EUP TV (Adjustment To Posted Trip)

WorldFish
Project SAPisces Implementation

END USER PROCEDURE
TRAVEL MANAGEMENT - ADJUSTMENT TO POSTED TRIP PROCESS
End User Procedure

for
Travel Management
Adjustment to Posted Trip
Process
(on the same Trip Number)
File name:
EUP TV (Adjustment to Posted Trip)
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
1 of 10
WorldFish
END USER PROCEDURE
Table of Contents
1
Overview .............................................................................................................................. 3
1.1
Purpose...................................................................................................................... 3
1.2
Definition .................................................................................................................... 3
1.2.1
Travel Request ....................................................................................................... 3
1.2.2
Travel Expense ...................................................................................................... 3
1.3
Organizational Elements ............................................................................................. 4
1.3.1
HR Master Data...................................................................................................... 4
1.3.2
Vendor Master Data ............................................................................................... 4
1.4
Business Process Overview ........................................................................................ 4
1.4.1
Process Adjustment to Posted Trip ...................................................................... 5
2 Adjustment / Change to Posted Trip ..................................................................................... 6
2.1
Navigation on the SAP Menu ...................................................................................... 6
2.2
Change Travel Expense ............................................................................................. 6
File name:
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
2 of 10
WorldFish
END USER PROCEDURE
Overview
1.1
Purpose
This end user procedure will be focused on travel management for individual travelling
specifically on adjustment to posted trip. It is not a mandatory process to be completed
for a travel trip. This is only applicable when the traveler forgets to add or made a mistake
in the Travel Expense which has already been posted.
1.2
Definition
1.2.1
Travel Request
The travel request process in SAP Travel Management includes the system-aided
handling of the request and approval process for business trips. Paper forms are
replaced by an electronic request that can be sent from the R/3 System to the respective
manager for approval.
You can call up the travel request object at any time from the overview area of the Travel
Manager. You can, therefore, always keep track of the approval status and the approved
trip details, and view them at a later date (for example, to compare the facts with the
corresponding travel expenses statement).
As you can enter the type and number of transportation and accommodation services
required for the trip in the travel request, this can be used as a reference for booking a
trip. The travel agency or area secretary can arrange the necessary travel services based
on the travel request.
The travel request can include the following information as required:
1.2.2
Trip date and time

Trip destination and reason
Additional destinations during the trip (trip itinerary)
Required trip advances
A cost center or project code to which the travel expenses are to be assigned.
Any additional notes/comments for the trip
The number of travel services required (flights, hotel room, car rental, rail trip)
Estimated total cost of trip
Travel Expense
The Travel Expenses function allows you to settle the travel expenses incurred by
employees taking business trips simply and efficiently. The process of reimbursing the
expenses to the employee is also improved.
Depending on the organization model of your company, the expense receipts are
entered, checked, and settled centrally by the expenses department, or (in the
decentralized model) the travelers enter the data themselves with a central monitoring of
the trip facts and information.
File name:
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
3 of 10
WorldFish
END USER PROCEDURE
1.3
Organizational Elements
1.3.1
HR Master Data
In order for you to enter trips for an employee, the employees HR master record must be
available.
1.3.2
Vendor Master Data

Person-specific vendor master records must be created for each employee so that travel
expenses can be reimbursed in Financial Accounting.
1.4
Business Process Overview

The overall travelling process is divided into four main processes:
a) Travel Request
b) Travel Advance Settlement and Posting to Finance
c) Travel Liquidation
d) Travel Expense Settlement and Posting to Finance
e) Adjustment to Posted Trip
Steps a) to d) are mandatory to complete the process for a travel trip. Step e) is only
relevant if there are adjustments to be made after the trip has been posted to Accounting.
For this EUP, the focus will be on the Adjustment to Posted Trip process. For the other
processes, please refer to the relevant Travel Management EUP documents.
File name:
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
4 of 10
WorldFish
END USER PROCEDURE
1.4.1
Process Adjustment to Posted Trip
Process:
a. If the Traveler forgets to add or made a mistake in the posted Travel Expense
screen, he/she can make the necessary adjustments to the same trip number of the
Travel Expense, provided that the initial travel expense has successfully been posted
to Finance. For process B, refer to EUP TV Travel Liquidation process for
liquidation to adjust the Travel Expense.
b. Once the Travel Expense is completed, approved and settled, during posting runs,
SAP is smart enough to pick up the adjusted expenses only and post to Finance.
File name:
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
5 of 10
WorldFish
END USER PROCEDURE
Adjustment / Change to Posted Trip

The traveler can only change the travel expense if the travel document is already posted to
Finance or the posting process has not started yet.
2.1
Navigation on the SAP Menu
Via Menus
Accounting > Financial Accounting > Travel Management >

Travel Expenses > Travel Expense Manager
PR05
Via Transaction Code

2.2
Change Travel Expense
2. Click on the Change
to change.
1. Select the trip item you want to change.
a. Select the trip number you want to change or adjust and click on the change
icon.
Note:
The Approval status = Trip Approved and the Settlement status = Transferred to FI.
b. A pop-up window will appear as below:
File name:
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
6 of 10
WorldFish
END USER PROCEDURE
c.
By doing the changes, it will trigger an adjustment posting. Click YES to proceed to the
next screen below:
d. The traveller only have two expenses Hotel & flight ticket as per posted before. Now the
traveler would like to add in an item of expense, for example: OTH Others, and
change the travel expense type Air to USD400. Refer to the screen below:
File name:
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
7 of 10
WorldFish
END USER PROCEDURE
e. Click on the Save
File name:
Last changed on:
25 September 2015
icon to proceed to the next screen.
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
8 of 10
WorldFish
END USER PROCEDURE
f.
The trip number changes have been saved. Upon saving, it will trigger the approval
process again.
g. Click on the Exit
File name:
Last changed on:
25 September 2015
icon to get back to the SAP menu.
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
9 of 10
WorldFish
END USER PROCEDURE
Note:
The Traveler will not be able to make amendments to the Travel Expense trip number if
the trip number status is in the process of settlement and posting to Finance. The
following pop-up message will appear:
The accounting document has not been posted and trip cannot be changed. Press Enter.
If need to, the Traveler can check with AOU on the status of the settlement and posting of
his/her Travel Expense.
File name:
Last changed on:
25 September 2015
Responsibility:
AOU and Finance
Last changed by:
Lim Aun Chuan
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
10 of 10

EUP TV (Adjustment To Posted Trip)

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EUP TV (Adjustment To Posted Trip)

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WorldFish

Project SAPisces Implementation

End User Procedure

Trip date and time

Vendor Master Data

Business Process Overview

Process Adjustment to Posted Trip

Adjustment / Change to Posted Trip

Navigation on the SAP Menu

Accounting > Financial Accounting > Travel Management >

Via Transaction Code

Change Travel Expense

2. Click on the Change

1. Select the trip item you want to change.

e. Click on the Save

icon to proceed to the next screen.

g. Click on the Exit

icon to get back to the SAP menu.

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