Project- SarvaShrestha

Vedanta SAP ECC 6 Implementation

Configuration Document

Travel Management
Prepared by Reviewed by Date

Manu Somvanshi Ratnakar K

Subrata Banerjee

12.11.07

Polaris Consultant

Vedanta Management

Version 1.0

Jharsuguda, Orissa November 2007

_____________________________ _________________________

Vedanta Aluminium Ltd

Polaris Software Lab

Icons
Icon Meaning Caution Example Note Recommendation Syntax

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

Example text

EXAMPLE TEXT Example text <Example text>

Contents
Travel Management: Configuration Guide............................................................................................. 4 1 Purpose........................................................................................................................................... 4 2 Preparation...................................................................................................................................... 4 .2.1 Prerequisites............................................................................................................................ 4 3 Configuration................................................................................................................................... 4 .3.1 Maintaining General Settings................................................................................................... 4 3.1.1 Prerequisites for Travel Expenses.....................................................................................4 .3.1.1.1 Number Ranges....................................................................................................... 4 .3.1.1.1.1 Number Ranges for Trip Numbers....................................................................5 .3.1.1.1.2 Number Ranges for Posting Runs....................................................................6 .3.1.1.1.3 Number Ranges for Trip Transfer Documents..................................................6 .3.1.1.2 Travel Management Presettings..............................................................................7 .3.1.1.2.1 Global Settings................................................................................................. 7 .3.1.1.2.2 Enterprise-Specific Trip Type...........................................................................8 .3.1.1.2.3 Trip Activity Type (Travel Expenses Accounting).............................................9 .3.1.1.2.4 Trip Activity Types (Travel Planning)..............................................................10 .3.1.1.2.5 Travel Expense Types for Individual Receipts................................................10 .3.1.1.3 Dialog Control........................................................................................................ 11 .3.1.1.3.1 Define Schema and Individual Field Control...................................................11 .3.1.1.3.2 Default Values for the Dialog..........................................................................13 .3.1.1.3.3 Set up Field Control for Account Assignment Object via TRVCO...................14 .3.1.1.3.4 Variable Layout for Account Assignment Objects...........................................15 .3.1.1.4 Expense Control.................................................................................................... 15 .3.1.1.4.1 Posting of Paid Individual Receipts................................................................15 .3.1.1.4.2 Travel Expenses Control (Expert View)..........................................................16 .3.1.1.5 Accounting............................................................................................................. 16 .3.1.1.5.1 Assign Wage Types to Travel Expense Types for Indiv. Receipt...................16 .3.1.1.5.2 Assignment of Wage Type to Symbolic Account............................................17 .3.1.1.5.3 Conversion of Symbolic Account to Expense Account...................................19 .3.1.1.5.4 Assign Substitute Cost Center........................................................................20 .3.1.1.6 Legal Requirements...............................................................................................21 .3.1.1.6.1 Travel Flat Rates............................................................................................21 .3.1.1.6.2 Influence of Control Parameters: Accommodation.........................................22 .3.1.1.6.3 Influence of Control Parameters: Meals..........................................................22 .3.1.1.7 Integration.............................................................................................................. 23 .3.1.1.7.1 Activate Request/Plan/Expense Report in Travel Manager............................23 .3.1.1.7.2 Deactivate Integration of Travel Planning - Travel Expenses.........................24 .3.1.1.7.3 Assign Trip Activity Types...............................................................................24

SAP AG

Page 3 of 25

Travel Management: Configuration Guide

1 Purpose
This configuration guide provides the information you need to set up the configuration of this building block manually. If you do not want to configure manually and prefer an automated installation process using the SAP Best Practices Installation Assistant and other tools, refer to the SAP Best Practices Quick Guide.

Preparation

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

In addition, you must activate the extension set for Travel Management. This makes various technical settings, including extensions to menus, the application component hierarchy, and the IMG. 1. Access the activity as follows: Transaction Code IMG Menu SPRO Activate SAP ECC Extensions

2. Confirm the message Caution: The table is cross-client by choosing Continue. 3. In the table displayed, select the checkbox in the Active column for: EA-TRV 4. Choose Save. Travel Management Extension

Configuration
Prerequisites for Travel Expenses Number Ranges

.3.1 Maintaining General Settings 3.1.1 .3.1.1.1

Polaris Software Lab Ltd.

Page 4 of 25

.3.1.1.1.1 Number Ranges for Trip Numbers Use

In this IMG activity, you define number ranges and number range intervals for assigning trip numbers. You do so for each personnel area individually. In the case of the settings you make in this activity for internal number assignment, the system automatically assigns the trip numbers within the defined interval.

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu PR10 Financial Accounting Travel Management Set Up Trip Number Ranges

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

Field name OBJECT SUBOBJECT NRRANGENR FROMNUMBER TONUMBER NRLEVEL EXTERNIND

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

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

Notes

Do not change these default values!

Polaris Software Lab Ltd.

Page 5 of 25

.3.1.1.1.2 Number Ranges for Posting Runs Use

The number ranges required for posting runs are created with a number range interval from 0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu PR12 Financial Accounting Travel Management Travel Expenses Transfer to Accounting Set Up Number Ranges for Posting Runs

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

Do not change these default values!

.3.1.1.1.3 Number Ranges for Trip Transfer Documents Use

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

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu PR11 Financial Accounting Travel Management Travel Expenses Transfer to Accounting Set Up Number Ranges for Trip Transfer Documents

2. Field Overview NRIV (number range intervals): Field name Description User action and values Notes

Polaris Software Lab Ltd.

Page 6 of 25

OBJECT SUBOBJECT NRRANGENR FROMNUMBER TONUMBER NRLEVEL EXTERNIND

Object Name Subobject Value Number Range Number From Number To Number Current Number Int.

HRTR_PDOC TRV_POSTING_DOCS 01 0000000001 0999999999 0000000000

Do not change these default values!

.3.1.1.2

Travel Management Presettings

.3.1.1.2.1 Global Settings Use

In this IMG activity, you define the following settings: Country grouping for the wage types recorded in the expense types Trip currency in which the trip costs are reimbursed Settings for the input tax Methods for converting the receipt currencies to the trip currency

The Input tax default value for internat. receipts is set to Set acc. to trip destination. (Default value for input tax = blank)

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Define Global Settings

2. Field Overview/Data Record Overview V_706D_B: 3. Note: No configuration change is required as this is a standard configuration. Field name MOREI MOLGA WAERSKZ Description Trip Provision Variant Country Grouping Currency Indicator User action and values 01 01 1 Notes German Accounting Germany Currency is determined from

Polaris Software Lab Ltd.

Page 7 of 25

company code WAERS HCURR Currency Settlement of Foreign Currency Receipts Input Tax With Input Tax Code Country 0% Input Tax Read Table Input Tax for International per Diems Input Tax Default Value for Internat. Receipts No Default Value for Country of Receipt Unit for Distance Exchange Rate Type Kilometers M Standard translation at average rate X Set According to Destination/Country DE V0 Germany No tax procedure X In trip currency

PAUVS MWSKZ LAND1 MWAUS READ706M

Input tax per Travel Expense Type

DEFMWSKZ

DEFLNDFR

LTEXT KURST

.3.1.1.2.2 Enterprise-Specific Trip Type Use

Within Travel Expenses, you can use the enterprise-specific trip type to classify employees trips according to enterprise-specific criteria (such as trips between plants or private stopovers). For the Best Practices scenario, only one Trip Type is defined (Blank= Business Trip).

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Data Define Enterprise-Specific Trip Types

2. Field Overview V_T706X:

Polaris Software Lab Ltd.

Page 8 of 25

Field name MOREI BEREI

Description Trip Provision Variant Trip Type: EnterpriseSpecific Name for EnterpriseSpecific Trip Type

User action and values 01

Notes

TEXT_BEREI

All Trips

3. Data Record Overview V_T706X: No. 1 MOREI 01 BEREI TEXT_BEREI All Trips

.3.1.1.2.3 Trip Activity Type (Travel Expenses Accounting) Use

Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, different trip activity types can be defined (e.g.: A = Education and training, K = Customer visit and S = Other reasons). However, for this scenario only one trip activity type is defined.

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Master Data Control Parameters for Travel Expenses Control Parameters from Trip Data Define Trip Activity Types

2. Field Overview V_T706R: Field name MOREI KZTKT TKTXT Description Trip Provision Variant Trip Activity Type Name for Trip Activity Type All Trips User action and values 01 Notes

3. Data Record Overview V_T706R: No. MOREI 01 KZTKT TKTXT All Trips

Polaris Software Lab Ltd.

Page 9 of 25

.3.1.1.2.4 Trip Activity Types (Travel Planning) Use

Since most enterprises use the reason for the trip (for example, education and training, other reasons) for evaluations, the following trip activity types have been defined: A = Education and training, K = Customer visit and S = Other reasons. So that the assignment can be made in the travel request (travel manager), these activity types were assigned to travel planning Customizing as well.

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu S_AHR_61000689 Financial Accounting Travel Management Travel Planning Trip Rules and Profiles Travel Policy Trip Activity Types Define Trip Activity Types

2. Field Overview V_TA20R: Field name ACTIVITY NAME Description Employee Group Employee Group User action and values Notes

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

.3.1.1.2.5 Travel Expense Types for Individual Receipts Use

In Travel Expenses, individual statements for travel costs are created on the basis of receipts. Each receipt is saved in the system with a travel expense type, an amount and an issue date. The travel expense type MTBZ (car rental, paid) has been added to the standard system. Travel expense types are valid for all reimbursement groups.

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Master Data Travel Expense Types Create Travel Expense Types for Individual Receipts

2. Field Overview/Data Record Overview V_T706B1:

Polaris Software Lab Ltd.

Page 10 of 25

Field name MOREI SPKZL TEXT_SPKZL BEGDA ENDDA BEART P_CTG MWSKZ NBKKL CTRLREC PR04O PR04X REWIZ PREXP PREXC

Description Trip Provision Variant Travel Expense Type

User action and values 01 MTBZ Rental Car, Paid

Notes

Start Date End Date Travel Expense Category Provider Category Tax Code Ex.Ty.Permissibility Amounts are Usage Pos. In Weekly Rep. Receipt Wizard Private Exp.Type Priv. Exp. Type Paid

01/01/1997 12/31/9999 S C V1 123456789 2 Paid by Company In business trip and in weekly report M Line of expense type in weekly report Allow Wizard for this Expense Type Other Car Rental Company domestic input tax 16%

.3.1.1.3

Dialog Control

.3.1.1.3.1 Define Schema and Individual Field Control Use

Trip schemas enable you to simplify travel expense data entry for users in your enterprise. Specific input templates are available for each trip schema. Certain fields are either hidden, or preset with specific values. In order to define the screen control and default values accordingly, the trip schema WV (trip between plants) has been created especially for the enterprise-specific trip type W (trip between plants). Special features of schema WV (trip between plants): The following fields are hidden: Trip Activity Type, Per-Diem Accounting for Meals, Per-Diem Accounting for Accommodations. The Trip Type: Enterprise-Specific field is visible, and is preset with the default value W / Trip between plants. This field is not ready for input.

Procedure
1. Access the activity using the following navigation options: Transaction Code SPRO

Polaris Software Lab Ltd.

Page 11 of 25

IMG Menu

Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Define Schema and Individual Field Control

2. Field Overview/Data Record Overview T706T: Field name SPRAS MOREI SCHEM STEXT Description Language Key Trip Provision Variant Trip Schema Name for Trip Schema User action and values
DE 01 01, 99, PL, SP, VS Business Trip, Travel Calendar, Travel Planning, Weekly Report, Trip Advances

Notes

3. Field Overview/Data Record Overview T706S: Field name MOREI SCHEM NUMRV INAUS ANKUN EINME STEXT RLAND RGION KZREA BEREI KZTKT MSGID MSGNO VERPF UEPKZ ADDR_DEST D1600 KFZVE Description Trip Provision Variant Trip Schema Number Assignment for Trip Number Domestic/International Domestic Departure Multiday Trip Overlapping Trips Allowed Trip Country Trip Country/Trip Country Group/Trip Region Trip Type: Statutory Trip Type: EnterpriseSpecific Trip Activity Type Application Area System Message Number Per-Diem Meals Checkbox Set Per-Diem for Accomodations Checkbox Set Enter Addresses for Destinations Additional Destinations Trip Segments X X X Business Trip All Trips All Trips DE Germany Germany X User action and values 01 01 I B Internal number assignment No Distinction Suppressed Notes

Polaris Software Lab Ltd.

Page 12 of 25

Field name ADDR_Mileage COMPUTE_DIST D1500 D9999 D1950 D1709 D1700 D1702 D1701 D1703 D1960 D1310 ADDINFO_KM D1400 FRUEH ESBON D1400_UNTER

Description Enter Addresses for Legs of Trips Calculate Distance Advances User Data of Trip History of Trip Cost Assignment Overview Costs Assignment Entire Trip Cost Assignment Stopover Cost Assignment Indiv.Receipt Cost Assignment Miles/Kms Additional Info Entire Trip Additional Receipt Info Additional Trip Segment Information Deductions Deductions Deduction Breakfast Deduction Meal Coupon Deduction Accommodations

User action and values

Notes

X X X X X X X X X

.3.1.1.3.2 Default Values for the Dialog Use

This IMG activity for Travel Management enables you to save a default value for the vehicle type for per-diem and flat-rate settlements. This default value is independent of the trip schema.

Procedure
1. Access the activity using the following navigation options: Transaction Code SPRO

Polaris Software Lab Ltd.

Page 13 of 25

IMG Menu

Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Store Default Values for Dialog

2. Field Overview/Data Record Overview Field name MOREI KZPMF FZTXT Description Trip Provision Variant Vehicle Type Description Car User action and values 01 Blank Notes

.3.1.1.3.3 Set up Field Control for Account Assignment Object via TRVCO Use
In the travel expenses accounting dialog, it is possible to record a cost assignment specification for the complete trip, additional destinations (stopovers), trip segment distribution, or any receipts. The user can do this, either using the entry area Alternative cost assignment in the travel expenses dialog, or function enhanced cost assignments The feature TRVCO, whose return value is used as a variable key for screen layout of the account assignment object, is available for this purpose.

Procedure
Access the activity using the following navigation options: Transaction Code IMG Menu SPRO or PE03 Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control Dialog Control Set Up Field Control for Account Assignment Object via TRVCO

The assignment to the parameter takes place using the return value MOLGA:

Change PView to Table Maintenance to see the feature like it is described below. Variable Argument 000010 000020 000030 000040 000050 000060 01 01 01 01 BP 01 ** ** D D D & & & & Operations MOLGA TRVUG " USER-PARAMETER 'TRV'? TRVCO=USERGROUP_01, TRVCO=USERGROUP_BP, TRVCO=, TRVCO=,

Polaris Software Lab Ltd.

Page 14 of 25

.3.1.1.3.4 Variable Layout for Account Assignment Objects Use

In the dialog for travel expense data entry, you can enter a cost assignment specification for trips, stopovers or receipts. At present, only cost centers should be entered as additional account assignment objects.

Procedure
Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control ->Dialog Control Set Up Variable Layout for Account Assignment Objects

Changes are not necessary and not recommended.

.3.1.1.4

Expense Control

.3.1.1.4.1 Posting of Paid Individual Receipts Use

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

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control Travel Expenses Control Define Posting of Paid Individual Receipts

2. Field Overview/Data Record Overview V_T702N_K: Field name MOREI R01 Description Trip Provision Variant Posting of Receipts Paid by Company User action and values 01 Paid receipts are not posted Notes

Polaris Software Lab Ltd.

Page 15 of 25

.3.1.1.4.2 Travel Expenses Control (Expert View) Use

In this IMG activity, you can edit the matrix of accounting rules. The settings have been paid for the standard DE solution as per the screen print below.

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Dialog and Travel Expenses Control Travel Expenses Control Travel Expenses Control (Expert View)

2. Field Overview/Data Record Overview V_T702N_A: Accounting Control in Expert View: German Accounting Receipt settlemen t Meals settlemen t Accomm od. Settlm. Travel cost settlm. Other settlm. Pub. Sector settlm. 1 2 3 4 5 6 7 8 9 0 0 0 1 0 0 0 0 1 0 0 1 2 3 4 5 6 7 8 9 0 0 0 0 0 0 0 0 0 0 0 1 2 3 4 5 6 7 8 9 0 0 0 0 0 0 0 0 0 0 0

0 2 0 0 0 0 0 1 1 1

1 0 0 0 0 0 1 2 1 2

0 0 0 0 0 0 0 0 0 0

2 2 0 0 0 0 0 1 1 1

1 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0

0 2 0 0 2 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0

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

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

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

.3.1.1.5

Accounting

.3.1.1.5.1 Assign Wage Types to Travel Expense Types for Indiv. Receipt Use
The results from Travel Expenses are recorded on the basis of wage types in the table ROT. This means that you must record a wage type for the tax-exempt part of the settlement amount for each travel expense type. In the case of travel expense types for per diems, you must record a wage type for both the taxexempt and taxable part (additional amounts). The relevant input tax indicators are determined by the turnover tax law. The standard settings correspond to current terms and conditions.

Polaris Software Lab Ltd.

Page 16 of 25

The travel expense type MTBZ (car rental, paid) differs from the standard and has been assigned the SAP standard wage type MJ63 (Trip trav.costs comp.paid).

Prerequisites
Travel expense types have been created.

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Integration of Travel Management and Payroll Wage Types Assign Wage Types to Travel Expense Types for Indiv. Receipts

2. Field Overview/Data Record Overview V_T706B4: Field name MOREI SPKZL PAYOT ENDDA BEGDA LGARL LGARH LGARP Description Trip Provision Variant Travel Expense Type Service Provider End Date Start Date First Wage Type Second Wage Type Third Wage Type 99991231 19970101 MJ63 User action and values 01 MTBZ Notes

.3.1.1.5.2 Assignment of Wage Type to Symbolic Account Use

Travel Management enables you to structure the interface to Financial Accounting flexibly using the so-called initial account assignment. The initial account assignment determines the posting accounts and controls the accounts side (debits/credits). For this process, you assign the following data to each wage type that you assigned in the travel expense types for individual receipts and per diems: A symbolic account expenses, a symbolic account for offsetting entry, and if necessary, a second symbolic account clearing (especially in the case of paid receipts). Since the standard wage type MJ63 has been assigned to the additional travel expense type MTBZ, and there is already a suitable symbolic account for this wage type in the standard system, it is not necessary to make any new entries here.

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

Polaris Software Lab Ltd.

Page 17 of 25

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Integration of Travel Management and Payroll Wage Types Define Assignment of Wage Type to Symbolic Account

2. Field Overview V_T706K: Field name MOREI LGART USERS ENDDA BEGDA KONT1 Description Trip Provision Variant Wage Type Variable Key End Date Start Date Symbolic Account Assignment Symbolic Account Assignment Name for Trip Provision Variant Indicator for Posting with Special G/L Indicator Symbolic Account Assignment for Trip Costs Account Assignment Type Account Assignment Type Indicator for Setting of Master Company Code 31.12.9999 01.01.1997 User action and values 01 Notes

KONT2

TEXT_MOREI

SHBKZ

RRKO1

KOART1

KOART2

BUKST

Polaris Software Lab Ltd.

Page 18 of 25

.3.1.1.5.3 Conversion of Symbolic Account to Expense Account Use

The incurred trip costs are posted to different expense accounts, dependent on their travel expense type. The standard chart of accounts is 0001. The offsetting entry is made in the employees customer/vendor account that is linked to their personnel number. No provision is made for posting to clearing accounts. The travel expense type MTBZ (car rental, paid) differs from the standard. It has been assigned using the symbolic account 130 to the following expense account: Trip costs transport and airfare (recpts/flat rate).

Prerequisites
The appropriate G/L accounts have been created in the standard chart of accounts 0001 (U06_Core_FI).

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Transfer to Accounting Conversion of Symbolic Account to Expense Account

2. Field Overview/Data Record Overview T030: Field name KTOPL KTOSL BWMOD KOMOK BKLAS KONTS KONTH Description Chart of Accounts Transaction Key Valuation Grouping Code General Modification Valuation Class G/L Account Number G/L Account Number 610010, 610020 - 610090 610070 110 - 160 User action and values 0001 HRT Notes

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

Polaris Software Lab Ltd.

Page 19 of 25

4. Field Overview T030R: Field name KTOPL KTOSL XKOMO XBWMO XBKLA XDIKO Description Chart of Accounts Transaction Key Account Modification Valuation Modification Valuation Class Debit/Credit User action and values Notes

.3.1.1.5.4 Assign Substitute Cost Center Use

In the dialog for travel expense data entry, you can enter a cost assignment specification for trips, stopovers or receipts. At present, only cost centers should be entered as additional account assignment objects. The transfer report enables you to substitute non-postable CO objects with the cost center that is currently valid in Travel Privileges (infotype 0017). If this cost center is not postable either, the system substitutes the original CO object with a substitute cost center from table TKA3G. The system documents all substitutions in the trip transfer documents in the posting run. This means you can reassign these substitutions manually at a later stage. To ensure that a warning and not an error message is issued when the account assignment is checked, the cost center 1104 has been defined in table TKA3G. When you create the posting run, ensure the Replace incorrect CO object field is active.

Prerequisites
Cost centers have been created (BB30_CostProfitCenter).

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Payroll Payroll Germany Posting to Accounting Activities in AC System Assign Substitute Cost Centers

2. Field Overview/Data Record Overview TKA3G: Field name BUKRS GSBER KOSTL Description Company Code Business Area Cost Center User action and values BP01 0001 0000001104 Notes

Polaris Software Lab Ltd.

Page 20 of 25

.3.1.1.6

Legal Requirements

.3.1.1.6.1 Travel Flat Rates Use

The reimbursement amounts for business trips are in line with tax regulations. An alternative travel flat rate is reimbursed for trips between plants (enterprise-specific trip type W). Separate expenses records have been created for the enterprise-specific trip type W. You can enter the alternative amounts for the flat rates in the maintenance view V_T706F (accessible using transaction SM31).

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Trip Reimbursement Amounts Reimburs. Amounts Travel Costs Define Flat Rates for Travel Costs

2. Field Overview V_T706F: Field name MOREI KZPMF PKWKL KZNZA Description Trip Provision Variant Vehicle Type Vehicle Class Reimbursement Group for Travel Costs/Additional Flat Rate Period Parameter Miles/Kms Limit Trip Country/Trip Country Group Trip Region Trip Type: Statutory Trip Type: EnterpriseSpecific Trip Activity Type End Date Start Date Currency User action and values 01 Notes

PEKEZ KMGRE LAND1

RGION KZREA BEREI

KZTKT ENDDA BEGDA WAERS

Polaris Software Lab Ltd.

Page 21 of 25

BETFZ BETFA BETKU

Tax-Free Amount (IRS) Reimbursement Amount Customer Amount

.3.1.1.6.2 Influence of Control Parameters: Accommodation Use

Since the defined enterprise-specific trip types and trip activity types do not influence the reimbursement amounts, they are not considered when you access the related Customizing table (T706U).

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts for Accommodations Define Influence of Control Parameters: Accommodations

2. Field Overview/Data Record Overview V_T702N_G: Field name MOREI U08 U09 U10 Description Trip Provision Variant Trip Type: Statutory KZREA Trip Activity Type KZTXT Reimbursement Group M/A Statutory ERKLA Reimbursement Group M/A Enterprise-Specific ERGRU 0 User action and values 01 Notes

U11

.3.1.1.6.3 Influence of Control Parameters: Meals Use

Since the defined enterprise-specific trip types and trip activity types do not influence the reimbursement amounts, they are not considered when you access the related Customizing table (T706V).

Polaris Software Lab Ltd.

Page 22 of 25

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Travel Expenses Trip Reimbursement Amounts Reimbursement Amounts for Meals Define Influence of Control Parameters: Meals

2. Field Overview/Data Record Overview V_T702N_C: Field name MOREI V08 V09 V10 Description Trip Provision Variant Statutory Trip Type Trip Activity Type Reimbursement Group M/A Statutory Reimbursement Group M/A EnterpriseSpecific 0 User action and values 01 Notes

V11

.3.1.1.7

Integration

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

In order to use the Travel Manager (transaction TRIP) for inputting travel expenses, you must activate the components for editing travel requests and travel expense reports.

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Integration of Travel Planning and Travel Expenses Settings for Travel Manager Activate Request/Plan/Expense Report in Travel Manager

2. Field Overview/Data Record Overview V_T702N_O: Field name MOREI Description Trip Provision Variant User action and values 01 Notes

Polaris Software Lab Ltd.

Page 23 of 25

R14 R15 R16

Edit Travel Requests, Edit Travel Plans, Edit Travel Expense Reports,

checked checked checked

.3.1.1.7.2 Deactivate Integration of Travel Planning - Travel Expenses Use

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

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SPRO Financial Accounting Travel Management Integration of Travel Planning and Travel Expenses Activate Integration: Travel Planning - Travel Expenses

2. Field Overview/Data Record Overview: Field name MOREI INTPL Description Trip Provision Variant Integration of Travel Planning User action and values 01 Deselect the checkbox Notes

.3.1.1.7.3 Assign Trip Activity Types Use

The integration of travel planning with travel expenses covers all entry transactions of both, as well as basic settings for the travel manager (transaction TRIP). For the trip provision variant, only the following components of the travel manager (transaction TRIP) are active: Create travel request Create travel expense

The assignment trip schema travel plan type is required for the transfer of the travel request into travel expenses. The following entries were made for trip provision variant 01:

Polaris Software Lab Ltd.

Page 24 of 25

Procedure
1. Access the activity using the following navigation options: Transaction Code IMG Menu SM30 Financial Accounting Travel Management Integration of Travel Planning and Travel Expenses Assign Trip Activity Types

2. Field Overview V_TA22B: Field name MOREI PLANART KZTKT SCHEM KZTKT_TE RTP_NAME Description Trip Provision Variant Domestic/International Trip Activity Type Trip Schema Trip Activity Type Name of Trip Activity Type User action and values 01 Notes

Polaris Software Lab Ltd.

Page 25 of 25