Travel Management Config

SAP ECC 6.00

June 2007

English

J09: Travel Management

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Building Block Configuration Guide

SAP Best Practices J09 - Travel Management: Configuration Guide

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ContentsJ09 - Travel Management: Configuration Guide.......................................................................5

1 Purpose.......................................................................................................................... 5

2 Preparation..................................................................................................................... 5

2.1 Prerequisites............................................................................................................5

3 Configuration..................................................................................................................5

3.1 Maintaining General Settings...................................................................................5



J09 - Travel Management: Configuration Guide

1 PurposeThis configuration guide provides the information you need to set up the configuration of this building block manually.

If you do not want to configure manually and prefer an automated installation process using the SAP Best Practices Installation Assistant and other tools, refer to the /documentation/BL_Quick_Guide_EN_IN.doc in the documentation DVD.

2 Preparation

2.1 PrerequisitesBefore using this building block, you also need to install the following building blocks:

Building Block Description

Layer 0 India Layer 0 building blocks

J18 Product Cost Planning

J17 Profitability Analysis

J20 Cost Object Controlling – Make-to-Order SP

J14 Human Capital Management

In addition, you must activate the extension set for Travel Management. This makes various technical settings, including extensions to menus, the application component hierarchy, and the IMG.

1. Access the activity as follows:

Transaction code SPRO

IMG menu Activate SAP ECC Extensions

2. Confirm the message Caution: The table is cross-client by choosing Continue.

3. In the table displayed, select the checkbox in the Active column for:

EA-TRV Travel Management Extension

4. Choose Save.

3 Configuration

3.1 Maintaining General Settings

3.1.1 Prerequisites for Travel Expenses

3.1.1.1 Number Ranges

3.1.1.1.1 Number Ranges for Trip Numbers



UseIn this IMG activity, you 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.

Procedure1. Access the activity using the following navigation options:

Transaction code PR10

IMG menu Financial Accounting (New) Travel Management Set Up Trip Number Ranges

2. Field Overview/Data Record Overview NRIV (number range intervals)

Field name Description User action and values Notes

OBJECT Object Name RP_REINR

SUBOBJECT Subobject Value

BP01 / BP0X

NRRANGENR Number Range Number

01

FROMNUMBER From Number 0000000001

TONUMBER To Number 0999999999

NRLEVEL Current Number 0000000000

EXTERNIND Int.


OBJECT Object Name RP_REINR


BP01 / BP0X


02




EXTERNIND Ext. X

Do not change these default values!



3.1.1.1.2 Number Ranges for Posting Runs

UseThe 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).



IMG menu Financial Accounting (New) Travel Management Travel Expenses Transfer to Accounting Set Up Number Ranges for Posting Runs

2. Field Overview/Data Record Overview NRIV (number range intervals):


OBJECT Object Name Structure INRDP


TR


01




EXTERNIND Int.


3.1.1.1.3 Number Ranges for Trip Transfer Documents

UseThe number ranges required for trip transfer documents are created with a number range interval from 0000000001 to 9999999999.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Transfer to Accounting Set Up Number Ranges for Trip Transfer Documents

2. Field Overview NRIV (number range intervals):




OBJECT Object Name HRTR_PDOC


TRV_POSTING_DOCS


01



NRLEVEL Current Number

0000000000

EXTERNIND Int.


3.1.1.2 Travel Management Presettings

3.1.1.2.1 Global Settings

UseIn 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



IMG menu Financial Accounting (New) Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Define Global Settings

2. Field Overview/Data Record Overview V_706D_B:

3. Note: No configuration change is required as this is a standard configuration.


MOREI Trip Provision Variant

40 Indian Accounting

MOLGA Country Grouping

40 India

WAERSKZ Currency Indicator

1 Currency is determined from company code



WAERS Currency

HCURR Settlement of Foreign Currency Receipts

X In trip currency

LTEXT Unit for Distance

Kilometers

KURST Exchange Rate Type

M Standard translation at average rate

3.1.1.2.2 Enterprise-Specific Trip Type

UseWithin 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).



IMG menu Financial Accounting (New) Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Data Define Enterprise-Specific Trip Types

2. Field Overview V_T706X:



40

BEREI Trip Type: Enterprise-Specific

Indian Accounting

TEXT_BEREI Name for Enterprise-Specific Trip Type

All Trips

3. Data Record Overview V_T706X:

No. MOREI BEREI TEXT_BEREI

1 40 Indian Accounting All Trips



3.1.1.2.3 Trip Activity Type (Travel Expenses Accounting)

UseSince 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.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Data Define Trip Activity Types

2. Field Overview V_T706R:



40

KZTKT Trip Activity Type

Indian Accounting

TKTXT Name for Trip Activity Type

All Trips

3. Data Record Overview V_T706R:

No. MOREI KZTKT TKTXT

40 Indian Accounting All Trips

3.1.1.2.4 Trip Activity Types (Travel Planning)

UseSince 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 (New) Travel Management Travel Planning Trip Rules and Profiles Travel Policy Trip Activity Types Define Trip Activity Types

2. Field Overview V_TA20R:




ACTIVITY Employee Group

NAME Employee Group

3. Data Record Overview V_TA20R:

No. ACTIVITY NAME

1 No distinction

2 K Customer Visit

3 S Course

4 T Training

3.1.1.2.5 Travel Expense Types for Individual Receipts

UseIn 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.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Master Data Travel Expense Types Create Travel Expense Types for Individual Receipts

2. Field Overview/Data Record Overview V_T706B1:



40

SPKZL Travel Expense Type

MTWG

TEXT_SPKZL Car Rental

BEGDA Start Date 01.04.2006

ENDDA End Date 31.12.9999

BEART Travel Expense Category

S Other

P_CTG Provider Category C Car Rental Company

NBKKL Ex.Ty.Permissibility 123456789

CTRLREC Amounts are 2 Paid by Company

PR04O Usage In business trip and in



weekly report

PR04X Pos. In Weekly Rep.

M Line of expense type in weekly report

REWIZ Receipt Wizard Allow Wizard for this Expense Type

PREXP Private Exp.Type

PREXC Priv. Exp. Type Paid

Use the data from Travel_Expense_Type sheet of the file J09_Travel_Expense_Type_EN_IN.xls and enter all the travel expense types.

The excel file (*.xls file) can be found on the documentation DVD in the directory \BL_EN\documentation).

3.1.1.3 Dialog Control

3.1.1.3.1 Defining Schema and Individual Field Control

UseTrip schemas enable you to simplify travel expense data entry for users in your enterprise. Specific input templates are available for each trip schema. Certain fields are either hidden, or preset with specific values. In order to define the screen control and default values accordingly, the trip schema WV (trip between plants) has been created especially for the enterprise-specific trip type W (trip between plants).

Special features of schema WV (trip between plants):

The following fields are hidden: Trip Activity Type, Per-Diem Accounting for Meals, Per-Diem Accounting for Accommodations.

The Trip Type: Enterprise-Specific field is visible, and is preset with the default value W / Trip between plants. This field is not ready for input.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Define Schema and Individual Field Control

2. Field Overview/Data Record Overview T706T:


SPRAS Language Key EN


40

SCHEM Trip Schema 01, 99, PL, SP, VS



STEXT Name for Trip Schema

Business Trip, Travel Calendar, Travel Planning, Weekly Report, Trip Advances

3. Field Overview/Data Record Overview T706S:

Field name Description User action and values

Notes

MOREI Trip Provision Variant 40

SCHEM Trip Schema 01

NUMRV Number Assignment for Trip Number

I Internal number assignment

INAUS Domestic/International B No Distinction

ANKUN Domestic Departure Suppressed

EINME Multiday Trip X

STEXT Overlapping Trips Allowed

RLAND Trip Country IN India

RGION Trip Country/Trip Country Group/Trip Region

India

KZREA Trip Type: Statutory Business Trip


All Trips

KZTKT Trip Activity Type All Trips

MSGID Application Area

MSGNO System Message Number

VERPF Per-Diem Meals Checkbox Set

X

UEPKZ Per-Diem for Accomodations Checkbox Set

ADDR_DEST Enter Addresses for Destinations

D1600 Additional Destinations X

KFZVE Trip Segments X

ADDR_Mileage Enter Addresses for Legs of Trips

COMPUTE_DIST Calculate Distance

D1500 Advances X

D9999 User Data of Trip

D1950 History of Trip X

D1709 Cost AssignmentOverview

X

D1700 Costs Assignment X



Field name Description User action and values

Notes

Entire Trip

D1702 Cost AssignmentStopover

X

D1701 Cost AssignmentIndiv.Receipt

X

D1703 Cost Assignment Miles/Kms

X

D1960 Additional Info Entire Trip

X

D1310 Additional Receipt Info X

ADDINFO_KM Additional Trip Segment Information

X

D1400 DeductionsDeductions

FRUEH DeductionBreakfast

X

ESBON DeductionMeal Coupon

D1400_UNTER Deduction Accommodations

X

Copy all data of trip schema 01, 99, PL, SP, VS from trip provision variant 01 (Germany) to trip provision variant 40 (India). Change trip country from DE to IN.

3.1.1.3.2 Default Values for the Dialog

UseThis IMG activity for Travel Management enables you to save a default value for the vehicle type for per-diem and flat-rate settlements. This default value is independent of the trip schema.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Store Default Values for Dialog

2. Field Overview/Data Record Overview



40



KZPMF Vehicle Type Blank

FZTXT Description Car

3.1.1.3.3 Field Control for Additional Receipt Information

Use

In this IMG activity, you can define what kind of additional receipt information can be recorded online for each respective trip expense type. A special screen is used for entering additional receipt information online.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Field Control for Additional Receipt Information

2. Use the data from the file J09_Additional_Field _Control_EN_IN.xls

The excel file (*.xls file) can be found on the documentation DVD in the directory \BL_EN\documentation).

3.1.1.3.4 Set up Field Control for Account Assignment Object via TRVCO

UseIn the travel expenses accounting dialog, it is possible to record a cost assignment specification for the complete trip, additional destinations (stopovers), trip segment distribution, or any receipts. The user can do this, either using the entry area Alternative cost assignment in the travel expenses dialog, or function enhanced cost assignments

The feature TRVCO, whose return value is used as a variable key for screen layout of the account assignment object, is available for this purpose.


Transaction code SPRO or PE03

IMG menu Financial Accounting (New) Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Set Up Field Control for Account Assignment Object via TRVCO

2. The assignment to the parameter takes place using the return value MOLGA:



Change PView to Table Maintenance to see the feature like it is described below.

Variable Argument D Operations

000010 D MOLGA

000020 40 D TRVUG " USER-PARAMETER 'TRV'?

000030 40 01 & TRVCO=USERGROUP_01,

000040 40 BP & TRVCO=USERGROUP_BP,

000050 40 ** & TRVCO=,

000060 ** & TRVCO=,

3.1.1.3.5 Variable Layout for Account Assignment Objects

UseIn 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.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Set Up Variable Layout for Account Assignment Objects

Changes are not necessary and not recommended.

3.1.1.4 Expense Control

3.1.1.4.1 Posting of Paid Individual Receipts

UsePaid receipts are recorded in a trip for documentation purposes only. Documents are posted independently of Travel Management.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Dialog and Travel Expenses Control Travel Expenses Control Define Posting of Paid Individual Receipts



2. Field Overview/Data Record Overview V_T702N_K:



40

R01 Posting of Receipts Paid by Company

Paid receipts are not posted

3.1.1.4.2 Travel Expenses Control (Expert View)

UseIn this IMG activity, you can edit the matrix of accounting rules.



IMG menu Financial Accounting (New) Travel Management Travel Expenses Dialog and Travel Expenses Control Travel Expenses Control Travel Expenses Control (Expert View)

2. Field Overview/Data Record Overview V_T702N_A:

Accounting Control in Expert View: Indian Accounting

1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0Receipt settlement

0 0 1 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Meals settlement

0 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 1 2 1 2 0 0 0 0 0 0 0 0 0 0

Accommod. Settlm.

2 2 0 0 0 0 0 1 1 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Travel cost settlm.

0 2 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Other settlm.

3 1 1 0 1 0 0 0 0 0 1 1 1 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 0 0

Pub. Sector settlm.

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0



3.1.1.5 Accounting

3.1.1.5.1 Assigning Wage Types to Travel Expense Types for Indiv. Receipt

UseThe 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 tax-exempt 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).

PrerequisitesTravel expense types have been created.



IMG menu Financial Accounting (New) Travel Management Integration of Travel Management and Payroll Wage Types Assign Wage Types to Travel Expense Types for Indiv. Receipts

2. Field Overview/Data Record Overview V_T706B4:



40

SPKZL Travel Expense Type

MTWG

PAYOT Service Provider



LGARL First Wage Type

MJ30

LGARH Second Wage Type

LGARP Third Wage Type



3.1.1.5.2 Assignment of Wage Type to Symbolic Account

UseTravel 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 MJ30 has been assigned to the additional travel expense type MTWG, 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.

PrerequisitesThe appropriate wage types have been assigned to the travel expense types.



IMG menu Financial Accounting (New) Travel Management Integration of Travel Management and Payroll Wage Types Define Assignment of Wage Type to Symbolic Account

2. Field Overview V_T706K:



40

LGART Wage Type

USERS Variable Key



KONT1 Symbolic Account Assignment

KONT2 Symbolic Account Assignment

TEXT_MOREI Name for Trip Provision Variant

SHBKZ Indicator for Posting with Special G/L Indicator

RRKO1 Symbolic Account



Assignment for Trip Costs

KOART1 Account Assignment Type

KOART2 Account Assignment Type

BUKST Indicator for Setting of Master Company Code

3.1.1.5.3 Conversion of Symbolic Account to Expense Account

UseThe incurred trip costs are posted to different expense accounts, dependent on their travel expense type. The standard chart of accounts is BPIN.

The offsetting entry is made in the employee’s 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).

PrerequisitesThe appropriate G/L accounts have been created in the standard chart of accounts BPIN (U06_Core_FI).



IMG menu Financial Accounting (New) Travel Management Travel Expenses Transfer to Accounting Conversion of Symbolic Account to Expense Account

2. Field Overview/Data Record Overview T030:


KTOPL Chart of Accounts

BPIN

KTOSL Transaction Key HRT

BWMOD Valuation Grouping Code

KOMOK General Modification

BKLAS Valuation Class



KONTS G/L Account Number

44983300

KONTH G/L Account Number

44983300

3. Field Overview T030B:


KTOSL Transaction Key

BSCHS Posting Key for Debit Postings

BSCHH Posting Key for Credit Postings

UMSKZ Special G/L Indicator

4. Field Overview T030R:


KTOPL Chart of Accounts

KTOSL Transaction Key

XKOMO Account Modification

XBWMO Valuation Modification

XBKLA Valuation Class

XDIKO Debit/Credit

3.1.1.5.4 Assigning Substitute Cost Center

UseIn 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.

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.

PrerequisitesCost centers have been created (Building block N71: Central Cost Center Accounting).





IMG menu Payroll Payroll: India Reporting for Posting Payroll Results to Accounting Activities in AC System Assign Substitute Cost Centers

2. Field Overview/Data Record Overview TKA3G:


BUKRS Company Code BP01

GSBER Business Area

KOSTL Cost Center 0000001104

3.1.1.6 Legal Requirements

3.1.1.6.1 Travel Flat Rates

UseThe reimbursement amounts for business trips are in line with tax regulations. An alternative travel flat rate is reimbursed for trips between plants (enterprise-specific 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).



IMG menu Financial Accounting (New) Travel Management Travel Expenses Trip Reimbursement Amounts Reimburs. Amounts Travel Costs Define Flat Rates for Travel Costs

2. Field Overview V_T706F:



40

KZPMF Vehicle Type

PKWKL Vehicle Class

KZNZA Reimbursement Group for Travel Costs/Additional Flat Rate

PEKEZ Period Parameter

KMGRE Miles/Kms Limit

LAND1 Trip



Country/Trip Country Group

RGION Trip Region

KZREA Trip Type: Statutory



ENDDA End Date

BEGDA Start Date

WAERS Currency

BETFZ Tax-Free Amount (IRS)

BETFA Reimbursement Amount

BETKU Customer Amount

3.1.1.6.2 Influence of Control Parameters: Accommodation

UseSince 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).



IMG menu Financial Accounting (New) Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts for Accommodations Define Influence of Control Parameters: Accommodations

2. Field Overview/Data Record Overview V_T702N_G:



40

U08 Trip Type: Statutory KZREA

U09 Trip Activity Type KZTXT

0

U10 Reimbursement Group M/A Statutory



ERKLA

U11 Reimbursement Group M/A Enterprise-Specific ERGRU

3.1.1.6.3 Influence of Control Parameters: Meals

UseSince 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).



IMG menu Financial Accounting (New) Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts for Meals Define Influence of Control Parameters: Meals

2. Field Overview/Data Record Overview V_T702N_C:



40

V08 Statutory Trip Type

V09 Trip Activity Type

0

V10 Reimbursement Group M/A Statutory

V11 Reimbursement Group M/A Enterprise-Specific

3.1.1.7 Integration

3.1.1.7.1 Activating Request/Plan/Expense Report in Travel Manager

UseIn 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.





IMG menu Financial Accounting (New) Travel Management Integration of Travel Planning and Travel Expenses Settings for Travel Manager Activate Request/Plan/Expense Report in Travel Manager

2. Field Overview/Data Record Overview V_T702N_O:



40

R14 Edit Travel Requests,

checked

R15 Edit Travel Plans,

checked

R16 Edit Travel Expense Reports,

checked

3.1.1.7.2 Deactivate Integration of Travel Planning - Travel Expenses

UseSince only the Travel Expenses component is in use, the integration of Travel Planning to Travel Expenses is deactivated.



IMG menu Financial Accounting (New) Travel Management Integration of Travel Planning and Travel Expenses Activate Integration: Travel Planning - Travel Expenses

2. Field Overview/Data Record Overview:



40

INTPL Integration of Travel Planning

Deselect the checkbox



3.1.1.7.3 Assigning Trip Activity Types

UseThe 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.

The following entries were made for trip provision variant 40:


Transaction code SM30

IMG menu Financial Accounting (New) Travel Management Integration of Travel Planning and Travel Expenses Assign Trip Activity Types

2. Field Overview V_TA22B:


MOREI Trip Provision Variant 40

PLANART Domestic/International


SCHEM Trip Schema

KZTKT_TE Trip Activity Type

RTP_NAME Name of Trip Activity Type
