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).
Travel Management has three main sections
1.Travel Request
2.Travel Planning
3.Travel Expenses
TRAVEL MANAGEMENT INFOTYPES
Following are important infotyes in Travel Management
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
|
Travel Management Process Flow
1. Travel Request
Business needs to a trip for meeting/discussion/presentation/auditing etc.Raise a travel request ,which requires approval by manager. The manager can approve the request, send it back for corrections or reject it.
2. Travel Planning
After a travel request has been approved by manager, the traveler decide on flight ,car, hotel etc .
3. Book a trip
Create a trip using PR05 transaction from SAP or any other mobile applications or desktop applications
4. Travel Settlement
The system settles the trips.
5. Travel Expenses
After the trip is over, the traveler completes and submit all necessary data and documents such as trip receipts for accommodation, meals, air fare
Approve & release for settlement Reimbursement of trips by check, bank transfer, payroll processing .
How to create a expense trip & Vendor Payment process ?
1.Create a expense trip
T codes for trip creation are PR04 & PR05.Employee can use expenses types such as air fare, hotel , parking charge , meals to book his/her expenses.
Steps:
Go to PR05 Tcode , enter pers No & click create
After clicking the create button , a screen will appear to enter trip details such as trip start date, trip end date ,reason , country.
Enter the cost assignment of entire trip field as Cost center
1.Create a expense trip
T codes for trip creation are PR04 & PR05.Employee can use expenses types such as air fare, hotel , parking charge , meals to book his/her expenses.
Steps:
Go to PR05 Tcode , enter pers No & click create
After clicking the create button , a screen will appear to enter trip details such as trip start date, trip end date ,reason , country.
Enter the cost assignment of entire trip field as Cost center
In the receipt tab select the expense types
After entering the expenses details and amount , click on enter button , then you will get another screen asking for description, business purpose, service provider etc
After press OK, the expense document attachment screen will appear. Select the document type & upload the trip expense receipt , which will be verified by an auditor .
Press Ok & save the trip .A unique trip number will be created for each trip. Now the status of the trip in approval column is Trip Completed.
2.Trip Approval
After submitting the trip it will go to manager for approval & once its approved . Now the status of the trip in approval column is Trip Approved.
3. Trip Settlement
After approval the trip goes to settlement department for settlement. After settlement the trip status in settlement column is changed to “Settled” from “To Be Settled”.
After settlement is completed , the company needs to pay to employee for his/her expenses occurred during the trip. For this an employee vendor needs to be created for each employee through Tcodes XK01 or PRAA.
4.Expense Posting/Trip Posting
After creation of a vendor & link the vendor to an employee the trip can be posted.
Go to tcode PRFI
5.Posting of Posting Run
Go to T code PRRW for posting of the FI Document
Enter the post number & execute.
Then select the posting run number & press the Post button.
The FI document is posted & entries are transferred to FI .A document no: will be created
6.Vendor Payment
T code F110 is for payment to vendor .The vendor account(employee) will be credited with the trip expense amount ( eg INR : 1000).
After entering the expenses details and amount , click on enter button , then you will get another screen asking for description, business purpose, service provider etc
After press OK, the expense document attachment screen will appear. Select the document type & upload the trip expense receipt , which will be verified by an auditor .
Press Ok & save the trip .A unique trip number will be created for each trip. Now the status of the trip in approval column is Trip Completed.
2.Trip Approval
After submitting the trip it will go to manager for approval & once its approved . Now the status of the trip in approval column is Trip Approved.
3. Trip Settlement
After approval the trip goes to settlement department for settlement. After settlement the trip status in settlement column is changed to “Settled” from “To Be Settled”.
After settlement is completed , the company needs to pay to employee for his/her expenses occurred during the trip. For this an employee vendor needs to be created for each employee through Tcodes XK01 or PRAA.
4.Expense Posting/Trip Posting
After creation of a vendor & link the vendor to an employee the trip can be posted.
Go to tcode PRFI
5.Posting of Posting Run
Go to T code PRRW for posting of the FI Document
Enter the post number & execute.
Then select the posting run number & press the Post button.
The FI document is posted & entries are transferred to FI .A document no: will be created
6.Vendor Payment
T code F110 is for payment to vendor .The vendor account(employee) will be credited with the trip expense amount ( eg INR : 1000).