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Travel Management SAP ERP - Financials Course Outline Course Version: 97 Course Duration: 5 Day(s) Publication Date: 05-08-2014 Publication Time: 1212 Copyright Copyright © SAP AG. All sights reserved, No put of this publication maybe reproduced or tancmitted in any form or for any purpose without the express permission of SAP AG. Additionally this publication and it: contents ae provided solely for yours, thc publication and its contents may not be rented, tranefered or zold without the express persion of SAP AG. 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Allother product: mentioned are trademark: or registered trademarks of ‘their respective companies. Disclaimer ‘THESE MATERIALS ARE PROVIDED BY SAPON AN “AS IS"BASIS, AND SAPEXPRESSLY DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE, INFORMATION, TEXT, GRAPHICS, LINKS, OR ANY OTHER MATERIALS AND PRODUCTS ‘CONTAINED HEREIN IN NO EVENT SHALL SAP BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES OF ANY KIND WHATSOEVER, INCLUDING WITHOUT LIMITATION LOST REVENUES OR LOST PROFITS, WHICH MAY RESULT FROM THE USE OF THESE MATERIALS OR INCLUDED SOFTWARE COMPONENTS. 920140805121225 AaczT0 Contents Course Overview... Course Goals v Course Objectives v Unit 1: Travel Management Overview .. Travel Management Environment Travel Management Process and Master Data Unit 2: HCM Master Record and Vendor Master Record... More Info about the Employee Master Record 2 Creating a Vendor Master Record for the Employee 2 Unit 3: Entry, Approval, and Processing of Travel Expenses .. 3 Creating and Maintaining Travel Expense Report a Different Methods of Creating Expense Reports, Entering Advances, and Approving Trips 3 Mobile Travel Expenses. 4 Unit 4: Settlement, Payment Processing, and Posting of Approved Expense Reports 5 Settlement of Travel Expenses and Printing of Reimbursement Results.....5 Transfer of Settied Values from Travel Management to Financial Accounting and Payroll 5 Unit 5: Customization of Master Data for Travel Expenses .6 Trip Provision Variant and Number Ranges 6 Maintain the Master Data Commonly Used in Travel Expenses. 6 Unit 6: Travel Expenses Form Structure, Credit Card Clearing, and Optical Archiving 7 Travel Expense Form Structure 7 7 7 Supported Methods for Handling Credit Card Transactions Different Types of Optical Archiving Available in SAP TM Unit 7: Reimbursement Amounts .. 8 Mileage Reimbursement Rates for Different Countries and Travelers 8 Setting Up Reimbursement Amounts for Meals and Accommodations........8 05.08.2014 @ SAP AG. All rights reserved AaczT0 Contents Unit 8: Settings for Interfaces to Payroll and Financial Accounting. Account Determination Using Expense Types and Wage Types 9 Unit 9: Entry of Travel Requests, Plans, and Integration with Expenses 10 Entry and Approval of Travel Plan Using Travel Manager and SAP. NetWeaver Portal 10 Entry and Approval of Travel Plans in the Back End and Conversion to a Travel Expense Report 10 Using E-Travel™ (Amadeus) or GetThere™ (Sabre) 1 Unit 10: Customizing Connections to the Reservation Systems. 12 Basic Setup of Travel Planning Customizing and Connection to External Reservation Systems 12 Unit 11: Master Data for Travel Planning .. 13 Master Data for Travel Planning 13 Setting Up an Enterprise-Specific Travel Policy and Applying It to Different User Groups Using Profiles 13 Unit 12: Process Control and Employee Self Service 14 Control Price and Availability Queries by Different User Groups 14 Dialog and Settlement Control 14 Unit 13: Authorizations and Roles in Travel Management . 15 Authorization and Roles Concept in Travel Management 15 Unit 14: Reporting .. 16 Reporting Tools in Travel Expenses 16 0-06-2014 © SAP AG. All rights reserved vey AaczT0 Course Overview Target Audience This course is intended for the following audiences: + Consultants + Project teams Course Prerequisites Required Knowledge + none Recommended Knowledge + ACO10 Business Processes in Financial Accounting + HROSO Business Processes in Human Capital Management Course Goals This course will prepare the participant to + Enter, settle, pay, and post trips + Map enterprise-specific travel guidelines in the system using Travel Management Customizing + Leam about how to use the Travel Planning application component (requesting trips, querying available travel services, booking travel services) + Setup your Travel Management system to meet your enterprise's requirements Course Objectives After completing this course, the participant will be able to: + Create HCM master records and the corresponding vendors guide + Enter, settle, pay, and post trips + Make the necessary settings in the Implementation + Set up the standard form + Create Travel Management queries + Understand all the main business processes involved in requesting a trip, selecting travel services, and making online bookings for these as well as the relevant approval processes + Explain how trip processing takes place within a company and how Travel Planning can be used to make cooperation witha travel agency more efficient + Understand how Travel Planning applies your company’s travel policy 0-06-2014 © SAP AG. All rights reserved vey AaczT0 Course Overview 05.08.2014 @ SAP AG. All rights reserved vir AaczT0 Course Outline Travel Management Overview Unit Overview + The Travel Management environment + Integration of Travel Planning into the overall Travel Management process + Cost benefits + The future role of the travel agency + The Travel Planning concept + HCM master record for Travel Planning and travel expenses + Travel privileges Lesson: Travel Management Environment Lesson Objectives After completing this lesson, the participant will be able to + Explain how the overall process of SAP Travel Management is integrated into the overall SAP system Lesson: Travel Management Process and Master Data Lesson Objectives After completing this lesson, the participant will be able to + Explain which HCM master data is required for the use of Travel Planning and Travel Expenses + Set up the HCM master data for travelers 0-06-2014 © SAP AG. All rights reserved 1 AaczT0 Course Outline HCM Master Record and Vendor Master Record Unit Overview + HCM Mini Master Record for Travel Management + Maintenance ofa Vendor Master Record. Lesson: More Info about the Employee Master Record Lesson Objectives After completing this lesson, the participant will be able to + Create a mini-master record for an employee + Understand how to set up the Customizing for HCM mini-master Lesson: Creating a Vendor Master Record for the Employee Lesson Objectives After completing this lesson, the participant will be able to + Create a vendor master record that corresponds to the personnel number 0-06-2014 © SAP AG. All rights reserved 2 AaczT0 Course Outline Entry, Approval, and Processing of Travel Expenses Unit Overview + Organizational forms of travel management + Entry scenarios + Cost distribution procedures for trips + Enter trip advances + Understand the approval workflow for travel request and expenses + Approval program + Mobile Travel Expenses Lesson: Creating and Maintaining Travel Expense Report Lesson Objectives After completing this lesson, the participant will be able to + Distinguish between the possible organizational forms + Know the different entry scenarios and when each one is appropriate + Use the various cost distribution procedures for trips and the approval program. Lesson: Different Methods of Creating Expense Reports, Entering Advances, and Approving Trips Lesson Objectives After completing this lesson, the participant will be able to + Use altemative entry scenarios and decide when each scenario is to be used in the back-end system + Enter trip advances + Use the different cost distribution procedures for trips + Understand the approval workflow for travel request and expenses + Use the approval program 0-06-2014 © SAP AG. All rights reserved soy AaczT0 Course Outline : Mobile Travel Expenses Lessol Lesson Objectives After completing this lesson, the participant will be able to + Install Mobile Travel Expenses and use the application + Enter travel expenses offline in Offiine Travel Expenses + Explain the functions in the application, enter travel expenses offiine, and synchronize them with the linked SAP ERP system, 05.08.2014 @ SAP AG. All rights reserved say AaczT0 Course Outline Settlement, Payment Processing, and Posting of Approved Expense Reports Unit Overview + Settle travel expenses + Use travel expense forms + Use the different transfer methods for travel expenses Lesson: Settlement of Travel Expenses and Printing of Reimbursement Results Lesson Objectives After completing this lesson, the participant will be able to + Settle travel expenses + Use travel expense forms Lesson: Transfer of Settled Values from Travel Management to Financial Accounting and Payroll Lesson Objectives After completing this lesson, the participant will be able to + Use the different transfer methods for travel expenses + Use travel expense forms 0-06-2014 © SAP AG. All rights reserved 5 Ey AaczT0 Course Outline Customization of Master Data for Travel Expenses Unit Overview Lesson: Trip Provision Variant and Number Ranges Lesson Objectives After completing this lesson, the participant will be able to + Set up number ranges that fulfill your requirements Lesson: Maintain the Master Data Commonly Used in Travel Expenses Lesson Objectives After completing this lesson, the participant will be able to + Maintain the master data elements for Travel Management, for example, the reimbursement groups variants and travel expense types, which are set up in the Implementation Guide 0-06-2014 © SAP AG. All rights reserved 6 Ey AaczT0 Course Outline Travel Expenses Form Structure, Credit Card Clearing, and Optical Archiving Unit Overview Lesson: Travel Expense Form Structure Lesson Objectives After completing this lesson, the participant will be able to + Adjust how your standard form is displayed to meet the requirements of your enterprise, This includes— The form header- Form blocks Lesson: Supported Methods for Handling Cre‘ Card Transactions Lesson Objectives After completing this lesson, the participant will be able to + Explain and use the possible credit card processes Lesson: Different Types of Optical Archiving Available in SAP TM Lesson Objectives After completing this lesson, the participant will be able to + Describe the entry types for optical archiving + Assign original (facsimile) documents to a trip and display them 0-06-2014 © SAP AG. All rights reserved 7 Ey AaczT0 Course Outline Reimbursement Amounts Unit Overview + Defining fiat rates for travel costs + Controlling the miles/iams flat rate calculation + Cumulation procedure for miles/kms + Reimbursement group — meals/accommodation + Trp areas + Trip types and trip activity types + Per diems for accommodation + Rates for meals Lesson: Mileage Reimbursement Rates for Different Countries and Travelers Lesson Objectives After completing this lesson, the participant will be able to + Set up mileage fiat rates, a cumulation procedure, and the ap- propriate period parameters Lesson: Setting Up Reimbursement Amounts for Meals and Accommodations Lesson Objectives After completing this lesson, the participant will be able to + Define trip areas + Define trip types and trip activity types + Create and scale per diems for meals/accommodations 0-06-2014 © SAP AG. All rights reserved sey AaczT0 Course Outline Settings for Interfaces to Payroll and Financial Accounting Unit Overview + Wage types and travel expense types + Wage types and symbolic accounts + Symbolic accounts and expense accounts Lesson: Account Determination Using Expense Types and Wage Types Lesson Objectives After completing this lesson, the participant will be able to + Assign wage types to travel expense types + Assign wage types to symbolic accounts + Assign symbolic accounts to the expense accounts in financial accounting 0-06-2014 © SAP AG. All rights reserved oEy AaczT0 Course Outline Entry of Travel Requests, Plans, and Integration with Expenses Unit Overview + Request and plan trips with the SAP NetWeaver Portal interface and Travel Manager + Request and book travel services with both the SAP EP interface and Travel Manager + Approve travel requests and travel plans + Travel Planning user roles + Travel Planning integration with Travel Expenses + Integration of Third-Party Travel Planning Tools Lesson: Entry and Approval of Travel Plan Using Travel Manager and SAP NetWeaver Portal Lesson Objectives After completing this lesson, the participant will be able to + Request trips with the SAP NetWeaver Portal interface and Travel Manager + Request and book travel services with both the SAP Netieaver Portal interface and Travel Manager + Approve travel requests and travel plans Lesson: Entry and Approval of Travel Plans in the Back End and Conversion to a Travel Expense Report Lesson Objectives After completing this lesson, the participant will be able to + Set up Travel Planning user roles + Explain how Travel Planning is integrated with Travel Expenses 0-06-2014 © SAP AG. All rights reserved 10 7 AaczT0 Course Outline Lesson: Using E-Travel™ (Amadeus) or GetThere™ (Sabre) Lesson Objectives After completing this lesson, the participant will be able to + Integrate third-party travel planning tools 0-06-2014 © SAP AG. All rights reserved 11 Ey AaczT0 Course Outline Customizing Connections to the Reservation Systems Unit Overview + Travel Planning Customizing and the main Travel Planning Customizing objects + Connection to the current extemal reservation system in Customizing Lesson: Basic Setup of Travel Planning Customizing and Connection to External Reservation Systems Lesson Objectives After completing this lesson, the participant will be able to + Explain the basic structure of Travel Planning Customizing and the main Travel Planning Customizing objects + Setup the connection to the current extemal reservation system in Customizing 0-06-2014 © SAP AG. All rights reserved 127 AaczT0 Course Outline Master Data for Travel Planning Unit Overview Lesson: Master Data for Travel Planning Lesson Objectives After completing this lesson, the participant will be able to + Explain the master data that Travel Planning is based on + Define regions + Define travel service providers Lesson: Setting Up an Enterprise-Specific Travel Policy and Applying It to Different User Groups Using Profiles Lesson Objectives After completing this lesson, the participant will be able to + Map an enterprise’s travel nules in the system, 0-06-2014 © SAP AG. All rights reserved 13 AaczT0 Course Outline Process Control and Employee Self Service Unit Overview + Control Price and Availability Queries by Different User Groups dialog flow + Price and availability strategies + Enterprise-specific elements of the passenger name record + Payment methods + Homepage Framework + Intemet Graphics Server Lesson: Control Price and Availability Queries by Different User Groups Lesson Objectives After completing this lesson, the participant will be able to + Make settings for the price and availability query for the entry transactions Lesson: Dialog and Settlement Control Lesson Objectives After completing this lesson, the participant will be able to + Set up dialog control for trip schemas + Adapt the screen layout of trip data entry to suit your requirements + Maintain the standard features for trip data entry and travel expenses + Infiuence the travel expense controls 0-06-2014 © SAP AG. All rights reserved 4 AaczT0 Course Outline Authorizations and Roles in Travel Management Unit Overview + Authorization concept in travel management + Concept of roles + Travel Management roles + Authorization objects for travel expenses and travel planning Lesson: Authorization and Roles Concept in Travel Management Lesson Objectives After completing this lesson, the participant will be able to + Understand the background of the authorization concept + Understand the roles concept + Use the Travel Management roles + Explain authorization objects for travel expenses and travel planning and maintain reporting in travel management 0-06-2014 © SAP AG. All rights reserved 15 AaczT0 Course Outline Reporting Unit Overview + Reporting in Travel Planning + Travel Expenses reporting tools + Creating your own queries Lesson: Reporting Tools in Travel Expenses Lesson Objectives After completing this lesson, the participant will be able to + Camry out reports on the services booked using Travel Planning + Use Travel Expenses reporting tools + Create your own queries 0-06-2014 © SAP AG. All rights reserved 16 7