Travel Management

EHP5 for SAP ERP 6.0

June 2011

English

Travel Management (191)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Building Block Configuration Guide

SAP Best Practices Travel Management (191): Configuration Guide

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include Field names, screen titles, pushbuttons as well as menu names, paths and options.

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 key words 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 as names 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 the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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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 Presetting...........................................................................8

3.1.3 Control Parameters from Travel Privileges........................................................10

3.1.4 Control Parameters from Trip Data...................................................................13

3.1.5 Travel Expense Types.......................................................................................21

3.1.6 Trip Reimbursement Amounts...........................................................................22

3.1.7 Dialog Control....................................................................................................25

3.1.8 Travel Expense Control.....................................................................................29

3.1.9 Wage Types......................................................................................................30

3.1.10 Transfer to Accounting......................................................................................33

3.1.11 Integration.........................................................................................................35

3.2 Master Data for Travel Management............................................................................36

3.2.1 Creating Employee............................................................................................36

3.2.2 Creating Vendor for Travel................................................................................37

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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 Quick Guide.

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]_[yy]_ [zz].xls; the placeholder [xx] depends on the SAP Best Practices version you use, for example, BL refers to the SAP Best Practices Baseline Package, [yy] depends on the language version, for example, EN for English language, and [zz] depends on the country version, for example, IN for India: Prerequisites_Matrix_BL_EN_IN.xls). This document can be found on the SAP Best Practices documentation DVD in the folder ..\[xx]_[zz]\Documentation\; ([xx] depends on the SAP Best Practices version and [zz] depends on the country version).

Procedure1. 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.

3 Configuration

3.1 Maintaining General Settings

3.1.1Number 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

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in this activity for internal number assignment, the system automatically assigns the trip numbers within the defined interval.


Transaction code PR10

IMG menu Financial Accounting → Travel Management → Set Up Trip Number Ranges

2. Field Overview/Data Record Overview NRIV (number range intervals):

Field name Description User action and values Comment

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.


OBJECT Object Name RP_REINR


1000 / 1100


02




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).

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IMG menu Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Set Up Number Ranges for Posting Runs

2. Field Overview/Data Record Overview NRIV (number range intervals):


OBJECT Object Name Structure HR_PEVAL2


TR


01




0000000000

EXTERNIND Int.


3.1.1.2.1 Number Ranges for Trip Transfer Documents

UseThe number ranges required for trip transfer documents are created with a number range interval from 0000000001 to 9999999999.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Set Up Number Ranges for Trip Transfer Documents

2. Field Overview NRIV (number range intervals):


OBJECT Object Name HRTR_PDOC


TRV_POSTING_DOCS


01


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0000000000

EXTERNIND Int.


3.1.2Travel Management Presetting

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.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define/Delete/Restore Trip Provision Variants

2. Choose New Entry:

TrProv.Variant Name

YB Service Provider

3.1.2.1.1 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.



IMG menu Financial Accounting → 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 as described below:

Line Variable Key F C Operations

000010 40 D MOLGA

000020 40 Y1 &TRVCT=YB,

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000030 40 **… &TRVCT=99

4. Choose Activate.

3.1.2.2 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 international receipts is set to Set acc. to trip destination.

(Default value for input tax = blank).



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define Global Settings

2. Field Overview/Data Record Overview V_706D_B.

3. Note: No configuration change is required as this is a standard configuration.


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

PAUVS 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

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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

3.1.3Control Parameters from Travel Privileges

3.1.3.1 Defining Statutory M/A Reimbursement Groups

Use

Via the statutory reimbursement group for meals/accommodations indicator, reimbursement rates for meals/accommodations can be reproduced for groups of employees (for example, classification of employees according to wage groups).



IMG menu Financial Accounting → 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 Defining Enterprise-Specific M/A Reimbursement Groups

Use

Via the enterprise-specific reimbursement group for meals/ accommodation indicator, the statutory reimbursement groups for meals/accommodations can be further distinguished.



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IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Enterprise-Specific M/A Reimbursement Groups


TrProv.Variant Name Name Name


3.1.3.3 Defining Employee Grouping for Travel Expense Types

Use

An 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.



IMG menu Financial Accounting → 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


EE Grp. Ex Name

1 Group 1

3.1.3.4 Defining Employee Grouping for Travel Management

Use

Via 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.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for Travel Management

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TrProv.Variant Name EE Group Trav Name


3.1.3.5 Defining Vehicle Types

Use

Trip costs accounting offers the option to differentiate reimbursement rates for travel costs according to vehicle types (for example, bicycle, motorcycle, cars).

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.



IMG menu Financial Accounting → Travel Management →Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Types


TrProv.Variant Name VeTyp Name

YB Service Provider Car

3.1.3.6 Defining Reimbursement Groups for Travel Costs

Use

If a company wants to reproduce different trip provisions for travel costs (for example, 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.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Reimbursement Groups for Travel Costs


TrProv.Variant Name RGrp TravelCost Name


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3.1.3.7 Defining 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 info type 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.



IMG menu Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Travel Privileges Define Vehicle Classes


TrProv.Variant Name RGrp TravelCost Name

YB Service Provider All Vehicle Classes

3.1.4Control Parameters from Trip Data

3.1.4.1 Defining Trip Areas

Use

Many 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.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data →Define Trip Areas


3. Make the following entries:

Trip Country Name RegionTrip Trip Country

No DistinctionAD 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 Albania

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AM 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 ChileCM 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 Cyprus

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CZ 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 GhanaGL 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 Haiti

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HU 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 LankaLR 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 Martinique

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MR 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 RicoPT 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 Sweden

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SG 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 UgandaUS 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 Yemen

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YT Mayotte MayotteYU YugoslaviaZA South Africa South AfricaZM Zambia ZambiaZW Zimbabwe Zimbabwe

3.1.4.2 Defining Statutory Trip Types

Use

Via 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.



IMG menu Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Data Define Statutory Trip Types


TrProv.Variant Name Trip Type Name

YB Service Provider Business Trip

3.1.4.3 Defining 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).



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Enterprise-Specific Trip Types

2. Field Overview V_T706X:



YB

BEREI Trip Type: Enterprise-

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Specific

TEXT_BEREI Name for Enterprise-Specific Trip Type

All Trips

3. Data Record Overview V_T706X:

TrProv.Variant Name Trip Type Name

YB Service Provider All Trips

3.1.4.4 Defining 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 (for example,: A = Education and training, K = Customer visit and S = Other reasons). However, for this scenario only one trip activity type is defined.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Trip Activity Types

2. Field Overview V_T706R:



YB

KZTKT Trip Activity Type

TKTXT Name for Trip Activity Type

All Trips

3. Data Record Overview V_T706R:

TrProv.Variant Name Activity Name

YB Service Provider All Trips

3.1.5Travel 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.

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IMG menu Financial Accounting Travel Management Travel Expenses Master Data Travel Expense Types Create Travel Expense Types for Individual Receipts


3. 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

4. Fill in the Details for each expense type:

Travel Expense Type

Travel Expense Cat.

Provider Category

Tax Code

Ex.Ty.Permissibility

Amounts are

Usage Pos. In Weekly Rep.

Allow Wizard f. Exp.Type

BENZ S V1 123456789

1 N

HOTL U H V1 123456789

1 F X

MTWG S C V1 123456789

1 M

3.1.5.2 Creating 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 the corresponding names.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Travel Expense Types → Create Travel Expense Types for Per Diems/Flat Rates



Travel Expens

Name of Exp.Type Start Date End Date Travel Expense Cat.

Tax Code

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e Type

VERP Meals per Diem 01/01/2007

12/31/9999

V V0

3.1.6Trip Reimbursement Amounts

3.1.6.1 Defining 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.



IMG menu Financial Accounting Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts Travel Costs Define Flat Rates for Travel Costs



Field name Value Description Comment

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

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3.1.6.2 Defining Period Parameters

Use

In this IMG activity, you define, depending on trip provision variant, the permitted entry values for period parameter kilometer cumulation and you store the corresponding long names.



IMG menu Financial Accounting Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts Travel Costs Miles/Km Cumulation Define Period Parameters



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 have defined in the master data, can also be used for accommodations per diems.



IMG menu Financial Accounting → Travel Management → Travel Expenses →Trip Reimbursement Amounts → Reimbursement Amounts for Accommodations → Define Influence of Control Parameters: Accommodation

2. Choose Trip Provision Variant: YB

3. 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

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Reimbursement Group M/A Enterprise Specific

Copy from Infotype 0017 (Travel Privileges)

Choose entry

3.1.6.4 Influence of Control Parameters: Meals

Use

Different control parameters apply for meals per diems. The following parameters, which you defined in master data, can also be used for meals per diems.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Meals → Define Influence of Control Parameters: Meals

2. Choose Trip Provision Variant: YB

3. Choose the following entries:


Trip Type Statutory Copy from Trip Choose entry

Trip Activity Type Copy from Trip Choose entry

Reimbursement Group M/A Statutory

Copy from Info type 0017 (Travel Privileges)

Choose entry

Reimbursement Group M/A Enterprise Specific

Copy from Info type 0017 (Travel Privileges)

Choose entry

3.1.6.5 Defining Per Diems for Meals

Use

Travel 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.



IMG menu Financial Accounting → 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


3. Make the following entries:

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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 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

3.1.7Dialog 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. In order 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.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Define Schema and Individual Field Control

2. Field Overview/Data Record Overview T706T:


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SPRAS Language Key EN


YB

SCHEM Trip Schema 01, 99, PL, SP, VS

STEXT Name for Trip Schema

Business Trip, Travel Calendar, Travel Planning, Weekly Report, Trip Advances

3. Field Overview/Data Record Overview T706S:


MOREI Trip Provision Variant YB

SCHEM Trip Schema 01 Business Trip

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

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COMPUTE_DIST Calculate Distance

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.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Store Default Values for Dialog

2. Field Overview/Data Record Overview:

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User action and values Comment

Field name Description YB

KZPMF Vehicle Type Blank

FZTXT 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 function 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.



IMG menu Financial Accounting → 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.

3. Change PView to Table Maintenance to see the feature as it is described below.

Line Variable Argument D Operations

000010 D MOLGA

000020 40 D TRVUG " USER-PARAMETER 'TRV'?

000030 40 01 & TRVCO=USERGROUP_40,

000040 40 BP & TRVCO=USERGROUP_BP,

000050 40 ** & TRVCO=,

000060 ** & TRVCO=,

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.



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IMG menu Financial Accounting → 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.

3.1.8Travel 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.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Define Posting of Paid Individual Receipts

2. Field Overview/Data Record Overview V_T702N_K:



YB

R01 Posting of Receipts Paid by Company

Paid receipts are not posted

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 the standard solution as per the screen print below.



IMG menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Travel Expenses Control (Expert View)

2. Field Overview/Data Record Overview V_T702N_A:

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 0Re 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

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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 0ceipt settlementMeals 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. Sector settlm.

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

3.1.9Wage 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 have to 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.

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IMG menu Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Indiv. Receipts

2. Field Overview/Data Record Overview V_T706B4:

Field name Description Entry 1 Entry 2 Entry 3


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

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 have to 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 have to record a wage type for both the tax-exempt and the 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.



IMG menu Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Per Diems / Flat Rates

2. Field Overview/Data Record Overview V_T706B4:

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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

LGARP W.Type Flate-Rate Tax MJ80

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.



IMG menu Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Define Assignment of Wage Type to Symbolic Account

2. 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

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3.1.10 Transfer 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.

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).



IMG menu Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Conversion of Symbolic Account to Expense Account

2. Enter Chart of Accounts: YAIN

3. Select Procedure: Customer/vendor trip costs postings – Transaction HRP

General m Account

1RR *KP

4. Select Posting Key

Debit Credit

21 31

5. Select Rules

Debit / Credit General Modification

X

6. Select Procedure: Trip costs postings, expense accounts – Transaction HRT

General m Account

110 44983100

120 44983200

130 44983300

140 44983400

150 44983500

160 44983600

180 26341100

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190 26341200

195 44983100

1BS 44983200

7. Select Posting Key

Debit Credit

40 50

8. Select 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 (info type 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. That means that 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).



IMG menu Payroll → Payroll Germany → Posting to Accounting → Activities in AC System → Assign Substitute Cost Centers

2. Field Overview/Data Record Overview TKA3G:


BUKRS Company Code 1000

GSBER Business Area 0001

KOSTL Cost Center 0000001104

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3.1.11 Integration

3.1.11.1 Activating Request/Plan/Expense Report in Travel Manager

UseIn order to use the Travel Manager (transaction TRIP) for inputting travel expenses, you must activate the components for editing travel requests and travel expense reports.



IMG menu Financial Accounting → 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. Field Overview/Data Record Overview V_T702N_O:



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.



IMG menu Financial Accounting → Travel Management → Integration of Travel Planning and Travel Expenses → Activate Integration: Travel Planning - Travel Expenses

2. Field Overview/Data Record Overview:


MOREI Trip Provision YB

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Variant

INTPL Integration of Travel Planning

Deselect the checkbox

3.2 Master Data for Travel Management

3.2.1Creating Employee

UseIn 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. Select 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

PositionEmployee Group

Personnel 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 Area

999401 1321 1010 YB

9. Choose Enter.


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 Padarti Suresh 19.12.1952 EN IN

12. Choose Enter.


14. On the Create Planned Work time screen enter Work schedule rule YB00.

15. Choose Enter.

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17. On the Create Travel Privileges screen set Flag Changes Permitted to Trip in area Company Code Changes.

18. Choose Enter.


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


3.2.2Creating Vendor for Travel

UseThe service scenarios require a vendor for commercial traveler.

Procedure

1. Access the transaction choosing one of the following navigation options:

SAP ECC menu Accounting Financial Accounting Vendors Master Records Central Maintenance Create

Transaction code XK01

2. Select Create vendor: On the initial screen enter vendor, company code and Account group with values from the table below. Then choose Enter.

Vendor Name Company Code Account Group

YB999401 Suresh Padarti 1000 YBTR

3. On the Create Vendor : Address screen, enter Name, Search term 1, Street, House number, Postal code, City, Country, Time Zone, Tax jurisdiction code , Region, Telephone, Fax, then choose Next Screen. (F8).

Vendor Name Search Term City Country Language

YB999401 Suresh Padarti EMPLOYEE X IN EN

4. On the Create Vendor: Payment transactions screen, enter the following values:

Vendor Bank Country Key Bank KeysBank Account Number

YB999401 IN 40000100101 900025870

To maintain the IBAN proceed as follows:

i. Choose IBAN (push button with yellow arrow in the column IBAN) .ii. Check and confirm the proposed IBAN.iii. As a result, the IBAN is maintained.iv. Choose Save.

5. On the Create Vendor: Accounting information accounting screen, enter Recon. account, Sort Key and Personnel number, then choose Next Screen (F8).

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Vendor Recon. account Sort Key Personnel number

YB999401 16148598 009 (Ext.doc number) 999401

6. On the Create Vendor: Payment transactions accounting screen, enter Payt Terms and Payment methods, then choose Next Screen (F8).

Vendor Payt Terms Payment Methods

YB999401 0001 CDEQTWY

7. Choose Save.

ResultThe vendor master data for the employee has been created.

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Travel Management

Documents

Transcript of Travel Management