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Company Name

Travel Management Configuration Guide

Company Travel Management (Basic
Setting)
Content
Purpose .................................................................................................................................. 2
1 Preparation ..................................................................................................................... 2
1.1 Prerequisites ............................................................................................................ 2
2 Configuration .................................................................................................................. 4
2.1 Maintaining General Settings ................................................................................... 4
2.1.1
Number Ranges .............................................................................................. 4
2.1.1.1
Number Ranges for Trip Numbers.......................................................... 4
2.1.1.2
Number Ranges for Posting Runs .......................................................... 8
2.1.1.2.1 Number Ranges for Trip Transfer Documents ................................ 10
2.1.2
Travel Management Presetting ..................................................................... 12
2.1.2.1
Define/Delete/Restore Trip Provision Variants ..................................... 12
2.1.2.2
Assign Organizational Areas to TPA via Feature TRVCT .................... 14
2.1.2.3
Global Settings...................................................................................... 19
2.1.3
Control Parameters from Travel Privileges ................................................... 22
2.1.3.1
Statutory M/A Reimbursement Groups ................................................. 22
2.1.3.2
Enterprise-Specific M/A Reimbursement Groups ................................. 23
2.1.3.3
Employee Grouping for Travel Expense Types .................................... 24
2.1.3.4
Employee Grouping for Travel Management ........................................ 26
2.1.3.5
Vehicle Types ....................................................................................... 27
2.1.3.6
Reimbursement Groups for Travel Costs ............................................. 29
2.1.3.7
Vehicle Classes .................................................................................... 30
2.1.4
Control Parameters from Trip Data ............................................................... 31
2.1.4.1
Define Trip Areas .................................................................................. 31
2.1.4.2
Define Statutory Trip Types .................................................................. 33
2.1.4.3
Enterprise-Specific Trip Type ............................................................... 35
2.1.4.4
Trip Activity Type (Travel Expenses Accounting) ................................. 37

Page 1 of 38

Company Name

Travel Management Configuration Guide

Travel: Configuration Guide
Purpose
This configuration guide provides the information you need to set up the configuration of the
Travel management system for sample client GIS. We have kept the scenarios simple and basic
for better understanding. It further helps us to comprehend the entire process in sequential and
logical manner in order to replicate the client Travel Management requirements into SAP
system.

1

Preparation

1.1 Prerequisites
Access the activity as follows:

IMG Menu

Activate SAP ECC Extensions / Activate Business
Function

Transaction Code

S_S6B_86000007

Transaction Code

SFW5

Each of the above paths will take you to same following screen.

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Company Name

Travel Management Configuration Guide

Activate the Business functions in order to maintain basic functional setting for Travel Management

Press continue

In the table displayed, select the checkbox in the Active column for:
EA-TRV

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Travel Management Extension

1 Maintaining General Settings 2.1.Company Name Travel Management Configuration Guide Choose Save.1. We do so for each personnel area individually. Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Set Up Trip Number Ranges Transaction Code PR10 We will get to the following screen Enter personnel area ‘GIS2’ of the company GIS and process as follows. Procedure 1.1 Number Ranges 2. we define number ranges and number range intervals for assigning trip numbers. 2 Configuration 2. In the case of the settings we make in this activity for internal number assignment.1. the system automatically assigns the trip numbers within the defined interval. Page 4 of 38 .1 Number Ranges for Trip Numbers In this IMG activity.

X Page 5 of 38 Comment Comment . Field name Description User action and values OBJECT Object Name RP_REINR SUBOBJECT Sub object Value GIS2 NRRANGENR Number Range Number 02 FROMNUMBER From Number 1000000001 TONUMBER To Number 1999999999 NRLEVEL Current Number 0000000000 EXTERNIND Ext.Company Name Travel Management Configuration Guide Click on interval and add the following values Field Overview/Data Record Overview NRIV (number range intervals): Field Name Description User Action and Values OBJECT Object Name Trip number SUBOBJECT Sub object Value GIS2 NRRANGENR Number Range Number 01 FROMNUMBER From Number 00 00 00 00 01 TONUMBER To Number 099 99 99999 NRLEVEL Current Number 0000000000 EXTERNIND Int.

Company Name Internal Number Range After filling in the values Press enter and save it Page 6 of 38 Travel Management Configuration Guide .

please enter the following values Press enter and save it Now both the internal and external number ranges are saved. Page 7 of 38 .Company Name Travel Management Configuration Guide External Number Range For maintaining the external number range .

code and we will get following window  Click or F4 to get system-populated possible values choose our specific TR as shown above Page 8 of 38 .2 Travel Management Configuration Guide Number Ranges for Posting Runs Use The number ranges required for posting runs are created with a number range interval from 0000000001 to 9999999999.Company Name 2. The run type for posting runs is TR (Posting Travel Costs).1. Procedure 1. Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Set Up Number Ranges for Posting Runs Transaction Code PR12 Execute the T.1.

Page 9 of 38 Comment .Company Name Travel Management Configuration Guide On next screen Now click on to maintain the required fields 2. Fill in the required values Save the entries and Number Range Interval is configured. Field Overview/Data Record Overview NRIV (number range intervals): Field Name Description User Action and Values OBJECT Object Name Structure HR_PEVAL2 SUBOBJECT Sub object Value TR NRRANGENR Number Range Number 01 FROMNUMBER From Number 0000000001 TONUMBER To Number 0999999999 NRLEVEL Current Number 0000000000 EXTERNIND Int.

1.Company Name Travel Management Configuration Guide 2. Page 10 of 38 Comment .1 Number Ranges for Trip Transfer Documents The number ranges required for trip transfer documents are created with a number range interval from 0000000001 to 9999999999.1.2. Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Transfer to Accounting → Set Up Number Ranges for Trip Transfer Documents Transaction Code PR11 Follow the navigation path and we get to following window Click “ ”icon and maintain following values on next screen Field Overview NRIV (number range intervals): Field name Description User action and values OBJECT Object Name HRTR_PDOC SUBOBJECT Subobject Value TRV_POSTING_DOCS NRRANGENR Number Range 01 Number FROMNUMBER From Number 0000000001 TONUMBER To Number 0999999999 NRLEVEL Current Number 0000000000 EXTERNIND Int.

Company Name Travel Management Configuration Guide Current number is 321 and we need to change current number to ‘0’. For this Please Click on Interval and follow through to the option’’ change current number’ Page 11 of 38 .

These are actually the rules for determining the reimbursement of trip expenses and their treatment regarding taxation.1 Define/Delete/Restore Trip Provision Variants In this IMG activity. 2.1.2.Company Name Travel Management Configuration Guide Now change current number from ‘331’ to ‘0000000000’ or simply ‘0’ It’s all done. It is classification of trip provisions based on either of two factors 1-area of validity Eg public Sector (variant 01) or private enterprises (variant 02) 2-Trip expenses accounting method Procedure Access the Customizing activity using one of the following navigation options Page 12 of 38 . we make the basic entry for a new trip provision variant with all the rules for determining the reimbursement of trip expenses and their treatment regarding taxation.2 Travel Management Presetting 2.1.

Company Name Travel Management Configuration Guide IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define/Delete/Restore Trip Provision Variants Transaction Code SPRO Transaction Code S_AHR_61009946 (Define/Delete/Restore Trip Provision Variants) Table Access (SM30) V_T706N (Define trip provision variants) Transaction Code PRCO (Copy/Restore trip provision variants) Transaction Code PRDE (Delete trip provision variants) We will get three activities as under Define Trip provision variants Double click ‘define Trip provision variants’ Choose New Entry.Variant Name YA Service Provider Page 13 of 38 . fill in the fields TrProv.

Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Assign Organizational Areas to Trip Provision Variants via Feature TRVCT Transaction Code SPRO PE03 TRVCT Page 14 of 38 (Feature in change Mode) . 2.1. just maintain the details if required and press continue to It is saved.2.2 Assign Organizational Areas to TPA via Feature TRVCT Use Employee’s organizational assignment. Procedure 1.Company Name Travel Management Configuration Guide After Maintaining the values and click save icon You will get customizing prompt.

It will take us to the feature maintenance screen where we need country grouping (Molga) In our case we are using Molga “PK’ (Pakistan) which need to be created as under.Company Name Travel Management Configuration Guide We can follow SPRO path or maintain feature (TVRCT) directly through T.code PE03. 1-Feature maintenance through Tree view Choose country Pakistan ‘’PK”” Page 15 of 38 .it will lead us to the same screen for assigning organizational areas to trip provision variants.

Company Name Travel Management Configuration Guide Press enter to select it Select country node PK and click on create button to assign the default value . Press enter to proceed Page 16 of 38 .

press enter to continue and data would be saved Page 17 of 38 .Company Name Travel Management Configuration Guide YA is the ‘Trip provision variant’ we created in previous steps Select the variant and click execute button (F8) to activate the feature While saving it following prompt for customizing request appears.

.Feature maintenance through Table view Remain on the same screen and click on Pview tab and click on table maintenance Insert a new line below line 000010. Edit the new and empty line 000020 as described below: Line Variable Key F 000010 D 000020 PK 000030 … Choose Page 18 of 38 C to Activate the feature Operations MOLGA &TRVCT=YA.Company Name Travel Management Configuration Guide 2.

to trip destination.Company Name 2. you define the following settings:  Country grouping for the wage types recorded in the expense types  Trip currency in which the trip costs are reimbursed  Settings for the input tax  Methods for converting the receipt currencies to the trip currency The Input tax default value for international receipts is set to Set acc.2. Note: No configuration change is required as this is a standard configuration. Field Name Description User Action and Values Comment MOREI Trip Provision Variant YA Service Provider MOLGA Country Grouping PK Pakistan WAERSKZ Currency Indicator 1 Currency is determined from company code WAERS Currency HCURR Settlement of Foreign Currency Receipts X In trip currency PAUVS Input Tax X Input tax per Travel Expense Type MWSKZ With Input Tax Code Page 19 of 38 . Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Define Global Settings Transaction Code SPRO or SM30----. (Default value for input tax = blank).1.3 Travel Management Configuration Guide Global Settings In this IMG activity.V_706D_B Field Overview/Data Record Overview V_706D_B.

Receipts X Set According to Destination/Country DEFLNDFR No Default Value for Country of Receipt LTEXT Unit for Distance Kilometers KURST Exchange Rate Type M Press new entries and maintain the required values Page 20 of 38 Standard translation at average rate .Company Name Travel Management Configuration Guide Field Name Description User Action and Values Comment LAND1 Country PK Pakistan MWAUS 0% Input Tax V0 No tax procedure READ706M Read Table ‘Input Tax for International per Diems’ DEFMWSKZ Input Tax Default Value for Internat.

Page 21 of 38 . press enter to continue and data would be saved Required setting is maintained.Company Name Travel Management Configuration Guide While saving it following prompt for customizing request appears.

1.3. classification of employees according to wage groups).We assign employee to a reimbursement group for meals/accommodation via the infotype Travel Privileges (0017) Procedure Access the activity using the following navigation options: Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Statutory M/A IMG Menu Reimbursement Groups Transaction Code SPRO or (SM30------V_T706I) We will get to the following screen Select new entries and make the following entry TrProv.Variant Name YA Service Provider Save the entries.g.3 Control Parameters from Travel Privileges 2. Page 22 of 38 Name Name All Employees .1.1 Statutory M/A Reimbursement Groups We will maintain the statutory reimbursement group for meals/accommodations indicator.Company Name Travel Management Configuration Guide 2. which would help to reproduce the reimbursement rates for meals/accommodations for groups of employees (e.

Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Enterprise-Specific M/A Reimbursement Groups Transaction Code Page 23 of 38 SPRO or SM30----V_T706J .3.2 Enterprise-Specific M/A Reimbursement Groups Use Via the enterprise-specific reimbursement group for meals/ accommodation indicator.1.Company Name Travel Management Configuration Guide Press enter to continue and data is maintained. the statutory reimbursement groups for meals/accommodations can be further classified. 2.

Company Name Travel Management Configuration Guide Select new entries and make the following entry.Variant Name YA Service Provider Name Name All Employees Press enter 2.1. : TrProv. In this IMG activity the employee grouping for trip expense type is defined depending on trip provision variant via a one-place alphanumeric key and a long name.3 Employee Grouping for Travel Expense Types Use An employee grouping for trip expense type is a classification of employees for whom the same trip expense types are valid.3. Page 24 of 38 .

Company Name Travel Management Configuration Guide Procedure Access the activity using the following navigation options: Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for IMG Menu Travel Expense Types Transaction Code SPRO or SM30----V_T702C On the pop-up window enter Trip Provision Variant and click on Enter to continue We will get following screen. Select new entries Make the following entry EE Grp. Ex Name 1 Group 1 press enter to proceed Page 25 of 38 .

the permitted entry values for employee groupings for Travel Management and you store a corresponding long name. you define.Variant Name YA Service Provider Page 26 of 38 EE Group Trav Name All Employees .V_T706Y We will get following screen.1. In this IMG activity.4 Employee Grouping for Travel Management Via the employee grouping for Travel Management. depending on trip provision variant.3. 2. Select new entries Make the following entry: TrProv. We can reproduce an enterprise-specific classification of employees in the system.Company Name Travel Management Configuration Guide Our data is saved. Procedure Access the activity using the following navigation options: Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Employee Grouping for IMG Menu Travel Management Transaction Code SPRO or SM30--.

5 Vehicle Types Use Trip costs accounting offers the option to differentiate reimbursement rates for travel costs according to vehicle types (for example. you will define.Company Name Travel Management Configuration Guide While saving it following prompt for customizing request appears. bicycle.1. cars).V_T706E Page 27 of 38 . the allowed entry values for vehicle type and store the corresponding long names. press enter to continue and data would be saved. Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management →Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Types Transaction Code SPRO or SM30--. 2. In this IMG activity.3. motorcycle. depending on the trip provision variant.

Variant Name VeTyp Name YA Service Provider C Car Press enter to continue Data Saved.Company Name Travel Management Configuration Guide We will get following screen. Select new entries Make the following entry: TrProv. Page 28 of 38 .

3. In this IMG activity.g. mile/kilometer rates) for different groups of employees. Page 29 of 38 RGrp TravelCost Name All Employees . they can be stored via the reimbursement group for travel costs.6 Travel Management Configuration Guide Reimbursement Groups for Travel Costs If a company wants to reproduce different trip provisions for travel costs (e.1.V_T702Q After we get following screen. you define the permitted input values for the reimbursement groups for travel costs depending on the trip provision variant and store the corresponding long names.Variant Name YA Service Provider Save the entries. Select new entries Fill in the data as under: TrProv. Procedure Access the activity using the following navigation options: Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Reimbursement Groups IMG Menu for Travel Costs Transaction Code SPRO or SM30--.Company Name 2.

1.3. Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Travel Privileges → Define Vehicle Classes Transaction Code SPRO or SM30--.Company Name Travel Management Configuration Guide Press enter to continue and our data is maintained. we define. 2. depending on trip provision variant. the permitted entry values for the vehicle class and store a corresponding long name.code and following screen appear Select new entries and make the required entry : Page 30 of 38 .7 Vehicle Classes We can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes Via Vehicle class.V_T706W_ADDON Run the T. For each employee. In this IMG activity. the vehicle class can be stored in the info type Travel Privileges (0017).

1 Define Trip Areas Many countries specify different trip expense reimbursement amounts for different trip areas in their business trip provisions. Page 31 of 38 .1. For these trip areas.4. press enter to continue and data would be saved. different trip expense reimbursement rates for travel costs. accommodations and meals must be stored in the system. It is saved. 2.Variant Name YA Service Provider RGrp TravelCost Name All Vehicle Classes While saving it following prompt for customizing request appears.Company Name Travel Management Configuration Guide TrProv.4 Control Parameters from Trip Data 2.1.

Multan Pakistan. Abbottabad Pakistan.V_T706O Enter Trip Provision Variant: YB in the pop-up window Press enter to proceed Select new entries and make the following entry Trip Country Name PK PK PK PK PK PK PK PK PK PK PK Pakistan Pakistan Pakistan Pakistan Pakistan Pakistan Pakistan Pakistan Pakistan Pakistan Pakistan : Page 32 of 38 RegionTrip Trip Country ATD CHTRL FSLAB ISLMB KRCHI LHR MULTN PSHWR QUTA WAH Pakistan Pakistan. Islamabad Pakistan. Quetta Pakistan. Lahore Pakistan. Chitral Pakistan. Karachi Pakistan. Wah . Faisalabad Pakistan. Peshawar Pakistan.Company Name Travel Management Configuration Guide Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data →Define Trip Areas Transaction Code SPRO or SM30--.

depending on trip provision variant.Company Name Travel Management Configuration Guide Press enter to proceed It is done.2 Define Statutory Trip Types Via statutory trip type. the allowed entry values for the statutory trip types and store the corresponding long texts. trip costs accounting offers the option to differentiate employees' trips according to statutory/pay scale rules. 2. Page 33 of 38 .1.4. In this IMG activity we define.

Company Name Travel Management Configuration Guide Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Statutory Trip Types Transaction Code SPRO or SM30--.V_T706G We will get to following screen.Variant Name Trip Type Name YA Service Provider A Business Trip YA Service Provider B Training Session Page 34 of 38 . Select new entries Maintain the following data : TrProv.

2. Press enter to continue and data would be saved. Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Enterprise-Specific Trip Types Transaction Code SPRO or SM30--.4. only one Trip Type is defined (Blank= Business Trip).3 Enterprise-Specific Trip Type Use Within Travel Expenses.V_T706X Select new entries and make the following entry Page 35 of 38 . For the Best Practices scenario.1.Company Name Travel Management Configuration Guide When we click the Save icon. following prompt for customizing request appears. 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).

Page 36 of 38 Name All Trips . While saving it following prompt for customizing request appears Press enter to continue and data would be saved.Company Name Travel Management Configuration Guide Field Overview V_T706X: Field name Description User action and values MOREI Trip Provision Variant YA BEREI Trip Type: EnterpriseSpecific TEXT_BEREI Name for EnterpriseSpecific Trip Type Comment All Trips Data Record Overview V_T706X: TrProv.Variant Name YB Service Provider Trip Type .

different trip activity types can be defined (e. K = Customer visit and S = other reasons).: A = Education and training.Company Name 2.g.1. Please note that for this scenario only one trip activity type is defined. other reasons) for evaluations. education and training. Procedure Access the activity using the following navigation options: IMG Menu Financial Accounting → Travel Management → Travel Expenses → Master Data → Control Parameters for Travel Expenses → Control Parameters from Trip Data → Define Trip Activity Types Transaction Code SPRO SM30--.V_T706R Select new entries and make the following entry Page 37 of 38 .4.4 Travel Management Configuration Guide Trip Activity Type (Travel Expenses Accounting) Since most enterprises use the reason for the trip (for example.

Variant Name YA Service Provider Activity Name All Trips When we save it. Page 38 of 38 .Company Name Travel Management Configuration Guide Field Overview V_T706R: Field Name Description User Action and Values MOREI Trip Provision Variant YB KZTKT Trip Activity Type TKTXT Name for Trip Activity Type Comment All Trips Data Record Overview V_T706R: TrProv. following prompt for customizing request appears Press enter to continue and data would be saved.