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AC275Travel Management - Travel

Planning
AC275

Release 46C 13.08.2002


AC275 Travel Management - Travel
Planning

AC275
Travel Management - Travel
Planning

0  SAP AG 2001

 R/3 System
 Release 4.6C
 April 2001
 Material number 5004 3770

(C) SAP AG AC275 0-1


Copyright

Copyright 2000 SAP AG. Todos os direitos reservados.


É proibida a cópia ou reprodução deste manual de treinamento
ou de qualquer parte dele, por qualquer forma ou meio, bem
como sua tradução para qualquer outro idioma, sem o
consentimento expresso da SAP AG. As informações contidas
neste documento estão sujeitas a alterações e
complementações sem prévio aviso.

Todos os direitos são reservados.

 SAP AG 1999
0.2

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respectivos autores e proprietários.

(C) SAP AG AC275 0-2


Contabilidade financeira

Nível 2 Nível 3
AC205 2 dias
AC200 5 dias Fechamento no
processo contabilidade
Razão, contas a
pagar/receber e AC260 2 dias
configuração Funcionalidades adic.da
contabilidade financeira

AC660 5 dias
AC290 5 dias

Consolidação
AC010 5 dias Consolidação legal e
Administração de gerencial
Introdução à imóveis
contabilidade
financeira AC305 4 dias *AC240 5 dias
Contabilidade de ativo FI-LC: Funções de
fixo consolidação
AC220 5 dias **AC900 4 dias
Razão especial (FI-SL) R/3 workshop para
auditores
AC700 5 dias
Admin.de orçamento: CA550 3 dias
processos, organização Contabilidade de
e configuração inflação
HR050 5 dias
AC270 3 dias AC275 1 dia
Recursos humanos Administração de Administração de
viagens - despesas viagens - planejamento

0.3  SAP AG 1999 ** a partir de julho de 2000

(C) SAP AG AC275 0-3


Course Prerequisites

 AC270 Travel Management - Travel Expenses

 SAP AG 1999
0.4

(C) SAP AG AC275 0-4


Target Group

 Participants:
 Consultants, project teams
 Duration: 2 days

 SAP AG 2001
0.5

 The training material is not intended for autodidactic learning, but should only be considered a
supplement to the instructor's explanations. That is why sufficient room has been left for your
notes.
 The exercises are only meant to be a supplement to the examples covered during the course. It is
possible that there is not enough time during the course to do all of the exercises. In this case you
can use them after the course to practise and reinforce what you have learned.

(C) SAP AG AC275 0-5


Course Overview

Contents:

 Course goal
 Course objectives
 Course content
 Course overview diagram
 Main business scenario

1  SAP AG 1999

(C) SAP AG AC275 1-1


Course Goal

This course will prepare you to:


 Work with the application component Travel Planning
(processing travel requests, querying available travel
services, booking travel services)
 Reproduce enterprise-specific travel policy in the
system using Travel Management Customizing

 SAP AG 1999
1.2

(C) SAP AG AC275 1-2


Course Objectives

At the conclusion of this course, you will be able to:


 Describe all essential business processes involved in
requesting a trip, choosing and booking travel services
on line and the relevant approval processes. The
course offers an opportunity to get practical experience
in using these actions in the SAP System.
 Define how the processing of trips in your company
and cooperation with travel agencies can be made
more efficient by using Travel Planning.
 See how Travel Planning applies your company's travel
policiy as well as enterprise-specific rates, discounts
and data from providers' customer programs when
travel services are booked.

 SAP AG 1999
1.3

(C) SAP AG AC275 1-3


Contents 1

Preface
Unit 1 Course Overview
Unit 2 Overview of Travel Planning
Unit 3 Entry and Approval of Travel Requests and Plans
Unit 4 Integration of Travel Planning - Travel Expenses
Unit 5 RFC Destination and Travel Planning
Master Data
Unit 6 Structure of Enterprise-Specific Travel Policy

 SAP AG 2001
1.4

(C) SAP AG AC275 1-4


Contents 2

Unit 7 Reproduction of Agreements with


Travel Service Providers
Unit 8 Dialog and Planning Control
Unit 9 Authorization Management
Unit 10 Reporting
Unit 11 Conclusion

Appendix

 SAP AG 2001
1.5

(C) SAP AG AC275 1-5


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
1.6

(C) SAP AG AC275 1-6


Scenario for the Entire Enterprise (1)

 The model enterprise IDES wants to implement Travel


Planning, including the object "Travel request". The goal
is system-supported processing of travel requests and
their approval and the selection and online booking of all
necessary travel services. The project team has to
decide which tasks are to be dealt with centrally and
which tasks decentrally.
 The in-house specifications regarding business trips are
to be edited to obtain clear travel policy and stored in the
system for automatic consideration.

 SAP AG 1999
1.7

(C) SAP AG AC275 1-7


Scenario for the Entire Enterprise (2)

 The enterprise has special agreements with different


service providers. They should also be reproduced in
the system, so that they can be automatically applied
during selection and booking of flights, hotels and car
rentals.
 SAP Business Workflow is to be used to support the
approval process.

 SAP AG 1999
1.8

(C) SAP AG AC275 1-8


Overview of Travel Planning

Contents:
 The Travel Management Environment
 Integration of Travel Planning in the overall Travel
Management process
 Cost Advantages
 The future role of the travel agency
 The concept of Travel Planning
 HR master data for Travel Planning

2  SAP AG 1999

(C) SAP AG AC275 2-1


Overview of Travel Planning: Unit Objectives

At the conclusion of this unit, you will be


able to explain:

 How SAP Travel Planning is integrated in the


overall SAP Travel Management process and the
entire SAP System
 Which HR master data is required for the use of
Travel Planning

 SAP AG 1999
2.2

(C) SAP AG AC275 2-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
2.3

(C) SAP AG AC275 2-3


Overview of Travel Planning: Business Scenario

 Travel Planning is to be implemented in your


enterprise. The relevant master data has to be
created for all travelers
 Discuss the role/scope of the tasks that the travel
agency/travel center should take on in your
enterprise

 SAP AG 1999
2.4

(C) SAP AG AC275 2-4


The Travel Management Environment

Approve
• General trip data
Entry of • Trip itinerary
Advances • Required travel items
• Estimated total cost Request and approval using
• Comments SAP Business Workflow
• Account assignment

Booking Travel Planning


and • Flights
reservation • Hotels
• Car Rental
system
• Train (curr. Germany)

Credit card Travel Expenses Travel


clearing • Per diems Expense
Amex, others are • Miles/kms distribution
supported
Controlling
• Receipts
• Advances • Reports
• Cost distribution • Statistics
• Bus. Info.
Optical Warehouse
archive Data transfer via ALE:
Financial Accounting, Cost Accounting,
HR Payroll, Funds Management

 SAP AG 1999
2.5

 The SAP Travel Management accompanies all the processes for handling trips and integrates them in
the settlement, taxation and reimbursement cycle. This includes not only the requesting, planning
and booking of trips, but also the settlement of travel expenses and the transfer of the settlement
results to other business functional areas.
 The modular structure of Travel Management makes it possible for you to use any combination of
the individual sub-areas, whereby Travel Expenses functions as the basic component. The optimum
benefit is attained using all three sub-areas, entering the HR master data only once.
 The usage of SAP Business Workflow supports the decentralized entry of trip facts. The advantage of
this is that all the persons involved in the approval process are linked via the Sap System, increasing
the efficiency of the approval process.
 You can implement the current release of SAP Travel Management independently of the R/3
application infrastructure. The SAP ALE technology (Application Link Enabling) provides the
necessary communication to the R/3 applications of earlier releases.
 In addition to various reporting possibilities in Travel Management itself, the SAP Travel
Management is also linked to the SAP Business Information Warehouse.

(C) SAP AG AC275 2-5


Overall Travel Management Process

Activities in the enterprise:

T
Trip
needed
Request
trip
Plan
and book
a trip
R Add
new
trip facts
Settle
trip
Fin. Accounting
Cost Accounting
Taxation
Payment

Business
reasons
You make a
You enter
destination
tripand
time.
I You supplement
the remaining
The system
.
settles the
Posting
travel expenses in
Financial
require that travel request, You book trip facts.
. Accounting.
you take a
trip.
which has to be
approved by
your
superior
flight, hotel
room
or
car rental
P You check
the trip and
trip.
You can
print a
Trip results are
transferred to
via a statement Cost Accounting
approve it
Global for for the
Taxation via
Distribution employees
settlement payroll
System
(GDS)

Processing with SAP Travel Management


Travel Travel Travel
Request Planning Expenses
 SAP AG 1999
2.6

 This graphic illustrates the overall Travel Management process, including the components of the
SAP System in which you maintain the data.
 At the conclusion of a process chain the trip facts for a business trip have been entered in the SAP
System without redundancies. The travel planning data is entered in the system for approval or
reservation/booking purposes. The documents are generated from the reserved travel services. The
travel expenses incurred during the trip are settled via the SAP System and transferred for further
processing to Financial Accounting, Controlling, Cash Budget Management and, if necessary, to HR
Payroll.
 In this course the main focus is on Travel Planning.

(C) SAP AG AC275 2-6


Cost Advantages

Not dependent on travel


agency opening hours

Advantages for Automatic


Efficient internal
check of
communication Travel Planning travel policy
process

Negotiating advantages
due to simplified analysis
of the travel services used

 SAP AG 1999
2.7

 Cost advantages arise in internal communication in particular due to the integration of Travel
Planning with the SAP Business Workflow, using which the approval processes can be identified
uniquely and the complex approval procedure can be implemented in the system with ease.

(C) SAP AG AC275 2-7


Data Flow and Future Role of the Travel Agency

Travel agency expert


Organizational Unit Travel Agency
Ticket/Billing

User
SAP Travel Planning

- Approval
- Booking
- Settlement - Travel manager
- Quality assurance

SAP R/3 Server Ticket Data

Booking Booking record (PNR)

External
reservation system
 SAP AG 1999
2.8

 The use of Travel Planning provides an important strategic advantage for the role of the travel
manager in the enterprise: The Travel Planning volume statistics and reporting tools deliver sound
arguments for negotiating rates with service providers. The travel manager is relieved of many
routine tasks and can thus concentrate on strategically important tasks, such as system and quality
management as well as the controlling and optimization of in-house processes.
 As the booking record (PNR = Passenger Name Record) is sent to the travel agency, a booking can,
if necessary, be optimized subsequently. Consequently the travel agency maintains its qualitative
role, and is, at the same time, relieved of routine tasks, such as the booking of trips, and can
concentrate on the organization of more complex business trips.

(C) SAP AG AC275 2-8


System Infrastructure

Local data Hotel


catalog

R/3
Employee
via remote
connection
Connected
Trip
facts
reservation system

Travel Agency
Travel Agency

 SAP AG 2001
2.9

 The productive system can be connected to the external reservation system (currently AMADEUS)
in two ways:
 Internet connection (used for test purposes)
 Special direct connection to the reservation system (recommended)
 Data can also be stored locally, for example preferential hotel data that is to be offered to the user.
This only applies for hotels that are available to be booked on GDS at that time.

(C) SAP AG AC275 2-9


The Concept of Travel Planning

SAP
Travel Planning

Travel Travel
policy preferences
• Enterprise- •Person-specific
specific
• Specifications for
• Rules for routes, flight preferences,
trip destinations, hotel preferences,
trip categories, car rental pref.,
(flight, hotel, customer programs
car rental),
trip duration, • In Infotypes or
etc. during data entry

 SAP AG 1999
2.10

 The general concept of Travel Planning is based on two things:


 Reproduction of enterprise-specific travel policy in the Customizing of Travel Planning
 Specification of employee-specific data in the Infotypes of the SAP HR module

(C) SAP AG AC275 2-10


Travel Policy: Examples

=Enterprise-Specific Rules for Usage of Travel


Services

Flight Booking Classes:


Domestic flights: Economy Class
(If Economy not available:
higher flight classes allowed)
International flights: Business Class

Hotel Catalog
Accommodations in a hotel in the hotel catalog;
if no catalog hotel available: Sheraton or Hilton

Car Rental:
Worldwide Hertz, in Europe also Europcar allowed,
in Madrid also I T S Cars
For trip duration > 7 days: Luxury class car allowed

 SAP AG 2001
2.11

 Travel policies are enterprise-internal rules for the usage of travel services and must be specified in
Customizing for SAP Travel Planning.
 The travel policies of the company can, in some cases, override the personal preferences of the
traveler.

(C) SAP AG AC275 2-11


Travel Preferences: Examples

 Flights
 Smoker/Non-smoker

 Seat position/seat requirements

 Requirements for care suitable for


challenged persons
 Preset departure location

 Hotels
 Bed type

 Room category

 Car Rental
 Air-conditioning

 Non-smoker

 Manual shift / automatic

 Preferred make of car

 SAP AG 1999
2.12

(C) SAP AG AC275 2-12


HR Infotypes for Travel Planning 1 (Mini Master)

Infotype Name
0001 Organizational Assignment
0002 Personal Data Mandatory
0017 Travel Privileges
0006 Addresses

0009 Bank Details


0027 Cost Distribution
0470 Travel Profile Optional
0471 Flight Preference
0472 Hotel Preference
0473 Car Rental Preference
0475 Customer Program
 SAP AG 2001
2.13

 The personnel action setting for Travel Planning contains the necessary infotypes for using the SAP
Travel Planning component. When infotypes are first entered, a step-by-step sequence is followed.
Existing HR master data can be changed or added to at any time.
 Every employee for whom a trip is to be booked using Travel Planning requires at least the following
infotypes:
 Organizational Assignment (0001)
 Personal Data (0002)
 Travel Privileges (0017)
 Addresses (0006): This infotype should always be maintained before booking, because the
Telephone number field in this infotype is used when creating the booking record. This infotype is
also used in Travel Expenses, together with the infotype Bank Details (0009), when settled trips
are to be reimbursed to vendor accounts via Financial Accounting (FI).
 The Cost Distribution (0027) infotype is used in Travel Expenses for distributing the total costs to
different cost centers.
 The infotypes 0471 to 0475, which are specific to Travel Planning, reflect the area of the personal
preferences of each individual employee.

(C) SAP AG AC275 2-13


HR Infotypes for Travel Planning 2 (Mini Master)

Infotype Name
0001 Organizational Assignment
0002 Personal Data
Mandatory
0017 Travel Privileges
0006 Addresses

0009 Bank Details


0027 Cost Distribution
0470 Travel Profile
0471 Flight Preference
0472 Hotel Preference Travel Planning
0473 Car Rental Preference
0475 Customer Program
 SAP AG 1999
2.14

 Although Infotypes 0470 to 0475 are optional, they enable the individual preferences of each
employee to be taken into consideration when a business trip is booked.
 The Infotype Flight Preferences (0471) contains flight-specific information, such as preferred meals
or seat position and the preferred departure airport.
 The Infotype Hotel Preferences (0472) contains information about the preferred room or hotel
category.
 The Infotype Car Rental (0473) contains information about the preferred make of car or trim with or
without air-conditioning.
 The Infotype Customer Program (0475) can be created more than once, as it refers to all the provider
categories. Here you can store data on frequent flyers or on special car rental or hotel customer
programs.
 The Infotype Travel Profile (0470) allows the direct assignment of a travel profile to an employee.
 The additional Infotype Communication (0105), subtype 0001 is used for the direct assignment of
system users to the active SAP System (SAP Business Workflow, SAP Office and ESS). Subtype
0011 is used in Credit Card Clearing.
 The Travel Planning action includes the Travel Expenses mini master action.

(C) SAP AG AC275 2-14


Overview of Travel Planning:
Unit Summary

You are now able to:


 Understand the uses and the process of Travel
Planning within the overall Travel Management
process
 Set up HR master data for travelers

 SAP AG 1999
2.15

(C) SAP AG AC275 2-15


2.16Overview of Travel Planning Exercises

Unit: Overview of Travel Planning


Topic: HR Master Data / Travel Preferences

At the conclusion of these exercises, you will be able to:


• Maintain the infotypes for travel preferences

2-1 HR Master Data for Travel Planning:


2-1-1 Look at the HR master data that is compiled for Travel Planning.
2-1-2 Create the travel preferences for employee Chris Miller (personnel number
980##):
Flight Preferences (infotype 0471):
Enter a preferred meal.
Specify the preferred seat position.
Enter Frankfurt as the standard departure airport.
Hotel Preferences (infotype 0472):
Enter a preferred bed type, room category and whether you prefer a non-smoker
room.
Car Rental Preferences (infotype 0473):
Enter your preferences for a smoker/non-smoker vehicle, air-conditioning and
transmission.
Customer Program (infotype 0475):
For the airline Lufthansa, enter the customer program Miles & More with any
customer number.

## = Group number

(C) SAP AG AC275 2-16


2.17Overview of Travel Planning Solutions

Unit: Overview of Travel Planning


Topic: HR Master Data / Travel Preferences

2-1 HR Master Data for Travel Planning:


2-1-1 In the user menu, choose Person-related master data → Maintain (Travel
Planning).
Specify the personnel number and choose Enter.
2-1-2 Specify the flight/hotel/rental car preferences, or the customer program:
• In the Maintain HR master data screen, select the infotype Flight Preference (or Hotel/Car
Rental Preference).
• Choose, in each case, Edit → Create.
• Enter the data from the exercise.
• Save your entries and exit the infotype.

(C) SAP AG AC275 2-17


Entry and Approval of
Travel Requests and Plans

Contents:
 Overview
 Travel manager
 Travel request
 Approval of request
 Travel plan

 Planning manager
 Travel plan
 Approval of plan
 Connection to SAP Business Workflow

 Functions of Travel Planning scenarios


 Synchronization of Travel Planning

3  SAP AG 1999

(C) SAP AG AC275 3-1


Entry and Approval of
Travel Requests and Plans: Unit Objectives

At the conclusion of this unit, you will be able to:

 Set up user roles for Travel Planning


 Request trips with the travel manager
 Request and book travel services with the travel
manager and with the planning manager
 Approve travel requests and travel plans

 SAP AG 1999
3.2

(C) SAP AG AC275 3-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
3.3

(C) SAP AG AC275 3-3


Entry and Approval of
Travel Requests and Plans: Business Scenario

 Decentral entry:
As a part of your job, you have to take frequent
trips. You want to request permission for your trip
from your superior and then choose and book the
travel services you need yourself.
 Mixed central entry:
You are responsible for smooth processing of the
trips of all of the employees in a team. You request
the relevant trips for them, and, when they have
been approved, book the necessary travel services.

 SAP AG 1999
3.4

(C) SAP AG AC275 3-4


Function Overview

Request a trip
11
• Travel manager

Determine available travel services


22 • Travel manager
• Planning manager

Book selected travel services


33 • Travel manager
• Planning manager

Approve travel requests


44
• Travel manager

Approve travel plans


55 • Planning manager
• Workflow (for planning manager)

 SAP AG 1999
3.5

(C) SAP AG AC275 3-5


Organizational Structures

Approving
Traveler Travel Assistant Manager

Mixed Request
Request ++ Create and Check
central plan
plan change and approve
entry travel requests + trips
plans

Create and Check


Decentral and approve
change
entry travel requests + trips
plans

 SAP AG 1999
3.6

 The scenarios of SAP R/3 Travel Planning are primarily oriented toward the following
organizational structures of trip data entry:
 Mixed central entry
 Decentral entry
 The organizational structures mentioned are supported by the rules that are defined in the standard
Travel Management System and that you can adapt (as copy references) to suit your purposes. An
activity group (as of 4.6C: role) describes an appropriately defined set of transactions. These
transactions represent the scope of functions typically required by the user at his workplace. The
following activity groups are already set in the standard system:
 Traveler SAP_FI_TV_TRAVELER_AG
 Travel Assistant SAP_FI_TV_TRAVEL_ASSISTANT_AG
 Travel Administrator SAP_FI_TV_ADMINISTRATOR_AG
 Approving Manager SAP_FI_TV_APPROVING_MANAGER_AG
 Payer of Trip Advances SAP_FI_TV_ADVANCE_PAYER_AG
 Travel System Manager SAP_FI_TV_SYSTEM_MANAGER_AG
 The roles differ in their tasks - consequently also in the entries in their role-specific menus - and in
their authorizations.

(C) SAP AG AC275 3-6


The Travel Plan

WHY?
→ Purpose,
activity

When a travel plan


is booked, it produces a
booking code
WHO? (Passenger Name Record
Travel WHERE? = PNR),
→ Personnel → Destination(s)
number
plan which is used to identify
the travel plan and all
relevant data
in the connected
reservation
system
Book
TRAVEL
SERVICES?
→ Flight
Hotel
Car rental
 SAP AG 1999
3.7

 The travel plan represents the framework for all actions in Travel Planning. To carry out price and
availability queries and book travel services, you have to create a travel plan for the relevant trip. In
the travel plan, general trip data, such as personnel number, destination and purpose for trip, and trip
activity, is also stored.
 Every travel plan is stored with a trip number in the system, which uniquely identifies it and the
travel services it contains.
 In Travel Planning's integration with Travel Expenses, the number of the travel plan is identical to
the number of the trip to be settled.

(C) SAP AG AC275 3-7


Plan and Book a Trip: Process Scenario

Ticket
Travel plan
Yes

Book OK?
Flights:
Enter best-price
Yes
general query
trip No
data Selection OK?

Yes
General No
availability
Enter query
Cancel Cancel
data item item
on flight/ OK?
car rental
hotel Confirm
cancelation
No
Cancel/
Change
item

General Service selection Reservation / Cancelation


trip data
 SAP AG 2001
3.8

 With the Travel Planning entry scenarios travel manager and planning manager, you can perform
the following functions:
 Check availability of flights, hotel rooms and car rentals; (+ only in Germany: Request the train
schedule of the German Railway) (Query)
 Determine the most economical flights for the entire trip (Best-Price query)
 Carry out online booking of flights, hotels, and car rentals (Book/Confirm)
 Cancel reserved services and, if relevant, rebook, if you need to change arrangements for a
planned trip (Cancel/Delete)
 Edit the traveler's travel-specific master data in which travel preferences are stored (Planning
manager  Environment  HR  Master Data)
Via the infocenter you can obtain current information on currencies, per diems, the traveler's
organizational data and, possibly, assigned contact persons (Planning manager  Extras 
Infocenter).

(C) SAP AG AC275 3-8


The Travel Manager (1)

Info- Personal
center settings

Welcome to the Travel Manager

Change
personnel no.

Creating a travel request


Planning a trip
Creating a travel expense report

List of All Trips


<optional links to documents, URLs, etc.>
Open trips of Chris Miller (personnel no. 1309)

Trip begin. First destination Reas. for trip Reimbursement Poss. subseq. activities
14.05.2001 Helsinki Conference Book flight, hotel car rental
Create travel expense report
07.01.2001 New York Customer visit 2659,00 UNI Change travel expense report

 SAP AG 2001
3.9

 SAP Easy Access Menu: Accounting -> Financial accounting -> Travel management -> Travel
manager
 In the travel manager the employee has a complete overview of all of his/her trips and the
corresponding trip objects. There are three kinds of trip objects: travel requests, travel plans and
travel expense reports.
 Each of these objects can be created and changed from the travel manager.
 The employee uses the travel request to state the intention to take a business trip and can then
forward it to an internal travel center.
 The travel plan can be used to plan a trip in detail and to book travel services. This process takes
the travel preferences that are stored in the system as infotypes into consideration. A travel plan
can be created by either an internal travel center or the relevant employee.
 The travel expense report contains all the trip facts relevant for settlement of travel expenses.
They make up the basis for calculating reimbursement amounts, in accordance with the applicable
country-specific legislation, and for posting them to Accounting. If amounts that are liable for
income tax are incurred, they can be forwarded to Payroll.
 You can use a link to display the List of all trips, an overview in table form of all trips, including
reason for trip, status, trip number amount/currency, trip country, date and time, posting run.

(C) SAP AG AC275 3-9


The Travel Manager (2): Personal Settings

Travel manager

Settings for User MILLERC

My trip overview
Display trips Width of overview area

 Display graphics (reduces performance)

Max. number of entries in my values


Account assignment objects
Country and region
Text fields

 SAP AG 1999
3.10

 Via Travel manager -> Extras -> Settings you can specify your own personal settings for screen
display and personal possible entries (F4 Help).
 You can specify the following personal settings for the travel manager:
 Which trips are to be shown in the list of all trips:
- All trips
- Trips of the last twelve months
- All trips of the current year
 How should the overview area be displayed when the travel manager is started:
- Standard width, Current setting as personal standard, or Remember last setting
- Suppress overview area
 How many entries are to be stored in personal possible entries (F4 Help):
- For text fields, country and region fields and account assignment objects, you can specify how
many of the values you use should be remembered and displayed by the system when you call
your personal possible entries.
- If you do not wish to use personal possible entries, enter the value 'zero' in these fields.

(C) SAP AG AC275 3-10


The Infocenter

Travel Manager + Planning Manager

Per trip country:


information on Information on the traveler
current
meals and
accommodations Infocenter
per diems, Contact person Rates Per diems Traveler
miles/kms rates
Person

In-house contact person in the


Organ. assignment
expense department/travel center

Communication
Simple
conversion
of currencies

 SAP AG 1999
3.11

 The infocenter is available to you in both the planning manager and the travel manager.
 Via Travel manager -> Extras -> Infocenter
 You can carry out currency translation
 You can obtain the latest information on
- Organizational data of the traveler
- Expense per diems for each trip provision variant
- Contact persons assigned to help you in the expenses department or the travel center
 For a contact person to be called, you must already have stored one in Customizing for Travel
Management under Travel Planning -> Master data -> Define contact person (or, Travel Expenses -
> Master data -> Define contact person). Contact persons support the traveler in case of enterprise-
specific questions regarding the planning or settlement of trips.
You can differentiate the responsibilities of contact persons according to a number of different
criteria, such as according to company code, trip provision variant or name of traveler.

(C) SAP AG AC275 3-11


The Travel Manager (3): Create Travel Request

Travel Request: Chris Miller, Trip 000001532

Request trip
Travel request
Trip beginning
Trip end
1. Destination
Country Activity
Reason
[Automatically, an
overview of request data Additional destinations
is gradually built up Trip advance
here as entries are Cost assignment, if other than master cost assignment
made in the right Comments
section of the screen.] Costs

Request transportation / accommod.

 SAP AG 1999
3.12

 The travel request includes entries regarding:


 Trip date and time
 Trip destination and reason for trip
 Additional destinations of the trip (trip itinerary)
 Advances required for the trip
 A cost center to which the travel expenses are to be allocated that is different from the master cost
center
 Additional comments about the trip
 The number of travel services required (flight, hotel room,...)
 Possibly, the estimated total costs for the trip
 Since the type and number of transportation and accommodation items required for the trip can be
specified in the travel request, it can be used by the travel agency or center as a copy reference for
making the necessary bookings, if the traveler does not have authorization to book travel services
using SAP Travel Planning.

(C) SAP AG AC275 3-12


Travel Manager (4): Request: Choose Travel Items

Trip advance
Flight depart. Frankfurt, Germany
Sunday 03.05.00, 00:00 h Cost assignment, if other than master cost assignment
Comments
Arrival Boston, USA Costs

Request transportation / accommod.


Depart. flight Boston, USA
Destination FlghtToDest Return flgt Hotel Car rental
Sunday 03.06.00, 00:00 h Boston
Arrival Chicago, USA Chicago
Atlanta

Boston
Flight to dest.
Return flight
Hotel
Date
Check-in
Check-out
Loc./City
Country
Copy Delete

Car rental

 SAP AG 1999
3.13

 Request transportation / accommodations:


 Choose the service to be requested by clicking on the relevant pushbutton in the overview screen.
The relevant area of the editing field under the matrix opens automatically. The system sets the
default values from general trip data in the date fields, which you can change if necessary.
 To request a travel item, simply choose Copy. The service you choose then also appears in the
overview on the left side of the screen.

(C) SAP AG AC275 3-13


Travel Manager (5): Approve Travel Request

Example procedure:
Traveler Approving manager

Karen Susan

1. Create travel request 1. Receipt of travel


and enter request in
- General trip data relevant
- Advances (optional) communication
- Travel items (opt.) module (inbox,
Trip status: fax,...)
Requ.entered/ 2. Save travel request
Trip status:
to be settled 2. Approve Request approved/
3. Send travel request travel request to be settled

 SAP AG 2001
3.14

 Sending: When the travel request has been created and saved, you can send it to a superior for
approval (Edit -> Send mail/fax). In order to use this function, you must already have set up the SAP
Communication Interface.
 Approval: As a superior you can directly approve travel requests in the travel manager. You set the
relevant authorizations via the Travel Expenses authorization object P_TRAVL.
 Status: The statuses of the travel request and the travel expense report are set separately. If an
advance that is requested in an approved travel request is changed and the travel request is saved
again, the status of the travel expense report is reset from Request approved/to be settled to Request
entered/to be settled and the approval status of the travel request is again Open. If changes made in
the request do not have relevance for possible advances, the approval status of the request is also
reset to Open when the changes are saved, but the status of the expense report remains Request
approved/to be settled.
 For the automatic transfer of a requested advance via FI to be possible, the relevant travel request
must already have been approved.

(C) SAP AG AC275 3-14


Travel Manager (6): Functions in the Travel Plan

Travel manager: Create travel plan via


Planning a business trip
Send

Travel plan: Chris Miller, Trip 000001532


Price

Best-Price flight

Confirm

Request ticket

Infocenter

Authorization for these functions depends in part on


Customizing and settings in the authorization object
 SAP AG 1999
3.15

 Send: You can send the complete travel plan, including selected flights, hotels and car rentals.
Prerequisite: the communication interface has already been set up.
 Price: Prices can not be included in the flight availability query, because the airfare depends on
the combination of all flights needed for a trip. Therefore, do not choose the Price function until
after you have chosen all necessary flights.
 Best-Price flight: This gives you the four most economical flight connections for the relevant
route.
- Note: In the travel manager, to just select several flights without starting an availability query,
enter the data for the first flight in the Reserve flight section and then choose the Flight
pushbutton (= Add an additional flight).
 Confirm: This books, definitively, the flights, hotels, and car rentals that you have prereserved for
final booking in an availability query. This function also must be carried out if travel services that
have already been booked are canceled, so that the cancelation is forwarded to the reservation
system.
 Request ticket: This requests that a ticket be issued by the relevant travel agency, as soon as no
more changes in the booking are to be expected. The booking code (PNR) is then entered in a
processing queue at the travel agency, if the relevant settings for this are stored in Customizing
(Travel Planning -> Master Data -> Control parameters Travel Planning -> Define sales
offices and Define resubmission for ticket issue (Queue) ).

(C) SAP AG AC275 3-15


Travel Manager (7): Book Travel Services

Travel plan: Chris Miller, Trip 000001532

quest]
Request trip in travel re
Travel plan am e a s
l tr ip data s
[Genera
Reserve flight
Reserve hotel
City Check-in
Check-out

Hotel data
[Automatically, an Name
overview of plan data Chain Optional search
Area No restrictions entries
is gradually built up
here as entries are
made in the right
Query Cancel Hotel Delete Preferences Notes
section of the screen.]

Reserve car rental

 SAP AG 1999
3.16

 Availability queries for individual travel services such as flight, hotel or car rental and the booking of
these services are carried out using the travel plan.
 Functions for choosing travel services:
 Query: This starts a standard availability query for the specified data.
 Cancel: This cancels a travel service. If the travel service has the status Reserved or Reserved and
confirmed, you also have to confirm the cancelation (Travel plan -> Confirm), so that the
cancelation is active in the connected reservation system.
 Hotel / Flight / Car rental: This adds another item to the travel services, in other words, the entry
fields are ready for new entries.
 Delete: This deletes a request item in status Open.
 Preferences: This is for entering personal preferences (such as non-smoker seats): it overrides the
entries from the respective infotype, provided the enterprise-specific trip rules stored in the system
allow this to happen.
 Notes: - Short infos to the travel agency, such as: "Please issue the ticket by
XX.XX.XX at the latest.“ The travel agency sees these comments in the PNR (see
glossary).
- Comments for the approving manager (reason for trip, additional information...)
- Notes for the traveler (such as a memorandum)

(C) SAP AG AC275 3-16


The Planning Manager (1)
Travel plan Edit Goto Extras Environment System Help
You can do the following
Planning manager with a travel plan:

Pers.no. Active IDES AG Create


Name employee New York
Change
Existing travel plans
Display
Trip no. Start date Time End Time Destin. Reason St Book.
200018 10.14.00 7:50 10.18.00 17:00 Chicago Training Copy
200029 12.17.00 12:00 12.22.00 14:00 Boston Site visit
Create via Quickplan

Cancel

Delete

Approve

Authorization for these functions depends on


Customizing and settings in the authorization object
 SAP AG 2001
3.17

 You use the planning manager only to edit travel plans.


 You can choose the following functions in the overview area of the planning manager. The
functions refer in each case to an entire travel plan.
 Create, Change, Display
 Copy: You can copy travel plans for the same personnel number or from one personnel number to
another.
 Create via Quickplan: Frequently recurring trips can be booked conveniently using these trip
templates. The quickplan contains data regarding travel services and trip timeframes.
 Cancel: From the overview screen you can cancel an entire travel plan including all (booked)
travel services. Within a travel plan, however, you can only cancel individual travel services.
 Delete: From the overview screen you can delete an entire travel plan including all travel services,
if the travel services contained in it have not yet been queried or already canceled. (Status Open)
 Approve: You can approve an entire travel plan from the overview screen without having to open
it in editing mode.

(C) SAP AG AC275 3-17


Planning Manager (2): Functions in the Travel Plan
Travel plan Edit Goto Extras System Help

Travel
Createmanager:
travel planCreate travel
for Chris Millerplan via Price
“Planen einer Dienstreise“

Personnel
Best-Price flight
no.
Trip reason
Destination
Activity
Book

Flight Hotel Car rental


Notes

SAP Travel Planning


Choose the travel services you need Infocenter
by using the pushbuttons

[Menu] Travel plan ->


Request ticket

[Menu] Edit ->


Booking details

Authorization for these functions depends in part on


Customizing and settings in the authorization object
 SAP AG 2001
3.18

 Best-Price flight: This gives you the four most economical flight connections for the relevant route.
- Note: To create several flights in the planning manager for which a best-price query is to be
performed all at once, choose the Flight pushbutton, enter the necessary data and choose Copy.
Repeat this procedure as often as necessary until you have entered all required flights and then
choose the Best-Price flight pushbutton.
 Price: Prices can not be included in the flight availability query, because the airfare depends on the
combination of all flights needed for a trip. Therefore, do not choose the Price function until after
you have chosen all necessary flights.
 Book: This books, definitively, the flights, hotels, and car rentals that you have chosen in an
availability query. This function also must be carried out if travel services that have already been
booked are canceled, so that the cancelation is forwarded to the reservation system.
 Notes: - Short infos to the travel agency, such as: "Please issue the ticket by
XX.XX.XX at the latest.“ The travel agency sees these comments in the PNR (see
glossary).
- Comments for the approving manager (reason for trip, additional information...)
- Notes for the traveler (such as a memorandum)
 Request ticket: This requests that a ticket be issued by the relevant travel agency, as soon as no more
changes in the booking are to be expected.

(C) SAP AG AC275 3-18


Planning Manager (3): Approve Travel Plan

Planning manager Approve

Pers.no. Active IDES AG


Name employee New York

Existing travel plans


Trip no. Start date Time End Time Destin. Reason St
200018 10.14.00 7:50 10.18.00 17:00 Chicago Training
200029 12.17.00 12:00 12.22.00 14:00 Boston Site visit

Approved Rejected

 SAP AG 1999
3.19

 In the initial screen of the planning manager you can select individual travel plans and approve or
reject them.
 To do so, choose the Approve pushbutton or, in the menu, Travel plan -> Approve
 The next time the person who created the travel plan calls the planning manager, he can tell by the
approval status in the overview table whether the travel plan has been approved or rejected.
 For the Approve travel plan function to be available in the planning manager, your user has to be
assigned the relevant authorization via the authorization object (see the unit Authorization
Management).

(C) SAP AG AC275 3-19


Planning Manager (4):
Approval via SAP Business Workflow®

Superior
Travel
Check
Enter travel plan plan
travel plan
Automatic
E-Mail forwarding Travel plan
to travel agency
ved
approved
for editing
appro

E-Mail Automatic
cancelation Travel plan
of rejected
Employee ected
rejje travel plan

E-Mail Travel plan


Change travel plan returned for
to be d correction
cte
corre

 SAP AG 1999
3.20

 In addition to individual approval in the planning manager, travel plans can be approved via SAP
Business Workflow Approve travel plan. The process in detail:
 The travel planning data is entered in the system by the employee. When the travel plan is saved,
Workflow is started.
 This sends the relevant travel plan as a work item to the SAP Office inbox of the responsible
approving manager. The system automatically determines the responsible superior on the basis of
the structure that has been maintained. The superior has the following options:
- Approval: If the superior approves the travel plan, the traveler is informed of this in an
automatically generated mail. The booking record (PNR) with the reservation information in the
travel plan is sent to a processing queue at the connected travel agency.
- Rejection: If the travel plan is rejected, the superior writes a message that the traveler receives
as an e-mail. The booking of the travel services in the travel plan is canceled.
- Correction: If corrections are necessary, the superior writes a message as a workflow
attachment. The employee receives a work item with this attachment. When the work item is
processed, it starts the transaction to change the travel plan.
 In the standard system the workflow template WS1000087 is supplied for you to adapt to suit your
requirements.

(C) SAP AG AC275 3-20


Functions (1): Flight - Availability Query

From
a ge r
To
in g m an
Plann
Depart.flight at
Ret. flight on at
Flight Availability
Display by
Flight connections on ... from ...
to ...
Class
FBES Flight no.From To Duration
Query Copy Notes
UA 3512 (LH) 16:55 Boston (BOS) 05:45 Frankfurt (FRA) 6:50
...
...
Reserve flight ...

Date Time
Flight to dest. Depart.
Dep.airport
Dest.airport

Flight information

Query Cancel Hotel Delete Preferences Notes

er
manag
Travel
 SAP AG 1999
3.21

 Dialog
 In the planning manager, choose the Flight pushbutton. In the dialog box that appears, start the
availability query by choosing the Query (Avail.) pushbutton.
 In the travel manager, start the availability query using the Query pushbutton in the expandable
Reserve flight data area on the right side of the screen (Editing section).
 Availability query
 Planning manager only: you can query the availability of the departure and return flights in one
step.
 In the Display by (Departure/Arrival) field you can specify whether the search is to be conducted
on the basis of the arrival or the departure time.
 Via Flight information you can display more information, such as the meals offered on a selected
flight.
 In the list of available flights there can also be the availability result "On waiting list". Such a
flight can still be booked; the important thing is the provider's response. In other words, the
booking does not take place until the flight status in the travel plan is set to Reserved and
confirmed.

(C) SAP AG AC275 3-21


Functions (2): Flight - Availability List
Flight Availability
F = First
Request data for flight to destination
B = Business
Flight Flight Flight

Flight to dest.
E = Economy Departure location Arrival location
S = Special rate class number duration
Priority specifications
in
Selection of hours and
the available minutes
Airline
classes for a + flight number Specification
flight (+ operating by

Return flight (if requested)


airline) enterprise, as
to which flights
Flight booking are to be
only possible chosen with
to waiting which priorities
list (Customizing)

Detailed information
  Flight information
on the selected
flight connection
 SAP AG 2001
3.22

(C) SAP AG AC275 3-22


Functions (3): Flight - Reserve Seat

Seat Reservation
1. Call selected flight
Flight no. AA0071 Legend
in overview From Frankfurt Vac. non-smoker seat
to Dallas Vac. smoker seat
Date 05/14/XX Seat occupied
2. Seat Time 10:20 Exit left
Class N Exit right
Vacant seats 53 Wing zone
Your request
35A
35A

5. Click vacant (green/blue) x


seat in seat map

6. Continue Cancel seat

 SAP AG 1999
3.23

 If you have chosen a flight via a standard availability or Best-Price Flight query, you can call the
flight item again in the overview of travel services via mouse click and choose a seat.
 To do so, choose one of the green boxes in the seat map (green: vacant non-smoker seat, blue: vacant
smoker seat). After confirmation, the number of the selected seat is displayed as Your request. Use
Continue to return to the overview of travel services.
 Status of seat reservation
 Chosen: Seat chosen, flight not yet booked
 Requested: Seat chosen, flight booked, but seat reservation not yet confirmed by provider
 Reserved: Seat chosen, flight booked, reservation confirmed by provider
 Canceled: Reserved seat was canceled

(C) SAP AG AC275 3-23


Functions (4): Determine Airfare

Price

 This determines the airfare.


Do not call until all flights are selected.
 A price has to exist before a ticket can be issued.
 Prices of all travel services booked in the travel
plan are listed simultaneously.
 From the price overview you can
 Display airfare details
 Send the list
 Save the list as a PC file

 SAP AG 1999
3.24

 The prices in the connected reservation system can not be included in the flight availability query,
because the airfare depends on the combination of all flights needed (such as flight to destination and
return flight) for a trip.
 Therefore, do not try to determine the total airfare until after all flights have been chosen. When you
have performed all necessary availability queries and chosen the relevant flights (and they at least
have prereserved status), choose the Price pushbutton.
 Via the Price function all booked travel services are indicated. You see the total price for the trip.
 Price not available:
 If the system can not determine a price for the flights you have chosen, you are asked if you want
to rebook in another booking class. For rebookings like this, different strategies for consideration
of travel profiles can be stored in Customizing (Travel Management -> Travel planning -> Dialog
and Planning Control → Travel Planning Control → Define price and availability strategies).
 The airfare must be established for you to be able to request the ticket later.

(C) SAP AG AC275 3-24


Functions (5): Best-Price Flight

Flight recommendation
Best-Price
Flight Flight recommendations
on 10.14.00
From Frankfurt International (FRA), Germany
to London Heathrow (LHR), Great Britain
on 10.15.00
From London Heathrow (LHR), Great Britain
to Frankfurt International (FRA), Germany
Class FlightNo. Departure Arrival Duration
Recommend. 1 Negotiated airfare, restricted

Recommend. 2 Negotiated airfare, restricted

Recommend. 3 Standard airfare

Recommend. 4 Standard airfare

 SAP AG 2001
3.25

 If you are not looking for a particular flight, but just want to see the most economical flights for a
trip, you can use the Best-price flight function. The best-price query is not only possible for
individual flights, but also - and this is a great advantage - for requesting several flights for one trip,
because the determination of an airfare depends on various different parameters, such as:
 Flight to destination and return flight / stopovers or combined flight segments (round trips)
 Selected trip days and the length of stay
 The Best-price flight function determines the most economical price for the total of all flights in a
travel plan, while taking into consideration the special booking restrictions on individual flights
and the enterprise-specific travel policies stored in Customizing.
 If you perform a flight search via Best-price flight after you have already chosen exact flights via a
standard availability query, the flight data already chosen is overwritten by the selection of a Best-
price flight.
 You can activate the Best-price flight function and do other settings in Customizing for Travel
Management under Travel Planning → Dialog and Planning Control → Travel Planning Control →
Define price and availability strategies.
 You can also define certain selection criteria that are to be shown to the user when the Best-price
flight function is started. (Customizing: Specify settings for price-controlled availability, see slide in
Unit Structure of Enterprise-Specific Travel Policy)

(C) SAP AG AC275 3-25


Functions (6): Hotel - Availability Query

Location Check-in
Check-out
Hotel data
Name
Chain
Area

Query Copy Preferences

Hotel Availability: Hotel List


Hotel List - New York List of available rooms
Check-in: 09.16.2000
Check-out: 09.20.2000

Name Area Room prices from...

Hotel info Further hotels


 SAP AG 1999
3.26

 Location: Enter the name of a city or the corresponding IATA code. The system can only recognize
locations that are defined by means of an IATA location.
 Name, Chain, Area: These are used as restrictive search criteria (optional). In the Name field you
can enter more than one name (or parts of a name). The system then searches for all hotel names that
contain one or more of these terms.
 Preferences: Before the query, you can specify certain preferences additionally (such as "Non-
smoker room"), that override the hotel preferences specified in infotype 0472.
 Hotel information: This lets you call further information about the selected hotel (such as fees and
surcharges, general hotel provisions, guarantee conditions for reservations, etc.).
 Further hotels: If you have not specified search criteria, the system chooses about 30 available
hotels randomly (due to its principle of maintaining provider neutrality). To view additional hotels,
choose Further hotels.
 The available hotels are listed according to certain selection priorities that you can set in
Customizing, such as: "Entry in hotel catalog" (GREEN) and "Reason required" (RED).
You can control these display priorities in Customizing for Travel Planning under Trip Rules and
Profiles -> Travel Profiles -> Define priorities.

(C) SAP AG AC275 3-26


Functions (7): Hotel - List of Rooms

Hotel Availability: Room List


Room list - Aladdin Hotel
Check-in: 16.09.2000
Check-out: 20.09.2000

Room Furnishing Price Curr. Status Green:


<Rate type> Room is available
Yellow:
Suite with standard furnishing Availability
Bath and/or shower, minimum furnishing to be determined
Bath and/or shower, standard furnishing
by provider -
...
system response
...
... within 24 h
...

Plus sign:
Click for details
on room types

 SAP AG 1999
3.27

 If the preference icon appears with the status of a hotel room, this room complies with the traveler's
personal preferences.

(C) SAP AG AC275 3-27


Functions (8): Car Rental - Availability Query
Date Time
Pick-up in
Drop-off in

Car rental provider


Pick-up address Branch
Drop-off address Branch

Query Copy Preferences

Car rental provider


Car rental location
Area of branch office Car Rental: List of Branch Offices
Pick-up = Drop-off ? No restrictions
Car rental list New York
Airport
Car rental branch... Airport terminal Car rental provider Address
City center
Company policy
City-North
City - East
City-West
City-South

List of available vehicles


Query

 SAP AG 1999
3.28

 Pick-up in and Drop-off in: Enter the relevant location (for example, New York). You can only
search in locations that are registered with the IATA as IATA locations.
 You have to specify an exact time and the exact branch office at which you want to pick up or return
the vehicle. The selection of a car rental provider is optional. If you do not specify a branch office,
the system searches for branch offices according to the specified value for “airport terminal“.
 Preferences: Before the query, you can specify certain Preferences (such as "With air-
conditioning"), which override any car rental preferences specified in infotype 0473.
 Branch: To specify an exact branch office, choose the Branch search button. Then you can delimit
the branch office location (to airport, center of town, etc....) and, via Car rental branch... have a list
of available branch offices displayed. If you choose a branch office, you are shown a list of the
vehicles available there, from which you can choose one.
 The branch office lists of the available car rental companies are compiled according to certain
selection priorities that you can set in Customizing, such as: "According to company policy"
(GREEN) and "Reason required" (RED).
 You can control these display priorities in Customizing for Travel Planning under Trip Rules and
Profiles -> Travel Profiles -> Define priorities.

(C) SAP AG AC275 3-28


Functions (9): Car Rental - List of Vehicles

Car Rental Availability: Vehicle List


Time of 05.09.2000, 19:51 Vehicle list
Avis Rent a Car, Nice
query
Pick-up: 10.20.2000, 07:00, Nice Rate type: WEEKEND
Airport terminal
Drop-off: 10.22.2000, 14:00, Nice
Airport terminal
Vehicle
VehCode Vehicle description
fits the
Price Curr. Limit Fee Curr. Status
specified
Economy, Two-door, Manual shift, Without air-conditioning preferences
for car rental
Economy, Two-door, Manual shift, Without air-conditioning

Mini, Two-door, Manual shift, With air-conditioning


Green:
Economy, Four-door, Manual shift, Without air-conditioning Model is available
Yellow:
Availability
Compact, Four-door, Manual shift, With air-conditioning
to be determined
by provider -
Rate description
system response
within 24 h

Infos on distance restrictions, drop-off rules, special rates, etc.

 SAP AG 1999
3.29

 Legend of list entries:


 VehCode: Industry-specific code (ACRISS code)
 Vehicle description: Vehicle attributes (according to ACRISS code)
 Price: Price based on the rate type (such as WEEKEND -> Price for weekend)
 Curr.: Currency
 Limit: Distance limitations (number + either K for kilometers / M for miles)
 Fee: Surcharge for exceeding miles/kilometers limitation (fee per additional mile/km )
 Status:
- This specifies whether the vehicle corresponds with personal car rental preferences
- The status also indicates whether the vehicle is available immediately or whether the
availability must be checked by the provider first.

(C) SAP AG AC275 3-29


Synchronization Between SAP and GDS

? Why is synchronization of the data in SAP R/3 Travel Planning


and the data in the relevant reservation system so important?

• Creation of a new booking (PNR)


• Changes made to a booking (PNR),
that was created in SAP R/3
Travel Planning

Synchronization
External SAP
System System

at the an external Confirmation of


For ex.: airport travel agency waiting list flight

Synchronization guarantees that the data in SAP Travel


Planning and the reservation system corresponds
at all times. The data is therefore always 100 % available for reporting!
 SAP AG 1999
3.30

 Synchronization is an important prerequisite for consideration of booking records (PNRs - Passenger


Name Record Locators) that are created or changed externally – outside of the SAP System. It
guarantees total correspondence between SAP Travel Planning data and the data in the external
reservation system.

 Online synchronization: When a booked travel plan is called again, it is updated (Restriction: this
is only possible up to 3 days after the last travel sevice in the plan has taken place.)
 Offline synchronization: The connection with the AMADEUS Reservation System offers
synchronization by means of the AMADEUS Interface Record (AIR).

 For more information on Synchronization, see the SAP Library (4.6C) under Accounting
→ Financial accounting → Travel management → Travel Planning → Synchronization of SAP
Travel Planning and the connected reservation system.

(C) SAP AG AC275 3-30


Synchronization of Booking Data

API Server
API Client
SAP PNR AMADEUS
Synchronization

DIALOG

SAP PNR
travel plan API client
Ticket
AIR issue

AIR
creation
AIR
version AIR AIR
Synchronization

 SAP AG 1999
3.31

 Synchronization with AIR:


 The AIR (AMADEUS Interface Record) is created on the basis of the ticket: When a ticket has
been isued, the reservation system sends the AIR to the sales office that created the travel plan,
and consequently, the PNR. Every time a PNR is changed, an updated AIR is created that
contains the necessary price and travel information.
 Advantages:
- Synchronization of the PNR via the AIR is guaranteed at all times.
- There are no time restrictions on the synchronization of a travel plan.
- There are no authorization problems with bookings that are created externally.
- The consideration of information on externally created or changed bookings, makes the
reporting data in SAP Travel Planning complete and dependable.
 Prerequisite:
- To use AIR synchronization you need the additional Amadeus Software ProPrinter®, which
you can obtain at no cost (via Internet or delivered when AMADEUS Gateway Software is
installed).

(C) SAP AG AC275 3-31


AIR
Synchronization: Import and Processing
• External creation
of a booking (PNR) AIR is
• External modification created
of a booking (PNR)

ProPrinter®
directory:
automatic
storage of AIRs
Reservation System
SAP System Import of AIRs via batch job
and automatic processing
TP10
of identifiable
AIRs

Updated
SAP System travel plans
in SAP
Travel Planning
Manual processing
TP12 of
unidentified AIRs
 SAP AG 1999
3.32

 Two parameters are needed to identify an AIR in the SAP System: the trip number and/or the
personnel number. This data is available for identification of an AIR, if, for example, it was
specified in a comment line in the PNR or in a customer profile stored with Amadeus, or the system
can identify an exact personnel number by means of the passager name in the PNR.
 When AIRs are imported from the ProPrinter® directory to the SAP System, the system checks
automatically whether the trip number and/or the personnel number is known (transaction TP10).
 AIRs that can not be uniquely identified must processed manually (transaction TP12).
 Note: The ProPrinter® must be installed on the same server as the RFC server.

(C) SAP AG AC275 3-32


Conversion in GDS Booking Key (PNR)
Booking PNR
Name
date code
--------TST--------
RP/FRAS02001/FRAS02001 AA/GS 3JAN01/1200Z YT7R9W
Flight FRAS02001/0001AA/3JAN01
booking 1. MILLER/CHRIS MRS
2 LH 002 C 15JAN 1 FRAHAM HK1 610A 1 640A 745A *1A/E*
3 HHL QR HK1 HAM IN15JAN OUT17JAN 1B1QCOR DEM189.00 DLY 003
AVALON HOTEL NORDERSTEDT-NORDERSTEDT/BS-12345675
Hotel /CF-............/G-CCVI4971111111111110EXP0909 Credit card
booking SEE RTSVCH
4 LH 135 C 17JAN 3 HAMFRA HK1 550A 4 615A 730A *1A/E* Business
5 AP 06227741533 -B telephone
6 TK OK
7 RC FRAS02001/CONFIDENTIAL REMARK Enterprise-Specific
8 RC FRAS02001/CONFIDENTIAL REMARK CONTINUED PNR elements
9 RMS INFOS OF TRAVELER FOR TRAVEL AGENT
10 RM */SAP / TN=0002001825 Notes
11 RM */SAP / PID=00130373
12 RM */SAP / SID=002/Q00 Trip number
13 FK FRAS02001 Personnel
14 AM Hauptstrasse 12 ,69190 ,WALLDORF ,DE number
*TRN* System ID

From travel plan Address


For synchronization
From infotypes
(automatically
From Customizing generated)
[Example]
 SAP AG 2001
3.33

When a travel plan is booked, a booking code (PNR = Passenger Name Record) is created. Among other things,
the following data from SAP Travel Planning enters into the PNR:
Entry in SAP Travel Planning PNR
Personnel number and master data → Name of traveler, address, telephone no.,
personal credit card number

Travel plan
Booked travel services → Booked travel services
Function Notes → RMS Element with Notes text
Customizing
Enterprise-Specific PNR Elements → possibly additional comments such as
RM, RC, OSI
General
Trip number, Personnel number, → as RM Elements (Remarks)
SAP System ID
Sales office (Office ID) → as FK Element, automatic (for
synchronization with external
bookings/booking modifications)

(C) SAP AG AC275 3-33


Entry and Approval of
Travel Requests and Plans: Unit Summary

You are now able to:


 Request trips with the travel manager
 Request and book travel services with the travel
manager and with the planning manager
 Approve travel requests and travel plans
 Set up synchronization of booking data

 SAP AG 1999
3.34

(C) SAP AG AC275 3-34


3.35Exercises

Unit: Entry and Approval of


Travel Requests and Plans
Topic: Plan and Book a Trip

At the conclusion of these exercises, you will be able to:


• Determine the availability of the required travel services and
book offers

As an employee in an enterprise, you take business trips. You


choose the relevant travel services and book them online yourself.

3-1 PLANNING MANAGER: Standard Query for Flight, Hotel, Car Rental
You have received an e-mail from your superior that your trip to Boston has been
approved. You now want to book the necessary travel services via the planning
manager.
3-1-1 Create a travel plan (personnel number 980##).
3-1-2 Perform availability queries for flights, hotels and car rental:
Dates will be supplied by the instructor.
Flight: to destination: Frankfurt - Boston
Return: Boston - Frankfurt
 You want direct flights for the flight to destination and the return
flight
with Lufthansa in Business Class.

Hotel: Boston
 You want a hotel in the Sheraton hotel chain.
After choosing a provider, use the plus sign in the room
list to display details about the room you choose.

Car Rental: Boston


 You want a car that is offered by Avis,
Hertz or Alamo.

(C) SAP AG AC275 3-35


3-1-3 Book the whole trip definitively, by confirming your choices via the relevant
pushbutton. Save the travel plan.
## = Group number

3-2 PLANNING MANAGER: The Most Economical Flight (Best-Price Flight), Seat
Reservation
This time you want to book a round trip flight Frankfurt - New York. Your enterprise
requires you to choose the most economical offer. You also want to book your exact
seat.
Dates will be supplied by the instructor.
3-2-1 Create a new travel plan (personnel number 980##).
3-2-2 Enter the flight to destination and the return flight and copy them to the travel plan.
3-2-3 Now determine the most economical offers (Best-price flight) for the entire trip and
choose the most economical offer.
3-2-4 Reserve seats on the flight to destination and the return flight.
3-2-5 Book your trip. Then save the travel plan.

## = Group number

3-3 PLANNING MANAGER: Copy Trip; Use QuickPlan

Copy trip: You take frequent trips from Frankfurt to Nice. To accelerate the
booking process, you want to copy a previous trip.
3-3-1 Create a travel plan and this time book a round trip flight for the route
Frankfurt - Nice. (Personnel number 980##)
Dates will be supplied by the instructor! There should not be a weekend
between the departure trip and the return trip.
3-3-2 Now Copy this travel plan (Frankfurt-Nice-Frankfurt) and enter the new trip
beginning date (1 week later).
Be sure that the days of the week are the same, since the availability of
certain flights and rates can depend on, among other things, the day of the
week on which the trip is to be taken.
Book the new trip. Save the travel plan.
Use QuickPlan:
3-3-3 Call the travel plan you created in exercise 3-3-1 to make changes and save
it as a QuickPlan.
Close the planning manager.
You now want to book a flight on the basis of this QuickPlan for your
standard trip from Frankfurt to Nice, that you take every week.
3-3-4 Call the planning manager again.

(C) SAP AG AC275 3-36


3-3-5 Now create a new travel plan via QuickPlan. To do so, choose the
QuickPlan that you created as a copy reference.
The beginning date should be 2 weeks after the trip in exercise 3-3-1 .
Be sure that the days of the week are the same, since the availability of
certain flights and rates can depend on, among other things, the day of the
week on which the trip is to be taken.
Depending on whether the same travel services are available, the query
either starts automatically or must be performed manually. The basic data of
the travel services is transferred in any case.

3-4 Integration with Travel Expenses


This exercise is intended as a demonstration of how the data is forwarded to Travel
Expenses.
3-4-1 Select one of the booked travel plans and choose Change.
3-4-2 In the travel plan, choose Goto  Travel Expenses. Check the general trip
data and take a look at the default data for receipts/documents.
3-4-3 Close Travel Expenses again by choosing Back.

(C) SAP AG AC275 3-37


3.36Solutions

Unit: Entry and Approval of


Travel Requests and Plans
Topic: Plan and Book a Trip

If you are still assigned an SAP Menu, you can switch to your role-specific menu via Menu →
User menu.

3-1 PLANNING MANAGER: Plan a trip


3-1-1 In the Menu, choose → Travel planning → Planning manager → Plan trip →
Create.
3-1-2 Flight
• Choose the Flight pushbutton.
• Enter the following data:
From: Frankfurt
To: Nice
Flight to destination on: Predefined date ( F4)
Return flight on: Predefined date ( F4)
• Choose Query.
Select a flight to destination and a return flight and click on Choose.

Hotel:

(C) SAP AG AC275 3-38


• For Name or Chain enter Sheraton.
• Choose Query.
• Select a hotel and press Enter.
• Select a room and press Enter.

Car Rental:
• Choose the Car rental pushbutton.
• Check the location, date, and time. The default data corresponds with the data for the
selected flight.
• Choose Query.
• Select a provider and press Enter.
• Select a vehicle and press Enter.

3-1-3 Choose the Book pushbutton. Save your travel plan. The overview screen
appears again. The booking code is now displayed in the travel plan line.

(C) SAP AG AC275 3-39


3-2 PLANNING MANAGER: The Most Economical Flight (Best-Price Flight), Seat
Reservation
3-2-1 In the Travel Management Menu, choose Planning manager → Create travel
plan.
3-2-2 Choose Flight.
To: New York
Flight to destination on: Predefined date ( F4)
Return flight on: Predefined date ( F4)
 Choose Copy.
3-2-3 Choose the Best-Price flight pushbutton, select a flight and press Enter.
3-2-4 In the overview of travel services, click on the flight. The detail screen
appears.
 In the Flight segment box the flight is highlighted in blue. Now choose Seat. Click on a
vacant seat and confirm your choice twice with Enter.
 In the Flight segment box use the arrow key to move the selection to the return flight.
Again choose Seat and select where you want to be seated.
 Choose Copy.
• 3-2-5 Choose the Book pushbutton. Save the travel plan.

3-3 PLANNING MANAGER: Copy Trip; Use QuickPlan


3-3-1 Create a travel plan and book a roundtrip flight Frankfurt-Nice according
to the last exercise.
3-3-2 Go back to the overview of travel plans in the planning manager.
 Select the travel plan booked in 3-3-1, choose Copy, enter the new trip beginning date and
press Enter.
 Depending on whether the same travel services are available, the query either starts
automatically or must be performed manually. The basic data of the travel services is
transferred in any case. To perform a manual query click on the link next to the flight data
in the overview area.
 Choose the Book pushbutton. Save your travel plan.
3-3-3 Again call the travel plan created in exercise 3-3-1 to make changes and
choose Save as QuickPlan. Specify a name and a description and press
Enter.
3-3-4 Choose Back to close the planning manager and then restart it.
3-3-5 Choose Create travel plan via QuickPlan.
 Position your cursor on the QuickPlan that you created in 3-3-3 and click on Choose.
 Enter the new trip beginning date and press Enter.
 Depending on whether the same travel services are available, the query either starts
automatically or must be performed manually. The basic data of the travel services is
transferred in any case. To perform a manual query click on the link next to the flight data
in the overview area.
(C) SAP AG AC275 3-40
 Choose the Book pushbutton. Save the travel plan.

(C) SAP AG AC275 3-41


Integration of Travel Planning - Travel Expenses

Contents:
 Integration of Travel Planning with
Travel Expenses

4  SAP AG 2001

(C) SAP AG AC275 4-1


Integration: Unit Objectives

At the conclusion of this unit, you will be able to:

 Explain how Travel Planning Travel Planning is


integrated with Travel Expenses

 SAP AG 2001
4.2

(C) SAP AG AC275 4-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
4.3

(C) SAP AG AC275 4-3


Integration: Business Scenario

 A company uses both components of Travel


Management: Travel Planning and Travel
Expenses. The data in Travel Planning is to be
automatically integrated in Travel Expenses.

 SAP AG 2001
4.4

(C) SAP AG AC275 4-4


Integration in Data Entry

Create
travel request Direction of
Data Transfer

Direction of
Travel Request Data Transfer
Create
travel plan If Travel Plan
Is Omitted

Travel Plan

Create travel
expense report

Travel Expense
Report
 SAP AG 2001
4.5

With integration within Travel Management, the following data is automatically generated
from a booked travel plan when the relevant travel expense report is created:
General trip data (location, time, reason for trip, comments and so on)
Expense receipts are created from the travel services provided, flight, hotel, car rental,
(train)
The amounts for the expense receipts are generated on the basis of the prices valid at
the time of booking. These amounts can, if necessary, be changed manually (if, for
example, additional charges for miles/kilometers need to be added for a car rental)
Trip activity types are automatically generated (depending on Customizing settings)
The IMG activities on which this is based are explained in the following slides.

(C) SAP AG AC275 4-5


Integration in Travel Management Customizing

Integration of Travel Planning -


Travel Expenses

Activate request/plan/expense report in travel manager. 1

Define travel planning for trip provision variants 2


Numbering
compare next
slide
Define assignment of exp.code to trav.serv.prov.category 3

Assign trip activity types 4

 SAP AG 2001
4.6

 Set the parameters for the integration of Travel Planning and Travel Expenses in Travel Management
Customizing using the IMG views listed above. These are explained in more detail on the following
slide.

(C) SAP AG AC275 4-6


What Expense Report Data is Generated from What
Plan Data?

For
For each
each trip
trip provision
provision variant
variant

What is active? Assignments - What is generated from what?

1 Travel req. active?  Travel Plan Travel Exp.Report


Travel plan active?  Travel service ⌦ Expenses receipt
3
Exp. report active? 
(Travel manager) e.g. C (rental car) generates MTWG (rental car
receipt)

2 Data transfer Trip activity type ⌦ Trip activity type 4


from plan to
expenses active? 

 SAP AG 2001
4.7

 Due to the integration of Travel Planning and Travel Expenses trip data can be transferred from the
travel plan of a trip to the travel expense report of this trip, whereby the expense receipts are
generated automatically. When you create a travel plan the system automatically creates a travel
expense report in the background, which is then available for processing later. In the standard
delivery the integration is activated for all trip provision variants.
 If specified in the travel plan, the following data is transferred:
 General trip data (time, destination, reason, and so on)
 Stopovers
 Cost distribution
 Expense receipts (generated from the travel services booked in the travel plan)
 The integration of Travel Planning and Travel Expenses covers all the entry transactions in these two
components.

(C) SAP AG AC275 4-7


Integration: Unit Summary

You are now able to:


 Carry out the settings in Customizing for
integration of Travel Planning and Travel
Expenses

 SAP AG 2001
4.8

(C) SAP AG AC275 4-8


RFC Destination and Travel Planning
Master Data

Contents:
 Implementation Guide (IMG)
 RFC Destination
 Travel Planning Control Parameters
 Geographical Situation
 Travel Service Providers
 Contact Persons

5  SAP AG 1999

(C) SAP AG AC275 5-1


RFC Destination and Travel Planning
Master Data: Unit Objectives

At the conclusion of this unit, you will be able to:

 Explain the basic structure of Customizing for


Travel Planning and the fundamental Customizing
objects that it is based on
 Set up a connection with the current external
reservation system in Customizing
 Explain the master data that is the basis for the
rules system of Travel Planning

 SAP AG 1999
5.2

(C) SAP AG AC275 5-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
5.3

(C) SAP AG AC275 5-3


RFC Destination and Travel Planning
Master Data: Business Scenario

 Before you can use SAP Travel Planning, you must


go through Customizing steps to make the external
reservation system available to the R/3 System.
 In Customizing, you also have to adapt the master
data for Travel Planning to suit your enterprise.

 SAP AG 1999
5.4

(C) SAP AG AC275 5-4


Implementation Guide (IMG)

SAP Reference IMG


Project IMG

FI SD
HR
Partial Project
View
CO MM PS
TRV
Project
PP HR MM 001

PS ... FI

 SAP AG 1999
5.5

 The implementation of new application components is supported by the SAP Reference IMG or the
Project IMG. You use the IMG to process individual Customizing activities.
 Customizing is the procedure with which you
- Implement the SAP Module in your enterprise quickly, safely and economically
- Adapt the enterprise-independent functionalities in the standard sysem to the specific business
requirements of your enterprise
- Document and manage the phases of implementation and adaptation with a simple tool for
project control
 The Customizing activities can be performed directly from the IMG. There also is documentation on
each activity available to you in the IMG.
 In addition, functions are available to you for project management and documentation.
 To implement Travel Management, activate the application component Travel Management in your
Project IMG. The necessary environment is then automatically generated.

(C) SAP AG AC275 5-5


Overview

Master Data

Travel Planning Control Parameters

Geographical Situation

Travel Service Providers

Define Contact Persons

 SAP AG 2001
5.6

 In this part of the IMG you specify the values that are permissible for Travel Planning in your
enterprise.
 By setting up the Travel Planning Control Parameters, you establish the connection with the global
reservation system.
 The Geographical Situation allows you to adapt your enterprise-specific rules to restrict or extend
specific locations.
 The Travel Service Providers section comprises a catalog of flight, hotel and car rental providers that
are registered with the global reservation system and that offer booking through this reservation
system.
 Contact persons are meant to provide travelers with the support and information they need when
processing travel plans.

(C) SAP AG AC275 5-6


RFC Destination

Customer Reservation System


SAP Gateway
RFC Server API Server

RFC Calls

Amadeus Gateway
RFC Client API Client
PNR

SAP R/3 Ticket


Travel Planning issue

 SAP AG 2001
5.7

 The definition of an RFC Destination (Remote Function Call) is the technical requirement for a
connection with the API Server (Application Programm Interface) of the connected reservation
system (currently AMADEUS); it thus makes up the basis for the usage of booking functions within
SAP R/3 Travel Planning. It represents a logical connection with the SAP-Gateway, the system that
controls the actual communication with the API Server of the Amadeus System and coordinates
dataflow.
 Different RFC calls are channeled by the SAP Gateway. It is the "bridge" between the various R/3
Systems in your company and external programs with which the R/3 Systems want to communicate.
To actually access the availability data for flights, hotels or car rentals, however, it is also necessary
for the RFC calls to be "translated" into Windows NT-referrable RPC calls (Remote Procedure
Calls). This is done by the Amadeus Gateway, which then is able to address the API Server of the
reservation system. Thus, the exchange of data between the actual reservation system and the R/3
application is ensured. Usually, the SAP Gateway and the Amadeus Gateway are both installed on
the same computer.
 The values for the RFC Destination are only set up once in Customizing. The creation of RFC
destinations should be carried out in a Travel Planning implementation project in cooperation with
the IT Basis, since this is when the technical requirements are established so that SAP Travel
Planning can be supplied with data from the external reservation system.

(C) SAP AG AC275 5-7


Travel Planning Control Parameters

on
iti
fin
GDS*
De - Company ID
Virtual - Organizational ID
office ID - User ID
t
en
nm

Enterprise
g
si

Virtual User
As

office ID group

Productive RFC
office ID Destination

Travel center SAP Travel Planning


 SAP AG
*GDS
1999 (Global Distribution System) = connected reservation system
5.8

 In the Travel Planning Control Parameters you store the departments that actually communicate
with each other at the business process level. The following Cusomizing elements are needed:
 Definition of the sales office (= Office ID): this identifies the place where a service is created (the
travel center, for example). To channel the bookings that are created from the SAP System
efficiently in the GDS, a so-called virtual office ID is requested and linked with the productive
office ID that already exists at the travel center.
 Definition of API access parameters: they uniquely identify the enterprise that is using R/3 Travel
Planning to the GDS. For this purpose the company ID, the organizational ID and the user ID are
requested in the GDS. This information is assigned in Customizing to the above defined sales
offices. In this way the GDS can recognize which travel centers are responsible for bookings, etc.
 Definition of user groups: they serve to restrict or extend the access rights of persons involved in
the planning process in SAP Travel Planning (such as employees, assistants, or travel managers).
These user groups are maintained using the transaction SU01 (IMG: Tools → Administration →
User maintenance → User). The necessary parameter ‘TRP_User‘ is always delivered with the
value “blank“ to minimize maintenance effort.
 In the IMG step Define API access parameters of user groups you assign all three elements to each
other.

(C) SAP AG AC275 5-8


Geographical Situation

FRA
FRA (IATA location)

RHM
RHM (Country-subdividing region)
(Rhein-Main
(Rhein-Main Region)
Region)

DE
DE (Country)

EU
EU (Cross-country region)

(Hierarchy of regions)
EU Rest of the world
 SAP AG 1999
5.9

 The system of geographical situations is meant to give you an opportunity to adapt your enterprise-
specific travel policies with regard to special geographical requirements.
 This layered concept has the advantage of grouping options, ranging from the smallest element, the
IATA location, to an all-inclusive view of travel policy (where one policy is applicable for the whole
world).
 IATA locations serve as the basis for flight, hotel and car rental reservations and represent the
smallest geographical unit in SAP Travel Planning.
 A superordinate hierarchy of regions helps you group together or exclude extensive country groups
(for example, one policy applicable for Europe and another for the rest of the world).
 SAP delivers the IATA locations mentioned in the standard system. For more information see the
IMG path Travel Management → Travel Planning → Master Data → Geographical Situation.

(C) SAP AG AC275 5-9


Travel Service Provider (1): Flight

Definition of Definition of
Airlines Customer Programs

Lufthansa (LH) Miles & More (M&M)


Air France (AF) Frequence Plus (FP)
United Airlines (UA) Mileage Plus (MP)

 SAP AG 1999
5.10

 To carry out a flight booking, the reservation system needs a code with a fixed definition that
specifies the airline. This is a two-place code that corresponds with the industrial standard.
 The airlines available in the currently connected reservation system, AMADEUS, are correctly
maintained in the standard system and can be updated at any time.
 Customer programs are programs offered by airlines for frequent fliers. They can be considered in
the system during booking if they are stored for the relevant employee in the infotype Customer
Programs (0475) with the corresponding customer number.
 If the customer number is stored in the reservation system, a check is performed.

(C) SAP AG AC275 5-10


Travel Service Provider (2): Hotel

Definition of Definition of
Hotel Chains Customer Programs

Hilton Hotel (HH)


HHonors (HH)
Definition of Definition of
Hotel Rates Room Classes
Company rate (COR) Tourist class (T)
Standard rate (RAC) Standard (S)
Weekend rate (WKD) Better standard (G)
Luxury (L)

 SAP AG 1999
5.11

 To carry out a hotel booking, the reservation system needs a code with a fixed definition that
specifies the hotel chain. This is a two-place code that corresponds with the industrial standard.
 The hotel chains available in the currently connected reservation system, AMADEUS, are correctly
maintained in the standard system and can be updated at any time.
 Customer programs are programs offered by hotel chains. They can be considered in the system
during booking if they are stored for the relevant employee in the infotype Customer Programs
(0475) with the corresponding customer number. If the customer number is stored in the reservation
system, a check is performed.
 The hotel providers that exist in the reservation system offer different rates for different target
groups. In Customizing, under Travel Planning → Master Data → Hotels → Define hotel rates, you
can find a list of rates that is widely valid. If a customer wants to store his own special company rate,
this rate has to be maintained specifically in Customizing and entered in the reservation system by
the hotel so that the relevant customer can use the rate.
 Room classes are enterprise-specific values that are used within the structure of an enterprise's
policies. The room classes are based on the room types that are specified in the industry standards
and that you can assign to your room classes under Travel Planning → Master Data → Hotels →
Define assignment of room classes to room types.

(C) SAP AG AC275 5-11


Travel Service Provider (3): Enterprise-Specific
Hotel Catalog

A Trip to Munich
Preferred
Hotel XX

Hotel catalog

Neutral
view

Reservation
system

 SAP AG 1999
5.12

 In the enterprise-specific hotel catalog you can store data on certain accommodations businesses
that are to be given special consideration during availability queries or booking. Such entries are
useful, for example, if your enterprise has negotiated specific rates with the relevant service provider.
 As a result of the provider neutrality of the reservation system AMADEUS, when a hotel availability
query is performed, a limited number of randomly chosen available hotel providers is transferred to
the R/3 Travel Planning System. It is therefore possible that none of the hotels are displayed that
were assigned highest priority via the travel profile, even if they are available at the time of the
query. By compiling a hotel catalog, you can prevent this kind of problem.
 In the Customizing step Set possible entries for enterprise-specific rate of hotel catalog in the Rates
and Discounts section, you can store the special rates (see Unit 5).

(C) SAP AG AC275 5-12


Travel Service Provider (4): Car Rental

Definition of Definition of
Car Rental Companies Customer Programs

Europcar (EP)
Privilege Preferred (PP)
Definition of
Car Rental Classes Vehicle Specifications

Small car Vehicle class


Middle class car Vehicle type
Transmission type
Air-conditioning

 SAP AG 1999
5.13

 To carry out a car rental booking, the reservation system needs a code with a fixed definition that
specifies the car rental provider. This is a two-place code that corresponds with the industrial
standard.
 The car rental providers available in the currently connected reservation system, AMADEUS, are
correctly maintained in the standard system and can be updated at any time.
 Customer programs are programs offered by car rental providers. They can be considered in the
system during booking if they are stored for the relevant employee in the infotype Customer
Programs (0475) with the corresponding customer number. If the customer number is stored in the
reservation system, a check is performed.
 The customer can define the car rental classes himself. SAP delivers default values in the standard
system. You can adapt these values and assign them in the next step to the vehicle specification set in
the industry standards on the basis of four criteria (Travel Planning → Master Data → Travel
service provider → Car Rental Sector → Define assignment of car rental class to vehicle
specification).

(C) SAP AG AC275 5-13


Travel Service Provider Agreements -
Customer Programs

Steigenberger (SR) Lufthansa (LH)


Miles & More (M&M)

Agreement

 SAP AG 1999
5.14

 A travel service provider may offer not only its own customer program, but also, in some cases,
certain customer programs in connection with other travel service providers with which it has
contract agreements.
 In the above example, there is an additional agreement with the hotel chain Steigenberger (SR)
regarding the Lufthansa (LH) customer program Miles&More.
 If the customer number for M&M has been maintained in infotype Customer Program (0475) and
the agreement has been stored in Customizing, this customer number will be taken into consideration
when a hotel booking is made.

(C) SAP AG AC275 5-14


Contact Persons

Responsibilities for Standard Role travel_pladm Travel Planning Administrator


Description

Name Status Priority Code ...


Travel Planning Administrator A-L Full responsibility...
Becker 01 travel_pladm
Hauser travel_pladm
Schmidt travel_pladm

Travel Planning Administrator M-Z Full responsibility...


Antoni 01 travel_pladm
Linn travel_pladm
Parker travel_pladm

 SAP AG 1999
5.15

 Contact persons for planning of travel expenses are created in two steps:
 First, the responsibilities must be specified, for example, Travel Planning Administrator
A-L.
 Then you assign each responsibility a personnel number, for example, or a user. For more
information, see the IMG activity Define contact persons.
 Caution: In the Contact person register of the infocenter, the data stored in the user master record
(transaction SU01 User maintenance) is displayed. If you do not assign an explicit user to a
responsibility, but, instead, a personnel number, you have to define a user for this personnel number
in the infotype Communication (0105).

(C) SAP AG AC275 5-15


RFC Destination and Travel Planning
Master Data: Unit Summary

You are now able to:

 Explain the basic structure of Customizing for


Travel Planning and the fundamental Customizing
objects that it is based on
 Set up a connection with the current external
reservation system in Customizing
 Explain the master data that is the basis for the
rules system of Travel Planning

 SAP AG 1999
5.16

(C) SAP AG AC275 5-16


Structure of Enterprise-Specific
Travel Policy

Contents:
 Concepts for Reproduction of Enterprise-Specific Travel
Policies
 Defining Trip and Class Rules
 Creating Travel Profiles

6  SAP AG 1999

(C) SAP AG AC275 6-1


Structure of Enterprise-Specific
Travel Policy: Unit Objectives

At the conclusion of this unit, you will be able to:

 Reproduce the travel regulations used in an


enterprise in the system

 SAP AG 1999
6.2

(C) SAP AG AC275 6-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
6.3

(C) SAP AG AC275 6-3


Structure of Enterprise-Specific
Travel Policy: Business Scenario

The enterprise has, for example, established travel


regulations for the following areas:
 There are different regulations for different groups
of persons.
 The regulations are to be stored time-dependently.
 For trips to certain regions, only certain flight,
room, and car rental classes may be booked.
 The classes that may be booked depend also on
the duration of the flight or stay.

 SAP AG 1999
6.4

(C) SAP AG AC275 6-4


Overview

Trip Rules and Profiles

Trip and Class Rules

Trip and Class Rules for Flight

Trip and Class Rules for Hotel

Trip and Class Rules for Car Rental

Travel Profiles

 SAP AG 1999
6.5

(C) SAP AG AC275 6-5


Travel Policy  Travel Profiles

= Enterprise-specific rules for the use of travel


services
 Travel policies (trip rules) are stored in the R/3 Travel Planning
System in travel profiles.
Travel profiles are flexible instruments for dealing with policies
depending on user groups.
These include, among other things:
 Trip segments and destinations (cities, regions, countries)
 Classes (flight, hotel and car rental classes)
 Trip duration
 Priorities
 Defaults in travel profiles can
override personal
preferences (such as room
category)

 SAP AG 2001
6.6

(C) SAP AG AC275 6-6


Trip Rules:
WHERE May WHICH Provider Be Booked?

„Define trip rule“: „Set allowed entries


• Short name? for trip rule“:
• Name? • Where, or from where to where?
• With which provider?

Rule A
DE ↔ IT Provider A
DE ↔ GB Provider F
Rule B Provider R
Provider Q
Rule C
DE ↔ SE Provider S
Provider L

 SAP AG 1999
6.7

 Trip Rule
= An enterprise-specific regulation that specifies the usage of a travel service category (flight, hotel,
car rental) and the possible providers depending on the trip destination
The trip rule valuates and prioritizes the results returned to SAP Travel Planning by an availability
query in an external reservation system. It is not used as a filter during the availability check.
 In Customizing for SAP Travel Planning you specify the trip rules for flight, hotel and car rental
separately.
 In the respective Customizing activities Define trip rule for <flight, hotel, car rental>, you specify
the short name and the name of the rules. In the activities Set allowed entries for rip rule <flight,
hotel car rental> you specify which provider may be booked in which region or for which route.
 The trip rules are grouped later - together with class rules and priorities - in profiles that you
assign to specific travelers via their personnel numbers.
  Note:
To control compliance with travel regulations for hotels, you should not use trip rules. Instead, use
the enterprise-specific hotel catalog, because the trip rule for hotel could be "by-passed" (see also
the slide "Hotel: Hotel/Room Selection Control").

(C) SAP AG AC275 6-7


Class Rules:
Which CLASS for which DURATION?

„Set allowed entries for


"Define class rules":
class rule“:
• Short name?
• How long is flight time /
• Name?
hotel stay / car usage ?
• Which class is allowed when?

Class rule Flight duration < 4 h Business Class


for flight Flight duration > 4 h First Class

Class rule Hotel stay < 4 Tage Standard


for hotel Hotel stay > 4 days Better Standard

Class rule for Usage < 4 days Small car


car rental Usage > 4 days Middle class car

 SAP AG 1999
6.8

 Class rule
= An enterprise-specific rule that controls the selection of travel services per employee
A class rule defines service classes (such as room classes or flight cabin classes) per travel service
category that can be booked by a traveler depending on duration.
 Example: The travelers in group Z are supposed to choose the flight class B (Business) for all
flights that last longer than four hours. If no Business Class flights are available, First Class
flights are allowed. For this, the following settings are necessary:
Class rule: B (Business) [must already have been created in the activity
Define class rule for flight]
Min. flight dur. in h: 04:00
Flight cabin rule: Business/First [for more information on flight cabin rules, see F1
Help for the field.]
 Room classes and Car rental classes are enterprise-specific classifications. They are created by
assigning one or more room types or vehicle classes that are differentiated according to industry
standards in an external reservation system. You define the enterprise-specific room and car rental
classes, before you edit class rules, in the IMG under Travel Planning  Master Data  Travel
Service Provider (see Unit 3).

(C) SAP AG AC275 6-8


Priorities and Their Consideration in Dialog

Customizing Availability Query in the Application Customizing


(Define priorities) Travel Manager / Planning Manager (Define message
treatment of priorities)

• Highest priority List of Available Flights For ex.:


• Middle priority Top priority:
• Reason required Highest priority
Top priority
• Forbidden
• ... Selected priority:
Reason required

Reason required Subsequent activity:


Reason (text)

Dialog box with text editor appears

 SAP AG 1999
6.9

 In the IMG activity Define priorities you specify which priorities there should be in the system.
 These defined priorities then make up the modules with which travel profiles are constructed (IMG
activity Define assignment of travel profiles to trip and class rules).
 After that, in the IMG activity Define message treatment of priorities, you have the possibility to
specify how the system should react in Travel Planning dialog if the specified priority is complied
with or not. The following system responses are possible:
 Success message
 Information message
 Error message
 Reason (text) -> Text editor for entry of explanation
 Reason (code)
 You specify system messages depending on different user groups.

(C) SAP AG AC275 6-9


Trip Activity Types

Meeting

Customer visit Seminar

Trip Activity Types


...
Training etc.

 SAP AG 1999
6.10

 Trip activity types are additional criteria for detailed representation of travel policies in Customizing
for SAP Travel Planning.
 The activity types for Travel Planning do not necessarily have to correspond with the activity types
for Travel Expenses.
 In Customizing for Travel Management you can assign the Travel Planning trip activity types to
those in Travel Expenses. This supports integration with Travel Expenses, in other words, the
assignment is necessary so that the correct receipts and per diems are known in the automatically
generated travel expense report.
You do these settings in IMG chapter Integration of Travel Planning and Travel Expenses under
Define assignment of trip schema to travel plan type.

(C) SAP AG AC275 6-10


Travel Profile (1)

Trip Class Priority Trip


rule rule activity
type

Travel Profile
Time limitable

 SAP AG 1999
6.11

(C) SAP AG AC275 6-11


Travel Profile (2): A Complete Set of Rules and
Priorities - Example

Travel Profile DE_ALL

For For ...


trip activity type trip activity type Other
trip activity
Training Customer visit types

apply

apply
y

ap
pl

pl
ap
ap

ap

pl
pl

y
y
Provider A allowed
for region Europe
(trip rule)
Class B is allowed
from 05:00 h
(class rule)
Compliance with

n
ita e
rules has Priority 1

tio
lim Tim
+
Non-compliance triggers message 123
 SAP AG 1999 (as an error message, for example)
6.12

 Definition of travel profiles


 The travel profile contains a grouping of trip and class rules, priorities and trip activity types that
have been defined beforehand. It is assigned to individual employees (via infotype 0470) or via
feature TRVCP.
 All regulations stored in the travel profile are automatically considered in availability queries and
trip bookings for the relevant traveler.
 Time Limitation
You can impose time limits on groupings within a travel profile. This has the advantage that you can
easily store changes in travel regulations within a profile without causing overwriting of the profile.
Thus, the automatic change from rule A to rule B is effected and the changes are documented
historically in the system.

(C) SAP AG AC275 6-12


Travel Profile (3): Assignment of the Hotel Catalog

Definition of the Hotel Catalog Assignment of Catalog Hotels


to Travel Profile

Hotel A
Hotel B
Hotel C If activity X at location Y
Hotel D Hotel A
Hotel E Hotel B Travel
Hotel F Hotel C Profile
If activity X at location Y
Hotel G Hotel D DE_ALL
Hotel H Hotel E
If activity L at location M
... ...

 SAP AG 2001
6.13

⇒ IMG activity Define assignment of travel profiles to hotel catalog items:


The assignment of catalog hotels to travel profiles is mandatory, if you want to use the hotel
catalog.
 Activity type: For which trip activities should this catalog hotel be displayed in an availability
query?
 Location: For which destinations should this catalog hotel be displayed in an availability query?
 Class rule: Which room class should be booked in this hotel for a specific profile?
 Setting up a hotel catalog
You compile the hotel catalog in IMG activity Define enterprise-specific hotel catalog (under Travel
Planning -> Master Data -> Travel service provider -> Hotels). The hotels you create there are
displayed first in availability queries. If no rooms are available in the catalog hotels, the user can
switch to a Standard query in the connected reservation system (see Unit 3).
 Switching the hotel catalog on or off
You activate the hotel catalog for each individual user group (IMG activity Define price and
availability strategies). Further differentiations as to how the list of catalog hotels should be
displayed are possible. For more information, see the F1 Help in the same IMG activity.

(C) SAP AG AC275 6-13


Hotel: Hotel/Room Selection Control

Enterprise-Specific Negotiated
Hotel Catalog Hotel Rates
+ Compliance with regulations during selection/ + Easiest control method
booking is guaranteed; by-passing is
not possible + If special company rates exist
+ Assignment of a hotel to an IATA ⇒ availability query to R/3;
location other than one defined in If no special company rates exist
reservation system ⇒ automatic standard query .
+ Differentiation via travel profile
No differentiation per user group or
+ Hotel catalog can be switched on or off travel profile possible
via user group
Greater maintenance effort required
Selection from hotel list does not show
whether room is available
Hotel/
Room
Control

Trip Rules
not to be recommended, because available
hotels returned are chosen at random
( Provider neutrality of external reservation
system)
⇒ Risk that trip rules can be by-passed
.
 SAP AG 2001
6.14

 To reproduce the in-house travel regulations regarding hotels in SAP Travel Planning, you have the
following options:
 Control via trip rules
 Control via hotel catalog
 Control via enterprise-specific hotel rates
 For the hotel sector, SAP recommends controlling compliance with travel regulations via
maintenance of a hotel catalog. In connection with the reservation system AMADEUS this has a
clear advantage compared with control by means of trip rules:
As a result of the provider neutrality of the external reservation system, when a hotel
availability query is performed, a limited number of randomly chosen available hotel providers
is transferred to the R/3 Travel Planning System. Thus it is possible that none of the hotels with
highest priority via trip rules in the travel profile are displayed, even if they are available at the time
of the query.
By compiling a hotel catalog, you can prevent this kind of problem.
 Alternatively, you can also control compliance with hotel regulations via enterprise-specific hotel
rates. As soon as you store entries in the IMG step Define allowed entries for enterprise-specific
hotel rates, in availability queries for specific locations, the system checks to see if special
negotiated rates exist. If so, the reservation system only returns hotels with these special room rates
to SAP Travel Planning.

(C) SAP AG AC275 6-14


Setting Price-Controlled Availability Queries

Example:
Provider: AF (Air France)
Geographical origin: Paris
Geographical destination: Hamburg
Selection criteria: Consider
exclusively

Flight recommendation

Onl
y
Best-price flight with flights
for route Paris-Hamburg are Air Fra
disp n
laye ce
d

 SAP AG 2001
6.15

 Via the IMG activity Specify settings for price-controlled availability query you can control the
Best-price flight function. As a reminder: Via the best-price query, the user is shown the four most
economical flights for the relevant route.
 Then the settings for price-controlled availability queries must be activated in IMG step Define price
and availability strategies. This gives the user the possibility to additionally restrict the search for
the most economical available flights.
 You can, for example, set the following parameters in Customizing:
 Activation of the price-controlled availability query
 Consideration or exclusion of certain providers
 Consideration of direct flights
 You can make these entries dependent on certain flight routes and/or flight classes.
 It is also possible to time-limit settings for the price-controlled availability query.
 For more information, see the IMG documentation on this step.

(C) SAP AG AC275 6-15


Enterprise-Specific Methods of Payment

Travel
profile A

Travel
profile B
per Credit card

Booking
Travel Cash
profile C
Invoice
Travel
profile D

 SAP AG 2001
6.16

Enterprise-Specific Methods of Payment


 The methods of payment are assigned to the employee via the relevant travel profile in infotype 0470
(Travel Profile). This makes it possible for you to specify certain payment methods for individual
employees.
 The specification of payment methods depends on the travel service category (flight/hotel/car rental)
and - optionally - on an exact provider.
 Credit card: For the payment method credit card you should store the credit card number in the
Additional specifications field because some travel service providers only book if a valid credit card
number is specified. The credit card numbers are automatically checked in the connected reservation
system and serve as a reservation guarantee for the provider.
 Both company credit cards and personal credit cards of employees can be entered here.
 Invoice: If a special agreement exists with a travel service provider, the relevant customer number
must be specified for payment method "R" (invoice) to enable unique identification to the provider.

(C) SAP AG AC275 6-16


Enterprise-Specific PNR Elements

Booking Code (PNR):

RP / -FRAS02001/FRAS02001 AA/GS 19MAR00/1656Z Y3G5UC


1 .Miller/Chris MRS
2 SR 102 C 02APR 7 ZRHJFK HK1 A 1030A 105P *1A/
3 SR 103 C 03APR 1 JFKZRH HK1 4W 835P1015A+1 *1A/
4 AP 06227-230586 -B
5 TK OK19MAR/FRAS02001
6 SSR RQST SR HN1 ZRHJFK/15D, P1/S2
7 SSR RQST SR HN1 JRKZRH/11A, P1/S3
8 RM */SAP / TN=0002001102
9 RM */SAP / PID=00029286
10 FK FRAS02001
11 AM Schloss Street 10, 69190 Walldorf, DE

Additional information for travel agency and/or travel service


provider, such as
• Traveler's travel profile
• Confidential information for travel center that books
• ...
 SAP AG 1999
6.17

 In Customizing you can store company-specific text elements that are included in the booking code
(PNR) as a text line and sent with the booking. These comments serve primarily as additional
information for the travel center doing the booking or, possibly, for the travel service provider.
 You define these PNR elements for each travel profile.
 Depending on the class and the type of the comments, this information is visible for different groups
of persons, for example:
 Class “RM“: for everyone who can call the PNR
 Class “RM“, type “C“: only for the travel center whose identification was used for booking
 Class “OSI“: for the travel center doing the booking and the relevant providers, mainly airlines

(C) SAP AG AC275 6-17


Structure of Enterprise-Specific
Travel Policy: Unit Summary

You are now able to:


 Reproduce the travel regulations used in an
enterprise in the system

 SAP AG 1999
6.18

(C) SAP AG AC275 6-18


6.19Exercises
Unit: Structure of Enterprise-Specific
Travel Policy
Topic: Creating a Class Rule and Assigning It to an
Existing Travel Profile

At the conclusion of these exercises, you will be able to:


• Analyze and change an existing trip rule
• Understand the effect of the changes in the application

You learn how the travel regulations of an enterprise are


reproduced in the system.

6-1 Implementation Guide (IMG) for Travel Planning


After analyzing the utilization of different routes, your company's Travel
Management department decided on the airline Lufthansa (LH) to be used
exclusively for national destinations in the Travel Profile.
Furthermore, as a result of an analysis of the route Germany – North America (and
back) the contract with Continental Airlines (CO) was not extended. Instead, an
offer by Air France (AF) was added to the program.
You are requested to adapt the existing Travel Profile ##_STAND to suit the Travel
Management specifications.

6-1-1 Call the IMG activity Set allowed entries for trip rule for flight, make the
changes for the national trip rule for flight ## _DOM and save your entries.
6-1-2 In the same IMG activity access the international trip rule ##_INT, make the
required changes and save your entries.

## = Group number

(C) SAP AG AC275 6-19


6-2 Planning Manager: Planning a Trip
Test your Customizing settings by creating a new travel plan in the planning
manager for round trips for both of the routes Frankfurt – Munich and Frankfurt
– New York.
6-2-1 Create both travel plans (personnel number 980##).
→ Dates will be supplied by the instructor.
6-2-2 Perform availability queries for the flights:

→ For the availability list, pay special attention to the respective changes
in the display of airlines in the different priorities.

## = Group number

(C) SAP AG AC275 6-20


6.20 Solutions

Unit: Structure of Enterprise-Specific


Travel Policy
Topic: Creating a Class Rule and Assigning It to an
Existing Travel Profile

6-1 Implementation Guide (IMG) for Travel Planning


6-1-1
In your user menu choose Customizing → Customizing - Project analysis →
Goto → Display SAP Reference IMG
In the IMG, choose Financial Accounting → Travel Management →
Travel Planning → Trip Rules and Profiles → Trip Rules → Trip and
Class Rules for Flights.
Click on to call the activity Set allowed entries for flight trip rules, copy
the entry ##_DOM and add the following value:
Provider code: Lufthansa (LH)
Confirm with Enter. The initial view reappears. Now delete the original
entry ##_DOM and save your entries.

6-1-2
Select the two entries ##_INT with the provider name Continental (CO),
delete them and save your entry.
Choose New Entries:
Trip rule: ##_INT
Provider code: AF (Air France)
Geographical type: 2 (Country)
Origin: DE (Germany)
Geographical type: 3 (Cross-country region)
Destination: NAM (North America)
Save your entries and return to the initial view.

Now select the entry you have just created, choose Copy and make the
following replacements:
Geographical type: 3 (Cross-country region)
Origin: NAM (North America)
Geographical type: 2 (Country)
Destination: DE (Germany)
Confirm your entry with Enter and save.
(C) SAP AG AC275 6-21
6-2 Planning Manager: Planning a Trip
6-2-1
In the SAP Menu, choose Accounting → Financial accounting → Travel
management → Travel planning → Planning manager → Create travel
plan.
6-2-2
Choose the Flight pushbutton and enter the following:
From: Frankfurt (FRA)
To:Munich (MUC)
Note: Dates will be supplied by the instructor.
Choose Query.
You can now see in the list of available flights that for flights with the
priority National company policy only the airline Lufthansa is displayed.
Terminate your entries here, return to the flight request, and start the query:
From: Frankfurt (FRA)
To:New York (NYC)
Note: Dates will be supplied by the instructor.
Here again you will recognize the changes in your settings in the priority
International company policy.

(C) SAP AG AC275 6-22


Reproduction of Agreements with
Travel Service Providers

Contents:
 Enterprise-Specific Rate Agreements
 Enterprise-Specific Airfare Discounts

7  SAP AG 1999

(C) SAP AG AC275 7-1


Reproduction of Agreements with
Travel Service Providers: Unit Objectives

At the conclusion of this unit, you will be able to:

 Reproduce enterprise-specific rates and discounts in


the system

 SAP AG 1999
7.2

(C) SAP AG AC275 7-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
7.3

(C) SAP AG AC275 7-3


Reproduction of Agreements with
Travel Service Providers: Business Scenario

 An enterprise has negotiated special rates or discounts


with flight, hotel or car rental providers. For these
agreements to be considered during selection or
booking of travel services, they must be stored in the
system.

 SAP AG 1999
7.4

(C) SAP AG AC275 7-4


Overview

Rates and Discounts

Enterprise-Specific Rate Agreements

Defining Allowed Entries for Enterprise-Specific


Airfare Rates

Defining Allowed Entries for Enterprise-Specific


Hotel Rates

Enterprise-Specific Rates for the Hotel Catalog

Defining Allowed Entries for Enterprise-Specific


Car Rental Rates

Defining Enterprise-Specific Airfare Discounts

 SAP AG 1999
7.5

 In this unit you store special contract agreements that you have reached with travel service providers.
 A distinction is made between negotiated rates and fixed discounts that can be applied when services
are booked.
 The goal in rate negotiations with service providers is to attain adequate pricing for the relevant
enterprise. The contracts set up between enterprises and travel service providers for flights, hotels or
car rentals usually offer better general conditions.

(C) SAP AG AC275 7-5


Defining Allowed Entries for Enterprise-Specific
Airfare Rates

Customer
Airline

Negotiated Rate Agreement


(Nego Fare)

Rate component (ABCDE)


Rate type (One-way / Return)
Rate category (Nego/Private/Local)

Cabin class (Economy)


Booking class (L)
Price
IATA Location: IATA Location:

n
ita e
tio
li m Tim
Frankfurt (FRA) London (LON)

+
 SAP AG 2001
7.6

 In order to initially maintain an enterprise-specific airfare rate in Customizing, certain parameters are
needed that can be found in the relevant contracts between the customer and the airline.
 In SAP Travel Planning three different rate types are distinguished:
 Nego fares: Agreements that are stored in the reservation system
 Private fares: Same as Nego fares, but used in the Americas
 Local fares: Airfares that are not known to the reservation system (stored locally in the SAP
System)
 The parameters named on the slide above are obligatory for maintenance of contract data.
 For more precise identification of the contract agreement regarding a nego fare the company-specific
rate number (Corporate ID) can also be maintained.. If a private fare is created, a passenger category
(Passenger Type Code) must also be assigned.
 In enterprises' policies these negotiated rates are often considered obligatory, even if there could
possibly be cheaper rates for the queried route. The program supports this functionality, so that these
rates are applied in any case.
 If the negotiated rate is only valid for certain specific flight segments, you can carry out optional
adaptations via the Routing function.

(C) SAP AG AC275 7-6


Defining Allowed Entries for Enterprise-Specific
Hotel Rates

Hotel Chain
Customer

Negotiated hotel rate

Hotel

n
ita e
tio
li m Tim
+
Location (for ex., IATA location)
 SAP AG 1999
7.7

 Negotiated hotel rates are contract agreements between hotel chains or individual hotels and
customers. They authorize a customer enterprise to apply a certain rate depending on location and
validity period.
 Important: If the provider and the customer reach an agreement, the hotel provider has to inform the
reservation system that the negotiated rate is to be valid for the relevant customer enterprise. You
store the rate parameters in the IMG under Travel Planning → Rates and Discounts → Define
allowed entries for enterprise-specific hotel rates.
 A hotel rate can apply for the whole world in general or be restricted to the extent that it only applies
for a single IATA location.
 In the section Travel Planning → Dialog and Planning Control → Define price and availability
strategies, you can specify that enterprise-specific hotel rates be considered in availability queries in
the connected reservation system. In an availability query the system checks to see if negotiated rates
are known to the reservation system and if there are offers that correspond with these rates. The
system then lists the hotel providers, distinguishing between company and standard rates.
 In the view Travel Planning → Dialog and Planning Control → Define display method for hotel
rates you can store which hotel rates are to be applied per user group. This filtering also applies for
the hotel catalog.

(C) SAP AG AC275 7-7


Enterprise-Specific Rates for the Hotel Catalog

Hotel Chain
Customer

Negotiated hotel rate

Hotel Local
Hotel Catalog

Hotel data
Room data
Rate data

n
ita e
tio
li m Tim
+
 SAP AG 2001
7.8

 Negotiated hotel rates can also be set up within your local hotel catalog. In this case it is important to
make sure that the actual rate name is entered in Customizing under Travel Planning → Master Data
→ Hotels → Define hotel rates.
 In the view Enterprise-Specific Rates for Hotel Catalog, you assign the general data of your catalog
hotels the corresponding contract data regarding the negotiated rate. Even room data is sometimes
found in these contracts. You can, however, omit this information if the contract only refers to usage
of the specific company rate without further description of room data.
 The advantage with this view is that if the contract conditions guarantee room availability, you have
a right to a room even if the direct query with the reservation system does not permit booking (in the
case of special seasons or trade fairs, for example).

(C) SAP AG AC275 7-8


Defining Allowed Entries for Enterprise-Specific
Car Rental Rates

Customer

Car Rental Provider

Negotiated Car Rental Rate

n
ita e
tio
li m Tim
Location (for ex., IATA location)

+
 SAP AG 1999
7.9

 In this section you can store car rental rates that your enterprise has negotiated with individual car
rental providers.
 You can find part of the data required for this activity in the relevant rate agreement. The rate code
must be registered with the corresponding car rental companies. It does not have to be maintained in
the connected reservation system AMADEUS because it is directly forwarded to the provider.
 Via the settings in Customizing activity Define price and availability strategies you can then specify,
depending on the user group, whether and how these rates are to be considered during an availability
query or booking.

(C) SAP AG AC275 7-9


Defining Enterprise-Specific Airfare Discounts

Airline Customer

Negotiated
Discount Agreement

Rate component (ABCDE)


Rate type (One-way / Return)
Cabin class (Economy)
Booking class (L)

Discount type: 50 DEM / 15%

IATA Location: IATA Location:

n
ita e
Frankfurt (FRA) London (LON)

tio
li m Tim
+
 SAP AG 1999
7.10

 This IMG activity lets you have the system take discounts (such as annual bonuses or business
volume bonuses) that your enterprise has negotiated with individual airlines into consideration in R/3
Travel Planning.
 You can choose between different discount types:
 Percentage discount only or fixed discount amount only or a combination of both values. In this
last case, you can also specify whether the fixed discount amount is to be deducted first, before the
percentage is applied.
 Many contracts specify furthermore explicitly when the discount can be applied and when not.
 If the rule is activated, the negotiated discount is applied directly during the reservation process. The
discount is deducted immediately during the price query in the connected reservation system and the
price returned to R/3 Travel Planning is already correspondingly reduced. If this indicator is not
active, the standard price is calculated for all reservations. The discount is then not applied until, at
the end of the year, annual settlement between your enterprise and the provider with whom the
enterprise-specific discount was negotiated is carried out. Then your enterprise is reimbursed for the
total of all discounts for the travel services with this provider for the entire year. The R/3 System
writes the theoretical price to the database so that it can be evaluated.

(C) SAP AG AC275 7-10


Reproduction of Agreements with
Travel Service Providers: Unit Summary

You are now able to:


 Reproduce enterprise-specific rates and discounts in
the system

 SAP AG 1999
7.11

(C) SAP AG AC275 7-11


7.12Agreements with Travel Service ProvidersExercises

Unit: Agreements with Travel Service Providers


Topic: Checking Local Fares

At the conclusion of these exercises, you will be able to:


• Understand how settings for enterprise-specific rates take
effect

7-1 Checking Local Fares:


Employees in your company take flights from Nice to Madrid regularly. Due to the
large volume of flights on this route, your company has negotiated a special rate
with the airline Air Littoral, which has been stored in Customizing for SAP Travel
Planning as a "Local fare". The rate is only available for use by your company.
7-1-1 Check the entry for Air Littoral (FU) in Customizing (Define allowed
entries for enterprise-specific airfare rates). Check especially to see when
the rate's validity begins and ends.

Now test the effects of this rate in the planning manager:


7-1-2 Create a new travel plan.
 Choose departure and return flights with Air Littoral ('FU') for the route Nice-Madrid.
. Date: Before beginning of validity of local fare ! (compare the Customizing activity
you checked before)
 Display the Price.
Price determination should not yet show the local fare.
 Now cancel the flight you just selected and choose new departure and return flights with
Air Littoral ('FU') for the route Nice-Madrid. Now: Date: Within validity period of
local fare ! (compare the Customizing activity you checked before)
 Display the Price.
Price determination should now show the local fare stored in Customizing (possibly in
another currency, the trip currency).

(C) SAP AG AC275 7-12


7.13Agreements with Travel Service Providers: Solution

Unit: Agreements with Travel Service Providers


Topic: Checking Local Fares

7-1 Checking Local Fares:


7-1-1 In your user menu choose Customizing  Customizing - Project analysis 
Goto  Display SAP Reference IMG
In the IMG choose Financial Accounting  Travel Management  Travel
Planning  Rates and Discounts  Enterprise-Specific Rate Agreements.
Use to call the activity Define allowed entries for enterprise-specific
airfare rates.
Use a double click to call the rate for the provider 'FU'.
Make a note of the validity Start date and End date.
7-1-2 Open a new session (System  Create session).
 In the user menu choose Travel Planning  Planning Manager.
 Choose Travel plan  Create.
 Choose the Flight pushbutton.
From: Nice
To: Madrid
Departure/Return flight on: Enter a date before the validity Start date of the rate.
 Choose Query.
 Select a flight with FU (Air Littoral) and choose Enter.
 Choose the Price pushbutton and compare the price shown with the local fare. It should not
correspond.
 By clicking on the departure flight in the overview screen for travel services now call the
detail view.
 Choose Cancel.
 Choose the Flight pushbutton and make the same entries again. But this time:
Departure/Return flight on: Enter a date after the validity Start date of the rate.
 Choose Query.
 Select a flight with FU (Air Littoral) and choose Enter.
 Choose the Price pushbutton and compare the price shown with the local fare. The price
should now correspond with the rate stored in Customizing (possibly in another currency).

(C) SAP AG AC275 7-13


Dialog and Planning Control

Contents:
 Setting up feature TRVCP
 Defining price and availability strategies
 Defining display strategy for hotel rates

8  SAP AG 1999

(C) SAP AG AC275 8-1


Dialog and Planning Control: Unit Objectives

At the conclusion of this unit, you will be able to:

 Control the assignment of the travel profile using


feature TRVCP
 Make settings for the price and availability query
in entry transactions

 SAP AG 1999
8.2

(C) SAP AG AC275 8-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
8.3

(C) SAP AG AC275 8-3


Dialog and Planning Control: Business Scenario

 Your enterprise would like to assign the travel


policy reproduced in the system to certain user
groups
 The policy is to be taken into consideration by the
system automatically when selecting and booking
flights, hotels and rental cars

 SAP AG 1999
8.4

(C) SAP AG AC275 8-4


Overview

Dialog and Planning Control

Travel Planning Control

Set up feature TRVCP for Travel Planning

Define price and availability strategies

Define display strategy for hotel rates

 SAP AG 1999
8.5

(C) SAP AG AC275 8-5


Assignment of Travel Profiles to Travelers

Travel Profile XYZ

Feature TRVCP
Infotype 0470
Organizational Travel Profiles
(Travel Profile)
(Travel Planning)

Travel Profile DE_ALL


TRVCP Organizational Travel Profiles (Travel Planning)

5 BUKRS Company code

5 0001 SAP A.G. (BUKRS 0001)

5 WERKS Personnel area

5 DE01 Personnel area DE01

DE_ALL

...

 SAP AG 2001
8.6

 Assignment of travel profiles


You can assign travel profiles to employees in two different ways:
 Via infotype 0470 (Travel Profile)
- Assignable per individual employee
- Time-limitable per individual employee
 Via feature TRVCP (Organizational travel profiles (Travel Planning)
- Assignable per organizational unit

  Note:
Feature TRVCP only becomes active if no travel profile has been stored for the relevant employee in
infotype 0470 (Travel Profile).

(C) SAP AG AC275 8-6


Feature TRVCP

TRVCP Organizational Travel Profiles (Travel Planning)

5 BUKRS Company code

5 0001 SAP A.G. (BUKRS 0001)

5 WERKS Personnel area

5 01 Personnel area 01

STAND Standard travel profile

02 Personnel area DE01


CONS Travel profile Consultant

5 0002 SAP A.G. (BUKRS 0002)


BOARD Trav.profile Board Member

 SAP AG 2001
8.7

 The feature TRVCP is portrayed as a decision tree and is used to assign travel profiles to employees
(travelers). The travel profile is assigned per organizational unit starting with the company code at
the highest level. The organizational units result from the structure stored in organizational
management.
 In the structure illustrated above, the dark color = organizational criterion and lighter color =
possible value for the criterion. The result is the following assignment:
 All employees in company code 0001 and personnel area 01 are given the travel profile
STANDARD.
 All employees in company code 0001 and personnel area 02 are given the travel profile
CONSULTANT.
 All employees in company code 0002 are given the travel profile BOARD MEMBER.
 Note:
The assignment of the travel profile via feature TRVCP is only valid if there is no entry in infotype
0470 (Travel Profile).
 Set up feature TRVCP in the Customizing for Travel Planning under Dialog and Planning Control
→ Travel Planning Control → Set up feature TRVCP for Travel Planning.

(C) SAP AG AC275 8-7


Travel Profile ↔ User Group

User group TRP_USER Travel profile

Meaning Controls SAP Travel Planning for Controls Travel Planning for the
system users (such as department traveler
secretary, travel agency...)

Assignment To user To personnel number

Time Not possible Possible


limitation

Controlled  API parameters  Trip rules and class rules


Customizing  Message treatment of  Assignment of hotel
objects priorities catalog entries
 Price and availability strategies  Settings for price-
controlled availability
 Display strategy for hotel rates queries, company-
spec. payment methods
 Company-spec. PNR elements

Default "Blank", for standard user No default


 SAP AG 1999
8.8

  Note:
Since the user group Standard user ("blank") is assigned to every user as a default, the Customizing
settings for this user group should always be maintained and up to date.

(C) SAP AG AC275 8-8


Price and Availability Strategies (1): Settings

• Filter according to travel profile


when displaying available
services ?
• Activation of best-price flight
User
query ?
group
A • Defaults (provider and booking
(e.g. standard class) for selecting round trip
user)
flights ?
• Consideration of negotiated rates
(hotel + car rental) ?
• Consideration of hotel catalog ?
• Available services according to
class rules only (hotel + car
User rental) ?
group • ...
B
(e.g. travel agency
clerk)

 SAP AG 1999
8.9

 Customizing view Define price and availability strategies:


 Depending on the user group, you can define different rules for displaying the available travel
services and for the Best-price flight query type. This has the advantage that a standard user, such
as the traveler, can display and select a smaller section of available services than the travel agency
clerk, who possibly requires an overview of all the available services.
 Your first priority is to define whether, and how, the following parameters are to be taken into
consideration:
- Travel profile
- Class rules
- Negotiated rates
- Best-price flight
- Hotel catalog

(C) SAP AG AC275 8-9


Price and Availability Strategies (2): Details

Flight Hotel Hotel catalog Car rental


(if activated)

Display  Neutral  Neutral  Neutral  Neutral


strategies of  Highest priority  Highest priority  Highest priority  Highest priority
availability  All priorities  All priorities  All priorities  All priorities

Activation of Consideration Consideration Consideration


price-controlled of class rules of class rules of class rules
availability
(variants)
Conditions for Consideration Consideration Consideration
procedure of negotiated of negotiated of negotiated
dealing with rates rates rates
round trip flight
Provider list with
the cheapest
vehicle

 SAP AG 2001
8.10

 The variants of the price-controlled availability query indicate the different ways that the Best-price
flight function can be used in Travel Planning:
- Inactive
- Active, without taking existing travel profiles into consideration
- Active, taking travel profile into consideration
- Active, taking into consideration the parameters defined in Customizing under Specify settings
for price-controlled availability query (see also Structure of Enterprise-Specific Travel Policy)
 Depending on the rates negotiated with the airline carrier, it can occur that not only the provider, but
also the operating airline must be one and the same airline carrier. This can be taken into
consideration in the Customizing view Define price and availability strategies in the Round trip
flight field.

(C) SAP AG AC275 8-10


Display Strategies for Hotel Rates
List of available rooms

Rate ABC

Only
poss. for
User group Rate ABC
certain

Standard user hotel/hotel chain


Rate DEF

Rate WXY
Different
views for the
list of
Rate ABC available
Rate BCD rooms
Rate CDE
poss. for
User group Rate DEF
certain

Power user hotel/hotel chain


... List of available rooms

Rate ABC
Rate WXY
Rate XYZ Rate UVW

Rate XYZ

 SAP AG 1999
8.11

 In the IMG activity Define Display Strategy for Hotel Rates you control which hotel rates are to be
displayed to the user during an availability query. The control thus depends on the user group (see
unit Structure of Enterprise-Specific Travel Policy).
 Using the display strategies for hotel rates you can prevent a traveler or travel assistant from seeing
hotel rates during an availability query that are in the connected reservation system but are not
relevant for the traveler (or travel assistant) making the query. This means, for example, that a
traveler who wants to make a booking, does not see the rates MIL (rate for military dependents) or
SRS (senior citizen rate). These rates could, however, be of interest to a travel agency clerk for
comparing prices.
 For this you access the hotel rates defined in Customizing in the following activities:
 (Master Data → Travel service provider → Hotels →) Define hotel rates:
All hotel rates registered in the external reservation system (public rates, negotiated rates and rates
negotiated for the hotel catalog)
 The entry blank in the Rate field means that all the rates found are displayed.

(C) SAP AG AC275 8-11


Dialog and Planning Control: Unit Summary

You are now able to:


 Control the assignment of the travel profile using
feature TRVCP
 Make settings for the price and availability query
in entry transactions
 Set up certain display strategies for hotel rates

 SAP AG 1999
8.12

(C) SAP AG AC275 8-12


8.13Dialog and Planning Control: Exercises

Unit: Dialog and Planning Control


Topic: Price and availability strategy

At the conclusion of these exercises, you will be able to:


• Understand and use price-controlled availability
• Know how changes in car rental strategy take effect in the
application

For the user group-specific availability strategies there are


different control options available in the travel manager for flight,
hotel and car rental availability.

8-1 Implementation Guide (IMG) for Travel Planning

In addition to the option to control the ‘Best-price‘ function via the activity Specify
settings for price-controlled availability query (see exercise for Unit 3), the
selection of criteria can be offered to the user completely via a filter (Setting
Profile-Controlled filter).

Availability strategies can also be modified for hotel and car rental bookings.

You are now requested to specify the following setting in the IMG and to test it on
a new flight or car rental booking for the route Frankfurt - New York.
8-1-1 In the IMG call the activity Define price and availability strategies.
8-1-2 For the user group ‘##‘ (## = Group number) in group box Flight strategy
change the Price availability value to Active, with settings for profile-
controlled filter. Save your entries.

(C) SAP AG AC275 8-13


8-1-3 In the same activity, in the Car rental strategy group box, activate the
switch for Vehicles in accordance with class rule only and the switch for
Provider list with best-price vehicle. Save your entries.

8-2 Planning manager: Planning a trip


8-2-1 Go again to the planning manager, create a new travel plan and book a flight
from Frankfurt (FRA) to New York (NYC) with an availability query for
the ‘best-price flight‘.
Observe the system's response after choosing the Best-price flight
pushbutton. Choose the selection criteria All rate types / Business Class /
All rates / ‘Non-Stop‘ flights only and start the query process.
8-2-2 Then request the availability of a car rental in the same travel plan.
Notice here also the modified display of the list of available car rentals.
Choose a vehicle and note the possible details about the rental car chosen.
8-2-3 Now book the entire travel plan.

Only create one travel plan each for your personnel


number 980## , ## being the group number.
The date will be supplied by the instructor.

(C) SAP AG AC275 8-14


8.14Dialog and Planning Control: Solutions

Unit: Dialog and Planning Control


Topic: Price and availability strategy

8-1 Implementation Guide (IMG) for Travel Planning


8-1-1 In your user menu choose Customizing → Customizing - Project analysis →
Goto → Display SAP Reference IMG
In the IMG choose Financial Accounting → Travel Management →
Travel Planning → Dialog and Planning Control → Travel Planning
Control.
Via call the activity Define price and availability strategies, and double
click to call the user group ‘##‘. (## = Group number)
Flight strategy: For Price availability change the entry to active, with
settings for profile-controlled filter.

Car rental strategy: Set the active indicators for the rules Vehicles in
accordance with class rule only and Provider list with best-price vehicle.
Confirm your entry with Enter and save.

8-2 Planning Manager: Planning a Trip


8-2-1 In the SAP Menu, choose Accounting → Financial accounting → Travel
management → Travel planning → Planning manager → Create travel
plan. Choose the Flight pushbutton and enter the following:

From: Frankfurt (FRA)


To: New York (NYC)
Note: Dates will be supplied by the instructor.

Choose Copy and then choose the Best-Price flight pushbutton.

(C) SAP AG AC275 8-15


You now see the new profile-controlled filter. You have a choice between
different selection criteria:
- Rate type: Please choose all rate types
- Cabin class: Please choose Business Class
- Rate option: Please choose all rates
- Flight option: Please choose 'Non-Stop flights'
- Further filters (preferred or non-preferred airlines): Please make no
entries here.

Then start the selection process and choose the cheapest variant. You can
display more information on the rate chosen for this flight via Rate
information.
8-2-2 Having chosen a flight, in the travel plan now choose the Car rental
pushbutton. The location / date and time from the preceding flight booking
(1-2-1) are automatically displayed.

Now choose Query and have a look at the display of available rental cars.
A selection appears showing car rental companies Avis and Hertz with their
cheapest rental cars available.
Select one of the two providers and choose Further vehicles. An overview
of additionally available rental cars appears. Select a vehicle and choose
Enter.

Book the entire trip and then save the travel plan.

(C) SAP AG AC275 8-16


Authorization Management

Contents:
 Authorization Concept
 Working with Activity Groups

9  SAP AG 1999

(C) SAP AG AC275 9-1


Authorization Management: Unit Objectives

At the conclusion of this unit, you will be able to:

 Explain and maintain the authorizations for Travel


Planning

 SAP AG 1999
9.2

(C) SAP AG AC275 9-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 2001
9.3

(C) SAP AG AC275 9-3


Authorization Management: Business Scenario

 The travelers in your enterprise can book the travel


services for their trips themselves but they can not
approve travel plans. You have to assign the
relevant authorizations.

 SAP AG 1999
9.4

(C) SAP AG AC275 9-4


Profile Generator: Managing Authorizations

Profile
Generator

Create, Display
or Change

Activity Groups*

Authorizations

User-Specific menu Assignment to Users

*As of Release 4.6C: Role


 SAP AG 1999
9.5

 You use the profile generator to generate and manage "activity groups" (as of 4.6C "roles"), which
contain specific sets of authorizations. Activity groups also include role-specific menus that only
contain the functions required by the relevant activity group. This simplifies navigation and makes it
easier to call the menu options that the user needs most frequently.
 You assign the users to activity groups that have already been set up. When the users call the system,
the appropriate menu is offered and they have all of the relevant authorizations.

(C) SAP AG AC275 9-5


Activity Groups: Authorization Concept

Maintenance of Activity Groups

Activity group SAP_FI_TV_ADMINISTRATOR


Description Travel Assistant

Description Menu Authorizations User

Created Last change


User HAHN User MAYER
Date 03.01.2000 Date 03.16.2000
Time 08:30:02 Time 16:08:02
Information on Authorization Profile
Profile name T_80000027
Profile text Profile for activity group SAP_FI_TV_ADMINISTRATOR
Status Current version is generated

Maintain Authorization Data and Generate Profiles


Change authorization data

Call screen Maintain Activity Groups: Authorizations


 SAP AG 2001
9.6

Creating authorizations and authorization profiles


 With the profile generator authorizations are automatically created on the basis of the menu
functions chosen beforehand. The profile generator can, however, not propose suitable "default
values" for all authorizations of all enterprises. Therefore, manual post-processing by the
authorizations administrator in cooperation with the relevant departments and the revision
department is usually necessary. By using organizational levels you can maintain larger numbers of
authorization fields at one time and simplify manual processing considerably.
 When the authorizations have been maintained according to the company's requirements, the
authorization profile can be generated. The authorizations do not go into effect until then. A profile
can contain a maximum of 150 authorizations. If this number is exceeded, the profile generator
automatically creates more profiles for the activity group. The name of the profile (Note no. 16466)
is made up of 12 characters, of which the first 10 can be changed during initial generation; the
remaining two characters are used as counters. You can not use an underline symbol (_) for the
second character of this name.
 By clicking on the circled field you can call the screen shown on the next slide.

(C) SAP AG AC275 9-6


Activity Groups: Maintain Authorizations

Maintain Activity Groups: Authorizations


Open Changed Maintained Org.level... Information

Maintain: 0 Unmaintained org.levels 0 Open fields Status: Unchanged


SAP_FI_TV_TRAVELER FI Trav.Management:Trav.Man.Administrator
+ Manual Cross Application Authorization Objects
- Manual Financial Accounting
- Manual Travel Planning
- Manual Travel Planning
Authorization level *
Personnel number check 0
Company code
*
Cost center *
Personnel area *
Employee group *
Employee subgroup *
Employee grouping for Travel *
Organizational key *

+ Manual Travel Expenses


+ Manual Travel Expenses

 SAP AG 1999
9.7

 The section of the authorization profile shown above for the activity group Travel Management
Administrator gives you an example of pregenerated SAP profiles.
 You can change these authorizations to suit your enterprise's requirements.

(C) SAP AG AC275 9-7


Authorization Object for Travel Planning
(F_TRAVL)

F_TRAVL

Field Meaning Values (Examples)

AUTHC Authorization level R, W, B


AUTHP Personnel number check O
BUKRS Company code *
KOSTL Cost center *
PERSA Personnel area *
PERSG Employee group *
PERSK Employee subgroup *
PTZUO Employee grouping for Travel Man. *
VDSK1 Organizational key *

 SAP AG 1999
9.8

 To control access rights to objects in Travel Planning you have the authorization object: Travel
Planning (F_TRAVL).
 The authorization object Travel Planning contains 9 fields (protected system elements), in which you
can assign authorizations (values). The values within a field are checked in an OR link. The values
between fields are checked in an AND link.
 You can define any number of authorizations for each authorization object, by storing a set of
permissible values for the fields in an object.
 A user can only carry out actions for Travel Planning if the authorization check is successful for
him/her for every field stored in the object.

 The values for authorization fields BUKRS, KOSTL, PERSA, PERSG, PERSK and VDSK1 come
from infotype 0001 (Organizational Assignment); the value for field PTZUO is filled from the
entries in infotype 0017 (Travel Privileges).
The fields AUTHP and AUTHC are explained on the next slide.

(C) SAP AG AC275 9-8


Fields AUTHP and AUTHC

Field AUTHC Values

R Read (Display travel plans)


Maintain R/3 data
Authorization Level W (Create/Change travel plans)

A Approve travel plans


Book in connected
B reservation system
C Book approved trips in the
connected reservation system
Create trip templates
Q (QuickPlan)
* All operations

Field AUTHP Values


O Own personnel number only

Personnel Number Check E All personnel numbers except own

* All personnel numbers

 SAP AG 2001
9.9

 The field AUTHP (Authorization level) determines the functions in Travel Planning for which the
user has authorization. You have to enter each of the relevant values individually. None of the values
contain other values automatically.
When Travel Planning is called, the system first checks to see if at least a read authorization exists
(authorization level R). If so, more detailed authorization checks take place within the transactions.
 With the field AUTHC (Personnel number check) you control whether a user may only fulfill tasks
in Travel Planning for his/her own personnel number or for other specific personnel numbers. The
following values can be assigned in this field:
- O Only the user's own personnel number may be maintained;
Example: Decentral concept
- E All personnel numbers but the user's own may be maintained;
Example: Department secretary
- * All personnel numbers may be maintained;
Example: Central concept
 If you want to define the characteristic O or E for a user in the authorization field Personnel number
check, you have to already have entered the link between the personnel number and the relevant user
in infotype Communication (0105), subtype ‘System user name SAP System‘ (0001).

(C) SAP AG AC275 9-9


Activity Groups: Assignment to Users

Change Activity Groups


Other activity group Information

Activity group SAP_FI_TV_TRAVEL_MANAGER

Description Travel Manager

Attributes Menu Authorizations User Personalization

User
Selection synchronization

User ID User name From To


MILLER Chris Miller 02.01.2000 12.31.9999

 SAP AG 1999
9.10

 Prerequisite: Before you can assign users, they have to already exist in the system. For more
information see Create and maintain user master records (Pushbutton: Information).
 User: In the User tab page you enter the users to whom the activity groups or the relevant
authorization profiles are to be assigned.
 Selection: Via Selection you can display a multiple selection list of the existing users in the system.

Caution: Never enter generated profiles directly in the user master record!
(Transaction User maintenance)

 User synchronization: Via the User synchronization pushbutton you can enter the profile
automatically in the respective user master records.
 For all user roles contained in the standard SAP System the authorization data is already completely
maintained. In all customer-specific value fields, such as company code, plant, but also
authorization groups and some other authorization fields, the value '*' has been entered. This made it
possible to pregenerate usable authorization profiles.

(C) SAP AG AC275 9-10


Travel Management Activity Groups: Menus

Traveler Travel Travel Man. Approving Travel System Trip Advance


Assistant Administrator Manager Manager Payer

Menu Menu Menu Menu Menu Menu

• Travel manager • Travel manager • Planning • Approval • All options • Trip


manager of trips in menu advances
• Travel Planning- • Travel Planning-
Travel
relevant relevant • Travel Expenses • Info system
Management
HR Master HR Master manager
Data Data
• Travel Planning-
• Travel Expenses- • Travel Expenses- relevant
relevant relevant HR Master
HR Master HR Master Data
Data Data
• Travel Expenses-
relevant
HR Master
Data

 SAP AG 1999
9.11

 For users of the SAP System to work with user-specific or workplace-related menus, they have to
be assigned to an activity group (user role) by means of the profile generator.
 The activity groups of Travel Management shown above are pregenerated in the standard system and
can be copied and modified. This applies for the following activity groups:
 Traveler SAP_FI_TV_TRAVELER_AG
 Travel Assistant SAP_FI_TV_TRAVEL_ASSISTANT_AG
 Travel Administrator SAP_FI_TV_ADMINISTRATOR_AG
 Approving Manager SAP_FI_TV_APPROVING_MANAGER_AG
 Payer of Trip Advances SAP_FI_TV_ADVANCE_PAYER_AG
 Travel System Manager SAP_FI_TV_SYSTEM_MANAGER_AG

 The role-specific menus of the activity groups are presented above. You can display the role-specific
menu in the initial screen of the R/3 System via the User menu pushbutton, if your user has been
assigned the relevant activity group.

(C) SAP AG AC275 9-11


Authorization Management: Unit Summary

You are now able to:


 Explain and maintain the authorizations for Travel
Planning

 SAP AG 1999
9.12

(C) SAP AG AC275 9-12


Reporting

Contents:
 Travel Planning Information System
 Tools (Query)
 Connection with BW: See Appendix

10  SAP AG 1999

(C) SAP AG AC275 10-1


Reporting: Unit Objectives

At the conclusion of this course, you will be able to:

 Carry out reporting of services booked with


Travel Planning

 SAP AG 1999
10.2

(C) SAP AG AC275 10-2


Course Overview Diagram

 Course Overview
 Overview of Travel Planning
 Entry and Approval of
Travel Requests and Plans
 Integration of Travel Planning -
Travel Expenses
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Reporting
 Conclusion

 SAP AG 1999
10.3

(C) SAP AG AC275 10-3


Reporting: Business Scenario

 The company wants to create reports regarding, for


example, type, number, costs, and location of
booked flights, hotels, and car rentals on a regular
basis.
 It needs this information on the one hand as a
control instrument and on the other as an
enhancement of its negotiating position with travel
service providers.

 SAP AG 1999
10.4

(C) SAP AG AC275 10-4


What Reporting Possibilities are Provided in Travel
Planning?

Reports by Provider
-> What business volumes are achieved
using which hotel chains / car rental
companies?

Geographical Reports
 What contingents are required for
locations/regions/countries (across
all providers)?

An analysis of this data


strengthens the negotiating basis
for talks with service providers

 SAP AG 1999
10.5

 The main job of the Reporting tool in Travel Planning is to support the travel manager of an
enterprise carry out his or her strategic tasks. These include, for example:
 Determining/planning requirements and procuring travel services
 Negotiating with service providers and drawing up special conditions
 Analyzing booking and settlement data relevant to management
 Working out in-house travel policy
 Organizing internal, trip-specific processes and booking types
 Monitoring efficiency
 Predefined queries and reports are available in the R/3 System for this. The connection to the
Business Information Warehouse (BW) also enables the data to be reported in the BW System.
 You can also call the Travel Management queries and reports from the Manager's Desktop of HR
Personnel Management.
For more information about the Manager's Desktop functions, see Help -> SAP Library -> Human
Resources -> Personnel Management -> Manager‘s Desktop.

(C) SAP AG AC275 10-5


Travel Planning Information System

> 6 Travel Management


> 6 Travel planning
> 6 Information system
> 6 Flights
Hierarchical Overview of Flights by Airlines
Overview of flights by airlines
Overview of flights by locations
Ticket Information for Flights
> 6 Hotels
Business Volume with Hotel Chains, Hierarchical
Business Volume with Hotel Chains
Business Volume by Hotel Location
> 6 Car Rental
Business Volume with Car Rental Companies
Business Volume by Rental Locations
> 6 Global Reports
Overview of Planned Trips
Tools
 SAP AG 1999
10.6

 You will find the predefined reports and queries for SAP Travel Planning in the SAP Easy Access
Menu under
 Accounting -> Financial Accounting -> Travel Management -> Travel planning -> Information
system
or
 Information systems -> Accounting -> Financial Accounting -> Travel Management -> Travel
Planning
 The predefined reports for Travel Planning in the standard delivery system are almost all queries.
Only the Hierarchical Overview of Flights by Airlines and the Business Volume with Hotel Chains,
Hierarchical are ABAP reports.

(C) SAP AG AC275 10-6


Travel Management Queries
> Information system
< Flights
< Hotels
< Car rentals
< Global reports
Tools

User

User group (SAPQUERY/FT)

Functional area (/SAPQUERY/FITV)

Logical DB
PTRVP
Query

 SAP AG 1999
10.7

 The functional area /SAPQUERY/FITV is delivered based on the Travel Management logical
database PTRVP. This functional area includes both Travel Expenses and Travel Planning. A
functional area collates the table fields and, for example, the long texts for key fields and work fields
that are relevant for reporting.
 The user group /SAPQUERY/FT contains the queries defined in the functional area delivered by
SAP (in the global query area, as cross-client objects).
 You can call the query transaction for the special Travel Management user group via the menu
option Tools. You can create your own, customer-specific queries here.
 By transporting the functional area and the user group to the standard area you can also create
queries that are only available in one client.
 For more information on creating SAP queries, see Help -> SAP Library -> Human Resources ->
Reporting in Human Resources Management -> HR Reporting Tools -> BC - SAP Query and the
QuickViewer.

(C) SAP AG AC275 10-7


Query Output Lists

"Flights by locations" query


Define statistic
Field No Srt De Su ... % Len Text
Flight dep.loc.(cde) 1 1 4 E
Definition
Dep. location flight 2 25 E
of query
No.of Flights (add.field ...) 3 E 8
Airline (code) E
Flight cabin class E
... ...

Statistics: "No.of flights by departure location"


From Departure location Number Proportion
in %
CPH Copenhagen 1 5,6 %
Output FRA Frankfurt 9 50,0 %
of query HAM Hamburg 1 5,6 %
(statistics) MUC Munich 2 11,1 %
MXP Milan, Malpensa 1 5,6 %
NAP Naples 1 5,6 %
... ... ... ...

 SAP AG 1999
10.8

 The output of a query can consist of several lists:


 a basic list
 several statistics
 several ranked lists
The query "Flights by location" (see above) is thus made up of the statistics "Number of flights by
departure location", "Number of flights by arrival location" and "Number of flights by city pairs".
 A basic list can be compiled from the functional area fields using the graphical Query Painter.
 You define a statistic by specifying the sequence and sorting of the fields that are to be output.
 For a ranked list you specify the sequence of the fields and a numerical field as criteria.
 When the query is executed all records that match the selection options are output in the basic list
individually and used to calculate the statistics and ranked lists.

(C) SAP AG AC275 10-8


Reporting: Unit Summary

You are now able to:


 Carry out reporting of services booked with
Travel Planning

 SAP AG 1999
10.9

(C) SAP AG AC275 10-9


Conclusion

 Course Overview
 Overview
 Entry and Approval of
Travel Requests and Plans
 RFC Destination and Travel Planning
Master Data
 Structure of Enterprise-Specific
Travel Policy
 Reproduction of Agreements with
Travel Service Providers
 Dialog and Planning Control
 Authorization Management
 Conclusion

11  SAP AG 1999

(C) SAP AG AC275 11-1


Course Objectives

You are now able to:


 Describe all essential business processes involved in
requesting a trip, choosing and booking travel services
online and the relevant approval processes. The course
offers an opportunity to get practical experience in
using these actions in the SAP System.
 Define how the processing of trips in your company
and cooperation with travel agencies can be made
more efficient by using Travel Planning.
 See how Travel Planning applies your company's travel
policiy as well as enterprise-specific rates, discounts
and data from providers' customer programs when
travel services are booked.

 SAP AG 1999
11.2

(C) SAP AG AC275 11-2


Recommended Follow-up Activities

 Go through the exercises using IDES data or your own data


 Read on-line documentation
 Read IMG documentation
 Read release notes

 SAP AG 1999
11.3

(C) SAP AG AC275 11-3


Appendix

Contents:
 Country-Specific information:
 Deutsche Bahn (German Railroad)
 Additional slides covering the following topics:
 Connection of Travel Planning to the
Business Information Warehouse (BW)
 Integration of Travel Planning and Travel Expenses
 System Landscape: Decoupling via ALE
(Application Link Enabling)
 Glossary

12  SAP AG 2001

(C) SAP AG AC275 12-1


Special Feature for Germany:
Connection with Deutsche Bahn

 For Germany, a connection with the information and reservation


system of the Deutsche Bahn AG (German Railway) is available,
allowing you to request and book DB train connections

 In the same way as for flights, hotels, and car rentals, you can start
this query from the planning manager.

 W hen making a reservation, settings can be specified to take the


following into consideration:

 Personal preferences

 Bahncards

 Major customer tickets of companies

 SAP AG 2001
12.2

 For more information on the connection with Deutsche Bahn (German railroad company), see the
SAP Library under Financials -> Accounting (AC) -> Travel Management -> Travel Planning ->
Entry scenarios for Travel Planning -> Planning Manager -> Selection of Transportation and
Accommodations -> Deutsche Bahn (German railroad company).
 You create employee specific preferences and additional data in the master data under infotype 0474
(Train preferences).

(C) SAP AG AC275 12-2


SAP BW provides ...

Powerful analysis of information


- innovative, intuitive user interface
- powerful OLAP analysis functions
- for all user types

Comprehensive Business Content


- information models, reports and
extractors
- metadata repository
- company comparison value

End-to-end data warehousing solutions


- extraction of R/3 data and external data
- fully automated
R/3 Sonst. - central control

 SAP AG 1999
12.3

 The SAP Business Information Warehouse allows you to analyze data from operation R/3
applications or any other business applications (even data from external sources, such as databases,
online services and the Internet).
 SAP Business Information Warehouse supports Online Analytical Processing (OLAP) and is, due to
its structure, particularly suitable for processing large volumes of operational and historical data.
 The Business Content function is optimized for core areas and processes and allows you to analyze
the relationships in every area of your company.

(C) SAP AG AC275 12-3


Business Information Warehouse Architecture

Business
Business 3rd
3rd party
party OLAP
OLAP
Explorer
Explorer client
client

BAPI

OLAP
OLAPProcessor
Processor Business
Metadata Data- Information
Repository base Warehouse
Administrator Staging
Staging Engine
Engine Server
Workbench
BAPI

R/3 File R/2 Legacy Provider SAP BW

 SAP AG 1999
12.4

 Another, more powerful, way of reporting the data from Travel Management is to use the SAP data
warehouse, the Business Information Warehouse (BW).
 Using this type of reporting the data can, if necessary, be extracted from several R/3 systems into a
special BW System. There it is stored in an optimum form for reporting. Reporting can then be
carried out efficiently and flexibly using an analytical processor.
 Further advantages are:
 a faster reporting run can be guaranteed via BW
 the data from different source systems is available in BW for reporting via a single interface

 Business Content for Travel Management


 Business Warehouse reporting is available for Travel Management from BW Release 2.0A.
 The extraction of data from the R/3 System is supported beginning with R/3 Release 4.5B.

(C) SAP AG AC275 12-4


BW Business Content for Travel Managers

Travel Planning Travel


Expenses
 Travel expenses:  Travel expenses:
Planning data InfoSources Totals and receipts
 Planning data  Trip totals and
receipts

 Flight bookings  Overview of


InfoCubes travel expenses
 Car rental
bookings  Number of trips

 Hotel bookings  Travel expense


receipts

Workbooks
+ Queries

 SAP AG 1999
12.5

 Source data from SAP Travel Planning:


 InfoSource Travel Expenses: Planning Data
Transaction data from travel plans created using SAP Travel Planning. The data that matches the
settings in the extractor is transferred to BW Business Content (in other words, if no filter has been
set in the extractor all available data is transferred).
 The following is an example of one of the predefined queries:
 Query Flight Bookings:
This query displays all the flight bookings made using the the SAP application component Travel
Planning via the connected reservation system. The number of flights booked for each departure
location is displayed, whereby you can also include the airline, date of departure and arrival
location of the flight.
You can also delimit the report to:
- Display by quarter
- Display by calendar year
You can use this query to answer the following questions:
- Which airlines do our travelers prefer to use?
- Which cabin classes are booked most frequently?
- Which are the routes flown most frequently by our travelers?
- Can these specifications be used to negotiate special major customer rates?

(C) SAP AG AC275 12-5


Business Explorer - Execute Query
- Flights.xls
File Edit View Insert Format Tools Data Window ?

Flight Bookings
Key date
Status of data
Airline
Departure location
Flight arrival
location
Dep.location (cntry)
Arr.location (cntry)
Cabin class
CalYear/Quarter

Cabin Class Airline/Calendar Year No.of Bookings No.of Bookings No.of Bookings
Total

Result

Result
Total Result

 SAP AG 1999
12.6

 You can use the Business Explorer to call queries in BW. The query is reproduced in a special Excel
form using macros. In the upper area are the user-defined characteristics that you can use to filter or
expand the data.
 The lower area is the results area. Here the data is displayed according to the filter or expansion
criteria you used in the upper area.

(C) SAP AG AC275 12-6


Travel Management as a Decoupled System

 Required releases statuses for the interfaces

Travel
Master data Booking
3.1G Replication 4.5A AC interface1
via ALE all File transfer1,2

Reimbursement, 4.0A
Additional amounts

HR ACC
4.0A: Replication of master data
(Generation of vendors in ACC possible)

1 Input help (F4 help) only possible for acc.assignment object,


if this is replicated in the Travel System
2 4.0A, B: Verification of acc.assignment obj.; file transfer via ALE
 SAP AG 1999
12.7

 Systems with different release statuses can be linked together using Application Link Enabling
(ALE) technology. A Travel Management System can thus be run on a more recent release status
than HR or FI without the need for multiple maintenance of data.
 The release statuses shown above refer to the minimum release status required. This means, for
example, in the case of the HR master data replication, that the system must have at least release
status 3.1G. The required Infotypes from Travel Planning must then be entered in the 4.6 system. To
reimburse travel expenses or control the additional amounts one of the systems must have at least
release status 4.0A.
 For posting to FI the new AC interface can be used by both sides beginning with release 4.5A.

(C) SAP AG AC275 12-7


Administração de viagens de negócios e infra-
estrutura de sistema

SP
HR FI
1)
HR TRV
SP

HR
SP SP
HR ALE
2) FI
TRV

HR
SP SP
ALE FI
3) HR
TRV HR
SP

HR HR SP
SP SP
ALE ALE
4) HR TRV FI

 SAP AG 1999
12.8

 A Administração de viagens de negócios (TRV) pode ser usada:


1. junto com Recursos Humanos (HR) e Contabilidade financeira (FI);
2. junto com HR, porém separada de FI;
3. junto com FI, porém separada de HR;
4. separado de HR e de FI.
Dependendo da configuração selecionada, deve-se importar Support Packages (SP) ou Support
Packages de HR (HR SP) para os sistemas respectivos.

(C) SAP AG AC275 12-8


12.9Notas explicativas sobre a transparência Administração de
viagens de negócios e infra-estrutura de sistema
12.10Vantagens e desvantagens dos casos 1) a 4)

1) Administração de viagens de negócios, HR e Contabilidade em um sistema


Vantagens:
- Não é necessário distribuir:
• Dados mestre de pessoal
• Resultados de despesas de viagem para HR
• Receptores CO
.
- A validação de receptores CO é executada localmente.
- Lançamento em sincronia dos resultados de despesas de viagem em Contabilidade.
Desvantagens:
- HR, Contabilidade e Administração de viagens de negócios devem ter os mesmos status de
release.
- Não muito flexível.
- Possíveis problemas de capacidade.
2) Administração de viagens de negócios e HR estão em um sistema separado da
Contabilidade
Vantagens:
- Não há necessidade de distribuição de resultados de despesas de viagens em Recursos
humanos.
- Administração de viagens de negócios e Contabilidade podem ter status de release
diferentes.
- Sistemas de Contabilidade existentes podem ser ligados.
Desvantagens:
- Validação remota de receptores CO em Contabilidade mediante ALE.
- Para entradas possíveis corretas de receptores CO, esses devem ser replicados no Sistema
de administração de viagens de negócios.
- Para criar automaticamente registros mestre de fornecedor relativos a pessoa, os dados
mestre de pessoal (infotipos 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105) devem ser
replicados no Sistema de contabilidade por meio de ALE.
- Lançamento assíncrono dos resultados de liquidação de despesas de viagem em
Contabilidade por meio de ALE. Para garantir o lançamento com sucesso em
Contabilidade, o ciclo de lançamentos deve ser validado antes que seja transferido.
3) Administração de viagens de negócios e Contabilidade estão em um sistema separado
de HR.
Vantagens:
- Não há necessidade de distribuição de receptores CO.
- Receptores CO validados localmente.
- Cálculo das folhas de pagamento e Administração de viagens de negócios podem ter
diferentes status de release.
- Lançamento síncrono de resultados de liquidação de despesas de viagem em Contabilidade.
Neste caso, os recibos com erros podem ser descartados do ciclo de lançamentos.
(C) SAP AG AC275 12-9
Desvantagens:
- Os dados mestre de pessoal (infotipos 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105)
devem ser replicados por meio de ALE.
- Os resultados de despesas de viagem para Cálculo das folhas de pagamento devem ser
replicados por meio de ALE.
- Tanto os Support Packages quanto os Support Packages de HR devem ser importados
para o Sistema de administração de viagens de negócios/Contabilidade.

(C) SAP AG AC275 12-10


12.10.24) Administração de viagens de negócios, Contabilidade e HR estão em
sistemas separados.
Vantagens:
- Cálculo das folhas de pagamento, Administração de viagens de negócios e Contabilidade
podem ter status de release diferentes.
- Oferece flexibilidade máxima.
- Sistemas de Contabilidade e HR existentes podem ser ligados.
Desvantagens:
- Os dados mestre de pessoal (infotipos 0000, 0001, 0002, 0003, 0006, 0009, 0017, 0105)
devem ser replicados no Sistema de administração de viagens de negócios por meio de
ALE.
- Para criar automaticamente registros mestre de fornecedor relativos a pessoa em
Contabilidade, os dados mestre de pessoal (infotipos 0000, 0001, 0002, 0003, 0006, 0009,
0017, 0105) devem ser replicados no Sistema de contabilidade por meio de ALE.
- Os resultados de despesas de viagem para Cálculo das folhas de pagamento devem ser
replicados por meio de ALE.
- Validação remota de receptores CO.
- Para entradas possíveis corretas de receptores CO, esses devem ser replicados no Sistema
de administração de viagens de negócios.
- Lançamento assíncrono dos resultados de liquidação de despesas de viagem em
Contabilidade por meio de ALE. Para garantir o lançamento com sucesso em
Contabilidade, o ciclo de lançamentos deve ser validado antes que seja transferido.

(C) SAP AG AC275 12-11


12.11GLOSSARY
12.12Action
Series of Infotypes that are added, changed, partially or completely deleted or delimited in the HR System, for the
reason specified (hiring, change in cost center, leaving, and so on).
The sequence of the Infotypes that are edited using these actions is defined in the HR System.

12.13Business trip
A change of location, including trip to and from an employee's home and regular place of work due to a
temporary professional task performed by the employee.

12.14Class rule
An enterprise-specific rule that controls the selection of travel services per employee
A class rule defines service classes (such as room classes or flight cabin classes) per travel service category that
can be chosen by an employee depending on duration.

12.15Country-subdividing region
Partial area of a country in which several IATA locations contained in it are grouped.
Country-subdividing regions are R/3-specific and, unlike IATA locations, user definable. They are used as
restrictive criteria for determining company-specific trip rules for the corresponding transportation and
accommodations types.

12.16Cross-country region
Combination of several countries and their IATA locations.
Cross-country regions are R/3-specific and, unlike IATA locations, user definable. They are used as restrictive
criteria for determining company-specific trip rules for the corresponding transportation and accommodations
types.

12.17Customer program
Travel service provider's offer program with special travel conditions.
Customer programs are agreements based on certain criteria, such as, for example, the frequency or volume of the
travel services, that a company becomes from a provider.
In the flight sector the most common customer programs are Frequent Flyer Programs, that offer more favorable
conditions for frequent flyers, such as the Lufthansa Miles & More Program.

12.18Document (Financial Accounting)


Proof of a business transaction. A distinction is made between original documents and data processing (DP)
documents:
• Original documents include incoming invoices, bank statements and carbon copies of outgoing invoices.
• DP documents include accounting, sample and recurring entry documents. Whereas the accounting document
is a representation of the original document in the system, sample and recurring entry documents are merely
templates to simplify entry of accounting transactions.

12.19Employee trip
An employee's business trip.
An employee trip includes the change of location to and from another location due to a temporary external
activity.
Example:
Employee: Chris Miller
Trip duration: from 01.03.1999 10 am to 01.05.1999 10.15 pm
Main destination: ABC AG, Hamburg, Germany
Trip type statutory: Business trip
Travel expenses reimbursement type: accommodations - single
(C) SAP AG AC275 12-12
meals - per diem
travel costs - flat rate
Distance traveled: 678 kms

12.20Feature
Objects in the system that determine certain values by querying different personnel and data structure fields
within an enterprise.
The values are "return values" or "results". They are used to determine defaults and control certain system
processes.
In this way, features improve system flexibility.
The most important types of features are those that:
• determine default values
• control system processes
• determine how lists are displayed in reporting

12.21IATA location
A location that has been registered by the IATA (International Air Transport Association) and assigned an IATA
code.
IATA locations serve as the basis for flight, hotel and car rental reservations and represent the smallest
geographical unit in SAP Travel Planning. An IATA location can, for example, be a city, and/or an airport or a
train station.

12.22Information type (= Infotype)


A quantity of data grouped according to their contents.
In the Human Resources component the aim is to be able to process person-related data according to business
requirements in an effective structure.
From a technical point-of-view Infotypes reflect in their data structure a collection of related data records that can
be identified by a four-character code (for example, Infotype Addresses (0006)).
So that employee data can be analyzed with relation to the past, Infotypes can be stored time-dependently.
For the user Infotypes appear as entry masks, using which he or she can maintain the Infotype records. You can
maintain Infotypes individually or using fast entry.
You have the following possibilities for processing Infotype records:
• Create
• Change
• Copy
• Delimit
• Delete

(C) SAP AG AC275 12-13


12.23Passenger Name Record (PNR)
The booking code of the global reservation system AMADEUS connected to SAP Travel Planning.
The PNR transfers information about the relevant time and location data for the transportation or overnight stay
service to the travel center or affected provider. In the PNR additional information about the traveler or special
service requests can also be included.
One PNR is created for each travel plan in R/3 Travel Planning.

12.24Receipt
Original document (such as a hotel receipt) used by travelers to enter their trip facts in the Travel Management
System.

12.25Sales office
Office or agency of a travel service provider. The sales office has access to the Amadeus System and is identified
via an office ID specified by Amadeus.

12.26Travel profile
A combination of an enterprise's travel policies as represented in the SAP System.
The travel profile helps to control compliance with trip rules when the Travel Planning application component is
used.
It is assigned to individual employees via Infotype 0470 (Travel Profile) or via feature TRVCP.

12.27Travel policy
Rule within an enterprise for regulating business trips.

12.28Trip destination
Location (town/city & country) in which a business trip takes place.
A distinction is made between the main destination and one (or more) stopovers.

12.29Trip rule
An enterprise-specific regulation that determines the usage of a travel service category (flight, hotel or car rental)
depending on the trip destination
A trip rule can be defined, for example, saying that a certain car rental company must be chosen for all
destinations outside of Germany.

(C) SAP AG AC275 12-14

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