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SAP ECC 6.

00 June 2007 English

J09: Travel Management


Building Block Configuration Guide

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

SAP Best Practices

J09 - Travel Management: Configuration Guide

Copyright
Copyright 2007 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, System i, System i5, System p, System p5, System x, System z, System z9, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5, POWER5+, OpenPower and PowerPC are trademarks or registered trademarks of IBM Corporation. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Icons
Icon Meaning Caution Example Note Recommendation Syntax

Typographic Conventions
Type Style Example text Description Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation. Example text EXAMPLE TEXT Emphasized words or phrases in body text, titles of graphics and tables. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE. Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools. Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

Example text

EXAMPLE TEXT Example text <Example text>

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Contents
J09 - Travel Management: Configuration Guide.......................................................................5 1 Purpose..............................................................................................................................5 2 Preparation.........................................................................................................................5 .2.1 Prerequisites...............................................................................................................5 3 Configuration......................................................................................................................5 .3.1 Maintaining General Settings......................................................................................5

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J09 - Travel Management: Configuration Guide


1 Purpose
This 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.

Preparation

.2.1 Prerequisites
Before using this building block, you also need to install the following building blocks: Building Block Layer 0 J18 J17 J20 J14 Description India Layer 0 building blocks Product Cost Planning Profitability Analysis Cost Object Controlling Make-to-Order SP 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 IMG menu SPRO 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.

Configuration
Prerequisites for Travel Expenses Number Ranges

.3.1 Maintaining General Settings 3.1.1 .3.1.1.1

.3.1.1.1.1 Number Ranges for Trip Numbers


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Use
In 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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu PR10 Financial Accounting (New) Travel Management Set Up Trip Number Ranges

2. Field Overview/Data Record Overview NRIV (number range intervals) Field name OBJECT SUBOBJECT NRRANGENR FROMNUMBER TONUMBER NRLEVEL EXTERNIND Description Object Name Subobject Value Number Range Number From Number To Number Current Number Int. User action and values RP_REINR BP01 / BP0X 01 0000000001 0999999999 0000000000 Notes

Field name OBJECT SUBOBJECT NRRANGENR FROMNUMBER TONUMBER NRLEVEL EXTERNIND

Description Object Name Subobject Value Number Range Number From Number To Number Current Number Ext.

User action and values RP_REINR BP01 / BP0X 02 1000000001 1999999999 0000000000 X

Notes

Do not change these default values!

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.3.1.1.1.2 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: Transaction code IMG menu PR12 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): Field name OBJECT SUBOBJECT NRRANGENR FROMNUMBER TONUMBER NRLEVEL EXTERNIND Description Object Name Subobject Value Number Range Number From Number To Number Current Number Int. User action and values Structure INRDP TR 01 0000000001 0999999999 0000000000 Notes

Do not change these default values!

.3.1.1.1.3 Number Ranges for Trip Transfer Documents Use


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

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu PR11 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): Field name Description User action and values Notes

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SAP Best Practices OBJECT SUBOBJECT NRRANGENR FROMNUMBER TONUMBER NRLEVEL EXTERNIND Object Name Subobject Value

J09 - Travel Management: Configuration Guide HRTR_PDOC TRV_POSTING_DOCS 01 0000000001 0999999999 0000000000

Number Range Number From Number To Number Current Number Int.

Do not change these default values!

.3.1.1.2

Travel Management Presettings

.3.1.1.2.1 Global Settings Use


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

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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. Field name MOREI MOLGA WAERSKZ Description Trip Provision Variant Country Grouping Currency Indicator Currency User action and values 40 40 1 Notes Indian Accounting India Currency is determined from company code

WAERS

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SAP Best Practices HCURR Settlement of Foreign Currency Receipts Unit for Distance

J09 - Travel Management: Configuration Guide X In trip currency

LTEXT KURST

Kilometers M Standard translation at average rate

Exchange Rate Type

.3.1.1.2.2 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
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI BEREI Description Trip Provision Variant Trip Type: EnterpriseSpecific Name for EnterpriseSpecific Trip Type User action and values 40 Indian Accounting Notes

TEXT_BEREI

All Trips

3. Data Record Overview V_T706X: No. 1 MOREI 40 BEREI Indian Accounting TEXT_BEREI All Trips

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.3.1.1.2.3 Trip Activity Type (Travel Expenses Accounting) Use


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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI KZTKT TKTXT Description Trip Provision Variant Trip Activity Type Name for Trip Activity Type User action and values 40 Indian Accounting All Trips Notes

3. Data Record Overview V_T706R: No. MOREI 40 KZTKT Indian Accounting TKTXT All Trips

.3.1.1.2.4 Trip Activity Types (Travel Planning) Use


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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu S_AHR_61000689 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:

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SAP Best Practices Field name ACTIVITY NAME Description Employee Group Employee Group

J09 - Travel Management: Configuration Guide User action and values Notes

3. Data Record Overview V_TA20R: No. 1 2 3 4 K S T ACTIVITY NAME No distinction Customer Visit Course Training

.3.1.1.2.5 Travel Expense Types for Individual Receipts Use


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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI SPKZL TEXT_SPKZL BEGDA ENDDA BEART P_CTG NBKKL CTRLREC PR04O Start Date End Date Travel Expense Category Provider Category Ex.Ty.Permissibility Amounts are Usage Description Trip Provision Variant Travel Expense Type User action and values 40 MTWG Car Rental 01.04.2006 31.12.9999 S C 123456789 2 Paid by Company In business trip and in weekly report Other Car Rental Company Notes

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SAP Best Practices PR04X REWIZ PREXP PREXC

J09 - Travel Management: Configuration Guide Pos. In Weekly Rep. Receipt Wizard Private Exp.Type Priv. Exp. Type Paid M Line of expense type in weekly report Allow Wizard for this Expense Type

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 Use


Trip 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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name SPRAS MOREI SCHEM STEXT Description Language Key Trip Provision Variant Trip Schema Name for Trip Schema User action and values
EN 40

Notes

01, 99, PL, SP, VS Business Trip, Travel Calendar, Travel Planning, Weekly

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Report, Trip Advances

3. Field Overview/Data Record Overview T706S: Field name MOREI SCHEM NUMRV INAUS ANKUN EINME STEXT RLAND RGION KZREA BEREI KZTKT MSGID MSGNO VERPF UEPKZ Description Trip Provision Variant Trip Schema Number Assignment for Trip Number Domestic/International Domestic Departure Multiday Trip Overlapping Trips Allowed Trip Country Trip Country/Trip Country Group/Trip Region Trip Type: Statutory Trip Type: EnterpriseSpecific Trip Activity Type Application Area System Message Number Per-Diem Meals Checkbox Set Per-Diem for Accomodations Checkbox Set Enter Addresses for Destinations Additional Destinations Trip Segments Enter Addresses for Legs of Trips Calculate Distance Advances User Data of Trip History of Trip Cost Assignment Overview Costs Assignment Entire Trip Cost Assignment X X X X X X X X Business Trip All Trips All Trips IN India India X User action and values 40 01 I B Internal number assignment No Distinction Suppressed Notes

ADDR_DEST D1600 KFZVE ADDR_Mileage COMPUTE_DIST D1500 D9999 D1950 D1709 D1700 D1702

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SAP Best Practices Field name Description Stopover D1701 D1703 D1960 D1310 ADDINFO_KM D1400 FRUEH ESBON D1400_UNTER

J09 - Travel Management: Configuration Guide User action and values X X X X X Notes

Cost Assignment Indiv.Receipt Cost Assignment Miles/Kms Additional Info Entire Trip Additional Receipt Info Additional Trip Segment Information Deductions Deductions Deduction Breakfast Deduction Meal Coupon Deduction Accommodations

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 Use


This 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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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 Field name MOREI KZPMF FZTXT Description Trip Provision Variant Vehicle Type Description Car User action and values 40 Blank Notes

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.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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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 Use
In 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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO or PE03 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 000010 D D Operations MOLGA

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J09 - Travel Management: Configuration Guide Variable Argument D D & & & & Operations TRVUG " USER-PARAMETER 'TRV'? TRVCO=USERGROUP_01, TRVCO=USERGROUP_BP, TRVCO=, TRVCO=,

000020 000030 000040 000050 000060

40 40 01 40 BP 40 ** **

.3.1.1.3.5 Variable Layout for Account Assignment Objects Use


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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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 Use


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

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI Description Trip Provision Variant User action and values 40 Notes

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SAP Best Practices R01 Posting of Receipts Paid by Company

J09 - Travel Management: Configuration Guide Paid receipts are not posted

.3.1.1.4.2 Travel Expenses Control (Expert View) Use


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

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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
Receipt settleme nt Meals settleme nt Accomm od. Settlm. Travel cost settlm. Other settlm. Pub. Sector settlm. 1 2 3 4 5 6 7 8 9 0 0 0 1 0 0 0 0 1 0 0 1 2 3 4 5 6 7 8 9 0 0 0 0 0 0 0 0 0 0 0 1 2 3 4 5 6 7 8 9 0 0 0 0 0 0 0 0 0 0 0

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

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

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

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

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

0 0 0 1 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 Use
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 tax-exempt and taxable part (additional amounts).

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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).

Prerequisites
Travel expense types have been created.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI SPKZL PAYOT BEGDA ENDDA LGARL LGARH LGARP Description Trip Provision Variant Travel Expense Type Service Provider Start Date End Date First Wage Type Second Wage Type Third Wage Type 01.04.2006 31.12.9999 MJ30 User action and values 40 MTWG Notes

.3.1.1.5.2 Assignment of Wage Type to Symbolic Account Use


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 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.

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Prerequisites
The appropriate wage types have been assigned to the travel expense types.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI LGART USERS BEGDA ENDDA KONT1 Description Trip Provision Variant Wage Type Variable Key Start Date End Date Symbolic Account Assignment Symbolic Account Assignment Name for Trip Provision Variant Indicator for Posting with Special G/L Indicator Symbolic Account Assignment for Trip Costs Account Assignment Type Account Assignment Type Indicator for Setting of Master Company Code 01.04.2006 31.12.9999 User action and values 40 Notes

KONT2

TEXT_MOREI

SHBKZ

RRKO1

KOART1

KOART2

BUKST

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.3.1.1.5.3 Conversion of Symbolic Account to Expense Account Use


The 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 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 BPIN (U06_Core_FI).

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO Financial Accounting (New) Travel Management Travel Expenses Transfer to Accounting Conversion of Symbolic Account to Expense Account

2. Field Overview/Data Record Overview T030: Field name KTOPL KTOSL BWMOD KOMOK BKLAS KONTS KONTH Description Chart of Accounts Transaction Key Valuation Grouping Code General Modification Valuation Class G/L Account Number G/L Account Number 44983300 44983300 User action and values BPIN HRT Notes

3. Field Overview T030B: Field name KTOSL BSCHS BSCHH UMSKZ Description Transaction Key Posting Key for Debit Postings Posting Key for Credit Postings Special G/L User action and values Notes

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SAP Best Practices Indicator 4. Field Overview T030R: Field name KTOPL KTOSL XKOMO XBWMO XBKLA XDIKO Description Chart of Accounts

J09 - Travel Management: Configuration Guide

User action and values

Notes

Transaction Key Account Modification Valuation Modification Valuation Class Debit/Credit

.3.1.1.5.4 Assigning Substitute Cost Center Use


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. 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.

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

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name BUKRS GSBER KOSTL Description Company Code Business Area Cost Center 0000001104 User action and values BP01 Notes

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.3.1.1.6

Legal Requirements

.3.1.1.6.1 Travel Flat Rates Use


The 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).

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI KZPMF PKWKL KZNZA Description Trip Provision Variant Vehicle Type Vehicle Class Reimbursement Group for Travel Costs/Additional Flat Rate Period Parameter Miles/Kms Limit Trip Country/Trip Country Group Trip Region Trip Type: Statutory Trip Type: EnterpriseSpecific Trip Activity Type End Date Start Date Currency User action and values 40 Notes

PEKEZ KMGRE LAND1

RGION KZREA BEREI

KZTKT ENDDA BEGDA WAERS

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SAP Best Practices BETFZ BETFA BETKU Tax-Free Amount (IRS)

J09 - Travel Management: Configuration Guide

Reimbursement Amount Customer Amount

.3.1.1.6.2 Influence of Control Parameters: Accommodation Use


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).

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI U08 U09 U10 Description Trip Provision Variant Trip Type: Statutory KZREA Trip Activity Type KZTXT Reimbursement Group M/A Statutory ERKLA Reimbursement Group M/A Enterprise-Specific ERGRU 0 User action and values 40 Notes

U11

.3.1.1.6.3 Influence of Control Parameters: Meals Use


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).

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Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI V08 V09 V10 Description Trip Provision Variant Statutory Trip Type Trip Activity Type Reimbursement Group M/A Statutory Reimbursement Group M/A EnterpriseSpecific 0 User action and values 40 Notes

V11

.3.1.1.7

Integration

.3.1.1.7.1 Activating Request/Plan/Expense Report in Travel Manager Use


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.

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO 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: Field name MOREI R14 Description Trip Provision Variant Edit Travel User action and values 40 checked Notes

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SAP Best Practices Requests, R15 R16 Edit Travel Plans, Edit Travel Expense Reports,

J09 - Travel Management: Configuration Guide

checked checked

.3.1.1.7.2 Deactivate Integration of Travel Planning - Travel Expenses Use


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

Procedure
1. Access the activity using the following navigation options: Transaction code IMG menu SPRO Financial Accounting (New) Travel Management Integration of Travel Planning and Travel Expenses Activate Integration: Travel Planning - Travel Expenses

2. Field Overview/Data Record Overview: Field name MOREI INTPL Description Trip Provision Variant Integration of Travel Planning User action and values 40 Deselect the checkbox Notes

.3.1.1.7.3 Assigning Trip Activity Types Use


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. The following entries were made for trip provision variant 40:

Procedure
1. Access the activity using the following navigation options: Transaction code SM30

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SAP Best Practices IMG menu

J09 - Travel Management: Configuration Guide Financial Accounting (New) Travel Management Integration of Travel Planning and Travel Expenses Assign Trip Activity Types

2. Field Overview V_TA22B: Field name MOREI PLANART KZTKT SCHEM KZTKT_TE RTP_NAME Description Trip Provision Variant Domestic/International Trip Activity Type Trip Schema Trip Activity Type Name of Trip Activity Type User action and values 40 Notes

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