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SAP AG 1999
Settlement, Payment and Posting of Trips
Contents:
Travel expenses
Travel expense statement for the employee
Payment of travel expenses
Posting of travel expenses
(C) SAP AG AC270 4-1
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SAP AG 1999
Settlement, Payment and Posting of Trips:
Objetives
!t the onl"sion of this "nit, yo" #ill be able to:
Settle travel expenses
$se travel expense forms
$se the different methods of travel expense data
transfer
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SAP AG 1999
Co"rse Overvie#
Overvie#
&ntry and !pproval of Trips
Settlement, Payment and Posting of Trips
Per 'iems()lat *ates +,en.-
The &"ro
Optial !rhiving
."mber *anges and /aster 'ata
for Travel /anagement
*eimb"rsements: Travel Costs
Per 'iems()lat *ates +C"stomi0ing-
'ialog and Settlement Control
)orm Str"t"re
Settings for 1nterfaes
!"thori0ation /anagement and *oles
*eporting
2* /aster 'ata +/ini /aster-
!ppendix(System 1nfrastr"t"re
Co"rse Overvie# 'iagram
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SAP AG 1999
/ass settlement via
settlement program
Settlement of an
individ"al trip via
"rsor seletion
'ata from
Travel
&xpenses
PC45
67020 Chris /iller
Trips
07.02.8888 9erlin
5:.02.8888 4ondon
02.0%.8888 To;yo
Chris /iller
Trips *eason Stat"s
C"st. !
Training
C"st. 8
!pproved(to be settled
!pproved(to be settled
!pproved(to be settled
...
Travel &xpenses
< Travel expense forms
< Payment of travel expenses
< Posting of travel expenses
All trips with the status approved/to be settled are settled via the settlement program RPRTEC00.
For test purposes you can select individual trips and settle these using the dialog transactions. The
end of the trip may not fall in a future payroll period.
On the asis of the trip data entered! the settlement program determines settlement results "especially
the reimursement amounts# for trips for specific payroll periods and stores them in the PC$% file.
The trips must end efore the end date of the payroll period in order to e settled.
At the present time! Travel &anagement ta'es country(specific regulations into consideration for the
following countries)
*ermany +wit,erland -apan France The .etherlands
Austria /elgium 0+A 1enmar' *reat /ritain
.orway +pain +wedenCanada &e2ico
3f the status of the control record period in Payroll is New personnel control record or Exit payroll!
the ne2t higher control record period is used as payroll period.
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SAP AG 1999
Stat"s:
*eleased for settlement:
Payroll
/aster data hanges
Travel expenses
*eleased for orretion:
/aster data hanges
Travel expenses
Payroll period > period of ontrol reord
&xit Payroll:
/aster data hanges
Travel expenses
Payroll period > period of ontrol reord ? 5
The Payroll Period of the Personnel
Control *eord #ith !tive 1ntegration
3n any case "even if you have not activated 3ntegration with 4R Payroll#! the payroll period for travel
e2pense reports is determined as follows)
3f you do not enter a payroll period manually! the period from the control record in Payroll is
used as the current period.
3f! however! the status of the control record period is New personnel control record or Exit
Payroll! the ne2t higher control record period is used as payroll period.
3f integration of Travel &anagement with 4R Payroll has een activated via feature TR5PA! the
following applies)
3f the payroll period of the personnel control record is set to Released for payroll! travel e2pense
settlement for this period is not possile.
3f the payroll period is set to Released for correction! travel e2pense settlement for the period to
e corrected is possile. 3n this case in the 3nfotype Settlement status "0006# the Correction of
settlement indicator is set.
3f the payroll period is set to Exit payroll! travel e2pense settlement can only e carried out for
the suse7uent period.
(C) SAP AG AC270 4-5
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SAP AG
*
The )or<Period and the 1n<Period of a Trip
)or<period > 1n<period > !o"nting period > )ebr"ary
)ebr"ary /arh
)irst ao"nting of trip: 02.55.8888
The trip is posted, reimb"rsed, taxed.
The trip is hanged.
)or<period > )ebr"ary
)ebr"ary /arh
*eao"nting of the trip: 0%.2:.8888
1n<period > /arh
The for(period is the period in which a trip is accounted for the first time.
The in(period is the period in which the trip is currently eing accounted.
The distinction etween for(period and in(period is essential for the integration of Travel
&anagement with 4R Payroll Accounting! to ensure that! when suse7uent changes are made to
trips! correct retroactive "for(period# accounting can ta'e place.
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SAP AG 1999
Standard
form
S"mmari0ed
form 1
S"mmari0ed
form 11
'etailed Condensed Condensed
+landsape format-
Travel &xpense Statement
'ata from
Travel
&xpenses
PC45
Travel &xpense Statement
8hen you print out travel e2pense statements! you can choose etween the Standard form!
Summarized form 1 and Summarized form 2.
The Standard form "RPRTEF00# represents a detailed travel e2pense statement per trip. This form
lists the per diems for meals and accommodations and flat rates for travel costs y specific dates and
presents an itemi,ed statement aout the settled receipts and an overview of cost assignments.
Summarized form 1 "RPRTEF0%#! on the other hand! lists all trips that have een settled in the
specified payroll period. The print indicator is only set in the following case) domestic trip! without
meals receipts and without advances.
For plausiility reasons! all other trips must e re(printed using the Standard form. The Standard
form can e started via the chec'o2 in the selection screen of Summarized form 1.
Summarized form 2 "RPRTEF09# presents the same information as Summarized form 1! ut in
landscape format. 3t is also possile to print the numer of miles:'ms traveled! advances and
additional amounts per trip. This program sets the print indicator for all trips.
;ou can change the Standard form in Customi,ing< see the unit orm Structure for this. 5ia user
e2its! you can oth change the header of the Standard form and add a company(specific te2t at the
end of all forms.
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SAP AG 1999
)1 )inanial
!o"nting
CO Cost
!o"nting
.on<S!P
Systems
2* Payroll
.on<S!P
Systems
Combinations
'/&
for redit
instit"tions
R
K
R
K
--PP
P
ro
je
c
ts
P
ro
je
c
ts
Settlement of travel expenses
,enerate res"lts
Travel Travel
/anagement /anagement
Payment of Travel &xpenses
;ou can forward the settlement results to Financial Accounting "F3#! to 4R Payroll or to non(+AP
systems for payment. Payment y means of data medium e2change is also possile.
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SAP AG 1999
One per One per
2* Payroll period 2* Payroll period
Payment Payment
pattern pattern
A A
!dditional
amo"nts
A
!dditional
amo"nts
A
B B . . B B
Payment
and
taxation
via 2*
Payment
via
< 2*
< )1
< '/&
Payment
via
< )1
< '/&
Payment
via
< )1
< '/&
Taxation
via 2*
/ore than one per /ore than one per
2* Payroll period 2* Payroll period
Organi0ational )orms of Payment
. .
;ou can use this decision tree to determine which method of transfer is relevant for your company.
=ey)
4R >? 4R Payroll
F3 >? Financial Accounting "F3#
1&E >? 1ata &edium E2change program
(C) SAP AG AC270 4-9
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SAP AG 1999
Cendor: Chris /iller
Cendor n"mber 3:55
Cendor 3:55 orresponds
#ith personnel no. 67020
!o"nting
Train ti;et 8BD
Total 55@ '&/
C!T 5@ '&/
&mployee: Chris /iller
Personnel .o. 67020
Trip 5000 has
train ti;et 8BD
This reeipt is entered in the S!P
System as a gross amo"nt #ith the
relevant inp"t tax indiator C5:
Personnel no. 67020
Trip n"mber 5000
Train ti;et 55@ '&/
1np"t tax ind. C5
Travel /anagement
C"st(Cend ao"nt 3:55
55@ '&/
Trip expense ao"nt
500 '&/
1np"t tax ao"nt
5@ '&/
Payment via )1 &mployee C"stomer(Cendor
!o"nt
3f the reimursement amounts are to e paid through financial accounting! customer:vendor accounts
must e created for each employee. The program RPRAPA00 supports this procedure.
After the travel e2pense results are transferred! the reimursement amounts are paid y means of a
payment run in F3.
0sing a search help! you can access a specific employee customer:vendor account via the personnel
numer in the vendor master record. The employees@ personnel numers must e stored in the vendor
master record.
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SAP AG
*
Posting Trip Costs in )1
9ath inp"t
+Post do"ment-
SeE"ential
file
2*
)1
Transfer +possibly via !4&-
$ser<defined
program
Posting
do"ment
program
1nitial ao"nt
assignment
program
The initial account assignment program RPRF3.00 is used to transfer accounting results directly
from trip costs accounting to financial accounting.
The amounts to e transferred are placed on a se7uential file in the *loal 1irectory y the initial
account assignment program. After possile reconciliation they can e posted immediately with the
posting program RPR3R/00.
The posting document program RPR3R/00 can e started automatically from initial account
assignment program RPRF3.00.
3f you use Travel &anagement and Financial Accounting in separate systems! you can send the
se7uential file via A$E from Travel &anagement to the F3 +ystem automatically.
(C) SAP AG AC270 4-11
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SAP AG 1999
Travel /anagement 2* Payroll
Che;
67020 Chris /iller
Travel expenses
67020 Chris /iller
Payroll
payment payment
2* 2*
Payment via 2* Payroll
3f your company reimurses travel e2penses via 4R Payroll! all travel e2penses are imported
automatically to Payroll as wage types during payroll runs "RPCAC2O! su(schema 2RE3#.
&a'e certain that all travel e2pense wage types can e processed there.
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SAP AG 1999
PC45
!CC<TC
2*
*em"neration
statement
Trip expenses =0.00 '&/
...
...
2* Payroll
Transfer via 9!P1
+possibly via !4&-
1ntegration of Travel /anagement and 2* Payroll
Travel &xpenses
settlement
program
1ntegration and he;
!tiveA
Control reord
periodA
*etroative
ao"ntingA
The travel e2pense settlement program RPRTEC00 saves the settlement results to the PC$% file.
3f integration to 4R Payroll has een activated "feature TR5PA#)
The travel e2pense settlement program may only e started if the status of the control record of
payroll "transaction Payroll control record# is set to Released for payroll or Exit payroll.
A correction indicator or retroactive accounting date is set in the 3nfotype Settlement status
"!!!"# Payroll retroactive accounting in prior periods are triggered y the inflow principle after
suse7uent changes to the travel e2penses. 3n the case of the origin principle creating a trip that
occurred in a prior period triggers retroactive accounting.
The 4R Payroll program performs the re7uired retroactive accounting runs depending on the status
of the control record. 3t imports the travel e2pense settlement results from the PC$% dataase and
prints them in the remuneration statement.
The travel e2pense settlement results can also e transferred via A$E to a separate 4R Payroll
system. 0se the program RPRPA;00 for this.
For more information! see the unit Settin$s for %nterfaces.
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SAP AG 1999
'ata medi"m exhange
for redit
instit"tion
*P*'T!x0
'ata medi"m exhange report
x > 2* o"ntry version
xx > Co"ntry version
y > Payment method
*))OxxFy
Transfer printer program
'ata from
Travel
&xpenses
PC45
Temporary data set
tables *&,$2(P
Payment via 'ata /edi"m &xhange
3f you carry out payment y data medium e2change "1&E#! the 3nfotypes &ddresses "000A# and
'an( )etails "000B# are re7uired in 4R &ini &aster 1ata. 3n this case you must post the payment
amount "total of all trips# to the system manually "one posting document#. +ee also the +AP note
B0690.
Possile payment methods)
0 > 1omestic transfer! postal chec'! an' direct deit and an'
collection forms
+ > Chec' forms
The program RPR1T-O/ "model report for *ermany# serves as an e2ample for how reports
RPR1TA10! RFFO1CC0 and RFFO1CC+ can e started in one Do. 3t can! of course! e modified to
fill the same purpose for other country versions.
(C) SAP AG AC270 4-14
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SAP AG 1999
Bo" are no# able to:
Settlement, Payment and Posting of Trips: *evie#
Settle travel expenses
$se travel expense forms
$se the different methods of travel expense data
transfer
(C) SAP AG AC270 4-15