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Travel management configuration steps

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Abhijeet Walke, Working

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Published on Jul 22, 2014
SAP Travel Management
Published in: Self Improvement
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Travel management configuration steps
1. 1. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 1 of 39 SAP Travel Management (TM)
Configuratoin Steps: An employee can make his/her own travel arrangements. All of the expenses
claimed are verified against the travel policy of the company. If the employee enters travel data in
connection with the Cross- Application Time Sheet (CATS), data such as trip dates and cost assignment
are pre-populated. A. Maintaining General Settings 1. Prerequisites for Travel Expenses a. Number
Ranges for Trip Numbers - 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. Transaction Code - PR10 IMG Menu - Financial Accounting --> Travel Management
--> Set Up Trip Number Ranges b. Number Ranges for Posting Runs - Posting Travel Costs- TR is the
run type for posting run. Transaction Code - PR12 IMG Menu - Financial Accounting --> Travel
Management --> Travel Expenses --> Transfer to Accounting --> Set Up Number Ranges for Posting
Runs c. Number Ranges for Trip Transfer Documents - Transaction Code - PR11 IMG Menu -
Financial Accounting --> Travel Management --> Travel Expenses --> Transfer to Accounting --> Set
Up Number Ranges for Trip Transfer Documents B. Travel Management Presettings - 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
internat. receipts is set to Set acc. to trip destination.(Default value for input tax = blank)
2. 2. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 2 of 39 Transaction Code - SPRO IMG Menu
- Financial Accounting --> Travel Management --> Travel Expenses --> Master Data --> Control
Parameters for Travel Expenses --> Define Global Settings 2. Enterprise-Specific Trip Type - 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). Transaction Code -
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SPRO 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 3. 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). However, for this scenario only one trip activity type is defined.
Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel
Expenses --> Master Data --> Control Parameters for Travel Expenses --> Control Parameters from
Trip Data --> Define Trip Activity Types 4. Trip Activity Types (Travel Planning) - Since most
enterprises use the reason for the trip (for example, education and training, other reasons) for
evaluations, the following trip activity types have been defined: A = Education and training, K =
Customer visit and S = Other reasons. So that the assignment can be made in the travel request (travel
manager), these activity types were assigned to travel planning Customizing as well. Transaction Code
- S_AHR_61000689 IMG Menu - Financial Accounting --> Travel Management --> Travel Planning
--> Trip Rules and Profiles --> Travel Policy --> Trip Activity Types --> Define Trip Activity Types 5.
Travel Expense Types for Individual Receipts - In Travel Expenses, individual statements for travel
costs are created on the basis of receipts. Each receipt is saved in the system with a travel expense type,
an amount and an issue date. The travel expense type MTBZ (car rental, paid) has been added to the
standard system. Travel expense types are valid for all reimbursement groups. Transaction Code -
SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Master
Data --> Travel Expense Types --> Create Travel Expense Types for Individual Receipts
3. 3. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 3 of 39 6. Expense Control - Posting of Paid
Individual Receipts - Paid receipts are recorded in a trip for documentation purposes only. Documents
are posted independently of Travel Management. Transaction Code - SPRO IMG Menu - Financial
Accounting --> Travel Management --> Travel Expenses --> Dialog and Travel Expenses Control -->
Travel Expenses Control --> Define Posting of Paid Individual Receipts 7. Travel Expenses Control
(Expert View) - In this IMG activity, you can edit the matrix of accounting rules. The settings have
been paid for the standard DE solution as per the screen print below. Transaction Code - SPRO IMG
Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Dialog and Travel
Expenses Control --> Travel Expenses Control --> Travel Expenses Control (Expert View) C.
Accounting 1. Assign Wage Types to Travel Expense Types for Indiv. Receipt - The results from Travel
Expenses are recorded on the basis of wage types in the table ROT. This means that you must 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 Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel
Management --> Integration of Travel Management and Payroll -- > Wage Types --> Assign Wage
Types to Travel Expense Types for Indiv. Receipts 2. Assignment of Wage Type to Symbolic Account -
Travel Management enables you to structure the interface to Financial Accounting flexibly using the
so-called initial account assignment. The initial account assignment determines the posting accounts
and controls the accounts side (debits/credits). For this process, you assign the following data to each
wage type that you assigned in the travel expense types for individual receipts and per diems: A
symbolic account expenses, a symbolic account for
4. 4. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 4 of 39 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
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suitable symbolic account for this wage type in the standard system, it is not necessary to make any
new entries here. Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management
--> Integration of Travel Management and Payroll -- > Wage Types --> Define Assignment of Wage
Type to Symbolic Account 3. Conversion of Symbolic Account to Expense Account - The 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 employees 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). Prerequisites - The appropriate G/L accounts have been created in the standard chart of accounts
0001 (U06_Core_FI). Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel
Management --> Travel Expenses --> Transfer to Accounting --> Conversion of Symbolic Account to
Expense Account 4. Assign Substitute Cost Center - In the dialog for travel expense data entry, you can
enter a cost assignment specification for trips, stopovers or receipts. At present, only cost centers
should be entered as additional account assignment objects. The transfer report enables you to
substitute non-postable CO objects with the cost center that is currently valid in Travel Privileges
(infotype 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. This means 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. Transaction Code - SPRO
5. 5. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 5 of 39 IMG Menu - Payroll --> Payroll
Germany --> Posting to Accounting --> Activities in AC System --> Assign Substitute Cost Centers D.
Legal Requirements 1. Travel Flat Rates - The reimbursement amounts for business trips are in line
with tax regulations. An alternative travel flat rate is reimbursed for trips between plants (enterprise-
specific trip type W). Separate expenses records have been created for the enterprise-specific trip type
W. You can enter the alternative amounts for the flat rates in the maintenance view V_T706F
(accessible using transaction SM31). Transaction Code - SPRO IMG Menu - Financial Accounting -->
Travel Management --> Travel Expenses --> Trip Reimbursement Amounts --> Reimburs. Amounts
Travel Costs --> Define Flat Rates for Travel Costs 2. Influence of Control Parameters:
Accommodation - Since the defined enterprise-specific trip types and trip activity types do not
influence the reimbursement amounts, they are not considered when you access the related
Customizing table (T706U). Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel
Management --> Travel Expenses --> Trip Reimbursement Amounts --> Reimbursement Amounts for
Accommodations --> Define Influence of Control Parameters: Accommodations 3. Influence of
Control Parameters: Meals - Since the defined enterprise-specific trip types and trip activity types do
not influence the reimbursement amounts, they are not considered when you access the related
Customizing table (T706V). Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel
Management --> Travel Expenses --> Trip Reimbursement Amounts --> Reimbursement Amounts for
Meals --> Define Influence of Control Parameters: Meals E. Integration 1. Activate Request/Plan
/Expense Report in Travel Manager - In order to use the Travel Manager (transaction TRIP) for
inputting travel expenses, you must activate the components for editing travel requests and travel
expense reports. Transaction Code - SPRO
6. 6. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 6 of 39 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 2. Deactivate Integration of
Travel Planning - Travel Expenses - Since only the Travel Expenses component is in use, the
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integration of Travel Planning to Travel Expenses is deactivated. Transaction Code - SPRO IMG Menu
- Financial Accounting --> Travel Management --> Integration of Travel Planning and Travel Expenses
--> Activate Integration: Travel Planning - Travel Expenses 3.Assign Trip Activity Types - The
integration of travel planning with travel expenses covers all entry transactions of both, as well as basic
settings for the travel manager (transaction TRIP). For the trip provision variant, only the following
components of the travel manager (transaction TRIP) are active: Create travel request Create travel
expense The assignment trip schema travel plan type is required for the transfer of the travel request
into travel expenses. Transaction Code - SM30 IMG Menu - Financial Accounting --> Travel
Management --> Integration of Travel Planning and Travel Expenses --> Assign Trip Activity Types
7. 7. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 7 of 39 Travel Management Travel
management (FI-TV) is a end-to-end integrated application component that looks after the entire life
cycle of business travel for your organization, integrated with SAP Financial's and Human Resources it
provides the following Process online travel booking Implement effective travel policies across
corporate Use an international travel solution, including taxation and fiscal compliance Travel
management can process pre-trip approval, online booking, expenses reporting and data warehousing,
with process optimization it can help a business reduce indirect travel costs as well as lower travel
agency transaction fees. Travel management from one place can help with the initial request through
planning and online booking, to the submission and settlement of travel expenses. The application can
be synchronized with the booking information of the leading reservation systems, you can easily
enforce your travel policy, optimize purchasing agreements or rates, evaluate travel expenses and
perform cost planning and forecasting, the application can use multiple languages and has pre-defined
country support to meet any legal requirements. You can access the Travel Manager or Travel Expenses
wizards via the transaction codes below Transaction Code TRIP Travel Manager
8. 8. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 8 of 39 Transaction Code PR05 Travel
Expense Manager
9. 9. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 9 of 39 Process Flow The process flow
covers the requesting and planning of a trip, accounting the travel expenses and taxation (payroll
accounting), posting of the travel expenses (FI accounting) and clearing (controlling or Funds
management) according to the allocation-by-cause principle, there are 11 steps 1. The person submits a
travel request (TR) to his/her manager, the TR will contain destination, dates, purpose of the trip, the
transportation, any accommodations, travel advance and the estimate for the entire trip 2. The manage
will either approve or reject it (alterations can then be made) 3. The TR is then requested and approved,
the traveler can then make use of several payment options, including cash payment, check, bank
transfer for payment of the travel advance amount, the paid amounts are forwarded for posting to
financial accounting. 4. Once the TR has been approved the traveler determines the available travel
services such as flight, hotel, train, etc, and books them using the SAP system, the reservation is made
in an external reservation system that is connected to the SAP system. 5. When the traveler has
recorded the travel plan (TP) the booking code (PNR) is entered in the processing queue of the travel
agency, the agency confirms the details and makes any changes necessary which are sent back to the
SAP system 6. The TP is also transferred to the appropriate manager for approval, once approved the
tickets are then sent to the traveler 7. Once the trip has been completed the traveler completes the travel
expense report, with any supporting information, receipts, the company will then perform some checks
to make sure that is meets company travel regulations 8. The report is then sent to an appropriate
manage for approval, once approved it can be settled 9. The system determines the travel expense
result which may include the amount for reimbursement for the trip, the system prepares the travel
expense results to suit the method of payment chosen by the traveler and makes it available to the
corresponding components (FI, CO, Payroll, etc) 10. The traveler is now paid back any reimbursements
through payroll via check, bank transfer 11. The traveler receives a travel expense statement with all
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the relevant trip details together with the accounting information

10. 10. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 10 of 39 Configuration You have multiple
choices to setup the travel management into HR and accounting (AC) Travel management HR and AC
in one system The travel management and accounting system can each have a different release status
and you can connect to the existing accounting system, you do not need to distribute travel expenses
results to payroll accounting but you do need to replicate CO receivers with the travel management
system to provide correct input help for CO receivers. To create person related vendors automatically
you need to replicate the HR master data in the accounting system via ALE (Application Link
Enabling), as this is posted asynchronously you need to validate the posting run before it is sent to
accounting. Travel management and HR in one system separated from AC The travel management and
payroll system can each have a different release status, you can validate the CO receivers locally and
you do not need to distribute to the CO receivers, however you need to replicate the travel expense
results for payroll accounting via ALE. You can synchronously post travel expense results to
accounting, again to create person- related vendors automatically you need to replicate the HR master
data in the accounting system via ALE. You need to import both the AC and HR support package into
the travel management and/or accounting system. Travel management and AC in one system separated
from HR This option has the maximum flexibility because payroll, travel management and accounting
are in three different systems, they can all have release statuses as well. You can also connect to the
existing non-SAP accounting and HR systems, the HR data has to be replicated in travel management
system via ALE, you also need to undertake a remote validation of CO receivers, this setup will call for
an asynchronous posting of travel expense results to accounting via ALE, you will need to validate the
posting run before it is sent to accounting. Before you chose one of the methods above you need to
review your company's own travel work flow and trip-check rules for processing and approving
business trips, what other systems you will use, etc. You also need to decide what processing areas you
need to use travel requests or travel planning with travel expenses or just travel expenses alone, you
can even use the travel management independently from the rest of the SAP application environment as
ALE can provide you with any links to earlier releases.
11. 11. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 11 of 39 Number Ranges All trips are
assigned a unique number either externally or internally (we have covered number ranges in multiple
sections), we will use the IMG, I have created the following personnel areas Once the personnel areas
have been created we can create the number ranges using transaction code PR10, Travel Request The
travel request is a unit of information that is submitted by a traveler and then approved by a manager,
you use it to book a trip or for requesting advanced travel payments, from the managers view it
contains all the travel information (trip date and time, destination, reason, estimated cost, advanced
amount required, etc) that is required to approve the trip. Already configured in the systems
12. 12. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 12 of 39 are travel service relating to
flights, car rental and train, you can add additional travel services such as ferry, shuttle, etc. You can
use the IMG In the below screenshot you can see the other travel services that I have configured
grouping ID - for sales office determination that will allow you to assign different users and employees
to different sales offices for booking travel services code: other service - a category for the travel
service PNR - use if you want to integrate this travel service with a PNR of the reservation system,
you need to implement the BAdI FITP_TRAVEL_PLANNING field control - select whatever you
need and the requirement level
13. 13. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 13 of 39 Next we define the travel medium
and estimated costs to be approved; we will use the IMG, In the configuration screen you can see the
list of travel services, by double-clicking on a service you can see the details of that service to be
approved - you will see the travel request (in the Web DynPro ABAP user interface) showing the
particular travel medium (rental car, hotel, etc) under means of transportation or types of
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accommodations as an indicator that the user can set enter estimated costs - this is similar to the
above type - type has two category accommodation or transportation category - further categories
the type
14. 14. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 14 of 39 sorting - the travel medium at
the appropriate position in the means of transportation or accommodation to be approved in the travel
request, for example if you enter 1 for the medium hotel, then the hotel will be displayed at the top of
the to-be approved list that is displayed in the Web Dynpro ABAP user interface.
15. 15. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 15 of 39 Travel Planning Travel planning
can help with reducing costs since it can be integrated into an external reservation system, users will be
able to view price information, availability, etc. You will need to sign up to this service to a company
that can supply a reservation system, for example Amadeus, SABRE, BIBE, HRS, Galileo, etc. We
start by define the reservation service providers using the IMG,
16. 16. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 16 of 39 When you sign up to a reservation
system you need to obtain the GDS codes and map them to the SAP codes, you can then synchronize
the two systems and even compare the travel preferences of SAP and GDS Next we need to maintain
the identifiers for the sales office, using the IMG,
17. 17. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 17 of 39 Next we setup the ticketing and
booking for each of the sales office The next few configuration can all be accessed via the IMG in the
below paths Then we setup the parameters to access the external reservation system, you have to setup
a RFC connection (use transaction code SM59) and then link the RFC to the sales office, use the IMG
to access this configuration
18. 18. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 18 of 39 You can then define the groupings
for accessing external travel reservation system then maintain the categories for each grouping keys
that you have defined, again use the IMG,
19. 19. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 19 of 39 Now that we have configured the
technical parameters you can configure the geographical situation which can be an IATA (International
Air Transport Association) location for maintaining the company-specific trip rules, the SAP system
comes with some delivered, use the IMG You can maintain additional information relating to travel
service providers (flights, hotels, car rentals), you can maintain specific exceptions from determining
the cabin class (for example) for each of the airline carriers for specific routes, you can use the IMG,
20. 20. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 20 of 39 You can setup rates and discount
that you have agreed with the service provider, these rates and discount will then be apply during
reservation and queries, you first define contracts (that can be used in the global reservation system
during best-price flight query) for company specific flights, you can also configure the airline programs
(frequent flier miles or rewards) for corporate customers, this can also be applied to hotels and car
rental., we can use the transaction code S_AHR_61000623, when the usage is mandatory is selected
the system searches in the entry transactions of travel planning for flights with the negotiated rate as
per the below, in order to arrive at the airfare, the system will always use this rate even if there are
cheaper rates.
21. 21. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 21 of 39 Next we can define the discounts
using transaction code S_AHR_61000645, most of below is self- explaining disc type - it is possible
to have a discount amount and a percentage as well apply discount during price determination - if
selected the discount is applied during the reservation process otherwise the system will calculate the
discount for all reservations but the discount will be applied during year-end settlement between your
company and the service provider Next we will look at the trip rules and profiles, I will list all the paths
from the IMG below, you can then create a trip rule as per on the right hand screenshot
22. 22. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 22 of 39 Then we can define the evaluation
criteria for the query result, the rule below is for all flights between the US and Japan using the Japan
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Airlines Intl service, you can also define low-cost airlines for specific routes, etc
23. 23. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 23 of 39 Now we define the class using
transaction code S_AHR_61000601, Next we specify the class rules using transaction code
S_AHR_61006688, the class rules with the trips will be used in the profile later The travel policy
defines a number of specifications for the traveler, it brings together the trip rules and the class rules,
first we need to setup the activity types, which determine who is going to pay for the trip your company
or you can bill to another company, we will use transaction code S_AHR_61000689 to setup the
activity type
24. 24. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 24 of 39 We next need to setup the priorities
using transaction code S_AHR_61000654, Now we can define the travel profile which will bring
together the category, trip rules, the class rules and priority using transaction code S_AHR_61000691,
Then we use transaction code S_AHR_61006705, on the initial screen make sure you select the travel
profile, you are then taken to the change/view screen
25. 25. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 25 of 39 To add to the profile use the new
entries button and you can add any number of combinations Once you have defined the profile it time
to assign employees using transaction code S_AHR_61000669, the TRVCP for travel planning is in a
tree-like structure for assigning the individual employees to the travel profiles
26. 26. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 26 of 39 Process control parameters enable
you to customize the system settings for dialog and planning control, as well as payments methods and
payment method groups, they also maintain the travel agency's processing statuses. First we will define
the groupings for the travel planning control using transaction code S_AHR_61000728, Next we define
the groups from the payment methods using the IMG, Next we assign the payment methods to the
payment groups using transaction code S_AHR_61006706, you can pay by personal credit card,
company credit card, cash or invoice (external companies).
27. 27. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 27 of 39 Travel Expenses Travel expenses
enable you to settle all the travel related costs of a traveler, you can have two models centralized or
decentralized in your company, this helps in checking, processing (receipts) and other documents
centrally, you can use country-specific travel expense functionality as SAP provides you with the
statutory trip regulations and per diem limits stored in specific versions to meet the requirements of
various countries. We now to to configure several settings we start with the master data using
transaction code S_AHR_61009946, on the initial screen you can copy/restore, delete of define the trip
provision variant, this helps to classify the trip provisions based on country-specific accounting
methods, for example 81 - US accounting (M&IE) is used for accounting meals and incidental
expenses while 10 - US accounting (docs) is used in receipt accounting or area of validity (such as the
public sector), basically the variant contains the rules for determine taxes regarding expenses SAP
already has a number of variants configured, if you don't have them configured then copy them from
client (000)
28. 28. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 28 of 39 Then you assign this variant to
your organizational areas using the IMG, notice that GB has 08 and USA has 10 which was what we
saw above The global settings which are defined for each of the trip provision variants contain country
grouping of SAP payroll applicable for the wage types Trip currency ( 1- company code currency, 2
- Official currency as specified by public authorities or 3 - specified country) Settlement currency
for trips in foreign currency ( 1 - trip currency, 2 - reimbursement of foreign currency receipts in trip
currency but all other advances or receipts settled in trip currency, 3 - trip or hard currency) Type of
input tax, exchange rate type (M - translation at the average rate, is the default option) Unit for
distance
29. 29. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 29 of 39 You can use transaction code
S_AHR_61009923, You can also maintain valid entry values for the control parameters for trip costs
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accounting (vehicle types, vehicle classes, statutory meals, accommodation reimbursement groups,
employee groupings for travel expense types, and travel management) which can be stored for each
employee within his/her master data in Infotype travel privileges, you can also define the control
parameters for travel privileges 9trip areas, statutory trip types, service provider). Every travel receipt
in the system will be stored with the valid expense type (representing expenses towards meals,
telephone charges, mobile call charges, magazines, taxi fare, etc), you will need to define the required
expense type per trip provision variant that you will be using, you can use transaction code
S_AHR_61009843,
30. 30. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 30 of 39 Next we define the maximum rates
and default values for expense types for individual receipts for all the required trip provision variants
we can use transaction code S_AHR_61010087, from the initial screen you can see all the configured
options, use the new entries button to create a new configuration
31. 31. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 31 of 39 You can also define if you want to
allow simultaneous accounting of individual receipts and per diem (daily allowance) or flat rates for
the expense category like meals, accommodation, travel costs, etc, we can use transaction code
S_AHR_61010078, Next we can configure the reimbursement amounts for travel costs,
accommodation, meals, etc besides configuring the per diem deductions, we start with defining the
miles/km's cumulation (per trip, yearly cumulation with the period as specified by the employee, etc)
which determines when you need to reimburse a employee for the amount he/her has traveled using
there own transportation, this can also be a flat rate across all vehicle types and classes, we can use
transaction code S_AHR_61010022,
32. 32. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 32 of 39 Next we define the flat rates for
traveling costs using transaction code S_AHR_61009998, you can see that a number of of flat rates
have been configured; on the right hand screenshot you can see a flat rate for cars up to 1000 cc
capacity
33. 33. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 33 of 39 The vehicle classes and
reimbursement groups can be seen below Next we will define and assign the required wage types for
each of the expense types, the wage type is a payroll term that is made up of characteristics that are
dependent on the tasks carried out by that wage type, these characteristics will determine how to
process the wage type, we will use transaction code S_AHR_61006702, SAP comes with many wage
types already configured, the first wage type contains the total receipt amount in a receipt, if you split
the meal receipt amount into taxable and non-table portion, then the first wage type will denote the
tax-free portion and the second wage type will denote the taxable component, you can have only the
first wage type.
34. 34. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 34 of 39 You can assign wage types to
travel expense types for per diems/flat rates using transaction code S_AHR_61006692, this screen
describes the wage type a bit better you can see the tax free and the taxable more clearly To transfer the
result from travel expense to FI, you need to maintain the connection between wage types and the G/L
accounts in FI through symbolic accounts, you then assign the symbolic account to the G/L account,
this help in that you don't need to change the wage type-symbolic account assignments when changing
the G/L account, we start by using transaction code S_AHR_61006691, wage type - the wage type
which we discussed earlier symb.Expense account - an identifier for the symbolic expense account,
the first position means will be a + or - which represent if it is a debit (+) or a credit (-) entry is to be
made in the G/L account, the second and third positions denote the name of the symbolic account
assigned to the wage type w/o CO Recevr - Indicator for accounts that are not cost elements in
Controlling sym.acct.offset.entry - Symbolic account for offsetting entry for expense account
posting, If you have not specified an explicit symbolic account, the symbolic account RR is used.
2nd sym.acct.offset.entry - used if credit data needs to be transferred to FI
50 of 56 4/5/2017 12:20 PM
35. 35. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 35 of 39 Next we convert the symbolic
account to the expense account so you need to assign the symbolic accounts to the expense G/L in the
logical system for FI to post the trip costs, you also need to define how an employee account will be
determined as customer or vendor accounts, we start by using transactionPRT3, select HRT on the
initial screen, The left hand screenshot details the trip costs postings and expense accounts, the right
hand screenshot determines whether the employee is a vendor or a customer, in this case it is as a
vendor, here we maintain a search entry *KP in the account field for general modification 1RR, for
customer search maintain that entry as *DD.
36. 36. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 36 of 39 You also need to maintain the
number ranges posting runs (transaction code PR12 - left hand screenshot) and trip transfer documents
(transaction code PR11 - right hand screenshot ) to transfer the travel expenses results to FI. Employee
Self-Service (ESS) The EES (Employee Self Service) is a package that allows employees themselves
creating, changing or display their own data using the enterprise portal, you will enable access to
employee personal data, compensation related information, working time including applying and
tracking leave, travel planning and reimbursement of expenses, etc. I will only be giving you a high
level introduction on ESS and will leave you to SAP's document on how to setup ESS. If setup ESS
you need to perform the following download and install the business package for ESS from SAP
You then need to create the ESS users and provide them with the necessary authorizations to access
ESS, create and assign ESS roles to the employee who will be using ESS Connect the ESS
homepage to the individual business area like working time, compensation and personal data Make
technical settings including transporting entries in client 000 that will all be handled by the basis team
Integrate of Travel Planning and Expenses Once integrated you will be able to transfer the date (trip
specific date, cost distribution, receipts, etc) from travel plan (for a trip) to the travel expense report
that will help in generating the required expense receipts, we will using the IMG,
37. 37. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 37 of 39 Now we can activate integration
using transaction S_AHR_61000660, Integration into Payroll You can transfer travel accounting results
into payroll accounting, when both travel management and payroll accounting are on separate systems
(connected via ALE) or in the same logical system again we using the IMG, You will also need to use
transaction code PE01, to enable the transfer you need to include the schema UREI in the payroll
accounting logical system in the country-specific accounting schema U000( for US accounting), GREI
in the payroll accounting logical system in the country-specific accounting schema G000 (for UK), etc.
38. 38. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 38 of 39 Reports As with components of FI
there are a number of reports that can be used, I have listed the most common ones used in the table
below, Report Description Transaction Code Business volume with car rental companies
S_AHR_61016286 Business volume with hotel chains, hierarchical S_AHR_61016283 Cost
assignment for trip S_AHR_61016404 determination of employees with exceeded trip days
S_AHR_61016411 General trip data/totals/receipts/cost assignment S_AHR_61016405 General trip
data/trip totals S_AHR_61016401 Hierarchical overview of flights by airline S_AHR_61016279
Overview of flights by airline S_AHR_61016280 Overview of planned trips S_AHR_61016288 Ticket
information for flights S_AHR_61016282 Travel expense reporting by period S_AHR_61016408 Trip
receipts S_AHR_61016402 Trip receipts with general trip data S_AHR_61016403 Who is where?
search for trip destination S_AHR_61016406 All the reports can be accessed via the SAP menu as per
the below screenshot
39. 39. Tuesday, July 22, 2014 L&T Infotech Proprietary Page 39 of 39
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Travel management configuration steps

Abhijeet Walke, Working

Published on Jul 22, 2014

SAP Travel Management

Published in: Self Improvement

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Luciano Alves , Analista Funcional FI_FSCM-LP/CM/TRM na Finity Consultoria at Finity

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Travel management configuration steps

the relevant trip details together with the accounting information

Travel Photography: Geologging and Journaling on the Road

SAP Financials Travel Management

The Perfect Travel and Expense Management Checklist

Concur vs SAP on premise Travel Management

Concur integration with PI solution pack

SAP HR Time Management User Guide | www.sapdocs.info

Sap tm(travel management) online training in usa

191 erp606 bb_config_guide_en_br

Concur Integrated Solution for Financial Systems

LinkedIn Corporation 2017

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