Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip...

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Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Scenario Explorer Business Areas Scenario/Processes Open Legend Accounts Payable Accountant Scenario Description The following business roles are involved in this scenario: Traveler Auditor Approver Travel Assistant As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses. SAP Cloud for Travel is integrated with SAP ERP and SAP Cloud for Financials. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Cloud for Travel is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using e- mail. The standard configuration of SAP Cloud for Travel contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your company’s individual expense policy. Click process chevrons for details Further Information + © © 2013 SAP AG. All rights reserved.

Transcript of Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip...

Page 1: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Travel and Expense Management Scenario Overview

Processing Payables and Payments

Working With Trip Requests

Booking Travel Services Online

Adding Expense Receipts During Trip

Managing Expenses

Scenario Explorer

Business Areas

Scenario/Processes

Open Legend

Accounts Payable Accountant

Scenario Description

The following business roles are involved in this scenario:

Traveler Auditor ApproverTravel Assistant

As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses.SAP Cloud for Travel is integrated with SAP ERP and SAP Cloud for Financials. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Cloud for Travel is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using e-mail.The standard configuration of SAP Cloud for Travel contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your company’s individual expense policy.

Click process chevrons for details

Further Information+

© © 2013 SAP AG. All rights reserved.

Page 2: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Travel and Expense Management Scenario Overview

Processing Payables and Payments

Working With Trip Requests

Booking Travel Services Online

Adding Expense Receipts During Trip

Managing Expenses

Scenario Explorer

Accounts Payable Accountant

Scenario Description

The following business roles are involved in this scenario:

Traveler Auditor Approver

Click process chevrons for details

As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses.SAP Cloud for Travel is integrated with SAP ERP and SAP Cloud for Financials. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Travel OnDemand is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using e-mail.The standard configuration of SAP Cloud for Travel contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your company’s individual expense policy.

Travel Assistant

Business Areas

Further Information+

© © 2013 SAP AG. All rights reserved.

Open LegendLegend

Process mainly driven by the user

Process mainly driven by the system

Manual process not supported by the system

Process that communicates with third-party software (mouse-over for details)

Process with relevance to Financials

Related scenario

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Page 3: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Travel and Expense Management Process Details: Working With Trip Requests

Scenario Explorer

Process Description

The traveler or the travel assistant submits a trip request in SAP Cloud for Travel, either for their own trip or on behalf of another traveler.

The approver reviews the trip request, and approves or declines it. The traveler is then notified by e-mail of their decision.

Approvals are optional and can be tailored to the needs of your company.

Performed byTraveler

In the Work CentersTravel and Expenses Approvals

Further Information

Click process chevrons for details

Processing Payables and Payments

Booking Travel Services Online

Adding Expense Receipts During Trip

Managing Expenses

Working With Trip Requests

Send a decision by e-mail

Review a trip request

Create a trip request

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Travel Assistant

Approver

X

Business Areas

Further Information+

© © 2013 SAP AG. All rights reserved.

Page 4: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Booking Travel Services Online

Travel and Expense Management Process Details: Booking Travel Services Online

Scenario Explorer

Process Description

The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool.

Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel, where it will be immediately available in the form of a travel itinerary.

As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel on your behalf, where it will be available as an itinerary for you to work with.

This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip.

You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor.

In the Work CentersTravel and Expenses Approvals

Further Information

Click process chevrons for details

Review itinerary

Synchronize data with SAP Cloud for Travel

Create itinerary online

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X

Approver

Click here to display processvariants

Processing Payables and Payments

Adding Expense Receipts During Trip

Managing Expenses

Business Areas

Further Information

Performed byTraveler

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Working With Trip Requests

© © 2013 SAP AG. All rights reserved.

Page 5: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Travel and Expense Management Process Details: Booking Travel Services Online

Scenario Explorer

Process Description

The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool.

Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel, where it will be immediately available in the form of a travel itinerary.

As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel on your behalf, where it will be available as an itinerary for you to work with.

This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip.

You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor.

Further Information

Click process chevrons for details

Send your trip information to our integrated itinerary management tool. We'll then make your itinerary available to you in SAP Cloud for Travel.

Booking Travel Services Online

Review itinerary

Synchronize data with SAP Cloud for Travel

Create itinerary online

iii

X

Click here to hide processvariants

Processing Payables and Payments

Adding Expense Receipts During Trip

Managing Expenses

Business Areas

Further Information

i

In the Work CentersTravel and Expenses Approvals

Approver

Performed byTraveler

+

Working With Trip Requests

© © 2013 SAP AG. All rights reserved.

Page 6: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Travel and Expense Management Process Details: Adding Expense Receipts During Trip

Scenario Explorer

Process Description

During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail.

Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you.

E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt.

Further Information

Click process chevrons for details

Working With Trip Requests

Booking Travel Services Online

Adding Expense Receipts During Trip

Add an expense receipt using a mobile device

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X

Click here to display processvariants

Mobile DevicesE-Mail

Processing Payables and Payments

Managing Expenses

Business Areas

Further Information

Performed byTraveler

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© © 2013 SAP AG. All rights reserved.

Page 7: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Travel and Expense Management Process Details: Adding Expense Receipts During Trip

Scenario Explorer

Process Description

During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail.

Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you.

E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt.

Further Information

Click process chevrons for details

Adding Expense Receipts During Trip

Add an expense receipt using a mobile device

iClick here to hide processvariants

Mobile Devices E-Mail

Add an expense receipt

using e-mail

i

X

Processing Payables and Payments

Managing Expenses

Business Areas

Scenario/Processes

Further Information

Performed byTraveler

+

Working With Trip Requests

Booking Travel Services Online

© © 2013 SAP AG. All rights reserved.

Page 8: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Managing Expenses

Travel and Expense Management Process Details: Managing Expenses

Scenario Explorer

Process Description

The traveler or the travel assistant submits the expense report. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their trip request or travel itinerary which has been entered automatically in their expense report.

Once the expenses are audited and approved, they are automatically transferred to your Financial accounting system or your payroll system. This triggers the reimbursement to the employee. You can easily adapt this process to fit your individual company travel policy. SAP Cloud for Travel can be integrated with your SAP ERP Financials or SAP Cloud for Financials system.

Approvals are optional and can be tailored to the needs of your company.

In the Work CentersTravel and Expenses Approvals Postings

Further Information

Click process chevrons for details

Processing Payables and Payments

Adding Expense Receipts During Trip

Post an expense report to SAP ERP

Approve the expense report

Audit the expense report

Create an expense report

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X

Auditor

Approver

Accounts Payable Accountant

Click here to display processvariants

Business Areas

Further Information

Performed byTraveler/Travel Assistant

+

Working With Trip Requests

Booking Travel Services Online

© © 2013 SAP AG. All rights reserved.

Page 9: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Managing Expenses

Travel and Expense Management Process Details: Managing Expenses

Scenario Explorer

Process Description

The traveler or the travel assistant submits the expense report. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their trip request or travel itinerary which has been entered automatically in their expense report.

Once the expenses are audited and approved, they are automatically transferred to your Financial accounting system or your payroll system. This triggers the reimbursement to the employee. You can easily adapt this process to fit your individual company travel policy. SAP Cloud for Travel can be integrated with your SAP ERP Financials or SAP Cloud for Financials system.

Approvals are optional and can be tailored to the needs of your company.

Click process chevrons for details

Processing Payables and Payments

Adding Expense Receipts During Trip

Post an expense report to SAP ERP

Approve the expense report

Audit the expense report

Create an expense report

i iii

X

Click here to hide processvariants

Post an expense report to SAP Cloud for Financialsi

Business Areas

Further Information

In the Work CentersTravel and Expenses Approvals Postings

Further Information

Auditor

Approver

Accounts Payable Accountant

Performed byTraveler/Travel Assistant

+

Working With Trip Requests

Booking Travel Services Online

© © 2013 SAP AG. All rights reserved.

Page 10: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Processing Payments

Travel and Expense Management Process Details: Processing Payments

Scenario Explorer

Process Description

Depending on your company –specific settings, the payment run in your SAP ERP Financial Accounting, SAP Cloud for Financials ,or SAP ERP HCM system is triggered. Payment is then sent to the traveler by bank transfer and check.

Performed byAccounts Payable Accountant

Further Information

Click process chevrons for details

Managing Expenses

Reimburse expenses using SAP ERP

X

i

SAP Cloud for FinancialsSAP ERP

Click here to display processvariants

Business Areas

Further Information+

Working With Trip Requests

Booking Travel Services Online

Adding Expense Receipts During Trip

© © 2013 SAP AG. All rights reserved.

Page 11: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Scenario/Processes

Processing Payments

Travel and Expense Management Process Details: Processing Payments

Scenario Explorer

Process Description

Depending on your company specific settings the payment run in your SAP ERP Financial Accounting, your SAP Cloud for Financials or SAP ERP HCM system is triggered. Payment is then sent to the traveler by bank transfer and check.

Click process chevrons for details

Managing Expenses

Reimburse expenses using SAP ERP

X

iClick here to hide processvariants

Reimburse expenses using SAP Cloud for Financials

i

Business Areas

Further Information

Performed byAccounts Payable Accountant

Further Information

SAP Cloud for FinancialsSAP ERP

+

Working With Trip Requests

Booking Travel Services Online

Adding Expense Receipts During Trip

© © 2013 SAP AG. All rights reserved.

Page 12: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Travel and Expense Management Business Areas

Scenario Explorer

Business Areas

Scenario/Processes

Business Areas

Travel and Expense Management

Click area pictograms for details

Processing Payables and Payments

Working With Trip Requests

Booking Travel Services Online

Adding Expense Receipts During Trip

Managing Expenses

Business Area DescriptionNearly every business process involves the flow of cash, both within your company and between your company and its external business partners and customers. With SAP Cloud for Travel, you have full control over the financial aspect of each and every step of your business processes. You can set up your own expense and reimbursement policies, monitor your employee's expenses, and reimburse all approved expenses quickly and easily.SAP Cloud for Travel is integrated with the leading online booking tools. You can configure these tools to fit your individual company's travel policy, which helps you to ensure compliance with travel policies in regards to costs and preferred vendor rules. This will enable your company to economize on your travel expenditure, and speed up the booking process.Further Information+

© © 2013 SAP AG. All rights reserved.

Page 13: Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense.

Further Information

Travel and Expense ManagementFurther Information

Scenario Explorer

Scenario/Processes

+

More DetailsSAP provides a complete product documentation, covering all aspects of the business scenario. For more details, click here.

Further sources of information can be found in the SAP Cloud for Travel section of the SAP Business Center (click here).

Do you need more information?

* Note that to access the links above you need to have a user in SAP Business Center. If you cannot access the page directly and if you are using Microsoft Internet Explorer®, please check http://support.microsoft.com/kb/890474.

Business Areas

© © 2013 SAP AG. All rights reserved.