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SAP ECC 6.03
August 2008
English
Travel Management (191)
SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany
Building Block Configuration Guide
SAP Best Practices Travel Management (191): Configuration Guide
Copyright
© Copyright 2008 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.
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SAP Best Practices Travel Management (191): Configuration Guide
Ico
ns
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.
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SAP Best Practices Travel Management (191): Configuration Guide
Content1 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 TRVCT10
3.1.2.3 Global Settings...........................................................................................10
3.1.3 Control Parameters from Travel Privileges.........................................................12
3.1.3.1 Statutory M/A Reimbursement Groups.......................................................12
3.1.3.2 Enterprise-Specific M/A Reimbursement Groups.......................................12
3.1.3.3 Employee Grouping for Travel Expense Types..........................................13
3.1.3.4 Employee Grouping for Travel Management..............................................14
3.1.3.5 Vehicle Types.............................................................................................14
3.1.3.6 Reimbursement Groups for Travel Costs...................................................15
3.1.3.7 Vehicle Classes..........................................................................................15
3.1.4 Control Parameters from Trip Data.....................................................................16
3.1.4.1 Define Trip Areas........................................................................................16
3.1.4.2 Define Statutory Trip Types........................................................................22
3.1.4.3 Enterprise-Specific Trip Type.....................................................................23
3.1.4.4 Trip Activity Type (Travel Expenses Accounting).......................................24
3.1.5 Travel Expense Types........................................................................................25
3.1.5.1 Travel Expense Types for Individual Receipts............................................25
3.1.5.2 Travel Expense Types for Per Diems/Flat Rates........................................25
3.1.6 Trip Reimbursement Amounts.............................................................................26
3.1.6.1 Flat Rates for Travel Costs.........................................................................26
3.1.6.2 Period Parameters......................................................................................27
3.1.6.3 Influence of Control Parameters: Accommodation.....................................28
3.1.6.4 Influence of Control Parameters: Meals.....................................................28
3.1.6.5 Per Diems for Meals...................................................................................29
3.1.7 Dialog Control.....................................................................................................30
3.1.7.1 Define Schema and Individual Field Control...............................................30
3.1.7.2 Default Values for the Dialog......................................................................32
3.1.7.3 Set up Field Control for Account Assignment Object via TRVCO...............33
3.1.7.4 Variable Layout for Account Assignment Objects.......................................34
3.1.8 Travel Expense Control.......................................................................................34
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SAP Best Practices Travel Management (191): Configuration Guide
3.1.8.1 Posting of Paid Individual Receipts............................................................34
3.1.8.2 Travel Expenses Control (Expert View)......................................................35
3.1.9 Wage Types........................................................................................................36
3.1.9.1 Assign Wage Types to Travel Expense Types for Indiv. Receipt...............36
3.1.9.2 Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates...37
3.1.9.3 Assignment of Wage Type to Symbolic Account........................................38
3.1.10 Transfer to Accounting........................................................................................39
3.1.10.1 Conversion of Symbolic Account to Expense Account...............................39
3.1.10.2 Assign Substitute Cost Center....................................................................40
3.1.11 Integration...........................................................................................................41
3.1.11.1 Activate Request/Plan/Expense Report in Travel Manager........................41
3.1.11.2 Deactivate Integration of Travel Planning - Travel Expenses.....................42
3.2 Master Data for Travel Management...........................................................................43
3.2.1 Create Employee................................................................................................43
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SAP Best Practices Travel Management (191): Configuration Guide
Travel: Configuration Guide
1 PurposeThis 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 Preparation2.1 PrerequisitesBefore you start installing this scenario, you must install prerequisite building blocks. For more information, see the Building Block Prerequisites Matrix for SAP Best Practices Baseline Package .
1. Access the activity as follows:
IMG Menu Activate SAP ECC Extensions
Transaction Code SPRO
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 Configuration3.1 Maintaining General Settings
3.1.1 Number Ranges
3.1.1.1 Number Ranges for Trip Numbers
UseIn 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Set Up Trip Number Ranges
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SAP Best Practices Travel Management (191): Configuration Guide
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Definir intervalos de numeração para nºs de viagem
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
UseThe 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).
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting > Travel Management > Travel Expenses > Transfer to Accounting > Set Up Number Ranges for Posting Runs
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SAP Best Practices Travel Management (191): Configuration Guide
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Transferência para a contabilidade Instalar intervalos de numeração p/execuções de lançamento
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
UseThe number ranges required for trip transfer documents are created with a number range interval from 0000000001 to 9999999999.
Procedure1. 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
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Transferência para a contabilidade Instalar intervalos de numeração p/docs.transferên.de viagem
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 TRV_POSTING_DOCS
NRRANGENR Number Range Number
01
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SAP Best Practices Travel Management (191): Configuration Guide
FROMNUMBER From Number 0000000001
TONUMBER To Number 0999999999
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
UseIn 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define/Delete/Restore Trip Provision Variants
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Definir/eliminar/recuperar variantes da regra de viagem
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
UseThe feature TRVCT determines the possible trip provision variant depending on the employee's organizational assignment.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Assign
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SAP Best Practices Travel Management (191): Configuration Guide
Organizational Areas to Trip Provision Variants via Feature TRVCT
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Atribuir áreas organizacionais via caract.TRVCT a variantes da regra viagem
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
UseIn 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).
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define Global Settings
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Definir opções preliminares globais
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 YB Service Provider
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SAP Best Practices Travel Management (191): Configuration Guide
Field Name Description User Action and Values Comment
Variant
MOLGA Country Grouping
01 Germany
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
LAND1 Country PT Brazil
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
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).
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SAP Best Practices Travel Management (191): Configuration Guide
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Statutory M/A Reimbursement Groups
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle dos privilégios de viagem Definir classes de reembolso legais P/R
Transaction Code SPRO
2. Make the following entry:
TrProv.Variant Name 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Enterprise-Specific M/A Reimbursement Groups
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle dos privilégios de viagem Definir grupos de reembolso específicos da empresa P/R
Transaction Code SPRO
2. Make the following entry:
TrProv.Variant Name Name Name
YB Service Provider All Employees
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SAP Best Practices Travel Management (191): Configuration Guide
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for Travel Expense Types
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle dos privilégios de viagem Definir agrupamento de empregados tipo de despesas de viagem
Transaction Code SPRO
2. Enter Trip Provision Variant: YB
3. Make the following entry:
EE Grp. Ex 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for Travel Management
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SAP Best Practices Travel Management (191): Configuration Guide
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle dos privilégios de viagem Definir agrupamento de empregados administração de viagem
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management →Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Types
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle dos privilégios de viagem Definir tipos de veículos
Transaction Code SPRO
2. Make the following entry:
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.
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SAP Best Practices Travel Management (191): Configuration Guide
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Reimbursement Groups for Travel Costs
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle dos privilégios de viagem Definir grupos de reembolso despesas de transporte
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Classes
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle dos privilégios de viagem Definir classes de veículos
Transaction Code SPRO
2. Make the following entry:
TrProv.Variant Name RGrp TravelCost Name
YB Service Provider All Vehicle Classes
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SAP Best Practices Travel Management (191): Configuration Guide
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data →Define Trip Areas
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle de dados da viagem Definir área de viagem
Transaction Code SPRO
2. Enter Trip Provision Variant: YB
3. Make the following entries:
Trip Country Name RegionTrip Trip Country
No DistinctionAD Andorra AndorraAE Utd.Arab Emir. United Arab EmiratesAE Utd.Arab Emir. DUBAI United Arab Emirate,DubaiAF Afghanistan AfghanistanAG Antigua/Barbuda Antigua/BarbudaAI Anguilla AnguillaAL Albania AlbaniaAM Armenia ArmeniaAO Angola AngolaAQ Antarctica AntarcticaAR Argentina ArgentinaAS Samoa, America Samoa, AmericanAT Austria AustriaAT Austria WIEN Austria, ViennaAU Australia AustraliaAU Australia CABRA Australia, CanberraAW Aruba ArubaAZ Azerbaijan AzerbaijanBA Bosnia-Herz. Bosnia-HerzegovinaBB Barbados BarbadosBD Bangladesh Bangladesh
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SAP Best Practices Travel Management (191): Configuration Guide
Trip Country Name RegionTrip Trip Country
BE Belgium BelgiumBF Burkina Faso Burkina FasoBG Bulgaria BulgariaBH Bahrain BahrainBI Burundi BurundiBJ Benin BeninBM Bermuda BermudaBN Brunei Daruss. Brunei (Darussalam)BO Bolivia BoliviaBR Brazil BrazilBR Brazil RECIF Brazil, RecifeBR Brazil RIO Brazil, Rio de JaneiroBR Brazil SPAUL Brazil, Sao PauloBS Bahamas BahamasBT Bhutan BhutanBW Botswana BotswanaBY Belarus BelarusBZ Belize BelizeCA Canada CanadaCD Dem. Rep. Congo Republic of the CongoCF CAR Central African RepublicCG Rep.of Congo CongoCH Switzerland SwitzerlandCI Cote d'Ivoire Ivory CoastCL Chile ChileCM Cameroon CameroonCM Cameroon DUALA Cameroon, DoualaCN China ChinaCN China HKONG China, Hong KongCN China KANTO China, CantonCN China PEKIN China, BeijingCN China SHANG China, ShanghaiCO Colombia ColombiaCR Costa Rica Costa RicaCS Serbia/Monten. Serbia and MontenegroCU Cuba CubaCV Cape Verde Cape VerdeCY Cyprus CyprusCZ Czech Republic Czech RepublicDE Germany GermanyDJ Djibouti DjiboutiDK Denmark DenmarkDK Denmark KOPEN Denmark, CopenhagenDM Dominica DominicaDO Dominican Rep. Dominican RepublicDZ Algeria AlgeriaEC Ecuador EcuadorEE Estonia Estonia
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Trip Country Name RegionTrip Trip Country
EG Egypt EgyptEG Egypt KAIRO Egypt, CairoER Eritrea EritreaES Spain SpainES Spain BARCE Spain, BarcelonaES Spain KANAR Spain, Canary IslandsES Spain MADRI Spain, MadridES Spain MALLE Spain, Palma de MallorcaET Ethiopia EthiopiaFI Finland FinlandFJ Fiji FijiFM Micronesia MicronesiaFO Faroe Islands Faroe IslandsFR France FranceFR France BORDX France, BordeauxFR France LYON France, LyonsFR France PARIS France, ParisFR France STRAS France, StrasbourgGA Gabon GabonGB United Kingdom Great BritainGB United Kingdom EDIN Great Britain, EdinburghGB United Kingdom LONDO Great Britain, LondonGB United Kingdom MANCH Great Britain, ManchesterGD Grenada GrenadaGE Georgia GeorgiaGF French Guayana French GuineaGH Ghana GhanaGL Greenland GreenlandGM Gambia GambiaGN Guinea GuineaGP Guadeloupe GuadeloupeGQ Equatorial Guin Equatorial GuineaGR Greece GreeceGR Greece ATHEN Greece, AthensGT Guatemala GuatemalaGU Guam GuamGW Guinea-Bissau Guinea-BissauGY Guyana GuyanaHK Hong Kong Hong KongHN Honduras HondurasHR Croatia CroatiaHT Haiti HaitiHU Hungary HungaryID Indonesia IndonesiaIE Ireland IrelandIL Israel IsraelIL Israel TELAV Israel, Tel AvivIN India India, Sikkim prov.
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SAP Best Practices Travel Management (191): Configuration Guide
Trip Country Name RegionTrip Trip Country
IN India BOMBA India,Sikkim,BombayIN India DEHLI India,Sikkim,New DelhiIN India KALKU India w. Sikkim CalcuttaIQ Iraq IraqIR Iran IranIS Iceland IcelandIT Italy ItalyIT Italy MAILA Italy, MilanIT Italy ROM Italy, RomeJM Jamaica JamaicaJO Jordan JordanJP Japan JapanJP Japan TOKIO Japan, TokyoKE Kenya KenyaKG Kyrgyzstan KirghiziaKH Cambodia CambodiaKI Kiribati KiribatiKM Comoros ComorosKN St Kitts&Nevis St. Christopher, NevisKP North Korea North KoreaKR South Korea South KoreaKW Kuwait KuwaitKY Cayman Islands Cayman IslandsKZ Kazakhstan KazakhstanLA Laos Lao People's Democ. Rep.LB Lebanon LebanonLC St. Lucia St. LuciaLI Liechtenstein LiechtensteinLK Sri Lanka Sri LankaLR Liberia LiberiaLS Lesotho LesothoLT Lithuania LithuaniaLU Luxembourg LuxembourgLV Latvia LatviaLY Libya LibyaMA Morocco MoroccoMC Monaco MonacoMD Moldova Moldavia, RepublicMG Madagascar MadagascarMH Marshall Islnds Marshall IslandsMK Macedonia MacedoniaML Mali MaliMM Burma MyanmarMN Mongolia MongoliaMO Macau MacauMQ Martinique MartiniqueMR Mauretania MauritaniaMS Montserrat Montserrat
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Trip Country Name RegionTrip Trip Country
MT Malta MaltaMU Mauritius MauritiusMV Maldives MaldivesMW Malawi MalawiMX Mexico MexicoMY Malaysia MalaysiaMZ Mozambique MozambiqueNA Namibia NamibiaNC New Caledonia New CaledoniaNE Niger NigerNG Nigeria NigeriaNG Nigeria LAGOS Nigeria, LagosNI Nicaragua NicaraguaNL Netherlands NetherlandsNO Norway NorwayNP Nepal NepalNR Nauru NauruNZ New Zealand New ZealandOM Oman OmanPA Panama PanamaPE Peru PeruPG Pap. New Guinea Papua New GuineaPH Philippines PhilippinesPK Pakistan PakistanPK Pakistan ISLMB Pakistan, IslamabadPL Poland PolandPL Poland BRESL Poland, WroclawPL Poland DANZI Poland, GdanskPL Poland KRAKA Poland, KrakowPL Poland WARSC Poland, WarsawPR Puerto Rico Puerto RicoPT Portugal PortugalPT Portugal LISBO Portugal, LisbonPY Paraguay ParaguayQA Qatar QatarRE Reunion ReunionRO Romania RomaniaRO Romania BUKAR Romania, BucharestRU Russian Fed. Russian FederationRU Russian Fed. MOSKA Russian Federation,MoscowRU Russian Fed. NOWOS Russian Fed., NovosibirskRU Russian Fed. SARAT Russian Fed., SaratovRU Russian Fed. ST.PE Russ. Fed., St.PetersburgRW Rwanda RwandaSA Saudi Arabia Saudi ArabiaSA Saudi Arabia RIAD Saudi Arabia, RiyadhSB Solomon Islands Solomon IslandsSC Seychelles Seychelles
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SAP Best Practices Travel Management (191): Configuration Guide
Trip Country Name RegionTrip Trip Country
SD Sudan SudanSE Sweden SwedenSG Singapore SingaporeSH Saint Helena St. HelenaSI Slovenia SloveniaSK Slovakia SlovakiaSL Sierra Leone Sierra LeoneSM San Marino San MarinoSN Senegal SenegalSO Somalia SomaliaSR Suriname SurinameST S.Tome,Principe Sao Tome and PrincipeSV El Salvador El SalvadorSY Syria SyriaSZ Swaziland SwazilandTD Chad ChadTG Togo TogoTH Thailand ThailandTJ Tajikistan TajikistanTL East Timor East TimorTM Turkmenistan TurkmenistanTN Tunisia TunisiaTO Tonga TongaTR Turkey TurkeyTR Turkey ANKAR Turkey, AnkaraTR Turkey ASIEN Turkey, AsiaticTR Turkey IZMIR Turkey, IzmirTT Trinidad,Tobago Trinidad and TobagoTV Tuvalu TuvaluTW Taiwan TaiwanTZ Tanzania TanzaniaUA Ukraine UkraineUG Uganda UgandaUS USA USAUS USA ATLAN USA, AtlantaUS USA BOSTO USA, BostonUS USA HOUST USA, HoustonUS USA LOSAN USA, Los AngelesUS USA MIAMI USA, MiamiUS USA NY USA, New York StateUS USA NYC USA, New YorkUS USA SFRAN USA Seattle San FranciscoUS USA WADC USA, WashingtonUY Uruguay UruguayUZ Uzbekistan UzbekistanVA Vatican City Vatican CityVC St. Vincent St. Vincent and the GrenaVE Venezuela Venezuela
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SAP Best Practices Travel Management (191): Configuration Guide
Trip Country Name RegionTrip Trip Country
VN Vietnam VietnamVN Vietnam HOCHI Vietnam, Ho Chi Minh CityVU Vanuatu VanuatuWS Samoa Western SamoaXM Country Group XMYE Yemen YemenYT Mayotte MayotteYU YugoslaviaZA South Africa South AfricaZM Zambia ZambiaZW 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Statutory Trip Types
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle de dados da viagem Definir tipos de viagens legais
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
UseWithin 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).
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SAP Best Practices Travel Management (191): Configuration Guide
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Enterprise-Specific Trip Types
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle para despesas de viagem Parâmetros de controle de dados da viagem Definir tipos de viagens específicos da empresa
Transaction Code SPRO
2. Field Overview V_T706X:
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)
UseSince 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Trip Activity Types
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Parâmetros de controle de dados da viagem Definir tipos de atividade de viagem
Transaction Code SPRO
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SAP Best Practices Travel Management (191): Configuration Guide
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
3.1.5 Travel Expense Types
3.1.5.1 Travel Expense Types for Individual Receipts
UseIn 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Travel Expense Types → Create Travel Expense Types for Individual Receipts
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Tipos de despesas de viagem Criar tipos de despesas de viagem para recibos individuais
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 Expense
Travel Expense
Provider Catg.
Tax Code
Ex.Ty.Permissibility
Amount are
Usage Pos. In Weekly
Allow Wizard f.
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SAP Best Practices Travel Management (191): Configuration Guide
Type Cat. Rep. Exp.Tp
BENZ S V1 123456789 1 N
HOTL U H V1 123456789 1 F X
MTWG S C V1 123456789 1 M
3.1.5.2 Travel Expense Types for Per Diems/Flat Rates
UseIn this IMG activity, you define the trip expense types for per diems/ flat rates and store the corresponding names.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Travel Expense Types → Create Travel Expense Types for Per Diems/Flat Rates
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Dados mestre Criar tipos de despesas de viagem para taxas fixas
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.
Tax Code
VERP Meals per Diem 01/01/2007 12/31/9999 V V0
3.1.6 Trip Reimbursement Amounts
3.1.6.1 Flat Rates for Travel Costs
UseIn Travel Management Travel Accounting you can account travel costs by flat rate. The reimbursement amounts for business trips are in line with tax regulations.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts Travel Costs → Define Flat Rates for Travel Costs
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Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Montantes do reembolso de viagem Montantes do reembolso de custos de viagem Definir taxa fixa para transporte
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
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts Travel Costs → Miles/Km Cumulation → Define Period Parameters
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Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Montantes do reembolso de viagem Montantes do reembolso de custos de viagem Acumulação de quilometragem Definir parâmetro de períodos
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses →Trip Reimbursement Amounts → Reimbursement Amounts for Accommodations → Define Influence of Control Parameters: Accommodation
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Montantes do reembolso de viagem Montantes do reembolso de custos de viagem Defin.influência dos parâms.de controle: despesas de transp.
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 Specific
Copy from Infotype 0017 (Travel Privileges) Choose entry
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SAP Best Practices Travel Management (191): Configuration Guide
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Trip Reimbursement Amounts → Reimbursement Amounts for Meals → Define Influence of Control Parameters: Meals
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Montantes do reembolso de viagem Montantes do reembolso de refeições Definir influência dos parâmetros de controle: refeições
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
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → 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
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Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Montantes do reembolso de viagem Montantes do reembolso de refeições Montantes do reembolso de refeições/horas Diárias de alimentação (DA) Definir diárias de alimentação
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
3.1.7 Dialog Control
3.1.7.1 Define Schema and Individual Field Control
UseTrip 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.
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SAP Best Practices Travel Management (191): Configuration Guide
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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Define Schema and Individual Field Control
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Controle de diálogo e do cálculo das despesas de viagem Controle de diálogo Definir controle de esquema e campo individual
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, 99, PL, SP, VS
STEXT Name for Trip Schema Business Trip, Travel Calendar, Travel Planning, Weekly Report, Trip Advances
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
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
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SAP Best Practices Travel Management (191): Configuration Guide
Field Name Description User Action and Values
Comment
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 AssignmentOverview
X
D1700 Costs Assignment Entire Trip
X
D1702 Cost AssignmentStopover
X
D1701 Cost AssignmentIndiv.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
D1400 DeductionsDeductions
FRUEH DeductionBreakfast
X
ESBON DeductionMeal Coupon
D1400_UNTER Deduction Accommodations
X
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3.1.7.2 Default Values for the Dialog
UseThis 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Store Default Values for Dialog
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Controle de diálogo e do cálculo das despesas de viagem Controle de diálogo Gravar valores propostos para diálogo
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
UseIn 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.
ProcedureAccess the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Set Up Field Control for Account Assignment Object via TRVCO
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Controle de diálogo e do cálculo das despesas de viagem Controle de diálogo Inst.control.campo p/obj.class.cont.via característica TRVCO
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SAP Best Practices Travel Management (191): Configuration Guide
Transaction Code SPRO or 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
UseIn 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.
ProcedureAccess the activity using the following navigation options:
IMG Menu Financial Accounting → 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.
3.1.8 Travel Expense Control
3.1.8.1 Posting of Paid Individual Receipts
UsePaid receipts are recorded in a trip for documentation purposes only. Documents are posted independently of Travel Management.
Procedure1. Access the activity using the following navigation options:
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SAP Best Practices Travel Management (191): Configuration Guide
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Define Posting of Paid Individual Receipts
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Controle de diálogo e do cálculo das despesas de viagem Controle do cálculo das despesas de viagem Definir lançamento de recibos individuais pagos
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 not posted
3.1.8.2 Travel Expenses Control (Expert View)
UseIn 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Travel Expenses Control → Travel Expenses Control (Expert View)
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Controle de diálogo e do cálculo das despesas de viagem Controle do cálculo das despesas de viagem Controle do cálculo das despesas de viagem (visão especial.)
Transaction Code SPRO
2. Field Overview/Data Record Overview V_T702N_A:
Accounting Control in Expert View: German Accounting
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 0Receipt settlement
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
Meals settlement
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
Accommod. 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
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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 0Travel 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
UseThe 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 MTBZ (car rental, paid) differs from the standard and has been assigned the SAP standard wage type MJ63 (Trip trav.costs comp.paid).
PrerequisitesTravel expense types have been created.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Individual Receipts
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Integração administração viagens de negócios e cálculo folhas de pagamento Rubricas salariais Atrib.rubr.salariais aos tipos despes.viagem p/recibo indiv.
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
SPKZL Travel Expense Type
Benz HOTL MTWG
ENDDA End Date 99991231 99991231 99991231
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SAP Best Practices Travel Management (191): Configuration Guide
Field name Description Entry 1 Entry 2 Entry 3
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
UseThe 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 MTBZ (car rental, paid) differs from the standard and has been assigned the SAP standard wage type MJ63 (Trip trav.costs comp.paid).
PrerequisitesTravel expense types have been created.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Assign Wage Types to Travel Expense Types for Per Diems / Flat Rates
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Integração administração viagens de negócios e cálculo folhas de pagamento Rubricas salariais Atrib.rubr.salariais aos tipos despesa viagem p/taxas fixas
Transaction Code SPRO
2. Field Overview/Data Record Overview V_T706B4:
Field name Description Entry 1
MOREI Trip Provision Variant YB
SPKZL Travel Expense Type VERP
ENDDA End Date 99991231
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BEGDA Start Date 20070101
PAYOT Service Provider
LGARL TxFr Wage Type MJ20
LGARH Wage Type Add. Amount MJ21
LGARP W.Type Flate-Rate Tax MJ80
3.1.9.3 Assignment of Wage Type to Symbolic Account
UseTravel 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 MJ63 has been assigned to the additional travel expense type MTBZ, 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.
PrerequisitesThe appropriate wage types have been assigned to the travel expense types.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Integration of Travel Management and Payroll → Wage Types → Define Assignment of Wage Type to Symbolic Account
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Integração administração viagens de negócios e cálculo folhas de pagamento Rubricas salariais Definir atribuição de rubrica salarial - conta simbólica
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 01.01.20077 +10
YB MJ20 31.12.9999 01.01.20077 +20
YB MJ21 31.12.9999 01.01.20077 +20
YB MJ30 31.12.9999 01.01.20077 +30
YB MJ80 31.12.9999 01.01.20077 +80
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3.1.10 Transfer to Accounting
3.1.10.1 Conversion of Symbolic Account to Expense Account
UseThe incurred trip costs are posted to different expense accounts, dependent on their travel expense type. The standard chart of accounts is 0001.
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 MTBZ (car rental, paid) differs from the standard. It has been assigned using the symbolic account 130 to the following expense account: Trip costs – transport and airfare (recpts/flat rate).
PrerequisitesThe appropriate G/L accounts have been created in the standard chart of accounts 0001 (U06_Core_FI).
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Conversion of Symbolic Account to Expense Account
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Cálculo das despesas de viagem Transferência para a contabilidade Transformar conta simbólica em conta de despesas
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
110 422202
120 422203
130 422204
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SAP Best Practices Travel Management (191): Configuration Guide
140 685400
150 686000
160 296990
180 685900
190 265200
195 265250
1BS 469990
7. Select Posting Key
Debit Credit
40 50
8. Select Rules
Debit / Credit General Modification
X
3.1.10.2 Assign Substitute Cost Center
UseIn 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 1104 has been defined in table TKA3G. When you create the posting run, ensure the Replace incorrect CO object field is active.
PrerequisitesCost centers have been created (BB30_CostProfitCenter).
Procedure1. Access the activity using the following navigation options:
IMG Menu Payroll → Payroll Germany → Posting to Accounting → Activities in AC System → Assign Substitute Cost Centers
Menu IMG Cálculo das folhas de pagamento Cálc.folha pagamento Brasil Análise p/o lançamento dos resultados flh.pgto.na contabilidade Atividades no sistema de contabilidade Atribuir centros de custo substitutos
Transaction Code SPRO
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SAP Best Practices Travel Management (191): Configuration Guide
2. Field Overview/Data Record Overview TKA3G:
Field name Description User Action and Values Comment
BUKRS Company Code 1000
GSBER Business Area 0001
KOSTL Cost Center 0000001104
3.1.11 Integration
3.1.11.1 Activate Request/Plan/Expense Report in Travel Manager
UseIn 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.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → 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
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Integração planejamento de viagens e cálculo das despesas de viagem Configurações para o gerenciador de viagens Ativar solicitação/plano/cálculo no gerenciador de viagens e p/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
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SAP Best Practices Travel Management (191): Configuration Guide
3.1.11.2 Deactivate Integration of Travel Planning - Travel Expenses
UseSince only the Travel Expenses component is in use, the integration of Travel Planning to Travel Expenses is deactivated.
Procedure1. Access the activity using the following navigation options:
IMG Menu Financial Accounting → Travel Management → Integration of Travel Planning and Travel Expenses → Activate Integration: Travel Planning - Travel Expenses
Menu IMG Contabilidade financeira (nv.) Administração de viagens de negócios Integração planejamento de viagens e cálculo das despesas de viagem Integração planejamento de viagem - ativar cálculo das despesas de viagem
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
UseIn this step, you create an employee for the travel management scenario.
Procedure1. Access the activity using one of the following navigation options:
SAP Menu Human Resources → Personnel Management → Administration → HR Master Data → Personnel Actions
Menu SAP Pessoal Administração de pessoal Administração Registro mestre HR Medidas
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:
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SAP Best Practices Travel Management (191): Configuration Guide
Personnel number PositionEmployee 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.
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 Berger Klaus 19.12.1952 EN 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.
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 numberControlling
AreaCost Center Activity Type
999401 1000 1101 blank
21. Save your entries.
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