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Travel Management
Travel Management
Travel Management
SAP Travel Management is an integrated solution to handle employees trips in an
organization. It provides integrated functions such as trip planning,trip creation, trip
approval ,trip settlement , settlement of travel expenses & expense reimbursement etc.
SAP Travel Management is integrated with two important SAP module Financials (SAP
FICO) and SAP Human Capital Management (SAP HCM).
Mandatory Infotypes
Infotype Infotype Name
0001 Organizational assignment
0002 Personal data
0017 Travel Privileges
0006 Addresses
Optional Infotypes
Infotype Infotype Name
0009 Bank details
0027 Cost Distribution
0471 Flight preference
0472 Hotel preference
0473 Car rental preference
0475 Customer program
0470 Travel profile
0105 Communication
0208 Work Tax area
0315 Time Sheet Defaults
There is a standard program under Travel Management to create vendor for a personnel
number. T code is PRAA.
RPRAPA00 is a program to update HR master data vendor to process payment and update
detail in FI Module.
Vendor creation via PRAA
When create vendors through PRAA, it automatically links the employee to the vendor
master & create a vendor for each employee.
A. General settings
IMG Menu -> Financial Accounting --> Travel Management --> Travel Expenses -->
Transfer to Accounting --> Set Up Number Ranges for Posting Runs
IMG Menu -> Financial Accounting --> Travel Management --> Travel Expenses -->
Transfer to Accounting --> Set Up Number Ranges for Trip Transfer Document
D. Global Settings
I.Dialog Control
33. Assign Wage Types to Travel Expense Types for Indiv. Receipt
IMG Menu -->IMG Menu - Financial Accounting --> Travel Management --> Integration of
Travel Management and Payroll --> Wage Types --> Assign Wage Types to Travel Expense
Types for Indiv. Receipts
34.Assign Wage Types to Travel Expense Types for Per Diems/Flat Rates
IMG Menu -->Financial Accounting(New) --> Travel Management --> Integration of Travel
Management and Payroll --> Wage Types --> Assign Wage Types to Travel Expense Types
for Per Diems / Flat Rates
35.Assignment of Wage Type to Symbolic Account
IMG Menu - Financial Accounting --> Travel Management --> Integration of Travel
Management and Payroll --> Wage Types --> Define Assignment of Wage Type to Symbolic
Account
M.Transfer to Accounting
Credit card clearing is a process for adding credit card receipts in trips and transferring to
Travel Expense Accounting.
Three types of credit cards can be used:
1. Personal Corporate Credit Card with Employee Liability
2. Personal Corporate Credit Card with Corporate Liability
3. Corporate Credit Card with Corporate Liability
Credit card clearing is a process for adding credit card receipts in trips and transferring to
Travel Expense Accounting.
Three types of credit cards can be used:
1. Personal Corporate Credit Card with Employee Liability
2. Personal Corporate Credit Card with Corporate Liability
3. Corporate Credit Card with Corporate Liability
Credit card file is provided by banks in a standard format accepted by SAP. The credit card
company must provide the credit card files in one of the following formats:
· File format CCD
· File format MasterCard CDF 3 from MasterCard
· File format VISA VCF 4 from Visa
· File format AMEX GL1025 from American Express
Two credit card processing options are
1.Semi-automatic processing/standard processing
In standard processing, employee have to assign the credit card transactions to his/her
trips manually and save the trip.
2.Automatic processing
In automatic processing, system assigns credit card transactions to trips and saves the trip.
Process variant 1: Settlement of credit card charges reimbursed via employee's private bank
account
We can apply this process variant when employees use a personal corporate credit cards
with employee liability. Then he/she receives the credit card bill for their own travel
expenses and pays bill to credit card bank using his/her own personal bank account and
then company reimburse the approved travel expenses to the employee.
Example: An employee spent 425 USD for air fare (for official travel expense) and also 125
USD for private expense using personal corporate credit card.
The employee will delete the private expenses from the credit card receipt while assigning
the credit card expenses to trip. The employee then pays the total expenses 550 USD to the
credit card company.
Expense Employee vendor Credit card vendor
425 USD 425 USD 0 USD
125 USD
Process variant 2: Settlement of credit card charges reimbursed via employee's private bank
account and/or settlement using central corporate account for approved travel expenses
We can apply this process variant when employees use personal corporate credit cards with
employee liability, where employee receives the invoice from the credit card company and
company pays the approved travel expenses directly to the credit card company. The
employee will pay only any remaining private expenses directly to the credit card company,
if any.
Example: An employee spent 425 USD for air fare (for official travel expense) ,125 USD for
private expense using personal corporate credit card and 75 USD for taxi in Cash(from
his/her pocket).
The employee will reimburse the taxi fare 75 USD from company. The employee will delete
the private expenses (125 USD) from the credit card receipt while assigning the credit card
expenses to trip. The company pays the approved travel expenses (425 USD) directly to the
credit card company and employee pay the private expenses 125 USD to the credit card
company.
Expense Employee vendor Credit card vendor
425 USD 75 USD 425 USD
125 USD
75 USD
Process variant 3: Settlement of credit card for personal corporate credit card reimbursed
via a central company bank account
We can apply this process variant when employees pay his/her travel expenses using a
personal corporate credit card, for which the company receives and pays the bill.
Example: An employee spent 425 USD for air fare (for official travel expense) ,125 USD for
private expense using personal corporate credit card.
Expense Employee vendor Credit card vendor
425 USD 125 USD 550 USD
125 USD
Process variant 4: Settlement of credit card charges using a central corporate credit card
reimbursed via a central company bank account.
We can apply this process variant when a travel agent books travel expense of employees
using central travel center credit card for which the company receives and pays the bill.
Configuration steps of Credit Card Clearing (CCC) process in Travel Management.
Vendor account is required in FI for an employee to receive business trip costs. The
interface between HR & FI enables you to transfer HR master data to the FI system. After
the HR data has been transferred to FI , a program runs in the FI system that creates HR
data to create the vendor accounts. Once vendor accounts have been created, the FI system
can pay the trip expenses to the employee.
Link between personnel number and Vendor master.
There is a standard program under Travel Management to create vendor for a personnel
number.
T code is PRAA : Automatic Vendor Maintenance
RPRAPA00 is a program to update HR master data vendor to process payment and update
detail in FI Module.
When create vendors through PRAA, it automatically links the employee to the vendor
master & create a vendor for each employee.
Steps:
Result:
A.Trip Statistics
B.Travel Planning
B.1.Flight Reports
S_AHR_61016279 - Hierarchical Overview of Flights by Airline
S_AHR_61016280 - Overview of Flights by Airline
S_AHR_61016281 - Overview of Flights by Location
S_AHR_61016282 - Ticket Information for Flights
S_AHR_61000623 - Airfare Rates
S_AHR_61000645 - Airfare Discounts
S_AHR_61006686 - Define Trip Rules – Flight
S_AHR_61000601 - Define Class Rules – Flight
S_AHR_61000596 - Specify Attributes for Trip Rules – Flight
B.2.Hotel Reports
S_AHR_61016283 - Business Volume with Hotel Chains, Hierarchical
S_AHR_61016284 - Business Volume with Hotel Chains
S_AHR_61016285 - Business Volume by Hotel Location
S_AHR_61000889 - Hotel Catalog
S_AHR_61000628 - Hotel Rates
S_AHR_61000633 - Rates for Catalog Hotels
S_AHR_61000608 - Define Trip Rules – Hotel
S_AHR_61000677 - Define Class Rules – Hotel
S_AHR_61000649 - Specify Attributes for Trip Rules – Hotel
B.3.Car Rental
S_AHR_61016286 - Business Volume with Car Rental Companies
S_AHR_61016287 - Business Volume by Rental Location
S_AHR_61006700 - Car Rental Rates
S_AHR_61000681 - Define Trip Rules - Car Rental
S_AHR_61000683 - Specify Attributes for Trip Rules - Car Rental
S_AHR_61000685 - Define Class Rules - Car Rental
S_AHR_61000687 - Specify Attributes for Class Rules - Car Rental
B.4.Rail
S_PEN_05000095 - Overview of Rail Connections by City
S_P7H_77000087 - Price Information for Rail Connections
S_ALN_01000812 - Define Class Rules – Rail
S_ALN_01000813 - Specify Attributes for Class Rules - Rail