Travel Management: Business Scenario

You have booked your employee on an external

business event. Your employee will, therefore,

have to travel to the business event. You must
then enter the trip data. The trip will then be
accounted and the employee will receive a
statement and the expenses incurred will be
reimbursed.

SAP AG 1999

Travel Management

Course

H
O
T
E
L

Trip

Expenses

C
CE

Trip data entry

Trip cost accounting

SAP AG 1999

Travel Management - Environment

HR-Administration:
Name
Org. assignment
Cost distribution
Travel privileges:
Internal rules
Authorizations
...
Valuation tables
for per diems /
maximum rates:
- exact dates
- tax-exempt
- company-specific
...
Trip data:
- trip times
- receipts
- account assignment
- destinations
- advances
- deductions for
entertainment

SAP AG 1999

Account trips
HR master
record

Employee
statement
Reporting

FI Financial
Accounting

CO Cost

Travel
Management

Accounting
Non-SAP
systems

HR Payroll

FI / CO

Accounting
Payroll

Generate results

Non-SAP
systems

Data medium
for credit
institutes

HR Master Record (Mini Master) - Infotypes

SAP AG 1999

Infotype

Name

0000

Actions

0001

Organizational Assignment

0002

Personal Data

0003

Payroll Status

0006

Addresses

0009

Bank Details

0017

Travel Privileges

0027

Cost Distribution

Travel Privileges

PersNo. 1000

Chris Miller
Active employee
Non-PS employee

Company code
Personnel area

From 01.01.YY-31.12.9999

Travel Privileges
R. grp M/A statutory
R. grp M/A enterprise
R. grp travel costs
Vehicle class
Period parameter
E. grp expense type
Egrp Trip Management

Assignment
Company code
Business area
Cost center
Funds center
Fund

SAP AG 1999

0
00
1

9
G01

All employees
All employees
All employees
No distinction
No distinction
Group 9
Internal assignment

Employee has trips

Trips assigned

Company code changes

Change permitted

Processing Trip Data: Overview

11 Data entry
Receipt entry
Fast entry
Weekly report

22 Central approval
(Used with decentralized data entry)

33 Accounting
44 Form printing
55 Payment of trip expenses

66 Posting of trip costs

SAP AG 1999

Organizational Forms of Data Entry

Centralized data entry

Centralized data entry with request
Decentralized data entry with request by department office

Decentralized data entry by employee

SAP AG 1999

Functions in Receipt Entry

1000

Chris Miller

Trips
10023
10021
10018
10011

09/01/YY
01/03/YY
06/05/YY
11/09/YY

Boston
Paris
London
Hamburg

US...
FR...
GB...
DE...

Trip approved
Trip approved
Trip approved
Trip approved

to be acctd
to be acctd
to be acctd
to be acctd

Functions

Create

Change

SAP AG 1999

Display

Simulate

Account

Print

Approve

Copy

Framework Trip Data

1000

Chris Miller

Framework data
Trip duration

Receipts

SAP AG 1999

Per-diem accounting
Main dest.

Entering Receipts for a Trip

Fast
FastCabs
Cabs

Receipt
Receipt
Trip
08/03/XXXX

98020 Chris Miller

50,- UNI

001

TAXI

Taxi

50,-

Expense Types

...
...

TAXI

Taxi

TELE

Telephone

FLUG
...

Flight
...

Choose

SAP AG 1999

...

Trip Status

Trip status

Approval status

Travel request

Open

Request approved

To be accounted

Trip completed

Cancelled

Trip approved

Accounting status

SAP AG 1999

Receipt Entry: Additional Functions

Additional
framework data

User data

All types of trips

Advances

Text
Receipts
Cost
distribution

Stopovers

Deductions for
entertainment

Miles/kilometer
distribution

Trip status
SAP AG 1999

DB

Save trip data

Cost Distribution

Distribution of all trips

per employee
The total costs of the trip are
distributed for individual
employees to company code /
cost centers.

Distribution per trip

Alternative account
assignment to CO receiver
Percentage distribution
- of total trip costs
- of costs incurred in
individual stopovers
- of individual receipts
- of individual legs of trip
to company code / CO
receiver

Receipts can also be

distributed by amount.
SAP AG 1999

Fast Entry of Trip Data

Schnellerfassung der Reisedaten
Pers.number 98020
Name

Interval From 01/03.XXXX

Chris Miller

Domestic trips
Day
From

To

To
Reason

31/03.XXXX

Location

01/03.XXXX
02/03.XXXX
03/03.XXXX
04/03.XXXX
05/03.XXXX

Cost
distribution

Per trip

Receipts

User data

Advances

Stopovers
SAP AG 1999

Text

Weekly Report for Trip Data

Pers.number 1000
Name

Week from

MM/DD/YYYY

to

MM/DD/YYYY

Chris Miller

Weekly report
Sunday
Monday
Tuesday
...
Date
MM/DD/YYYY MM/DD/YYYY MM/DD/YYYY
Days dest.

100

50

Mls/km allow.

52,-

26,-

Flight

300,-

Hotel

120,-

Total/day
Sumtotal

SAP AG 1999

.
.

...

...

...

Dest. B

No.miles/km

.
.

Dest. A

...

.
.
472,-

.
.
26,-

...

498,-

Central Approval

Update log
Hotel receipt
inserted

Miller

Smith

Paris
Hamburg
Boston

03/01/XXXX
01/02/XXXX
05/02/XXXX

London
Bristol

02/02/XXXX
03/02/XXXX

Hamburg 01/02/XXXX
Approval
program

Ap
pro
ved

Boston 05/02/XXXX

Trip to be corrected

SAP AG 1999

Trip Costs Accounting

98020 Chris Miller

Trips
10023 09/08/XXXX
10021 05/08/XXXX
.
.

Accounting of an
individual trip by
cursor selection

...
...

Approved, to be accounted
Approved, to be accounted

PCL1

Data from
trip costs
accounting

SAP AG 1999

- Trip costs forms

- Payment of trip costs
- Posting of trip costs

Mass accounting
via accounting
program

Accounting and Payment

Accounting trips

RK-P
Projects

HR Travel
Management

Generating results

FI Financial
Accounting
CO Cost
Accounting

Non-SAP
systems
SAP AG 1999

HR Payroll
Accounting
Non-SAP
systems

Combinations

Data carriers
for credit
institutes

Posting Travel Expense Data to FI

HR
FI

Initial account
assign. program
Possibility to transfer via ALE

Sequential
file

Customer-specific
program

Posting document
program

Batch input
(post receipt)
SAP AG 1999

Travel Management: Unit Summary

Organizational forms of trip entry

Mini master
Entry of trips
Accounting of trips

Payment of trips

SAP AG 1999