0

SAP AG 1999
Entry and Approval of Trips
Contents:
Organizational forms of entry
Authorization concept
Travel manager/Travel expense manager
Travel calendar
Weely report
Trip advances
Cost assignment
Central approval
(C) SAP AG AC270 3-1
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SAP AG 1999
Entry and Approval of Trips: O#$ectives
%istinguish #et&een the possi#le organizational forms
'se the different entry scenarios and decide &hen
each scenario is to #e used
Enter trip advances
'se the different cost distri#ution procedures
for trips
'se the approval program
At the conclusion of this unit( you &ill #e a#le to:
(C) SAP AG AC270 3-2
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SAP AG 1999
Course Overvie&
Overvie&
Entry and Approval of Trips
*ettlement( +ayment and +osting of Trips
+er %iems/,lat -ates ./en!0
The Euro
Optical Archiving
1um#er -anges and 2aster %ata
for Travel 2anagement
-eim#ursements: Travel Costs
+er %iems/,lat -ates .Customizing0
%ialog and *ettlement Control
,orm *tructure
*ettings for 3nterfaces
Authorization 2anagement and -oles
-eporting
4- 2aster %ata .2ini 2aster0
Appendix/*ystem 3nfrastructure
Course Overvie& %iagram
(C) SAP AG AC270 3-3
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SAP AG 1999
-e6uest /
Travel exp!
report
-e6uest /
Travel exp!
report
-e6uest /
Travel exp!
report
-e6uest /
Travel exp!
report
Traveler
%istri#uted
Central
Entry
%ecentralized
Entry
Central
Entry
Travel assistant
Travel
administrator
+lan( enter
and approve
trips
Chec and
approve
trips
Chec and
approve
trips
+lan( create
and change
travel re6uests
+lan( create
and change
travel re6uests
Organizational ,orms of Trip %ata Entry
There are two different organizational forms for entering trip data:
Central entry
Decentralized entry
Two procedures can be distinguished in central entry:
Central entry of trip data after completion of a trip
Central entry of trip data with a travel request
In decentralized entry, different organizational forms are possible, including:
Decentralized entry of trip data by a department office
Decentralized entry of trip data by the employee
Depending on the organizational form used, you specify who carries out which functions
(enteringchanging of trip data, approval of trip data! or who is allowed to assign which status
(request opentrip completed!"
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SAP AG 1999
Travel re6uest
approved
Travel re6uest
Travel re6uest
Approving manager
Enter travel re6uest
Chec travel re6uest
Chec travel re6uest
Travel re6uest
re$ected
Travel re6uest
returned
for corrections
Travel re6uest
Travel re6uest
Change travel re6uest
Traveler
Worflo& for %ecentralized Entry: Approving a
Travel -e6uest
e-mail
Automat.
e-mail
Caution: This procedure only functions for a travel expense report saved with the status
Request. This means that this workflow is not available for new travel requests (in Travel
Manager.
If a travel request is submitted, the trip data is entered by the employee (role # Traveler! in the
system"
The employee$s superior (role # Approving manager! is authorized to approve the trip" The
system automatically determines who the superior is on the basis of the structure organization
maintained" The superior can approve the trip, send it bac% to the employee for corrections or
re&ect it"
If the trip is approved, the employee who submitted the travel request is informed by an
automatically generated mail"
If corrections are necessary, the superior writes a message as an attachment to the wor%flow"
The employee receives a wor% item with this attachment" 'hen the wor% item is e(ecuted, the
transaction for changing the trip is started"
If the travel request is re&ected, the superior writes an e(planatory message that the employee
receives as a mail"
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SAP AG 1999
Approving manager
Travel
administrator
Trip facts
consistent
-eim#ursement
approved
-eim#ursement
approved
Enter
trip facts
Chec
trip facts
Trip facts
Trip facts
Change
trip facts
1eed for
corrections
Trip facts
Trip facts
Trip facts
returned for
correction
Trip facts
returned for
correction
Chec reim#urse9
ment of expenses
Traveler
-eim#ursement of
travel expenses
re$ected
-eim#ursement of
travel expenses
re$ected
Worflo& for %ecentralized Entry: Approving a Trip
e-mail
)fter his trip, the employee supplements the trip data in the system" In the e(penses department, the
trip data is chec%ed as to whether it is plausible and consistent with the statutory and enterprise*
specific provisions" The original receipts are also compared with the data" The trip can be forwarded
to the superior or sent bac% to the employee for corrections"
If corrections are necessary, the person responsible in the e(penses department enters a message as a
wor%flow attachment" The employee receives a wor% item with this attachment" To change the trip,
he can perform the appropriate transaction directly from his Integrated inbox. 'hen he saves the
trip, the wor%flow is triggered again"
If the trip data is consistent, the employee$s superior now has to verify it" +e can approve the trip,
send it bac% to the employee for corrections, or re&ect it"
If corrections are necessary, the superior sends a message" The employee receives a wor% item and
can call the transaction for changing the trip immediately"
If the trip is re&ected, the superior sends an e(planatory message that the employee receives as a mail"
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SAP AG 1999
) aspects of access authorization that ) aspects of access authorization that
can #e com#ined according to your re6uirements can #e com#ined according to your re6uirements
;! Whose data can the user access<
E!g!: 9 only your o&n data
9 data for a particular employee su#group
.3f you #elong to this employee su#group( you
could loc the entry of your o&n trips0
"! Which trips may the user process or change<
E!g!: 9 trips may #e created
9 approved trips may not #e changed
9 posted trips may not #e changed
)! Which status may the user set<
E!g!: 9 only enter re6uests( not approve
9 only enter trips( not approve
9 approve
Authorization Concept
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SAP AG 1999
Entry
Travel manager/Travel exp! manager
Travel calendar
Weely report
Trip advances
Central approval
.'sed for decentralized entry0
*ettlement
+rinting forms
+ayment of travel expenses
+osting of trip expenses
"
" "
;
; ;
)
) )
5
5 5
7
7 7
8
8 8
Overvie&: +rocessing Trip %ata
The Travel ,anager is a superordinate transaction, using which you can also create travel requests
and travel plans"
)ll the transactions are available that relate to the respective role"
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SAP AG 1999
;00") 0>!0=!???? @oston '*!!! Trip approved To #e settled
;00"; 0;!0:!???? +aris ,-!!! Trip approved To #e settled
;00;= "7!08!???? Aondon /@!!! Trip approved To #e settled
;00;; "0!08!???? 4am#urg %E!!! Trip approved To #e settled
Trip
>=0"0
,unctions ,unctions
Create Create Change Change %isplay %isplay -esults -esults *ettle *ettle
+rint +rint Approve Approve Copy Copy %elete %elete Cancel Cancel
+ersonnel1o!
1ame Chris 2iller
%epart! Aocation Ctry Approval *ettlement
!!! !!! !!! !!! !!! !!!
Results Appo!e Settle Ca"#el
Travel Expense 2anager ,unctions
The Travel -(pense ,anager was conceived as an e(pert transaction"
If you do not %now the personnel number of the person for whom data is to be processed, the entry
options for the personnel number field give you various search criteria"
The following functions are available in the Travel -(pense ,anager:
Create
Change
Display
Display results
.ettle
/rint
)pprove
Copy
Delete
Cancel
0n the overview screen, specific trips can be chosen via Selection criteria" The destination, the
reason for the trip, or the trip status can be used as selection criteria"
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SAP AG 1999
>=0"0
Trip Data Display
+ersonnel1o!
1ame Chris 2iller
/eneral trip data
Alternative cost assignment for!!!
-eceipts Add! dests Trip segments %educts Advances Comments
-esults
The Travel Expense 2anager
The basic data for trips is entered in General trip data" The data area Receipts is offered for entry
first1 from here you can branch to all the necessary follow*on screens via the other tab pages or via
the menu" The default status defined in Customizing is set as soon as you save the trip"
2eginning with 3elease 4"5) the Infocenter function is available" +ere you can store data concerning
contact person and traveler" 6ou can also obtain information about e(change rates and per diemsflat
rates"
In the Travel -(pense ,anager there is an input help for all the te(t fields, for country and region
and for all account assignment ob&ects" 6our last entries are displayed in this input help as proposals"
In Settings you can define the ma(imum number of entries that the input helps are to contain"
(C) SAP AG AC270 3-10
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SAP AG
-
-eceipt Entry of a Trip ."0
,rame&or data
>=0"0 Chris 2iller
+er diem/,lat rate acctg
-eceipts
Trip duration 2ain dest!
2efore you can enter receipts (individual receipts!, you must record the framewor% data (trip
duration, main destination! and the parameters for per*diemflat*rate accounting
)fter assigning the trip status, save the trip"
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+resentation in Travel 2anager
$%pe"se e#eipts
$%p. e#eipt 001 o" 08.03.&&&&
Amou"t
'"put ta%
$"tetai"me"t
150.00 Gema" (a)s
$"tetai"me"t
*li+,t
*li+,t pai-
.otel
.otel pai-
...
/um0e 3
Entering -eceipts
-estaurant 2ount Bie&
3nvoice
-estaurant 2ount Bie&
3nvoice
,ood and
drins ;70!9 %2
3eceipts are entered under a freely definable travel e(pense type, which is stored in the system"
-nter the receipt amount and the currency for each receipt" In Travel ,anager the e(pense type is
added to a display list when you press the Copy button (or Enter, see the Settings function!"
The Number field has a particular meaning here:
Depending on the travel e(pense type a different calculation method is used for the default value
in the Number field" This field displays the number or quantity contained in a receipt" 7or a hotel
receipt the field contains, for e(ample, the number of overnight stays, calculated from the
difference between the $from date$ and $to date$" 7or an entertainment receipt the field contains the
number of business partners entertained"
The Number field is used to chec% a receipt against a ma(imum value per number (as defined in
the I,8 activity efine !aximum Rates and efault "alues for Expense Types!" -(ample: 3ental
car for 9 days1 ma(imum value according to Customizing: :9; D,day" In this case the receipt
amount may not e(ceed <9; D," If you set the display attributes of the Number field to isplay,
the default value can not be changed"

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-
'nrecorded @reafasts in Accommodations
-eceipts ./ermany9*pecific0
>=0"0 Chris 2iller
00; 4OTA !!! "00!9 %E2 ! ! !
%E2 %E2 "00( "00(9 9
9 9 %E2 %E2 >( >(9 9
%E2 %E2 ;>;( ;>;(9 9
One night(
incl! #reafast
"00!9 %E2
4otel
/olden
*tag
3nvoice
%escription
Cntry/-egion
-1o -eceipt Amt CurrencyC 3T %ate
00; 4otel!! "00!9 %E2 B; 0)!0=!????
1um#er
Expense Types Expense Types
4otel /olden *tag
%E
;
0)!0=!???? 0)!0>!????
%ate
1o!#reafasts ;
Additional receipt information
-eceipt
This function complies with 8erman income ta( requirements"
If you are recording an accommodations receipt which includes brea%fast costs, enter also the
number of brea%fasts and the country in which the accommodations costs were incurred"
2y entering the countryregion %ey, you determine the relevant per diem for meals, which is the
basis for calculating a brea%fast deduction" The system automatically applies the correct deduction"
In the above dialog bo(, further information can also be recorded: the name of the hotel, for
e(ample, or the names of the persons entertained"
)s of 4";C, an editor is available in which you can record te(ts for each receipt"
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SAP AG 1999
Aunch
+er9diem rate
;00!00
-educed per9
diem rate
80!00
9 50D
P12*R eim0useme"t
3a!el #osts
1e-u#tio"s
4ee)-a5 1ate 6u"#, 1i""e
3ues-a5
4e-"es-a5
05.03.&&&&
!!!
06.03.&&&&
!!!
(eals a"- a##ommo-atio"s
!!!

%eductions due to Entertainment

Deductions are made from the meals per diem due to gratuitous entertainment, if the employee is
invited to a meal" In this case, select the relevant meals for the respective date" Deductions can also
be used for enterprise*specific daily rates"
This regulation is no longer used in 8ermany, e(cept for deductions within an enterprise"
In )ustria and .weden deductions are based on the reimbursement amount and not on the daily rate"
)ustria: 7or domestic trips :=;";; )T. are deducted for lunch and dinner" In the case of an
international trip 55> of the reimbursement amount is deducted, if both meals were
gratuitous"
.weden: 7or a brea%fast ?;> of the reimbursement amount is deducted, for lunch or dinner
@9>"
7or information on deductions in Aorway and Denmar%, see appendi("
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SAP AG 1999
Add Add! ! dests acc dests acc! to ! to midnight rule midnight rule
Add Add! ! dests acc dests acc! to ! to trip itinerary trip itinerary
Cust! A
;=!00 =!00 ;0!00 ;)!00
Cust! C
=!00 "5!00
Cust! C Cust! @
"5!00 "5!00
Cust! A Cust! C
t
t
"5!00 "5!00 "5!00
Change of
destination
Additional %estinations
Cust! @
In addition to the main destination of a trip, you can also enter additional destinations" )dditional
destinations are trip destinations that differ from the first destination" Data can be entered as follows
(see above e(ample!:
Trip destination: Cust" )
)dditional destinations: Cust" 2
Cust" C
-nter each additional destination with its beginning (date and time! according to the sequence of the
trip itinerary"
The settlement program automatically applies the midnight rule for certain countries (for e(ample,
B.), Capan, 8ermany!" In other words, the per diem for meals for a trip day depends on the last
destination reached by the employee before :? o$cloc% midnight"
6ou can assign an additional destination a different cost assignment to the one assigned to the trip
destination" 6ou do not have to assign each receipt incurred for this additional destination1 this
occurs automatically based on the midnight rule" 6ou should, however, still chec% the assignment"
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Country:
,rance
-egion:
+aris
-eim#urs!group
Travel costs: ;
Travel
privileges
Aeg of trip
;00 ms
0!7" %2
Trip facts
:= %2
;00 %2
2eals:
Accommod!:
-eim#urs!group
2/A 9 statutory: 0
-eim#urs!group
2/A 9 enterprise: 00
>8 %2
;80 %2
2eals:
Accommod!:
+er %iems: Connection @et&een Trip ,acts and
Travel +rivileges
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SAP AG 1999
2iles/ms allo&ance
t
Tax9free
Company pays
P12*R eim0useme"t
3a!el #osts
(iles2)ms 295
7e,i#le #lass
1isti0utio" o8 miles2)ms
1ate 3ot. m2)mPasse"+. *R 9a++. )+ Cou"t5 !!!
01.03.&&&& 155
All !e,i#le #lasses
!!!
28.02.&&&&
0!7" 0!7" 0;!0)!????
0!7" 0!:0
140 28.02.&&&&
Changes in ,lat -ates for 2iles/Ems
In the I,8 activity efine flat rates for travel costs you can store for e(act dates:
Ta(*free amount
-nterprise*specific reimbursement amount
In the above e(ample, a higher enterprise*specific miles%ms flat rate, increased by ;":= euro, is
reimbursed as of ,arch :st" In this case, ;":= euro per mile%m have to be ta(ed"
To enter miles%ilometers for e(act dates, open the data area Travel costs" Then the miles%ms are
calculated according to the e(act date and the amounts stored in the view"
If you do not enter the miles%ilometers traveled for e(act dates, the trip miles%ilometers are
calculated according to the conditions valid at the beginning or end of the trip, depending on the
setting in the Implementation 8uide (Travel Expense Control #Expert "ie$%, entry &!" .ee also the
unit ialog and Settlement Control"
(C) SAP AG AC270 3-17
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SAP AG 1999
t
Tax9free
Company pays
:=!00
=7!00
;!5!????
2eals( '*A
:=!00
:=!00
t
Tax9free
Company pays
;70!00
;"0!00
;!5!????
Accommodations( '*A
;70!00
;70!00
Changes in +er %iems for 2eals / Accommodations
In the I,8 activities Reimbursement amounts for accommodations and Reimbursement amounts for
meals you can store for e(act dates:
Ta(*free amount
-nterprise*specific reimbursement amount
In the implementation guide (Travel Expense Control #Expert vie$!, line !eals settlement or
Accommod. settlem., /osition ?! you define whether you want to settle the trip according to e(act
dates or according to the conditions valid for the beginning or the end of the trip"
If the enterprise*specific per diem is higher than the ta(*free per diem, the difference between the
enterprise*specific rate and the ta(*free rate must be transferred to +3 /ayroll as an additional
amount for ta(ation"
If the enterprise*specific per diem is lower and thus ta(*free, the employee can claim the difference
as income*related e(penses" 6ou can print these differences at the end of the year in the income*
related e(penses statement (from the menu Information system '( iverse Trip Reports or the report
3/3T-7:;! and forwarded to the employees"
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SAP AG 1999
Enterprise9*pecific Trip Type .ETT0
Example: Trips @et&een +lants
Travel costs Travel costs ETT ETT blank blank ETT ETT P P
Tax Tax9 9free free 0!7" 0!7" 0!7" 0!7"
Company pays Company pays 0!7" 0!7" 0!"0 0!"0
2eals 2eals ETT ETT blank blank ETT ETT P P
Austria Austria
Tax Tax9 9free free :"!00 :"!00 :"!00 :"!00
Company pays Company pays :"!00 :"!00 7"!00 7"!00
Accommodation Accommodation ETT ETT blank blank ETT ETT P P
Austria Austria
Tax Tax9 9free free ;;0!00 ;;0!00 ;;0!00 ;;0!00
Company pays Company pays ;;0!00 ;;0!00 ;07!00 ;07!00
Trips that differ from standard trips due to enterprise*specific rules can be classified in an enterprise*
specific trip type (-TT!"
If your company uses, for e(ample, different reimbursement rates for travel costs, accommodations
and meals for standard trips than it does for trips between plants, the relevant enterprise*specific trip
type can be specified during the entry of a trip in the data area )*&R reimbursement.
In the above graphic, -TT blan+ represents a standard trip and -TT ) a trip between plants"
In the views for travel costs flat rates and mealsaccommodations per diems you can store the
following for e(act dates and according to enterprise*specific trip type:
Ta(*free amount
)mount reimbursed by your company
If you specify trips according to trip activities, this also can be stored in the data area )*&R
reimbursement""
(C) SAP AG AC270 3-19
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SAP AG 1999
+ersonnel1o! >=0"0
1ame Chris 2iller
3nterval from
to
0;!0)!????
);!0)!????
%ay
0;!0)!????
0"!0)!????
0)!0)!????
05!0)!????
07!0)!????
from to Aocation -eason
Travel Calendar: Domestic trips
Results Re#eipts 1ests 2/m A-!a"#es '"8o
+er trip -eceipts
Trip
advances
Additional
destinations
Text
'ser
data
Cost
assignment
The Travel Calendar
Travel calendar allows you to enter several domestic trips on the same screen simultaneously"
.ince the trip country or region can not be entered using travel calendar, this entry type is not
suitable for entering international trips"
'hen you save your entries, the system sets the approval status that you have stored in feature
T3D/) and sets the default settlement status To be settled" This status can, however, be changed
later"
6ou can display the results for all the trips visible on the screen together"
(C) SAP AG AC270 3-20
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SAP AG 1999
>=0"0 Chris 2iller
3mport 3mport
00" 4OTA !!! "00!9 %E2 ! ! !
%a /ianni
Taxi
invoice
Exp!descript! Amount Currency %ate Text
-eceipts
*election of Credit Card %ocuments *election of Credit Card %ocuments
1ght/4otel "00!9 %E2 0=!0)!???? 4otel
Entertainment ;:7!9 %E2 0:!0)!???? Entert
,light 857!9 %E2 08!0)!???? ,light
Accommodations
incl! #reafast
"00!9 %E2
4otel
/olden
*tag
3nvoice
Credit Card Clearing
Credit card clearing simplifies the entry of receipts considerably and can be used for all entry types"
The following requirements must be fulfilled before you can use credit card clearing:
The credit cards used must be supplied by providers that support the .)/ data record"
/ersonal credit cards (wal%ing cards! must debit the employees$ private ban% accounts"
The employees$ local currencies must correspond with the settlement currencies used for their
credit cards"
The following system settings must also be established:
In feature T3D/) (Travel e(penses parameter! the characteristic CCC must be activated for the
relevant organizational unit"
The entries in the table for the assignment of credit card transaction %eys to e(pense types for
travel e(pense settlement must be verified"
The credit card data used by your company must be maintained in subtype ;;:: in Infotype
Communication (;:;9!"
This function is available in Travel !anager beginning 3elease 4"5C"
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SAP AG 1999
+ers1o! >=0"0 -eason
%estination 1ame Chris 2iller
%ay dest!
1o!miles/ms
2/Ems rate
*unday 2onday
0)!0"!????
%est! A
;00
7"!9
Tuesday
05!0"!????
%est! @
70
"8!9
! ! ! ! ! ! ! ! !
;;7!9
;"!9
Total ;:>!9 "8!9
"07!9
! ! ! ! ! ! ! ! !
+ayment amount
%ate 0"!0"!????
Entertainm!
+aring
!!! !!! !!! !!!
-eason
Pe!. :ee) /e%t :ee) Results Appo!e 3ip status ! ! !
The Weely -eport
The ,ee+ly report is used to enter employees$ trips by the wee%"
In the wee%ly calendar, you enter each day$s destination, the miles%ms traveled and the individual
receipts for incurred costs"
7or entering individual receipts, the entry screen displays a list of the e(pense types defined in the
system as permissible for the wee%ly report" 0n the basis of the data entered, the system determines
the incurred e(penses per day and the total e(penses for the wee%"
In the dialog bo( for additional receipt information, the currency, the e(change rate and the input ta(
code can be entered for each individual statementreceipt"
'ith this entry type, travel costs are settled by flat rate" It is not possible to perform per diem
reimbursement of additional costs for meals and accommodations or miles%ms distribution of travel
costs"
Bsing a switch in feature T3D/) (,RC entry!, you can specify whether the wee%ly reports and the
trips entered with other Travel ,anagement transactions are to be chec%ed as to time overlaps"
'hen the trip data is saved, the approval and settlement statuses in the status screen are set" If you do
not set the status manually, the trip is saved with the approval status that you stored in feature
T3D/) and the settlement status To be settled"
The first day of the wee% is specified in feature T3D/) with the &, entry"
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Cash office Cash office
Chec
%E'T*C4E
2A-E
%E'T*C4E
2A-E
@an @an
,inancial ,inancial
accounting accounting
+ayment of Advance
If an advance is to be paid to the employee, you can choose between the following procedures:
The advance is paid by the cash office and is posted manually
The advance is paid by the cash office1 the amount is entered in advance data entry with
automatic posting via Travel ,anagement
The advance is paid via a payment run in 7inancial )ccounting
The advance is paid via data medium e(change
6ou can choose the payment procedure you want to use in the I,8 activity efine posting and
payment of trip advances.
The best procedure would, however, be to equip traveling employees with personal credit cards
(wal%ing cards! and not use advances at all"
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SAP AG 1999
+osting:
Bendor ;00!9
Cash office ;00!9
Example: Advance ;00!9 Travel expenses 700!9
+osting:
Travel
expense 700!9
Bendor 700!9
"!0 "!0 The travel expenses are transferred to financial accounting The travel expenses are transferred to financial accounting
Cash office
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
700!9 700!9
)!0 )!0 +ayment run in financial accounting +ayment run in financial accounting
Cash office
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
700!9 700!9
500!9 500!9
+osting:
Bendor 500!9
@an 500!9
Cash office
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
;!0 ;!0 The advance is paid at the cash office The advance is paid at the cash office
; ;
" "
) )
+ayment of Advances via Cash Office
9 2anual +osting 9
)s a rule, employees must apply for advances for business trips"
If an advance is paid by the cash office and the transaction is posted manually, the advance should be
entered in the trip for documentary reasons"
)dvances that are entered for purely documentary purposes are not considered in the status Re-uest
approved or Trip approved when the travel e(penses are transferred" /rerequisite is that in the I,8
activity efine posting and payment of trip advances you have chosen the variant No payment.
documentary entry only"
The advance is automatically offset against the actual travel e(penses later"
(C) SAP AG AC270 3-24
0!"7
SAP AG 1999
Cash office
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
+osting:
Travel
expense 700!9
Bendor 700!9
"!0 "!0 The travel expenses are transferred to financial accounting The travel expenses are transferred to financial accounting
Cash office
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
700!9 700!9
Cash office
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
700!9 700!9 500!9 500!9
+osting:
Bendor 500!9
@an 500!9
Example: Advance ;00!9 Travel expenses 700!9
;!0 ;!0 The advance is paid out at cash office( entered via trip The advance is paid out at cash office( entered via trip
advance entry and transferred to financial accounting advance entry and transferred to financial accounting
+osting:
Bendor ;00!9
Cash office ;00!9
)!0 )!0 +ayment run in financial accounting +ayment run in financial accounting
)
" "
;
)
;
+ayment of Advances via Cash Office
9 Trip Advances Transaction 9
If an employee has applied for an advance and the travel request has been approved but not yet
entered in travel e(pense settlement, use the function Create and the entry type Trip advances to
enter the advance"
The system creates a one*minute trip for the entry date, assigns a trip number and sets the trip status
Re-uest approved. settled" The advance is paid via the cash office"
If the travel request is approved and already entered in travel e(pense settlement, choose the function
C/ange in the entry type Trip advances and add the necessary advance data to the e(isting travel
request"
The advance is automatically offset against the actual travel e(penses later"
7or this type of advance payment choose from the I,8 activity efine posting and payment of trip
advances the variant )ayment via cas/ office"
(C) SAP AG AC270 3-25
0!"8
SAP AG 1999
+osting:
Advance ;00!9
Creditor ;00!9
;!0 ;!0 The advance entered in the travel re6uest is transferred The advance entered in the travel re6uest is transferred
Advance
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
+osting:
Bendor ;00!9
@an ;00!9
"!0 "!0 +ayment run in financial accounting +ayment run in financial accounting
Advance
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
;00!9 ;00!9
Example: Advance ;00!9 Travel expenses 700!9
;
"
;
"
+ayment of Advances via ,inancial Accounting .30
If you enter an advance in a travel request. it is posted via Travel ,anagement and the amount is
reimbursed via a payment run in financial accounting"
The advance is automatically offset against the actual travel e(penses later"
7or this type of advance payment choose from the I,8 activity efine posting and payment of trip
advances the variant )ayment via financial accounting"
(C) SAP AG AC270 3-26
0!":
SAP AG 1999
)!0 )!0 The travel expenses are transferred The travel expenses are transferred
Advance
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9
+osting:
Bendor 500!9
@an 500!9
5!0 5!0 +ayment run in financial accounting +ayment run in financial accounting
Advance
% C
;00!9
@an
% C
Travel expenses
% C
Bendor
% C
;00!9 ;00!9
500!9
+osting:
Travel
expense 700!9
Advance ;00!9
Bendor 500!9 ;00!9
;00!9
700!9 500!9
;00!9
;00!9
500!9
700!9
;00!9
500!9
5
) ) )
5
+ayment of Advances via ,inancial Accounting .330
(C) SAP AG AC270 3-27
0!"=
SAP AG 1999
+osting:
Advance ;00!9
%2E ;00!9
;!0 ;!0 2anual 2anual posting after payment of advance posting after payment of advance via via house #an house #an
Advance
% C
;00!9
@an
% C
Travel expenses
% C
%2E
% C
;00!9
+osting:
%2E ;00!9
@an ;00!9
"!0 "!0 +osting of advance +osting of advance
Advance
% C
;00!9
@an
% C
Travel expenses
% C
%2E
% C
;00!9
Example: Advance ;00!9 Travel expenses 700!9
; ;
" "
;00!9
;00!9
+ayment of Advances via %2E .30
-nter the advance in the travel request" The advance is paid with the ne(t transfer of settlement
results to data medium e(change" 6ou have to post this payment manually (step :!"
'hen the settlement results for the travel request are transferred to )ccounting, the advance is
posted in 7I (step ?!"
(C) SAP AG AC270 3-28
0!">
SAP AG 1999
)!0 )!0 2anual 2anual posting after payment posting after payment via via house #an of the travel house #an of the travel
expenses expenses less the amount of the advance less the amount of the advance
Advance
% C
;00!9
@an
% C
Travel expenses
% C
%2E
% C
;00!9
+osting:
%2E 500!9
@an 500!9
5!0 5!0 +osting of travel +osting of travel expenses expenses
Advance
% C
;00!9
@an
% C
Travel expenses
% C
%2E
% C
;00!9
Example: Advance ;00!9 Travel expenses 700!9
+osting:
Travel
expense 700!9
Advance ;00!9
%2E 500!9
)
500!9 500!9 )
5
700!9 ;00!9
5
;00!9
5
;00!9 ;00!9
500!9 500!9
;00!9
500!9
+ayment of Advances via %2E .330
)fter the trip, you supplement the trip facts in the travel request and save the trip with the status Trip
completed.
The ne(t time settlement results are transferred to data medium e(change, the travel e(penses less
the amount of the advance are paid" 6ou have to post this payment manually (step @!"
'hen the trip settlement results are transferred to )ccounting, the travel e(penses are posted in 7I
(step 4!"
(C) SAP AG AC270 3-29
0!)0
SAP AG 1999
/eneral cost assignment /eneral cost assignment
for all trips per employee for all trips per employee
The total costs of a trip are
assigned per employee to
company code/cost center
.or company code/funds
center/fund0!
Cost assignment per trip Cost assignment per trip
Alternative account assign!
to CO receiving account!
Cost assignment #y percent
9 total costs of trip
9 costs for individual
destinations
9 individual receipts
9 individual trip segments
to company code/
CO receiving account
-eceipts can also #e
assigned #y amounts!
Cost Assignment
In cost assignment for travel e(penses, Travel ,anagement distinguishes between:
8eneral cost assignment for all trips per employee #Employee travel expense assignment
guidelines% and
Cost assignment within a trip to a cost accounting receiver (cost center, order, '2. element,
networ%, etc"!
6ou can override the general cost assignment for all trips per employee with a cost assignment
within a trip"
(C) SAP AG AC270 3-30
0!);
SAP AG 1999
+ersonnel 1o!>=0"0
Chris 2iller
3nfotype:
9 Cost %istri#ution
9 Travel +rivileges
9 Organizational
Assignment
)0
50
"7
! ! !
Trip "
Color
Trip ;
Color
Trip n
7
/eneral Assignment of all Trips per Employee
If you choose to use general cost assignment per employee, you distribute the total costs of all trips
per employee to company code cost center (or, company code funds center fund!"
7or this purpose, each employee is assigned so*called Employee travel expense assignment
guidelines in +3 master data, according to which the total costs of hisher trips are distributed"
The employee travel e(pense assignment guidelines are determined via a decision tree made up of
the following Infotypes:
Cost istribution (;;?<, subtypes ;? and ;:!
Travel )rivileges (;;:<!
0rgani1ational Assignment (;;;:!
.ee also the documentation in the .)/ Eibrary"
/riorities are set in the following order: Cost distribution according to Infotype Cost istribution
(subtype ;?! applies first, then the account assignment in Infotype Travel )rivileges, and last, the
cost center in Infotype 0rgani1ational Assignment"
(C) SAP AG AC270 3-31
0!)"
SAP AG 1999
Cost assignment of individual destinations
Cost assignment of individual receipts / trip segments Cost assignment of individual receipts / trip segments
%a /ianni
:=!70
:=(70 :=(70
)) ))
))
)5 )5
;""7!9
70 70
70 70
)7!9
%estination ; %estination "
)) ))
))
)5 )5
70 70
70 70
/eneral cost assignment
)) ))
))
)5 )5
Cost Assignment at %ifferent Aevels
) cost assignment different from the employee travel e(pense assignment guideline can be set for
entire trip, additional destinations, receipts and trip segments" Cost accounting receivers such as cost
center, order, '2. element, networ% etc" can be assigned"
If receipts are not given e(plicit cost assignments, the cost assignment specification of the additional
destination assigned to the receipt applies for the receipt1 if additional destinations are not given
e(plicit cost assignments, the specification for the entire trip applies for the additional destinations"
If the total of all percents is less than :;;> when the cost distribution screen is closed, the
unassigned remainder is distributed according to the employee travel e(pense assignment guideline"
(C) SAP AG AC270 3-32
0!))
SAP AG 1999
Approve
%isplay
corrections
*imulate Cancel
3ncomplete %isplay
Approval of trips
*tatus 1ame Empl/Appl Trip @eg%ate %est! Total !!!
Chris 2iller 000:;7; 0)!07!???? 2aastricht =8!00
Chris 2iller 000805) ;=!0)!???? 2ontreal 7"77!00
Chris 2iller 0007>>= 05!0)!???? @oston 5)80!00
Chris 2iller 0007:;" 0)!0"!???? @erlin )75!00
!!!
Change
Central Approval
)s a rule, the approval of trips ta%es place centrally in the e(penses department"
If you enter requests and trips centrally, you can approve them after trip data entry by setting the trip
status"
In the case of decentralized trip data entry by the employee, the trips entered are chec%ed and
approved centrally in the e(penses department via the approval program"
Caution: This approval program can not currently approve travel requests or travel plans (as Travel
,anager!" Instead the approval must be made in the Travel ,anager directly"
The approval program presents an overview of all of the trips entered that have to be verified and
approved" The trips can be individually:
)pproved
/ut on /old (if documents are incomplete!
.imulated
Displayed
Changed
If trips for which payment has already been made are changed later, these corrections can be
displayed via the approval program"
6ou can also use this report as a general evaluation program, as you can select and then edit
according to criteria such as trip type, cost assignment and general trip data"
(C) SAP AG AC270 3-33
0!)5
SAP AG 1999
Fou are no& a#le to:
Entry and Approval of Trips: -evie&
%istinguish #et&een the possi#le organizational forms
'se the different entry scenarios and decide &hen
each scenario is to #e used
Enter trip advances
'se the different cost distri#ution procedures
for trips
'se the approval program
(C) SAP AG AC270 3-34