SAP Travel Management Basic Setting

Company Name Travel Management Configuration Guide

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Company Travel Management (Basic Setting)

Content

Purpose .................................................................................................................................. 2

1 Preparation ..................................................................................................................... 2

1.1 Prerequisites ............................................................................................................ 2

2 Configuration .................................................................................................................. 4

2.1 Maintaining General Settings ................................................................................... 4

2.1.1 Number Ranges .............................................................................................. 4

2.1.1.1 Number Ranges for Trip Numbers .......................................................... 4

2.1.1.2 Number Ranges for Posting Runs .......................................................... 8

2.1.1.2.1 Number Ranges for Trip Transfer Documents ................................ 10

2.1.2 Travel Management Presetting ..................................................................... 12

2.1.2.1 Define/Delete/Restore Trip Provision Variants ..................................... 12

2.1.2.2 Assign Organizational Areas to TPA via Feature TRVCT .................... 14

2.1.2.3 Global Settings ...................................................................................... 19

2.1.3 Control Parameters from Travel Privileges ................................................... 22

2.1.3.1 Statutory M/A Reimbursement Groups ................................................. 22

2.1.3.2 Enterprise-Specific M/A Reimbursement Groups ................................. 23

2.1.3.3 Employee Grouping for Travel Expense Types .................................... 24

2.1.3.4 Employee Grouping for Travel Management ........................................ 26

2.1.3.5 Vehicle Types ....................................................................................... 27

2.1.3.6 Reimbursement Groups for Travel Costs ............................................. 29

2.1.3.7 Vehicle Classes .................................................................................... 30

2.1.4 Control Parameters from Trip Data ............................................................... 31

2.1.4.1 Define Trip Areas .................................................................................. 31

2.1.4.2 Define Statutory Trip Types .................................................................. 33

2.1.4.3 Enterprise-Specific Trip Type ............................................................... 35

2.1.4.4 Trip Activity Type (Travel Expenses Accounting) ................................. 37


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Travel: Configuration Guide

Purpose

This configuration guide provides the information you need to set up the configuration of the

Travel management system for sample client GIS. We have kept the scenarios simple and basic

for better understanding. It further helps us to comprehend the entire process in sequential and

logical manner in order to replicate the client Travel Management requirements into SAP

system.

1 Preparation

1.1 Prerequisites

Access the activity as follows:

IMG Menu Activate SAP ECC Extensions / Activate Business

Function

Transaction Code S_S6B_86000007

Transaction Code SFW5

Each of the above paths will take you to same following screen.


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Activate the Business functions in order to maintain basic functional setting for Travel Management

Press continue

In the table displayed, select the checkbox in the Active column for:

EA-TRV Travel Management Extension


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Choose Save.

2 Configuration

2.1 Maintaining General Settings

2.1.1 Number Ranges

2.1.1.1 Number Ranges for Trip Numbers

In this IMG activity, we define number ranges and number range intervals for assigning trip

numbers. We do so for each personnel area individually. In the case of the settings we make in

this activity for internal number assignment, the system automatically assigns the trip numbers

within the defined interval.

Procedure 1. Access the activity using the following navigation options:

IMG Menu Financial Accounting → Travel Management → Set Up Trip Number

Ranges

Transaction Code PR10

We will get to the following screen

Enter personnel area ‘GIS2’ of the company GIS and process as follows;


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Click on interval and add the following values

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

Field Name Description User Action and Values Comment

OBJECT Object Name Trip number

SUBOBJECT Sub object Value GIS2

NRRANGENR Number Range

Number 01

FROMNUMBER From Number 00 00 00 00 01

TONUMBER To Number 099 99 99999

NRLEVEL Current Number 0000000000

EXTERNIND Int.

Field name Description User action and values Comment

OBJECT Object Name RP_REINR

SUBOBJECT Sub object

Value GIS2


Number 02

FROMNUMBER From Number 1000000001

TONUMBER To Number 1999999999

NRLEVEL Current Number 0000000000

EXTERNIND Ext. X


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Internal Number Range

After filling in the values Press enter and save it


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External Number Range

For maintaining the external number range ,please enter the following values

Press enter and save it

Now both the internal and external number ranges are saved.


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2.1.1.2 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).


IMG Menu Financial Accounting → Travel Management → Travel Expenses →

Transfer to Accounting → Set Up Number Ranges for Posting Runs


Execute the T.code and we will get following window

Click or F4 to get system-populated possible values

choose our specific TR as shown above


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On next screen Now click on to maintain the required fields

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


OBJECT Object Name Structure HR_PEVAL2

SUBOBJECT Sub object

Value TR

NRRANGENR Number

Range

Number

01



NRLEVEL Current

Number

0000000000

EXTERNIND Int.

Fill in the required values

Save the entries and Number Range Interval is configured.


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2.1.1.2.1 Number Ranges for Trip Transfer Documents

The number ranges required for trip transfer documents are created with a number range

interval from 0000000001 to 9999999999.

Procedure Access the activity using the following navigation options:

IMG Menu Financial Accounting → Travel Management → Travel Expenses

→ Transfer to Accounting → Set Up Number Ranges for Trip

Transfer Documents


Follow the navigation path and we get to following window

Click “ ”icon and maintain following values on next screen

Field Overview NRIV (number range intervals):


OBJECT Object Name HRTR_PDOC

SUBOBJECT Subobject

Value

TRV_POSTING_DOCS


Number

01



NRLEVEL Current

Number

0000000000

EXTERNIND Int.


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Current number is 321 and we need to change current number to ‘0’,

For this Please Click on Interval and follow through to the option’’ change current number’


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Now change current number from ‘331’ to ‘0000000000’ or simply ‘0’

It’s all done.

2.1.2 Travel Management Presetting

2.1.2.1 Define/Delete/Restore Trip Provision Variants

In this IMG activity, we 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.

These are actually the rules for determining the reimbursement of trip expenses and their

treatment regarding taxation. It is classification of trip provisions based on either of two factors

1-area of validity

Eg public Sector (variant 01) or private enterprises (variant 02)

2-Trip expenses accounting method

Procedure Access the Customizing activity using one of the following navigation options


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Master Data → Control Parameters for Travel Expenses →

Define/Delete/Restore Trip Provision Variants

Transaction Code SPRO

Transaction Code S_AHR_61009946 (Define/Delete/Restore Trip Provision Variants)

Table Access (SM30) V_T706N (Define trip provision variants)

Transaction Code PRCO (Copy/Restore trip provision variants)

Transaction Code PRDE (Delete trip provision variants)

We will get three activities as under

Define Trip provision variants

Double click ‘define Trip provision variants’

Choose New Entry, fill in the fields

TrProv.Variant Name

YA Service Provider


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After Maintaining the values and click save icon

You will get customizing prompt; just maintain the details if required and press to

continue

It is saved.

2.1.2.2 Assign Organizational Areas to TPA via Feature TRVCT

Use Employee’s organizational assignment.



Master Data → Control Parameters for Travel Expenses → Assign

Organizational Areas to Trip Provision Variants via Feature TRVCT

Transaction

Code

SPRO

PE03 TRVCT (Feature in change Mode)


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We can follow SPRO path or maintain feature (TVRCT) directly through T.code PE03.it will lead us to the same screen for assigning organizational areas to trip provision variants.

It will take us to the feature maintenance screen where we need country grouping (Molga)

In our case we are using Molga “PK’ (Pakistan) which need to be created as under;

1-Feature maintenance through Tree view

Choose country Pakistan ‘’PK””


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Press enter to select it

Select country node PK and click on create button to assign the default value

.

Press enter to proceed


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YA is the ‘Trip provision variant’ we created in previous steps

Select the variant and click execute button (F8) to activate the feature

While saving it following prompt for customizing request appears, press enter to continue and data would be saved


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2- Feature maintenance through Table view

Remain on the same screen and click on Pview tab and click on table maintenance

Insert a new line below line 000010.

Edit the new and empty line 000020 as described below:

Line Variable

Key

F C Operations

000010 D MOLGA

000020 PK &TRVCT=YA,

000030 …

Choose to Activate the feature


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2.1.2.3 Global Settings 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).



Master Data → Control Parameters for Travel Expenses → Define

Global Settings

Transaction Code SPRO or SM30----- V_706D_B

Field Overview/Data Record Overview V_706D_B.

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


MOREI Trip Provision

Variant YA Service Provider

MOLGA Country

Grouping PK Pakistan

WAERSKZ Currency

Indicator 1 Currency is

determined from company code

WAERS Currency

HCURR Settlement of

Foreign

Currency

Receipts

X In trip currency

PAUVS Input Tax X Input tax per Travel Expense Type

MWSKZ With Input Tax

Code


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LAND1 Country PK Pakistan

MWAUS 0% Input Tax V0 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

Press new entries and maintain the required values


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While saving it following prompt for customizing request appears, press enter to continue and data would be saved

Required setting is maintained.


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2.1.3 Control Parameters from Travel Privileges

2.1.3.1 Statutory M/A Reimbursement Groups

We will maintain the statutory reimbursement group for meals/accommodations indicator, which would help to reproduce the reimbursement rates for meals/accommodations for groups of employees (e.g. classification of employees according to wage groups).We assign employee to a reimbursement group for meals/accommodation via the infotype Travel Privileges (0017)



Master Data → Control Parameters for Travel Expenses → Control

Parameters from Travel Privileges → Define Statutory M/A

Reimbursement Groups

Transaction Code SPRO or (SM30------V_T706I)

We will get to the following screen

Select new entries and make the following entry

TrProv.Variant Name Name Name

YA Service Provider All Employees

Save the entries.


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Press enter to continue and data is maintained.

2.1.3.2 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 classified.




Parameters from Travel Privileges → Define Enterprise-Specific

M/A Reimbursement Groups

Transaction Code SPRO or SM30----V_T706J


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Select new entries and make the following entry.

:

TrProv.Variant Name Name Name


Press enter

2.1.3.3 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.


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Parameters from Travel Privileges → Define Employee Grouping for

Travel Expense Types

Transaction Code SPRO or SM30----V_T702C

On the pop-up window enter Trip Provision Variant and click on Enter to continue

We will get following screen. Select new entries

Make the following entry

EE Grp. Ex Name

1 Group 1

press enter to proceed


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Our data is saved.

2.1.3.4 Employee Grouping for Travel Management

Via the employee grouping for Travel Management, We 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.




Parameters from Travel Privileges → Define Employee Grouping for

Travel Management

Transaction Code SPRO or SM30--- V_T706Y


Make the following entry:

TrProv.Variant Name EE Group Trav Name



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While saving it following prompt for customizing request appears, press enter to continue and

data would be saved.

2.1.3.5 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.


IMG Menu Financial Accounting → Travel Management →Travel Expenses →


Parameters from Travel Privileges → Define Vehicle Types

Transaction Code SPRO or SM30--- V_T706E


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Make the following entry:

TrProv.Variant Name VeTyp Name

YA Service Provider C Car

Press enter to continue

Data Saved.


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2.1.3.6 Reimbursement Groups for Travel Costs

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.




Parameters from Travel Privileges → Define Reimbursement Groups

for Travel Costs

Transaction Code SPRO or SM30--- V_T702Q

After we get following screen. Select new entries

Fill in the data as under:

TrProv.Variant Name RGrp TravelCost Name


Save the entries.


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Press enter to continue and our data is maintained.

2.1.3.7 Vehicle Classes

We can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes Via Vehicle class. For each employee, the vehicle class can be stored in the info type Travel Privileges (0017).

In this IMG activity, we define, depending on trip provision variant, the permitted entry values for the vehicle class and store a corresponding long name.




Parameters from Travel Privileges → Define Vehicle Classes

Transaction Code SPRO or SM30--- V_T706W_ADDON

Run the T.code and following screen appear

Select new entries and make the required entry

:


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TrProv.Variant Name RGrp TravelCost Name

YA Service Provider All Vehicle

Classes

While saving it following prompt for customizing request appears, press enter to continue and

data would be saved.

It is saved.

2.1.4 Control Parameters from Trip Data

2.1.4.1 Define Trip Areas

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.


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Parameters from Trip Data →Define Trip Areas

Transaction Code SPRO or SM30--- V_T706O

Enter Trip Provision Variant: YB in the pop-up window



Trip Country Name RegionTrip Trip Country

PK Pakistan Pakistan

PK Pakistan ATD Pakistan, Abbottabad

PK Pakistan CHTRL Pakistan, Chitral

PK Pakistan FSLAB Pakistan, Faisalabad

PK Pakistan ISLMB Pakistan, Islamabad

PK Pakistan KRCHI Pakistan, Karachi

PK Pakistan LHR Pakistan, Lahore

PK Pakistan MULTN Pakistan, Multan

PK Pakistan PSHWR Pakistan, Peshawar

PK Pakistan QUTA Pakistan, Quetta

PK Pakistan WAH Pakistan, Wah

:


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It is done.

2.1.4.2 Define Statutory Trip Types

Via statutory trip type, trip costs accounting offers the option to differentiate employees' trips according to statutory/pay scale rules.

In this IMG activity we define, depending on trip provision variant, the allowed entry values for the statutory trip types and store the corresponding long texts.


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IMG Menu Financial Accounting → Travel Management → Travel Expenses

→ Master Data → Control Parameters for Travel Expenses →

Control Parameters from Trip Data → Define Statutory Trip

Types

Transaction

Code SPRO or SM30--- V_T706G

We will get to following screen. Select new entries

Maintain the following data

: TrProv.Variant

Name Trip Type Name

YA Service Provider A Business Trip

YA Service Provider B Training Session


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When we click the Save icon, following prompt for customizing request appears,

Press enter to continue and data would be saved.

2.1.4.3 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).




Parameters from Trip Data → Define Enterprise-Specific Trip Types

Transaction Code SPRO or SM30--- V_T706X



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Field Overview V_T706X:


MOREI Trip

Provision

Variant

YA

BEREI Trip Type:

Enterprise-

Specific

TEXT_BEREI Name for

Enterprise-

Specific Trip

Type

All Trips

Data Record Overview V_T706X:

TrProv.Variant Name Trip Type Name

YB Service Provider All Trips

,

While saving it following prompt for customizing request appears



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2.1.4.4 Trip Activity Type (Travel Expenses Accounting)

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).

Please note that for this scenario only one trip activity type is defined.

Procedure

Access the activity using the following navigation options:



Parameters from Trip Data → Define Trip Activity Types

Transaction Code SPRO SM30--- V_T706R



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Field Overview V_T706R:


MOREI Trip Provision

Variant YB

KZTKT Trip Activity

Type

TKTXT Name for Trip

Activity Type All Trips

Data Record Overview V_T706R:

TrProv.Variant Name Activity Name

YA Service Provider All Trips

When we save it, following prompt for customizing request appears
