SAP TRAVEL MANAGEMENT

Configuration Steps

Prepared By: Ms. Pramila Nagaraj First Class MBA Finance Graduate (2010) - FRESHER Global Academy of Technology, Bangalore (VTU- Belgaum) SAP Financials Associate Certified Consultant Trainee/Fresher SAP Certified Candidate @ Source One Management Services Pvt. Ltd Bangalore 2013 Copy Rights SOURCE ONE MANAGEMENT SERVICES PVT LTD Bangalore

SAP Travel Management (TM) Configuration Steps:

An employee can make his/her own travel arrangements. All of the expenses claimed are verified against the travel policy of the company. If the employee enters travel data in connection with the Cross-Application Time Sheet (CATS), data such as trip dates and cost assignment are prepopulated. A. Maintaining General Settings 1. Prerequisites for Travel Expenses a. Number Ranges for Trip Numbers - define number ranges and number range intervals for assigning trip numbers. You do so for each personnel area individually. In the case of the settings you make in this activity for internal number assignment, the system automatically assigns the trip numbers within the defined interval. Transaction Code - PR10 IMG Menu - Financial Accounting --> Travel Management --> Set Up Trip Number Ranges b. Number Ranges for Posting Runs - Posting Travel Costs- TR is the run type for posting run. Transaction Code - PR12 IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Transfer to Accounting --> Set Up Number Ranges for Posting Runs c. Number Ranges for Trip Transfer Documents Transaction Code - PR11 IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Transfer to Accounting --> Set Up Number Ranges for Trip Transfer Documents B. Travel Management Presettings - Global Settings In this IMG activity, you define the following settings: Country grouping for the wage types recorded in the expense types Trip currency in which the trip costs are reimbursed Settings for the input tax Methods for converting the receipt currencies to the trip currency

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The Input tax default value for internat. receipts is set to Set acc. to trip destination.(Default value for input tax = blank) Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Master Data --> Control Parameters for Travel Expenses --> Define Global Settings

2. Enterprise-Specific Trip Type - Within Travel Expenses, you can use the enterprise-specific trip type to classify employees trips according to enterprise-specific criteria (such as trips between plants or private stopovers). Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Master Data --> Control Parameters for Travel Expenses --> Control Parameters from Trip Data --> Define Enterprise-Specific Trip Types 3. Trip Activity Type (Travel Expenses Accounting) - Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, different trip activity types can be defined (e.g.: A = Education and training, K = Customer visit and S = Other reasons). However, for this scenario only one trip activity type is defined. Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Master Data --> Control Parameters for Travel Expenses --> Control Parameters from Trip Data --> Define Trip Activity Types 4. Trip Activity Types (Travel Planning) - Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, the following trip activity types have been defined: A = Education and training, K = Customer visit and S = Other reasons. So that the assignment can be made in the travel request (travel manager), these activity types were assigned to travel planning Customizing as well. Transaction Code - S_AHR_61000689 IMG Menu - Financial Accounting --> Travel Management --> Travel Planning --> Trip Rules and Profiles --> Travel Policy --> Trip Activity Types --> Define Trip Activity Types 5. Travel Expense Types for Individual Receipts - In Travel Expenses, individual statements for travel costs are created on the basis of receipts. Each receipt is saved in the system with a travel expense type, an amount and an issue date. The travel expense type MTBZ (car rental, paid) has been added to the standard system. Travel expense types are valid for all reimbursement groups.

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Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Master Data --> Travel Expense Types --> Create Travel Expense Types for Individual Receipts 6. Expense Control - Posting of Paid Individual Receipts - Paid receipts are recorded in a trip for documentation purposes only. Documents are posted independently of Travel Management. Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Dialog and Travel Expenses Control --> Travel Expenses Control --> Define Posting of Paid Individual Receipts 7. Travel Expenses Control (Expert View) - In this IMG activity, you can edit the matrix of accounting rules. The settings have been paid for the standard DE solution as per the screen print below. Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Dialog and Travel Expenses Control --> Travel Expenses Control --> Travel Expenses Control (Expert View) C. Accounting 1. Assign Wage Types to Travel Expense Types for Indiv. Receipt - The results from Travel Expenses are recorded on the basis of wage types in the table ROT. This means that you must record a wage type for the tax-exempt part of the settlement amount for each travel expense type. In the case of travel expense types for per diems, you must record a wage type for both the taxexempt and taxable part (additional amounts). The relevant input tax indicators are determined by the turnover tax law. The standard settings correspond to current terms and conditions. The travel expense type MTBZ (car rental, paid) differs from the standard and has been assigned the SAP standard wage type MJ63 (Trip trav.costs comp.paid

Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Management and Payroll --> Wage Types --> Assign Wage Types to Travel Expense Types for Indiv. Receipts

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2. Assignment of Wage Type to Symbolic Account - Travel Management enables you to structure the interface to Financial Accounting flexibly using the so-called initial account assignment. The initial account assignment determines the posting accounts and controls the accounts side (debits/credits). For this process, you assign the following data to each wage type that you assigned in the travel expense types for individual receipts and per diems: A symbolic account expenses, a symbolic account for offsetting entry, and if necessary, a second symbolic account clearing (especially in the case of paid receipts). Since the standard wage type MJ63 has been assigned to the additional travel expense type MTBZ, and there is already a suitable symbolic account for this wage type in the standard system, it is not necessary to make any new entries here. Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Management and Payroll --> Wage Types --> Define Assignment of Wage Type to Symbolic Account 3. Conversion of Symbolic Account to Expense Account - The incurred trip costs are posted to different expense accounts, dependent on their travel expense type. The standard chart of accounts is 0001. The offsetting entry is made in the employees customer/vendor account that is linked to their personnel number. No provision is made for posting to clearing accounts. The travel expense type MTBZ (car rental, paid) differs from the standard. It has been assigned using the symbolic account 130 to the following expense account: Trip costs transport and airfare (recpts/flat rate). Prerequisites - The appropriate G/L accounts have been created in the standard chart of accounts 0001 (U06_Core_FI). Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Transfer to Accounting --> Conversion of Symbolic Account to Expense Account 4. Assign Substitute Cost Center - In the dialog for travel expense data entry, you can enter a cost assignment specification for trips, stopovers or receipts. At present, only cost centers should be entered as additional account assignment objects.

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The transfer report enables you to substitute non-postable CO objects with the cost center that is currently valid in Travel Privileges (infotype 0017). If this cost center is not postable either, the system substitutes the original CO object with a substitute cost center from table TKA3G. The system documents all substitutions in the trip transfer documents in the posting run. This means you can reassign these substitutions manually at a later stage. To ensure that a warning and not an error message is issued when the account assignment is checked, the cost center 1104 has been defined in table TKA3G. When you create the posting run, ensure the Replace incorrect CO object field is active. Transaction Code - SPRO IMG Menu - Payroll --> Payroll Germany --> Posting to Accounting --> Activities in AC System --> Assign Substitute Cost Centers D. Legal Requirements 1. Travel Flat Rates - The reimbursement amounts for business trips are in line with tax regulations. An alternative travel flat rate is reimbursed for trips between plants (enterprisespecific trip type W). Separate expenses records have been created for the enterprise-specific trip type W. You can enter the alternative amounts for the flat rates in the maintenance view V_T706F (accessible using transaction SM31). Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Trip Reimbursement Amounts --> Reimburs. Amounts Travel Costs --> Define Flat Rates for Travel Costs 2. Influence of Control Parameters: Accommodation - Since the defined enterprise-specific trip types and trip activity types do not influence the reimbursement amounts, they are not considered when you access the related Customizing table (T706U). Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Trip Reimbursement Amounts --> Reimbursement Amounts for Accommodations --> Define Influence of Control Parameters: Accommodations 3. Influence of Control Parameters: Meals - Since the defined enterprise-specific trip types and trip activity types do not influence the reimbursement amounts, they are not considered when you access the related Customizing table (T706V). Transaction Code - SPRO

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IMG Menu - Financial Accounting --> Travel Management --> Travel Expenses --> Trip Reimbursement Amounts --> Reimbursement Amounts for Meals --> Define Influence of Control Parameters: Meals

E. Integration 1. Activate Request/Plan/Expense Report in Travel Manager - In order to use the Travel Manager (transaction TRIP) for inputting travel expenses, you must activate the components for editing travel requests and travel expense reports. Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Planning and Travel Expenses --> Settings for Travel Manager --> Activate Request/Plan/Expense Report in Travel Manager 2. Deactivate Integration of Travel Planning - Travel Expenses - Since only the Travel Expenses component is in use, the integration of Travel Planning to Travel Expenses is deactivated. Transaction Code - SPRO IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Planning and Travel Expenses --> Activate Integration: Travel Planning - Travel Expenses 3.Assign Trip Activity Types - The integration of travel planning with travel expenses covers all entry transactions of both, as well as basic settings for the travel manager (transaction TRIP). For the trip provision variant, only the following components of the travel manager (transaction TRIP) are active: Create travel request Create travel expense The assignment trip schema travel plan type is required for the transfer of the travel request into travel expenses. Transaction Code - SM30 IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel Planning and Travel Expenses --> Assign Trip Activity Types

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