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SIMG_OHR0038 - Conversion of Symbolic Account to Expense Account
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In this activity, you assign symbolic accounts to expense accounts in Financial Accounting and define how employee customer/vendor accounts are assigned.
Note that you must execute this activity in the logical system for accounting.
To do this, process the following procedures (see Recommendation):
- HRT,,Travel expense postings (to expense accounts)
- HRP,,Travel expense postings (to customer/vendor/clearing account)
- HRV,,Travel expense advances with special general ledger indicator. For more information, see the documentation for posting advances with a special general ledger indicator.
For these transactions, you first have to specify the following:
- Rules for automatic posting
- Posting keys
- For transaction HRV, the special general ledger indicator also
Name space for the "General modification" field (HRT, HRP, and HRV)
Symbolic accounts are assigned to the expense accounts in the HRT procedure using a three-character account field and the account number of the expense account.
The three-character account field (General modification) has a fixed structure:
- 1st position
- Always enter a 1 in the first position.
- 2nd + 3rd positions
- In these two positions, enter the two-character alphanumeric key for the symbolic account.
Offsetting entries
The offsetting entry for the posting to the expense accounts (transaction HRT) or for posting to the credit side with special G/L indicator (transaction HRV) is made using the HRP procedure to one of the following accounts:
- Employee customer/vendor account
- Clearing account (G/L account)
Offsetting postings to clearing accounts are not possible using transaction HRV. HRV has to post to either the credit side or the debit side, which means that HRP does too.
Offsetting posting to a clearing account (HRP only)
A clearing account must have been created in Financial Accounting/General Ledger.
| General modification | Account |
|---|---|
| 1RR | xxxxxx |
For xxxxxx, enter the clearing account that has already been created.
Offsetting entry to an employee customer/vendor account
In Personnel Administration, employee master data is stored under a personnel number. To enable a connection to be established between an employee's personnel number and the employee customer/vendor account in Financial Accounting, you have to enter the personnel number in the master data for the employee customer/vendor account (company code data, account management). If you set up employee customer/vendor accounts using the report RPRAPA00, the personnel number is entered automatically.
Determination of the employee customer/vendor account in the HRP and HRV procedure is carried out via a BAPI that is controlled by search help on the employee customer/vendor accounts. For the search via the elementary search help P (for personnel number) and via BAPI to be possible, the following entry must exist in the HRP and HRV procedure:
- The employee is treated as a vendor.
| General modification | Account |
|---|---|
| 1RR | *KP |
- The account name has the following meaning:
| Position | Entry | Meaning |
|---|---|---|
| 1 | * | Search is carried out via search help. |
| 2 | K | Search is carried out for vendors. |
| 3 | P | Elementary search helpP on |
| 'Personnel Number' field |
Important for upgrades from Release 3.0D or earlier
The search via elementary search help P is only available as of Release 3.0D. If Travel Management was already used in your production system before 3.0D, SAP still recommends the following entries in theHRP procedure depending on whether the employee is treated as a vendor or a customer.
- The employee is treated as a vendor.
| General modification | Account |
|---|---|
| 1RR | *KK |
- The account name has the following meaning:
| Position | Entry | Meaning |
|---|---|---|
| 1 | * | Search is carried out via search help. |
| 2 | K | Search is carried out for vendors. |
| 3 | K | Elementary search help K on |
| 'Search Term' field |
- The employee is treated as a customer.
| General modification | Account |
|---|---|
| 1RR | *DD |
- The account name has the following meaning:
| Position | Entry | Meaning |
|---|---|---|
| 1 | * | Search is carried out via search help. |
| 2 | D | Search is carried out for customers. |
| 3 | D | Elementary search help D |
Caution: The vendor master records must have a standard structure with regard to the personnel numbers entered.
Vendor master records in which personnel numbers are stored in the sort field (standard until 3.0D) and vendor master records in which personnel numbers are stored in the Personnel Number field (possible as of Release 3.0D) must not exist simultaneously, since only ONE elementary search help can be defined in procedure HRP for the personnel number search in vendor master records.
SAP recommends the following settings for transactions HRT and HRP/HRV:
- Rules for automatic posting
- The predefined accounts are:
| Independent of | Debit/Credit |
| Dependent on | General modification |
- Posting key
- Posting key for expense accounts (HRT procedure):
- Posting key debit : 40
- Posting key credit: 50
- Posting key, if employee is treated as a customer (HRP procedure):
- Posting key debit: 01
- Posting key credit: 11
- Posting key, if employee is treated as a customer (HRP procedure):
- Posting key debit: 21
- Posting key credit: 31
- Posting key, if offsetting entry is made to a clearing account (HRP procedure):
- Posting key debit: 40
- Posting key credit: 50
- If transaction HRP posts to the credit side, transaction HRV also has to post to the credit side; if transaction HRP posts to the debit side, transaction HRV also has to post to the debit side.
- Credit side: Posting key debit: 29 / credit 39
- Debit side: Posting key debit: 09 / credit 19
- Accounts
- Transaction HRP/HRV:See Offsetting Entries above.
- Procedure HRT: Posting to expense account:
For active integration with Controlling, you also have to define a cost element for the respective expense account.
- Select transaction HRP/HRV (travel expense postings: customer/vendor/clearing account).
- Enter the required chart of accounts if necessary.
- Define the rules for automatic posting.
- Define the posting keys. For transaction HRV, also define the special general ledger indicator.
- Define the account assignments.
- Select the procedure HRT (travel expense postings: expense accounts).
- Enter the required chart of accounts if necessary.
- Define the rules for automatic posting.
- Define the posting keys.
- Define the account assignments.
Caution: Special features of the country version for Mexico
Additional Customizing is required for the country version for Mexico.
Certain expense types are only deductible up to a maximum rate as company expenses. The amount that exceeds this maximum rate must be posted to an alternative account.
The current maximum rates and the alternative account (204000 Other Expenses) are already included in the standard Customizing for the Mexican country version. Account determination must, however, be customized manually.
Example: The traveler has rented a car for MXN 640. The maximum rate allowed for car rental is MXN 585. The difference of MXN 55 cannot be claimed by your company as company expenses. The difference of MXN 55 must be posted to the alternative account.
For the country version for Mexico, add the following entries for account determination in procedure HRT (travel expense postings to expense accounts):
- Enter the value 142 in the General modification field.
- Assign the account 204000 (Other Expenses) or another relevant account from your chart of accounts to this entry.
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This documentation is copyright by SAP AG.
Length: 13544 Date: 20240523 Time: 185437 sap01-206 ( 127 ms )
