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  1. 1. EHP6 for SAP ERP 6.0 June 2012 English Travel Management (191) SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany Building Block Configuration Guide
  2. 2. SAP Best Practices Travel Management (191): Configuration Guide Copyright © 2012 SAP AG. All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP company. Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are registered trademarks of Crossgate AG in Germany and other countries. Crossgate is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. © SAP AG Page 2 of 41
  3. 3. SAP Best Practices Travel Management (191): Configuration Guide Icons Icon Meaning Caution Example Note Recommendation Syntax 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. © SAP AG Page 3 of 41
  4. 4. SAP Best Practices Travel Management (191): Configuration Guide Content 1 Purpose.................................................................................................................................... 6 2 Preparation............................................................................................................................... 6 .2.1 Prerequisites.....................................................................................................................6 3 Configuration............................................................................................................................6 .3.1 Maintaining General Settings............................................................................................6 3.1.1 Number Ranges..........................................................................................................6 .3.1.1.1 Number Ranges for Trip Numbers....................................................................6 .3.1.1.2 Number Ranges for Posting Runs....................................................................7 .3.1.1.2.1 Number Ranges for Trip Transfer Documents...........................................8 3.1.2 Travel Management Presetting...................................................................................9 .3.1.2.1 Define/Delete/Restore Trip Provision Variants..................................................9 .3.1.2.2 Assign Organizational Areas to Trip Provision Variants via Feature TRVCT....9 .3.1.2.3 Global Settings...............................................................................................10 3.1.3 Control Parameters from Travel Privileges................................................................11 .3.1.3.1 Statutory M/A Reimbursement Groups...........................................................11 .3.1.3.2 Enterprise-Specific M/A Reimbursement Groups...........................................12 .3.1.3.3 Employee Grouping for Travel Expense Types..............................................12 .3.1.3.4 Employee Grouping for Travel Management..................................................13 .3.1.3.5 Vehicle Types.................................................................................................13 .3.1.3.6 Reimbursement Groups for Travel Costs........................................................14 .3.1.3.7 Vehicle Classes..............................................................................................14 3.1.4 Control Parameters from Trip Data...........................................................................15 .3.1.4.1 Define Trip Areas............................................................................................15 .3.1.4.2 Define Statutory Trip Types............................................................................21 .3.1.4.3 Enterprise-Specific Trip Type..........................................................................21 .3.1.4.4 Trip Activity Type (Travel Expenses Accounting)............................................22 3.1.5 Travel Expense Types...............................................................................................23 .3.1.5.1 Travel Expense Types for Individual Receipts................................................23 .3.1.5.2 Travel Expense Types for Per Diems/Flat Rates............................................23 3.1.6 Trip Reimbursement Amounts...................................................................................24 .3.1.6.1 Flat Rates for Travel Costs.............................................................................24 .3.1.6.2 Period Parameters..........................................................................................25 .3.1.6.3 Influence of Control Parameters: Accommodation..........................................25 .3.1.6.4 Influence of Control Parameters: Meals..........................................................26 .3.1.6.5 Per Diems for Meals.......................................................................................27 © SAP AG Page 4 of 41
  5. 5. SAP Best Practices Travel Management (191): Configuration Guide 3.1.7 Dialog Control............................................................................................................28 .3.1.7.1 Define Schema and Individual Field Control...................................................28 .3.1.7.2 Default Values for the Dialog..........................................................................30 .3.1.7.3 Set up Field Control for Account Assignment Object via TRVCO...................30 .3.1.7.4 Variable Layout for Account Assignment Objects...........................................31 3.1.8 Travel Expense Control.............................................................................................32 .3.1.8.1 Posting of Paid Individual Receipts.................................................................32 .3.1.8.2 Travel Expenses Control (Expert View)..........................................................32 3.1.9 Wage Types..............................................................................................................33 .3.1.9.1 Assign Wage Types to Travel Expense Types for Indiv. Receipt....................33 .3.1.9.2 Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates.......34 .3.1.9.3 Assignment of Wage Type to Symbolic Account............................................35 3.1.10 Transfer to Accounting............................................................................................36 .3.1.10.1 Conversion of Symbolic Account to Expense Account..................................36 .3.1.10.2 Assign Substitute Cost Center......................................................................37 3.1.11 Integration...............................................................................................................38 .3.1.11.1 Activate Request/Plan/Expense Report in Travel Manager..........................38 .3.1.11.2 Deactivate Integration of Travel Planning - Travel Expenses.......................38 .3.2 Master Data for Travel Management..............................................................................39 3.2.1 Create Employee.......................................................................................................39 3.2.2 Create Vendor for Travel...........................................................................................40 © SAP AG Page 5 of 41
  6. 6. SAP Best Practices Travel Management (191): Configuration Guide Travel: Configuration Guide 1 Purpose This configuration guide provides the information you need to set up the configuration of this building block manually. If you do not want to configure manually and prefer an automated installation process using BC Sets and other tools, refer to the installation guide of this building block. 2 Preparation .2.1 Prerequisites Before you start installing this building block, you must install prerequisite building blocks. For more information, see the Building Block Prerequisite Matrix for Baseline. The matrix (an Excel file) is linked on the solution's DVD/website in one of the following two locations: · Content Library · Site Map 1. Access the activity as follows: IMG Menu Activate SAP ECC Extensions Transaction Code SFW5 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 3.1.1 Number Ranges .3.1.1.1 Number Ranges for Trip Numbers Use In this IMG activity, you define number ranges and number range intervals for assigning trip numbers. You do so for each personnel area individually. In the case of the settings you make in this activity for internal number assignment, the system automatically assigns the trip numbers within the defined interval. © SAP AG Page 6 of 41
  7. 7. SAP Best Practices Travel Management (191): Configuration Guide Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Set Up Trip Number Ranges Transaction Code PR10 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. Field name Description User action and values Comment OBJECT Object Name RP_REINR SUBOBJECT Subobject Value 1000 / 1100 NRRANGENR Number Range Number 02 FROMNUMBER From Number 1000000001 TONUMBER To Number 1999999999 NRLEVEL Current Number 0000000000 EXTERNIND Ext. X Do not change these default values! .3.1.1.2 Number Ranges for Posting Runs Use The 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). Procedure 1. Access the activity using the following navigation options: © SAP AG Page 7 of 41
  8. 8. SAP Best Practices Travel Management (191): Configuration Guide IMG Menu Financial Accounting  Travel Management  Travel Expenses > Transfer to Accounting  Set Up Number Ranges for Posting Runs Transaction Code PR12 2. Field Overview/Data Record Overview NRIV (number range intervals): Field Name Description User Action and Values Comment OBJECT Object Name Structure HR_PEVAL2 SUBOBJECT Subobject Value TR NRRANGENR Number Range Number 01 FROMNUMBER From Number 0000000001 TONUMBER To Number 0999999999 NRLEVEL Current Number 0000000000 EXTERNIND Int. Do not change these default values! .3.1.1.2.1 Number Ranges for Trip Transfer Documents Use The number ranges required for trip transfer documents are created with a number range interval from 0000000001 to 9999999999. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW)  Travel Management  Travel Expenses  Transfer to Accounting  Set Up Number Ranges for Trip Transfer Documents Transaction Code PR11 2. Field Overview NRIV (number range intervals): Field name Description User action and values Comment OBJECT Object Name HRTR_PDOC SUBOBJECT Subobject Value NRRANGENR Number Range Number 01 FROMNUMBER From Number 0000000001 TONUMBER To Number 0999999999 © SAP AG Page 8 of 41
  9. 9. SAP Best Practices Travel Management (191): Configuration Guide NRLEVEL Current Number 0000000000 EXTERNIND Int. Do not change these default values! 3.1.2 Travel Management Presetting .3.1.2.1 Define/Delete/Restore Trip Provision Variants Use In 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define/Delete/Restore Trip Provision Variants Transaction Code SPRO 2. Choose New Entry: TrProv.Variant Name YB Service Provider .3.1.2.2 Assign Organizational Areas to Trip Provision Variants via Feature TRVCT Use The feature TRVCT determines the possible trip provision variant depending on the employee's organizational assignment. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Assign Organizational Areas to Trip Provision Variants via Feature TRVCT © SAP AG Page 9 of 41
  10. 10. SAP Best Practices Travel Management (191): Configuration Guide Transaction Code SPRO 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 D MOLGA 000020 01 Y1 &TRVCT=YB, 000030 … 4. Choose to Activate the feature .3.1.2.3 Global Settings Use In 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). Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define Global Settings Transaction Code SPRO 2. Field Overview/Data Record Overview V_706D_B. 3. Note: No configuration change is required as this is a standard configuration. Field Name Description User Action and Values Comment MOREI Trip Provision Variant YB Service Provider MOLGA Country Grouping 37 Brasil WAERSKZ Currency Indicator 1 Currency is determined from © SAP AG Page 10 of 41
  11. 11. SAP Best Practices Travel Management (191): Configuration Guide Field Name Description User Action and Values Comment company code WAERS Currency HCURR Settlement of Foreign Currency Receipts X In trip currency PAUVS No input Tax X MWSKZ With Input Tax Code LAND1 Country BR Brazil MWAUS 0% Input Tax No tax procedure READ706M Read Table ‘Input Tax for International per Diems’ DEFMWSKZ Input Tax Default Value for Internat. Receipts X Set According to Destination/Country DEFLNDFR No Default Value for Country of Receipt LTEXT Unit for Distance Kilometers KURST Exchange Rate Type M Standard translation at average rate 3.1.3 Control Parameters from Travel Privileges .3.1.3.1 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 (e.g. classification of employees according to wage groups). Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Statutory M/A Reimbursement Groups © SAP AG Page 11 of 41
  12. 12. SAP Best Practices Travel Management (191): Configuration Guide Transaction Code SPRO 2. Make the following entry: TrProv.Variant Name Name YB Service Provider All Employees .3.1.3.2 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Enterprise- Specific M/A Reimbursement Groups Transaction Code SPRO 2. Make the following entry: TrProv.Variant Name Name Name YB Service Provider All Employees .3.1.3.3 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for Travel Expense Types Transaction Code SPRO 2. Enter Trip Provision Variant: YB © SAP AG Page 12 of 41
  13. 13. SAP Best Practices Travel Management (191): Configuration Guide 3. Make the following entry: EE Grp Expense Type Name 1 Group 1 .3.1.3.4 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for Travel Management Transaction Code SPRO 2. Make the following entry: TrProv.Variant Name EE Group Trav Name YB Service Provider All Employees .3.1.3.5 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management →Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Types Transaction Code SPRO 2. Make the following entry: © SAP AG Page 13 of 41
  14. 14. SAP Best Practices Travel Management (191): Configuration Guide TrProv.Variant Name VeTyp Name YB Service Provider Car .3.1.3.6 Reimbursement Groups for Travel Costs Use If a company wants to reproduce different trip provisions for travel costs (e.g. mile/kilometer rates) for different groups of employees, they can be stored via the reimbursement group for travel costs. In this IMG activity, you define the permitted input values for the reimbursement groups for travel costs depending on the trip provision variant and store the corresponding long names. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Reimbursement Groups for Travel Costs Transaction Code SPRO 2. Make the following entry: TrProv.Variant Name RGrp TravelCost Name YB Service Provider All Employees .3.1.3.7 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Classes Transaction Code SPRO 2. Make the following entry: © SAP AG Page 14 of 41
  15. 15. SAP Best Practices Travel Management (191): Configuration Guide TrProv.Variant Name RGrp TravelCost Name YB Service Provider All Vehicle Classes 3.1.4 Control Parameters from Trip Data .3.1.4.1 Define 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data →Define Trip Areas Transaction Code SPRO 2. Enter Trip Provision Variant: YB 3. Make the following entries: Trip Country Name RegionTrip Trip Country No Distinction AD Andorra Andorra AE Utd.Arab Emir. United Arab Emirates AE Utd.Arab Emir. DUBAI United Arab Emirate,Dubai AF Afghanistan Afghanistan AG Antigua/Barbuda Antigua/Barbuda AI Anguilla Anguilla AL Albania Albania AM Armenia Armenia AO Angola Angola AQ Antarctica Antarctica AR Argentina Argentina AS Samoa, America Samoa, American AT Austria Austria AT Austria WIEN Austria, Vienna AU Australia Australia AU Australia CABRA Australia, Canberra AW Aruba Aruba AZ Azerbaijan Azerbaijan BA Bosnia-Herz. Bosnia-Herzegovina BB Barbados Barbados BD Bangladesh Bangladesh BE Belgium Belgium © SAP AG Page 15 of 41
  16. 16. SAP Best Practices Travel Management (191): Configuration Guide Trip Country Name RegionTrip Trip Country BF Burkina Faso Burkina Faso BG Bulgaria Bulgaria BH Bahrain Bahrain BI Burundi Burundi BJ Benin Benin BM Bermuda Bermuda BN Brunei Daruss. Brunei (Darussalam) BO Bolivia Bolivia BR Brazil Brazil BR Brazil RECIF Brazil, Recife BR Brazil RIO Brazil, Rio de Janeiro BR Brazil SPAUL Brazil, Sao Paulo BS Bahamas Bahamas BT Bhutan Bhutan BW Botswana Botswana BY Belarus Belarus BZ Belize Belize CA Canada Canada CD Dem. Rep. Congo Republic of the Congo CF CAR Central African Republic CG Rep.of Congo Congo CH Switzerland Switzerland CI Cote d'Ivoire Ivory Coast CL Chile Chile CM Cameroon Cameroon CM Cameroon DUALA Cameroon, Douala CN China China CN China HKONG China, Hong Kong CN China KANTO China, Canton CN China PEKIN China, Beijing CN China SHANG China, Shanghai CO Colombia Colombia CR Costa Rica Costa Rica CS Serbia/Monten. Serbia and Montenegro CU Cuba Cuba CV Cape Verde Cape Verde CY Cyprus Cyprus CZ Czech Republic Czech Republic DE Germany Germany DJ Djibouti Djibouti DK Denmark Denmark DK Denmark KOPEN Denmark, Copenhagen DM Dominica Dominica DO Dominican Rep. Dominican Republic DZ Algeria Algeria EC Ecuador Ecuador EE Estonia Estonia EG Egypt Egypt EG Egypt KAIRO Egypt, Cairo © SAP AG Page 16 of 41
  17. 17. SAP Best Practices Travel Management (191): Configuration Guide Trip Country Name RegionTrip Trip Country ER Eritrea Eritrea ES Spain Spain ES Spain BARCE Spain, Barcelona ES Spain KANAR Spain, Canary Islands ES Spain MADRI Spain, Madrid ES Spain MALLE Spain, Palma de Mallorca ET Ethiopia Ethiopia FI Finland Finland FJ Fiji Fiji FM Micronesia Micronesia FO Faroe Islands Faroe Islands FR France France FR France BORDX France, Bordeaux FR France LYON France, Lyons FR France PARIS France, Paris FR France STRAS France, Strasbourg GA Gabon Gabon GB United Kingdom Great Britain GB United Kingdom EDIN Great Britain, Edinburgh GB United Kingdom LONDO Great Britain, London GB United Kingdom MANCH Great Britain, Manchester GD Grenada Grenada GE Georgia Georgia GF French Guayana French Guinea GH Ghana Ghana GL Greenland Greenland GM Gambia Gambia GN Guinea Guinea GP Guadeloupe Guadeloupe GQ Equatorial Guin Equatorial Guinea GR Greece Greece GR Greece ATHEN Greece, Athens GT Guatemala Guatemala GU Guam Guam GW Guinea-Bissau Guinea-Bissau GY Guyana Guyana HK Hong Kong Hong Kong HN Honduras Honduras HR Croatia Croatia HT Haiti Haiti HU Hungary Hungary ID Indonesia Indonesia IE Ireland Ireland IL Israel Israel IL Israel TELAV Israel, Tel Aviv IN India India, Sikkim prov. IN India BOMBA India,Sikkim,Bombay IN India DEHLI India,Sikkim,New Delhi IN India KALKU India w. Sikkim Calcutta © SAP AG Page 17 of 41
  18. 18. SAP Best Practices Travel Management (191): Configuration Guide Trip Country Name RegionTrip Trip Country IQ Iraq Iraq IR Iran Iran IS Iceland Iceland IT Italy Italy IT Italy MAILA Italy, Milan IT Italy ROM Italy, Rome JM Jamaica Jamaica JO Jordan Jordan JP Japan Japan JP Japan TOKIO Japan, Tokyo KE Kenya Kenya KG Kyrgyzstan Kirghizia KH Cambodia Cambodia KI Kiribati Kiribati KM Comoros Comoros KN St Kitts&Nevis St. Christopher, Nevis KP North Korea North Korea KR South Korea South Korea KW Kuwait Kuwait KY Cayman Islands Cayman Islands KZ Kazakhstan Kazakhstan LA Laos Lao People's Democ. Rep. LB Lebanon Lebanon LC St. Lucia St. Lucia LI Liechtenstein Liechtenstein LK Sri Lanka Sri Lanka LR Liberia Liberia LS Lesotho Lesotho LT Lithuania Lithuania LU Luxembourg Luxembourg LV Latvia Latvia LY Libya Libya MA Morocco Morocco MC Monaco Monaco MD Moldova Moldavia, Republic MG Madagascar Madagascar MH Marshall Islnds Marshall Islands MK Macedonia Macedonia ML Mali Mali MM Burma Myanmar MN Mongolia Mongolia MO Macau Macau MQ Martinique Martinique MR Mauretania Mauritania MS Montserrat Montserrat MT Malta Malta MU Mauritius Mauritius MV Maldives Maldives MW Malawi Malawi © SAP AG Page 18 of 41
  19. 19. SAP Best Practices Travel Management (191): Configuration Guide Trip Country Name RegionTrip Trip Country MX Mexico Mexico MY Malaysia Malaysia MZ Mozambique Mozambique NA Namibia Namibia NC New Caledonia New Caledonia NE Niger Niger NG Nigeria Nigeria NG Nigeria LAGOS Nigeria, Lagos NI Nicaragua Nicaragua NL Netherlands Netherlands NO Norway Norway NP Nepal Nepal NR Nauru Nauru NZ New Zealand New Zealand OM Oman Oman PA Panama Panama PE Peru Peru PG Pap. New Guinea Papua New Guinea PH Philippines Philippines PK Pakistan Pakistan PK Pakistan ISLMB Pakistan, Islamabad PL Poland Poland PL Poland BRESL Poland, Wroclaw PL Poland DANZI Poland, Gdansk PL Poland KRAKA Poland, Krakow PL Poland WARSC Poland, Warsaw PR Puerto Rico Puerto Rico PT Portugal Portugal PT Portugal LISBO Portugal, Lisbon PY Paraguay Paraguay QA Qatar Qatar RE Reunion Reunion RO Romania Romania RO Romania BUKAR Romania, Bucharest RU Russian Fed. Russian Federation RU Russian Fed. MOSKA Russian Federation,Moscow RU Russian Fed. NOWOS Russian Fed., Novosibirsk RU Russian Fed. SARAT Russian Fed., Saratov RU Russian Fed. ST.PE Russ. Fed., St.Petersburg RW Rwanda Rwanda SA Saudi Arabia Saudi Arabia SA Saudi Arabia RIAD Saudi Arabia, Riyadh SB Solomon Islands Solomon Islands SC Seychelles Seychelles SD Sudan Sudan SE Sweden Sweden SG Singapore Singapore SH Saint Helena St. Helena SI Slovenia Slovenia © SAP AG Page 19 of 41
  20. 20. SAP Best Practices Travel Management (191): Configuration Guide Trip Country Name RegionTrip Trip Country SK Slovakia Slovakia SL Sierra Leone Sierra Leone SM San Marino San Marino SN Senegal Senegal SO Somalia Somalia SR Suriname Suriname ST S.Tome,Principe Sao Tome and Principe SV El Salvador El Salvador SY Syria Syria SZ Swaziland Swaziland TD Chad Chad TG Togo Togo TH Thailand Thailand TJ Tajikistan Tajikistan TL East Timor East Timor TM Turkmenistan Turkmenistan TN Tunisia Tunisia TO Tonga Tonga TR Turkey Turkey TR Turkey ANKAR Turkey, Ankara TR Turkey ASIEN Turkey, Asiatic TR Turkey IZMIR Turkey, Izmir TT Trinidad,Tobago Trinidad and Tobago TV Tuvalu Tuvalu TW Taiwan Taiwan TZ Tanzania Tanzania UA Ukraine Ukraine UG Uganda Uganda US USA USA US USA ATLAN USA, Atlanta US USA BOSTO USA, Boston US USA HOUST USA, Houston US USA LOSAN USA, Los Angeles US USA MIAMI USA, Miami US USA NY USA, New York State US USA NYC USA, New York US USA SFRAN USA Seattle San Francisco US USA WADC USA, Washington UY Uruguay Uruguay UZ Uzbekistan Uzbekistan VA Vatican City Vatican City VC St. Vincent St. Vincent and the Grena VE Venezuela Venezuela VN Vietnam Vietnam VN Vietnam HOCHI Vietnam, Ho Chi Minh City VU Vanuatu Vanuatu WS Samoa Western Samoa XM Country Group XM YE Yemen Yemen © SAP AG Page 20 of 41
  21. 21. SAP Best Practices Travel Management (191): Configuration Guide Trip Country Name RegionTrip Trip Country YT Mayotte Mayotte YU Yugoslavia ZA South Africa South Africa ZM Zambia Zambia ZW Zimbabwe Zimbabwe .3.1.4.2 Define 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Statutory Trip Types Transaction Code SPRO 2. Make the following entry: TrProv.Variant Name Trip Type Name YB Service Provider Business Trip .3.1.4.3 Enterprise-Specific Trip Type Use Within 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). Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Enterprise-Specific Trip Types Transaction Code SPRO 2. Field Overview V_T706X: © SAP AG Page 21 of 41
  22. 22. SAP Best Practices Travel Management (191): Configuration Guide Field name Description User action and values Comment MOREI Trip Provision Variant YB BEREI Trip Type: Enterprise- 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 Trip Activity Type (Travel Expenses Accounting) Use Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, different trip activity types can be defined (e.g.: A = Education and training, K = Customer visit and S = Other reasons). However, for this scenario only one trip activity type is defined. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Trip Activity Types Transaction Code SPRO 2. Field Overview V_T706R: Field Name Description User Action and Values Comment MOREI Trip Provision Variant 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 © SAP AG Page 22 of 41
  23. 23. SAP Best Practices Travel Management (191): Configuration Guide 3.1.5 Travel Expense Types .3.1.5.1 Travel Expense Types for Individual Receipts Use In 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Travel Expense Types → Create Travel Expense Types for Individual Receipts Transaction Code SPRO 2. Enter Trip Provision Variant: YB 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 Travel Provider Tax Ex.Ty.Per Amount Usage Pos. In Expense Expense Catg. Code missibility are Weekly Type Cat. Rep. Allow Wizard f. Exp.Tp BENZ S 123456789 1 N HOTL U H 123456789 1 F X MTWG S C 123456789 1 M .3.1.5.2 Travel Expense Types for Per Diems/Flat Rates Use In this IMG activity, you define the trip expense types for per diems/ flat rates and store the corresponding names. Procedure 1. Access the activity using the following navigation options: © SAP AG Page 23 of 41
  24. 24. SAP Best Practices Travel Management (191): Configuration Guide IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Master Data → Travel Expense Types → Create Travel Expense Types for Per Diems/Flat Rates Transaction Code SPRO 2. Enter Trip Provision Variant: YB 3. Make the following entry: Travel Expense Type Name of Exp.Type Start Date End Date Travel Expense Cat. Indiv.or Per Diem/FR VERP Meals per Diem 01/01/2007 12/31/9999 V P 3.1.6 Trip Reimbursement Amounts .3.1.6.1 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts Travel Costs → Define Flat Rates for Travel Costs Transaction Code SPRO 2. Enter Trip Provision Variant: YB 3. Make the following entry: Field 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 © SAP AG Page 24 of 41
  25. 25. SAP Best Practices Travel Management (191): Configuration Guide Trip Type S Business Trip Trip Type E All Trips Activity All Trips Currency BRL Brazil Tax-Free Amount 0,30 Reimbursement Amount 0,30 Customer Amount 0,30 .3.1.6.2 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts Travel Costs → Miles/Km Cumulation → Define Period Parameters Transaction Code SPRO 2. Enter Trip Provision Variant: YB 3. Make the following entry: 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses →Trip Reimbursement Amounts → Reimbursement Amounts for Accommodations → Define Influence of Control Parameters: Accommodation © SAP AG Page 25 of 41
  26. 26. SAP Best Practices Travel Management (191): Configuration Guide Transaction Code SPRO 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 Reimbursement Group M/A Enterprise Copy from Infotype 0017 (Travel Privileges) Choose entry Specific .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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Meals → Define Influence of Control Parameters: Meals Transaction Code SPRO 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 Info type 0017 (Travel Privileges) Choose entry Reimbursement Group M/A Enterprise Specific Copy from Info type 0017 (Travel Privileges) Choose entry © SAP AG Page 26 of 41
  27. 27. SAP Best Practices Travel Management (191): Configuration Guide .3.1.6.5 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Meals → Reimbursement Amounts for Meals/Hours → Per Diems for Meals (MPD) → Define Per Diems for Meals Transaction Code SPRO 2. Enter Trip Provision Variant: YB 3. Make the following entries: Field Name 1. Entry 2. Entry 3. Entry 4. Entry Description Trip Country BR BR BR BR Brazil Trip Region Brazil 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 BRL BRL BRL BRL Real - Brazil Tax-Free Amount 6,00 12,00 24,00 Reimbursement Amount 6,00 12,00 24,00 Customer Amount 6,00 12,00 24,00 © SAP AG Page 27 of 41
  28. 28. SAP Best Practices Travel Management (191): Configuration Guide 3.1.7 Dialog Control .3.1.7.1 Define Schema and Individual Field Control Use Trip 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Define Schema and Individual Field Control Transaction Code SPRO 2. Field Overview/Data Record Overview T706T: Field Name Description User Action and Values Comment SPRAS Language Key PT MOREI Trip Provision Variant YB SCHEM Trip Schema 01 STEXT Name for Trip Schema Business Trip 3. Field Overview/Data Record Overview T706S: Field Name Description User Action and Values Comment MOREI Trip Provision Variant YB SCHEM Trip Schema 01 NUMRV Number Assignment for Trip Number I Internal number assignment INAUS Domestic/International B No Distinction ANKUN Domestic Departure Suppressed EINME Multiday Trip X STEXT Overlapping Trips Allowed © SAP AG Page 28 of 41
  29. 29. SAP Best Practices Travel Management (191): Configuration Guide Field Name Description User Action and Values Comment RLAND Trip Country BR Brazil RGION Trip Country/Trip Country Group/Trip Region Brazil KZREA Trip Type: Statutory Business Trip BEREI Trip Type: Enterprise- Specific All Trips KZTKT Trip Activity Type All Trips MSGID Application Area MSGNO System Message Number VERPF Per-Diem Meals Checkbox Set X UEPKZ Per-Diem for Accomodations Checkbox Set ADDR_DEST Enter Addresses for Destinations D1600 Additional Destinations X KFZVE Trip Segments X ADDR_Mileage Enter Addresses for Legs of Trips COMPUTE_DIST Calculate Distance D1500 Advances X D9999 User Data of Trip D1950 History of Trip X D1709 Cost Assignment Overview X D1700 Costs Assignment Entire Trip X D1702 Cost Assignment Stopover X D1701 Cost Assignment Indiv.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 © SAP AG Page 29 of 41
  30. 30. SAP Best Practices Travel Management (191): Configuration Guide Field Name Description User Action and Values Comment D1400 Deductions Deductions FRUEH Deduction Breakfast X ESBON Deduction Meal Coupon D1400_UNTER Deduction Accommodations X .3.1.7.2 Default Values for the Dialog Use This 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Store Default Values for Dialog Transaction Code SPRO 2. Field Overview/Data Record Overview: Field name Description User Action and Values Comment MOREI Trip Provision Variant YB KZPMF Vehicle Type Blank FZTXT Car .3.1.7.3 Set up Field Control for Account Assignment Object via TRVCO Use In 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. © SAP AG Page 30 of 41
  31. 31. SAP Best Practices Travel Management (191): Configuration Guide Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Set Up Field Control for Account Assignment Object via TRVCO Transaction Code PE03 The assignment to the parameter takes place using the return value MOLGA. Change PView to Table Maintenance to see the feature as it is described below. Line Variable Argument D Operations 000010 D MOLGA 000020 01 D TRVUG " USER-PARAMETER 'TRV'? 000030 01 01 & TRVCO=USERGROUP_01, 000040 01 BP & TRVCO=USERGROUP_BP, 000050 01 ** & TRVCO=, 000060 ** & TRVCO=, .3.1.7.4 Variable Layout for Account Assignment Objects Use In 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. Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Set Up Variable Layout for Account Assignment Objects Menu IMG Contabilidade financeira (nv.)  Administração de viagens de negócios  Cálculo das despesas de viagem  Controle de diálogo  Instalar estrutura variável para os objetos de classificação contábil Transaction Code SPRO Changes are not necessary and not recommended. © SAP AG Page 31 of 41
  32. 32. SAP Best Practices Travel Management (191): Configuration Guide 3.1.8 Travel Expense Control .3.1.8.1 Posting of Paid Individual Receipts Use Paid receipts are recorded in a trip for documentation purposes only. Documents are posted independently of Travel Management. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Define Posting of Paid Individual Receipts Transaction Code SPRO 2. Field Overview/Data Record Overview V_T702N_K: Field name Description User Action and Values Comment MOREI Trip Provision Variant YB R01 Posting of Receipts Paid by Company Paid receipts are posted in travel request and with trip .3.1.8.2 Travel Expenses Control (Expert View) Use In this IMG activity, you can edit the matrix of accounting rules. The settings have been paid for the standard DE solution as per the screen print below. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Travel Expenses Control (Expert View) Transaction Code SPRO 2. Field Overview/Data Record Overview V_T702N_A: Accounting Control in Expert View: YB - Service Provider: 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 0 Receipt settleme nt 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 © SAP AG Page 32 of 41
  33. 33. SAP Best Practices Travel Management (191): Configuration Guide 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 0 Meals settleme nt 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 Accomm od. 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 3.1.9 Wage Types .3.1.9.1 Assign Wage Types to Travel Expense Types for Indiv. Receipt Use The 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 MTWG (car rental) differs from the standard and has been assigned the SAP standard wage type MJ30. Prerequisites Travel expense types have been created. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Individual Receipts Transaction Code SPRO 2. Field Overview/Data Record Overview V_T706B4: Field name Description Entry 1 Entry 2 Entry 3 MOREI Trip Provision Variant YB YB YB © SAP AG Page 33 of 41
  34. 34. SAP Best Practices Travel Management (191): Configuration Guide Field name Description Entry 1 Entry 2 Entry 3 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 Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates Use The 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 MTWG (car rental) differs from the standard and has been assigned the SAP standard wage type MJ30. Prerequisites Travel expense types have been created. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Per Diems / Flat Rates Transaction Code SPRO 2. Field Overview/Data Record Overview V_T706B4_A: Field name Description Entry 1 MOREI Trip Provision Variant YB SPKZL Travel Expense Type VERP ENDDA End Date 99991231 BEGDA Start Date 20070101 © SAP AG Page 34 of 41
  35. 35. SAP Best Practices Travel Management (191): Configuration Guide PAYOT Service Provider LGARL TxFr Wage Type MJ20 LGARH Wage Type Add. Amount MJ21 .3.1.9.3 Assignment of Wage Type to Symbolic Account Use Travel 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 MJ30 has been assigned to the additional travel expense type MTWG (car rental), 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. Prerequisites The appropriate wage types have been assigned to the travel expense types. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Integration of Travel Management and Payroll → Wage Types → Define Assignment of Wage Type to Symbolic Account Transaction Code SPRO 2. Field Overview V_T706K: Trip Provision Variant Wage Type Variable Key End Date Start Date Symbolic Account Assignment YB MJ10 31.12.9999 01.01.2007 +10 YB MJ20 31.12.9999 01.01.2007 +20 YB MJ21 31.12.9999 01.01.2007 +20 YB MJ30 31.12.9999 01.01.2007 +30 YB MJ80 31.12.9999 01.01.2007 +80 © SAP AG Page 35 of 41
  36. 36. SAP Best Practices Travel Management (191): Configuration Guide 3.1.10 Transfer to Accounting .3.1.10.1 Conversion of Symbolic Account to Expense Account Use The incurred trip costs are posted to different expense accounts, dependent on their travel expense type. The standard chart of accounts is 0050. 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 MTWG (car rental) differs from the standard. It has been assigned using the symbolic account +30 to the following expense account: Transport (ADM). Prerequisites The appropriate G/L accounts have been created in the standard chart of accounts 0050. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Travel Expenses → Transfer to Accounting → Conversion of Symbolic Account to Expense Account Transaction Code SPRO 2. Enter Chart of Accounts: HRP 3. Select Procedure: Customer/vendor trip costs postings – Transaction 0050 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 TXT20 110 32204004 Accomodations (ADM) 120 31204005 Meals (IPC) 130 32204005 Transport (ADM) 140 32204006 Travel (ADM) 150 32204007 Office Supply (ADM) 160 31204003 Cleanness (IPC) © SAP AG Page 36 of 41
  37. 37. SAP Best Practices Travel Management (191): Configuration Guide 180 32204008 Transport & Snack 190 32204009 Recruitment (ADM) 195 32204014 Prof. Services (ADM) 1BS 31205001 Rent.MachEquip(IPC) 7. Select Posting Key Debit Credit 40 50 8. Select Rules Debit / Credit General Modification X .3.1.10.2 Assign Substitute Cost Center Use In 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 1101 has been defined in table TKA3G. When you create the posting run, ensure the Replace incorrect CO object field is active. Prerequisites Cost centers have been created. Procedure 1. Access the activity using the following navigation options: IMG Menu Payroll → Payroll Brazil → Evaluation to post payroll results in accounting→ Activities in accounting system → Assign Substitute Cost Centers Transaction Code SPRO 2. Field Overview/Data Record Overview TKA3G: Field name Description User Action and Values Comment BUKRS Company Code 1000 © SAP AG Page 37 of 41
  38. 38. SAP Best Practices Travel Management (191): Configuration Guide GSBER Business Area KOSTL Cost Center 1101 3.1.11 Integration .3.1.11.1 Activate Request/Plan/Expense Report in Travel Manager Use In 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. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting (NEW) → Travel Management → Integration of Travel Planning and Travel Expenses → Settings for Travel Manager → Activate Request/Plan/Expense Report in Travel Manager and for Web Dynpro Transaction Code SPRO 2. Field Overview/Data Record Overview V_T702N_O: Field name Description User action and values Comment MOREI Trip Provision Variant YB R14 Edit Travel Requests, checked R15 Edit Travel Plans, checked R16 Edit Travel Expense Reports, checked .3.1.11.2 Deactivate Integration of Travel Planning - Travel Expenses Use Since only the Travel Expenses component is in use, the integration of Travel Planning to Travel Expenses is deactivated. Procedure 1. Access the activity using the following navigation options: © SAP AG Page 38 of 41
  39. 39. SAP Best Practices Travel Management (191): Configuration Guide IMG Menu Financial Accounting (NEW) → Travel Management → Integration of Travel Planning and Travel Expenses → Activate Integration: Travel Planning - Travel Expenses Transaction Code SPRO 2. Field Overview/Data Record Overview: Field Name Description User Action and Values Comment MOREI Trip Provision Variant YB INTPL Integration of Travel Planning Deselect the checkbox .3.2 Master Data for Travel Management 3.2.1 Create Employee Use In this step, you create an employee for the travel management scenario. Procedure 1. Access the activity using one of the following navigation options: SAP 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 screen Create Actions maintain the data as shown in the table below: Personnel number Position Employee 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 1101 1010 YB 9. Choose Enter. © SAP AG Page 39 of 41
  40. 40. SAP Best Practices Travel Management (191): Configuration Guide 10. Save your entries. 11. On the Create Personnel Data screen maintain the data as shown in the table below: PersNo Title Last Name First Name Birth Date Language Nationality 999401 Mr Silva José 19.12.1952 PT PT 12. Choose Enter. 13. Save your entries. 14. On the Create Planned Work time screen enter Work schedule rule YB00. 15. Choose Enter. 16. Save your entries. 17. On the Create Travel Privileges screen set Flag Changes Permitted to Trip in area Company Code Changes and fill the field jurisdiction code. 18. Choose Enter. 19. Save your entries. 20. On the Create Time Sheet Defaults screen maintain the data as shown in the table below: Personnel number Controlling Area Cost Center Activity Type 999401 1000 1101 blank 21. Save your entries. 3.2.2 Create Vendor for Travel Use The service scenarios require a vendor for commercial traveler. Procedure 1. Access the transaction choosing one of the following navigation options: SAP Menu Accounting ® Financial Accounting ® Accounts Payable ® Master Records ® Maintain Centrally ® 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 José Silva 1000 YBTR © SAP AG Page 40 of 41
  41. 41. SAP Best Practices Travel Management (191): Configuration Guide 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 José Silva EMPREGADO Sorocaba BR PT 4. On the Create Vendor: Payment transactions screen, enter the following values: Vendor Bank Country Key Bank Key Bank Account Number IBAN YB999401 BR 34171234 12445 5. On the Create Vendor: Accounting information accounting screen, enter Recon. account, Sort Key and Personnel number, then choose Next Screen (F8). Vendor Recon. account Sort Key Personnel number YB999401 21301002 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 CMSTU 7. Choose Save. Result The vendor master data for the employee has been created. © SAP AG Page 41 of 41
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