Company Name
Travel Management Configuration Guide
Company Travel Management (Basic
Setting)
Content
Purpose .................................................................................................................................. 2
1 Preparation ..................................................................................................................... 2
1.1 Prerequisites ............................................................................................................ 2
2 Configuration .................................................................................................................. 4
2.1 Maintaining General Settings ................................................................................... 4
2.1.1
Number Ranges .............................................................................................. 4
2.1.1.1
Number Ranges for Trip Numbers.......................................................... 4
2.1.1.2
Number Ranges for Posting Runs .......................................................... 8
2.1.1.2.1 Number Ranges for Trip Transfer Documents ................................ 10
2.1.2
Travel Management Presetting ..................................................................... 12
2.1.2.1
Define/Delete/Restore Trip Provision Variants ..................................... 12
2.1.2.2
Assign Organizational Areas to TPA via Feature TRVCT .................... 14
2.1.2.3
Global Settings...................................................................................... 19
2.1.3
Control Parameters from Travel Privileges ................................................... 22
2.1.3.1
Statutory M/A Reimbursement Groups ................................................. 22
2.1.3.2
Enterprise-Specific M/A Reimbursement Groups ................................. 23
2.1.3.3
Employee Grouping for Travel Expense Types .................................... 24
2.1.3.4
Employee Grouping for Travel Management ........................................ 26
2.1.3.5
Vehicle Types ....................................................................................... 27
2.1.3.6
Reimbursement Groups for Travel Costs ............................................. 29
2.1.3.7
Vehicle Classes .................................................................................... 30
2.1.4
Control Parameters from Trip Data ............................................................... 31
2.1.4.1
Define Trip Areas .................................................................................. 31
2.1.4.2
Define Statutory Trip Types .................................................................. 33
2.1.4.3
Enterprise-Specific Trip Type ............................................................... 35
2.1.4.4
Trip Activity Type (Travel Expenses Accounting) ................................. 37
Page 1 of 38
Company Name
Travel Management Configuration Guide
Travel: Configuration Guide
Purpose
This configuration guide provides the information you need to set up the configuration of the
Travel management system for sample client GIS. We have kept the scenarios simple and basic
for better understanding. It further helps us to comprehend the entire process in sequential and
logical manner in order to replicate the client Travel Management requirements into SAP
system.
1
Preparation
1.1 Prerequisites
Access the activity as follows:
IMG Menu
Activate SAP ECC Extensions / Activate Business
Function
Transaction Code
S_S6B_86000007
Transaction Code
SFW5
Each of the above paths will take you to same following screen.
Page 2 of 38
Company Name
Travel Management Configuration Guide
Activate the Business functions in order to maintain basic functional setting for Travel Management
Press continue
In the table displayed, select the checkbox in the Active column for:
EA-TRV
Page 3 of 38
Travel Management Extension
Company Name
Travel Management Configuration Guide
Choose Save.
2
Configuration
2.1 Maintaining General Settings
2.1.1 Number Ranges
2.1.1.1
Number Ranges for Trip Numbers
In this IMG activity, we define number ranges and number range intervals for assigning trip
numbers. We do so for each personnel area individually. In the case of the settings we make in
this activity for internal number assignment, the system automatically assigns the trip numbers
within the defined interval.
Procedure
1. Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Set Up Trip Number
Ranges
Transaction Code
PR10
We will get to the following screen
Enter personnel area ‘GIS2’ of the company GIS and process as follows;
Page 4 of 38
Company Name
Travel Management Configuration Guide
Click on interval and add the following values
Field Overview/Data Record Overview NRIV (number range intervals):
Field Name
Description
User Action and Values
OBJECT
Object Name
Trip number
SUBOBJECT
Sub object Value
GIS2
NRRANGENR
Number Range
Number
01
FROMNUMBER
From Number
00 00 00 00 01
TONUMBER
To Number
099 99 99999
NRLEVEL
Current Number
0000000000
EXTERNIND
Int.
Field name
Description
User action and values
OBJECT
Object Name
RP_REINR
SUBOBJECT
Sub object
Value
GIS2
NRRANGENR
Number Range
Number
02
FROMNUMBER
From Number
1000000001
TONUMBER
To Number
1999999999
NRLEVEL
Current Number
0000000000
EXTERNIND
Ext.
X
Page 5 of 38
Comment
Comment
Company Name
Internal Number Range
After filling in the values Press enter and save it
Page 6 of 38
Travel Management Configuration Guide
Company Name
Travel Management Configuration Guide
External Number Range
For maintaining the external number range ,please enter the following values
Press enter and save it
Now both the internal and external number ranges are saved.
Page 7 of 38
Company Name
2.1.1.2
Travel Management Configuration Guide
Number Ranges for Posting Runs
Use
The number ranges required for posting runs are created with a number range interval from
0000000001 to 9999999999. The run type for posting runs is TR (Posting Travel Costs).
Procedure
1. Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Transfer to Accounting → Set Up Number Ranges for Posting Runs
Transaction Code
PR12
Execute the T.code and we will get following window

Click
or F4 to get system-populated possible values
choose our specific TR as shown above
Page 8 of 38
Company Name
Travel Management Configuration Guide
On next screen Now click on
to maintain the required fields
2. Field Overview/Data Record Overview NRIV (number range intervals):
Field Name
Description
User Action and Values
OBJECT
Object Name
Structure HR_PEVAL2
SUBOBJECT
Sub object
Value
TR
NRRANGENR
Number
Range
Number
01
FROMNUMBER
From Number
0000000001
TONUMBER
To Number
0999999999
NRLEVEL
Current
Number
0000000000
EXTERNIND
Int.
Fill in the required values
Save the entries and Number Range Interval is configured.
Page 9 of 38
Comment
Company Name
Travel Management Configuration Guide
2.1.1.2.1 Number Ranges for Trip Transfer Documents
The number ranges required for trip transfer documents are created with a number range
interval from 0000000001 to 9999999999.
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses
→ Transfer to Accounting → Set Up Number Ranges for Trip
Transfer Documents
Transaction Code
PR11
Follow the navigation path and we get to following window
Click “
”icon and maintain following values on next screen
Field Overview NRIV (number range intervals):
Field name
Description
User action and values
OBJECT
Object Name
HRTR_PDOC
SUBOBJECT
Subobject
Value
TRV_POSTING_DOCS
NRRANGENR
Number Range 01
Number
FROMNUMBER
From Number
0000000001
TONUMBER
To Number
0999999999
NRLEVEL
Current
Number
0000000000
EXTERNIND
Int.
Page 10 of 38
Comment
Company Name
Travel Management Configuration Guide
Current number is 321 and we need to change current number to ‘0’,
For this Please Click on Interval and follow through to the option’’ change current number’
Page 11 of 38
Company Name
Travel Management Configuration Guide
Now change current number from ‘331’ to ‘0000000000’ or simply ‘0’
It’s all done.
2.1.2 Travel Management Presetting
2.1.2.1
Define/Delete/Restore Trip Provision Variants
In this IMG activity, we make the basic entry for a new trip provision variant with all the rules for
determining the reimbursement of trip expenses and their treatment regarding taxation.
These are actually the rules for determining the reimbursement of trip expenses and their
treatment regarding taxation. It is classification of trip provisions based on either of two factors
1-area of validity
Eg public Sector (variant 01) or private enterprises (variant 02)
2-Trip expenses accounting method
Procedure
Access the Customizing activity using one of the following navigation options
Page 12 of 38
Company Name
Travel Management Configuration Guide
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses →
Define/Delete/Restore Trip Provision Variants
Transaction Code
SPRO
Transaction Code
S_AHR_61009946 (Define/Delete/Restore Trip Provision Variants)
Table Access (SM30)
V_T706N (Define trip provision variants)
Transaction Code
PRCO
(Copy/Restore trip provision variants)
Transaction Code
PRDE
(Delete trip provision variants)
We will get three activities as under
Define Trip provision variants
Double click ‘define Trip provision variants’
Choose New Entry, fill in the fields
TrProv.Variant
Name
YA
Service Provider
Page 13 of 38
Company Name
Travel Management Configuration Guide
After Maintaining the values and click save icon
You will get customizing prompt; just maintain the details if required and press
continue
to
It is saved.
2.1.2.2
Assign Organizational Areas to TPA via Feature TRVCT
Use
Employee’s organizational assignment.
Procedure
1. Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Assign
Organizational Areas to Trip Provision Variants via Feature TRVCT
Transaction
Code
SPRO
PE03
TRVCT
Page 14 of 38
(Feature in change Mode)
Company Name
Travel Management Configuration Guide
We can follow SPRO path or maintain feature (TVRCT) directly through T.code PE03.it will lead us to
the same screen for assigning organizational areas to trip provision variants.
It will take us to the feature maintenance screen where we need country grouping (Molga)
In our case we are using Molga “PK’ (Pakistan) which need to be created as under;
1-Feature maintenance through Tree view
Choose country Pakistan ‘’PK””
Page 15 of 38
Company Name
Travel Management Configuration Guide
Press enter to select it
Select country node PK and click on create button to assign the default value
.
Press enter to proceed
Page 16 of 38
Company Name
Travel Management Configuration Guide
YA is the ‘Trip provision variant’ we created in previous steps
Select the variant and click execute button (F8) to activate the feature
While saving it following prompt for customizing request appears, press enter to continue and data would
be saved
Page 17 of 38
Company Name
Travel Management Configuration Guide
2- Feature maintenance through Table view
Remain on the same screen and click on Pview tab and click on table maintenance
Insert a new line below line 000010.
Edit the new and empty line 000020 as described below:
Line
Variable
Key
F
000010
D
000020
PK
000030
…
Choose
Page 18 of 38
C
to Activate the feature
Operations
MOLGA
&TRVCT=YA,
Company Name
2.1.2.3
Travel Management Configuration Guide
Global Settings
In this IMG activity, you define the following settings:
 Country grouping for the wage types recorded in the expense types
 Trip currency in which the trip costs are reimbursed
 Settings for the input tax
 Methods for converting the receipt currencies to the trip currency
The Input tax default value for international receipts is set to Set acc. to trip destination.
(Default value for input tax = blank).
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Define
Global Settings
Transaction Code
SPRO or SM30----- V_706D_B
Field Overview/Data Record Overview V_706D_B.
Note: No configuration change is required as this is a standard configuration.
Field Name
Description
User Action and Values
Comment
MOREI
Trip Provision
Variant
YA
Service Provider
MOLGA
Country
Grouping
PK
Pakistan
WAERSKZ
Currency
Indicator
1
Currency is
determined from
company code
WAERS
Currency
HCURR
Settlement of
Foreign
Currency
Receipts
X
In trip currency
PAUVS
Input Tax
X
Input tax per Travel
Expense Type
MWSKZ
With Input Tax
Code
Page 19 of 38
Company Name
Travel Management Configuration Guide
Field Name
Description
User Action and Values
Comment
LAND1
Country
PK
Pakistan
MWAUS
0% Input Tax
V0
No tax procedure
READ706M
Read Table
‘Input Tax for
International
per Diems’
DEFMWSKZ
Input Tax
Default Value
for Internat.
Receipts
X
Set According to
Destination/Country
DEFLNDFR
No Default
Value for
Country of
Receipt
LTEXT
Unit for
Distance
Kilometers
KURST
Exchange
Rate Type
M
Press new entries and maintain the required values
Page 20 of 38
Standard translation
at average rate
Company Name
Travel Management Configuration Guide
While saving it following prompt for customizing request appears, press enter to continue and data would
be saved
Required setting is maintained.
Page 21 of 38
Company Name
Travel Management Configuration Guide
2.1.3 Control Parameters from Travel Privileges
2.1.3.1
Statutory M/A Reimbursement Groups
We will maintain the statutory reimbursement group for meals/accommodations indicator, which would
help to reproduce the reimbursement rates for meals/accommodations for groups of employees (e.g.
classification of employees according to wage groups).We assign employee to a reimbursement group for
meals/accommodation via the infotype Travel Privileges (0017)
Procedure
Access the activity using the following navigation options:
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Statutory M/A
IMG Menu
Reimbursement Groups
Transaction Code
SPRO or (SM30------V_T706I)
We will get to the following screen
Select new entries and make the following entry
TrProv.Variant
Name
YA
Service Provider
Save the entries.
Page 22 of 38
Name
Name
All Employees
Company Name
Travel Management Configuration Guide
Press enter to continue and data is maintained.
2.1.3.2
Enterprise-Specific M/A Reimbursement Groups
Use
Via the enterprise-specific reimbursement group for meals/ accommodation indicator, the statutory
reimbursement groups for meals/accommodations can be further classified.
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Enterprise-Specific
M/A Reimbursement Groups
Transaction Code
Page 23 of 38
SPRO or SM30----V_T706J
Company Name
Travel Management Configuration Guide
Select new entries and make the following entry.
:
TrProv.Variant
Name
YA
Service Provider
Name
Name
All Employees
Press enter
2.1.3.3
Employee Grouping for Travel Expense Types
Use
An employee grouping for trip expense type is a classification of employees for whom the same trip
expense types are valid.
In this IMG activity the employee grouping for trip expense type is defined depending on trip provision
variant via a one-place alphanumeric key and a long name.
Page 24 of 38
Company Name
Travel Management Configuration Guide
Procedure
Access the activity using the following navigation options:
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Employee Grouping for
IMG Menu
Travel Expense Types
Transaction Code
SPRO or SM30----V_T702C
On the pop-up window enter Trip Provision Variant and click on Enter to continue
We will get following screen. Select new entries
Make the following entry
EE Grp. Ex
Name
1
Group 1
press enter to proceed
Page 25 of 38
Company Name
Travel Management Configuration Guide
Our data is saved.
2.1.3.4
Employee Grouping for Travel Management
Via the employee grouping for Travel Management, We can reproduce an enterprise-specific
classification of employees in the system.
In this IMG activity, you define, depending on trip provision variant, the permitted entry values for
employee groupings for Travel Management and you store a corresponding long name.
Procedure
Access the activity using the following navigation options:
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Employee Grouping for
IMG Menu
Travel Management
Transaction Code
SPRO or SM30--- V_T706Y
We will get following screen. Select new entries
Make the following entry:
TrProv.Variant
Name
YA
Service Provider
Page 26 of 38
EE Group Trav
Name
All Employees
Company Name
Travel Management Configuration Guide
While saving it following prompt for customizing request appears, press enter to continue and
data would be saved.
2.1.3.5
Vehicle Types
Use
Trip costs accounting offers the option to differentiate reimbursement rates for travel costs
according to vehicle types (for example, bicycle, motorcycle, cars).
In this IMG activity, you will define, depending on the trip provision variant, the allowed entry values for
vehicle type and store the corresponding long names.
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management →Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Vehicle Types
Transaction Code
SPRO or SM30--- V_T706E
Page 27 of 38
Company Name
Travel Management Configuration Guide
We will get following screen. Select new entries
Make the following entry:
TrProv.Variant
Name
VeTyp
Name
YA
Service Provider
C
Car
Press enter to continue
Data Saved.
Page 28 of 38
Company Name
2.1.3.6
Travel Management Configuration Guide
Reimbursement Groups for Travel Costs
If a company wants to reproduce different trip provisions for travel costs (e.g. mile/kilometer rates) for
different groups of employees, they can be stored via the reimbursement group for travel costs.
In this IMG activity, you define the permitted input values for the reimbursement groups for travel costs
depending on the trip provision variant and store the corresponding long names.
Procedure
Access the activity using the following navigation options:
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Reimbursement Groups
IMG Menu
for Travel Costs
Transaction Code
SPRO or SM30--- V_T702Q
After we get following screen. Select new entries
Fill in the data as under:
TrProv.Variant
Name
YA
Service Provider
Save the entries.
Page 29 of 38
RGrp TravelCost
Name
All Employees
Company Name
Travel Management Configuration Guide
Press enter to continue and our data is maintained.
2.1.3.7
Vehicle Classes
We can reproduce enterprise-specific reimbursement rates for travel costs for vehicle classes Via Vehicle
class. For each employee, the vehicle class can be stored in the info type Travel Privileges (0017).
In this IMG activity, we define, depending on trip provision variant, the permitted entry values for the
vehicle class and store a corresponding long name.
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Travel Privileges → Define Vehicle Classes
Transaction Code
SPRO
or SM30--- V_T706W_ADDON
Run the T.code and following screen appear
Select new entries and make the required entry
:
Page 30 of 38
Company Name
Travel Management Configuration Guide
TrProv.Variant
Name
YA
Service Provider
RGrp TravelCost
Name
All Vehicle
Classes
While saving it following prompt for customizing request appears, press enter to continue and
data would be saved.
It is saved.
2.1.4 Control Parameters from Trip Data
2.1.4.1
Define Trip Areas
Many countries specify different trip expense reimbursement amounts for different trip areas in their
business trip provisions. For these trip areas, different trip expense reimbursement rates for travel costs,
accommodations and meals must be stored in the system.
Page 31 of 38
Company Name
Travel Management Configuration Guide
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Trip Data →Define Trip Areas
Transaction Code
SPRO or SM30--- V_T706O
Enter Trip Provision Variant: YB in the pop-up window
Press enter to proceed
Select new entries and make the following entry
Trip Country
Name
PK
PK
PK
PK
PK
PK
PK
PK
PK
PK
PK
Pakistan
Pakistan
Pakistan
Pakistan
Pakistan
Pakistan
Pakistan
Pakistan
Pakistan
Pakistan
Pakistan
:
Page 32 of 38
RegionTrip
Trip Country
ATD
CHTRL
FSLAB
ISLMB
KRCHI
LHR
MULTN
PSHWR
QUTA
WAH
Pakistan
Pakistan, Abbottabad
Pakistan, Chitral
Pakistan, Faisalabad
Pakistan, Islamabad
Pakistan, Karachi
Pakistan, Lahore
Pakistan, Multan
Pakistan, Peshawar
Pakistan, Quetta
Pakistan, Wah
Company Name
Travel Management Configuration Guide
Press enter to proceed
It is done.
2.1.4.2
Define Statutory Trip Types
Via statutory trip type, trip costs accounting offers the option to differentiate employees' trips according to
statutory/pay scale rules.
In this IMG activity we define, depending on trip provision variant, the allowed entry values for the
statutory trip types and store the corresponding long texts.
Page 33 of 38
Company Name
Travel Management Configuration Guide
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses
→ Master Data → Control Parameters for Travel Expenses →
Control Parameters from Trip Data → Define Statutory Trip
Types
Transaction
Code
SPRO or SM30--- V_T706G
We will get to following screen. Select new entries
Maintain the following data
:
TrProv.Variant
Name
Trip Type
Name
YA
Service Provider
A
Business Trip
YA
Service Provider
B
Training Session
Page 34 of 38
Company Name
Travel Management Configuration Guide
When we click the Save icon, following prompt for customizing request appears,
Press enter to continue and data would be saved.
2.1.4.3
Enterprise-Specific Trip Type
Use
Within Travel Expenses, you can use the enterprise-specific trip type to classify employees’ trips
according to enterprise-specific criteria (such as trips between plants or private stopovers).
For the Best Practices scenario, only one Trip Type is defined (Blank= Business Trip).
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Trip Data → Define Enterprise-Specific Trip Types
Transaction Code
SPRO or SM30--- V_T706X
Select new entries and make the following entry
Page 35 of 38
Company Name
Travel Management Configuration Guide
Field Overview V_T706X:
Field name
Description
User action and values
MOREI
Trip
Provision
Variant
YA
BEREI
Trip Type:
EnterpriseSpecific
TEXT_BEREI
Name for
EnterpriseSpecific Trip
Type
Comment
All Trips
Data Record Overview V_T706X:
TrProv.Variant
Name
YB
Service Provider
Trip Type
,
While saving it following prompt for customizing request appears
Press enter to continue and data would be saved.
Page 36 of 38
Name
All Trips
Company Name
2.1.4.4
Travel Management Configuration Guide
Trip Activity Type (Travel Expenses Accounting)
Since most enterprises use the reason for the trip (for example, education and training, other
reasons) for evaluations, different trip activity types can be defined
(e.g.: A = Education and training, K = Customer visit and S = other reasons).
Please note that for this scenario only one trip activity type is defined.
Procedure
Access the activity using the following navigation options:
IMG Menu
Financial Accounting → Travel Management → Travel Expenses →
Master Data → Control Parameters for Travel Expenses → Control
Parameters from Trip Data → Define Trip Activity Types
Transaction Code
SPRO
SM30--- V_T706R
Select new entries and make the following entry
Page 37 of 38
Company Name
Travel Management Configuration Guide
Field Overview V_T706R:
Field Name
Description
User Action and Values
MOREI
Trip Provision
Variant
YB
KZTKT
Trip Activity
Type
TKTXT
Name for Trip
Activity Type
Comment
All Trips
Data Record Overview V_T706R:
TrProv.Variant
Name
YA
Service Provider
Activity
Name
All Trips
When we save it, following prompt for customizing request appears
Press enter to continue and data would be saved.
Page 38 of 38