

Message Type FIN_DCFL_TV -

Process Code FIN_DCFL_TV -

CancelProcessingAfter Syntax

If you select Cancel Processing AfterSyntax Error, the IDoc Interfaceterminates the processing if a syntax



Field Value Example

Error error is found.

If you do not select the syntax check,the IDoc Interface continues theprocessing. You receive a message thata syntax error was found.

It is up to you whether you want to usethis function or not.

Processing byFuntion Module

Trigger Immediately -

15.3.2 Maintain Distribution Model

1. Run transaction BD64 and switch to edit mode.

2. Choose Create Model View.

3. Create a model view - or adapt the distribution model you have created before - as follows:

Field Value

Short text ERP – Cloud for Travel Integration

Technical Name ERP_TEMOD

4. Switch to Edit mode.

5. In the Distribution Model list, choose ERP - Cloud for Travel Integration Add Message Type.

6. Add message types FIN_DCFL_TV_PAY_CONF and ODTF_COBJ with the data shown in the following tables:

o Fields and values for message type FIN_DCFL_TV_PAY_CONF:

Field Value Example

Sender Logical system of SAP ERP:

<SID>CLNT<client number>

NWCCLNT127

Receiver <Receiver logical system of theon-demand system>

0KRICSG

Message Type FIN_DCFL_TV_PAY_CONF -

o Fields and values for message type ODTF_COBJ:

Field Value Example



NWCCLNT127


0KRICSG

Message Type ODTF_COBJ -



o Fields and values for message type ODTF_CCTR:

Field Value Example



NWCCLNT127


0KRICSG

Message Type ODTF_CCTR -

7. To check if the service /sap/bc/srt/idoc (Inbound SOAP for IDoc) is active, proceed as follows:

4. Run transaction SICF and, in the Service Path field, enter /sap/bc/srt/idoc.

5. Choose Execute.

If the service is displayed in gray, it is inactive.

To activate the service, right-click the service name and, from the context menu, choose Activate Service.

8. Run transaction SRTIDOC and make sure that the SOAP runtime service is activated and registered asfollows:

Field Value

Register Service This indicator must be selected.

URI SOAP Application urn:sap-com:soap:runtime:application:idoc

Name of Web ServiceDefinition

GENERIC

Call Address (ICF Path) /sap/bc/srt/idoc

9. Choose Execute.


SAP Cloud for Travel and ExpenseAppendix II: Manually Setting Up HCM Processing

16 Appendix II: Manually Setting Up HCMProcessing

The tool-supported setup of HCM processing is described in chapter 3. SAP ERP: Setting Up IDoc Communicationwith SAP Cloud for Travel and Expense System. However, if you still want to do this manually you can proceed asfollows.

Prerequisites

You have installed the relevant SAP ERP addons as described in section 3.2 Software Components of the SAPCloud for Travel and Expense Master Guide.

16.1 Define Logical System

This section guides your SAP ERP expert or consultant in creating a logical system representing your SAP Cloudfor Travel system.

NoteIf you have already defined logical systems for the setup of FI postings (as described in section 3.1 of thisguide), you can skip this section and go directly to section 15.2 Maintain RFC Destinations [page 175].

Procedure

1. Run transaction BD54 and choose New Entries.

2. Create a logical system that identifies your SAP Cloud for Travel system, as shown in the following table.

Note

If you have already defined logical systems for the setup of FI postings (as described in section 3.1 of thisguide), you can skip this section and go directly to section 15.2 Maintain RFC Destinations [page 175].

3.

Field Entry

Logical System Enter the logical system name as defined in the field My System of thecommunication arrangement of your SAP Cloud for Travel system.

To find this information in SAP Cloud for Travel go to Application andUser Management under Input and Output Management, chooseCommunication Arrangements and display any of the communicationarrangements you created in step 2.4 Set Up HCM Communication





Field Entry

Arrangement [page 16].

Example: 0HS6KO8

Name Travel OD System

16.2 Maintain RFC Destinations

You must maintain an RFC destination in order to enable the replication of employees and reporting line unitsusing IDocs.

To maintain the RFC destination, complete the following procedure.

Procedure



Field Value Example

RFC Destination For employees:

<system ID of the on-demand server>_IDOC_OTM_EMPL

For reporting line units:

<system ID of the on-demand server>_IDOC_OTM_HRRLU

0HS6MOL_IDOC_OTM_EMPL

ConnectionType

G -

Description HTTP connection to the SAP Cloud for Travelsystem for employee replication

-


Field Value Example


qqq-cust805.dev.saphosting.de

Path Prefix For employees: Error! Hyperlink referencenot valid.


https://<your-company-specific-suburl>.

-



Field Value Example

travel.ondemand.com/sap/bc/srt

/scs/mom/organisationalcentrerepli

Service no. <HTTP service port of the WebDispatcher of the on-demand server>443

Then press Enter to continue.

-


-


-


-


-


Field Value

LogonProcedure

Select Basic Authentication and confirm themessage that appears.

SSL Active

SSL Certificate Select the client certificate that you used whencreating a communication arrangement in theSAP Cloud for Travel system.

In case of user/password, this must be set toANONYM SSL Client (Anonymous).

You then have to use the user and passwordas defined in the communicationarrangement.



Detail Value






16.3 Maintain Port Definitions

You have to maintain the port definition for replicating employees and reporting line units.

Prerequisites

You have performed the steps described in section 15.2 Maintain RFC Destinations [page 175].

Procedure

1. Run transaction WE21, choose XML HTTP, and then Create.

For the reimbursement notifications, complete the fields as shown in the following table:

Field Value Example


0KRICSG_11

Description For employees:

<system ID of the on-demandserver>_IDOC_OTM_HREE_EMPL


<system ID of the on-demandserver>_IDOC_OTM_HRRLU

0KRICSG_IDOC_OTM_HREE_EMPL

RFC Destination RFC destination that you created insection 4.2 Maintain RFC Destination

0KRICSG_ IDOC_OTM_HREE_EMPL




16.3.1 Maintain Partner Profile

Prerequisites

You have run transaction WE42 and defined the inbound process code by maintaining the following data:

Field Value

Process code ODTH_ER




Field Value

Identification IDOC_INPUT_ODTH_ER

Option ALE Processing with ALE Service

Processing type Processing by function module

You have run transaction BD67 and assigned the function module to the process code as follows:

Field Value

Process Code ODTH_ER

Function Module IDOC_INPUT_ODTH_ER

Object Type BUS7001

You have activated the event receiver linkage in transaction OYEB.


Procedure

1. Run transaction WE20, select Partner Type LS, and choose Create.

2. Create a new partner profile - or adapt the fields and values for a partner profile you have already created - asfollows:

Field Value Example

Partner No. <partner number of the on-demand logicalsystem>

0KRICSG

Partner Type LS (Logical System) -

Type Organizational Unit or User O or US

Agent Enter the job (person or group of persons) to benotified in case of errors.

50010120

Language EN -

3. Maintain inbound parameters for the message type ODTH_ER as follows:

Field Value

Message Type ODTH_ER

Process Code ODTH_ER

CancelProcessingAfter SyntaxError

If you select Cancel Processing After Syntax Error,the IDoc interface terminates the processing if asyntax error is found.

If you do not select the syntax check, the IDocinterface continues the processing. You receive amessage that a syntax error was found.

It is up to you whether you want to use this function.




Field Value

Processing byFunctionModule

Trigger Immediately

4. [OPTIONAL]: If you want to manipulate the transferred IDoc information, run transaction SE19 andimplement enhancement spot ODTH_ES_UPDATE_ER_DATA, BAdI BADI_ODTH_UPDATE_ER_DATA.

For example, the BAdI allows you to convert the incoming person ID into the PERNR or PERSONID that isknown in SAP ERP HCM.

You can also get a list of all receipts with information such as their respective expense types, amounts, andcurrencies, in case you need to assign them to different wage types in your payroll system.

5. Maintain outbound parameters as follows:

o Outbound parameters for message type OTM_HREE_EMPL and OTM_HRRLU

Field Value Example

Message Type For employees:

OTM_HREE_EMPL


OTM_HRRLU

-


0KRICSG_11


Basic Type OTM_HREE01_EMPL

OTM_HRRLU01

-

16.3.2 Maintain Distribution Model

1. Run transaction BD64 and switch to edit mode.

2. Choose Create Model View.

3. Create a model view - or adapt the distribution model you have created before in section 3.3.2 MaintainDistribution Model [page ] - as follows:

Field Value

Short text ERP – Cloud for Travel Integration

Technical Name ERP_TEMOD

4. Switch to Edit mode.

5. In the Distribution Model list, choose ERP - Cloud for Travel Integration Add Message Type.

6. Add message types OTM_HREE_EMPL and OTM_HRRLU with the data shown in the following table:

Field Value Example

Sender Logical system of SAP ERP: NWCCLNT127



Field Value Example


Receiver <Receiver logical system of the on-demand system>

0KRICSG

Message Type For employees:

OTM_HREE_EMPL


OTM_HRRLU

-

7. To check if the service /sap/bc/srt/idoc (Inbound SOAP for IDoc) is active, proceed as follows:

1. Run transaction SICF and, in the Service Path field, enter /sap/bc/srt/idoc.

2. Choose Execute.

If the service is displayed in gray, it is inactive.

To activate the service, right-click the service name and, from the context menu, choose ActivateService.

8. Run transaction SRTIDOC and make sure that the SOAP runtime service is activated and registered asfollows:

Field Value

Register Service This indicator must be selected.

URI SOAP Application urn:sap-com:soap:runtime:application:idoc

Name of Web ServiceDefinition

GENERIC

Call Address (ICF Path) /sap/bc/srt/idoc

9. Choose Execute.

www.sap.com/contactsap

SAP Cloud for Travel and Expense Integration Guide

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