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FIN_TRAVEL_4: Business Function Travel Management 4 (New) ( RELNFI-TV_606_TRV_M )

FIN_TRAVEL_4: Business Function Travel Management 4 (New) ( RELNFI-TV_606_TRV_M )

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FIN_TRAVEL_4: Business Function Travel Management 4 (New)

Use

The business function Travel Management 4 (FIN_TRAVEL_4) is available as of SAP enhancement package 6 for SAP ECC 6.0 (EA-HRGxx 606), Enterprise Extension Travel Management Extension (EA-TRV 606). This business function encompasses the new and extended functions of the Travel Management (FI-TV) component described below.

Unless specified otherwise, the new functions are available in SAP GUI and in the Web Dynpro ABAP-based user interface.

Save Expense Report as Draft Without Check

This function is available in the Web Dynpro ABAP-based user interface only.

You can configure the Save Draft button in the expense report in such a way that the system does not carry out any expense report checks. This function has the advantage that users can, at any time, quickly save an expense report in process.

Expense reports saved without checks are assigned the Draft settlement status. Expense reports with this status are subject to certain restrictions, for example, you cannot display or further process these expense reports in SAP GUI.

To further process (for example, approve or settle) expense reports in Draft status, these must first be saved in the Web Dynpro ABAP-based expense report in the Check and Send step to ensure that all checks have been run and that there is a state of consistency.

You activate this function using the SWC entry in the HR feature for travel expense parameters (TRVPA). You can edit this HR feature in the Customizing activity Set Up Feature TRVPA for Travel Expenses Parameters. When doing so, refer to the "System Administration" section.

Enhancements to the Receipt Buffer and Receipt Overview

Integrating Receipts from Mobile Devices

You can integrate receipts from mobile devices into the expense report so that the system displays these in the receipt buffer. Receipts from mobile devices are documents (such as a photographed taxi receipt) that are stored in the optical archive via ArchiveLink, and that include at least the following information:

  • Expense Type
  • Amount
  • Currency
  • Date

Users can add receipts from mobile devices to their expense reports from the receipt buffer and also link these to other receipts (see below).

Before you can integrate receipts from mobile devices, you must be using an optical archive with ArchiveLink and have made the following entries in Customizing for ArchiveLink:

  • In the Customizing activity Edit Document Types, you add an entry with document type HRITRV_MOB.
  • In the Customizing activity Edit Links, you link this document type to the business objects BUS2089 and BUS2089B, your content repository, and a link table.

Adding Attachments to Receipts

Users can add files to individual receipts as attachments. The system archives these files that were added as attachments in the optical archive via ArchiveLink.

Before you can add attachments, you must be using an optical archive with ArchiveLink and have made the following entries in Customizing for ArchiveLink:

  • In the Customizing activity Edit Document Types, you add an entry with document type HRITRV_UPL.
  • In the Customizing activity Edit Links, you link this document type to the business objects BUS2089 and BUS2089B, your content repository, and a link table.

Displaying Attachments in the Receipt Overview

In the receipt overview, the new Attachments column indicates whether one or more attachments are assigned to a receipt. An attachment is either a receipt from an mobile device or was added as an attachment.

Users can display attachments from the receipt overview by choosing the button or the link in the Attachments column, and can add attachments.

Linked Receipts

In the receipt overview, users can link multiple receipts to one receipt. More specifically, a linked receipt can contain the following:

  • Travel plan document
  • Credit card receipt
  • One or more receipts from mobile devices
  • One or more receipts created manually

If the individual receipts have different values for the same characteristics (for example, different dates), the system uses the values from the credit card receipt. If no credit card receipt exists, the system uses the values from one of the receipts from the mobile devices (the receipt added first). If there are also no receipts from mobile devices, the system uses the values from the travel plan document.

Users can separate the linked receipts in the receipt overview. This also applies to receipts that the system has linked automatically. When you separate the receipts, the system restores the original receipts. Additions or changes made manually are lost in this case.

Using and Linking Receipts from the Receipt Buffer

When you open the receipt buffer (credit card buffer) in SAP GUI or open the receipt entry screen in the Web Dynpro ABAP-based expense report, the system checks whether at least two of the following receipts match:

  • Credit card receipt from the receipt buffer
  • One or more receipts from mobile devices from the receipt buffer
  • Travel plan document from the expense report

The receipts must fall within the trip duration and all of the following entries must match:

  • Expense Type
  • Amount
  • Currency
  • Date

The system takes all the matching receipts from the receipt buffer and links all matching receipts automatically in a receipt. Alternatively, the system opens a dialog box that prompts the users to decide which matching receipts are to be linked by the system.

You control this function using the RBA entry in the HR feature for travel expense parameters (TRVPA). You can edit this HR feature in the Customizing activity Set Up Feature TRVPA for Travel Expenses Parameters. When doing so, refer to the "System Administration" section.

Default Values for the Reasons in the Cost Comparison

You can define default values for the reason that users must specify if the travel expense report or expense report exceeds the maximum values defined for the cost comparison.

If you have defined at least one default value for the reason, the input field for the reason contains a selection list of the default values, from which users have to select one value as a reason. You can evaluate these reasons in the trip statistics.

For more information, see Activate Cost Comparisons.

New Functions in U.S. Settlement According to M&IE

Optimized Processing of Per Diems

In U.S. expense reports according to the Meals and Incidental Expenses (M&IE) method, you can reduce the effort required to maintain the per diem rates by using the significantly reduced set of regions from the U.S. General Services Administration (GSA). In the Customizing activity Import US Per Diems/Flat Rates from Internet, you can import the GSA data into the SAP system. Using the Business Add-In BAdI: Optimize GSA File, you can edit the GSA data (for example, add entries) before importing it into the SAP system. When you then import the per diems, the system imports only those data records for the regions specified in the GSA data, which may have been modified by the BAdI.

Reimbursement for First and Last Days of Multiday Trip

In U.S. expense reports according to the M&IE settlement method, you can specify for the first and last days of multiday trips what proportion of the full meals per diems is to be reimbursed. You enter the tax-free portion as specified by law and the portion that your company is to reimburse. You can also specify a separate portion that you use, for example, to determine the reimbursement amounts for the customer billing document; this specification is not used in the standard system.

To specify the portions, you use the travel expense report constants FD_FA, FD_FZ, FD_KU, LD_FA, LD_FZ, and LD_KU, which you create in the Customizing activity Check Travel Expense Constants.

You can also use the method CHANGE_T706V_VALUES of the Business Add-In BAdI: Change Reimbursement Amounts to overwrite the per diem reimbursement amounts calculated by the system for an expense report.

Enhancements to Credit Card Clearing Interface

New File Formats of Credit Card Companies

The expense report (including the travel expense report) supports the standard CCD format as well as the specific file formats of the following credit card companies:

  • MasterCard, file format MasterCard CDF 3
  • Visa, file format VISA VCF 4
  • American Express, file format AMEX GL1025

To import the credit card files with specific file formats, you require specific programs. You can find these on the SAP Easy Access screen under Accounting -> Financial Accounting -> Travel Management -> Travel Expenses -> Tools -> Credit Card Data -> Import Credit Card File for Each Company.

You can use the following Business Add-Ins to control how credit card files of the following formats are imported:

The credit card files with specific file formats use merchant category codes to classify the type of transactions. In the following Customizing activities, you define the merchant category codes and assign these to the transaction keys (and thus implicitly to expense types):

Credit card files in the VISA VCF4 file format can contain additional blocks with detailed information about individual travel services, such as rental cars or flights. To enable these to be evaluated by the import program, you have to assign the detailed information to the transaction keys and transaction categories in the Customizing activity Assign VCF4 Detailed Information and Transaction Keys.

To import credit card files in the AMEX GL1025 file format, you have to define the account types for the American Express credit card company in the Customizing activity Define Account Types for American Express (AMEX) and specify, for each account type, whether the transaction is to be paid by your company or by the traveler.

For more information, see Settings for Specific File Formats.

New Fields for Additional Receipt Information

The following fields were added to the additional receipt information to include additional information from specific file formats of the credit card companies:

  • Departure (IATA code for the airport) - this field is also filled when an expense report is created, if the system uses a flight booking from the travel plan.
  • Arrival (IATA code for the airport) - this field is also filled when an expense report is created, if the system uses a flight booking from the travel plan.
  • Airline
  • Flight Cabin Class
  • Ticket Number
  • Odometer Mileage
  • Address of the provider:
  • Name

  • Street

  • City

  • District (U.S. County)

  • Country

  • Postal Code

  • Telephone Number

When credit card files with specific file formats are imported, the SAP system imports the data from the corresponding fields of the credit card files, provided these are specified.

The new fields for the additional receipt information are also available for user entries.

In the Customizing activity Field Control for Additional Receipt Information, you can specify which fields the system shows or hides in the additional receipt information and which fields the user is required to fill.

Handling Equivalent Fields for VAT Refund

When credit card receipts are transferred from the receipt buffer, the SAP system also fills the fields (address of provider, except for telephone number and district or U.S. county) for the VAT refund in the VAT details, provided that the following prerequisites are met.

When an expense report is saved, the system checks whether the data specified for the refund of value added tax matches the address data for the provider in the additional receipt information. If this is not the case, the system issues a warning message.

Reverse Charge Mechanism for Credit Card Transaction (CCD Format Only)

The reverse charge mechanism is a VAT-based rule that determines, in specific cases, that the customer is liable to pay VAT and not the provider. In the expense report, this rule can apply to domestic services provided by a company located in a foreign country, for example, when a domestic flight is offered by an airline based abroad.

The standard format for credit card files (CCD format) contains the following new fields for handling credit card transactions that are to be settled according to the reverse charge mechanism:

  • Reverse charge indicator
  • Reverse charge country (the country in which the product was purchased or the service was provided)

For more information about the extended CCD format, see SAP Service Marketplace at http://service.sap.com/tm -> Travel Management in Detail -> Credit Card Clearing -> Credit Card Clearing Data Structures (>= ERP6.0 as of 01/11)

The system evaluates these fields when it adds a credit card transaction from the credit card buffer to the expense report. If the reverse charge indicator and reverse charge country are selected and specified respectively in a credit card transaction, the system sets the tax code that you have set in one of the following Customizing activities, in the resulting receipt:

  • If the service was provided domestically (in the home country of the trip provision variant used), the system uses the tax code that is entered in the VAT Code Reverse Charge field for the trip provision variant and expense type in the Customizing activity Create Travel Expense Types for Individual Receipts.

You can set the VAT Code Reverse Charge indicator only if the Input Tax per Travel Expense Type is defined for the affected trip provision variants in the Customizing activity Define Global Settings.

This function can also be used in earlier releases by means of support packages.

Effects on Existing Data

You can continue to use your existing data without any restrictions.

Effects on Data Transfer

Effects on System Administration

HR Feature TRVPA

The HR feature for travel expense parameters (TRVPA) has the following new entries:

  • SWC
You can use this entry to activate the function for saving an expense report as a draft without checks in the Web Dynpro ABAP-based expense report.
  • RBA
Using this entry, you can activate the new functions of the receipt buffer and the receipt overview in the transactions of the travel expense report in SAP GUI and in the Web Dynpro ABAP-based expense report. You can also specify that the system is to automatically link matching receipts from the receipt buffer to the travel plan document.

The updated feature documentation is available in the standard client (client 000). However, it is client specific and language dependent, which means it is not automatically available in the other clients. You can update the documentation in the other clients manually or by maintaining the HR documentation (transaction PDSY).

Changed Roles

Changed standard roles are available in SAP enhancement package 6 for SAP ECC 6.0 (EA-HRGXX 606), independently of this business function. For more information, see the release note for Changed Roles in Travel Management.

Effects on Customizing

To activate the function for saving an expense report as a draft without checks, carry out the Customizing activity Set Up Feature TRVPA for Travel Expenses Parameters (entry SWC).

To activate the new functions for the receipt buffer and receipt overview, carry out the Customizing activity Set Up Feature TRVPA for Travel Expenses Parameters (entry RBA).

To integrate receipts from mobile devices or allow files as attachments for individual receipts, carry out the following Customizing activities:

To define the default values for reasons in the cost comparison, carry out the following Customizing activities:

To optimize how per diems are processed in U.S. settlement according to the M&IE method, carry out the following Customizing activities:

To specify the amounts/values for per diem reimbursement of the first and last days of multiday trips in U.S. settlement according to the M&IE method, carry out the Customizing activity Check Travel Expense Constants.

To overwrite the reimbursement amounts for an expense report in U.S. settlement according to the M&IE method, implement the Business Add-In BAdI: Change Reimbursement Amounts.

To use the new interfaces for credit card clearing, carry out the following Customizing activities:

To hide or display the new fields for additional receipt information, carry out the Customizing activity Field Control for Additional Receipt Information.

To use the reverse charge mechanism for credit card transactions in CCD files, carry out the following Customizing activities:

Further Information

SAP Library for SAP ERP on SAP Help Portal at http://help.sap.com/erp -> SAP ERP Enhancement Packages -> ERP Central Component Enhancement Package 6 -> Business Functions -> Business Functions in SAP ERP -> Enterprise Business Functions -> Accounting -> Travel Management






Fill RESBD Structure from EBP Component Structure   Addresses (Business Address Services)  
This documentation is copyright by SAP AG.

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