SAP ECC 6.0 EhP3
August 2008
English
Travel Management (191)
SAPAGDietmar-Hopp-Allee 1669190 WalldorfGermany
Building Block Configuration Guide
SAP Best Practices Travel Management: Configuration Guide
Copyright
© Copyright 2008 SAP AG. All rights reserved.
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SAP Best Practices Travel Management: Configuration Guide
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Cross-references to other documentation.
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Contents
1 Purpose................................................................................................................................... 5
2 Preparation.............................................................................................................................. 5
2.1 Prerequisites.................................................................................................................. 5
3 Configuration........................................................................................................................... 5
3.1 Maintaining General Settings.........................................................................................5
3.1.1 Number Ranges........................................................................................................5
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.................................................................................24
3.1.7 Dialog Control..........................................................................................................27
3.1.8 Travel Expense Control...........................................................................................31
3.1.9 Wage Types............................................................................................................33
3.1.10 Transferring to Accounting......................................................................................36
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 PurposeThis configuration guide provides the information you need to set up the configuration of this building block manually.
If you do not want to configure manually and prefer an automated installation process using BC Sets 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 Practices version 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 Practices documentation DVD in the folder ..\BBLibrary\General\.
In addition, you should activate the extension set for Travel Management. This makes various technical settings, including extensions to menus, the application component hierarchy, and the IMG.
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-client by 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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3 Configuration
3.1 Maintaining General Settings3.1.1 Number Ranges
3.1.1.1 Number Ranges for Trip Numbers
UseIn this IMG activity, you define number ranges and number range intervals for assigning trip numbers. You do so for each personnel area individually. In the case of the settings you make in this activity for internal number assignment, the system automatically assigns the trip numbers within the defined interval.
Procedure1. 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 Subobject Value
1000 / 1100
NRRANGENR Number Range Number
01
FROMNUMBER From Number 0000000001
TONUMBER To Number 0999999999
NRLEVEL Current Number
0000000000
EXTERNIND Int.
Field name Description User action and values Notes
OBJECT Object Name RP_REINR
SUBOBJECT Subobject Value
1000 / 1100
NRRANGENR Number Range Number
02
FROMNUMBER From Number 1000000001
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TONUMBER To Number 1999999999
NRLEVEL Current Number
0000000000
EXTERNIND Ext. X
Do not change these default values!
3.1.1.2 Number Ranges for Posting Runs
UseThe number ranges required for posting runs are created with a number range interval from 0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).
Procedure1. 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-object Value
TR
NRRANGENR Number Range Number
01
FROMNUMBER From Number 0000000001
TONUMBER To Number 0999999999
NRLEVEL Current Number
0000000000
EXTERNIND Int.
Do not change these default values!
3.1.1.2.1 Number Ranges for Trip Transfer Documents
Use
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SAP Best Practices Travel Management: Configuration Guide
The number ranges required for trip transfer documents are created with a number range interval from 0000000001 to 9999999999.
Procedure1. 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 Trip Transfer Documents
2. Make the following entries:
Field name Description User action and values Notes
OBJECT Object Name HRTR_PDOC
SUBOBJECT Sub-object Value
TRV_POSTING_DOCS
NRRANGENR Number Range Number
01
FROMNUMBER From Number 0000000001
TONUMBER To Number 0999999999
NRLEVEL Current Number
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
UseIn 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.
Procedure1. 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:
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TrProv.Variant Name
YB Service Provider
3. Choose Save.
3.1.2.2 Assigning Organizational Areas to Trip Provision Variants via Feature TRVCT
UseThe feature TRVCT determines the possible trip provision variant depending on the employee's organizational assignment.
Procedure1. 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
UseIn 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)
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Procedure1. 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 Define Global Settings
2. Make the following entries:
Field name Description User action and values Note
MOREI Trip Provision Variant
YB Service Provider
MOLGA Country Grouping
40 India
WAERSKZ Currency Indicator
1 Currency is determined from company code
WAERS Currency
HCURR Settlement of Foreign Currency Receipts
X In trip currency
PAUVS01 No Input Tax X Input tax per Travel Expense Type
MWSKZ With Input Tax Code
LAND1 Country IN India
MWAUS 0% Input Tax No tax procedure
READ706M Read Table ‘Input Tax for International per Diems’
DEFMWSKZ Input Tax Default Value for Internat. Receipts
X Set According to Destination/Country
DEFLNDFR No Default Value for Country of Receipt
LTEXT Unit for Distance
Kilometers
KURST Exchange Rate Type
M Standard translation at average rate
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No configuration change is required as this is a standard configuration.
3.1.3 Control Parameters from Travel Privileges
3.1.3.1 Statutory M/A Reimbursement Groups
UseVia the statutory reimbursement group for meals/accommodations indicator, reimbursement rates for meals/accommodations can be reproduced for groups of employees (e.g. classification of employees according to wage groups).
Procedure1. 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
UseVia the enterprise-specific reimbursement group for meals/ accommodations indicator, the statutory reimbursement groups for meals/accommodations can be further distinguished.
Procedure1. 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
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3. Choose Save.
3.1.3.3 Employee Grouping for Travel Expense Types
UseAn employee grouping for trip expense type is a classification of employees for whom the same trip expense types are valid.
In this IMG activity the employee grouping for trip expense type is defined depending on trip provision variant via a one-place alphanumeric key and a long name.
Procedure1. 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
UseVia the employee grouping for Travel Management, you can reproduce an enterprise-specific classification 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.
Procedure1. 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 Management
2. Make the following entry:
TrProv.Variant Name EE Group Trav Name
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YB Service Provider All Employees
3.1.3.5 Vehicle Types
UseTrip costs accounting offers the option to differentiate reimbursement rates for travel costs according to vehicle types (for example, bicycle, motorcycle, and car).
In this IMG activity, you will define, depending on the trip provision variant, the allowed entry values for vehicle type and store the corresponding long names.
Procedure1. 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 Types
2. Make the following entry:
TrProv.Variant Name VeTyp Name
YB Service Provider Car
3.1.3.6 Reimbursement Groups for Travel Costs
UseIf 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 travel costs.
In this IMG activity, you define the permitted input values for the reimbursement groups for travel costs depending on the trip provision variant and store the corresponding long names.
Procedure1. 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
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YB Service Provider All Employees
3.1.3.7 Vehicle Classes
UseVia 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.
Procedure1. 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
UseMany countries specify different trip expense reimbursement amounts for different trip areas in their business trip provisions. For these trip areas, different trip expense reimbursement rates for travel costs, accommodations and meals must be stored in the system.
Procedure1. 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
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2. Enter Trip Provision Variant: YB and then make the following entries:
Trip Country Name RegionTrip Trip Country No Distinction
AD Andorra AndorraAE Utd.Arab Emir. United Arab EmiratesAE Utd.Arab Emir. DUBAI United Arab Emirate,DubaiAF Afghanistan AfghanistanAG Antigua/Barbuda Antigua/BarbudaAI Anguilla AnguillaAL Albania AlbaniaAM Armenia ArmeniaAO Angola AngolaAQ Antarctica AntarcticaAR Argentina ArgentinaAS Samoa, America Samoa, AmericanAT Austria AustriaAT Austria WIEN Austria, ViennaAU Australia AustraliaAU Australia CABRA Australia, CanberraAW Aruba ArubaAZ Azerbaijan AzerbaijanBA Bosnia-Herz. Bosnia-HerzegovinaBB Barbados BarbadosBD Bangladesh BangladeshBE Belgium BelgiumBF Burkina Faso Burkina FasoBG Bulgaria BulgariaBH Bahrain BahrainBI Burundi BurundiBJ Benin BeninBM Bermuda BermudaBN Brunei Daruss. Brunei (Darussalam)BO Bolivia BoliviaBR Brazil BrazilBR Brazil RECIF Brazil, RecifeBR Brazil RIO Brazil, Rio de JaneiroBR Brazil SPAUL Brazil, Sao PauloBS Bahamas BahamasBT Bhutan BhutanBW Botswana BotswanaBY Belarus BelarusBZ Belize BelizeCA Canada CanadaCD Dem. Rep. Congo Republic of the CongoCF CAR Central African RepublicCG Rep.of Congo CongoCH Switzerland SwitzerlandCI Cote d'Ivoire Ivory CoastCL Chile Chile
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CM Cameroon CameroonCM Cameroon DUALA Cameroon, DoualaCN China ChinaCN China HKONG China, Hong KongCN China KANTO China, CantonCN China PEKIN China, BeijingCN China SHANG China, ShanghaiCO Colombia ColombiaCR Costa Rica Costa RicaCS Serbia/Monten. Serbia and MontenegroCU Cuba CubaCV Cape Verde Cape VerdeCY Cyprus CyprusCZ Czech Republic Czech RepublicDE Germany GermanyDJ Djibouti DjiboutiDK Denmark DenmarkDK Denmark KOPEN Denmark, CopenhagenDM Dominica DominicaDO Dominican Rep. Dominican RepublicDZ Algeria AlgeriaEC Ecuador EcuadorEE Estonia EstoniaEG Egypt EgyptEG Egypt KAIRO Egypt, CairoER Eritrea EritreaES Spain SpainES Spain BARCE Spain, BarcelonaES Spain KANAR Spain, Canary IslandsES Spain MADRI Spain, MadridES Spain MALLE Spain, Palma de MallorcaET Ethiopia EthiopiaFI Finland FinlandFJ Fiji FijiFM Micronesia MicronesiaFO Faroe Islands Faroe IslandsFR France FranceFR France BORDX France, BordeauxFR France LYON France, LyonsFR France PARIS France, ParisFR France STRAS France, StrasbourgGA Gabon GabonGB United Kingdom Great BritainGB United Kingdom EDIN Great Britain, EdinburghGB United Kingdom LONDO Great Britain, LondonGB United Kingdom MANCH Great Britain, ManchesterGD Grenada GrenadaGE Georgia GeorgiaGF French Guayana French GuineaGH Ghana Ghana
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GL Greenland GreenlandGM Gambia GambiaGN Guinea GuineaGP Guadeloupe GuadeloupeGQ Equatorial Guin Equatorial GuineaGR Greece GreeceGR Greece ATHEN Greece, AthensGT Guatemala GuatemalaGU Guam GuamGW Guinea-Bissau Guinea-BissauGY Guyana GuyanaHK Hong Kong Hong KongHN Honduras HondurasHR Croatia CroatiaHT Haiti HaitiHU Hungary HungaryID Indonesia IndonesiaIE Ireland IrelandIL Israel IsraelIL Israel TELAV Israel, Tel AvivIN India India, Sikkim prov.IN India BOMBA India,Sikkim,BombayIN India DEHLI India,Sikkim,New DelhiIN India KALKU India w. Sikkim CalcuttaIQ Iraq IraqIR Iran IranIS Iceland IcelandIT Italy ItalyIT Italy MAILA Italy, MilanIT Italy ROM Italy, RomeJM Jamaica JamaicaJO Jordan JordanJP Japan JapanJP Japan TOKIO Japan, TokyoKE Kenya KenyaKG Kyrgyzstan KirghiziaKH Cambodia CambodiaKI Kiribati KiribatiKM Comoros ComorosKN St Kitts&Nevis St. Christopher, NevisKP North Korea North KoreaKR South Korea South KoreaKW Kuwait KuwaitKY Cayman Islands Cayman IslandsKZ Kazakhstan KazakhstanLA Laos Lao People's Democ. Rep.LB Lebanon LebanonLC St. Lucia St. LuciaLI Liechtenstein LiechtensteinLK Sri Lanka Sri Lanka
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LR Liberia LiberiaLS Lesotho LesothoLT Lithuania LithuaniaLU Luxembourg LuxembourgLV Latvia LatviaLY Libya LibyaMA Morocco MoroccoMC Monaco MonacoMD Moldova Moldavia, RepublicMG Madagascar MadagascarMH Marshall Islnds Marshall IslandsMK Macedonia MacedoniaML Mali MaliMM Burma MyanmarMN Mongolia MongoliaMO Macau MacauMQ Martinique MartiniqueMR Mauretania MauritaniaMS Montserrat MontserratMT Malta MaltaMU Mauritius MauritiusMV Maldives MaldivesMW Malawi MalawiMX Mexico MexicoMY Malaysia MalaysiaMZ Mozambique MozambiqueNA Namibia NamibiaNC New Caledonia New CaledoniaNE Niger NigerNG Nigeria NigeriaNG Nigeria LAGOS Nigeria, LagosNI Nicaragua NicaraguaNL Netherlands NetherlandsNO Norway NorwayNP Nepal NepalNR Nauru NauruNZ New Zealand New ZealandOM Oman OmanPA Panama PanamaPE Peru PeruPG Pap. New Guinea Papua New GuineaPH Philippines PhilippinesPK Pakistan PakistanPK Pakistan ISLMB Pakistan, IslamabadPL Poland PolandPL Poland BRESL Poland, WroclawPL Poland DANZI Poland, GdanskPL Poland KRAKA Poland, KrakowPL Poland WARSC Poland, WarsawPR Puerto Rico Puerto Rico
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PT Portugal PortugalPT Portugal LISBO Portugal, LisbonPY Paraguay ParaguayQA Qatar QatarRE Reunion ReunionRO Romania RomaniaRO Romania BUKAR Romania, BucharestRU Russian Fed. Russian FederationRU Russian Fed. MOSKA Russian Federation,MoscowRU Russian Fed. NOWOS Russian Fed., NovosibirskRU Russian Fed. SARAT Russian Fed., SaratovRU Russian Fed. ST.PE Russ. Fed., St.PetersburgRW Rwanda RwandaSA Saudi Arabia Saudi ArabiaSA Saudi Arabia RIAD Saudi Arabia, RiyadhSB Solomon Islands Solomon IslandsSC Seychelles SeychellesSD Sudan SudanSE Sweden SwedenSG Singapore SingaporeSH Saint Helena St. HelenaSI Slovenia SloveniaSK Slovakia SlovakiaSL Sierra Leone Sierra LeoneSM San Marino San MarinoSN Senegal SenegalSO Somalia SomaliaSR Suriname SurinameST S.Tome,Principe Sao Tome and PrincipeSV El Salvador El SalvadorSY Syria SyriaSZ Swaziland SwazilandTD Chad ChadTG Togo TogoTH Thailand ThailandTJ Tajikistan TajikistanTL East Timor East TimorTM Turkmenistan TurkmenistanTN Tunisia TunisiaTO Tonga TongaTR Turkey TurkeyTR Turkey ANKAR Turkey, AnkaraTR Turkey ASIEN Turkey, AsiaticTR Turkey IZMIR Turkey, IzmirTT Trinidad,Tobago Trinidad and TobagoTV Tuvalu TuvaluTW Taiwan TaiwanTZ Tanzania TanzaniaUA Ukraine UkraineUG Uganda Uganda
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US USA USAUS USA ATLAN USA, AtlantaUS USA BOSTO USA, BostonUS USA HOUST USA, HoustonUS USA LOSAN USA, Los AngelesUS USA MIAMI USA, MiamiUS USA NY USA, New York StateUS USA NYC USA, New YorkUS USA SFRAN USA Seattle San FranciscoUS USA WADC USA, WashingtonUY Uruguay UruguayUZ Uzbekistan UzbekistanVA Vatican City Vatican CityVC St. Vincent St. Vincent and the GrenaVE Venezuela VenezuelaVN Vietnam VietnamVN Vietnam HOCHI Vietnam, Ho Chi Minh CityVU Vanuatu VanuatuWS Samoa Western SamoaXM Country Group XMYE Yemen YemenYT Mayotte MayotteYU YugoslaviaZA South Africa South AfricaZM Zambia ZambiaZW Zimbabwe Zimbabwe
3.1.4.2 Defining Statutory Trip Types
UseVia statutory trip type, trip costs accounting offers the option to differentiate employees' trips according 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.
Procedure1. 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
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YB Service Provider Business Trip
3.1.4.3 Enterprise-Specific Trip Type
UseWithin Travel Expenses, you can use the enterprise-specific trip type to classify employees’ trips according 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).
Procedure1. 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 Provision Variant
YB
BEREI Trip Type: Enterprise-Specific
TEXT_BEREI Name for Enterprise-Specific Trip Type
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)
UseSince 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 and training, K = Customer visit and S = Other reasons). However, for this scenario only one trip activity type is defined.
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Procedure1. 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 Activity Types
2. Make the following entries:
Field Overview V_T706R:
Field name Description User action and values Notes
MOREI Trip Provision Variant
YB
KZTKT Trip Activity Type
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
UseIn 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.
Procedure1. 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
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HOTL Hotel 01/01/2007 12/31/9999
MTWG Car Rental 01/01/2007 12/31/9999
3. Fill in the Details for each expense type
Travel Expense Type
Travel Expense Cat.
Provider Category
Ex.Ty.Permissibility
Amounts are
Usage Pos. In Weekly Rep.
Allow Wizard f. 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
UseIn this IMG activity, you define the trip expense types for per diems/ flat rates and store the corresponding names.
Procedure1. 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:
Travel Expense Type
Name of Exp.Type Start Date End Date Travel Expense Cat.
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
UseIn Travel Management Travel Accounting you can account travel costs by flat rate. The reimbursement amounts for business trips are in line with tax regulations.
Procedure1. 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 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
UseIn 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.
Procedure1. 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
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2. Enter Trip Provision Variant: YB and make the following entry:
TrProv.Variant Name Period Par Name
YB Service Provider No Cumulation
3.1.6.3 Influence of Control Parameters: Accommodation
UseDifferent control parameters apply for accommodations per diems. The following parameters, which you defined in master data, can also be used for accommodations per diems.
Procedure1. 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 Choose entry
Trip Activity Type Copy from Trip Choose entry
Reimbursement Group M/A Statutory
Copy from Infotype 0017 (Travel Privileges)
Choose entry
Reimbursement Group M/A Enterprise Specific
Copy from Infotype 0017 (Travel Privileges)
Choose entry
3.1.6.4 Influence of Control Parameters: Meals
UseDifferent control parameters apply for meals per diems. The following parameters, which you defined in master data, can also be used for meals per diems.
Procedure1. 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/A Statutory
Copy from Infotype 0017 (Travel Privileges)
Choose entry
Reimbursement Group M/A Enterprise Specific
Copy from Infotype 0017 (Travel Privileges)
Choose entry
3.1.6.5 Per Diems for Meals
UseTravel Accounting allows you to account expenses incurred for meals by per diem. For each trip provision variant, you can decide how the control parameters influence the determination of reimbursement rates for meals per diems.
Procedure1. 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 01/01/2007
End 12/31/9999 12/31/9999 12/31/9999 12/31/9999
Trip Type S Business Trip
Trip Type E All Trips
Activity All Trips
RGrp M/A Stat. All
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Employees
RGrp M/A Stat. All Employees
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
UseTrip 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 trip schema WV (trip between plants) has been created especially for the enterprise-specific trip type W (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 / Trip between plants. This field is not ready for input.
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 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 Provision Variant
YB
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SCHEM Trip Schema 01, 99, PL, SP, VS
STEXT Name for Trip Schema
Business Trip, Travel Calendar, 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 Internal number 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/Trip Country Group/Trip Region
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 Message Number
VERPF Per-Diem Meals Checkbox Set
X
UEPKZ Per-Diem for Accomodations Checkbox 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
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Field name Description User action and values Notes
D1500 Advances X
D9999 User Data of Trip
D1950 History of Trip X
D1709 Cost AssignmentOverview
X
D1700 Costs Assignment Entire Trip
X
D1702 Cost AssignmentStopover
X
D1701 Cost AssignmentIndiv.Receipt
X
D1703 Cost Assignment Miles/Kms
X
D1960 Additional Info Entire Trip
X
D1310 Additional Receipt Info X
ADDINFO_KM Additional Trip Segment Information
X
D1400 DeductionsDeductions
FRUEH DeductionBreakfast
X
ESBON DeductionMeal Coupon
D1400_UNTER Deduction Accommodations
X
3.1.7.2 Default Values for the Dialog
UseThis IMG activity for Travel Management enables you to save a default value for the vehicle type for per-diem and flat-rate settlements. This default value is independent of the trip schema.
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 Dialog Control Store Default Values for Dialog
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2. Make the following entries:
Field Overview/Data Record Overview
Field name Description User action and values Notes
MOREI Trip Provision Variant
YB
KZPMF Vehicle Type Blank
FZTXT Description Car
3.1.7.3 Setting up Field Control for Account Assignment Object via TRVCO
UseIn the travel expenses accounting dialog, it is possible to record a cost assignment specification for 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 assignments
The feature TRVCO, whose return value is used as a variable key for screen layout of the account assignment object, is available for this purpose.
Procedure1. 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
UseIn 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.
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 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
UsePaid receipts are recorded in a trip for documentation purposes only. Documents are posted independently 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 Notes
MOREI Trip Provision Variant
YB
R01 Posting of Receipts Paid by Company
Paid receipts are not posted
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3.1.8.2 Travel Expenses Control (Expert View)
UseIn 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.
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 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 0Receipt settlement
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
Meals settlement
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
Travel cost settlm.
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
UseThe results from Travel Expenses are recorded on the basis of wage types in the table ROT. This means 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 assigned the SAP standard wage type MJ63 (Trip trav.costs comp.paid).
PrerequisitesTravel expense types have been created.
Procedure1. 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 Provision Variant
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 Wage Type
3.1.9.2 Assigning Wage Types to Travel Expense Types for Per Diems/Flat Rates
UseThe results from Travel Expenses are recorded on the basis of wage types in the table ROT. This means 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 assigned the SAP standard wage type MJ63 (Trip trav.costs comp.paid).
PrerequisitesTravel expense types have been created.
Procedure1. 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
UseTravel Management enables you to structure the interface to Financial Accounting flexibly using the 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 travel expense types for individual receipts and per diems: A symbolic account ‘expenses’, a symbolic account for offsetting entry, and if necessary, a second symbolic account ‘clearing’ (especially in the case of paid receipts).
Since the standard wage type MJ63 has been assigned to the additional travel expense type MTBZ, and there is already a suitable symbolic account for this wage type in the standard system, it is not necessary to make any new entries here.
PrerequisitesThe appropriate wage types have been assigned to the travel expense types.
Procedure1. 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:
Trip Provision Variant
Wage Type
Variable Key
End Date Start Date Symbolic Account Assignment
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
UseThe incurred trip costs are posted to different expense accounts, dependent on their travel expense 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 assigned using 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).
Procedure1. 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 Modification
X
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
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40 50
8. Choose Rules.
Debit / Credit General Modification
X
3.1.10.2 Assigning Substitute Cost Center
UseIn 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.
The transfer report enables you to substitute non-postable CO objects with the cost center that is currently valid in Travel Privileges (infotype 0017). If this cost center is not postable either, the system substitutes the original CO object with a substitute cost center from table TKA3G. The system documents all substitutions in the trip transfer documents in the posting run. This means you 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 is checked, the cost center 1104 has been defined in table TKA3G. When you create the posting run, ensure the Replace incorrect CO object field is active.
PrerequisitesCost centers have been created (BB30_CostProfitCenter).
Procedure1. 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 Travel Manager
UseTo use the Travel Manager (transaction TRIP) for inputting travel expenses, you must activate the components for editing travel requests and travel expense reports.
Procedure1. 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 Provision Variant
YB
R14 Edit Travel Requests,
checked
R15 Edit Travel Plans,
checked
R16 Edit Travel Expense Reports,
checked
3.1.11.2 Deactivating Integration of Travel Planning - Travel Expenses
UseSince only the Travel Expenses component is in use, the integration of Travel Planning to Travel Expenses is deactivated.
Procedure1. 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 Provision Variant
YB
INTPL Integration of Travel Planning
Deselect the checkbox
3.2 Master Data for Travel Management3.2.1 Creating Employee
UseIn this step, you create an employee for the travel management scenario.
Procedure1. 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:
Personnel number Position Employee
GroupPersonnel Area
Employee Subgroup
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 table below:
Personnel number Cost Center Personnel Subarea Payroll Area999401 1321 1010 YB
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9. Choose Enter.
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 Type999401 1000 1321 blank
21. Save your entries.
3.2.2 Creating Vendor for Travel
UseThe service scenarios require one vendor.
Procedure1. 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
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Name Vendor Service
3. On the Create Vendor: Address screen, make the following entries and then choose the Next Screen.
Vendor Name 1 Name 2 Search Term Street Postal Code City
YB999401 Padarti EMPLOYEE
7/47 Brunton Road 560025 Mumbai
Vendor Country Region Time Zone
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 also customer), 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 Keys Bank account number
YB999401 IN 40000100101 900025870
6. On the Create Vendor: Accounting information accounting screen, make the following entries and 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 entries and then choose the Next Screen.
Vendor Payt Terms Chk double inv. Payment Methods
YB999401 0001 CDEQTWY
8. Choose Save.
ResultThe vendor master data has been created.
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