Travel Expenses Transfer to Financial Accounting Applies to: Travel Management in ERP 6.0. For more information, visit the Enterprise Resource Planning homepage. Summary This article explains the procedure of transferring the travel expenses from Travel Management to Financial Accounting and the configuration required in Travel Management and also the Master data requirements in Financial Accounting. Author: Srinivas Vannepaga Company: Accenture Created on: 07 December 2010 Author Bio Srinivas Vannepaga is a SAP Certified Finance Consultant and a Post Graduate of Business Management with Finance stream, presently working as a part of FICO team for Accenture. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 1 Travel Expenses Transfer to Financial Accounting Table of Contents Business Case .................................................................................................................................................... 3 Procedure ........................................................................................................................................................... 4 Step1: Set up number Ranges for Posting Runs ............................................................................................ 4 Step 2: Set up Number Ranges for Trip Transfer Documents ........................................................................ 5 Step 3: Define Wage Types ............................................................................................................................ 6 Step 4: Define Assignment of Wage Type to Symbolic Accounts .................................................................. 7 Step 5: Conversion of Symbolic Account to Expense Account ...................................................................... 8 Step 6: Assign the Personal (HR Master Number) in Employee Vendor Master. .......................................... 9 Testing…........................................................................................................................................................... 10 Create a travel expense report through transaction TRIP/PR05 .................................................................. 10 Travel Expense Report Approval .................................................................................................................. 12 Settle the trip ................................................................................................................................................. 13 Create Posting Run ....................................................................................................................................... 14 Manage Posting Run..................................................................................................................................... 16 Display the Document in FI through transaction FB03. ................................................................................ 17 Related Content ................................................................................................................................................ 18 Disclaimer and Liability Notice .......................................................................................................................... 19 SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 2 Travel Expenses Transfer to Financial Accounting Business Case After the trip has been taken, the traveler (employee) completes his/her travel expense report including all required data, receipts and documents. The system checks and applies all company specifications stored in configuration. After submission of the travel expense report, the report goes to the supervisor for approval if not to the T&E Admin clerk for further processing. Once the Trip is approved it can be settled in Travel Management, as per the specifications in Trip Provision Variant and the trip expense results can be derived. Basing on the assignment of wage types to symbolic accounts and conversion of symbolic accounts to expense accounts, the travel expense results are transferred to financial accounting and then to Controlling area. Also the Personal Number (HR master Number) should be assigned in the Employee vendor masters in financial accounting. Assumption is that other configuration in Travel Management, HR Master in HRM and Vendor Master in Financial Accounting has already been done. The following diagram depicts the Transfer Process in Travel Management SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 3 Travel Expenses Transfer to Financial Accounting Procedure Step1: Set up number Ranges for Posting Runs Here the Number ranges will be defined for posting runs. The run type is TR. This can be done by transaction code PR12 or by the below IMG path. Financial Accounting (New)  Travel ManagementTravel Expenses  Transfer to Accounting  Set up number ranges for Posting Runs Give the Run type TR and click on maintain Intervals ranges as shown below and save. SAP COMMUNITY NETWORK © 2010 SAP AG and maintain the number SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 4 Travel Expenses Transfer to Financial Accounting Step 2: Set up Number Ranges for Trip Transfer Documents Here the Number ranges will be defined for Trip Transfer Documents into Financial Accounting. The travel expenses are transferred to Financial Accounting from Financial accounting the results are transferred to Controlling. Hence there should not be overlapping number ranges in Travel Management and Cost center, either it can be a master cost center or the alternative cost center entered in the transaction from Controlling Area. This transaction can be executed by the code PR11 or by the below path Financial Accounting (New)  Travel ManagementTravel Expenses  Transfer to Accounting  Set up number ranges for Posting Runs Click on maintain interval and maintain the number ranges as shown below and save. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 5 Travel Expenses Transfer to Financial Accounting Step 3: Define Wage Types Here we define the wage types for the specific country. Already standard wage types have been delivered, if needed additional wage types can be defined by the transaction OH11 or from the below IMG path. Financial Accounting (New)  Travel ManagementIntegration of Travel Management and Payroll Wage Types  Create Wage types Catalog Select Copy radio button and Press enter. Enter/select the country USA and press enter. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 6 Travel Expenses Transfer to Financial Accounting Select a standard wage type in Original wage type and enter your wage type on custom and press , you can test before production copy by flagging Test run. Wage type is copied. Like this all wage types required can be copied specific to country. Step 4: Define Assignment of Wage Type to Symbolic Accounts Here we assign the Wage types to symbolic accounts. Financial Accounting (New)  Travel ManagementTravel Expenses  Transfer to Accounting  Define Assignment of Wage Type to Symbolic Accounts. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 7 Travel Expenses Transfer to Financial Accounting Enter your Trip Provision variant and press enter. Select new entries and assign the created wage type 1012 to a 2 digit numeric number which will be used later in account determination. + is used for Debit and – used for credit. Like this all the wage types can be assigned to Symbolic accounts. Step 5: Conversion of Symbolic Account to Expense Account Here we assign the Actual General Leger Accounts to Symbolic accounts. All Symbolic Accounts will be prefixed with 1 to get the general modifiers in Automatic Account determination. This can be executed by the transaction code PRT3 or from the below path. Financial Accounting (New)  Travel ManagementTravel Expenses  Transfer to Accounting  Conversion of symbolic Account to Expense account. Double click on Trip Costs postings, expense accounts – HRT and enter your chart of accounts and Press enter. Enter GL accounts as shown below. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 8 Travel Expenses Transfer to Financial Accounting Double click on Customer/Vendor Trip costs posting – HRP and enter the Vendor account as shown below. Step 6: Assign the Personal (HR Master Number) in Employee Vendor Master. In this step we assign the employee number in accounting info tab of company code data. The transaction codes are XK01/XK02 AccountingFinancial Accounting  Accounts PayableMaster Data  Create/Change Assign the personnel number in as shown above. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 9 Travel Expenses Transfer to Financial Accounting Testing Create a travel expense report through transaction TRIP/PR05 SAP Menu  Accounting  Financial AccountingTravel Management Travel Manager - TRIP Enter the personal number 9 and press enter. Click on Create Travel Expense Report…With Ref. and supply all the details required as shown below and save. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 10 Travel Expenses Transfer to Financial Accounting Now the Travel expense report is got created. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 11 Travel Expenses Transfer to Financial Accounting Travel Expense Report Approval If a supervisor is assigned then this expense report will go to supervisor for approval. The expense report can be approved in the transaction PRAP or by the below path. SAP Menu  Accounting  Financial AccountingTravel Management Travel Expenses Periodic Processing  Approve Trips - PRAP Enter the personal number 9 and Trip number 151 and execute. Select the Name and press approval SAP COMMUNITY NETWORK © 2010 SAP AG . SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 12 Travel Expenses Transfer to Financial Accounting Now the trip is approved. Settle the trip SAP Menu  Accounting  Financial AccountingTravel Management Travel Expenses Periodic Processing  Settle Trips - PREC Supply all the required data as shown below and execute. Before production run, you can do the test run for any errors. Or else you can also settle the trip from transaction PR05. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 13 Travel Expenses Transfer to Financial Accounting Enter the Settlement period and press enter. Create Posting Run SAP Menu  Accounting  Financial AccountingTravel Management Travel Expenses Periodic Processing  Transfer to Accounting  Create Posting Run – PRFI Enter all the required parameters as shown below. It can also be done a test run before production to avoid the errors. You will get the following message. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 14 Travel Expenses Transfer to Financial Accounting SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 15 Travel Expenses Transfer to Financial Accounting Manage Posting Run SAP Menu  Accounting  Financial AccountingTravel Management Travel Expenses Periodic Processing  Transfer to Accounting  Manage Posting Run – PRRW Execute Select the Posting Run 27 and select Post. Select Post Immediately and come back to the original screen and press on Run 27 to view the FICO documents. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 16 Travel Expenses Transfer to Financial Accounting Press on FI/CO Documents. Display the Document in FI through transaction FB03. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 17 Travel Expenses Transfer to Financial Accounting Related Content http://help.sap.com/saphelp_erp60_sp/helpdata/en/73/6bf037f1d6b302e10000009b38f889/frameset.htm For more information, visit the Enterprise Resource Planning homepage SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 18 Travel Expenses Transfer to Financial Accounting Disclaimer and Liability Notice This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document. SAP COMMUNITY NETWORK © 2010 SAP AG SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 19