Employee Trip in SAP FICO

Definition

An employee trip is a business trip taken by an employee. A business trip is an employee’s change of location, including the trip to and from another location, due to a temporary external activity.

Use

The employee trip is used for planning, account assignments and accounting of the trip costs incurred as a result of an external activity.

Structure

An employee trip is made up of trip facts , trip costs assignment specifications, trip accounting results, a trip transfer amount and a trip status .

The trip facts are the documentary or Travel Accounting-relevant information regarding a trip.

Trip costs assignments can be specified for an employee trip or for individual trip facts.

The travel accounting results and the trip transfer amount are created by Travel Accounting from the trip facts.

The trip status represents the processing stage of a trip, which determines whether or not certain travel-specific business processes are permitted.

Integration

A business trip can be caused, for example, by Personnel Development (HR) or Shift Planning (HR). You can forward the accounting results produced by Travel Accounting for proper posting to Financial Accounting (FI) and to Payroll Accounting (HR) for tax calculation.

You can reimburse the trip transfer amounts to the employee via Financial Accounting (FI), Payroll Accounting (HR), or via data medium exchange.

You can forward the trip costs assignment specifications for internal cost accounting to Controlling (CO) or for cash budget management to Funds Management (FM).

Refer to

Trip Facts

Trip Costs Assignment Specifications

Travel Accounting

Trip Status

The Overall Process of Travel Management in SAP FICO

Purpose

With the R/3 Travel Management application component, you can perform all of the business processes involved with a business trip efficiently and reliably in one single process. The goal of this process is the complete and integrated administration of travel expenses from travel planning to correct taxation in Payroll Accounting (HR), correct posting in Financial Accounting (FI), and clearing in Controlling (CO) or Funds Management (FM) according to the allocation-by-cause principle.

Within the process, using the Travel Planning component, you can plan business trips quickly and easily, record the basic trip facts and book travel services. After the trips have been taken, using the Travel Accounting component, you can supplement the remaining trip facts, account the trip costs and transfer the accounting results to Financial Accounting, Controlling, Funds Management, and, for possible calculation of taxes, to Payroll Accounting for further processing. As a result of the integration of all of these process segments in one single process, which is extensively controlled and logged by the R/3 System, the overall processing of business trips is significantly streamlined, reducing costs.

Process Flow

The overall process can last a relatively long time, with the actual trip representing the focal point of this process. The Travel Management process can be carried out with or without integration of Travel Planning in Travel Accounting.

Travel Management with Travel Planning (components Travel Planning and Travel Accounting)	Travel Management without Travel Planning (component Travel Accounting only)
You recognize that a trip must be taken.	You recognize that a trip must be taken.
Component Travel Planning: You plan the trip in the R/3 System and record the necessary trip facts.	You plan the trip on paper and submit the trip facts to an external travel service provider (a travel agency that you have chosen). The travel agency is responsible for booking the travel services.
Component Travel Planning: You book the travel services from Travel Management via a global distribution system (currently AMADEUS). The R/3 System creates individual receipts in the trip on the basis of this booking.	Component Travel Accounting: You can then record these trip facts in the R/3 System.
External Service Provider: The travel agency that you have chosen issues the tickets.	External Service Provider: The travel agency issues the tickets.
The trip takes place.	The trip takes place.
Component Travel Accounting: You record the remaining trip facts in the R/3 System.	Component Travel Accounting: You record the remaining trip facts in the R/3 System.
The system accounts the trip.	The system accounts the trip.
You issue trip statements to the employee.	You issue trip statements to the employee.
The system transfers the accounting results to Financial Accounting, Controlling, Funds Management and, possibly, Payroll Accounting.	The system transfers the accounting results to Financial Accounting, Controlling, Funds Management and, possibly, Payroll Accounting.
The system effects payment of the transfer amounts to the employee.	The system effects payment of the transfer amounts to the employee.

The Overall Process of Travel Management with Travel Planning

Result

A single, complete record of the facts of a business trip has been made in the R/3 System. The R/3 System has accounted the trip costs incurred as a result of the trip and forwarded them for further processing in Financial Accounting, Controlling, Funds Management and, if necessary, Payroll Accounting.

Choose Travel Accounting in SAP FICO

Use

There are two options for calling Travel Accounting from the initial SAP R/3 screen.

Procedure for Financial Accounting

• Choose Accounting ® Financial accounting ® Travel management ® Accounting.

The Travel accounting screen appears.

Procedure for Human Resources

• Choose Human resources ® Travel management ® Accounting.

The Travel accounting screen appears.

Choose Travel Planning in SAP FICO

Use

There are two options for calling Travel Planning from the initial SAP R/3 screen.

For more information, see Travel Planning in the R/3 Library.

Procedure for Financial Accounting

• Choose Accounting ® Financial accounting ® Travel management ® Planning.

The Travel planning screen appears.

Procedure for Human Resources

• Choose Human resources ® Travel management ® Planning.

The Travel planning screen appears.

Change Employee Trip in SAP FICO

Use

As a rule, you have to add to the trip facts after completing a trip. As a part of the approval procedure, the expenses department or a superior may ask you to change your trip facts. Changes made to an employee trip signify changes in the trip facts. Using the Change trip function, you can modify an employee trip if you have the necessary authorization.

Integration

You can only change an employee trip by using a trip entry scenario.

Prerequisites

To change an employee trip, you need special authorization. This authorization can only be assigned through Customizing for Travel Management.

Features

Changing an employee trip includes:

• Changing trip facts that have already been recorded
• Deleting trip facts that have already been recorded
• Adding new trip facts

You can not use this function for mass processing.

Refer to

Change Trip (Travel Manager)

Change Weekly Report

Create Employee Trip in SAP FICO

Use

The main goal of Travel Management is the accounting and reimbursement of travel expenses. First, you have to record the trip facts in the R/3 System so the system can determine and calculate the trip costs. All of the trip facts for a business trip are saved in the database under an employee trip. Using the function Create employee trip, you can create a new employee trip.

Integration

You can only create an employee trip by using an entry scenario.

Prerequisites

To create an employee trip for someone, you must first maintain the personnel master data for this person. Especially, a trip costs assignment guideline must exist.

Activities

Each employee trip is uniquely defined by the personnel number and a trip number. First you enter the relevant personnel number. Depending on the system settings, either you (external number assignment) or the system (internal number assignment) assigns the trip number. Then you record the trip facts and save the employee trip. You can not use this function for mass processing.

Refer to

Entry Scenario: Create Trip

Entry Scenario: Travel Manager

Entry Scenario: Travel Calendar

Entry Scenario: Weekly Report

Entry Scenario: Trip Advance

Display Employee Trip in SAP FICO

Use

You want to view the facts of an employee trip without making any changes. Using the function Display employee trip, you can display but not change employee trips.

Integration

You can only display an employee trip by using a trip entry scenario.

Features

You can view all of the facts for an employee trip that can be entered in dialog. You can not change these trip facts. You do not have to save the employee trip to exit the function. You can not use this function for mass processing.

Refer to

Display Trip (Travel Manager)

Display Weekly Report

Copy Employee Trip in SAP FICO

Use

If you, for example, travel regularly once every two weeks to the same customer or plant, except for the trip duration, the trip facts are practically identical. Or, if a group of employees takes the same business trip, the trip facts are almost identical here, too. In such cases, it is easier to copy the employee trip. You can use this function to copy employee trips.

Integration

You can only copy an employee trip via a trip entry scenario.

Features

You can copy employee trips for a single personnel number. Using this function, it is easy to copy trips that you take repeatedly. After you have copied the employee trip, you have to adapt all trip data to correspond with the trip duration. You cannot save the employee trip in the database until you have done so. This function is intended for all organizational forms of trip facts recording.

You can copy employee trips from one personnel number to another to quickly record group trips. This function is intended for central trip facts recording.

You can not use this function for mass processing.

Refer to

Copy Trip (Travel Manager)

Print Employee Trip in SAP FICO

Use

You can view the accounting results for an employee trip in the system at any time. The system uses the standard form to display them. You can print the standard form for an employee trip using this function.

Integration

You can only print an employee trip by using a trip entry scenario.

Prerequisites

You have to approve and account the employee trip first.

Features

The function can only print employee trips that have at least the trip status "approved, accounted". Only one employee trip can be printed at a time. You can not use this function for mass processing.

Refer to

Print Trip via Travel Manager

Print Weekly Report

Employee Trip Deletion in SAP FICO

Use

Not every trip that is planned is actually taken. Nonetheless, an employee trip that was created by the system in Travel Planning, exists in the database. Under certain conditions, it is possible for you to delete such employee trips from the database using this function.

Integration

You can only delete an employee trip by using a trip entry scenario.

You can not use this function to delete employee trips that have already been posted. You can only cancel such employee trips to reverse accounting results.

Prerequisites

You can only delete employee trips that fulfill the following conditions:

• The employee trip does not contain any paid advances.
• The employee trip does not contain any paid receipts.
• The employee trip does not contain a travel plan variant that you have used to book travel services.

Features

The function deletes the current version of an employee trip in the database. In the process, the system deletes all trip facts for this version.

If you have not yet transferred an employee trip to accounting, the system deletes, in addition to all trip facts, also all travel plans and travel plan variants for this employee trip.

If you have already transferred an employee trip to accounting, the system deletes only the latest version of this employee trip. Earlier versions of the employee trip are not deleted from the database. In this way, the system guarantees that trips that have already been posted are available for revision in accordance with statutory requirements.

You can not use this function for mass processing.

Display Employee Trip Corrections in SAP FICO

Use

After you have posted an employee trip to financial accounting, you can still make changes. For quick, central reapproval, you only have to check the corrections. You can use this function to display the corrections that have been made to an employee trip.

Integration

You can only display the corrections to an employee trip via a trip entry scenario.

Features

The system displays all trip corrections. It shows you a direct comparison of the old value and the new value. Changes are only recorded as corrections if they take place after posting of accounting results. You can not use this function for mass processing.

Refer to

Display Corrections via Travel Manager

Display Corrections via Weekly Report

Simulation of Accounting of Employee Trip in SAP FICO

Use

When planning trips and checking and approving travel requests and business trips that have already been taken, it is helpful to know the travel expenses to be expected. The exact travel expenses for an employee trip can not be determined until after travel accounting has been performed. But travel accounting can not take place until after approval. To obtain an overview of the expected costs for a trip before that, you can use this function to simulate accounting of an employee trip.

Integration

You can only simulate accounting of an employee trip by using a trip entry scenario.

Features

On the basis of the trip facts, the system determines the accounting results. It displays the trip facts and the transfer amount for the employee trip via the standard form. The system does not save the accounting results in the database. You can not use this function for mass processing.

Refer to

Simulate Travel Accounting via Travel Manager

Simulate Travel Accounting via Weekly Report

Employee Trip Approval in SAP FICO

Use

The system can only account employee trips that you have approved for accounting. To approve employee trips, you have two options:

• Approval of exactly one individual trip via a
trip entry scenario
• Approval of one or more trips via
Approval

Integration

If you only want to approve one employee trip via a trip entry scenario, you can start simulation of accounting of the employee trip first. This gives you an overview of the trip costs to be expected.

Showing posts with label Employee Trip. Show all posts Employee Trip Accounting in SAP FICO

Use

The actual travel expenses for an employee trip are determined by the system in Travel Accounting. To account employee trips, you have two options:

• Accounting of exactly one individual trip via a
trip entry scenario
• Accounting of one or more trips via
travel accounting

Prerequisites

You have to approve the employee trips first.

Features

On the basis of the trip facts, the system determines the accounting results. It displays the trip facts and the transfer amount for the employee trip via the standard form. Unlike in simulated accounting of an employee trip, the system saves the accounting results that are determined in the database.