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SIMG_OHR0361 - Set Up Reference Texts for Additional Information

SIMG_OHR0361 - Set Up Reference Texts for Additional Information

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When entering a trip in the data entry transactions of Travel Expenses, the processor can or must enter certain additional information.

This depends mainly on the Customizing settings in the section on Travel Expenses dialog control. In order to specify the content of this additional info for the processors, you can set up reference texts in this activity that are displayed in the Text editor field during trip data entry and can be completed or modified by the person processing.

You can create reference texts for following types of usage:

  • Aditional trip information
  • Additional receipt information
  • Additional mileage informationen(for the individual segments)
  • Reason for private vehicle(German Public Sector only)

Reference texts that you create for usage as Reason for private vehicle are only visible for those employees whose personnel numbers are assigned to a trip provision variant for Public Sector.

For additional receipt information you can differentiate also according to travel expense type; for additional information for mileage distribution reference texts can be differentiated according to vehicle type.

To set up reference texts, in this Customizing activity you create an entry with the name of the proposal text. Directly after you have created the name of the text you can call the text editor: in the activity you can branch off to the transaction for maintenance of standard texts [SO10], edit the text, and then return to the IMG activity.

Via the text ID the texts can be distinguished from general texts and delimited for their special usage. The text ID for Travel Management reference texts is FITV.

The traveler invites several customers to a business dinner. The company requires that the entertainment receipt specify the name of each participant and the customer company he belongs to.

For this situation you create a reference text that is displayed to the processor automatically when he/she enters the entertainment receipt.

  1. Call the activity Set up reference texts for additional information and enter, for example, trip provision variant 01 (Germany).
  2. Choose New entriesand enter the following:
    1. Usage: 'Additional receipt information'
    2. Travel expense type: 'Entertainment'
    3. [Variable key:Leave empty - See section below Notes]
    4. Text name: 'Z_BEWIRTUNGSDETAILS'
      (Please comply with the naming conventions for standard texts: at the beginning of the text name put Y,Z for customer, J_NC for partner, A to X for SAP)
  3. Save your entries.
  4. Choose Maintain text-> Create.
  5. Create a text with the three columns: "Participant", "Company", "Reason for participating".
  6. Save the text and choose Back (F3) twice.
  7. Save your complete entries in the Names of reference texts for additional information screen.

For the reference texts to be displayed in the editor, you have to activate the respective editors depending on usage type. For this purpose, you make the following settings in Customizing for Travel Management:

Editor for Additional trip information:

  • Under Travel Expenses → Dialog and Travel Expense Control → Dialog Control → Define schema and individual field control (FITVFELD), activate the Entire trip field for all relevant trip schemas. To do so, select the respective trip schema in the tree structure on the left side. Then select the Entire trip field in the additional information column in the Activate entry masks section.
    It is not possible to specify the entry in the editor as a mandatory entry here.

Editor for Additional receipt information:

  • In the activity Define schemas and individual field control (FITVFELD), activate the Individual receipt field for all relevant trip schemas.
    To do this, select the respective trip schema in the tree structure on the left side in the activity. Then, select the Individualreceipt field in the additional information column in the Activate entrymasks section.

Editor for Additional Mileage Information:

  • In Customizing activity Define schema and individual field control(FITVFELD), activate the Mileage field for all relevant trip schemas.
    To do this, select the respective trip schema in the tree structure on the left side. Then, select the respective Mileage field in the additional information column in the Activate entry masks section.

If you want to integrate additional mileage information into the standard form, you also have to set this in the IMG for Travel Management in the settings for form structures: Travel Expenses → Dialog and Travel Expenses Control → Form Structure → Modules of Form Variants → Form Block Characteristics →

  • Create headers:
    In the standard system, the following values are set for this:
  • '13' = 'Additional mileage information'

  • 'KM' = 'Reason for private vehicle (Public Sector)

  • Specify attributes:
    In the case of trip provision variants for private industry, check that the Block suppressed field is not selected for form block '13', and, in trip provision variants for Public Sector, check that the Block suppressed field is not selected for form block '13' and not for 'KM'.

  • Remember that SAPScript texts must be transported manually and that they are client-dependent. For more information, see SAP Note 3355.

  • The Variable key field is only relevant if other values are set in a user exit before table T706_DEFAULTTEXT is read. See the F1 documentation on this field.

Therefore, create the texts for all languages used under the same key.






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