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AC275Travel Management - Travel Planning AC275

Версия 46C 26.07.2002

AC275Travel Management - Travel Planning.............................................................................1 Copyright..................................................................................................................................2 Финансы...............................................................................................................................4 Course Prerequisites.............................................................................................................5 Target Group.........................................................................................................................6 Course Overview......................................................................................................................1 Course Goal..........................................................................................................................2 Course Objectives.................................................................................................................3 Contents 1.............................................................................................................................4 Contents 2.............................................................................................................................5 Course Overview Diagram...................................................................................................6 Scenario for the Entire Enterprise (1)...................................................................................7 Scenario for the Entire Enterprise (2)...................................................................................8 Overview of Travel Planning....................................................................................................1 Overview of Travel Planning: Unit Objectives....................................................................2 Course Overview Diagram...................................................................................................3 Overview of Travel Planning: Business Scenario................................................................4 The Travel Management Environment.................................................................................5 Overall Travel Management Process....................................................................................6 Cost Advantages...................................................................................................................7 Data Flow and Future Role of the Travel Agency................................................................8 System Infrastructure............................................................................................................9 The Concept of Travel Planning.........................................................................................10 Travel Policy: Examples.....................................................................................................11 Travel Preferences: Examples............................................................................................12 HR Infotypes for Travel Planning 1 (Mini Master)............................................................13 HR Infotypes for Travel Planning 2 (Mini Master)............................................................14 Overview of Travel Planning: Unit Summary....................................................................15 Overview of Travel Planning Exercises.............................................................................16 Overview of Travel Planning Solutions.............................................................................17 Entry and Approval ofTravel Requests and Plans....................................................................1 Entry and Approval ofTravel Requests and Plans: Unit Objectives.....................................2 Course Overview Diagram...................................................................................................3 Entry and Approval ofTravel Requests and Plans: Business Scenario.................................4 Function Overview...............................................................................................................5 Organizational Structures.....................................................................................................6 The Travel Plan.....................................................................................................................7 Plan and Book a Trip: Process Scenario...............................................................................8 The Travel Manager (1)........................................................................................................9 The Travel Manager (2): Personal Settings........................................................................10 The Infocenter.....................................................................................................................11 The Travel Manager (3): Create Travel Request................................................................12 Travel Manager (4): Request: Choose Travel Items...........................................................13 Travel Manager (5): Approve Travel Request....................................................................14 Travel Manager (6): Functions in the Travel Plan..............................................................15 Travel Manager (7): Book Travel Services........................................................................16 The Planning Manager (1)..................................................................................................17 Planning Manager (2): Functions in the Travel Plan..........................................................18 Planning Manager (3): Approve Travel Plan......................................................................19 Planning Manager (4):Approval via SAP Business Workflow®.......................................20 Functions (1): Flight - Availability Query..........................................................................21 Functions (2): Flight - Availability List..............................................................................22 Functions (3): Flight - Reserve Seat...................................................................................23

Functions (4): Determine Airfare.......................................................................................24 Functions (5): Best-Price Flight..........................................................................................25 Functions (6): Hotel - Availability Query..........................................................................26 Functions (7): Hotel - List of Rooms..................................................................................27 Functions (8): Car Rental - Availability Query..................................................................28 Functions (9): Car Rental - List of Vehicles.......................................................................29 Synchronization Between SAP and GDS...........................................................................30 Synchronization of Booking Data......................................................................................31 AIR Synchronization: Import and Processing...................................................................32 Conversion in GDS Booking Key (PNR)...........................................................................33 Entry and Approval ofTravel Requests and Plans: Unit Summary....................................34 Exercises.............................................................................................................................35 Solutions.............................................................................................................................38 Integration of Travel Planning - Travel Expenses....................................................................1 Integration: Unit Objectives.................................................................................................2 Course Overview Diagram...................................................................................................3 Integration: Business Scenario.............................................................................................4 Integration in Data Entry......................................................................................................5 Integration in Travel Management Customizing..................................................................6 What Expense Report Data is Generated from What Plan Data?.........................................7 Integration: Unit Summary...................................................................................................8 RFC Destination and Travel PlanningMaster Data..................................................................1 RFC Destination and Travel PlanningMaster Data: Unit Objectives...................................2 Course Overview Diagram...................................................................................................3 RFC Destination and Travel PlanningMaster Data: Business Scenario...............................4 Implementation Guide (IMG)...............................................................................................5 Overview...............................................................................................................................6 RFC Destination...................................................................................................................7 Travel Planning Control Parameters.....................................................................................8 Geographical Situation.........................................................................................................9 Travel Service Provider (1): Flight...................................................................................10 Travel Service Provider (2): Hotel....................................................................................11 Travel Service Provider (3): Enterprise-Specific Hotel Catalog........................................12 Travel Service Provider (4): Car Rental.............................................................................13 Travel Service Provider Agreements - Customer Programs...............................................14 Contact Persons..................................................................................................................15 RFC Destination and Travel PlanningMaster Data: Unit Summary..................................16 Structure of Enterprise-Specific Travel Policy.........................................................................1 Structure of Enterprise-Specific Travel Policy: Unit Objectives.........................................2 Course Overview Diagram...................................................................................................3 Structure of Enterprise-Specific Travel Policy: Business Scenario.....................................4 Overview...............................................................................................................................5 Travel Policy  Travel Profiles...........................................................................................6 Trip Rules: WHERE May WHICH Provider Be Booked?...................................................7 Class Rules:Which CLASS for which DURATION?..........................................................8 Priorities and Their Consideration in Dialog........................................................................9 Trip Activity Types.............................................................................................................10 Travel Profile (1)................................................................................................................11 Travel Profile (2): A Complete Set of Rules and Priorities - Example............................12 Travel Profile (3): Assignment of the Hotel Catalog..........................................................13 Hotel: Hotel/Room Selection Control................................................................................14 Setting Price-Controlled Availability Queries....................................................................15 Enterprise-Specific Methods of Payment...........................................................................16

.............................................................................................................7 Authorization Object for Travel Planning (F_TRAVL)......................................................................................................15 Authorization Management...........................................................................................................................................................................................3 Reporting: Business Scenario.....................................................................................................................................................................................................................12 Reporting......................................................................................................1 Reproduction of Agreements withTravel Service Providers: Unit Objectives..............Enterprise-Specific PNR Elements..4 Profile Generator: Managing Authorizations...........................................................8 Fields AUTHP and AUTHC.............................................................................................................................................................................11 Dialog and Planning Control: Unit Summary...................................................................17 Structure of Enterprise-Specific Travel Policy: Unit Summary.......................................................................................................................................................................7 Travel Profile  User Group........................................................................................................................................................................2 Course Overview Diagram..........................................................4 What Reporting Possibilities are Provided in Travel Planning?.......................2 Course Overview Diagram....4 Overview................3 Reproduction of Agreements withTravel Service Providers: Business Scenario......................................12 Dialog and Planning Control: Exercises.......................................................................................................................................................................................5 Activity Groups: Authorization Concept.................................................................................................................................................11 Agreements with Travel Service ProvidersExercises.......................................................................6 Travel Management Queries.......................................................................................................................7 Enterprise-Specific Rates for the Hotel Catalog........................10 Reproduction of Agreements withTravel Service Providers: Unit Summary......................................................................................................................................................................................................1 ..............................................................2 Course Overview Diagram...............................................................1 Reporting: Unit Objectives..................................................................................................................................................................................................................................11 Authorization Management: Unit Summary........................8 Price and Availability Strategies (1): Settings........................6 Feature TRVCP................................................................................................................................................21 Reproduction of Agreements withTravel Service Providers.......................................9 Conclusion...............................................................................................................................................................................1 Authorization Management: Unit Objectives...............................................3 Dialog and Planning Control: Business Scenario.....................................................................13 Dialog and Planning Control..................................10 Travel Management Activity Groups: Menus...........................................8 Reporting: Unit Summary.....................................6 Activity Groups: Maintain Authorizations........................................................................18 Exercises.............19 Solutions...........................................................................................................................................................7 Query Output Lists..............................................................13 Dialog and Planning Control: Solutions......10 Display Strategies for Hotel Rates..5 Travel Planning Information System.............................................8 Defining Allowed Entries for Enterprise-Specific Car Rental Rates...............................12 Agreements with Travel Service Providers: Solution...........................................................6 Defining Allowed Entries for Enterprise-Specific Hotel Rates..................................................................................................9 Activity Groups: Assignment to Users................................................................................................................2 Course Overview Diagram......................1 Dialog and Planning Control: Unit Objectives.......................................................................................................................5 Assignment of Travel Profiles to Travelers..........5 Defining Allowed Entries for Enterprise-Specific Airfare Rates............4 Overview...............9 Defining Enterprise-Specific Airfare Discounts...........3 Authorization Management: Business Scenario............................9 Price and Availability Strategies (2): Details......................................................................................

......8 Explanatory Notes to Travel Management and System Infrastructure Slide........................2 Recommended Follow-up Activities...............................................................................11 ..........................................................................................................3 Business Information Warehouse Architecture..................................Execute Query............7 Travel Management and System Infrastructure......................................................5 Business Explorer .....................................6 Travel Management as a Decoupled System........................................................................................................................2 SAP BW provides ...................................................................................................1 Special Feature for Germany: Connection with Deutsche Bahn..........................................................................................9 GLOSSARY..............................................................................................................4 BW Business Content for Travel Managers..............................Course Objectives........................................................................................3 Appendix........................................................................................................

0 AC275 Planning Travel Management .6C April 2001 Material number 5004 3770 .Travel Planning © SAP AG 2001     R/3 System Release 4.Travel AC275 Travel Management .

© SAP AG 1999                 Trademarks: Microsoft ®. Inc. Multimedia Viewer ®. TouchSend Index ® является зарегистрированным торговым знаком TouchSend Corporation. Project ®.0. Indeo ® является зарегистрированным торговым знаком корпорации Intel. Vivo ® и VivoActive ® являются зарегистрированными торговыми знаками RealNetworks. USA. Inc. Все права защищены. Копирование и воспроизведение данного материала с помощью любых средств и в любых целях. ADABAS ® является зарегистрированным торговым знаком Software AG . California. SQL-Server ®. ARIS Toolset ® является зарегистрированным торговым знаком IDS Prof. DB2/6000 ® и AIX ® являются зарегистрированными торговыми знаками корпорации IBM. Video for Windows ®. а также перевод на другой язык без предварительного разрешения SAP AG запрещены. IBM ®. UNIX ® и X/Open ® являются зарегистрированными торговыми знаками SCO Santa Cruz Operation. содержащаяся в данном материале. OSF/Motif ® является зарегистрированным торговым знаком Open Software Foundation. NetShow ® и HTML Help ® являются зарегистрированными торговыми знаками корпорации Microsoft. Информация.2 Copyright Copyright 2000 SAP AG. INFORMIX ®-OnLine for SAP является зарегистрированным торговым знаком Informix Software Incorporated. Scheer GmbH. как полностью. Excel ®. PowerPoint ®. так и частично. Все права защищены. WinWord ®. Windows ®. Internet Explorer ®. OS/2 ®. NT ®. Saarbrücken Adobe ® и Acrobat ® являются зарегистрированными торговыми знаками Adobe Systems Inc. Visio ® является зарегистрированным торговым знаком Visio Corporation. Lotus ScreenCam ® является зарегистрированным торговым знаком Lotus Development Corporation. ORACLE ® является зарегистрированным торговым знаком ORACLE Corporation. может быть изменена или дополнена без предварительного уведомления. Netscape Navigator ® и Netscape Communicator ® являются зарегистрированными торговыми знаками Netscape Communications.

SAPaccess. SAP (Word). InterSAP. SAPfile. SAP ArchiveLink. являются торговыми знаками или зарегистрирорванными торговыми знаками их владельцев. услуги или торговые марки. SAPscript. SAPmail. упомянутые в документации. R/3. R/3 Retail.  Все другие продукты. R/2.  . также являются зарегистрированными торговыми знаками SAP AG. Логотип SAP. логотипы или торговые марки. SAP EarlyWatch. SAPtronic.ABAP/4. все другие продукты. SAP-EDI. SAP Business Workflow и ALE/WEB являются торговыми знаками или зарегистрированными торговыми знаками SAP AG. упомянутые в документации. RIVA. услуги. SAPtime. SAPfind. SAPoffice.

бухгалтерии AC660 5 дней EC-CS: Функции консолидации *AC240 5 дней FI-LC: Функции консолидации **AC900 4 дня Консолидация AC010 5 дней Учет и отчетность Специальные регистры AC700 5 дней Процессы.3 Финансы Уровень 2 AC200 5 дней Конфигурация бухгалтерии Главной книги/дебиторов/кредиторов 5 дней AC290 Упр.0. командировок HR050 Управление персоналом © SAP AG 1999 5 дней ** с июля 2000 . недвижимым имуществом AC305 4 дня Учет основных средств AC220 5 дней Уровень 3 AC205 2 дня Закрытие отчетного периода AC260 2 дня Расшир. функции фин. командировками Планир. организация и конфигурация управления бюджетом AC270 3 дня Учет командировочных расходов R/3 для аудиторов CA550 3 дня Учет данных инфляции AC275 1 день Упр.

Travel Expenses © SAP AG 1999 .4 Course Prerequisites  AC270 Travel Management .0.

but should only be considered a supplement to the instructor's explanations. That is why sufficient room has been left for your notes.0. In this case you can use them after the course to practise and reinforce what you have learned. . It is possible that there is not enough time during the course to do all of the exercises. project teams  Duration: 2 days © SAP AG 2001  The training material is not intended for autodidactic learning.  The exercises are only meant to be a supplement to the examples covered during the course.5 Target Group  Participants:  Consultants.

1 Course Overview Contents:  Course goal  Course objectives  Course content  Course overview diagram  Main business scenario © SAP AG 1999 (C) SAP AG AC275 1 .

2 Course Goal This course will prepare you to:  Work with the application component Travel Planning (processing travel requests. booking travel services)  Reproduce enterprise-specific travel policy in the system using Travel Management Customizing © SAP AG 1999 (C) SAP AG AC275 2 .1. querying available travel services.

 Define how the processing of trips in your company and cooperation with travel agencies can be made more efficient by using Travel Planning. you will be able to:  Describe all essential business processes involved in requesting a trip. discounts and data from providers' customer programs when travel services are booked.1. © SAP AG 1999 (C) SAP AG AC275 3 .3 Course Objectives At the conclusion of this course.  See how Travel Planning applies your company's travel policiy as well as enterprise-specific rates.The course offers an opportunity to get practical experience in using these actions in the SAP System. choosing and booking travel services on line and the relevant approval processes.

4 Contents 1 Preface Unit 1 Unit 2 Unit 3 Unit 4 Unit 5 Unit 6 Course Overview Overview of Travel Planning Entry and Approval of Travel Requests and Plans Integration of Travel Planning .1.Travel Expenses RFC Destination and Travel Planning Master Data Structure of Enterprise-Specific Travel Policy © SAP AG 2001 (C) SAP AG AC275 4 .

5 Contents 2 Unit 7 Unit 8 Unit 9 Unit 10 Unit 11 Reproduction of Agreements with Travel Service Providers Dialog and Planning Control Authorization Management Reporting Conclusion Appendix © SAP AG 2001 (C) SAP AG AC275 5 .1.

6 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 6 .1.

The project team has to decide which tasks are to be dealt with centrally and which tasks decentrally. including the object "Travel request".7 Scenario for the Entire Enterprise (1)  The model enterprise IDES wants to implement Travel Planning. The goal is system-supported processing of travel requests and their approval and the selection and online booking of all necessary travel services.1.  The in-house specifications regarding business trips are to be edited to obtain clear travel policy and stored in the system for automatic consideration. © SAP AG 1999 (C) SAP AG AC275 7 .

hotels and car rentals.8 Scenario for the Entire Enterprise (2)  The enterprise has special agreements with different service providers.1.  SAP Business Workflow is to be used to support the approval process. © SAP AG 1999 (C) SAP AG AC275 8 . They should also be reproduced in the system. so that they can be automatically applied during selection and booking of flights.

2 Overview of Travel Planning Contents:  The Travel Management Environment  Integration of Travel Planning in the overall Travel Management process  Cost Advantages  The future role of the travel agency  The concept of Travel Planning  HR master data for Travel Planning © SAP AG 1999 (C) SAP AG AC275 1 .

2 Overview of Travel Planning:Unit Objectives At the conclusion of this unit. you will be able to explain:  How SAP Travel Planning is integrated in the overall SAP Travel Management process and the entire SAP System  Which HR master data is required for the use of Travel Planning © SAP AG 1999 (C) SAP AG AC275 2 .2.

2.3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .

2. The relevant master data has to be created for all travelers  Discuss the role/scope of the tasks that the travel agency/travel center should take on in your enterprise © SAP AG 1999 (C) SAP AG AC275 4 .4 Overview of Travel Planning:Business Scenario  Travel Planning is to be implemented in your enterprise.

the SAP Travel Management is also linked to the SAP Business Information Warehouse. This includes not only the requesting. entering the HR master data only once. The usage of SAP Business Workflow supports the decentralized entry of trip facts. Cost Accounting.2. Info. increasing the efficiency of the approval process. The modular structure of Travel Management makes it possible for you to use any combination of the individual sub-areas.5 The Travel Management Environment Approve Entry of Advances • General trip data • Trip itinerary • Required travel items • Estimated total cost • Comments • Account assignment Request and approval using SAP Business Workflow Booking and reservation system Travel Planning • Flights • Hotels • Car Rental • Train (curr. The optimum benefit is attained using all three sub-areas. Germany) Credit card clearing Amex. Warehouse Optical archive Data transfer via ALE: Financial Accounting. You can implement the current release of SAP Travel Management independently of the R/3 application infrastructure. Funds Management © SAP AG 1999  The SAP Travel Management accompanies all the processes for handling trips and integrates them in the settlement. but also the settlement of travel expenses and the transfer of the settlement results to other business functional areas. HR Payroll. whereby Travel Expenses functions as the basic component. The SAP ALE technology (Application Link Enabling) provides the necessary communication to the R/3 applications of earlier releases. planning and booking of trips.     (C) SAP AG AC275 5 . taxation and reimbursement cycle. In addition to various reporting possibilities in Travel Management itself. The advantage of this is that all the persons involved in the approval process are linked via the Sap System. others are supported Travel Expenses • Per diems • Miles/kms distribution • Receipts • Advances • Cost distribution Travel Expense Controlling • Reports • Statistics • Bus.

The travel planning data is entered in the system for approval or reservation/booking purposes. which has to be approved by your superior T R I P Add new trip facts Settle trip Fin. You can print a statement for the employees Posting travel expenses in Financial Accounting. The documents are generated from the reserved travel services. and You book flight.2. You make a travel request. The travel expenses incurred during the trip are settled via the SAP System and transferred for further processing to Financial Accounting. Controlling. Accounting Cost Accounting Taxation Payment You supplement the remaining . At the conclusion of a process chain the trip facts for a business trip have been entered in the SAP System without redundancies. Trip results are transferred to Cost Accounting Taxation via payroll Processing with SAP Travel Management Travel Request © SAP AG 1999 Travel Planning Travel Expenses   This graphic illustrates the overall Travel Management process. hotel room or car rental via a Global Distribution System (GDS) Business reasons require that you take a trip. to HR Payroll. Cash Budget Management and. settles the trip. if necessary. including the components of the SAP System in which you maintain the data. You check the trip and approve it for settlement The system . In this course the main focus is on Travel Planning. trip facts.  (C) SAP AG AC275 6 .6 Overall Travel Management Process Activities in the enterprise: Trip needed Request trip Plan and book a trip You enter destination trip time.

(C) SAP AG AC275 7 .2.7 Cost Advantages Not dependent on travel agency opening hours Efficient internal communication Advantages for Travel Planning process Automatic check of travel policy Negotiating advantages due to simplified analysis of the travel services used © SAP AG 1999  Cost advantages arise in internal communication in particular due to the integration of Travel Planning with the SAP Business Workflow. using which the approval processes can be identified uniquely and the complex approval procedure can be implemented in the system with ease.

be optimized subsequently. Consequently the travel agency maintains its qualitative role.2.Booking .Quality assurance Ticket Data SAP R/3 Server Booking Booking record (PNR) External reservation system © SAP AG 1999  The use of Travel Planning provides an important strategic advantage for the role of the travel manager in the enterprise: The Travel Planning volume statistics and reporting tools deliver sound arguments for negotiating rates with service providers.Travel manager . such as the booking of trips. if necessary. As the booking record (PNR = Passenger Name Record) is sent to the travel agency.8 Data Flow and Future Role of the Travel Agency Organizational Unit User Ticket/Billing Travel Agency SAP Travel Planning . and is. and can concentrate on the organization of more complex business trips. The travel manager is relieved of many routine tasks and can thus concentrate on strategically important tasks. such as system and quality management as well as the controlling and optimization of in-house processes. at the same time.Approval .Settlement . a booking can.  (C) SAP AG AC275 Travel agency expert 8 . relieved of routine tasks.

This only applies for hotels that are available to be booked on GDS at that time. for example preferential hotel data that is to be offered to the user.9 System Infrastructure Local data Hotel catalog R/3 Employee via remote connection Trip facts Connected reservation system Travel Agency Travel Agency © SAP AG 2001 The productive system can be connected to the external reservation system (currently AMADEUS) in two ways:  Internet connection (used for test purposes)  Special direct connection to the reservation system (recommended)  Data can also be stored locally.2.  (C) SAP AG AC275 9 .

2. Travel preferences •Person-specific • Specifications for flight preferences.10 The Concept of Travel Planning SAP Travel Planning Travel policy • Enterprisespecific • Rules for routes. car rental pref. customer programs • In Infotypes or during data entry © SAP AG 1999  The general concept of Travel Planning is based on two things:  Reproduction of enterprise-specific travel policy in the Customizing of Travel Planning  Specification of employee-specific data in the Infotypes of the SAP HR module (C) SAP AG AC275 10 . trip categories. hotel preferences. trip destinations. hotel. trip duration.. (flight. car rental). etc.

 (C) SAP AG AC275 11 . in some cases. override the personal preferences of the traveler. in Europe also Europcar allowed.2.11 Travel Policy: Examples Enterprise-Specific Rules for Usage of Travel Services = Flight Booking Classes: Domestic flights: International flights: Economy Class (If Economy not available: higher flight classes allowed) Business Class Hotel Catalog Accommodations in a hotel in the hotel catalog. if no catalog hotel available: Sheraton or Hilton Car Rental: Worldwide Hertz. in Madrid also I T S Cars For trip duration > 7 days: Luxury class car allowed © SAP AG 2001  Travel policies are enterprise-internal rules for the usage of travel services and must be specified in Customizing for SAP Travel Planning. The travel policies of the company can.

12 Travel Preferences: Examples  Flights  Smoker/Non-smoker  Seat position/seat requirements  Requirements for care suitable for challenged persons  Preset departure location  Hotels  Bed type  Room category  Car Rental  Air-conditioning  Non-smoker  Manual shift / automatic  Preferred make of car © SAP AG 1999 (C) SAP AG AC275 12 .2.

 (C) SAP AG AC275 13 . together with the infotype Bank Details (0009). when settled trips are to be reimbursed to vendor accounts via Financial Accounting (FI).13 HR Infotypes for Travel Planning 1 (Mini Master) Infotype 0001 0002 0017 0006 0009 0027 0470 0471 0472 0473 0475 © SAP AG 2001 Name Organizational Assignment Personal Data Travel Privileges Addresses Bank Details Cost Distribution Travel Profile Flight Preference Hotel Preference Car Rental Preference Customer Program Mandatory Optional The personnel action setting for Travel Planning contains the necessary infotypes for using the SAP Travel Planning component. Existing HR master data can be changed or added to at any time.  The Cost Distribution (0027) infotype is used in Travel Expenses for distributing the total costs to different cost centers. When infotypes are first entered. reflect the area of the personal preferences of each individual employee. a step-by-step sequence is followed. which are specific to Travel Planning. This infotype is also used in Travel Expenses.  The infotypes 0471 to 0475. because the Telephone number field in this infotype is used when creating the booking record.2.  Every employee for whom a trip is to be booked using Travel Planning requires at least the following infotypes:  Organizational Assignment (0001)  Personal Data (0002)  Travel Privileges (0017)  Addresses (0006): This infotype should always be maintained before booking.

(C) SAP AG AC275 14 . Here you can store data on frequent flyers or on special car rental or hotel customer programs. The additional Infotype Communication (0105). as it refers to all the provider categories. The Infotype Customer Program (0475) can be created more than once.14 HR Infotypes for Travel Planning 2 (Mini Master) Infotype 0001 0002 0017 0006 0009 0027 0470 0471 0472 0473 0475 © SAP AG 1999 Name Organizational Assignment Personal Data Travel Privileges Addresses Bank Details Cost Distribution Travel Profile Flight Preference Hotel Preference Car Rental Preference Customer Program Travel Planning Mandatory         Although Infotypes 0470 to 0475 are optional. subtype 0001 is used for the direct assignment of system users to the active SAP System (SAP Business Workflow. Subtype 0011 is used in Credit Card Clearing. The Infotype Hotel Preferences (0472) contains information about the preferred room or hotel category. they enable the individual preferences of each employee to be taken into consideration when a business trip is booked. such as preferred meals or seat position and the preferred departure airport.2. The Infotype Travel Profile (0470) allows the direct assignment of a travel profile to an employee. SAP Office and ESS). The Travel Planning action includes the Travel Expenses mini master action. The Infotype Car Rental (0473) contains information about the preferred make of car or trim with or without air-conditioning. The Infotype Flight Preferences (0471) contains flight-specific information.

2.15 Overview of Travel Planning: Unit Summary You are now able to:  Understand the uses and the process of Travel Planning within the overall Travel Management process  Set up HR master data for travelers © SAP AG 1999 (C) SAP AG AC275 15 .

room category and whether you prefer a non-smoker room. 2-1-2 Create the travel preferences for employee Chris Miller (personnel number 980##): Flight Preferences (infotype 0471): Enter a preferred meal.16Overview of Travel Planning Exercises Unit: Overview of Travel Planning Topic: HR Master Data / Travel Preferences At the conclusion of these exercises. air-conditioning and transmission. Customer Program (infotype 0475): For the airline Lufthansa. you will be able to: • Maintain the infotypes for travel preferences 2-1 HR Master Data for Travel Planning: 2-1-1 Look at the HR master data that is compiled for Travel Planning. Hotel Preferences (infotype 0472): Enter a preferred bed type. Specify the preferred seat position. ## = Group number (C) SAP AG AC275 16 . Enter Frankfurt as the standard departure airport. Car Rental Preferences (infotype 0473): Enter your preferences for a smoker/non-smoker vehicle.2. enter the customer program Miles & More with any customer number.

select the infotype Flight Preference (or Hotel/Car Rental Preference). or the customer program: • • • • In the Maintain HR master data screen. (C) SAP AG AC275 17 .2. Edit → Create. Specify the personnel number and choose Enter. Choose. 2-1-2 Specify the flight/hotel/rental car preferences.17Overview of Travel Planning Solutions Unit: Overview of Travel Planning Topic: HR Master Data / Travel Preferences 2-1 HR Master Data for Travel Planning: 2-1-1 In the user menu. Save your entries and exit the infotype. Enter the data from the exercise. in each case. choose Person-related master data → Maintain (Travel Planning).

3 Entry and Approval of Travel Requests and Plans Contents:  Overview  Travel manager  Travel request  Approval of request  Travel plan  Planning manager  Travel plan  Approval of plan  Connection to SAP Business Workflow  Functions of Travel Planning scenarios  Synchronization of Travel Planning © SAP AG 1999 (C) SAP AG AC275 1 .

you will be able to:  Set up user roles for Travel Planning  Request trips with the travel manager  Request and book travel services with the travel manager and with the planning manager  Approve travel requests and travel plans © SAP AG 1999 (C) SAP AG AC275 2 .3.2 Entry and Approval of Travel Requests and Plans: Unit Objectives At the conclusion of this unit.

3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .3.

You want to request permission for your trip from your superior and then choose and book the travel services you need yourself. when they have been approved. You request the relevant trips for them.  Mixed central entry: You are responsible for smooth processing of the trips of all of the employees in a team. and. book the necessary travel services.3. you have to take frequent trips. © SAP AG 1999 (C) SAP AG AC275 4 .4 Entry and Approval of Travel Requests and Plans: Business Scenario  Decentral entry: As a part of your job.

3.5 Function Overview Request a trip • Travel manager 1 1 Determine available travel services 2 2 • Travel manager • Planning manager Book selected travel services 3 3 4 4 5 5 © SAP AG 1999 • Travel manager • Planning manager Approve travel requests • Travel manager Approve travel plans • Planning manager • Workflow (for planning manager) (C) SAP AG AC275 5 .

These transactions represent the scope of functions typically required by the user at his workplace.3.consequently also in the entries in their role-specific menus .6C: role) describes an appropriately defined set of transactions. (C) SAP AG AC275 6 .and in their authorizations. An activity group (as of 4. The following activity groups are already set in the standard system:   Traveler  Travel Assistant  Travel Administrator  Approving Manager  Payer of Trip Advances  Travel System Manager  SAP_FI_TV_TRAVELER_AG SAP_FI_TV_TRAVEL_ASSISTANT_AG SAP_FI_TV_ADMINISTRATOR_AG SAP_FI_TV_APPROVING_MANAGER_AG SAP_FI_TV_ADVANCE_PAYER_AG SAP_FI_TV_SYSTEM_MANAGER_AG The roles differ in their tasks .6 Organizational Structures Traveler Travel Assistant Create and change travel requests + plans Approving Manager Check and approve trips Mixed central entry Request + Request + plan plan Decentral entry Create and change travel requests + plans Check and approve trips © SAP AG 1999 The scenarios of SAP R/3 Travel Planning are primarily oriented toward the following organizational structures of trip data entry:  Mixed central entry  Decentral entry  The organizational structures mentioned are supported by the rules that are defined in the standard Travel Management System and that you can adapt (as copy references) to suit your purposes.

it produces a booking code (Passenger Name Record = PNR). which uniquely identifies it and the travel services it contains. which is used to identify the travel plan and all relevant data in the connected reservation system → Personnel number WHO? Travel plan WHERE? → Destination(s) Book TRAVEL SERVICES? → Flight Hotel Car rental © SAP AG 1999 The travel plan represents the framework for all actions in Travel Planning.  Every travel plan is stored with a trip number in the system. general trip data. In the travel plan. such as personnel number.  (C) SAP AG AC275 7 . is also stored. To carry out price and availability queries and book travel services. and trip activity.  In Travel Planning's integration with Travel Expenses. destination and purpose for trip. activity When a travel plan is booked. you have to create a travel plan for the relevant trip.3.7 The Travel Plan WHY? → Purpose. the number of the travel plan is identical to the number of the trip to be settled.

possibly. (C) SAP AG AC275 8 . the traveler's organizational data and. and car rentals (Book/Confirm)  Cancel reserved services and. (+ only in Germany: Request the train schedule of the German Railway) (Query)  Determine the most economical flights for the entire trip (Best-Price query)  Carry out online booking of flights.3. if you need to change arrangements for a planned trip (Cancel/Delete)  Edit the traveler's travel-specific master data in which travel preferences are stored (Planning manager  Environment  HR  Master Data) Via the infocenter you can obtain current information on currencies. hotel rooms and car rentals. rebook. you can perform the following functions:  Check availability of flights. assigned contact persons (Planning manager  Extras  Infocenter). if relevant. per diems.8 Plan and Book a Trip: Process Scenario Travel plan Ticket Yes Book Enter general trip data Yes Enter data on flight/ car rental hotel Flights: best-price query Selection General availability query Yes No OK? No Cancel item Cancel item Confirm cancelation OK? OK? No Cancel/ Change item General trip data Service selection Reservation / Cancelation © SAP AG 2001  With the Travel Planning entry scenarios travel manager and planning manager. hotels.

05.  The travel expense report contains all the trip facts relevant for settlement of travel expenses.  The employee uses the travel request to state the intention to take a business trip and can then forward it to an internal travel center. date and time.  The travel plan can be used to plan a trip in detail and to book travel services. in accordance with the applicable country-specific legislation. They make up the basis for calculating reimbursement amounts. trip country. posting run. travel plans and travel expense reports. This process takes the travel preferences that are stored in the system as infotypes into consideration. There are three kinds of trip objects: travel requests. an overview in table form of all trips. they can be forwarded to Payroll. A travel plan can be created by either an internal travel center or the relevant employee.9 The Travel Manager (1) Infocenter Personal settings Welcome to the Travel Manager Change personnel no.2001 New York Conference Customer visit 2659. etc. hotel car rental Create travel expense report Change travel expense report © SAP AG 2001 SAP Easy Access Menu: Accounting -> Financial accounting -> Travel management -> Travel manager  In the travel manager the employee has a complete overview of all of his/her trips and the corresponding trip objects. for trip 14. including reason for trip. activities Book flight.00 UNI Reimbursement Poss. subseq. status. trip number amount/currency.3. If amounts that are liable for income tax are incurred.  (C) SAP AG AC275 9 . and for posting them to Accounting.  Each of these objects can be created and changed from the travel manager. Creating a travel request Planning a trip Creating a travel expense report List of All Trips <optional links to documents. URLs. First destination Reas.2001 Helsinki 07. 1309) Trip begin.  You can use a link to display the List of all trips.> Open trips of Chris Miller (personnel no.01.

Current setting as personal standard.  (C) SAP AG AC275 10 . number of entries in my values Account assignment objects Country and region Text fields © SAP AG 1999 Via Travel manager -> Extras -> Settings you can specify your own personal settings for screen display and personal possible entries (F4 Help). enter the value 'zero' in these fields.10 The Travel Manager (2): Personal Settings Travel manager Settings for User MILLERC My trip overview Display trips Width of overview area  Display graphics (reduces performance) Max. If you do not wish to use personal possible entries.3. or Remember last setting Suppress overview area  How many entries are to be stored in personal possible entries (F4 Help): For text fields. country and region fields and account assignment objects. you can specify how many of the values you use should be remembered and displayed by the system when you call your personal possible entries.  You can specify the following personal settings for the travel manager:  Which trips are to be shown in the list of all trips: All trips Trips of the last twelve months All trips of the current year  How should the overview area be displayed when the travel manager is started: Standard width.

  (C) SAP AG AC275 11 . Contact persons support the traveler in case of enterprisespecific questions regarding the planning or settlement of trips. Travel Expenses -> Master data -> Define contact person). such as according to company code.11 The Infocenter Travel Manager + Planning Manager Per trip country: information on current meals and accommodations per diems. trip provision variant or name of traveler. assignment Communication Simple conversion of currencies © SAP AG 1999 The infocenter is available to you in both the planning manager and the travel manager. miles/kms rates Information on the traveler Infocenter Contact person Rates Per diems Traveler Person In-house contact person in the expense department/travel center Organ.3. You can differentiate the responsibilities of contact persons according to a number of different criteria. Via Travel manager -> Extras -> Infocenter  You can carry out currency translation  You can obtain the latest information on Organizational data of the traveler Expense per diems for each trip provision variant Contact persons assigned to help you in the expenses department or the travel center  For a contact person to be called. you must already have stored one in Customizing for Travel Management under Travel Planning -> Master data -> Define contact person (or.

it can be used by the travel agency or center as a copy reference for making the necessary bookings. Destination Country Reason Activity [Automatically.3.. if the traveler does not have authorization to book travel services using SAP Travel Planning.)  Possibly. hotel room.. if other than master cost assignment Comments Costs Request transportation / accommod. Trip 000001532 Travel request Request trip Trip beginning Trip end 1.  (C) SAP AG AC275 12 . the estimated total costs for the trip  Since the type and number of transportation and accommodation items required for the trip can be specified in the travel request..12 The Travel Manager (3): Create Travel Request Travel Request: Chris Miller. © SAP AG 1999 The travel request includes entries regarding:  Trip date and time  Trip destination and reason for trip  Additional destinations of the trip (trip itinerary)  Advances required for the trip  A cost center to which the travel expenses are to be allocated that is different from the master cost center  Additional comments about the trip  The number of travel services required (flight.] Additional destinations Trip advance Cost assignment. an overview of request data is gradually built up here as entries are made in the right section of the screen.

USA Destination Boston Chicago Atlanta FlghtToDest Return flgt Hotel Car rental Boston Flight to dest. which you can change if necessary. Depart.00.  To request a travel item. The system sets the default values from general trip data in the date fields. flight Boston.00.13 Travel Manager (4): Request: Choose Travel Items Flight depart./City Country Copy Delete Car rental © SAP AG 1999  Request transportation / accommodations:  Choose the service to be requested by clicking on the relevant pushbutton in the overview screen. simply choose Copy. The relevant area of the editing field under the matrix opens automatically. if other than master cost assignment Comments Costs Request transportation / accommod.3.06. USA Sunday 03. USA Trip advance Cost assignment. The service you choose then also appears in the overview on the left side of the screen. 00:00 h Arrival Boston. (C) SAP AG AC275 13 .05. Germany Sunday 03. 00:00 h Arrival Chicago. Frankfurt. Return flight Hotel Date Check-in Check-out Loc.

In order to use this function.) 2. the relevant travel request must already have been approved. but the status of the expense report remains Request approved/to be settled.  Approval: As a superior you can directly approve travel requests in the travel manager. Create travel request and enter .General trip data .) Trip status: Requ. you must already have set up the SAP Communication Interface.  (C) SAP AG AC275 14 . Approve travel request Trip status: Request approved/ to be settled 2..  Status: The statuses of the travel request and the travel expense report are set separately. Send travel request © SAP AG 2001 Sending: When the travel request has been created and saved.entered/ to be settled Susan 1. the status of the travel expense report is reset from Request approved/to be settled to Request entered/to be settled and the approval status of the travel request is again Open. Save travel request 3. Receipt of travel request in relevant communication module (inbox. you can send it to a superior for approval (Edit -> Send mail/fax).  For the automatic transfer of a requested advance via FI to be possible.. fax.14 Travel Manager (5): Approve Travel Request Example procedure: Traveler Approving manager Karen 1. the approval status of the request is also reset to Open when the changes are saved. If changes made in the request do not have relevance for possible advances.Advances (optional) .Travel items (opt.. If an advance that is requested in an approved travel request is changed and the travel request is saved again. You set the relevant authorizations via the Travel Expenses authorization object P_TRAVL.3.

because the airfare depends on the combination of all flights needed for a trip. to just select several flights without starting an availability query. definitively. the flights. Note: In the travel manager. do not choose the Price function until after you have chosen all necessary flights.  Best-Price flight: This gives you the four most economical flight connections for the relevant route.  Price: Prices can not be included in the flight availability query.3. so that the cancelation is forwarded to the reservation system. including selected flights.  Confirm: This books. enter the data for the first flight in the Reserve flight section and then choose the Flight pushbutton (= Add an additional flight).  Request ticket: This requests that a ticket be issued by the relevant travel agency. The booking code (PNR) is then entered in a processing queue at the travel agency. This function also must be carried out if travel services that have already been booked are canceled. Prerequisite: the communication interface has already been set up. and car rentals that you have prereserved for final booking in an availability query.15 Travel Manager (6): Functions in the Travel Plan Travel manager: Create travel plan via Planning a business trip Send Travel plan: Chris Miller. hotels and car rentals. if the relevant settings for this are stored in Customizing (Travel Planning -> Master Data -> Control parameters Travel Planning -> Define sales offices and Define resubmission for ticket issue (Queue) ). hotels. Therefore. Trip 000001532 Price Best-Price flight Confirm Request ticket Infocenter Authorization for these functions depends in part on Customizing and settings in the authorization object © SAP AG 1999  Send: You can send the complete travel plan. as soon as no more changes in the booking are to be expected. (C) SAP AG AC275 15 .

an overview of plan data is gradually built up here as entries are made in the right section of the screen.  Notes: .Short infos to the travel agency.XX. such as: "Please issue the ticket by XX. additional information.  Preferences: This is for entering personal preferences (such as non-smoker seats): it overrides the entries from the respective infotype.  Cancel: This cancels a travel service.  Functions for choosing travel services:  Query: This starts a standard availability query for the specified data.  Delete: This deletes a request item in status Open..16 Travel Manager (7): Book Travel Services Travel plan: Chris Miller. you also have to confirm the cancelation (Travel plan -> Confirm).“ The travel agency sees these comments in the PNR (see glossary).Comments for the approving manager (reason for trip. so that the cancelation is active in the connected reservation system.] Optional search entries Query Cancel Hotel Delete Preferences Notes Reserve car rental © SAP AG 1999 Availability queries for individual travel services such as flight. in other words.) ..3. the entry fields are ready for new entries. hotel or car rental and the booking of these services are carried out using the travel plan. provided the enterprise-specific trip rules stored in the system allow this to happen.  Hotel / Flight / Car rental: This adds another item to the travel services.XX at the latest.Notes for the traveler (such as a memorandum)  (C) SAP AG AC275 16 . If the travel service has the status Reserved or Reserved and confirmed. Trip 000001532 Travel plan Request trip tra ame as in ip data s l tr [Genera est] vel requ Reserve flight Reserve hotel City Hotel data Name Chain Area No restrictions Check-in Check-out [Automatically. .

00 7:50 10. You can choose the following functions in the overview area of the planning manager. Trainin g Site vis it Display Copy Create via Quickplan Cancel Delete Approve 10.17 The Planning Manager (1) Travel plan Edit Goto Extras Environment System Help Planning manager Pers.17.22. Name Existing travel plans Trip no. Start date Time End 200018 200029 You can do the following with a travel plan: Active employee IDES AG New York Create Change Time Destin. if the travel services contained in it have not yet been queried or already canceled. The quickplan contains data regarding travel services and trip timeframes.00 12:00 12. (C) SAP AG AC275 17 . Reason St Book.no. Display  Copy: You can copy travel plans for the same personnel number or from one personnel number to another.  Cancel: From the overview screen you can cancel an entire travel plan including all (booked) travel services. you can only cancel individual travel services.  Create.14.  Create via Quickplan: Frequently recurring trips can be booked conveniently using these trip templates.18. The functions refer in each case to an entire travel plan. (Status Open)  Approve: You can approve an entire travel plan from the overview screen without having to open it in editing mode. Change.3. Within a travel plan. however.00 17:00 Chicago 12.00 14:00 Boston Authorization for these functions depends on Customizing and settings in the authorization object © SAP AG 2001   You use the planning manager only to edit travel plans.  Delete: From the overview screen you can delete an entire travel plan including all travel services.

“ The travel agency sees these comments in the PNR (see glossary).XX. (C) SAP AG AC275 18 .XX at the latest.Comments for the approving manager (reason for trip. do not choose the Price function until after you have chosen all necessary flights. so that the cancelation is forwarded to the reservation system. Price: Prices can not be included in the flight availability query.Short infos to the travel agency. . Trip reason Destination Activity Price Best-Price flight Book Hotel Car rental Flight Notes SAP Travel Planning Choose the travel services you need by using the pushbuttons Infocenter [Menu] Travel plan -> Request ticket [Menu] Edit -> Booking details Authorization for these functions depends in part on Customizing and settings in the authorization object © SAP AG 2001      Best-Price flight: This gives you the four most economical flight connections for the relevant route. This function also must be carried out if travel services that have already been booked are canceled.Notes for the traveler (such as a memorandum) Request ticket: This requests that a ticket be issued by the relevant travel agency.) . Repeat this procedure as often as necessary until you have entered all required flights and then choose the Best-Price flight pushbutton. Therefore. hotels.18 Planning Manager (2): Functions in the Travel Plan Travel plan Edit Goto Extras System Help Travel manager: Create travel plan via Create travel plan for Chris Miller “Planen einer Dienstreise“ Personnel no.. the flights. enter the necessary data and choose Copy. Note: To create several flights in the planning manager for which a best-price query is to be performed all at once.. because the airfare depends on the combination of all flights needed for a trip. Notes: . such as: "Please issue the ticket by XX. additional information.3. Book: This books. and car rentals that you have chosen in an availability query. as soon as no more changes in the booking are to be expected. definitively. choose the Flight pushbutton.

00 14:00 Boston Approved Rejected © SAP AG 1999 In the initial screen of the planning manager you can select individual travel plans and approve or reject them.  (C) SAP AG AC275 19 .no.  To do so. Start date Time End 200018 200029 Approve Active employee IDES AG New York Time Destin.19 Planning Manager (3): Approve Travel Plan Planning manager Pers.22.18.00 12:00 12.17.  For the Approve travel plan function to be available in the planning manager. your user has to be assigned the relevant authorization via the authorization object (see the unit Authorization Management).00 7:50 10.3. Reason St Trainin g Site vis it 10. Travel plan -> Approve  The next time the person who created the travel plan calls the planning manager. choose the Approve pushbutton or. in the menu. Name Existing travel plans Trip no. he can tell by the approval status in the overview table whether the travel plan has been approved or rejected.14.00 17:00 Chicago 12.

The superior has the following options: Approval: If the superior approves the travel plan. When the travel plan is saved. the superior writes a message that the traveler receives as an e-mail. travel plans can be approved via SAP Business Workflow Approve travel plan. The booking record (PNR) with the reservation information in the travel plan is sent to a processing queue at the connected travel agency. The booking of the travel services in the travel plan is canceled.3. Correction: If corrections are necessary. the superior writes a message as a workflow attachment. the traveler is informed of this in an automatically generated mail. Workflow is started.  In the standard system the workflow template WS1000087 is supplied for you to adapt to suit your requirements. The employee receives a work item with this attachment.  This sends the relevant travel plan as a work item to the SAP Office inbox of the responsible approving manager. it starts the transaction to change the travel plan. Rejection: If the travel plan is rejected. The system automatically determines the responsible superior on the basis of the structure that has been maintained.20 Planning Manager (4): ® Approval via SAP Business Workflow Superior Enter travel plan Travel plan E-Mail Check travel plan Automatic forwarding to travel agency for editing Automatic cancelation of travel plan ved appro E-Mail Travel plan approved Employee d je te rejec E-Mail Travel plan rejected Change travel plan to be ted orrec c Travel plan returned for correction © SAP AG 1999 In addition to individual approval in the planning manager. The process in detail:  The travel planning data is entered in the system by the employee. When the work item is processed.  (C) SAP AG AC275 20 .

Flight information Query Cancel Hotel Delete Preferences Notes © SAP AG 1999 er manag Travel Dialog  In the planning manager.  Availability query  Planning manager only: you can query the availability of the departure and return flights in one step. To Duration 6:50 ing m Plann r anage UA 3512 (LH) 16:55 Boston (BOS) 05:45 Frankfurt (FRA) Reserve flight Date Time . In other words.) pushbutton.Availability Query From To Depart. Flight to dest.. Class FBES Query Copy Notes Flight no.3. Such a flight can still be booked. to .  (C) SAP AG AC275 21 . ..  In the travel manager. In the dialog box that appears. choose the Flight pushbutton.21 Functions (1): Flight . such as the meals offered on a selected flight.airport Depart..  In the list of available flights there can also be the availability result "On waiting list".From from ..  In the Display by (Departure/Arrival) field you can specify whether the search is to be conducted on the basis of the arrival or the departure time. start the availability query using the Query pushbutton in the expandable Reserve flight data area on the right side of the screen (Editing section).... start the availability query by choosing the Query (Avail.flight Ret. Dep. flight on Display by at at Flight Availability Flight connections on ...airport Dest..  Via Flight information you can display more information.. . the important thing is the provider's response. the booking does not take place until the flight status in the travel plan is set to Reserved and confirmed..

as to which flights are to be chosen with which priorities (Customizing) Selection of the available classes for a flight Airline + flight number (+ operating airline) Flight booking only possible to waiting list  © SAP AG 2001 ! Flight information Detailed information on the selected flight connection (C) SAP AG AC275 22 .22 Functions (2): Flight .3.Availability List Flight Availability Flight to dest. Return flight (if requested) F = First B = Business E = Economy S = Special rate Request data for flight to destination Flight class Flight Departure location Arrival location number Priority specifications Flight duration in hours and minutes Specification by enterprise.

Click vacant (green/blue) seat in seat map x 6.  To do so. non-smoker seat Vac. smoker seat Seat occupied Exit left Exit right Wing zone 35A 35A 5. After confirmation. From to Date Time Class Vacant seats Your request AA0071 Frankfurt Dallas 05/14/XX 10:20 N 53 Legend Vac. blue: vacant smoker seat). Seat Seat Reservation Flight no. flight booked.23 Functions (3): Flight .3. Continue © SAP AG 1999 Cancel seat If you have chosen a flight via a standard availability or Best-Price Flight query. Use Continue to return to the overview of travel services. flight booked. you can call the flight item again in the overview of travel services via mouse click and choose a seat. the number of the selected seat is displayed as Your request. flight not yet booked  Requested: Seat chosen.  Status of seat reservation  Chosen: Seat chosen. Call selected flight in overview 2. reservation confirmed by provider  Canceled: Reserved seat was canceled  (C) SAP AG AC275 23 . choose one of the green boxes in the seat map (green: vacant non-smoker seat.Reserve Seat 1. but seat reservation not yet confirmed by provider  Reserved: Seat chosen.

Prices of all travel services booked in the travel plan are listed simultaneously. (C) SAP AG AC275 24 . you are asked if you want to rebook in another booking class. When you have performed all necessary availability queries and chosen the relevant flights (and they at least have prereserved status).24 Functions (4): Determine Airfare Price This determines the airfare. different strategies for consideration of travel profiles can be stored in Customizing (Travel Management -> Travel planning -> Dialog and Planning Control → Travel Planning Control → Define price and availability strategies). The airfare must be established for you to be able to request the ticket later. You see the total price for the trip. because the airfare depends on the combination of all flights needed (such as flight to destination and return flight) for a trip. choose the Price pushbutton.3. Do A price has to exist before a ticket can be issued. do not try to determine the total airfare until after all flights have been chosen. Via the Price function all booked travel services are indicated. For rebookings like this.  not call until all flights are selected. Price not available:  If the system can not determine a price for the flights you have chosen. Therefore. From the price overview you can    Display airfare details Send the list Save the list as a PC file © SAP AG 1999      The prices in the connected reservation system can not be included in the flight availability query.

00 From to Class Recommend.for requesting several flights for one trip. 2 Negotiated airfare. Departure Arrival Negotiated airfare. see slide in Unit Structure of Enterprise-Specific Travel Policy) (C) SAP AG AC275 25 . 3 Standard airfare Recommend. you can use the Best-price flight function. the flight data already chosen is overwritten by the selection of a Bestprice flight. restricted Recommend. 1 Frankfurt International (FRA). 4 Standard airfare © SAP AG 2001      If you are not looking for a particular flight. but just want to see the most economical flights for a trip. because the determination of an airfare depends on various different parameters. such as:  Flight to destination and return flight / stopovers or combined flight segments (round trips)  Selected trip days and the length of stay The Best-price flight function determines the most economical price for the total of all flights in a travel plan. If you perform a flight search via Best-price flight after you have already chosen exact flights via a standard availability query. You can also define certain selection criteria that are to be shown to the user when the Best-price flight function is started.15.3. while taking into consideration the special booking restrictions on individual flights and the enterprise-specific travel policies stored in Customizing. restricted Duration Recommend. You can activate the Best-price flight function and do other settings in Customizing for Travel Management under Travel Planning → Dialog and Planning Control → Travel Planning Control → Define price and availability strategies.00 From to on 10.14. (Customizing: Specify settings for price-controlled availability. Great Britain Frankfurt International (FRA).25 Functions (5): Best-Price Flight Best-Price Flight Flight recommendation Flight recommendations on 10. Germany FlightNo. Great Britain London Heathrow (LHR). The best-price query is not only possible for individual flights.and this is a great advantage . Germany London Heathrow (LHR). but also .

Chain. etc. choose Further hotels. Hotel information: This lets you call further information about the selected hotel (such as fees and surcharges. Name. (C) SAP AG AC275 26 . List of available rooms © SAP AG 1999 Hotel info Further hotels       Location: Enter the name of a city or the corresponding IATA code. Area: These are used as restrictive search criteria (optional). The available hotels are listed according to certain selection priorities that you can set in Customizing.).. you can specify certain preferences additionally (such as "Nonsmoker room").Availability Query Location Hotel data Name Chain Area Query Copy Preferences Check-in Check-out Hotel Availability: Hotel List Hotel List . You can control these display priorities in Customizing for Travel Planning under Trip Rules and Profiles -> Travel Profiles -> Define priorities. To view additional hotels. guarantee conditions for reservations.3. The system can only recognize locations that are defined by means of an IATA location.16.2000 Name Area Room prices from.New York Check-in: 09..20.2000 Check-out: 09. In the Name field you can enter more than one name (or parts of a name).26 Functions (6): Hotel . such as: "Entry in hotel catalog" (GREEN) and "Reason required" (RED). Preferences: Before the query. The system then searches for all hotel names that contain one or more of these terms. that override the hotel preferences specified in infotype 0472. Further hotels: If you have not specified search criteria. general hotel provisions. the system chooses about 30 available hotels randomly (due to its principle of maintaining provider neutrality).

Price Curr. this room complies with the traveler's personal preferences.... standard furnishing . Status Green: Room is available Yellow: Availability to be determined by provider system response within 24 h Plus sign: Click for details on room types © SAP AG 1999  If the preference icon appears with the status of a hotel room.. minimum furnishing Bath and/or shower..09..2000 Check-out: 20.. .3. (C) SAP AG AC275 27 .27 Functions (7): Hotel .09.Aladdin Hotel Check-in: 16.2000 Room Furnishing <Rate type> Suite with standard furnishing Bath and/or shower.. .List of Rooms Hotel Availability: Room List Room list . .

the system searches for branch offices according to the specified value for “airport terminal“. choose the Branch search button. If you do not specify a branch office. via Car rental branch.... center of town. You can only search in locations that are registered with the IATA as IATA locations. The selection of a car rental provider is optional. Then you can delimit the branch office location (to airport. such as: "According to company policy" (GREEN) and "Reason required" (RED). which override any car rental preferences specified in infotype 0473. You can control these display priorities in Customizing for Travel Planning under Trip Rules and Profiles -> Travel Profiles -> Define priorities. have a list of available branch offices displayed. Preferences: Before the query.) and. from which you can choose one. New York).. you are shown a list of the vehicles available there. Branch: To specify an exact branch office. etc.. You have to specify an exact time and the exact branch office at which you want to pick up or return the vehicle. The branch office lists of the available car rental companies are compiled according to certain selection priorities that you can set in Customizing. Car Rental: List of Branch Offices No restrictions Airport Airport terminal City center City-North City . (C) SAP AG AC275 28 .East City-West City-South Car rental list New York Car rental provider Company policy Address List of available vehicles © SAP AG 1999 Query       Pick-up in and Drop-off in: Enter the relevant location (for example.Availability Query Date Pick-up in Drop-off in Car rental provider Pick-up address Drop-off address Query Copy Preferences Time Branch Branch Car rental provider Car rental location Area of branch office Pick-up = Drop-off ? Car rental branch... you can specify certain Preferences (such as "With airconditioning").3. If you choose a branch office.28 Functions (8): Car Rental .

14:00. Two-door. Status Economy. Nice Airport terminal VehCode Vehicle description Price Curr.09. etc. Manual shift. Without air-conditioning Mini. Nice Rate type: WEEKEND Pick-up: 10. Manual shift.List of Vehicles Car Rental Availability: Vehicle List Time of query 05. Limit Fee Curr.2000. Manual shift. With air-conditioning Economy. drop-off rules. Two-door. Without air-conditioning Vehicle fits the specified preferences for car rental Compact. 07:00. Two-door. Four-door. With air-conditioning Rate description Green: Model is available Yellow: Availability to be determined by provider system response within 24 h Infos on distance restrictions.: Currency  Limit: Distance limitations (number + either K for kilometers / M for miles)  Fee: Surcharge for exceeding miles/kilometers limitation (fee per additional mile/km )  Status: This specifies whether the vehicle corresponds with personal car rental preferences The status also indicates whether the vehicle is available immediately or whether the availability must be checked by the provider first.20. Without air-conditioning Economy.3. Manual shift. Manual shift. © SAP AG 1999  Legend of list entries:  VehCode: Industry-specific code (ACRISS code)  Vehicle description: Vehicle attributes (according to ACRISS code)  Price: Price based on the rate type (such as WEEKEND -> Price for weekend)  Curr. 19:51 Vehicle list Avis Rent a Car.2000. special rates. Nice Airport terminal Drop-off: 10. Four-door. (C) SAP AG AC275 29 .22.2000.29 Functions (9): Car Rental .

   (C) SAP AG AC275 30 .) Offline synchronization: The connection with the AMADEUS Reservation System offers synchronization by means of the AMADEUS Interface Record (AIR).3. see the SAP Library (4.30 Synchronization Between SAP and GDS ? Why is synchronization of the data in SAP R/3 Travel Planning and the data in the relevant reservation system so important? • Creation of a new booking (PNR) • Changes made to a booking (PNR). The data is therefore always 100 % available for reporting! © SAP AG 1999  Synchronization is an important prerequisite for consideration of booking records (PNRs . it is updated (Restriction: this is only possible up to 3 days after the last travel sevice in the plan has taken place. For more information on Synchronization.6C) under Accounting → Financial accounting → Travel management → Travel Planning → Synchronization of SAP Travel Planning and the connected reservation system. It guarantees total correspondence between SAP Travel Planning data and the data in the external reservation system. Online synchronization: When a booked travel plan is called again.Passenger Name Record Locators) that are created or changed externally – outside of the SAP System.: at the airport an external travel agency Confirmation of waiting list flight Synchronization guarantees that the data in SAP Travel Planning and the reservation system corresponds at all times. that was created in SAP R/3 Travel Planning Synchronization External System SAP System For ex.

3.31
Synchronization of Booking Data
API Client API Server

SAP

PNR Synchronization

AMADEUS

DIALOG

SAP travel plan

PNR
API client AIR

Ticket issue AIR creation

AIR version

AIR Synchronization

AIR

© SAP AG 1999

Synchronization with AIR:  The AIR (AMADEUS Interface Record) is created on the basis of the ticket: When a ticket has been isued, the reservation system sends the AIR to the sales office that created the travel plan, and consequently, the PNR. Every time a PNR is changed, an updated AIR is created that contains the necessary price and travel information.  Advantages: Synchronization of the PNR via the AIR is guaranteed at all times. There are no time restrictions on the synchronization of a travel plan. There are no authorization problems with bookings that are created externally. The consideration of information on externally created or changed bookings, makes the reporting data in SAP Travel Planning complete and dependable.  Prerequisite: To use AIR synchronization you need the additional Amadeus Software ProPrinter®, which you can obtain at no cost (via Internet or delivered when AMADEUS Gateway Software is installed).

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3.32 AIR Synchronization: Import and Processing
• External creation of a booking (PNR) • External modification of a booking (PNR) AIR is created

ProPrinter® directory:

Reservation System SAP System

automatic storage of AIRs Import of AIRs via batch job TP10 and automatic processing of identifiable AIRs

SAP System

Updated
travel plans in SAP Travel Planning

TP12
© SAP AG 1999

Manual processing of unidentified AIRs

Two parameters are needed to identify an AIR in the SAP System: the trip number and/or the personnel number. This data is available for identification of an AIR, if, for example, it was specified in a comment line in the PNR or in a customer profile stored with Amadeus, or the system can identify an exact personnel number by means of the passager name in the PNR.  When AIRs are imported from the ProPrinter® directory to the SAP System, the system checks automatically whether the trip number and/or the personnel number is known (transaction TP10).  AIRs that can not be uniquely identified must processed manually (transaction TP12).  Note: The ProPrinter® must be installed on the same server as the RFC server.

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3.33
Conversion in GDS Booking Key (PNR)
Name Booking date PNR code

Flight booking

Hotel booking

--------TST-------RP/FRAS02001/FRAS02001 AA/GS 3JAN01/1200Z YT7R9W FRAS02001/0001AA/3JAN01 1. MILLER/CHRIS MRS 2 LH 002 C 15JAN 1 FRAHAM HK1 610A 1 640A 745A *1A/E* 3 HHL QR HK1 HAM IN15JAN OUT17JAN 1B1QCOR DEM189.00 DLY 003 AVALON HOTEL NORDERSTEDT-NORDERSTEDT/BS-12345675 /CF-............/G-CCVI4971111111111110EXP0909 SEE RTSVCH 4 LH 135 C 17JAN 3 HAMFRA HK1 550A 4 615A 730A *1A/E* 5 AP 06227741533 -B 6 TK OK 7 RC FRAS02001/CONFIDENTIAL REMARK 8 RC FRAS02001/CONFIDENTIAL REMARK CONTINUED 9 RMS INFOS OF TRAVELER FOR TRAVEL AGENT 10 RM */SAP / TN=0002001825 11 RM */SAP / PID=00130373 12 RM */SAP / SID=002/Q00 13 FK FRAS02001 14 AM Hauptstrasse 12 ,69190 ,WALLDORF ,DE *TRN*

Credit card Business telephone Enterprise-Specific PNR elements Notes Trip number Personnel number System ID For synchronization (automatically generated)

From travel plan From infotypes From Customizing © SAP AG 2001

Address

[Example]

When a travel plan is booked, a booking code (PNR = Passenger Name Record) is created. Among other things, the following data from SAP Travel Planning enters into the PNR: Entry in SAP Travel Planning PNR Personnel number and master data → Name of traveler, address, telephone no., personal credit card number Travel plan Booked travel services → Booked travel services Function Notes → RMS Element with Notes text Customizing Enterprise-Specific PNR Elements → possibly additional comments such as RM, RC, OSI General Trip number, Personnel number, → as RM Elements (Remarks) SAP System ID Sales office (Office ID) → as FK Element, automatic (for synchronization with external bookings/booking modifications)

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3.34 Entry and Approval of Travel Requests and Plans: Unit Summary

You are now able to:  Request trips with the travel manager  Request and book travel services with the travel manager and with the planning manager  Approve travel requests and travel plans  Set up synchronization of booking data

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hotels and car rental: Dates will be supplied by the instructor.3. AC275 (C) SAP AG 35 . You choose the relevant travel services and book them online yourself. Hotel. Car Rental You have received an e-mail from your superior that your trip to Boston has been approved. You now want to book the necessary travel services via the planning manager. 3-1-1 Create a travel plan (personnel number 980##).35Exercises Unit: Entry and Approval of Travel Requests and Plans Topic: Plan and Book a Trip At the conclusion of these exercises.Frankfurt  You want direct flights for the flight to destination and the return flight with Lufthansa in Business Class. use the plus sign in the room list to display details about the room you choose.Boston Boston . 3-1 PLANNING MANAGER: Standard Query for Flight. you will be able to: • Determine the availability of the required travel services and book offers As an employee in an enterprise. Hertz or Alamo. 3-1-2 Perform availability queries for flights. Flight: Return: to destination: Frankfurt . Car Rental: Boston  You want a car that is offered by Avis. you take business trips. Hotel: Boston  You want a hotel in the Sheraton hotel chain. After choosing a provider.

Dates will be supplied by the instructor. 3-3-1 Create a travel plan and this time book a round trip flight for the route Frankfurt . Book the new trip. Seat Reservation This time you want to book a round trip flight Frankfurt . You now want to book a flight on the basis of this QuickPlan for your standard trip from Frankfurt to Nice.3-1-3 Book the whole trip definitively. 3-2-4 Reserve seats on the flight to destination and the return flight. Save the travel plan. you want to copy a previous trip. the day of the week on which the trip is to be taken. 3-3-4 Call the planning manager again. Then save the travel plan. You also want to book your exact seat. Close the planning manager. Save the travel plan. since the availability of certain flights and rates can depend on. by confirming your choices via the relevant pushbutton. 3-2-3 Now determine the most economical offers (Best-price flight) for the entire trip and choose the most economical offer. (Personnel number 980##) Dates will be supplied by the instructor! There should not be a weekend between the departure trip and the return trip. 3-2-5 Book your trip. among other things. 3-2-1 Create a new travel plan (personnel number 980##). ## = Group number 3-3 PLANNING MANAGER: Copy Trip. Be sure that the days of the week are the same.Nice. (C) SAP AG AC275 36 . Your enterprise requires you to choose the most economical offer. Use QuickPlan: 3-3-3 Call the travel plan you created in exercise 3-3-1 to make changes and save it as a QuickPlan. Use QuickPlan Copy trip: You take frequent trips from Frankfurt to Nice. ## = Group number 3-2 PLANNING MANAGER: The Most Economical Flight (Best-Price Flight).New York. 3-3-2 Now Copy this travel plan (Frankfurt-Nice-Frankfurt) and enter the new trip beginning date (1 week later). To accelerate the booking process. 3-2-2 Enter the flight to destination and the return flight and copy them to the travel plan. that you take every week.

choose the QuickPlan that you created as a copy reference. 3-4 Integration with Travel Expenses This exercise is intended as a demonstration of how the data is forwarded to Travel Expenses. since the availability of certain flights and rates can depend on. (C) SAP AG AC275 37 . 3-4-2 In the travel plan. Depending on whether the same travel services are available. Check the general trip data and take a look at the default data for receipts/documents. among other things. the query either starts automatically or must be performed manually. Be sure that the days of the week are the same.3-3-5 Now create a new travel plan via QuickPlan. The beginning date should be 2 weeks after the trip in exercise 3-3-1 . choose Goto  Travel Expenses. The basic data of the travel services is transferred in any case. 3-4-3 Close Travel Expenses again by choosing Back. the day of the week on which the trip is to be taken. 3-4-1 Select one of the booked travel plans and choose Change. To do so.

3-1 PLANNING MANAGER: Plan a trip 3-1-1 In the Menu. you can switch to your role-specific menu via Menu → User menu.36Solutions Unit: Entry and Approval of Travel Requests and Plans Topic: Plan and Book a Trip If you are still assigned an SAP Menu. Enter the following data: From: Frankfurt To: Nice Flight to destination on: Predefined date ( F4) Return flight on: Predefined date ( F4) • Choose Query. choose → Travel planning → Planning manager → Plan trip → Create.3. Select a flight to destination and a return flight and click on Choose. 3-1-2 Flight • • Choose the Flight pushbutton. Hotel: (C) SAP AG AC275 38 .

Check the location. Select a hotel and press Enter. Select a room and press Enter. Choose Query. Select a provider and press Enter. 3-1-3 Choose the Book pushbutton. Save your travel plan. The overview screen appears again. (C) SAP AG AC275 39 . Car Rental: • • • • • Choose the Car rental pushbutton. The default data corresponds with the data for the selected flight. and time. Choose Query. Select a vehicle and press Enter.• • • • For Name or Chain enter Sheraton. date. The booking code is now displayed in the travel plan line.

3-3-3 Again call the travel plan created in exercise 3-3-1 to make changes and choose Save as QuickPlan. 3-2-5 Choose the Book pushbutton. To perform a manual query click on the link next to the flight data in the overview area. Click on a vacant seat and confirm your choice twice with Enter. Choose the Book pushbutton. select a flight and press Enter. Use QuickPlan 3-3-1 Create a travel plan and book a roundtrip flight Frankfurt-Nice according to the last exercise. Save your travel plan. The detail screen appears. Enter the new trip beginning date and press Enter. Seat Reservation 3-2-1 In the Travel Management Menu. 3-3-4 Choose Back to close the planning manager and then restart it. The basic data of the travel services is transferred in any case. 3-3 PLANNING MANAGER: Copy Trip. the query either starts automatically or must be performed manually. Choose Copy. Depending on whether the same travel services are available. In the Flight segment box use the arrow key to move the selection to the return flight. choose Planning manager → Create travel plan. Again choose Seat and select where you want to be seated. 3-3-2 Go back to the overview of travel plans in the planning manager.   Select the travel plan booked in 3-3-1.    • In the Flight segment box the flight is highlighted in blue. 3-2-3 Choose the Best-Price flight pushbutton. 3-2-2 Choose Flight.   Position your cursor on the QuickPlan that you created in 3-3-3 and click on Choose. AC275 40  (C) SAP AG . Save the travel plan. Specify a name and a description and press Enter. 3-3-5 Choose Create travel plan via QuickPlan. choose Copy.3-2 PLANNING MANAGER: The Most Economical Flight (Best-Price Flight). 3-2-4 In the overview of travel services. click on the flight. enter the new trip beginning date and press Enter. To: New York Flight to destination on: Predefined date ( F4) Return flight on: Predefined date ( F4)  Choose Copy. Now choose Seat.

To perform a manual query click on the link next to the flight data in the overview area. Depending on whether the same travel services are available.  (C) SAP AG AC275 41 . the query either starts automatically or must be performed manually. The basic data of the travel services is transferred in any case. Choose the Book pushbutton. Save the travel plan.

Travel Expenses Contents:  Integration of Travel Planning with Travel Expenses © SAP AG 2001 (C) SAP AG AC275 1 .4 Integration of Travel Planning .

2 Integration: Unit Objectives At the conclusion of this unit. you will be able to:  Explain how Travel Planning Travel Planning is integrated with Travel Expenses © SAP AG 2001 (C) SAP AG AC275 2 .4.

4.3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .

The data in Travel Planning is to be automatically integrated in Travel Expenses. © SAP AG 2001 (C) SAP AG AC275 4 .4 Integration: Business Scenario  A company uses both components of Travel Management: Travel Planning and Travel Expenses.4.

5 Integration in Data Entry Create travel request Direction of Data Transfer Direction of Data Transfer If Travel Plan Is Omitted Travel Request Create travel plan Travel Plan Create travel expense report © SAP AG 2001 Travel Expense Report With integration within Travel Management. be changed manually (if. comments and so on) Expense receipts are created from the travel services provided. hotel.4. additional charges for miles/kilometers need to be added for a car rental) Trip activity types are automatically generated (depending on Customizing settings) The IMG activities on which this is based are explained in the following slides. flight. reason for trip. time. (C) SAP AG AC275 5 . These amounts can. the following data is automatically generated from a booked travel plan when the relevant travel expense report is created: General trip data (location. (train) The amounts for the expense receipts are generated on the basis of the prices valid at the time of booking. if necessary. car rental. for example.

serv.code to trav. These are explained in more detail on the following slide.4. (C) SAP AG AC275 6 .6 Integration in Travel Management Customizing Integration of Travel Planning Travel Expenses Activate request/plan/expense report in travel manager. Define travel planning for trip provision variants 1 2 Define assignment of exp.prov.category 3 Assign trip activity types 4 Numbering compare next slide © SAP AG 2001  Set the parameters for the integration of Travel Planning and Travel Expenses in Travel Management Customizing using the IMG views listed above.

the following data is transferred:  General trip data (time.What is generated from what? Travel Plan Travel service Travel Exp.  If specified in the travel plan. active? Travel plan active? Exp. report active? (Travel manager) Assignments .  (C) SAP AG AC275 7 .7 What Expense Report Data is Generated from What Plan Data? For each trip provision variant For each trip provision variant What is active? 1 Travel req.g. whereby the expense receipts are generated automatically. and so on)  Stopovers  Cost distribution  Expense receipts (generated from the travel services booked in the travel plan)  The integration of Travel Planning and Travel Expenses covers all the entry transactions in these two components. In the standard delivery the integration is activated for all trip provision variants. which is then available for processing later. C (rental car) generates 2 Data transfer from plan to expenses active? Trip activity type £ Trip activity type 4  © SAP AG 2001 Due to the integration of Travel Planning and Travel Expenses trip data can be transferred from the travel plan of a trip to the travel expense report of this trip. When you create a travel plan the system automatically creates a travel expense report in the background. reason.Report    £ Expenses receipt MTWG (rental car receipt) 3 e. destination.4.

4.8 Integration: Unit Summary You are now able to:  Carry out the settings in Customizing for integration of Travel Planning and Travel Expenses © SAP AG 2001 (C) SAP AG AC275 8 .

5 RFC Destination and Travel Planning Master Data Contents:  Implementation Guide (IMG)  RFC Destination  Travel Planning Control Parameters  Geographical Situation  Travel Service Providers  Contact Persons © SAP AG 1999 (C) SAP AG AC275 1 .

you will be able to:  Explain the basic structure of Customizing for Travel Planning and the fundamental Customizing objects that it is based on  Set up a connection with the current external reservation system in Customizing  Explain the master data that is the basis for the rules system of Travel Planning © SAP AG 1999 (C) SAP AG AC275 2 .5.2 RFC Destination and Travel Planning Master Data: Unit Objectives At the conclusion of this unit.

3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .5.

 In Customizing. © SAP AG 1999 (C) SAP AG AC275 4 . you must go through Customizing steps to make the external reservation system available to the R/3 System.4 RFC Destination and Travel Planning Master Data: Business Scenario  Before you can use SAP Travel Planning. you also have to adapt the master data for Travel Planning to suit your enterprise.5.

.5. In addition. activate the application component Travel Management in your Project IMG. Customizing is the procedure with which you Implement the SAP Module in your enterprise quickly. HR PS MM FI Partial Project View TRV Project 001      The implementation of new application components is supported by the SAP Reference IMG or the Project IMG.5 Implementation Guide (IMG) SAP Reference IMG Project IMG FI CO PP PS © SAP AG 1999 SD MM HR . To implement Travel Management.. safely and economically Adapt the enterprise-independent functionalities in the standard sysem to the specific business requirements of your enterprise Document and manage the phases of implementation and adaptation with a simple tool for project control The Customizing activities can be performed directly from the IMG. functions are available to you for project management and documentation. There also is documentation on each activity available to you in the IMG. (C) SAP AG AC275 5 . You use the IMG to process individual Customizing activities. The necessary environment is then automatically generated.

(C) SAP AG AC275 6 . The Travel Service Providers section comprises a catalog of flight. By setting up the Travel Planning Control Parameters.6 Overview Master Data Travel Planning Control Parameters Geographical Situation Travel Service Providers Define Contact Persons © SAP AG 2001      In this part of the IMG you specify the values that are permissible for Travel Planning in your enterprise. you establish the connection with the global reservation system. The Geographical Situation allows you to adapt your enterprise-specific rules to restrict or extend specific locations. hotel and car rental providers that are registered with the global reservation system and that offer booking through this reservation system.5. Contact persons are meant to provide travelers with the support and information they need when processing travel plans.

It represents a logical connection with the SAP-Gateway. It is the "bridge" between the various R/3 Systems in your company and external programs with which the R/3 Systems want to communicate. Thus. the SAP Gateway and the Amadeus Gateway are both installed on the same computer.5. which then is able to address the API Server of the reservation system. Usually. the system that controls the actual communication with the API Server of the Amadeus System and coordinates dataflow. To actually access the availability data for flights.  The values for the RFC Destination are only set up once in Customizing.  Different RFC calls are channeled by the SAP Gateway.  (C) SAP AG AC275 7 . however. hotels or car rentals.7 RFC Destination Customer SAP Gateway RFC Server RFC Calls API Server Reservation System RFC Client Amadeus Gateway API Client PNR Ticket issue SAP R/3 Travel Planning © SAP AG 2001 The definition of an RFC Destination (Remote Function Call) is the technical requirement for a connection with the API Server (Application Programm Interface) of the connected reservation system (currently AMADEUS). it thus makes up the basis for the usage of booking functions within SAP R/3 Travel Planning. This is done by the Amadeus Gateway. since this is when the technical requirements are established so that SAP Travel Planning can be supplied with data from the external reservation system. the exchange of data between the actual reservation system and the R/3 application is ensured. it is also necessary for the RFC calls to be "translated" into Windows NT-referrable RPC calls (Remote Procedure Calls). The creation of RFC destinations should be carried out in a Travel Planning implementation project in cooperation with the IT Basis.

User ID ig n m en t As s Virtual office ID Productive office ID Travel center Enterprise User group RFC Destination SAP Travel Planning © SAP AG 1999 (Global Distribution System) = connected reservation system *GDS In the Travel Planning Control Parameters you store the departments that actually communicate with each other at the business process level. or travel managers). The necessary parameter ‘TRP_User‘ is always delivered with the value “blank“ to minimize maintenance effort.  Definition of API access parameters: they uniquely identify the enterprise that is using R/3 Travel Planning to the GDS. assistants. These user groups are maintained using the transaction SU01 (IMG: Tools → Administration → User maintenance → User).5.  (C) SAP AG AC275 8 . for example). the organizational ID and the user ID are requested in the GDS.Organizational ID . This information is assigned in Customizing to the above defined sales offices.8 Travel Planning Control Parameters De fin iti on GDS* Virtual office ID .  In the IMG step Define API access parameters of user groups you assign all three elements to each other.Company ID .  Definition of user groups: they serve to restrict or extend the access rights of persons involved in the planning process in SAP Travel Planning (such as employees. The following Cusomizing elements are needed:  Definition of the sales office (= Office ID): this identifies the place where a service is created (the travel center. For this purpose the company ID. To channel the bookings that are created from the SAP System efficiently in the GDS. etc. a so-called virtual office ID is requested and linked with the productive office ID that already exists at the travel center. In this way the GDS can recognize which travel centers are responsible for bookings.

the IATA location. to an all-inclusive view of travel policy (where one policy is applicable for the whole world). For more information see the IMG path Travel Management → Travel Planning → Master Data → Geographical Situation.5. (C) SAP AG AC275 9 . IATA locations serve as the basis for flight. hotel and car rental reservations and represent the smallest geographical unit in SAP Travel Planning. This layered concept has the advantage of grouping options.9 Geographical Situation FRA FRA (IATA location) RHM RHM (Rhein-Main Region) (Rhein-Main Region) (Country-subdividing region) DE DE (Country) EU EU (Cross-country region) (Hierarchy of regions) EU © SAP AG 1999 Rest of the world      The system of geographical situations is meant to give you an opportunity to adapt your enterprisespecific travel policies with regard to special geographical requirements. A superordinate hierarchy of regions helps you group together or exclude extensive country groups (for example. SAP delivers the IATA locations mentioned in the standard system. one policy applicable for Europe and another for the rest of the world). ranging from the smallest element.

 The airlines available in the currently connected reservation system.10 Travel Service Provider (1): Flight Definition of Airlines Lufthansa (LH) Air France (AF) United Airlines (UA) Definition of Customer Programs Miles & More (M&M) Frequence Plus (FP) Mileage Plus (MP) © SAP AG 1999 To carry out a flight booking.  (C) SAP AG AC275 10 . the reservation system needs a code with a fixed definition that specifies the airline.5. They can be considered in the system during booking if they are stored for the relevant employee in the infotype Customer Programs (0475) with the corresponding customer number. This is a two-place code that corresponds with the industrial standard.  Customer programs are programs offered by airlines for frequent fliers. AMADEUS. a check is performed. are correctly maintained in the standard system and can be updated at any time.  If the customer number is stored in the reservation system.

(C) SAP AG AC275 11 . The hotel chains available in the currently connected reservation system. The hotel providers that exist in the reservation system offer different rates for different target groups. Customer programs are programs offered by hotel chains.11 Travel Service Provider (2): Hotel Definition of Hotel Chains Hilton Hotel (HH) Definition of Hotel Rates Company rate (COR) Standard rate (RAC) Weekend rate (WKD) Definition of Customer Programs HHonors (HH) Definition of Room Classes Tourist class (T) Standard (S) Better standard (G) Luxury (L) © SAP AG 1999      To carry out a hotel booking. The room classes are based on the room types that are specified in the industry standards and that you can assign to your room classes under Travel Planning → Master Data → Hotels → Define assignment of room classes to room types. If a customer wants to store his own special company rate. AMADEUS. this rate has to be maintained specifically in Customizing and entered in the reservation system by the hotel so that the relevant customer can use the rate. the reservation system needs a code with a fixed definition that specifies the hotel chain. In Customizing. a check is performed. are correctly maintained in the standard system and can be updated at any time. If the customer number is stored in the reservation system.5. Room classes are enterprise-specific values that are used within the structure of an enterprise's policies. This is a two-place code that corresponds with the industrial standard. under Travel Planning → Master Data → Hotels → Define hotel rates. They can be considered in the system during booking if they are stored for the relevant employee in the infotype Customer Programs (0475) with the corresponding customer number. you can find a list of rates that is widely valid.

even if they are available at the time of the query.  In the Customizing step Set possible entries for enterprise-specific rate of hotel catalog in the Rates and Discounts section.12 Travel Service Provider (3): Enterprise-Specific Hotel Catalog A Trip to Munich Preferred Hotel XX Hotel catalog Neutral view Reservation system © SAP AG 1999 In the enterprise-specific hotel catalog you can store data on certain accommodations businesses that are to be given special consideration during availability queries or booking. if your enterprise has negotiated specific rates with the relevant service provider. for example. when a hotel availability query is performed.5. It is therefore possible that none of the hotels are displayed that were assigned highest priority via the travel profile. you can store the special rates (see Unit 5). Such entries are useful.  As a result of the provider neutrality of the reservation system AMADEUS. you can prevent this kind of problem. By compiling a hotel catalog.  (C) SAP AG AC275 12 . a limited number of randomly chosen available hotel providers is transferred to the R/3 Travel Planning System.

the reservation system needs a code with a fixed definition that specifies the car rental provider.  Customer programs are programs offered by car rental providers.  The car rental providers available in the currently connected reservation system.  The customer can define the car rental classes himself. This is a two-place code that corresponds with the industrial standard. AMADEUS.5. If the customer number is stored in the reservation system. are correctly maintained in the standard system and can be updated at any time. a check is performed. They can be considered in the system during booking if they are stored for the relevant employee in the infotype Customer Programs (0475) with the corresponding customer number. You can adapt these values and assign them in the next step to the vehicle specification set in the industry standards on the basis of four criteria (Travel Planning → Master Data → Travel service provider → Car Rental Sector → Define assignment of car rental class to vehicle specification).  (C) SAP AG AC275 13 .13 Travel Service Provider (4): Car Rental Definition of Car Rental Companies Europcar (EP) Definition of Car Rental Classes Small car Middle class car Definition of Customer Programs Privilege Preferred (PP) Vehicle Specifications Vehicle class Vehicle type Transmission type Air-conditioning © SAP AG 1999 To carry out a car rental booking. SAP delivers default values in the standard system.

 In the above example.  If the customer number for M&M has been maintained in infotype Customer Program (0475) and the agreement has been stored in Customizing. certain customer programs in connection with other travel service providers with which it has contract agreements. but also. this customer number will be taken into consideration when a hotel booking is made.14 Travel Service Provider Agreements Customer Programs Steigenberger (SR) Lufthansa (LH) Miles & More (M&M) Agreement © SAP AG 1999 A travel service provider may offer not only its own customer program.5.  (C) SAP AG AC275 14 . there is an additional agreement with the hotel chain Steigenberger (SR) regarding the Lufthansa (LH) customer program Miles&More. in some cases.

If you do not assign an explicit user to a responsibility. you have to define a user for this personnel number in the infotype Communication (0105). or a user.  Caution: In the Contact person register of the infocenter.. a personnel number.. the responsibilities must be specified..  Then you assign each responsibility a personnel number.  (C) SAP AG AC275 15 ... Priority 01 Code travel_pladm travel_pladm travel_pladm . for example. instead. the data stored in the user master record (transaction SU01 User maintenance) is displayed. For more information. Full responsibility.5. see the IMG activity Define contact persons. for example. 01 travel_pladm travel_pladm travel_pladm © SAP AG 1999 Contact persons for planning of travel expenses are created in two steps:  First.15 Contact Persons Responsibilities for Standard Role travel_pladm Travel Planning Administrator Description Name Travel Planning Administrator A-L Becker Hauser Schmidt Travel Planning Administrator M-Z Antoni Linn Parker Status Full responsibility. Travel Planning Administrator A-L.. but.

16 RFC Destination and Travel Planning Master Data: Unit Summary You are now able to:  Explain the basic structure of Customizing for Travel Planning and the fundamental Customizing objects that it is based on  Set up a connection with the current external reservation system in Customizing  Explain the master data that is the basis for the rules system of Travel Planning © SAP AG 1999 (C) SAP AG AC275 16 .5.

6 Structure of Enterprise-Specific Travel Policy Contents:  Concepts for Reproduction of Enterprise-Specific Travel Policies  Defining Trip and Class Rules  Creating Travel Profiles © SAP AG 1999 (C) SAP AG AC275 1 .

you will be able to:  Reproduce the travel regulations used in an enterprise in the system © SAP AG 1999 (C) SAP AG AC275 2 .2 Structure of Enterprise-Specific Travel Policy: Unit Objectives At the conclusion of this unit.6.

3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .6.

only certain flight. for example.  For trips to certain regions. room.  The classes that may be booked depend also on the duration of the flight or stay.6.4 Structure of Enterprise-Specific Travel Policy: Business Scenario The enterprise has.  The regulations are to be stored time-dependently. established travel regulations for the following areas:  There are different regulations for different groups of persons. and car rental classes may be booked. © SAP AG 1999 (C) SAP AG AC275 4 .

6.5 Overview Trip Rules and Profiles Trip and Class Rules Trip and Class Rules for Flight Trip and Class Rules for Hotel Trip and Class Rules for Car Rental Travel Profiles © SAP AG 1999 (C) SAP AG AC275 5 .

6 Travel Policy § Travel Profiles = Enterprise-specific rules for the use of travel services  Travel policies (trip rules) are stored in the R/3 Travel Planni g n System in travel profiles. hotel and car rental classes)  Trip duration  Priorities  Defaults in travel profiles can override personal preferences (such as room category) © SAP AG 2001 (C) SAP AG AC275 6 . countries)  Classes (flight. Travel profiles are flexible instruments for dealing with policies depending on user groups. regions.6. These include. among other things:  Trip segments and destinations (cities.

(C) SAP AG AC275 7 . or from where to where? • With which provider? „Define trip rule“: • Short name? • Name? Rule A DE ↔ IT DE ↔ GB Rule B Provider A Provider F Provider R Provider Q Provider S Provider L Rule C DE ↔ SE © SAP AG 1999  Trip Rule = An enterprise-specific regulation that specifies the usage of a travel service category (flight. car rental) and the possible providers depending on the trip destination The trip rule valuates and prioritizes the results returned to SAP Travel Planning by an availability query in an external reservation system. Instead. you should not use trip rules.7 Trip Rules: WHERE May WHICH Provider Be Booked? „Set allowed entries for trip rule“: • Where. use the enterprise-specific hotel catalog. you specify the short name and the name of the rules. It is not used as a filter during the availability check. because the trip rule for hotel could be "by-passed" (see also the slide "Hotel: Hotel/Room Selection Control"). In the activities Set allowed entries for rip rule <flight.  In Customizing for SAP Travel Planning you specify the trip rules for flight.  The trip rules are grouped later . car rental>.together with class rules and priorities . hotel.   Note: To control compliance with travel regulations for hotels.6.in profiles that you assign to specific travelers via their personnel numbers. hotel and car rental separately. hotel car rental> you specify which provider may be booked in which region or for which route. hotel.  In the respective Customizing activities Define trip rule for <flight.

see F1 Help for the field.  Example: The travelers in group Z are supposed to choose the flight class B (Business) for all flights that last longer than four hours. They are created by assigning one or more room types or vehicle classes that are differentiated according to industry standards in an external reservation system. before you edit class rules. (C) SAP AG AC275 8 .]  Room classes and Car rental classes are enterprise-specific classifications. For this. in h: 04:00 Flight cabin rule: Business/First [for more information on flight cabin rules. First Class flights are allowed.6. You define the enterprise-specific room and car rental classes. in the IMG under Travel Planning  Master Data  Travel Service Provider (see Unit 3). flight dur. the following settings are necessary: Class rule: B (Business) [must already have been created in the activity Define class rule for flight] Min.8 Class Rules: Which CLASS for which DURATION? „Set allowed entries for class rule“: • How long is flight time / hotel stay / car usage ? • Which class is allowed when? Flight duration < 4 h Flight duration > 4 h Business Class First Class "Define class rules": • Short name? • Name? Class rule for flight Class rule for hotel Hotel stay < 4 Tage Hotel stay > 4 days Standard Better Standard Class rule for car rental Usage < 4 days Usage > 4 days Small car Middle class car © SAP AG 1999  Class rule = An enterprise-specific rule that controls the selection of travel services per employee A class rule defines service classes (such as room classes or flight cabin classes) per travel service category that can be booked by a traveler depending on duration. If no Business Class flights are available.

.   (C) SAP AG AC275 9 . The following system responses are possible:  Success message  Information message  Error message  Reason (text) -> Text editor for entry of explanation  Reason (code)  You specify system messages depending on different user groups.  After that. List of Available Flights Top priority For ex..: Top priority: Highest priority Selected priority: Reason required Reason required Subsequent activity: Reason (text) Dialog box with text editor appears © SAP AG 1999 In the IMG activity Define priorities you specify which priorities there should be in the system.6.9 Priorities and Their Consideration in Dialog Customizing (Define priorities) Availability Query in the Application Travel Manager / Planning Manager Customizing (Define message treatment of priorities) • Highest priority • Middle priority • Reason required • Forbidden • . These defined priorities then make up the modules with which travel profiles are constructed (IMG activity Define assignment of travel profiles to trip and class rules). you have the possibility to specify how the system should react in Travel Planning dialog if the specified priority is complied with or not. in the IMG activity Define message treatment of priorities.

You do these settings in IMG chapter Integration of Travel Planning and Travel Expenses under Define assignment of trip schema to travel plan type.6.  The activity types for Travel Planning do not necessarily have to correspond with the activity types for Travel Expenses. in other words.10 Trip Activity Types Meeting Customer visit Seminar Trip Activity Types .  (C) SAP AG AC275 10 . Training etc..  In Customizing for Travel Management you can assign the Travel Planning trip activity types to those in Travel Expenses. the assignment is necessary so that the correct receipts and per diems are known in the automatically generated travel expense report. © SAP AG 1999 Trip activity types are additional criteria for detailed representation of travel policies in Customizing for SAP Travel Planning.. This supports integration with Travel Expenses.

6.11 Travel Profile (1) Trip rule Class Priority rule Trip activity type Travel Profile Time limitable © SAP AG 1999 (C) SAP AG AC275 11 .

priorities and trip activity types that have been defined beforehand. Other trip activity types ap y pl ly Provider A allowed for region Europe (trip rule) Class B is allowed from 05:00 h (class rule) © SAP AG 1999 Non-compliance triggers message 123 (as an error message..Example Travel Profile DE_ALL For trip activity type Training apply pl y pl y For trip activity type Customer visit apply p ap ap ap .12 Travel Profile (2): A Complete Set of Rules and Priorities .6. It is assigned to individual employees (via infotype 0470) or via feature TRVCP. for example) Definition of travel profiles  The travel profile contains a grouping of trip and class rules. This has the advantage that you can easily store changes in travel regulations within a profile without causing overwriting of the profile.  All regulations stored in the travel profile are automatically considered in availability queries and trip bookings for the relevant traveler. Thus.  Time Limitation You can impose time limits on groupings within a travel profile. the automatic change from rule A to rule B is effected and the changes are documented historically in the system.  (C) SAP AG AC275 + lim T im ita e tio n 12 Compliance with rules has Priority 1 ..

For more information.. if you want to use the hotel catalog.13 Travel Profile (3): Assignment of the Hotel Catalog Definition of the Hotel Catalog Assignment of Catalog Hotels to Travel Profile Hotel A Hotel B Hotel C Hotel D Hotel E Hotel F Hotel G Hotel H .  Switching the hotel catalog on or off You activate the hotel catalog for each individual user group (IMG activity Define price and availability strategies). If no rooms are available in the catalog hotels.  Activity type: For which trip activities should this catalog hotel be displayed in an availability query?  Location: For which destinations should this catalog hotel be displayed in an availability query?  Class rule: Which room class should be booked in this hotel for a specific profile?  Setting up a hotel catalog You compile the hotel catalog in IMG activity Define enterprise-specific hotel catalog (under Travel Planning -> Master Data -> Travel service provider -> Hotels). the user can switch to a Standard query in the connected reservation system (see Unit 3).. The hotels you create there are displayed first in availability queries. If activity X at location Y If activity X at location Y If activity L at location M Travel Profile DE_ALL © SAP AG 2001 IMG activity Define assignment of travel profiles to hotel catalog items: The assignment of catalog hotels to travel profiles is mandatory. see the F1 Help in the same IMG activity. Further differentiations as to how the list of catalog hotels should be displayed are possible... ⇒ (C) SAP AG AC275 13 . Hotel A Hotel B Hotel C Hotel D Hotel E .6.

you can prevent this kind of problem. because available hotels returned are chosen at random ( Provider neutrality of external reservation system) ⇒ Risk that trip rules can be by-passed . By compiling a hotel catalog. If so. a limited number of randomly chosen available hotel providers is transferred to the R/3 Travel Planning System. in availability queries for specific locations. Thus it is possible that none of the hotels with highest priority via trip rules in the travel profile are displayed. As soon as you store entries in the IMG step Define allowed entries for enterprise-specific hotel rates.  (C) SAP AG AC275 14 . © SAP AG 2001 To reproduce the in-house travel regulations regarding hotels in SAP Travel Planning. even if they are available at the time of the query. by-passing is not possible + Assignment of a hotel to an IATA location other than one defined in reservation system + Differentiation via travel profile + Hotel catalog can be switched on or off via user group Greater maintenance effort required Selection from hotel list does not show whether room is available Negotiated Hotel Rates + Easiest control method + If special company rates exist ⇒ availability query to R/3. you have the following options:  Control via trip rules  Control via hotel catalog  Control via enterprise-specific hotel rates  For the hotel sector.14 Hotel: Hotel/Room Selection Control Enterprise-Specific Hotel Catalog + Compliance with regulations during selection/ booking is guaranteed. In connection with the reservation system AMADEUS this has a clear advantage compared with control by means of trip rules: As a result of the provider neutrality of the external reservation system. No differentiation per user group or travel profile possible Hotel/ Room Control Trip Rules not to be recommended. If no special company rates exist ⇒ automatic standard query . you can also control compliance with hotel regulations via enterprise-specific hotel rates.6. the reservation system only returns hotels with these special room rates to SAP Travel Planning. the system checks to see if special negotiated rates exist.  Alternatively. when a hotel availability query is performed. SAP recommends controlling compliance with travel regulations via maintenance of a hotel catalog.

As a reminder: Via the best-price query. see the IMG documentation on this step. set the following parameters in Customizing:  Activation of the price-controlled availability query  Consideration or exclusion of certain providers  Consideration of direct flights You can make these entries dependent on certain flight routes and/or flight classes. This gives the user the possibility to additionally restrict the search for the most economical available flights. You can.15 Setting Price-Controlled Availability Queries Example: Provider: Geographical origin: Selection criteria: AF (Air France) Paris Consider exclusively Flight recommendation Geographical destination: Hamburg Best-price flight for route Paris-Hamburg Onl y with flights are Air Fra n disp laye ce d © SAP AG 2001       Via the IMG activity Specify settings for price-controlled availability query you can control the Best-price flight function. (C) SAP AG AC275 15 . It is also possible to time-limit settings for the price-controlled availability query. Then the settings for price-controlled availability queries must be activated in IMG step Define price and availability strategies. the user is shown the four most economical flights for the relevant route. for example.6. For more information.

optionally .6. the relevant customer number must be specified for payment method "R" (invoice) to enable unique identification to the provider. Both company credit cards and personal credit cards of employees can be entered here.16 Enterprise-Specific Methods of Payment Travel profile A Travel profile B per Travel profile C Travel profile D Cash Invoice © SAP AG 2001 Enterprise-Specific Methods of Payment  The methods of payment are assigned to the employee via the relevant travel profile in infotype 0470 (Travel Profile).  Invoice: If a special agreement exists with a travel service provider.on an exact provider.  Credit card: For the payment method credit card you should store the credit card number in the Additional specifications field because some travel service providers only book if a valid credit card number is specified. The credit card numbers are automatically checked in the connected reservation system and serve as a reservation guarantee for the provider. This makes it possible for you to specify certain payment methods for individual employees.  (C) SAP AG AC275 Booking Credit card 16 .  The specification of payment methods depends on the travel service category (flight/hotel/car rental) and .

 You define these PNR elements for each travel profile.6. such as • Traveler's travel profile • Confidential information for travel center that books • . mainly airlines  (C) SAP AG AC275 17 . this information is visible for different groups of persons. © SAP AG 1999 In Customizing you can store company-specific text elements that are included in the booking code (PNR) as a text line and sent with the booking.  Depending on the class and the type of the comments. P1/S3 8 RM */SAP / TN=0002001102 9 RM */SAP / PID=00029286 10 FK FRAS02001 11 AM Schloss Street 10. type “C“: only for the travel center whose identification was used for booking  Class “OSI“: for the travel center doing the booking and the relevant providers. These comments serve primarily as additional information for the travel center doing the booking or. for example:  Class “RM“: for everyone who can call the PNR  Class “RM“. possibly. DE Additional information for travel agency and/or travel service provider.Miller/Chris MRS 2 SR 102 C 02APR 7 ZRHJFK HK1 A 1030A 105P *1A/ 3 SR 103 C 03APR 1 JFKZRH HK1 4W 835P1015A+1 *1A/ 4 AP 06227-230586 -B 5 TK OK19MAR/FRAS02001 6 SSR RQST SR HN1 ZRHJFK/15D..17 Enterprise-Specific PNR Elements Booking Code (PNR): RP / -FRAS02001/FRAS02001 AA/GS 19MAR00/1656Z Y3G5UC 1 . 69190 Walldorf. P1/S2 7 SSR RQST SR HN1 JRKZRH/11A.. for the travel service provider.

18 Structure of Enterprise-Specific Travel Policy: Unit Summary You are now able to:  Reproduce the travel regulations used in an enterprise in the system © SAP AG 1999 (C) SAP AG AC275 18 .6.

make the changes for the national trip rule for flight ## _DOM and save your entries. you will be able to: • Analyze and change an existing trip rule • Understand the effect of the changes in the application You learn how the travel regulations of an enterprise are reproduced in the system.6. 6-1-1 Call the IMG activity Set allowed entries for trip rule for flight. your company's Travel Management department decided on the airline Lufthansa (LH) to be used exclusively for national destinations in the Travel Profile. make the required changes and save your entries. an offer by Air France (AF) was added to the program. 6-1 Implementation Guide (IMG) for Travel Planning After analyzing the utilization of different routes.19Exercises Unit: Structure of Enterprise-Specific Travel Policy Topic: Creating a Class Rule and Assigning It to an Existing Travel Profile At the conclusion of these exercises. Furthermore. as a result of an analysis of the route Germany – North America (and back) the contract with Continental Airlines (CO) was not extended. ## = Group number (C) SAP AG AC275 19 . Instead. 6-1-2 In the same IMG activity access the international trip rule ##_INT. You are requested to adapt the existing Travel Profile ##_STAND to suit the Travel Management specifications.

6-2-2 Perform availability queries for the flights: → For the availability list. ## = Group number (C) SAP AG AC275 20 . → Dates will be supplied by the instructor. 6-2-1 Create both travel plans (personnel number 980##). pay special attention to the respective changes in the display of airlines in the different priorities.6-2 Planning Manager: Planning a Trip Test your Customizing settings by creating a new travel plan in the planning manager for round trips for both of the routes Frankfurt – Munich and Frankfurt – New York.

Click on to call the activity Set allowed entries for flight trip rules.6. Now delete the original entry ##_DOM and save your entries. Choose New Entries: Trip rule: ##_INT Provider code: AF (Air France) Geographical type: 2 (Country) Origin: DE (Germany) Geographical type: 3 (Cross-country region) Destination: NAM (North America) Save your entries and return to the initial view. choose Financial Accounting → Travel Management → Travel Planning → Trip Rules and Profiles → Trip Rules → Trip and Class Rules for Flights. Now select the entry you have just created. The initial view reappears.20 Solutions Unit: Structure of Enterprise-Specific Travel Policy Topic: Creating a Class Rule and Assigning It to an Existing Travel Profile 6-1 Implementation Guide (IMG) for Travel Planning 6-1-1 In your user menu choose Customizing → Customizing . delete them and save your entry.Project analysis → Goto → Display SAP Reference IMG In the IMG. choose Copy and make the following replacements: Geographical type: 3 (Cross-country region) Origin: NAM (North America) Geographical type: 2 (Country) (C) SAP AG Destination: DE (Germany) AC275 21 . 6-1-2 Select the two entries ##_INT with the provider name Continental (CO). copy the entry ##_DOM and add the following value: Provider code: Lufthansa (LH) Confirm with Enter.

6-2 Planning Manager: Planning a Trip 6-2-1 In the SAP Menu. 6-2-2 Choose the Flight pushbutton and enter the following: From: Frankfurt (FRA) To: Munich (MUC) Note: Dates will be supplied by the instructor. and start the query: From: Frankfurt (FRA) To: New York (NYC) Note: Dates will be supplied by the instructor. choose Accounting → Financial accounting → Travel management → Travel planning → Planning manager → Create travel plan. You can now see in the list of available flights that for flights with the priority National company policy only the airline Lufthansa is displayed.Confirm your entry with Enter and save. Choose Query. Terminate your entries here. (C) SAP AG AC275 22 . Here again you will recognize the changes in your settings in the priority International company policy. return to the flight request.

7 Reproduction of Agreements with Travel Service Providers Contents:  Enterprise-Specific Rate Agreements  Enterprise-Specific Airfare Discounts © SAP AG 1999 (C) SAP AG AC275 1 .

2 Reproduction of Agreements with Travel Service Providers: Unit Objectives At the conclusion of this unit. you will be able to:  Reproduce enterprise-specific rates and discounts in the system © SAP AG 1999 (C) SAP AG AC275 2 .7.

3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .7.

© SAP AG 1999 (C) SAP AG AC275 4 .7.For these agreements to be considered during selection or booking of travel services. they must be stored in the system.4 Reproduction of Agreements with Travel Service Providers: Business Scenario  An enterprise has negotiated special rates or discounts with flight. hotel or car rental providers.

A distinction is made between negotiated rates and fixed discounts that can be applied when services are booked. hotels or car rentals usually offer better general conditions.  The goal in rate negotiations with service providers is to attain adequate pricing for the relevant enterprise.7.   (C) SAP AG AC275 5 .5 Overview Rates and Discounts Enterprise-Specific Rate Agreements Defining Allowed Entries for Enterprise-Specific Airfare Rates Defining Allowed Entries for Enterprise-Specific Hotel Rates Enterprise-Specific Rates for the Hotel Catalog Defining Allowed Entries for Enterprise-Specific Car Rental Rates Defining Enterprise-Specific Airfare Discounts © SAP AG 1999 In this unit you store special contract agreements that you have reached with travel service providers. The contracts set up between enterprises and travel service providers for flights.

(C) SAP AG AC275 + lim Tim ita e tio n 6 IATA Location: Frankfurt (FRA) IATA Location: London (LON) . If a private fare is created. In SAP Travel Planning three different rate types are distinguished:  Nego fares: Agreements that are stored in the reservation system  Private fares: Same as Nego fares. The program supports this functionality. so that these rates are applied in any case.7. For more precise identification of the contract agreement regarding a nego fare the company-specific rate number (Corporate ID) can also be maintained. but used in the Americas  Local fares: Airfares that are not known to the reservation system (stored locally in the SAP System) The parameters named on the slide above are obligatory for maintenance of contract data. even if there could possibly be cheaper rates for the queried route.. In enterprises' policies these negotiated rates are often considered obligatory. certain parameters are needed that can be found in the relevant contracts between the customer and the airline. you can carry out optional adaptations via the Routing function. a passenger category (Passenger Type Code) must also be assigned.6 Defining Allowed Entries for Enterprise -Specific Airfare Rates Airline Negotiated Rate Agreement (Nego Fare) Customer Rate component (ABCDE) Rate type (One-way / Return) Rate category (Nego/Private/Local) Cabin class (Economy) Booking class (L) Price © SAP AG 2001       In order to initially maintain an enterprise-specific airfare rate in Customizing. If the negotiated rate is only valid for certain specific flight segments.

(C) SAP AG AC275 + lim Tim ita e tio n 7 . you can specify that enterprise-specific hotel rates be considered in availability queries in the connected reservation system.7. In an availability query the system checks to see if negotiated rates are known to the reservation system and if there are offers that correspond with these rates.7 Defining Allowed Entries for Enterprise -Specific Hotel Rates Hotel Chain Customer Negotiated hotel rate Hotel Location (for ex. distinguishing between company and standard rates. They authorize a customer enterprise to apply a certain rate depending on location and validity period. Important: If the provider and the customer reach an agreement. A hotel rate can apply for the whole world in general or be restricted to the extent that it only applies for a single IATA location. In the view Travel Planning → Dialog and Planning Control → Define display method for hotel rates you can store which hotel rates are to be applied per user group. You store the rate parameters in the IMG under Travel Planning → Rates and Discounts → Define allowed entries for enterprise-specific hotel rates.. IATA location) © SAP AG 1999      Negotiated hotel rates are contract agreements between hotel chains or individual hotels and customers. the hotel provider has to inform the reservation system that the negotiated rate is to be valid for the relevant customer enterprise. This filtering also applies for the hotel catalog. In the section Travel Planning → Dialog and Planning Control → Define price and availability strategies. The system then lists the hotel providers.

 In the view Enterprise-Specific Rates for Hotel Catalog. however. for example).  The advantage with this view is that if the contract conditions guarantee room availability. you assign the general data of your catalog hotels the corresponding contract data regarding the negotiated rate.7. In this case it is important to make sure that the actual rate name is entered in Customizing under Travel Planning → Master Data → Hotels → Define hotel rates.  (C) SAP AG AC275 + lim Tim ita e tio n 8 . you have a right to a room even if the direct query with the reservation system does not permit booking (in the case of special seasons or trade fairs. Even room data is sometimes found in these contracts.8 Enterprise-Specific Rates for the Hotel Catalog Hotel Chain Customer Negotiated hotel rate Hotel Local Hotel Catalog Hotel data Room data Rate data © SAP AG 2001 Negotiated hotel rates can also be set up within your local hotel catalog. You can. omit this information if the contract only refers to usage of the specific company rate without further description of room data.

7. IATA location) © SAP AG 1999 In this section you can store car rental rates that your enterprise has negotiated with individual car rental providers.  (C) SAP AG AC275 + lim Tim ita e tio n 9 . The rate code must be registered with the corresponding car rental companies.  You can find part of the data required for this activity in the relevant rate agreement. depending on the user group.  Via the settings in Customizing activity Define price and availability strategies you can then specify..9 Defining Allowed Entries for Enterprise -Specific Car Rental Rates Customer Car Rental Provider Negotiated Car Rental Rate Location (for ex. It does not have to be maintained in the connected reservation system AMADEUS because it is directly forwarded to the provider. whether and how these rates are to be considered during an availability query or booking.

 Many contracts specify furthermore explicitly when the discount can be applied and when not.10 Defining Enterprise-Specific Airfare Discounts Airline Negotiated Discount Agreement Customer Rate component (ABCDE) Rate type (One-way / Return) Cabin class (Economy) Booking class (L) Discount type: 50 DEM / 15% + lim Tim ita e tio n 10 IATA Location: Frankfurt (FRA) © SAP AG 1999 IATA Location: London (LON) This IMG activity lets you have the system take discounts (such as annual bonuses or business volume bonuses) that your enterprise has negotiated with individual airlines into consideration in R/3 Travel Planning.  (C) SAP AG AC275 . In this last case. the negotiated discount is applied directly during the reservation process. before the percentage is applied.7. at the end of the year. The discount is deducted immediately during the price query in the connected reservation system and the price returned to R/3 Travel Planning is already correspondingly reduced. Then your enterprise is reimbursed for the total of all discounts for the travel services with this provider for the entire year. annual settlement between your enterprise and the provider with whom the enterprise-specific discount was negotiated is carried out. If this indicator is not active. you can also specify whether the fixed discount amount is to be deducted first. The discount is then not applied until. the standard price is calculated for all reservations.  If the rule is activated.  You can choose between different discount types:  Percentage discount only or fixed discount amount only or a combination of both values. The R/3 System writes the theoretical price to the database so that it can be evaluated.

11 Reproduction of Agreements with Travel Service Providers: Unit Summary You are now able to:  Reproduce enterprise-specific rates and discounts in the system © SAP AG 1999 (C) SAP AG AC275 11 .7.

Price determination should now show the local fare stored in Customizing (possibly in another currency. The rate is only available for use by your company. Price determination should not yet show the local fare.  Choose departure and return flights with Air Littoral ('FU') for the route NiceMadrid. which has been stored in Customizing for SAP Travel Planning as a "Local fare".12Agreements with Travel Service ProvidersExercises Unit: Agreements with Travel Service Providers Topic: Checking Local Fares At the conclusion of these exercises. your company has negotiated a special rate with the airline Air Littoral. 7-1-1 Check the entry for Air Littoral (FU) in Customizing (Define allowed entries for enterprise-specific airfare rates). Check especially to see when the rate's validity begins and ends.    (C) SAP AG AC275 12 . the trip currency). . Now cancel the flight you just selected and choose new departure and return flights with Air Littoral ('FU') for the route Nice-Madrid. Due to the large volume of flights on this route.7. you will be able to: • Understand how settings for enterprise-specific rates take effect 7-1 Checking Local Fares: Employees in your company take flights from Nice to Madrid regularly. Date: Before beginning of validity of local fare ! (compare the Customizing activity you checked before) Display the Price. Now test the effects of this rate in the planning manager: 7-1-2 Create a new travel plan. Now: Date: Within validity period of local fare ! (compare the Customizing activity you checked before) Display the Price.

Use a double click to call the rate for the provider 'FU'. But this time: Departure/Return flight on: Enter a date after the validity Start date of the rate. Select a flight with FU (Air Littoral) and choose Enter. Choose Query. Choose Query. Choose the Flight pushbutton and make the same entries again. Use to call the activity Define allowed entries for enterprise-specific airfare rates. Choose the Price pushbutton and compare the price shown with the local fare.          (C) SAP AG AC275 13 . Select a flight with FU (Air Littoral) and choose Enter. 7-1-2 Open a new session (System  Create session). Choose Travel plan  Create. It should not correspond.13Agreements with Travel Service Providers: Solution Unit: Agreements with Travel Service Providers Topic: Checking Local Fares 7-1 Checking Local Fares: 7-1-1 In your user menu choose Customizing  Customizing . The price should now correspond with the rate stored in Customizing (possibly in another currency). Choose Cancel.    In the user menu choose Travel Planning  Planning Manager. Make a note of the validity Start date and End date.7. By clicking on the departure flight in the overview screen for travel services now call the detail view. Choose the Flight pushbutton. Choose the Price pushbutton and compare the price shown with the local fare.Project analysis  Goto  Display SAP Reference IMG In the IMG choose Financial Accounting  Travel Management  Travel Planning  Rates and Discounts  Enterprise-Specific Rate Agreements. From: Nice To: Madrid Departure/Return flight on: Enter a date before the validity Start date of the rate.

8 Dialog and Planning Control Contents:  Setting up feature TRVCP  Defining price and availability strategies  Defining display strategy for hotel rates © SAP AG 1999 (C) SAP AG AC275 1 .

you will be able to:  Control the assignment of the travel profile using feature TRVCP  Make settings for the price and availability query in entry transactions © SAP AG 1999 (C) SAP AG AC275 2 .8.2 Dialog and Planning Control:Unit Objectives At the conclusion of this unit.

3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .8.

8. hotels and rental cars © SAP AG 1999 (C) SAP AG AC275 4 .4 Dialog and Planning Control:Business Scenario  Your enterprise would like to assign the travel policy reproduced in the system to certain user groups  The policy is to be taken into consideration by the system automatically when selecting and booking flights.

8.5 Overview Dialog and Planning Control Travel Planning Control Set up feature TRVCP for Travel Planning Define price and availability strategies Define display strategy for hotel rates © SAP AG 1999 (C) SAP AG AC275 5 .

8... (C) SAP AG AC275 6 .6 Assignment of Travel Profiles to Travelers Travel Profile XYZ Infotype 0470 (Travel Profile) Travel Profile DE_ALL Feature TRVCP Organizational Travel Profiles (Travel Planning) TRVCP Organizational Travel Profiles (Travel Planning)  BUKRS   Company code SAP A.G. © SAP AG 2001  Assignment of travel profiles You can assign travel profiles to employees in two different ways:  Via infotype 0470 (Travel Profile) Assignable per individual employee Time-limitable per individual employee  Via feature TRVCP (Organizational travel profiles (Travel Planning) Assignable per organizational unit   Note: Feature TRVCP only becomes active if no travel profile has been stored for the relevant employee in infotype 0470 (Travel Profile). (BUKRS 0001) WERKS   Personnel area DE01 Personnel area DE01 0001   DE_ALL .

The travel profile is assigned per organizational unit starting with the company code at the highest level.7 Feature TRVCP TRVCP Organizational Travel Profiles (Travel Planning) BUKRS Company code   0001 SAP A.  Set up feature TRVCP in the Customizing for Travel Planning under Dialog and Planning Control → Travel Planning Control → Set up feature TRVCP for Travel Planning.  All employees in company code 0002 are given the travel profile BOARD MEMBER. The organizational units result from the structure stored in organizational management.G. The result is the following assignment:  All employees in company code 0001 and personnel area 01 are given the travel profile STANDARD. the dark color = organizational criterion and lighter color = possible value for the criterion. (BUKRS 0001) WERKS Personnel area     01 STAND 02 CONS Personnel area 01 Standard travel profile Personnel area DE01 Travel profile Consultant  0002  SAP A.G.  Note: The assignment of the travel profile via feature TRVCP is only valid if there is no entry in infotype 0470 (Travel Profile).profile Board Member © SAP AG 2001 The feature TRVCP is portrayed as a decision tree and is used to assign travel profiles to employees (travelers). (BUKRS 0002) BOARD Trav.  (C) SAP AG AC275 7 .8.  In the structure illustrated above.  All employees in company code 0001 and personnel area 02 are given the travel profile CONSULTANT.

. PNR elements     Default © SAP AG 1999 "Blank".8 Travel Profile ↔ User Group User group TRP_USER Meaning Controls SAP Travel Planning for system users (such as department secretary.8.) To user Not possible Travel profile Controls Travel Planning for the traveler Assignment Time limitation Controlled Customizing objects To personnel number Possible   API parameters Message treatment of priorities Price and availability strategies Display strategy for hotel rates   Trip rules and class rules Assignment of hotel catalog entries Settings for pricecontrolled availability queries. (C) SAP AG AC275 8 . travel agency. payment methods Company-spec.. companyspec. the Customizing settings for this user group should always be maintained and up to date. for standard user No default   Note: Since the user group Standard user ("blank") is assigned to every user as a default.

you can define different rules for displaying the available travel services and for the Best-price flight query type. and how.  Your first priority is to define whether.. This has the advantage that a standard user..g.g.9 Price and Availability Strategies (1):Settings • Filter according to travel profile when displaying available services ? User group A (e. the following parameters are to be taken into consideration: Travel profile Class rules Negotiated rates Best-price flight Hotel catalog (C) SAP AG AC275 9 . User group B (e. who possibly requires an overview of all the available services. can display and select a smaller section of available services than the travel agency clerk. standard user) • Activation of best-price flight query ? • Defaults (provider and booking class) for selecting round trip flights ? • Consideration of negotiated rates (hotel + car rental) ? • Consideration of hotel catalog ? • Available services according to class rules only (hotel + car rental) ? • .8. travel agency clerk) © SAP AG 1999  Customizing view Define price and availability strategies:  Depending on the user group. such as the traveler.

taking into consideration the parameters defined in Customizing under Specify settings for price-controlled availability query (see also Structure of Enterprise-Specific Travel Policy)  Depending on the rates negotiated with the airline carrier. it can occur that not only the provider.8. without taking existing travel profiles into consideration Active. This can be taken into consideration in the Customizing view Define price and availability strategies in the Round trip flight field. but also the operating airline must be one and the same airline carrier.10 Price and Availability Strategies (2):Details Flight Hotel Hotel catalog (if activated) Car rental Display strategies of availability    Neutral Highest priority All priorities    Neutral Highest priority All priorities    Neutral  Neutral Highest priority  Highest priority All priorities  All priorities Consideration of class rules Activation of Consideration price-controlled of class rules availability (variants) Conditions for procedure dealing with round trip flight Consideration of negotiated rates Consideration of class rules Consideration of negotiated rates Consideration of negotiated rates Provider list with the cheapest vehicle © SAP AG 2001 The variants of the price-controlled availability query indicate the different ways that the Best-price flight function can be used in Travel Planning: Inactive Active. taking travel profile into consideration Active.  (C) SAP AG AC275 10 .

The control thus depends on the user group (see unit Structure of Enterprise-Specific Travel Policy). for certain hotel/hotel chain Rate ABC Rate DEF Rate WXY Different views for the list of available rooms User group Power user poss. for certain hotel/hotel chain Rate ABC Rate BCD Rate CDE Rate DEF . be of interest to a travel agency clerk for comparing prices. however.  (C) SAP AG AC275 11 .8.  For this you access the hotel rates defined in Customizing in the following activities:  (Master Data → Travel service provider → Hotels →) Define hotel rates: All hotel rates registered in the external reservation system (public rates. This means.. These rates could. Rate WXY Rate XYZ List of available rooms Rate ABC Rate UVW Rate XYZ © SAP AG 1999 In the IMG activity Define Display Strategy for Hotel Rates you control which hotel rates are to be displayed to the user during an availability query.11 Display Strategies for Hotel Rates List of available rooms Rate ABC Only User group Standard user poss.  Using the display strategies for hotel rates you can prevent a traveler or travel assistant from seeing hotel rates during an availability query that are in the connected reservation system but are not relevant for the traveler (or travel assistant) making the query. negotiated rates and rates negotiated for the hotel catalog)  The entry blank in the Rate field means that all the rates found are displayed. does not see the rates MIL (rate for military dependents) or SRS (senior citizen rate). for example.. that a traveler who wants to make a booking.

12 Dialog and Planning Control:Unit Summary You are now able to:  Control the assignment of the travel profile using feature TRVCP  Make settings for the price and availability query in entry transactions  Set up certain display strategies for hotel rates © SAP AG 1999 (C) SAP AG AC275 12 .8.

8. hotel and car rental availability. you will be able to: • Understand and use price-controlled availability • Know how changes in car rental strategy take effect in the application For the user group-specific availability strategies there are different control options available in the travel manager for flight.New York. 8-1-1 In the IMG call the activity Define price and availability strategies. Availability strategies can also be modified for hotel and car rental bookings. 8-1 Implementation Guide (IMG) for Travel Planning In addition to the option to control the ‘Best-price‘ function via the activity Specify settings for price-controlled availability query (see exercise for Unit 3). You are now requested to specify the following setting in the IMG and to test it on a new flight or car rental booking for the route Frankfurt . (C) SAP AG AC275 13 .13Dialog and Planning Control: Exercises Unit: Dialog and Planning Control Topic: Price and availability strategy At the conclusion of these exercises. with settings for profilecontrolled filter. Save your entries. the selection of criteria can be offered to the user completely via a filter (Setting Profile-Controlled filter). 8-1-2 For the user group ‘##‘ (## = Group number) in group box Flight strategy change the Price availability value to Active.

Only create one travel plan each for your personnel number 980## . activate the switch for Vehicles in accordance with class rule only and the switch for Provider list with best-price vehicle. create a new travel plan and book a flight from Frankfurt (FRA) to New York (NYC) with an availability query for the ‘best-price flight‘. 8-2 Planning manager: Planning a trip 8-2-1 Go again to the planning manager. Choose the selection criteria All rate types / Business Class / All rates / ‘Non-Stop‘ flights only and start the query process. in the Car rental strategy group box. Choose a vehicle and note the possible details about the rental car chosen. 8-2-2 Then request the availability of a car rental in the same travel plan. 8-2-3 Now book the entire travel plan. Save your entries. ## being the group number. Notice here also the modified display of the list of available car rentals. The date will be supplied by the instructor. (C) SAP AG AC275 14 . Observe the system's response after choosing the Best-price flight pushbutton.8-1-3 In the same activity.

8.14Dialog and Planning Control: Solutions Unit: Dialog and Planning Control Topic: Price and availability strategy

8-1 Implementation Guide (IMG) for Travel Planning 8-1-1 In your user menu choose Customizing → Customizing - Project analysis → Goto → Display SAP Reference IMG In the IMG choose Financial Accounting → Travel Management → Travel Planning → Dialog and Planning Control → Travel Planning Control. Via call the activity Define price and availability strategies, and double click to call the user group ‘##‘. (## = Group number) Flight strategy: For Price availability change the entry to active, with settings for profile-controlled filter. Car rental strategy: Set the active indicators for the rules Vehicles in accordance with class rule only and Provider list with best-price vehicle. Confirm your entry with Enter and save.

8-2 Planning Manager: Planning a Trip 8-2-1 In the SAP Menu, choose Accounting → Financial accounting → Travel management → Travel planning → Planning manager → Create travel plan. Choose the Flight pushbutton and enter the following: From: Frankfurt (FRA) To: New York (NYC) Note: Dates will be supplied by the instructor. Choose Copy and then choose the Best-Price flight pushbutton.

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You now see the new profile-controlled filter. You have a choice between different selection criteria: - Rate type: Please choose all rate types - Cabin class: Please choose Business Class - Rate option: Please choose all rates - Flight option: Please choose 'Non-Stop flights' - Further filters (preferred or non-preferred airlines): Please make no entries here. Then start the selection process and choose the cheapest variant. You can display more information on the rate chosen for this flight via Rate information. 8-2-2 Having chosen a flight, in the travel plan now choose the Car rental pushbutton. The location / date and time from the preceding flight booking (1-2-1) are automatically displayed. Now choose Query and have a look at the display of available rental cars. A selection appears showing car rental companies Avis and Hertz with their cheapest rental cars available. Select one of the two providers and choose Further vehicles. An overview of additionally available rental cars appears. Select a vehicle and choose Enter. Book the entire trip and then save the travel plan.

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9
Authorization Management

Contents:
 Authorization Concept  Working with Activity Groups

© SAP AG 1999

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you will be able to:  Explain and maintain the authorizations for Travel Planning © SAP AG 1999 (C) SAP AG AC275 2 .2 Authorization Management: Unit Objectives At the conclusion of this unit.9.

3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 2001 (C) SAP AG AC275 3 .9.

9. © SAP AG 1999 (C) SAP AG AC275 4 .4 Authorization Management: Business Scenario  The travelers in your enterprise can book the travel services for their trips themselves but they can not approve travel plans. You have to assign the relevant authorizations.

6C: Role © SAP AG 1999 You use the profile generator to generate and manage "activity groups" (as of 4. This simplifies navigation and makes it easier to call the menu options that the user needs most frequently. Activity groups also include role-specific menus that only contain the functions required by the relevant activity group.5 Profile Generator: Managing Authorizations Profile Generator Create. When the users call the system. Display or Change Activity Groups* Authorizations User-Specific menu Assignment to Users *As of Release 4.  You assign the users to activity groups that have already been set up.9.6C "roles").  (C) SAP AG AC275 5 . which contain specific sets of authorizations. the appropriate menu is offered and they have all of the relevant authorizations.

The name of the profile (Note no.01. The profile generator can. If this number is exceeded.  (C) SAP AG AC275 6 . The authorizations do not go into effect until then.2000 03. A profile can contain a maximum of 150 authorizations.  By clicking on the circled field you can call the screen shown on the next slide.2000 Date 08:30:02 Time 16:08:02 Time Information on Authorization Profile Profile name T_80000027 Profile text Profile for activity group SAP_FI_TV_ADMINISTRATOR Status Current version is generated Maintain Authorization Data and Generate Profiles Change authorization data © SAP AG 2001 Call screen Maintain Activity Groups: Authorizations Creating authorizations and authorization profiles  With the profile generator authorizations are automatically created on the basis of the menu functions chosen beforehand. of which the first 10 can be changed during initial generation. however. You can not use an underline symbol (_) for the second character of this name.16. Therefore.6 Activity Groups: Authorization Concept M aintenance of Activity Groups Activity group Description Description Created SAP_FI_TV_ADMINISTRATOR Travel Assistant Menu Authorizations User Last change User HAHN MAYER User Date 03.9. manual post-processing by the authorizations administrator in cooperation with the relevant departments and the revision department is usually necessary. When the authorizations have been maintained according to the company's requirements. the authorization profile can be generated. not propose suitable "default values" for all authorizations of all enterprises. 16466) is made up of 12 characters. the remaining two characters are used as counters. By using organizational levels you can maintain larger numbers of authorization fields at one time and simplify manual processing considerably. the profile generator automatically creates more profiles for the activity group.

Administrator Cross Application Authorization Objects Financial Accounting Manual Travel Planning Manual Travel Planning Authorization level Personnel number check Company code Cost center Personnel area Employee group Employee subgroup Employee grouping for Travel Organizational key * 0 * * * * * * * + + Manual Travel Expenses Manual Travel Expenses © SAP AG 1999 The section of the authorization profile shown above for the activity group Travel Management Administrator gives you an example of pregenerated SAP profiles..  (C) SAP AG AC275 7 .levels Open fields Status: Unchanged SAP_FI_TV_TRAVELER + Manual Manual FI Trav.  You can change these authorizations to suit your enterprise's requirements.Management:Trav.9.7 Activity Groups: Maintain Authorizations M aintain Activity Groups: Authorizations Open Maintain: 0 Changed Maintained Org. 0 Information Unmaintained org..Man.level.

PERSK and VDSK1 come from infotype 0001 (Organizational Assignment). by storing a set of permissible values for the fields in an object.   The values for authorization fields BUKRS.  You can define any number of authorizations for each authorization object.9. PERSA.  A user can only carry out actions for Travel Planning if the authorization check is successful for him/her for every field stored in the object. the value for field PTZUO is filled from the entries in infotype 0017 (Travel Privileges). B O * * * * * * * © SAP AG 1999 To control access rights to objects in Travel Planning you have the authorization object: Travel Planning (F_TRAVL). KOSTL. The fields AUTHP and AUTHC are explained on the next slide. W. Organizational key Values (Examples) R.  The authorization object Travel Planning contains 9 fields (protected system elements). The values between fields are checked in an AND link.8 Authorization Object for Travel Planning (F_TRAVL) F_TRAVL Field AUTHC AUTHP BUKRS KOSTL PERSA PERSG PERSK PTZUO VDSK1 Meaning Authorization level Personnel number check Company code Cost center Personnel area Employee group Employee subgroup Employee grouping for Travel Man. The values within a field are checked in an OR link. in which you can assign authorizations (values). PERSG. (C) SAP AG AC275 8 .

you have to already have entered the link between the personnel number and the relevant user in infotype Communication (0105). Example: Central concept  If you want to define the characteristic O or E for a user in the authorization field Personnel number check. Example: Department secretary * All personnel numbers may be maintained. When Travel Planning is called. The following values can be assigned in this field: O Only the user's own personnel number may be maintained. the system first checks to see if at least a read authorization exists (authorization level R).9.  (C) SAP AG AC275 9 . more detailed authorization checks take place within the transactions. Example: Decentral concept E All personnel numbers but the user's own may be maintained.  With the field AUTHC (Personnel number check) you control whether a user may only fulfill tasks in Travel Planning for his/her own personnel number or for other specific personnel numbers.9 Fields AUTHP and AUTHC Field AUTHC R Authorization Level W A B C Q * Values Read (Display travel plans) Maintain R/3 data (Create/Change travel plans) Approve travel plans Book in connected reservation system Book approved trips in the connected reservation system Create trip templates (QuickPlan) All operations Field AUTHP O Personnel Number Check E * © SAP AG 2001 Values Own personnel number only All personnel numbers except own All personnel numbers The field AUTHP (Authorization level) determines the functions in Travel Planning for which the user has authorization. subtype ‘System user name SAP System‘ (0001). If so. None of the values contain other values automatically. You have to enter each of the relevant values individually.

 Selection: Via Selection you can display a multiple selection list of the existing users in the system.9999 User ID MILLER User name Chris Miller © SAP AG 1999 Prerequisite: Before you can assign users.31. This made it possible to pregenerate usable authorization profiles.9.  Caution: Never enter generated profiles directly in the user master record! (Transaction User maintenance) User synchronization: Via the User synchronization pushbutton you can enter the profile automatically in the respective user master records. For more information see Create and maintain user master records (Pushbutton: Information).  For all user roles contained in the standard SAP System the authorization data is already completely maintained. In all customer-specific value fields.01.2000 12. but also authorization groups and some other authorization fields.  User: In the User tab page you enter the users to whom the activity groups or the relevant authorization profiles are to be assigned.10 Activity Groups: Assignment to Users Change Activity Groups Other activity group Information Activity group Description SAP_FI_TV_TRAVEL_MANAGER Travel Manager Attributes Menu Authorizations Selection User Personalization User synchronization From To 02. plant.  (C) SAP AG AC275 10 . they have to already exist in the system. such as company code. the value '*' has been entered.

(C) SAP AG AC275 11 .  The activity groups of Travel Management shown above are pregenerated in the standard system and can be copied and modified.• Travel Planningrelevant relevant HR Master HR Master Data Data • Travel Expenses.11 Travel Management Activity Groups:Menus Traveler Travel Assistant Menu Travel Man.• Travel Expensesrelevant relevant HR Master HR Master Data Data • Planning manager • Travel Expenses manager • Travel Planningrelevant HR Master Data • Travel Expensesrelevant HR Master Data • Approval of trips • Info system • All options in menu Travel Management • Trip advances © SAP AG 1999 For users of the SAP System to work with user-specific or workplace-related menus. if your user has been assigned the relevant activity group. Administrator Menu Approving Manager Menu Travel System Manager Menu Trip Advance Payer Menu Menu • Travel manager • Travel manager • Travel Planning.9. This applies for the following activity groups:   Traveler  Travel Assistant  Travel Administrator  Approving Manager  Payer of Trip Advances  Travel System Manager  SAP_FI_TV_TRAVELER_AG SAP_FI_TV_TRAVEL_ASSISTANT_AG SAP_FI_TV_ADMINISTRATOR_AG SAP_FI_TV_APPROVING_MANAGER_AG SAP_FI_TV_ADVANCE_PAYER_AG SAP_FI_TV_SYSTEM_MANAGER_AG The role-specific menus of the activity groups are presented above. they have to be assigned to an activity group (user role) by means of the profile generator. You can display the role-specific menu in the initial screen of the R/3 System via the User menu pushbutton.

9.12 Authorization Management: Unit Summary You are now able to:  Explain and maintain the authorizations for Travel Planning © SAP AG 1999 (C) SAP AG AC275 12 .

10 Reporting Contents:  Travel Planning Information System  Tools (Query)  Connection with BW: See Appendix © SAP AG 1999 (C) SAP AG AC275 1 .

2 Reporting: Unit Objectives At the conclusion of this course. you will be able to:  Carry out reporting of services booked with Travel Planning © SAP AG 1999 (C) SAP AG AC275 2 .10.

3 Course Overview Diagram  Course Overview  Overview of Travel Planning  Entry and Approval of Travel Requests and Plans  Integration of Travel Planning Travel Expenses  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Reporting  Conclusion © SAP AG 1999 (C) SAP AG AC275 3 .10.

for example. and car rentals on a regular basis. type. © SAP AG 1999 (C) SAP AG AC275 4 .  It needs this information on the one hand as a control instrument and on the other as an enhancement of its negotiating position with travel service providers. number.4 Reporting: Business Scenario  The company wants to create reports regarding. costs. and location of booked flights.10. hotels.

These include.  (C) SAP AG AC275 5 . see Help -> SAP Library -> Human Resources -> Personnel Management -> Manager‘s Desktop. trip-specific processes and booking types  Monitoring efficiency  Predefined queries and reports are available in the R/3 System for this.10. The connection to the Business Information Warehouse (BW) also enables the data to be reported in the BW System. for example:  Determining/planning requirements and procuring travel services  Negotiating with service providers and drawing up special conditions  Analyzing booking and settlement data relevant to management  Working out in-house travel policy  Organizing internal. For more information about the Manager's Desktop functions.  You can also call the Travel Management queries and reports from the Manager's Desktop of HR Personnel Management.5 What Reporting Possibilities are Provided in Travel Planning? Reports by Provider -> What business volumes are achieved using which hotel chains / car rental companies? Geographical Reports § What contingents are required for locations/regions/countries (across all providers)? An analysis of this data strengthens the negotiating basis for talks with service providers © SAP AG 1999 The main job of the Reporting tool in Travel Planning is to support the travel manager of an enterprise carry out his or her strategic tasks.

Hierarchical Business Volume with Hotel Chains Business Volume by Hotel Location  Car Rental  Business Volume with Car Rental Companies Business Volume by Rental Locations   Global Reports Overview of Planned Trips Tools © SAP AG 1999  You will find the predefined reports and queries for SAP Travel Planning in the SAP Easy Access Menu under  Accounting -> Financial Accounting -> Travel Management -> Travel planning -> Information system or  Information systems -> Accounting -> Financial Accounting -> Travel Management -> Travel Planning  The predefined reports for Travel Planning in the standard delivery system are almost all queries. Only the Hierarchical Overview of Flights by Airlines and the Business Volume with Hotel Chains.10. Hierarchical are ABAP reports.6 Travel Planning Information System   Travel Management  Travel planning  Information system  Flights Hierarchical Overview of Flights by Airlines Overview of flights by airlines Overview of flights by locations Ticket Information for Flights  Hotels  Business Volume with Hotel Chains. (C) SAP AG AC275 6 .

as cross-client objects). for example. A functional area collates the table fields and. This functional area includes both Travel Expenses and Travel Planning.7 Travel Management Queries      Information system Flights Hotels Car rentals Global reports Tools User User group (SAPQUERY/FT) Functional area (/SAPQUERY/FITV) Logical DB PTRVP Query © SAP AG 1999      The functional area /SAPQUERY/FITV is delivered based on the Travel Management logical database PTRVP. The user group /SAPQUERY/FT contains the queries defined in the functional area delivered by SAP (in the global query area. (C) SAP AG AC275 7 . see Help -> SAP Library -> Human Resources -> Reporting in Human Resources Management -> HR Reporting Tools -> BC .SAP Query and the QuickViewer. By transporting the functional area and the user group to the standard area you can also create queries that are only available in one client. the long texts for key fields and work fields that are relevant for reporting. customer-specific queries here.10. You can call the query transaction for the special Travel Management user group via the menu option Tools. You can create your own. For more information on creating SAP queries.

Number 1 9 1 2 1 1 ..0 % 5..loc.6 % 11.6 % 50... Departure location Copenhagen Frankfurt Hamburg Munich Milan.6 % 5. Definition of query % Len Text  4  25  8   .6 % . Malpensa Naples ... For a ranked list you specify the sequence of the fields and a numerical field as criteria.1 % 5.. You define a statistic by specifying the sequence and sorting of the fields that are to be output. When the query is executed all records that match the selection options are output in the basic list individually and used to calculate the statistics and ranked lists..10. location flight No.) Airline (code) Flight cabin class . Proportion in % 5... (C) SAP AG AC275 8 .(cde) Dep. Statistics: "No. Output of query (statistics) © SAP AG 1999      The output of a query can consist of several lists:  a basic list  several statistics  several ranked lists The query "Flights by location" (see above) is thus made up of the statistics "Number of flights by departure location". No Srt 1 2 3 1 De Su . A basic list can be compiled from the functional area fields using the graphical Query Painter...of flights by departure location" From CPH FRA HAM MUC MXP NAP . "Number of flights by arrival location" and "Number of flights by city pairs"....8 Query Output Lists "Flights by locations" query Define statistic Field Flight dep.field ..of Flights (add.

10.9 Reporting: Unit Summary You are now able to:  Carry out reporting of services booked with Travel Planning © SAP AG 1999 (C) SAP AG AC275 9 .

11 Conclusion  Course Overview  Overview  Entry and Approval of Travel Requests and Plans  RFC Destination and Travel Planning Master Data  Structure of Enterprise-Specific Travel Policy  Reproduction of Agreements with Travel Service Providers  Dialog and Planning Control  Authorization Management  Conclusion © SAP AG 1999 (C) SAP AG AC275 1 .

choosing and booking travel services online and the relevant approval processes.The course offers an opportunity to get practical experience in using these actions in the SAP System.  See how Travel Planning applies your company's travel policiy as well as enterprise-specific rates.  Define how the processing of trips in your company and cooperation with travel agencies can be made more efficient by using Travel Planning.2 Course Objectives You are now able to:  Describe all essential business processes involved in requesting a trip.11. © SAP AG 1999 (C) SAP AG AC275 2 . discounts and data from providers' customer programs when travel services are booked.

11.3 Recommended Follow-up Activities  Go through the exercises using IDES data or your own data  Read on-line documentation  Read IMG documentation  Read release notes © SAP AG 1999 (C) SAP AG AC275 3 .

12 Appendix Contents:  Country-Specific information:  Deutsche Bahn (German Railroad)  Additional slides covering the following topics:  Connection of Travel Planning to the Business Information Warehouse (BW)  Integration of Travel Planning and Travel Expenses  System Landscape: Decoupling via ALE (Application Link Enabling)  Glossary © SAP AG 2001 (C) SAP AG AC275 1 .

2 Special Feature for Germany: Connection with Deutsche Bahn  For Germany. hotels.  You create employee specific preferences and additional data in the master data under infotype 0474 (Train preferences). you can start this query from the planning manager.  (C) SAP AG AC275 2 . see the SAP Library under Financials -> Accounting (AC) -> Travel Management -> Travel Planning -> Entry scenarios for Travel Planning -> Planning Manager -> Selection of Transportation and Accommodations -> Deutsche Bahn (German railroad company).  W hen making a reservation.12. allowing you to request and book DB train connections  In the same way as for flights. a connection with the information and reservation system of the Deutsche Bahn AG (German Railway) is available. and car rentals. settings can be specified to take the following into consideration:    Personal preferences Bahncards Major customer tickets of companies © SAP AG 2001 For more information on the connection with Deutsche Bahn (German railroad company).

3 SAP BW provides .  SAP Business Information Warehouse supports Online Analytical Processing (OLAP) and is.central control The SAP Business Information Warehouse allows you to analyze data from operation R/3 applications or any other business applications (even data from external sources.information models.extraction of R/3 data and external data . particularly suitable for processing large volumes of operational and historical data.. reports and extractors .  The Business Content function is optimized for core areas and processes and allows you to analyze the relationships in every area of your company. Powerful analysis of information . End-to-end data warehousing solutions . such as databases. online services and the Internet). due to its structure.fully automated ..for all user types Comprehensive Business Content . intuitive user interface .12.innovative.  (C) SAP AG AC275 3 .metadata repository .powerful OLAP analysis functions .company comparison value R/3 © SAP AG 1999 Sonst.

0A.12.  Further advantages are:  a faster reporting run can be guaranteed via BW  the data from different source systems is available in BW for reporting via a single interface   Business Content for Travel Management  Business Warehouse reporting is available for Travel Management from BW Release 2. way of reporting the data from Travel Management is to use the SAP data warehouse. be extracted from several R/3 systems into a special BW System. the Business Information Warehouse (BW). Reporting can then be carried out efficiently and flexibly using an analytical processor. (C) SAP AG AC275 4 . more powerful.  Using this type of reporting the data can.  The extraction of data from the R/3 System is supported beginning with R/3 Release 4. There it is stored in an optimum form for reporting. if necessary.4 Business Information Warehouse Architecture Business Business Explorer Explorer BAPI 3rd party OLAP 3rd party OLAP client client OLAP Processor OLAP Processor Administrator Workbench Metadata Repository Staging Engine Staging Engine BAPI Database Business Information Warehouse Server R/3 © SAP AG 1999 File R/2 Legacy Provider SAP BW Another.5B.

Display by quarter .5 BW Business Content for Travel Managers Travel Planning  Travel expenses: Planning data  Planning data  Flight bookings  Car rental bookings  Hotel bookings InfoCubes Travel Expenses InfoSources  Travel expenses: Totals and receipts  Trip totals and receipts  Overview of travel expenses  Number of trips  Travel expense receipts Workbooks + Queries © SAP AG 1999 Source data from SAP Travel Planning:  InfoSource Travel Expenses: Planning Data Transaction data from travel plans created using SAP Travel Planning. The data that matches the settings in the extractor is transferred to BW Business Content (in other words.12. whereby you can also include the airline.Which are the routes flown most frequently by our travelers? .Which airlines do our travelers prefer to use? .  The following is an example of one of the predefined queries:  Query Flight Bookings: This query displays all the flight bookings made using the the SAP application component Travel Planning via the connected reservation system. date of departure and arrival location of the flight. The number of flights booked for each departure location is displayed. You can also delimit the report to: .Which cabin classes are booked most frequently? .Can these specifications be used to negotiate special major customer rates?  (C) SAP AG AC275 5 . if no filter has been set in the extractor all available data is transferred).Display by calendar year You can use this query to answer the following questions: .

of Bookings No.location (cntry) Arr.  (C) SAP AG AC275 6 .12.of Bookings Total Result Total Result Result © SAP AG 1999 You can use the Business Explorer to call queries in BW. The query is reproduced in a special Excel form using macros.  The lower area is the results area.of Bookings No. In the upper area are the user-defined characteristics that you can use to filter or expand the data.xls Insert Format Tools Data Window ? View Flight Bookings Key date Status of data Airline Departure location Flight arrival location Dep.location (cntry) Cabin class CalYear/Quarter Cabin Class Airline/Calendar Year No.6 Business Explorer .Execute Query File Edit Flights. Here the data is displayed according to the filter or expansion criteria you used in the upper area.

5A AC interface1 all File transfer1.0A Additional amounts HR 4.  For posting to FI the new AC interface can be used by both sides beginning with release 4.7 Travel Management as a Decoupled System  Required releases statuses for the interfaces Master data 3.1G. if this is replicated in the Travel System 2 4. 4.assignment object.0A: Replication of master data (Generation of vendors in ACC possible) ACC © SAP AG 1999 Input help (F4 help) only possible for acc.2 Reimbursement.0A.0A.5A.  The release statuses shown above refer to the minimum release status required. This means. A Travel Management System can thus be run on a more recent release status than HR or FI without the need for multiple maintenance of data. file transfer via ALE 1 Systems with different release statuses can be linked together using Application Link Enabling (ALE) technology. B: Verification of acc.assignment obj. in the case of the HR master data replication. for example.  (C) SAP AG AC275 7 . that the system must have at least release status 3. To reimburse travel expenses or control the additional amounts one of the systems must have at least release status 4.12..6 system.1G Replication via ALE Travel Booking 4. The required Infotypes from Travel Planning must then be entered in the 4.

Together with Human Resources (HR) and Financial Accounting (FI) 2.  The necessary ALE settings can be taken from ALE-QuickStart (see Note 200066).8 Travel Management and System Infrastructure SP HR FI 1) HR SP HR SP TRV 2) HR TRV ALE SP FI 3) HR SP HR ALE FI TRV SP HR SP HR SP SP ALE FI 4) HR SP HR ALE TRV © SAP AG 1999 Travel Management (TRV) can be used: 1.  (C) SAP AG AC275 8 . Together with FI but with a separate HR 4. Together with HR but with a separate FI 3.12. Separately to both HR and FI Depending on the chosen configuration Support Packages (SP) or HR Support Packages (HR SP) must be imported into the the respective systems.

12.9Explanatory Notes to Travel Management and System Infrastructure Slide 12.10Advantages and Disadvantages of Cases 1) to 4)
1) Travel Management, HR and Accounting in one system Advantages: Not necessary to distribute: • HR master data • Travel expense results to HR • CO receivers . Validation of CO receivers is carried out locally Synchronous posting of travel expense settlement results to Accounting Disadvantages: HR, Accounting and Travel Management must have the same release status Not very flexible Possible capacity problems 2) Travel Management and HR are in separate system to Accounting Advantages: No distribution of travel expense results to Human Resources required Travel Management and Accounting can have different release statuses Existing Accounting systems can be connected Disadvantages: Remote validation of CO receivers in Accounting via ALE For a correct input help of CO receivers these have to be replicated in the Travel Management System To automatically create person-related vendor master records the HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in the Accounting System via ALE Asynchronous posting of travel expense settlement results to Accounting via ALE. To guarantee that the posting to Accounting is successful, the posting run must be validated before it is transferred 3) Travel Management and Accounting are in a separate system to HR Advantages: No distribution of CO receivers required CO receivers are validated locally Payroll and Travel Management can have different release statuses Synchronous posting of travel expense settlement results to Accounting. In this case receipts with errors can be discard from the posting run Disadvantages: HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated via ALE Travel expense results for Payroll have to be replicated via ALE Both Support Packages and HR Support Packages have to be imported into the Travel Management/Accounting System

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12.10.24)
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Travel Management, Accounting and HR are all in separate systems Advantages: Payroll, Travel Management and Accounting can have different release statuses Offers maximum flexibility Existing Accounting and HR Systems can be connected Disadvantages: HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in the Travel Management System via ALE To automatically create person-related vendor master records in Accounting the HR master data (Infotypes 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) has to be replicated in Accounting via ALE Travel expense results for Payroll have to be replicated via ALE Remote validation of CO receivers For a correct input help of CO receivers these have to be replicated in the Travel Management System Asynchronous posting of travel expense settlement results to Accounting via ALE. To guarantee that the posting to Accounting is successful, the posting run must be validated before it is transferred

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12.11GLOSSARY 12.12Action
Series of Infotypes that are added, changed, partially or completely deleted or delimited in the HR System, for the reason specified (hiring, change in cost center, leaving, and so on). The sequence of the Infotypes that are edited using these actions is defined in the HR System.

12.13Business trip
A change of location, including trip to and from an employee's home and regular place of work due to a temporary professional task performed by the employee.

12.14Class rule
An enterprise-specific rule that controls the selection of travel services per employee A class rule defines service classes (such as room classes or flight cabin classes) per travel service category that can be chosen by an employee depending on duration.

12.15Country-subdividing region
Partial area of a country in which several IATA locations contained in it are grouped. Country-subdividing regions are R/3-specific and, unlike IATA locations, user definable. They are used as restrictive criteria for determining company-specific trip rules for the corresponding transportation and accommodations types.

12.16Cross-country region
Combination of several countries and their IATA locations. Cross-country regions are R/3-specific and, unlike IATA locations, user definable. They are used as restrictive criteria for determining company-specific trip rules for the corresponding transportation and accommodations types.

12.17Customer program
Travel service provider's offer program with special travel conditions. Customer programs are agreements based on certain criteria, such as, for example, the frequency or volume of the travel services, that a company becomes from a provider. In the flight sector the most common customer programs are Frequent Flyer Programs, that offer more favorable conditions for frequent flyers, such as the Lufthansa Miles & More Program.

12.18Document (Financial Accounting)
Proof of a business transaction. A distinction is made between original documents and data processing (DP) documents: • Original documents include incoming invoices, bank statements and carbon copies of outgoing invoices. • DP documents include accounting, sample and recurring entry documents. Whereas the accounting document is a representation of the original document in the system, sample and recurring entry documents are merely templates to simplify entry of accounting transactions.

12.19Employee trip
An employee's business trip. An employee trip includes the change of location to and from another location due to a temporary external activity. (C) SAP AG AC275 11

Example: Employee: Chris Miller Trip duration: from 01.per diem travel costs . In the Human Resources component the aim is to be able to process person-related data according to business requirements in an effective structure. In this way. The values are "return values" or "results". be a city. For the user Infotypes appear as entry masks.15 pm Main destination: ABC AG. 12. for example. From a technical point-of-view Infotypes reflect in their data structure a collection of related data records that can be identified by a four-character code (for example. So that employee data can be analyzed with relation to the past.05. An IATA location can. You have the following possibilities for processing Infotype records: • Create • Change • Copy • Delimit • Delete (C) SAP AG AC275 12 . You can maintain Infotypes individually or using fast entry.03. Hamburg. The most important types of features are those that: • determine default values • control system processes • determine how lists are displayed in reporting 12. Infotypes can be stored timedependently.22Information type (= Infotype) A quantity of data grouped according to their contents.1999 10.single meals . features improve system flexibility. and/or an airport or a train station. They are used to determine defaults and control certain system processes.20Feature Objects in the system that determine certain values by querying different personnel and data structure fields within an enterprise.21IATA location A location that has been registered by the IATA (International Air Transport Association) and assigned an IATA code. Germany Trip type statutory: Business trip Travel expenses reimbursement type: accommodations . hotel and car rental reservations and represent the smallest geographical unit in SAP Travel Planning. using which he or she can maintain the Infotype records. IATA locations serve as the basis for flight.flat rate Distance traveled: 678 kms 12. Infotype Addresses (0006)).1999 10 am to 01.

hotel or car rental) depending on the trip destination A trip rule can be defined. The travel profile helps to control compliance with trip rules when the Travel Planning application component is used. It is assigned to individual employees via Infotype 0470 (Travel Profile) or via feature TRVCP. 12. (C) SAP AG AC275 13 .29Trip rule An enterprise-specific regulation that determines the usage of a travel service category (flight. for example. A distinction is made between the main destination and one (or more) stopovers. saying that a certain car rental company must be chosen for all destinations outside of Germany.23Passenger Name Record (PNR) The booking code of the global reservation system AMADEUS connected to SAP Travel Planning. 12.26Travel profile A combination of an enterprise's travel policies as represented in the SAP System.25Sales office Office or agency of a travel service provider. One PNR is created for each travel plan in R/3 Travel Planning. 12. The sales office has access to the Amadeus System and is identified via an office ID specified by Amadeus. 12. 12. The PNR transfers information about the relevant time and location data for the transportation or overnight stay service to the travel center or affected provider.28Trip destination Location (town/city & country) in which a business trip takes place.24Receipt Original document (such as a hotel receipt) used by travelers to enter their trip facts in the Travel Management System. In the PNR additional information about the traveler or special service requests can also be included. 12.27Travel policy Rule within an enterprise for regulating business trips.12.

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