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SAP Travel Management Basic Setting
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Company Name Travel Management Configuration Guide
Page 1 of 38
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
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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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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 Travel Management Extension
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Choose Save.
2 Configuration
2.1 Maintaining General Settings
2.1.1 Number Ranges
2.1.1.1 Number Ranges for Trip Numbers
In this IMG activity, we define number ranges and number range intervals for assigning trip
numbers. We do so for each personnel area individually. In the case of the settings we make in
this activity for internal number assignment, the system automatically assigns the trip numbers
within the defined interval.
Procedure 1. 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;
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Click on interval and add the following values
Field Overview/Data Record Overview NRIV (number range intervals):
Field Name Description User Action and Values Comment
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.
Field name Description User action and values Comment
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. X
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Internal Number Range
After filling in the values Press enter and save it
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External Number Range
For maintaining the external number range ,please enter the following values
Press enter and save it
Now both the internal and external number ranges are saved.
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2.1.1.2 Number Ranges for Posting Runs
Use The number ranges required for posting runs are created with a number range interval from
0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).
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.code and we will get following window
Click or F4 to get system-populated possible values
choose our specific TR as shown above
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On next screen Now click on to maintain the required fields
2. Field Overview/Data Record Overview NRIV (number range intervals):
Field Name Description User Action and Values Comment
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.
Fill in the required values
Save the entries and Number Range Interval is configured.
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2.1.1.2.1 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.
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 Comment
OBJECT Object Name HRTR_PDOC
SUBOBJECT Subobject
Value
TRV_POSTING_DOCS
NRRANGENR Number Range
Number
01
FROMNUMBER From Number 0000000001
TONUMBER To Number 0999999999
NRLEVEL Current
Number
0000000000
EXTERNIND Int.
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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’
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Now change current number from ‘331’ to ‘0000000000’ or simply ‘0’
It’s all done.
2.1.2 Travel Management Presetting
2.1.2.1 Define/Delete/Restore Trip Provision Variants
In this IMG activity, 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.
These are actually the rules for determining the reimbursement of trip expenses and their
treatment regarding taxation. 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
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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, fill in the fields
TrProv.Variant Name
YA Service Provider
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After Maintaining the values and click save icon
You will get customizing prompt; just maintain the details if required and press to
continue
It is saved.
2.1.2.2 Assign Organizational Areas to TPA via Feature TRVCT
Use Employee’s organizational assignment.
Procedure 1. 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 (Feature in change Mode)
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We can follow SPRO path or maintain feature (TVRCT) directly through T.code PE03.it will lead us to the same screen for assigning organizational areas to trip provision variants.
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;
1-Feature maintenance through Tree view
Choose country Pakistan ‘’PK””
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Press enter to select it
Select country node PK and click on create button to assign the default value
.
Press enter to proceed
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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, press enter to continue and data would be saved
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2- 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 C Operations
000010 D MOLGA
000020 PK &TRVCT=YA,
000030 …
Choose to Activate the feature
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2.1.2.3 Global Settings In this IMG activity, you define the following settings:
Country grouping for the wage types recorded in the expense types
Trip currency in which the trip costs are reimbursed
Settings for the input tax
Methods for converting the receipt currencies to the trip currency
The Input tax default value for international receipts is set to Set acc. to trip destination.
(Default value for input tax = blank).
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----- V_706D_B
Field Overview/Data Record Overview V_706D_B.
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
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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.
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 Standard translation
at average rate
Press new entries and maintain the required values
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While saving it following prompt for customizing request appears, press enter to continue and data would be saved
Required setting is maintained.
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2.1.3 Control Parameters from Travel Privileges
2.1.3.1 Statutory M/A Reimbursement Groups
We will maintain the statutory reimbursement group for meals/accommodations indicator, which would help to reproduce the reimbursement rates for meals/accommodations for groups of employees (e.g. 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:
IMG Menu Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Statutory M/A
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 Name Name
YA Service Provider All Employees
Save the entries.
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Press enter to continue and data is maintained.
2.1.3.2 Enterprise-Specific M/A Reimbursement Groups
Use
Via the enterprise-specific reimbursement group for meals/ accommodation indicator, the statutory reimbursement groups for meals/accommodations can be further classified.
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 SPRO or SM30----V_T706J
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Select new entries and make the following entry.
:
TrProv.Variant Name Name Name
YA Service Provider All Employees
Press enter
2.1.3.3 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.
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.
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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 Employee Grouping for
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
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Our data is saved.
2.1.3.4 Employee Grouping for Travel Management
Via the employee grouping for Travel Management, We can reproduce an enterprise-specific classification of employees in the system.
In this IMG activity, you define, depending on trip provision variant, the permitted entry values for employee groupings for Travel Management and you store a corresponding long name.
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 Employee Grouping for
Travel Management
Transaction Code SPRO or SM30--- V_T706Y
We will get following screen. Select new entries
Make the following entry:
TrProv.Variant Name EE Group Trav Name
YA Service Provider All Employees
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While saving it following prompt for customizing request appears, press enter to continue and
data would be saved.
2.1.3.5 Vehicle Types
Use
Trip costs accounting offers the option to differentiate reimbursement rates for travel costs according to vehicle types (for example, bicycle, motorcycle, cars).
In this IMG activity, you will define, depending on the trip provision variant, the allowed entry values for vehicle type and store the corresponding long names.
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--- V_T706E
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We will get following screen. Select new entries
Make the following entry:
TrProv.Variant Name VeTyp Name
YA Service Provider C Car
Press enter to continue
Data Saved.
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2.1.3.6 Reimbursement Groups for Travel Costs
If a company wants to reproduce different trip provisions for travel costs (e.g. mile/kilometer rates) for different groups of employees, they can be stored via the reimbursement group for travel costs.
In this IMG activity, 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.
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 Reimbursement Groups
for Travel Costs
Transaction Code SPRO or SM30--- V_T702Q
After we get following screen. Select new entries
Fill in the data as under:
TrProv.Variant Name RGrp TravelCost Name
YA Service Provider All Employees
Save the entries.
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Press enter to continue and our data is maintained.
2.1.3.7 Vehicle Classes
We can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes Via Vehicle class. For each employee, the vehicle class can be stored in the info type Travel Privileges (0017).
In this IMG activity, we define, depending on trip provision variant, the permitted entry values for the vehicle class and store a corresponding long name.
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--- V_T706W_ADDON
Run the T.code and following screen appear
Select new entries and make the required entry
:
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TrProv.Variant Name RGrp TravelCost Name
YA Service Provider All Vehicle
Classes
While saving it following prompt for customizing request appears, press enter to continue and
data would be saved.
It is saved.
2.1.4 Control Parameters from Trip Data
2.1.4.1 Define Trip Areas
Many countries specify different trip expense reimbursement amounts for different trip areas in their business trip provisions. For these trip areas, different trip expense reimbursement rates for travel costs, accommodations and meals must be stored in the system.
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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--- 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 RegionTrip Trip Country
PK Pakistan Pakistan
PK Pakistan ATD Pakistan, Abbottabad
PK Pakistan CHTRL Pakistan, Chitral
PK Pakistan FSLAB Pakistan, Faisalabad
PK Pakistan ISLMB Pakistan, Islamabad
PK Pakistan KRCHI Pakistan, Karachi
PK Pakistan LHR Pakistan, Lahore
PK Pakistan MULTN Pakistan, Multan
PK Pakistan PSHWR Pakistan, Peshawar
PK Pakistan QUTA Pakistan, Quetta
PK Pakistan WAH Pakistan, Wah
:
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Press enter to proceed
It is done.
2.1.4.2 Define Statutory Trip Types
Via statutory trip type, trip costs accounting offers the option to differentiate employees' trips according to statutory/pay scale rules.
In this IMG activity we define, depending on trip provision variant, the allowed entry values for the statutory trip types and store the corresponding long texts.
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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. Select new entries
Maintain the following data
: TrProv.Variant
Name Trip Type Name
YA Service Provider A Business Trip
YA Service Provider B Training Session
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When we click the Save icon, following prompt for customizing request appears,
Press enter to continue and data would be saved.
2.1.4.3 Enterprise-Specific Trip Type
Use 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).
For the Best Practices scenario, only one Trip Type is defined (Blank= Business Trip).
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--- V_T706X
Select new entries and make the following entry
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Field Overview V_T706X:
Field name Description User action and values Comment
MOREI Trip
Provision
Variant
YA
BEREI Trip Type:
Enterprise-
Specific
TEXT_BEREI Name for
Enterprise-
Specific Trip
Type
All Trips
Data Record Overview V_T706X:
TrProv.Variant Name Trip Type Name
YB Service Provider All Trips
,
While saving it following prompt for customizing request appears
Press enter to continue and data would be saved.
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2.1.4.4 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).
Please note that for this scenario only one trip activity type is defined.
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
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Field Overview V_T706R:
Field Name Description User Action and Values Comment
MOREI Trip Provision
Variant YB
KZTKT Trip Activity
Type
TKTXT Name for Trip
Activity Type All Trips
Data Record Overview V_T706R:
TrProv.Variant Name Activity Name
YA Service Provider All Trips
When we save it, following prompt for customizing request appears
Press enter to continue and data would be saved.