Académique Documents
Professionnel Documents
Culture Documents
Checked By
Name
Date
Deepak Bhatter
05/12/07
Version
Date
1.0
05/01/07
Initial draft
1.5
05/12/07
1.5
05/19/07
Name
Approved By
Date
VERSION CONTROL
Description
Pg 1 of 73
Table of Contents
1. INTRODUCTION.............................................................................................................................................................................................................................. 2
2. ENTERPRISE STRUCTURE............................................................................................................................................................................................................ 2
2.1. Operating Concern..................................................................................................................................................................................................................... 2
2.2. Controlling Area.......................................................................................................................................................................................................................... 2
2.3. Chart of Accounts....................................................................................................................................................................................................................... 2
2.4. Company Codes......................................................................................................................................................................................................................... 2
2.5. Cost Centre Hierarchy................................................................................................................................................................................................................ 2
2.6. Personnel Area and Subarea...................................................................................................................................................................................................... 2
2.7. Summary.................................................................................................................................................................................................................................... 2
3. MASTER DATA................................................................................................................................................................................................................................. 2
3.1 General Ledger........................................................................................................................................................................................................................... 2
3.2 G/L Account................................................................................................................................................................................................................................ 2
3.3 G/L Account Group..................................................................................................................................................................................................................... 2
3.4 Accounts Payable....................................................................................................................................................................................................................... 2
3.5 Vendor Account Group................................................................................................................................................................................................................ 2
3.6 Reconciliation Account................................................................................................................................................................................................................ 2
3.7 Cost Centre Accounting.............................................................................................................................................................................................................. 2
3.8 Primary Cost Elements............................................................................................................................................................................................................... 2
3.9 Secondary Cost Elements.......................................................................................................................................................................................................... 2
3.10 Cost Element Group................................................................................................................................................................................................................... 2
3.11 Cost Centre Category................................................................................................................................................................................................................. 2
3.12 Cost Centre Group..................................................................................................................................................................................................................... 2
4. SAP CONFIGURATIONS.................................................................................................................................................................................................................. 2
4.1. Financial Accounting and Controlling.......................................................................................................................................................................................... 2
4.1.1. General Ledger.................................................................................................................................................................................................................... 2
4.1.2. Fiscal Year Variant................................................................................................................................................................................................................ 2
4.1.3. Posting Periods.................................................................................................................................................................................................................... 2
4.1.4. Field Status Variant.............................................................................................................................................................................................................. 2
4.1.5. Document Types.................................................................................................................................................................................................................. 2
4.1.6. Posting Keys........................................................................................................................................................................................................................ 2
4.1.7. Exchange Rate Type............................................................................................................................................................................................................ 2
4.1.8. Taxation................................................................................................................................................................................................................................ 2
4.1.9. Accounts Payable................................................................................................................................................................................................................ 2
4.1.10. Payment Terms.................................................................................................................................................................................................................... 2
4.1.11. Payment Methods................................................................................................................................................................................................................ 2
4.1.12. Automatic Payment Run....................................................................................................................................................................................................... 2
Pg 2 of 73
Pg 4 of 73
1. INTRODUCTION
This Business Blueprint describes the To-Be scope and design for KLA-Tencor Travel and Expense application on SAP.
2. ENTERPRISE STRUCTURE
This section details the SAP organizational setup necessary for travel and expense management.
Description
KT WW Operating Concern
Currency
USD
Description
KT WW Controlling Area
Currency
USD
Description
WWCA
Pg 5 of 73
Company Name
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3080
3090
3110
3130
3160
4010
4020
4040
KLA-Tencor Corp US
VLSI Standards Inc. USA
KDC (KLA-Tencor APAC)
K-T Technology Inc. USA
K-T LTD United Kingdom
K-T LTD Netherlands
K-T LTD Ireland
K-T G.M.B.H. Germany
K-T SARL France
K-T Italy S.R.L.
K-T LTD Japan
K-T Inc Korea
K-T International Taiwan
DYS Taiwan
K-T Trd Co Ltd Shanghai
KLA-Tencor (Thailand)
KLA-Tencor (Malaysia)
K-T India
K-T China R&D
KLA-Tencor (Singapore)
K-T Corp Israel
K-T Israel Service
K-T Integrated Metrology
USD
USD
USD
USD
GBP
EUR
EUR
EUR
EUR
EUR
JPY
KRW
TWD
TWD
CNY
THB
MYR
INR
CNY
SGD
ILS
ILS
ILS
Pg 6 of 73
Cost Center
Group
Description
STD-000001
MIKE KIRK
Cost Center
Group
Description
STD-000005
STD-000517
STD-000763
STD-000764
STD-000009
0IG
DENNIS FORTINO
CPG SOFTWARE
LITHO
CTO SYSTEMS
STD-000056
STD-000004
STD-000055
STD-000007
CORP-ENG-SOFTWARE
CUSTOMER GROUP
RAPID
SERGIO EDELSTEIN
STD-000735
STD-000767
STD-000768
STD-000726
STD-000654
STD-000596
ADE INTEGRATION
THERMAWAVE
ADE JAPAN (JAL)
CRP-KT LABS
CRP-PROFIT SHARING
CRP-HISTORICAL UNASSIGNED
REGION-HISTORICAL
UNASSIGNED
CORP MANUFACTURING
CORP ADMIN
CORP-ISR-OTHER
CORP-ISR-SERVICE-CO.(CIL)
CORP IT
STD-CORP
STD-000002
STD-000003
RICK WALLACE
JOHN KISPERT
STD-000601
STD-000496
STD-000011
STD-000464
STD-000477
STD-000013
Pg 7 of 73
Cost Center
Group
STD-000006
STD-000008
Description
Cost Center
Group
STD-000014
STD-000017
STD-000015
STD-000049
STD-000678
STD-000679
STD-000677
STD-000590
STD-000493
Description
STD-000765
STD-000516
CORP HR
CORP LEARNING CENTER
CORP FINANCE
DIAMOND
CORP ELIM
KTT
AQUEST
CANDELA
GSS-KTC
GSS-PROCESS MGMT
SOLUTION (PROMISE)
GSS
STD-000760
STD-000044
STD-000045
STD-000046
STD-000047
STD-000048
STD-000050
STD-000589
STD-000588
STD-000508
MEG-ENG
WATCHER
PAD
OMD
OCD
CDSEM
COMET
EBR/Ranger
CoE
PSG-GROUP
STD-000010
STD-000018
80044
80252
80266
CORP MKTG
CORP MOLECULAR IMPRINT
CRP-8-MGT-PROJECT
CRP-8-JDP
CRP-8-MGT-NEW BUSINESS
STD-000118
AVI COHEN
GARY BULTMAN
STD-000602
JOE LAIA
STD-000705
DENNIS RALSTON
Pg 8 of 73
Cost Center
Group
Description
STD-000734
JORGE TITINGER
Cost Center
Group
40095
40099
80364
STD-000703
STD-000512
Description
CRP-4-OTHER-OCRD-1
CRP-4-SW-GLOBAL
CRP-Admin-Global Business
Process
CORP-KT-INDIA-US
CORP-KT-INDIA-India
Personnel
Area
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3130
3080
Personnel
Subarea
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3130
3080
Pg 9 of 73
Personnel
Area
3090
3110
3160
4010
4020
4040
Personnel
Subarea
3090
3110
3160
4010
4020
4040
Pg 10 of 73
2.7. Summary
The following summarizes the Enterprise Structure for KLA-Tencor in SAP T&E system.
HR Enterprise Structure
Operating Concern
WWOC
Controlling Area
WWCO
Chart of Account
WWCA
Company
Code
3010
KT
Japan
3030
KT
Korea
3040
KT
Taiwan
3050
DYS
Taiwan
3060
KT
China
3130
KT China
R&D
3080
KT
Thailand
3090
KT
Malaysia
3110
KT
India
3160
KT
Singapore
4010
KT Corp
Israel
4020
KT Israel
Service
4040
KT Israel
Metrology
Country
Grouping
22
Japan
41
Korea
42
Taiwan
42
Taiwan
28
China
28
China
26
Thailand
14
Malaysia
40
India
25
Singapore
IL
Israel
IL
Israel
IL
Israel
Personnel
Area
3010
3030
3040
3050
3060
3130
3080
3090
3110
3160
4010
4020
4040
Personnel
Sub Area
3010
3030
3040
3050
3060
3130
3080
3090
3110
3160
4010
4020
4040
Employee
Group
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Employee
Sub Group
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Pg 11 of 73
HR Enterprise Structure
Operating Concern
WWOC
Controlling Area
WWCO
Chart of Account
WWCA
Company
Code
1000
KT Corp
1010
VLSI
1020
KDC
1030
KT Tech
USA
2010
KT UK
2030
KT
Netherlands
2040
KT Ireland
2050
KT Germany
2060
KT France
2070
KT Italy
Country
Grouping
10
USA
10
USA
10
USA
10
USA
08
GB
05
NL
11
IE
01
DE
06
FR
15
IT
Personnel
Area
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
Personnel
Sub Area
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
Employee
Group
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Z
Employee
Employee
Sub Group
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Z1
Employee
Pg 12 of 73
3. MASTER DATA
3.1 General Ledger
General ledger in SAP serves as a complete record of all business transactions. It is the centralized, up-to-date reference for the rendering of accounts.
Actual individual transactions can be checked at any time in realtime processing by displaying the original documents, line items, and transaction
figures at various levels such as:
Account information
Journals
Totals/transaction figures
GL Account
600520
615027
621000
622000
625000
640100
640101
641000
641001
641002
642000
642100
642201
643000
Short Text
Misc Expense
Staff Presents
Employee Activities
Employee Training Se
Relocation Charge
Domestic Travel Exp
Travel-Overseas
Meals/EntertainmentMeeting Expense
Meals/EntertainmentMeals-Overtime
Meals-Travel
Meals-Intl
Lodging
Short Text
Auto-Rental
Air Fare
Auto Allowance
Dept Supplies & Mat
Computer Supplies
Small Tools & Non-Ca
Postage Expense
Telephone ExpDomest
Telephone-Overseas
Comm-Cell Phone
Remote Access Exp
License, Dues, & Sub
Advance - Travel
Pg 14 of 73
Whether the number is assigned internally by the system or externally by the user (type of number assignment)
Which fields are ready for input or must be filled when creating and changing master records (field status)
At KLA-Tencor, all the vendor masters will be using external number range and the vendor account group to be used for employee vendor is ZEM.
Following are the field status groups for vendor account group.
Field Status
ZEM
General Data
- Address
Field Description
Employee
Suppress
Name 1
Form of address
Search term
Name 2
Name 3, name 4
Postal code, city
Street
Location
Region
PO Box
P.O. box postal code
P.O. Box city
Search term B
c/o name
Street 2
Street 3
Street 5
Pg 15 of 73
Req. Entry
Opt. Entry
Display
Reconciliation account
Cash management group
Previous account number
Sort key
Head office
Authorization
Preference indicator
Minority indicator
Withholding tax code (1)
Wthld.tax exempt., wthld.ta
Interest calculation
Withh.tax cat.,exemp.reason
Withholding Tax Country
Personnel number
Release Group
Gross income tax
X
X
- Payment
Transactions
Terms of payment
Double invoice validation
Payment block
Payment methods
Alternative payee account
Clearing with customer
Bill of exchange limit
Cashed checks duration
Invoice verification tol.group
Tolerance group
Pg 18 of 73
Not applicable
Pg 19 of 73
Account
150405
221600
Description
Advance - Employee
A/P - Employees
Miscellaneous Expenses
Staff Presents
Employee Activities
Employee Training Seminars
Relocation Charge
Domestic Travel Expense
Travel-Overseas
Meals/Entertainment-External
Meeting Expense
Meals/Entertainment-Internal
Meals-Overtime
Pg 20 of 73
Meals-Travel
Meals-Intl
Lodging
Auto-Rental
Air Fare
Auto Allowance
Dept Supplies & Materials
Computer Supplies
Small Tools & Non-Capital Equipment
Postage Expense
Telephone Exp-Domestic
Telephone-Overseas
Communications-Cell Phone
Remote Access Expense
License, Dues, & Sub
3.10
3.11
3.12
Division Install
Apps
R&D
Manufacturing
Marketing
Sales
Admin
Service
RPM
Division Srvc. Other
CG Admin
HQ Overhead (Indir)
HQ Direct
Field Overhead (Adm)
Field Variable (CSE)
Logistics OH (Admn)
Logistics Variable
Pg 22 of 73
4. SAP CONFIGURATIONS
4.1. Financial Accounting and Controlling
4.1.1.
General Ledger
4.1.2.
4.1.3.
Posting Periods
4.1.4.
4.1.5.
Document Types
4.1.6.
Posting Keys
4.1.7.
4.1.8.
Taxation
4.1.9.
Accounts Payable
Pg 23 of 73
Personnel Area
1000
1010
1020
1030
2010
2030
2040
2050
2060
2070
3010
3030
3040
3050
3060
3080
3090
3110
3130
3160
4010
4020
4030
No Range
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
01
Pg 24 of 73
Range Type
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
Internal
From
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
0000000001
To
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
0999999999
Numbers Allowed
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
999999999
4.2.2.
4.2.3.
Description
German accounting
Dutch accounting
French accounting
British accounting
Italian accounting
US accounting
Malaysian accounting
Japanese accounting
Singaporean accounting
Thai accounting
Chinese accounting
Indian accounting
Korean accounting
Taiwanese accounting
Israel accounting
Country Grouping
01 Germany
05 Netherland
06 France
08 GB
15 Italiy
10 US
14 MY
22 JP
26 SG
26 TH
28 CN
40 IN
41 KR
42 TW
IL Israel
Company Code
2050
2030
2060
2010
2070
1000, 1010, 1020, 1030
3090
3010
3160
3080
3060, 3130
3110
3030
3040, 3050
4010, 4020, 4030
Trip Schema
Trip Schema defines the field control and dialogs in travel request and travel expense entry. Via trip schemas, we can simplify travel expenses entry
for the users. For each trip schema, there are a certain fields made accessible and certain fields suppressed or filled with default values.
For KLA-Tencor, two Trip Schemas will be defined for each country: (1) Normal Trip and (2) Trip Request
Pg 25 of 73
Description
German accounting
Dutch accounting
French accounting
British accounting
Italian accounting
US accounting
Malaysian accounting
Japanese accounting
Singaporean accounting
Thai accounting
Chinese accounting
Indian accounting
Korean accounting
Taiwanese accounting
Israel accounting
Trip Schema
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
01 Normal Trip, 02 Trip Request
In Trip Schema 01 Normal Trip, the following controls will be activated and applied across all country groupings.
Field
Several-day trip
Overlapping trip
Additional destinations
Advances
Activity type
Additional information
Status
Active
Active
Active
Active
Active
Active
Description
Employee will be allowed to create trips with duration of more than one day.
Employee will be allowed to create trips where travel dates overlap.
Employee will be allowed to create trips with multiple destinations or stopovers.
Employee will be allowed to enter trip advances
Employee will be able to specify the type of trip when creating an expense report.
Comment field will be activated
For ER, there are some overall customizations done on the expense entry page and there are some country specific customizations.
For overall customization, we have:
1. Entertainment related expense type once entertainment related expense type is selected, users will need to key in the name, title, and
company of the participants.
Pg 26 of 73
Pg 27 of 73
2. Japan wanted trip type to indicate whether the trip is permitted to claim mileage. Trips which are less that 100KM is not allowed to claim mileage.
And Japan is not using the perdiem at the header level.
3. Korea wanted to show the payment method of the receipts and also the credit card information. They also need the entertainment related
expense type to show the department details of the participants.
For corporate card, information is stored in an encrypted table and retrieved from the HR master data. Credit card details have to be manually
maintained for all employees. Business registration number is needed when the credit card is chosen and the currency is KRW.
Pg 28 of 73
In Trip Schema 02 Trip Request, the following controls will be activated and applied across all country groupings.
Field
Additional destinations
Advances
Status
Active
Active
Description
Employee will be allowed to create a trip request with multiple destinations.
Employee will be allowed to enter trip advances
Pg 29 of 73
Active
Active
Employee will be able to specify the type of trip when creating a trip request.
Comment field will be activated
In Trip Schema 02 Trip Request, customizations have been done to breakdown the estimated cost and to store the details in a customized table.
4.2.4.
Activity Types
Trips can be classified according to their activity types (e.g. seminar, training, customer visit, etc.).
For trip schema 01 Normal Trip, the following activity types will be defined.
Pg 30 of 73
Key
S
T
M
V
Activity Type
Sales
Training
Meeting
Service
For trip Schema 02 Trip Request, the following activity type will be defined. These activity types will influence the pre-approval workflow
(If urgent trip, auto approval. If normal trip or training related, normal workflow requiring approval from direct manager).
Trip Schema
02 Trip Request
02 Trip Request
02 Trip Request
02 Trip Request
4.2.5.
Key
U
N
T
Z
Activity Type
Urgent Trip
Normal Trip
Training
Non-Travel
Expense Types
Expense types are category of expenses potentially incurred by the employees. Expenses are recorded in the expense report via expense types.
Expense types can be grouped into the following:
(1) Receipts actual incurred, claim by the amount stipulated on the receipt or invoice, e.g. hotel bills, meal expense, gasoline.
(2) Flat rate claim by fixed amount as stipulated by T&E policy, normally based on travel duration or distance, e.g. meals per diem,
accommodation per diem, mileage.
For KLA-Tencor, the following Expense Types will be defined and assigned to the Trip Provision Variants defined in section 4.2.2.
Expense Type
Z001
Z002
Z003
Z004
Z005
Z006
Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Remote Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital
Spousal/Family Travel
Telephone/Fax
Telephone (Hotel)
Trade Shows
Medical
Pg 33 of 73
Z001
Z002
Z003
Z004
Z005
Z006
Z007
Z008
Z009
Z010
Z011
Z012
Z013
Z014
Z015
Z016
Z017
Z018
Z019
Z020
Z021
Z022
Z023
Z024
Receipt,
no limit
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Receipt with
max limit
Flat Rate
X
X
X
X
X
X
X
X
Pg 34 of 73
4.2.8.
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Permissibility
In KLA-Tencor, employees have to be on the Approved User List in order to claim some types of expenses (e.g. cell phones, home broadband). This
can be setup in SAP T&E system via permissibility, whereby employees are assigned to different groupings and where each group is entitled to
claim different types of expenses. The following employee groupings will be defined for KLA-Tencor:
Pg 35 of 73
Description
Common Expense Types + Cell + Broadband/Internet
Common Expense Types + Broadband/Internet, no Cell
Common Expense Types + Cell, no Broadband/Internet
Common Expense Types
Employees in group 1 are entitled to claim the common expense types plus cellphone and broadband/internet
Employees in group 2 are entitled to claim the common expense types plus broadband/internet but not cellphone
Employees in group 3 are entitled to claim the common expense types plus cellphone but not broadband/internet
Employees in group 9 are the general population, they are not entitled to claim cellphone or broadband/internet
Employee feed from PDR will default to group 9. Upon management approval, Finance will have to update this field in the employee HR record to
either group 1, 2 or 3.
4.2.9.
Exchange Rates
This section describes the setting for exchange rates for expense entry.
For KLA-Tencor, standard SAP setting will be adopted, i.e. to default exchange rate type Z.
Trip Prov. Variant
IL
10
14
22
25
26
28
40
41
42
Description
Israel accounting
US accounting
Malaysian accounting
Japanese accounting
Singaporean accounting
Thai accounting
Chinese accounting
Indian accounting
Korean accounting
Taiwanese accounting
Proposed Value
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Exchange rate type Z
Pg 36 of 73
Wage Type
7001
7001
7003
7004
7004
7006
7007
7008
7009
7010
7011
7012
7013
7014
7015
7016
7017
7018
7019
7020
7020
7020
7020
7024
7025
7024
7025
7028
7029
7030
7031
7032
Pg 37 of 73
7033
7034
7035
7036
7037
7038
7039
7040
7041
7042
7043
7044
7045
7046
7047
7048
7048
7050
7051
Symbolic Account
101
103
104
106
107
108
Pg 38 of 73
Comp Supp/Peripherals
Dept Supplies&Materials
Employee Activities
Employee Gifts/Awards
Employee Training/Seminars
EOD Expense
Foreign Transaction fees
Gasoline
Internet/Broadband
Laundry
License, Dues, Subscription
Lodging/Hotel
Meals - International
Meals - Domestic
Meals & Entertainment Clients
Meals & Entertainment KT EE's
Meeting Expense
Mileage - Personal car
Miscellaneous
Other Transportation (Taxi, Train)
Overtime meals
Pager Fee
Parking/Tolls
Passport/Visa Fees
Postage
Printing
Professional Fees
Promotional Materials
Purchased Services
Recruiting Expense
Remote Access Hotel/Caf
Seminars/Conferences
Small Tools non-capital
109
110
111
112
113
114
115
116
117
118
119
120
124
125
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
Pg 39 of 73
Spousal/Family Travel
Telephone/Fax
Trade Shows
Medical
Advance
Cash Adv.
147
148
150
151
190
195
Symbolic Account
101
103
104
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
124
125
128
Pg 40 of 73
G/L Account
645000
646001
644000
?
600520
691505
660300
660100
621000
615027
622000
622300
600520
640100
691505
640100
693000
643000
642201
642100
641000
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
150
151
190
195
641002
641001
640100
600520
640100
642000
660500
640100
640101
690200
662000
694400
651000
663000
624000
691510
651003
664000
613000
691500
650100
?
150600
150600/150601?
Description
Posting Travel Expense
No. Range
01
Range Type
Internal
Pg 41 of 73
From
0000000001
To
9999999999
Numbers Allowed
9999999999
Description
Posting Docs
No. Range
01
Range Type
Internal
From
0000000001
To
9999999999
Numbers Allowed
9999999999
All users should also be provided with PORTAL access which is generic role assigned by basis and not part of this spreadsheet.
For users who have access to SAP backend (e.g Finance for processing of expenses or Management who would run Travel Management
Reports) they should be not assigned generic roles (i.e. Z:FI_XX_EMP_00) but country specific/derived roles.
As Z:FI_XX_EMP_00 is automatically assigned to a user upon creation of the employee record; this role must be manually removed, and
derived role assigned (e.g. Z:FI_TW_EMP_00 for Taiwan users )
Transaction Code
Description
Authorization
Object
Org Levels
Values
F_TRAVL
Authorization Level
(AUTHC)
Personnel Number Check
(AUTHP)
Company Code
Cost Center
Personnel Area
Employee Group
Employee SubGrp
Pg 42 of 73
E, O
*
*
*
*
*
P_ORGIN
E, O
Authorization Level
(AUTHC)
Infotypes
Personnel Area
Employee Group
Employee SubGrp
*
*
*
*
Same as
above
Same as above
Same as above
Same as
above
Same as above
Same as above
Trip Advances
P_TRAVL
*
E, O
*
Universal Worklist
Travel Advance
PR03
Pg 43 of 73
Cost Center
Personnel Area
Employee Group
Employee Subgroup
Employee Grouping for
Travel M
Organizational Key
Travel Request
TRIP
Travel Manager
Same as
above
Same as above
Same as above
PR02
PR04
PR05
Travel Calendar
Travel Weekly Report
Travel Expense Manager
P_TRAVL
*
E, O
*
Travel Expense
Cost Center
Personnel Area
Employee Group
Employee Subgroup
Pg 44 of 73
''
Expense Approval
PRAP
Expense Approval
P_TRAVL
0001
Organizational Assignment
0017
Travel Privileges
Cost Center
Personnel Area
Employee Group
Employee SubGrp
P_ORGIN
*
*
1000 (US), 3010
(Japan), 3110 (India),
3030 (Korea), 3160
(Singapore), 3080
(Thailand), 3090
(Malaysia), 3040
(Taiwan - INT), 3050
(Taiwan - YSD), 3060
(China - INT), 3130
(China - R&D)
*
*
*
*
Authorization Level
(AUTHC)
Infotypes
Personnel Area
Employee Group
Employee SubGrp
X41
*
*
*
Expense Posting
PRAA
PREC
PRFI
Pg 45 of 73
P_TRAVL
E
*
Transfer/Posting of Expenses
Company Code
FB01
FB03
Post Document
Display Document
Cost Center
Personnel Area
Employee Group
Employee SubGrp
F_TRAVL_RW
P_ORGIN
Activity
User name
Posting run: Simulation
indica
'
' ', X
Authorization level
(AUTHC)
Infotype
M, R
Personnel Area
Employee Group
Employee Subgroup
*
*
*
Company Code
Pg 46 of 73
S_AHR_61016402
S_AHR_61016403
S_AHR_61016405
S_AHR_61016406
S_AHR_61016408
S_AHR_61016411
Personnel Area
Employee Group
Employee SubGrp
Infotypes
*
*
*
*
ZTR_TREQ
ZTR_JEE
Trip Receipts
Trip Receipts Without General Data
Trip Data/Total/Receipts/Cost Assignments
Search for Trip Destination
Travel Expense Reporting by Period
Determination of Employees with
Exceeded Trip Days
Cost Assignment for Trip
Cost Assignment for Trip Without General
Data
Employee Location Report
Travel Report by Cost Center and Cost
Center Group
Travel Request Report by Activity Type
Entertainment/Meeting Expense Report
S_AHR_61016401
Company Code
S_AHR_61016402
S_AHR_61016403
S_AHR_61016405
S_AHR_61016406
S_AHR_61016407
S_AHR_61016408
S_AHR_61016409
Trip Receipts
Trip Receipts Without General Data
Trip Data/Total/Receipts/Cost Assignments
Search for Trip Destination
Find Documents
Travel Expense Reporting by Period
Income-Related Expense Statement
Personnel Area
Employee Group
Employee SubGrp
Infotypes
S_AHR_61016404
S_AHR_61018613
ZTR_TRIP
ZTR_CCNTR
Pg 47 of 73
Workflow
Administrator
Workflow builder
SWDD
PFTC_INS
PFTC_CHG
PFTC_DIS
SWIA
SWI1
SWI2_FREQ
SWU3
SWPR
OOCU_RESP
Create workflow
Change workflow
Display workflow
Process work item as administrator
Selection report for work items
Work items per task
Workflow customizing
Workflow restart after error
Workflow responsibility rule
Pg 48 of 73
PeopleSoft
Hourly
PeopleSoft
Employee
Data
PDR
Employee
Data
Middleware
Realtime
VITRIA
Middleware
Extraction
Program
Realtime
RFC Z_HR_UPDATE_HRMASTER
eg. Hiring,
Leaving,
Org. reassignment
SAP HR
Mini
Master
ZTHR_EMP_MGR
Employee
Manager Mapping
Table
Employees with changes in last name, first name and title (if any)
Employees with changes in userid (if any)
Employees with changes in email address (if any)
4.3.3.
Personnel Actions
The Personnel Actions represent the crucial employee movement activities (or events that mark an employees career development / progression
within the company) that can happen to any one employee during his/her career lifetime with the company. Examples of personnel actions are
hiring and leaving.
Personnel actions are set up based on the following key information:
1. Action the title of the action e.g. Hiring
2. Action reason the possible reasons for an action to happen
3. Applicable screens the screens (or infotypes) that are associated with each personnel action in order to define the information that
must be updated when a particular personnel action happens.
The infotypes that are associated with each personnel action are defined as follows:
Action
Hiring
Infotype
0001
0002
0006
0017
0105
0105
0185
Description
Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs
Seq. of Infotype
01
03
05
07
09
11
13
Pg 50 of 73
Infotype
Description
Seq. of Infotype
Organizational
Reassignment
0001
0002
0006
0017
0105
0105
0185
0017
0105
0105
0001
0002
0006
0017
0105
0105
0185
0001
0002
0006
0017
0105
0105
0185
0017
0105
0105
Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs
Travel Privileges
Communication
Communication
Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs
Organizational Assignment
Personal Data
Addresses
Travel Privileges
Communication
Communication
Personal IDs
Travel Privileges
Communication
Communication
01
03
05
07
09
11
13
01
03
05
01
03
05
07
09
11
13
01
03
05
07
09
11
13
01
03
05
Leaving
Rehiring
International
Transfer (in)
International
Transfer (out)
The reason for action in infotype 0000 (Actions) will be set up as follows:
Pg 51 of 73
Reason Code
31
31
31
31
31
31
Reason Description
New Position
Transfer
Leaving
Rehiring
International Transfer (in)
International Transfer (out)
4.3.4.
4.3.5.
Payroll Area
HR-JP: Monthly
HR-IN: Monthly
HR-CN: Monthly
HR-KR: Monthly
HR-IL: Monthly
HR-SG: Monthly
HR-MY: Monthly
HR-TH: Monthly
HR-TW: Monthly
HR-US: Monthly
HR-GB: Monthly
HR-NL: Monthly
HR-IE: Monthly
HR-DE: Monthly
HR-FR: Monthly
HR-IT: Monthly
Pg 52 of 73
4.3.7.
4.3.8.
Address Type
Permanent residence
4.3.9.
Description
Common Expense Types + Cell + Broadband/Internet
Common Expense Types + Broadband/Internet, no Cell
Common Expense Types + Cell, no Broadband/Internet
Common Expense Types
Pg 53 of 73
Subtype
Top Management
Subtype
Peoplesoft ID
Pg 54 of 73
5. BUSINESS PROCESSES
This section describes key T&E business processes for KLA-Tencor. It details the activities within a particular business process, roles performing the activities
and the systems where the activities are performed.
1.1
HR Admin
Functions on
PeopleSoft
Hourly
People Data
Repository (PDR)
Several
times a
day
1.2
1.3
Create/Delimit
SAP User ID
Create/Update
Employee Vendor
SAP HR
SAP T&E
SAP T&E
Update Infotype 34
(Corp. Function)
End
1.7
Start
Employee Added
to Approved User
List
Update Infotype 17
(Travel Privileges)
End
1.8
Start
Employee Provides
Bank Account
Details
Update Infotype 9
(Bank Details)
1.5
Create/Update
Employee
- Hiring
- Leaving
- Org. reassignment
- Transfer btw companies
- Update employee record
Start
1.4
End
Pg 55 of 73
ALE
Create/Update
Employee Vendor
SAP R/3
End
Description
HR performs administrative HR functions on PeopleSoft
Responsibility System
HR
PSOFT
1.1 PDR
Automated
PDR
1.2 Create/Update
Employee
Employee data is updated from PDR into SAP HR several times a day.
Employee is created, terminated or updated.
Automated
SAP T&E
1.3 Create/Delimit
SAP User ID
1.4 Create/Update
Employee Vendor in
SAP T&E
Auto create SAP and Portal users and assign appropriate security roles
Automated
SAP T&E
Scheduled job
SAP T&E
1.5 Create/Update
Employee Vendor in
SAP R/3
ALE
SAP R/3
Finance
SAP T&E
1.7 Update infotype 17 Update infotype 17 (travel privileges) when an employee is added into the approved user list Finance
SAP T&E
1.6 Update infotype 34 Update infotype 34 (corporate function) when there is a change in GM or Top Management
position. This will be checked by workflow to determine if escalation is required.
Pg 56 of 73
Finance
SAP T&E
5.2. Pre-Approval
There are 4 scenarios in pre-approval:
Normal approval traveler submits travel requests for normal trips, these requests will be subjected to managers approval
Urgent approval traveler submits travel requests for urgent trips, these requests will be auto approved by system
Non-travel approval employee submits request for non-travel related expenses such as entertainment expense.
Exempted from approval traveler does not need to submit travel requests, mainly for frequent domestic travel.
1. Normal Approval Requires Managers Approval
Traveler Submits
Travel Request
Managers
Approval
Email Notifications to
Traveler & Travel
Desk
Traveler Goes On
Trip
Traveler Returns
from Trip
Traveler Submits
Expense Report
Email Notifications
to Traveler, Travel
Desk, Manager &
Cost Centre Owner
Traveler Goes On
Trip
Traveler Returns
from Trip
Traveler Submits
Expense Report
Email Notifications
to Employee
Employee Incur
Non-Travel
Expenses
Employee Submits
Expense Report
2nd Level
Managers
Approval
System Auto
Approves
3. Non-Travel Approval
Employee Submits
Non-Travel
Request
Managers
Approval
2nd Level
Managers
Approval
Employee Goes
On Trip
Employee Returns
from Trip
Employee Submits
Expense Report
Pg 57 of 73
Traveler
Submits
Travel Req.
1.2
1.1
Cost Centre
Override?
No
Notify
Manager via
Email
Respond
in 2 Work
Days?
Yes
Yes
Approve?
No
End
Yes
No
1.3
1.4
Parallel Approval by
Managers and Cost
Centre Owner
Notify Traveler
of Rejection
2nd Level
Approval
Required?
Escalate to 2nd
Level Manager
No
Notify Traveler,
Travel Desk of
Approval
End
Yes
Auto Reject
No
2.0
Notify 2nd Level
Manager via
Email
Respond
in 2 Work
Days?
2.1
Yes
Approve?
No
Yes
Notify Traveler
of Rejection
End
2.2
Notify Traveler,
Travel Desk of
Approval
Legend
End
Deadline Monitoring
Managers Approval
Level of Approval
1
Manager Approval
Notify Cost
Center Owner
via Email
3.2
Respond
in 2 work
days?
Yes
Approve?
No
No
Auto Reject
Yes
Approval
from All
Parties?
No
3.1
Notify Traveler of
Rejection
Pg 58 of 73
End
Yes
Notify Traveler,
Travel Desk of
Approval
End
Description
Employee who needs to travel and raise travel request
in SAP T&E system
Travelers direct manager as defined in PeopleSoft
Manager who will approve or reject on behalf of Direct
Manager, e.g. when Direct Manager is on PTO
Manager of Direct Manager as defined in PeopleSoft
Manager who will approve or reject on behalf of 2nd
Level Manager
Owner of cost centre, based on user ID maintained in
cost centre master
Assist Travelers with travel arrangements, such as hotel
and flight booking
The following describes the Travel Request and Pre-Trip Approval process in detail:
Activity
1.0 Traveler Submits
Travel Request
Description
Traveler logins to T&E homepage to create travel request.
In the process, Traveler distinguishes between an urgent and normal trip. An urgent trip is
defined as travel to be undertaken in less than 48 hours.
Traveler enters the following information into the travel request:
Trip start date and time
Trip end date and time
Trip type (urgent vs. normal, customer visit, service call, training, etc.)
Destination and country
Reason for trip
Estimated travel cost
Cash advance if required
Override cost centre (if cost to be charged to a cost centre different from Travelers)
When Traveler submits the travel request, system determines nature of trip based on Trip
Type entered by Traveler:
If urgent trip, the travel request will be approved automatically
If normal trip, the travel request will need to be approved by relevant Managers
Pg 59 of 73
Responsibility System
Traveler
SAP T&E
Description
Responsibility System
SAP T&E
System determines Direct Manager based on the mapping table ZHRTD_001 which stores Workflow
the employee - manager relationships. The relationships are derived from PDR and updated
on a daily basis. An email will be sent to request Direct Manager to review the travel request
Workflow
SAP T&E
If Direct Manager rejects the travel request, an email will be sent to notify Traveler of
the rejection. The workflow ends here.
If Direct Manager approves and only 1 level manager approval is required, an email
will be sent to notify Traveler and Travel Desk of the approval. The workflow ends here.
Workflow
SAP T&E
If Direct Manager did not respond within 2 working days, system escalates to 2nd Level
Manager
2nd Level Manager is Direct Managers Manager and is determined based on the
employee manager mapping table ZHRTD_001
If 2nd Level Manager rejects, an email will be sent to notify Traveler of the rejection.
The workflow ends here.
If 2nd Level Manager did not respond within 2 working days, system will auto reject
and send an email to Traveler to notify the rejection. The workflow ends here.
If 2nd Level Manager approves, an email will be sent to notify Traveler and Travel Desk
of the approval. The workflow ends here.
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
SAP T&E
Workflow
Travelers own HR cost centre will be defaulted in Travel Request.
If Traveler overrides the cost centre, system will initiate a parallel workflow to request
approval from the Cost Centre Owner. An Outlook email will be sent to notify Cost Centre
Owner. This process execute in parallel with approval workflow for Direct Manager.
The Cost Centre Owner will be determined from cost centre master.
Workflow
If Cost Centre Owner rejects, an email will be sent to notify Traveler of the rejection.
If Cost Centre Owner did not respond within 2 working days, system will auto reject
and send an email to Traveler to notify the rejection. The worflow ends here.
Workflow
If Cost Centre Owner and Managers approve, the travel request is considered
approved, an email will be sent to notify Traveler, Travel Desk of the approval. The workflow
ends here.
SAP T&E
SAP T&E
A customized table will be setup to maintain Level of Approvals by company code (1 level vs. 2 level approvals). Workflow will reference this table to
determine if routing to 2nd level Manager is required.
Pg 60 of 73
Scenario
Without cost centre override
The following summarizes the email notification rules on when and to whom an email will be sent during Pre-Approval:
No.
1
Email Event
Traveler submits urgent travel
request
Deadline expiry or
2nd level approval
Email Recipients
Message Type = Approval Notification
Traveler, Direct Manager
Cost Centre Owner (if cost centre override)
Travel Desk (common T&E mailbox, one per region)
Message Type = Request for Approval
Direct Manager
Alternate Manager (if applicable)
Cost Centre Owner (if cost centre override)
Message Type = Request for Approval
Direct Manager
Alternate Manager (if applicable)
Cost Centre Owner (if cost centre override)
Message Type = Request for Approval
2nd Level Manager
Alternate 2nd Level Manager (if applicable)
Message Type = Approval Notification
Traveler
Travel Desk (common T&E mailbox), not relevant for nontravel
Message Type = Rejection Notification
Traveler
Message Type = Return Notification
Traveler
Signature level based on Limit of Authorization Matrix. Ad-hoc re-route will be available.
Pg 62 of 73
Login to Portal
My Trips and
Expenses
1.1
1.2
Select Approved
Trip
Record Expense
Receipts
1.4
Submit?
Yes
1.5
Expense
Report
Approval
No
1.8
Exempted,
Non-Travel
1.3
Login to Portal
Create Expense
Report
1.6
Save
Print Expense
Report, Attach
Receipts and
Submit to Finance
1.7
Expense
Settlement
End
Description
Responsibility System
Traveler
KT Intranet
Traveler
SAP T&E
Traveler
SAP T&E
Pg 63 of 73
Description
Upon completion of expense entry, Traveler have the following options
Traveler click Save to create expense report without releasing it for approval
Traveler click Save & Submit to create expense report and releases it for approval.
Responsibility System
Traveler
SAP T&E
Workflow
SAP T&E
Traveler
SAP T&E
Traveler print out hardcopy of the expense report if required, attach paper receipts
and submit to Finance for settlement.
Finance perform audit and settlement
For trips exempted from pre-approval and non-travel expenses, Travelers click on the
link Create New Expense Report. When finished, system will generate new trip numbers.
Travelers will have to enter all required details.
Pg 64 of 73
Finance
Traveler
SAP T&E
Traveler Submit
Expense
Report
1.1
Cost Centre
Override?
No
Notify
Manager via
Email
Level of Approval
Send
Reminder
Email
No
1.3
Respond
in 5 Work
Days?
Respond
in 5 Work
Days?
Yes
Yes
No
Escalate to 2nd
Level Manager
Go to 1.6
Manager Approval
GM Approval
Yes
1.4
Manager
Approve?
Parallel Approval by
Managers and Cost
Centre Owner
No
Return to
Traveler
Yes
No
2nd Level
Approval
Required ?
No
Finance
Approve?
Start
1.5
Yes
Notify Traveler
of Approval
1.6
Yes
End
Also check if
expense report
> 6 months
2.1
Respond
in 3 Work
Days?
2nd Level
Manager
Approve?
Yes
No
Auto Return to
Traveler
Notify Cost
Center Owner
via Email
Yes
CCO
Approve?
No
No
Yes
Approval
from All
Parties ?
Auto Return to
Traveler
Return to
Traveler
Start
Start
No
Start
2.2
Finance
Approve?
Yes
Notify Traveler
of Approval
Respond
in 30 Work
Days?
Yes
GM +
Finance
Approve?
End
Yes
Start
End
No
3.0
Notify GM of
Exception
3.2
3.1
4.2
4.1
Expense No
Report > 6
Months ?
Managers Approval
GM Approval
4.3
Respond
in 3+2 work
days?
Return to
Traveler
Yes
2.0
4.0
No
Pg 65 of 73
No
3.3
No
Auto Return to
Traveler
Return to
Traveler
Start
Start
End
Description
Traveler complete expense entry and click on Save & Submit. This triggers expense
approval workflow.
System determines Direct Manager based on the mapping table ZHRTD_001 which stores Workflow
the employee - manager relationships. The relationships are derived from PDR and updated
on a daily basis. An email will be sent to request Direct Manager to review the expense
report.
If Direct Manager did not respond within 5 working days, a reminder email will be sent Workflow
to Direct Manager (or Alternate Manager if applicable).
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
2nd Level Manager can approve, return or reject the expense report
In case of return, the expense report is returned to Traveler for correction, Traveler will
be notified of return via email
In case of reject, Traveler will be notified of rejection via email. The workflow ends
here.
Workflow
If 2nd Level Manager approves, the workflow item will be routed to Finance for
validation and final approval.
SAP T&E
If Direct Manager still did not respond within the following 5 working days, system
escalates to 2nd Level Manager.
2nd Level Manager is Direct Managers Manager and is determined based on the
employee manager mapping table ZHRTD_001.
In case of return, the expense report is returned to Traveler for correction, Traveler will
be notified of return via email.
In case of reject, Traveler will be notified of rejection via email. The workflow ends
here.
If Direct Manager approves and only 1 level approval is required, the workflow item
will be routed to Finance for validation and final approval.
If Finance approves, then the expense report is considered approved. An email will be
sent to notify Traveler of the approval. The workflow ends here.
If Finance return to Traveler, an email will be sent to notify Traveler of the return (1.4)
If 2nd Level Manager did not respond within 3 working days, system will auto return to
Traveler, an email will be sent to notify Traveler of the return.
Pg 66 of 73
Responsibility System
Traveler
SAP T&E
SAP T&E
SAP T&E
3.0 Notify GM of
Exception
3.1 Auto Return to
Traveler
3.2 Notify Traveler of
Approval
Description
Responsibility System
If Finance approves, then the expense report is considered approved. An email will
be sent to notify Traveler of the approval. The workflow ends here.
If Finance return to Traveler, an email will be sent to notify Traveler of the return (2.1)
Workflow
SAP T&E
If expense report is more than 6 months old (based on trip end date), the expense
report will be routed to regions GM for approval. An email will be sent to notify GM to review
the expense report.
Workflow
SAP T&E
If GM did not respond within 30 working days, system will auto return to Traveler, an
email will be sent to notify Traveler of the return.
If GM approves, the workflow item will be routed to Finance for validation and final
approval.
If Finance approves, the expense report is considered approved. An email will be sent
to notify Traveler of the approval. The workflow ends here.
3.3 Return to Traveler
If GM returns the expense report to Traveler for correction, Traveler will be notified via
email
If GM rejects the expense report, Traveler will be notified of the rejection via email.
The workflow ends here.
4.0 Notify Cost Centre
If Traveler overrides the cost centre, system will initiate a parallel workflow to request
Owner via Email
approval from the Cost Centre Owner. An Outlook email will be sent to notify Cost Centre
Owner. This process execute in parallel with approval workflow for Direct Manager.
The Cost Centre Owner will be determined from cost centre master.
4.1 Auto Return to
If Cost Centre Owner did not respond within 5 working days, a reminder email will be
Traveler
sent to Cost Centre Owner.
If Cost Centre Owner still did not respond within the following 5 working days, system
will auto return to Traveler, an email will be sent to notify Traveler of the return.
4.2 Return to Traveler
If Cost Centre Owner returns the expense report to Traveler for correction, Traveler
will be notified via email
If Cost Centre Owner rejects the expense report, Traveler will be notified of the
rejection via email. The workflow ends here.
4.3 Notify Traveler of
If Cost Centre Owner and Managers (and GM if > 6 months old) approved, the
Approval
expense report is considered approved, an email will be sent to notify Traveler of the
approval. The workflow ends here.
The following summarizes the conditions for Pre-Approval:
Pg 67 of 73
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Workflow
SAP T&E
Scenario
Without cost centre override
The following summarizes the email notification rules on when and to whom an email will be sent during Expense Report Approval:
No.
1
Email Event
Traveler submits expense
report
3
4
Email Recipients
Message Type = Request for Approval
Direct Manager, Alternate Manager if applicable
Cost Centre Owner (if cost centre override)
Message Type = Reminder
Direct Manager, Alternate Manager if applicable
Message Type = Request for Approval
2nd Level Manager and Alternate Manager if applicable
Message Type = Rejection Notification
Traveler
Message Type = Return Notification
Traveler
Message Type = Return Notification
Traveler
Message Type = Request for Approval
General Manager
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1.0
Expense
Approval
1.1
Expenses
Comply with
T&E Policy?
Finance Perform
Audit
Yes
1.2
Perform
Settlement
Create Posting
Run
1.3
Execute Posting
Run
Expense
Reimburse
ment
FI Doc
Generated
No
1.4
Notify Employee
of Non
Compliance
1.5
Employee
Rectify Non
Compliance
Description
Finance check employees expense report and supporting documents/receipts.
Responsibility System
Finance
n/a
1.1 Perform
Settlement
Finance
SAP T&E
Finance
SAP T&E
Finance
SAP T&E
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Activity
Description
1.0 Payment Proposal Create payment proposal to vendors to make payments
1.1 Payment program
1.2 Bank
Interface/Check
printing
1.3 Report/Vendor
Line items
Responsibility System
Finance
SAP R/3
Finance
SAP R/3
Either send the payment file to the bank to remit amount to employee back account or Finance
print checks and physically deliver the check.
SAP R/3
Finance
SAP R/3
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6. DEVELOPMENT
This section details the development required for KT travel and expense management.
6.1. Forms
No.
1
Form
Employee Expense
Report
Description
Printable expense report to be
submitted to Finance along with paper
receipts
Development Requirement
Some countries require approvers names
to be printed on the expense report. Local
audit requirements
Countries
Japan
Taiwan
China
No.
1
Report
Trip Receipt Report
Description
Report by trip number, employee and
expense type
Countries
Employee Location
Report
China Statutory
Report
Development Requirement
1. Include associated expense GL accounts
2. Include expense posting date, posting
period and fiscal year
3. Include comments, business partners,
etc. for expense type Entertainment
4. Include cash advances
5. Report by expense type group
Need to copy standard S_AHR_61016406
and modify to include personnel name
6.2. Reports
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China
India
India
India
GM Report - Visitor
Forecast
India
All
6.3. Interfaces
No.
1
Interface
Employee Feed
from PDR to SAP
T&E system
Exchange Rates
Feed
Description
Creation or update of employee HR
records in SAP T&E system based on
employee information from PDR.
Trigger by Vitria. Also creation of ECC
and portal users.
Upload of exchange rates into SAP
T&E system for the purpose of
expense entry in foreign currencies
Development Requirement
Inbound interface program. Refer to section
4.3.1
Countries
All
All
Description
Regions require ability to input travel
cost estimates by expense types
when submitting travel request via
portal.
Development Requirement
1. Portal Enhancement
To add fields in Create Travel Request entry
screen to capture cost estimates by
expense types (e.g. hotel, airfare, etc.)
2. ABAP Enhancement
To create customized table to store cost
estimates entered via portal
Countries
Taiwan
China
India
Israel
Korea
Malaysia
6.4. Conversions
None identified.
6.5. Enhancements
No.
1
Enhancement
Cost Estimates by
in Travel Request.
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Pre-Approval
Workflow
Expense Report
Approval Workflow
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All
All