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SAP ECC 6.0 EhP3
August 2008
English
Travel Management (191)
SAPAGDietmar-Hopp-Allee 1669190 Walldorf Germany
Building Block Configuration Guide
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SAP Best Practices Travel Management: Configuration Guide
Copyright
© Copyright 2008 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without theexpress permission of SAP AG. The information contained herein may be changed without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software componentsof other software vendors.
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other SAP products and services mentioned herein as well as their respective logos are trademarks or
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this document serves informational purposes only. National product specifications may vary.
These materials are subject to change without notice. These materials are provided by SAP AG and its
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constituting an additional warranty.
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SAP Best Practices Travel Management: Configuration Guide
Icons
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
Typographic Conventions
Type Style Description
Example text Words or characters that appear on the screen. These include fieldnames, screen titles, pushbuttons as well as menu names, paths andoptions.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT Names of elements in the system. These include report names,program names, Transaction codes, table names, and individual keywords of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well asnames of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.
Example text Exact user entry. These are words or characters that you enter in thesystem exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace thesewords and characters with appropriate entries.
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SAP Best Practices Travel Management: Configuration Guide
Contents
1 Purpose........................................................................................................................................ 5
2 Preparation................................................................................................................................. . 5
2.1 Prerequisites......................................................................................................................... 5
3 Configuration................................................................................................................................6
3.1 Maintaining General Settings................................................................................................ 6
3.1.1 Number Ranges..............................................................................................................6
3.1.2 Travel Management Pre-settings....................................................................................8
3.1.3 Control Parameters from Travel Privileges.................................................................. .11
3.1.4 Control Parameters from Trip Data............................................................................... 14
3.1.5 Travel Expense Types..................................................................................................22
3.1.6 Trip Reimbursement Amounts..................................................................................... .233.1.7 Dialog Control............................................................................................................... 27
3.1.8 Travel Expense Control............................................................................................... .31
3.1.9 Wage Types.................................................................................................................. 33
3.1.10 Transferring to Accounting.......................................................................................... 35
3.1.11 Integration................................................................................................................... 38
3.2 Master Data for Travel Management...................................................................................39
3.2.1 Creating Employee................................................................................................. ......39
3.2.2 Creating Vendor for Travel............................................................................................40
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SAP Best Practices Travel Management: Configuration Guide
Travel Management
1 Purpose
This configuration guide provides the information you need to set up the configuration of thisbuilding block manually.
If you do not want to configure manually and prefer an automated installation process using BCSets and other tools, refer to the installation guide of this building block.
2 Preparation
2.1 PrerequisitesBefore you start installing this building block, you must install prerequisite building blocks. For more information, see the building block prerequisite matrix(Prerequisites_Matrix_[xx]_EN_IN.xls; the placeholder [xx] depends on the SAP Best Practicesversion you use, for example, BL refers to the SAP Best Practices Baseline Package:Prerequisites_Matrix_BL_EN_IN.xls). This document can be found on the SAP Best Practicesdocumentation DVD in the folder ..\BBLibrary\General\.
In addition, you should activate the extension set for Travel Management. This makes varioustechnical settings, including extensions to menus, the application component hierarchy, and theIMG.
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Activate SAP ECC Extensions
2. Confirm the message Caution: The table is cross-clientby choosing Continue.
3. In the table displayed, select the checkbox in the Active column for:
EA-TRV Travel Management Extension
4. Choose Save.
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SAP Best Practices Travel Management: Configuration Guide
3 Configuration
3.1 Maintaining General Settings
3.1.1 Number Ranges
3.1.1.1 Number Ranges for Trip Numbers
Use
In this IMG activity, you define number ranges and number range intervals for assigning tripnumbers. You do so for each personnel area individually. In the case of the settings you make inthis activity for internal number assignment, the system automatically assigns the trip numberswithin the defined interval.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code PR10
IMG menu Financial Accounting(New) → Travel Management → Set Up Trip
Number Ranges
2. Make the following entries:
Field name Description User action and values Notes
OBJECT Object Name RP_REINR
SUBOBJECT SubobjectValue
1000 / 1100
NRRANGENR Number RangeNumber
01
FROMNUMBER From Number 0000000001
TONUMBER To Number 0999999999
NRLEVEL CurrentNumber
0000000000
EXTERNIND Int.
Field name Description User action and values Notes
OBJECT Object Name RP_REINRSUBOBJECT Subobject
Value1000 / 1100
NRRANGENR Number RangeNumber
02
FROMNUMBER From Number 1000000001
TONUMBER To Number 1999999999
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SAP Best Practices Travel Management: Configuration Guide
NRLEVEL CurrentNumber
0000000000
EXTERNIND Ext. X
Do not change these default values!
3.1.1.2 Number Ranges for Posting Runs
Use
The number ranges required for posting runs are created with a number range interval from0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).
Procedure
1. Access the activity using one of the following navigation options:
Transaction code PR12
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses→ Transfer to Accounting → Set Up Number Ranges for
Posting Runs
2. Make the following entries:
Field name Description User action and values Notes
OBJECT Object Name Structure HR_PEVAL2
SUBOBJECT Sub-objectValue
TR
NRRANGENR Number RangeNumber
01
FROMNUMBER From Number 0000000001
TONUMBER To Number 0999999999
NRLEVEL CurrentNumber
0000000000
EXTERNIND Int.
Do not change these default values!
3.1.1.2.1 Number Ranges for Trip Transfer Documents
Use
The number ranges required for trip transfer documents are created with a number range intervalfrom 0000000001 to 9999999999.
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SAP Best Practices Travel Management: Configuration Guide
Procedure
1. Access the activity using one of the following navigation options:
Transaction code PR11
IMG menu Financial Accounting → Travel Management → Travel Expenses
→ Transfer to Accounting → Set Up Number Ranges for TripTransfer Documents
2. Make the following entries:
Field name Description User action and values Notes
OBJECT Object Name HRTR_PDOC
SUBOBJECT Sub-objectValue
TRV_POSTING_DOCS
NRRANGENR Number RangeNumber
01
FROMNUMBER From Number 0000000001TONUMBER To Number 0999999999
NRLEVEL CurrentNumber
0000000000
EXTERNIND Int.
Do not change these default values!
3.1.2 Travel Management Pre-settings
3.1.2.1 Defining/Deleting/Restoring Trip Provision Variants
Use
In this IMG activity, you make the basic entry for a new trip provision variant with all the rules for determining the reimbursement of trip expenses and their treatment regarding taxation.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting → Travel Management → Travel Expenses→ Master Data → Control Parameters for Travel Expenses →
Define/Delete/Restore Trip Provision Variants
2. Make the following entry:
TrProv.Variant Name
YB Service Provider
3. Choose Save.
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SAP Best Practices Travel Management: Configuration Guide
3.1.2.2 Assigning Organizational Areas to Trip ProvisionVariants via Feature TRVCT
Use
The feature TRVCT determines the possible trip provision variant depending on the employee'sorganizational assignment.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code PE03
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses→ Master Data → Control Parameters for Travel
Expenses→ Assign Organizational Areas to Trip Provision Variants
via Feature TRVCT
2. Insert a new line below line 000010.
3. Edit the new and empty line 000020 like described below:
Line Variable Key F C Operations
000010 40 D MOLGA
000020 40 Y1 &TRVCT=YB,
000030 40 **… &TRVCT=99
4. Choose Activate to activate the feature
3.1.2.3 Global Settings
Use
In this IMG activity, you define the following settings:
- Country grouping for the wage types recorded in the expense types
- Trip currency in which the trip costs are reimbursed
- Settings for the input tax
-Methods for converting the receipt currencies to the trip currency
The Input tax default value for internat. receipts is set to Set acc. to trip destination.
(Default value for input tax = blank)
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
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SAP Best Practices Travel Management: Configuration Guide
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Define Global Settings
2. Make the following entries:
Field name Description User action and values Note
MOREI Trip ProvisionVariant
YB Service Provider
MOLGA CountryGrouping
40 India
WAERSKZ CurrencyIndicator
1 Currency isdetermined fromcompany code
WAERS Currency
HCURR Settlement of ForeignCurrencyReceipts
X In trip currency
PAUVS01 No Input Tax X Input tax per TravelExpense Type
MWSKZ With Input TaxCode
LAND1 Country IN India
MWAUS 0% Input Tax No tax procedure
READ706M Read Table‘Input Tax for
Internationalper Diems’
DEFMWSKZ Input TaxDefault Valuefor Internat.Receipts
X Set According toDestination/Country
DEFLNDFR No DefaultValue for Country of Receipt
LTEXT Unit for Distance
Kilometers
KURST Exchange RateType
M Standard translationat average rate
No configuration change is required as this is a standard configuration.
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SAP Best Practices Travel Management: Configuration Guide
3.1.3 Control Parameters from Travel Privileges
3.1.3.1 Statutory M/A Reimbursement Groups
Use
Via the statutory reimbursement group for meals/accommodations indicator, reimbursementrates for meals/accommodations can be reproduced for groups of employees (e.g. classificationof employees according to wage groups).
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Travel Privileges → Define
Statutory M/A Reimbursement Groups
2. Make the following entry:
TrProv.Variant Name Name Name
YB Service Provider All Employees
3.1.3.2 Enterprise-Specific M/A Reimbursement Groups
Use
Via the enterprise-specific reimbursement group for meals/ accommodations indicator, thestatutory reimbursement groups for meals/accommodations can be further distinguished.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Travel Privileges → Define
Enterprise-Specific M/A Reimbursement Groups
2. Make the following entry:
TrProv.Variant Name Name Name
YB Service Provider All Employees
3. Choose Save.
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SAP Best Practices Travel Management: Configuration Guide
3.1.3.3 Employee Grouping for Travel Expense Types
Use
An employee grouping for trip expense type is a classification of employees for whom the sametrip expense types are valid.
In this IMG activity the employee grouping for trip expense type is defined depending on tripprovision variant via a one-place alphanumeric key and a long name.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Travel Privileges → Define
Employee Grouping for Travel Expense Types
2. Enter Trip Provision Variant: YB and then make the following entry:
EE Grp. Ex Name
1 Group 1
3.1.3.4 Employee Grouping for Travel Management
Use
Via the employee grouping for Travel Management, you can reproduce an enterprise-specificclassification of employees in the system.
In this IMG activity, you define, depending on trip provision variant, the permitted entry values for employee groupings for Travel Management and you store a corresponding long name.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Travel Privileges → DefineEmployee Grouping for Travel Management
2. Make the following entry:
TrProv.Variant Name EE Group Trav Name
YB Service Provider All Employees
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SAP Best Practices Travel Management: Configuration Guide
3.1.3.5 Vehicle Types
Use
Trip costs accounting offers the option to differentiate reimbursement rates for travel costsaccording to vehicle types (for example, bicycle, motorcycle, and car).
In this IMG activity, you will define, depending on the trip provision variant, the allowed entryvalues for vehicle type and store the corresponding long names.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Travel Privileges → Define
Vehicle Types2. Make the following entry:
TrProv.Variant Name VeTyp Name
YB Service Provider Car
3.1.3.6 Reimbursement Groups for Travel Costs
Use
If a company wants to reproduce different trip provisions for travel costs (e.g. mile/kilometer rates)
for different groups of employees, they can be stored via the reimbursement group for travelcosts.
In this IMG activity, you define the permitted input values for the reimbursement groups for travelcosts depending on the trip provision variant and store the corresponding long names.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Travel Privileges → Define
Reimbursement Groups for Travel Costs
2. Make the following entry:
TrProv.Variant Name RGrp TravelCost Name
YB Service Provider All Employees
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SAP Best Practices Travel Management: Configuration Guide
3.1.3.7 Vehicle Classes
Use
Via Vehicle class, you can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes. For each employee, the vehicle class can be stored in the infotype Travel
Privileges (0017).
In this IMG activity, you define, depending on trip provision variant, the permitted entry values for the vehicle class and store a corresponding long name.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Travel Privileges → Define
Vehicle Classes
2. Make the following entry:
TrProv.Variant Name RGrp TravelCost Name
YB Service Provider All Vehicle Classes
3.1.4 Control Parameters from Trip Data
3.1.4.1 Defining Trip Areas
Use
Many countries specify different trip expense reimbursement amounts for different trip areas intheir business trip provisions. For these trip areas, different trip expense reimbursement rates for travel costs, accommodations and meals must be stored in the system.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Trip
Areas
2. Enter Trip Provision Variant: YB and then make the following entries:
Trip Country Name RegionTrip Trip Country
No Distinction
AD Andorra Andorra
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SAP Best Practices Travel Management: Configuration Guide
AE Utd.Arab Emir. United Arab Emirates
AE Utd.Arab Emir. DUBAI United Arab Emirate,Dubai
AF Afghanistan Afghanistan
AG Antigua/Barbuda Antigua/Barbuda
AI Anguilla Anguilla
AL Albania Albania
AM Armenia Armenia AO Angola Angola
AQ Antarctica Antarctica
AR Argentina Argentina
AS Samoa, America Samoa, American
AT Austria Austria
AT Austria WIEN Austria, Vienna
AU Australia Australia
AU Australia CABRA Australia, Canberra
AW Aruba Aruba
AZ Azerbaijan Azerbaijan
BA Bosnia-Herz. Bosnia-Herzegovina
BB Barbados Barbados
BD Bangladesh Bangladesh
BE Belgium Belgium
BF Burkina Faso Burkina Faso
BG Bulgaria Bulgaria
BH Bahrain Bahrain
BI Burundi Burundi
BJ Benin Benin
BM Bermuda Bermuda
BN Brunei Daruss. Brunei (Darussalam)
BO Bolivia Bolivia
BR Brazil Brazil
BR Brazil RECIF Brazil, Recife
BR Brazil RIO Brazil, Rio de Janeiro
BR Brazil SPAUL Brazil, Sao Paulo
BS Bahamas Bahamas
BT Bhutan Bhutan
BW Botswana Botswana
BY Belarus Belarus
BZ Belize Belize
CA Canada Canada
CD Dem. Rep. Congo Republic of the Congo
CF CAR Central African Republic
CG Rep.of Congo Congo
CH Switzerland Switzerland
CI Cote d'Ivoire Ivory Coast
CL Chile Chile
CM Cameroon Cameroon
CM Cameroon DUALA Cameroon, Douala
CN China China
CN China HKONG China, Hong Kong
CN China KANTO China, Canton
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SAP Best Practices Travel Management: Configuration Guide
CN China PEKIN China, Beijing
CN China SHANG China, Shanghai
CO Colombia Colombia
CR Costa Rica Costa Rica
CS Serbia/Monten. Serbia and Montenegro
CU Cuba Cuba
CV Cape Verde Cape VerdeCY Cyprus Cyprus
CZ Czech Republic Czech Republic
DE Germany Germany
DJ Djibouti Djibouti
DK Denmark Denmark
DK Denmark KOPEN Denmark, Copenhagen
DM Dominica Dominica
DO Dominican Rep. Dominican Republic
DZ Algeria Algeria
EC Ecuador Ecuador
EE Estonia Estonia
EG Egypt Egypt
EG Egypt KAIRO Egypt, Cairo
ER Eritrea Eritrea
ES Spain Spain
ES Spain BARCE Spain, Barcelona
ES Spain KANAR Spain, Canary Islands
ES Spain MADRI Spain, Madrid
ES Spain MALLE Spain, Palma de Mallorca
ET Ethiopia Ethiopia
FI Finland Finland
FJ Fiji Fiji
FM Micronesia Micronesia
FO Faroe Islands Faroe Islands
FR France France
FR France BORDX France, Bordeaux
FR France LYON France, Lyons
FR France PARIS France, Paris
FR France STRAS France, Strasbourg
GA Gabon Gabon
GB United Kingdom Great Britain
GB United Kingdom EDIN Great Britain, Edinburgh
GB United Kingdom LONDO Great Britain, London
GB United Kingdom MANCH Great Britain, Manchester
GD Grenada Grenada
GE Georgia Georgia
GF French Guayana French Guinea
GH Ghana Ghana
GL Greenland Greenland
GM Gambia Gambia
GN Guinea Guinea
GP Guadeloupe Guadeloupe
GQ Equatorial Guin Equatorial Guinea
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GR Greece Greece
GR Greece ATHEN Greece, Athens
GT Guatemala Guatemala
GU Guam Guam
GW Guinea-Bissau Guinea-Bissau
GY Guyana Guyana
HK Hong Kong Hong KongHN Honduras Honduras
HR Croatia Croatia
HT Haiti Haiti
HU Hungary Hungary
ID Indonesia Indonesia
IE Ireland Ireland
IL Israel Israel
IL Israel TELAV Israel, Tel Aviv
IN India India, Sikkim prov.
IN India BOMBA India,Sikkim,Bombay
IN India DEHLI India,Sikkim,New Delhi
IN India KALKU India w. Sikkim Calcutta
IQ Iraq Iraq
IR Iran Iran
IS Iceland Iceland
IT Italy Italy
IT Italy MAILA Italy, Milan
IT Italy ROM Italy, Rome
JM Jamaica Jamaica
JO Jordan Jordan
JP Japan Japan
JP Japan TOKIO Japan, Tokyo
KE Kenya Kenya
KG Kyrgyzstan Kirghizia
KH Cambodia Cambodia
KI Kiribati Kiribati
KM Comoros Comoros
KN St Kitts&Nevis St. Christopher, Nevis
KP North Korea North Korea
KR South Korea South Korea
KW Kuwait Kuwait
KY Cayman Islands Cayman Islands
KZ Kazakhstan Kazakhstan
LA Laos Lao People's Democ. Rep.
LB Lebanon Lebanon
LC St. Lucia St. Lucia
LI Liechtenstein Liechtenstein
LK Sri Lanka Sri Lanka
LR Liberia Liberia
LS Lesotho Lesotho
LT Lithuania Lithuania
LU Luxembourg Luxembourg
LV Latvia Latvia
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LY Libya Libya
MA Morocco Morocco
MC Monaco Monaco
MD Moldova Moldavia, Republic
MG Madagascar Madagascar
MH Marshall Islnds Marshall Islands
MK Macedonia MacedoniaML Mali Mali
MM Burma Myanmar
MN Mongolia Mongolia
MO Macau Macau
MQ Martinique Martinique
MR Mauretania Mauritania
MS Montserrat Montserrat
MT Malta Malta
MU Mauritius Mauritius
MV Maldives Maldives
MW Malawi Malawi
MX Mexico Mexico
MY Malaysia Malaysia
MZ Mozambique Mozambique
NA Namibia Namibia
NC New Caledonia New Caledonia
NE Niger Niger
NG Nigeria Nigeria
NG Nigeria LAGOS Nigeria, Lagos
NI Nicaragua Nicaragua
NL Netherlands Netherlands
NO Norway Norway
NP Nepal Nepal
NR Nauru Nauru
NZ New Zealand New Zealand
OM Oman Oman
PA Panama Panama
PE Peru Peru
PG Pap. New Guinea Papua New Guinea
PH Philippines Philippines
PK Pakistan Pakistan
PK Pakistan ISLMB Pakistan, Islamabad
PL Poland Poland
PL Poland BRESL Poland, Wroclaw
PL Poland DANZI Poland, Gdansk
PL Poland KRAKA Poland, Krakow
PL Poland WARSC Poland, Warsaw
PR Puerto Rico Puerto Rico
PT Portugal Portugal
PT Portugal LISBO Portugal, Lisbon
PY Paraguay Paraguay
QA Qatar Qatar
RE Reunion Reunion
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RO Romania Romania
RO Romania BUKAR Romania, Bucharest
RU Russian Fed. Russian Federation
RU Russian Fed. MOSKA Russian Federation,Moscow
RU Russian Fed. NOWOS Russian Fed., Novosibirsk
RU Russian Fed. SARAT Russian Fed., Saratov
RU Russian Fed. ST.PE Russ. Fed., St.PetersburgRW Rwanda Rwanda
SA Saudi Arabia Saudi Arabia
SA Saudi Arabia RIAD Saudi Arabia, Riyadh
SB Solomon Islands Solomon Islands
SC Seychelles Seychelles
SD Sudan Sudan
SE Sweden Sweden
SG Singapore Singapore
SH Saint Helena St. Helena
SI Slovenia Slovenia
SK Slovakia Slovakia
SL Sierra Leone Sierra Leone
SM San Marino San Marino
SN Senegal Senegal
SO Somalia Somalia
SR Suriname Suriname
ST S.Tome,Principe Sao Tome and Principe
SV El Salvador El Salvador
SY Syria Syria
SZ Swaziland Swaziland
TD Chad Chad
TG Togo Togo
TH Thailand Thailand
TJ Tajikistan Tajikistan
TL East Timor East Timor
TM Turkmenistan Turkmenistan
TN Tunisia Tunisia
TO Tonga Tonga
TR Turkey Turkey
TR Turkey ANKAR Turkey, Ankara
TR Turkey ASIEN Turkey, Asiatic
TR Turkey IZMIR Turkey, Izmir
TT Trinidad,Tobago Trinidad and Tobago
TV Tuvalu Tuvalu
TW Taiwan Taiwan
TZ Tanzania Tanzania
UA Ukraine Ukraine
UG Uganda Uganda
US USA USA
US USA ATLAN USA, Atlanta
US USA BOSTO USA, Boston
US USA HOUST USA, Houston
US USA LOSAN USA, Los Angeles
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US USA MIAMI USA, Miami
US USA NY USA, New York State
US USA NYC USA, New York
US USA SFRAN USA Seattle San Francisco
US USA WADC USA, Washington
UY Uruguay Uruguay
UZ Uzbekistan UzbekistanVA Vatican City Vatican City
VC St. Vincent St. Vincent and the Grena
VE Venezuela Venezuela
VN Vietnam Vietnam
VN Vietnam HOCHI Vietnam, Ho Chi Minh City
VU Vanuatu Vanuatu
WS Samoa Western Samoa
XM Country Group XM
YE Yemen Yemen
YT Mayotte Mayotte
YU Yugoslavia
ZA South Africa South Africa
ZM Zambia Zambia
ZW Zimbabwe Zimbabwe
3.1.4.2 Defining Statutory Trip Types
Use
Via statutory trip type, trip costs accounting offers the option to differentiate employees' tripsaccording to statutory/pay scale rules.
In this IMG activity you define, depending on trip provision variant, the allowed entry values for the statutory trip types and store the corresponding long texts.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting (New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Trip Data → Define
Statutory Trip Types
2. Make the following entry:
TrProv.Variant Name Trip Type Name
YB Service Provider Business Trip
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3.1.4.3 Enterprise-Specific Trip Type
Use
Within Travel Expenses, you can use the enterprise-specific trip type to classify employees’ tripsaccording to enterprise-specific criteria (such as trips between plants or private stopovers).
For the Best Practices scenario, only one Trip Type is defined (Blank= Business Trip).
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Trip Data → Define
Enterprise-Specific Trip Types
2. Make the following entries:
Field Overview V_T706X:
Field name Description User action and values Notes
MOREI Trip ProvisionVariant
YB
BEREI Trip Type:Enterprise-Specific
TEXT_BEREI Name for Enterprise-
Specific TripType
All Trips
Data Record Overview V_T706X:
TrProv.Variant Name Trip Type Name
YB Service Provider All Trips
3.1.4.4 Trip Activity Type (Travel Expenses Accounting)
Use
Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, different trip activity types can be defined (e.g.: A = Education andtraining, K = Customer visit and S = Other reasons). However, for this scenario only one tripactivity type is defined.
Procedure
1. Access the activity using one of the following navigation options:
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Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Control Parameters for Travel
Expenses → Control Parameters from Trip Data → Define Trip
Activity Types
2. Make the following entries:
Field Overview V_T706R:
Field name Description User action and values Notes
MOREI Trip ProvisionVariant
YB
KZTKT Trip ActivityType
TKTXT Name for Trip Activity Type
All Trips
Data Record Overview V_T706R:
TrProv.Variant Name Activity Name
YB Service Provider All Trips
3.1.5 Travel Expense Types
3.1.5.1 Travel Expense Types for Individual Receipts
Use
In Travel Expenses, individual statements for travel costs are created on the basis of receipts.Each receipt is saved in the system with a travel expense type, an amount and an issue date.Travel expense types are valid for all reimbursement groups.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Master Data → Travel Expense Types → Create
Travel Expense Types for Individual Receipts
2. Enter Trip Provision Variant: YB and then make this new entries:
Travel Expense Type Name of Exp.Type Start Date End Date
BENZ Gasoline 01/01/2007 12/31/9999
HOTL Hotel 01/01/2007 12/31/9999
MTWG Car Rental 01/01/2007 12/31/9999
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3. Fill in the Details for each expense type
TravelExpenseType
TravelExpenseCat.
Provider Category
Ex.Ty.Per missibility
Amountsare
Usage Pos. InWeeklyRep.
Allow Wizardf. Exp.Type
BENZ S 123456789 1 N
HOTL U H 123456789 1 F X
MTWG S C 123456789 1 M
3.1.5.2 Travel Expense Types for Per Diems/Flat Rates
Use
In this IMG activity, you define the trip expense types for per diems/ flat rates and store thecorresponding names.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting (New) → Travel Management → Travel
Expenses → Master Data → Travel Expense Types → Create
Travel Expense Types for Per Diems/Flat Rates
2. Enter Trip Provision Variant: YB and then make the following entry:
TravelExpense
Type
Name of Exp.Type Start Date End Date Travel ExpenseCat.
VERP Meals per Diem 01/01/2007 12/31/9999 V
3.1.6 Trip Reimbursement Amounts
3.1.6.1 Flat Rates for Travel Costs
Use
In Travel Management Travel Accounting you can account travel costs by flat rate. The
reimbursement amounts for business trips are in line with tax regulations.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
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IMG menu Financial Accounting (New) → Travel Management → Travel
Expenses → Trip Reimbursement Amounts → Reimbursement
Amounts Travel Costs → Define Flat Rates for Travel Costs
2. Enter Trip Provision Variant: YB and then make the following entry:
Field name Value Description Note
Vehicle Type Car
Start 01/01/2007
End 12/31/9999
Vehicle Class All Vehicle Classes
GRrp Travel All Employees
Period Param. No Cumulation
Mile/Km Limit 0
Trip Country
Trip Region No Distinction
Trip Type S Business Trip
Trip Type E All Trips
Activity All Trips
Currency INR India INR
Tax-Free Amount
Reimbursement Amount
Customer Amount
3.1.6.2 Period Parameters
Use
In this IMG activity, you define, depending on trip provision variant, the permitted entry values for period parameter kilometer accumulation and you store the corresponding long names.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Trip Reimbursement Amounts → Reimbursement
Amounts Travel Costs → Miles/Km Cumulation → Define Period
Parameters
2. Enter Trip Provision Variant: YB and make the following entry:
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TrProv.Variant Name Period Par Name
YB Service Provider No Cumulation
3.1.6.3 Influence of Control Parameters: Accommodation
Use
Different control parameters apply for accommodations per diems. The following parameters,which you defined in master data, can also be used for accommodations per diems.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Accommodations→ Define Influence of Control
Parameters: Accommodation
2. Choose Trip Provision Variant: YB and choose the following entries:
Field Group Value User Action
Trip Type Statutory Copy from Trip Chooseentry
Trip Activity Type Copy from Trip Chooseentry
Reimbursement Group M/A
Statutory
Copy from Infotype 0017 (Travel
Privileges)
Choose
entry
Reimbursement Group M/AEnterprise Specific
Copy from Infotype 0017 (TravelPrivileges)
Chooseentry
3.1.6.4 Influence of Control Parameters: Meals
Use
Different control parameters apply for meals per diems. The following parameters, which youdefined in master data, can also be used for meals per diems.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
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IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses→ Trip Reimbursement Amounts → Reimbursement
Amounts for Meals→ Define Influence of Control Parameters:
Meals
2. Choose Trip Provision Variant: YB and make the following entries:
Field Group Value User Action
Trip Type Statutory Copy from Trip Choose entry
Trip Activity Type Copy from Trip Choose entry
Reimbursement Group M/AStatutory
Copy from Infotype 0017 (TravelPrivileges)
Choose entry
Reimbursement Group M/AEnterprise Specific
Copy from Infotype 0017 (TravelPrivileges)
Choose entry
3.1.6.5 Per Diems for MealsUse
Travel Accounting allows you to account expenses incurred for meals by per diem. For each tripprovision variant, you can decide how the control parameters influence the determination of reimbursement rates for meals per diems.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel Expenses→ Trip Reimbursement Amounts → Reimbursement
Amounts for Meals→ Reimbursement Amounts for Meals/Hours →
Per Diems for Meals (MPD) → Define Per Diems for Meals
2. Enter Trip Provision Variant: YB and then make the following entries:
Field name 1. Entry 2. Entry 3. Entry 4. Entry Description
Trip Country IN IN IN IN India
Trip Region India
Begin 01/01/2007 01/01/2007 01/01/2007 01/01/2007End 12/31/9999 12/31/9999 12/31/9999 12/31/9999
Trip Type S BusinessTrip
Trip Type E All Trips
Activity All Trips
RGrp M/A Stat. All
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Employees
RGrp M/A Stat. AllEmployees
Number of Days 99 99 99 99
Number of Hours 7 13 23 24
Currency INR INR INR INR India INR
Tax-Free Amount 50 100 200
Reimbursement Amount 50 100 200
Customer Amount 50 100 200
3.1.7 Dialog Control
3.1.7.1 Defining Schema and Individual Field Control
Use
Trip schemas enable you to simplify travel expense data entry for users in your enterprise.Specific input templates are available for each trip schema. Certain fields are either hidden, or preset with specific values. To define the screen control and default values accordingly, the tripschema WV (trip between plants) has been created especially for the enterprise-specific trip typeW (trip between plants).
Special features of schema WV (trip between plants):
The following fields are hidden: Trip Activity Type, Per-Diem Accounting for Meals, Per-Diem Accounting for Accommodations.
The Trip Type: Enterprise-Specific field is visible, and is preset with the default value W / Tripbetween plants. This field is not ready for input.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(new) → Travel Management → Travel
Expenses → Dialog and Travel Expenses Control → Dialog
Control → Define Schema and Individual Field Control
2. Make the following entries:
Field Overview/Data Record Overview T706T:
Field name Description User action and values Notes
SPRAS Language Key EN
MOREI Trip ProvisionVariant
YB
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SCHEM Trip Schema 01, 99, PL, SP, VS
STEXT Name for TripSchema
Business Trip, TravelCalendar, Travel Planning,Weekly Report, Trip
Advances
Field Overview/Data Record Overview T706S:
Field name Description User action and values Notes
MOREI Trip Provision Variant YB
SCHEM Trip Schema 01
NUMRV Number Assignment for Trip Number
I Internalnumber assignment
INAUS Domestic/International B No Distinction
ANKUN Domestic Departure Suppressed
EINME Multiday Trip X
STEXT Overlapping Trips Allowed
RLAND Trip Country IN India
RGION Trip Country/TripCountry Group/TripRegion
India
KZREA Trip Type: Statutory Business Trip
BEREI Trip Type: Enterprise-Specific
All Trips
KZTKT Trip Activity Type All Trips
MSGID Application Area
MSGNO System MessageNumber
VERPF Per-Diem MealsCheckbox Set
X
UEPKZ Per-Diem for AccomodationsCheckbox Set
ADDR_DEST Enter Addresses for Destinations
D1600 Additional Destinations X
KFZVE Trip Segments X
ADDR_Mileage Enter Addresses for Legs of Trips
COMPUTE_DIST Calculate Distance
D1500 Advances X
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Field name Description User action and values Notes
D9999 User Data of Trip
D1950 History of Trip X
D1709 Cost AssignmentOverview
X
D1700 Costs AssignmentEntire Trip
X
D1702 Cost AssignmentStopover
X
D1701 Cost AssignmentIndiv.Receipt
X
D1703 Cost AssignmentMiles/Kms
X
D1960 Additional InfoEntire Trip
X
D1310 Additional Receipt Info X
ADDINFO_KM Additional Trip SegmentInformation
X
D1400 DeductionsDeductions
FRUEH DeductionBreakfast
X
ESBON DeductionMeal Coupon
D1400_UNTER Deduction
Accommodations
X
3.1.7.2 Default Values for the Dialog
Use
This IMG activity for Travel Management enables you to save a default value for the vehicle typefor per-diem and flat-rate settlements. This default value is independent of the trip schema.
Procedure
1. Access the activity using one of the following navigation options:Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Dialog and Travel Expenses Control → Dialog
Control → Store Default Values for Dialog
2. Make the following entries:
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Field Overview/Data Record Overview
Field name Description User action and values Notes
MOREI Trip ProvisionVariant
YB
KZPMF Vehicle Type Blank
FZTXT Description Car
3.1.7.3 Setting up Field Control for Account AssignmentObject via TRVCO
Use
In the travel expenses accounting dialog, it is possible to record a cost assignment specificationfor the complete trip, additional destinations (stopovers), trip segment distribution, or any receipts.The user can do this, either using the entry area Alternative cost assignment in the travel
expenses dialog, or functional enhanced cost assignmentsThe feature TRVCO, whose return value is used as a variable key for screen layout of theaccount assignment object, is available for this purpose.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code PE03
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Dialog and Travel Expenses Control → Dialog
Control → Set Up Field Control for Account Assignment Object
via TRVCO
2. The assignment to the parameter takes place using the return value MOLGA:
Change View to Table Maintenance to see the feature like it is described below.
Variable Argument D Operations
000010 D MOLGA
000020 40 D TRVUG " USER-PARAMETER 'TRV'?
000030 40 01 & TRVCO=USERGROUP_01,
000040 40 BP & TRVCO=USERGROUP_BP,
000050 40 ** & TRVCO=,
000060 ** & TRVCO=,
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3.1.7.4 Variable Layout for Account Assignment Objects
Use
In the dialog for travel expense data entry, you can enter a cost assignment specification for trips,stopovers or receipts. At present, only cost centers should be entered as additional account
assignment objects.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses→ Dialog and Travel Expenses Control →Dialog Control
→ Set Up Variable Layout for Account Assignment Objects
Changes are not necessary and not recommended.
3.1.8 Travel Expense Control
3.1.8.1 Posting of Paid Individual Receipts
Use
Paid receipts are recorded in a trip for documentation purposes only. Documents are postedindependently of Travel Management.
Procedure1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Dialog and Travel Expenses Control → Travel
Expenses Control → Define Posting of Paid Individual Receipts
2. Make the following settings:
Field Overview/Data Record Overview V_T702N_K:
Field name Description User action and values NotesMOREI Trip Provision
VariantYB
R01 Posting of Receipts Paidby Company
Paid receipts are not posted
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3.1.8.2 Travel Expenses Control (Expert View)
Use
In this IMG activity, you can edit the matrix of accounting rules.
• The settings have been paid for IN solution as per the screen print below.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Travel
Expenses → Dialog and Travel Expenses Control → Travel
Expenses Control → Travel Expenses Control (Expert View)
2. Make the following entries:
Accounting Control in Expert View: German Accounting
1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0
Receiptsettlement
0 0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Mealssettlem
ent
0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2 0 0 0 0 0 0 0 0 0 0
Accommod.Settlm.
2 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Travelcostsett
lm.
0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Other settlm.
3 1 1 0 1 0 0 0 0 0 1 1 1 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 0 0
Pub.Secto
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
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r settlm.
3.1.9 Wage Types
3.1.9.1 Assigning Wage Types to Travel Expense Types for Indiv. Receipt
Use
The results from Travel Expenses are recorded on the basis of wage types in the table ROT. Thismeans that you must record a wage type for the tax-exempt part of the settlement amount for each travel expense type.In the case of travel expense types for per diems, you must record a wage type for both the tax-exempt and taxable part (additional amounts).
The relevant input tax indicators are determined by the turnover tax law. The standard settings
correspond to current terms and conditions.
The travel expense type MTBZ (car rental, paid) differs from the standard and has been assignedthe SAP standard wage type MJ63 (Trip trav.costs comp.paid).
Prerequisites
Travel expense types have been created.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting (New) → Travel Management → Integration
of Travel Management and Payroll → Wage Types → Assign
Wage Types to Travel Expense Types for Indiv. Receipts
2. Make the following entries:
Field Overview/Data Record Overview V_T706B4:
Field name Description Entry 1 Entry 2 Entry 3
MOREI Trip ProvisionVariant
YB YB YB
SPKZL Travel Expense
Type
BENZ HOTL MTWG
ENDDA End Date 99991231 99991231 99991231
BEGDA Start Date 20070101 20070101 200770101
PAYOT Service Provider
PTKXX Amounts are 1 1 1
LGARL First Wage Type MJ30 MJ10 MJ30
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LGARH Second WageType
3.1.9.2 Assigning Wage Types to Travel Expense Types for
Per Diems/Flat Rates
Use
The results from Travel Expenses are recorded on the basis of wage types in the table ROT. Thismeans that you must record a wage type for the tax-exempt part of the settlement amount for each travel expense type.In the case of travel expense types for per diems, you must record a wage type for both the tax-exempt and taxable part (additional amounts).
The relevant input tax indicators are determined by the turnover tax law. The standard settingscorrespond to current terms and conditions.
The travel expense type MTBZ (car rental, paid) differs from the standard and has been assigned
the SAP standard wage type MJ63 (Trip trav.costs comp.paid).
Prerequisites
Travel expense types have been created.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Integration
of Travel Management and Payroll →Wage Types → Assign
Wage Types to Travel Expense Types for Per Diems / Flat Rates
2. Make the following entries:
Field Overview/Data Record Overview V_T706B4:
Field name Description Entry 1
MOREI Trip Provision Variant YB
SPKZL Travel Expense Type VERP
ENDDA End Date 99991231
BEGDA Start Date 20070101
PAYOT Service Provider
LGARL TxFr Wage Type MJ20
LGARH Wage Type Add. Amount MJ21
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3.1.9.3 Assignment of Wage Type to Symbolic Account
Use
Travel Management enables you to structure the interface to Financial Accounting flexibly usingthe so-called initial account assignment. The initial account assignment determines the posting
accounts and controls the accounts side (debits/credits).
For this process, you assign the following data to each wage type that you assigned in the travelexpense types for individual receipts and per diems: A symbolic account ‘expenses’, a symbolicaccount for offsetting entry, and if necessary, a second symbolic account ‘clearing’ (especially inthe case of paid receipts).
Since the standard wage type MJ63 has been assigned to the additional travel expense typeMTBZ, and there is already a suitable symbolic account for this wage type in the standardsystem, it is not necessary to make any new entries here.
Prerequisites
The appropriate wage types have been assigned to the travel expense types.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Integration
of Travel Management and Payroll → Wage Types → Define
Assignment of Wage Type to Symbolic Account
2. Make the following entries:
Field Overview V_T706K:
TripProvisionVariant
WageType
VariableKey
End Date Start Date Symbolic AccountAssignment
YB MJ10 31.12.9999 01.01.20077 +10
YB MJ20 31.12.9999 01.01.20077 +20
YB MJ21 31.12.9999 01.01.20077 +20
YB MJ30 31.12.9999 01.01.20077 +30
YB MJ80 31.12.9999 01.01.20077 +80
3.1.10 Transferring to Accounting
3.1.10.1 Conversion of Symbolic Account to Expense Account
Use
The incurred trip costs are posted to different expense accounts, dependent on their travelexpense type. The standard chart of accounts is 0001.
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The offsetting entry is made in the employee’s customer/vendor account that is linked to their personnel number. No provision is made for posting to clearing accounts.
The travel expense type MTBZ (car rental, paid) differs from the standard. It has been assignedusing the symbolic account 130 to the following expense account: Trip costs – transport and airfare (recpts/flat rate).
PrerequisitesThe appropriate G/L accounts have been created in the standard chart of accounts 0001(U06_Core_FI).
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) Travel Management Travel Expenses Transfer to Accounting Conversion of Symbolic
Account to Expense Account
2. Enter Chart of Accounts: YAIN
3. Choose procedure: Customer/vendor trip costs postings – Transaction HRP
General m Account
1RR *KP
4. Choose Posting Key.
Debit Credit
21 31
5. Choose Rules.
Debit / Credit General ModificationX
6. Choose procedure: Trip costs postings, expense accounts – Transaction HRT
General m Account
110 44983100
120 44983200
130 44983300
140 44983400
150 44983500
180 44983600
190 26341100
195 26341200
7. Choose Posting Key.
Debit Credit
40 50
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8. Choose Rules.
Debit / Credit General Modification
X
3.1.10.2 Assigning Substitute Cost Center
Use
In the dialog for travel expense data entry, you can enter a cost assignment specification for trips,stopovers or receipts. At present, only cost centers should be entered as additional accountassignment objects.
The transfer report enables you to substitute non-postable CO objects with the cost center that iscurrently valid in Travel Privileges (infotype 0017). If this cost center is not postable either, thesystem substitutes the original CO object with a substitute cost center from table TKA3G. Thesystem documents all substitutions in the trip transfer documents in the posting run. This meansyou can reassign these substitutions manually at a later stage.
To ensure that a warning and not an error message is issued when the account assignment ischecked, the cost center 1104 has been defined in table TKA3G. When you create the postingrun, ensure the Replace incorrect CO object field is active.
Prerequisites
Cost centers have been created (BB30_CostProfitCenter).
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Payroll → Payroll India → Reporting for Posting Payroll Results to Accounting → Activities in AC System → Assign Substitute Cost
Centers
2. Make the following entries:
Field Overview/Data Record Overview TKA3G:
Field name Description User action and values Notes
BUKRS Company Code 1000
GSBER Business Area 0001
KOSTL Cost Center 1101
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3.1.11 Integration
3.1.11.1 Activating Request/Plan/Expense Report in TravelManager
UseTo use the Travel Manager (transaction TRIP) for inputting travel expenses, you must activate thecomponents for editing travel requests and travel expense reports.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Financial Accounting(New) → Travel Management → Integration of
Travel Planning and Travel Expenses → Settings for Travel
Manager → Activate Request/Plan/Expense Report in Travel
Manager and for Web Dynpro
2. Make the following entries:
Field Overview/Data Record Overview V_T702N_O:
Field name Description User action and values Notes
MOREI Trip ProvisionVariant
YB
R14 Edit TravelRequests,
checked
R15 Edit Travel
Plans,
checked
R16 Edit TravelExpenseReports,
checked
3.1.11.2 Deactivating Integration of Travel Planning - TravelExpenses
Use
Since only the Travel Expenses component is in use, the integration of Travel Planning to TravelExpenses is deactivated.
Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
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IMG menu Financial Accounting(New) → Travel Management → Integration
of Travel Planning and Travel Expenses → Activate Integration:
Travel Planning - Travel Expenses
2. Make the following entries:
Field Overview/Data Record Overview:
Field name Description User action and values Note
MOREI Trip ProvisionVariant
YB
INTPL Integration of Travel Planning
Deselect the checkbox
3.2 Master Data for Travel Management
3.2.1 Creating Employee
Use
In this step, you create an employee for the travel management scenario.
Procedure
1. Access the activity using one of the following navigation options:
SAP ECC menu Human Resources → Personnel Management →
Administration → HR Master Data → Personnel Actions
Transaction code PA40
2. On the Personnel Actions screen, choose action type Hiring Service Provider .
3. In the From field, enter 01.01.2007 and in the Personnel no. field, enter 999401.
4. Choose Execute.
5. On the Create Actions screen, maintain the data as shown in the table below:
Personnelnumber
PositionEmployeeGroup
PersonnelArea
EmployeeSubgroup
999401 1 1000 Y1
6. Choose Enter .
7. Save your entries.
8. On the Create Organizational Assignment screen, maintain the data as shown in the tablebelow:
Personnel number Cost Center Personnel Subarea Payroll Area
999401 1321 1010 YB
9. Choose Enter .
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10. Save your entries.
11. On the Create Personnel Data screen, maintain the data as shown in the table below:
PersNo Title Last Name First Name Birth Date Language Nationality
999401 Mr Berger Klaus 19.12.1952 EN IN
12. Choose Enter .
13. Save your entries.
14. On the Create Planned Work time screen enter Work schedule rule YB00.
15. Choose Enter .
16. Save your entries.
17. On the Create Travel Privileges screen, set Flag Changes Permitted to Trip in area Company Code Changes.
18. Choose Enter .
19. Save your entries.
20. On the Create Time Sheet Defaults screen, maintain the data as shown in the table below:
Personnel number Controlling Area Cost Center Activity Type
999401 1000 1321 blank
21. Save your entries.
3.2.2 Creating Vendor for Travel
UseThe service scenarios require one vendor.
Procedure
1. Access the activity using one of the following navigation options:
SAP ECC menu Accounting → Financial Accounting → Accounts Payable
→ Master Records → Create
Transaction code FK01
2. On the Create vendor : Initial Screen, make the following entries:Field name Description User action and values Note
Company code 1000
Account Group YB01
Vendor YB999401
Name Vendor Service
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3. On the Create Vendor: Address screen, make the following entries and then choose the Next Screen.
Vendor Name 1 Name 2 Search Term StreetPostalCode
City
YB999401 Padarti EMPLOYEE
7/47 BruntonRoad 560025 Mumbai
Vendor Country RegionTimeZone
Transp.Zone
Langu. Tel. Phone Fax
YB999401 IN INDIA EN 2222 2009 2222 2009
4. On the Create Vendor: Control screen, enter the customer number (if vendor is alsocustomer), then choose the Next Screen twice.
Vendor Custom. No. Trading Partner
YB999401
5. On the Create Vendor: Payment transactions screen, enter the following data:
Vendor Bank country key Bank KeysBank accountnumber
YB999401 IN 40000100101 900025870
6. On the Create Vendor: Accounting information accounting screen, make the following entriesand then choose the Next Screen.
Vendor Recon. account Sort Key Personnel number
YB999401 16148598 009 (Ext.doc number) 999401
7. On the Create Vendor: Payment transactions accounting screen, make the following entriesand then choose the Next Screen.
Vendor Payt Terms Chk double inv. Payment Methods
YB999401 0001 CDEQTWY
8. Choose Save.
Result
The vendor master data has been created.