Business Process Training Manual

HCM_004 Travel Management

INDEXS. No.Business Process Page

1.Travel Expense Manager2-10

2.Posting to Financial Accounting10-14

3.Post Accounting Data15-19

4.Reports20-33

1. Business_Process Scenario No. HCM_004_TM_ Travel Expense Manager

BUSINESS PROCESS:Travel Expense Manager

DESCRIPTION:Travel Expense to be Settled

OWNER:Sreenivasraju Manthena

Path: SAP Menu Accounting Financial Accounting Travel Management Travel Expenses PR05 - Travel Expense Manager

Business Process Description Overview: During settlement, the system creates settlement results for each trip from the trip facts entered and stores them in the database. They are the basis for payment, posting and possible taxation of the travel expenses.Trips and travel requests can only be processed by the settlement program if they have the approval status approved and the settlement status either to be settled or canceled.No.BUSINESS PROCESS STEPS

T- CODE/PathINPUT DATA / SPECIAL INFORMATIONOUTPUT DATA / RESULT

1.Travel Expense Manager PR05Input the Personal number.

2Select the relevant Trip you want to Approve/Settle.

Trip Status: - Released for approval - Approved

3Travel Administrator: Click on the Approval button.

The status will change from Released for approval to Approved.

Click on the Settle button after validating the Expense receipts.

4Settlement Status: The status will change from To be settled to Settled.

Double click on PR05 (Travel Expense Manager).

Enter the Personal number. All the Travel Expenses entered by the employee with status will be available for the Travel Administrator.Travel Administrator can View/Approve/Settle all the Trip details for an employee.

Travel Administrator can Approve the Travel Expenses based on the exceptional requests.The status will change from Released Approval to Approved.

All the Approved expenses are to be settled before transferring it to Controlling.

Enter the settlement period.

The trip is settled. The Status is changed from To be settled to Settled.

2. Business_Process Scenario No. HCM_004_TM_ Posting to Financial Accounting

BUSINESS PROCESS:Posting Travel Expense cost to Accounting

DESCRIPTION:Posting to Financial Accounting

OWNER:Sreenivasraju Manthena

Path: SAP Menu Accounting Financial Accounting Travel Management Travel Expenses Periodic Processing Transfer to Accounting PRFI - Create Posting Run

Business Process Description Overview: The information in the travel expense results of Travel Management needs to be formatted for further processing in Accounting. You can specify how the system is to summarize the data for Accounting. The system records the formatted information in trip transfer documents and collects these in posting runs. Travel Management transfers these posting runs to Accounting. No.BUSINESS PROCESS STEPS

T- CODE/PathINPUT DATA / SPECIAL INFORMATIONOUTPUT DATA / RESULT

1.Create posting runPRFIInput the payroll area, Personal number, Trip number.

Specify the period

2Click on execute

3Press the SAVE buttonPosting run created successfully.

Note: Before creating a posting run the Expenses are to be approved and settled.Note: PRFI (Create posting run) will be a auto schedule program which can run based on the periodicity defined.

Transaction Code: PRFI

3. Business_Process Scenario No. HCM_004_TM_ Manage Posting run

BUSINESS PROCESS:Posting Accounting Data

DESCRIPTION:Post Accounting Data

OWNER:Sreenivasraju Manthena

Path: SAP Menu Accounting Financial Accounting Travel Management Travel Expenses Periodic Processing Transfer to Accounting PRRW - Manage Posting RunsBusiness Process Description Overview: With this transaction we can update the Travel expense in the books of financial accounting.No.BUSINESS PROCESS STEPS

T- CODE/PathINPUT DATA / SPECIAL INFORMATIONOUTPUT DATA / RESULT

1.Manage posting runsPRRWInput the date

2.Click on execute

3.Click on Post

4.Click on Post immediately

Posting run created successfully.

Note: Only the approved and settled expenses will be part of posting run.Note: PRRW (Manage posting run) will be an auto schedule program which can run based on the periodicity defined.

Transaction Code: PRRWEnter the date and click on Execute.

Select the document you want to post.Click on Post.

Click on Post Immediately.

Posted to accounting successfully.

4. Business_Process Scenario No. HCM_004_TM_ Reports

BUSINESS PROCESS:General Trip Data/Trip Totals

DESCRIPTION:General Trip details

OWNER:Sreenivasraju Manthena

Path: SAP Menu Accounting Financial Accounting Travel Management Travel Expenses Information System Tripp Statistics S_AHR_61016401 - General Trip Data/Trip TotalsBusiness Process Description Overview: This report provides the output of General trip details with the totals.No.BUSINESS PROCESS STEPS

T- CODE/PathINPUT DATA / SPECIAL INFORMATIONOUTPUT DATA / RESULT

1.General Trip Data/Trip TotalsS_AHR_61016401Input the Personal Numbers/Company code.

2.

MULTIPLE SELCTION FIELD . ENTER MORE PERSONAL AREAS IF REQUIRED.

3.Click on execute

4.

THIS REPORT CAN BE SORTED BY CLICKING THE SORT ICONS CLICK ON THE SPREADSHEET ICON /LOCAL FILE TO SAVE THE FILE.

5.

CLICK ON THE SPREADSHEET FORMAT RADIO BUTTON

6.

CHOOSE THE DROP DOWN BUTTON TO CHOOSE THE DESKTOP, ENTER FILE NAME AS .XLS AND SAVE CLICK ON SAVE.

Save the file by clicking on the local file.

Select the path and give the file name to save the file.

Click on generate file.

The generated report is saved successfully in the path given.

5. Business_Process Scenario No. HCM_004_TM_ Reports

BUSINESS PROCESS:Trip Receipts

DESCRIPTION: Trip details

OWNER:Sreenivasraju Manthena

Path: SAP Menu Accounting Financial Accounting Travel Management Travel Expenses Information System Tripp Statistics S_AHR_61016402 - Trip ReceiptsBusiness Process Description Overview: This report provides the detailed view of the Trip receipts.No.BUSINESS PROCESS STEPS

T- CODE/PathINPUT DATA / SPECIAL INFORMATIONOUTPUT DATA / RESULT

1.Trip ReceiptsS_AHR_61016402Input the Personal Numbers/Company code.

2.

MULTIPLE SELCTION FIELD . ENTER MORE PERSONAL AREAS IF REQUIRED.

3.Click on execute

4.

THIS REPORT CAN BE SORTED BY CLICKING THE SORT ICONS CLICK ON THE SPREADSHEET ICON /LOCAL FILE TO SAVE THE FILE.

5.

CLICK ON THE SPREADSHEET FORMAT RADIO BUTTON

6.

CHOOSE THE DROP DOWN BUTTON TO CHOOSE THE DESKTOP, ENTER FILE NAME AS .XLS AND SAVE CLICK ON SAVE.

Save the file by clicking on the local file.

Select the path and give the file name to save the file.

Click on generate file.

The generated report is saved successfully in the path given.

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