Approval for Expense Reports

Hi Experts
Need some advice in setting up some approval rules for expense report in ByDesign
We are wanting to implement a rule whereby
All non project expense must
Employee Line Manager to approval non project expense of up to $250
Cost Manager to approval non project expenses up to $5000
CEO to approval non project expense of greater to $5000
Any help will be must appreciated
Antonio

Antonio,
To set up a new approval rules for expense report follow the steps below;
1. Go to Application and User Management --> Approval processes --> Highlight Default approval process for Expense Report--> Copy.
2. Add row--> Add Process Step Name --> Add Work Distribution(Approval non project expense of up to 250) and select work distribution--> add conditions and Save and close.
Hope this will help.
Regards,
Emeka

Similar Messages

Approval of Expense report invoice

I'm working in R12 (12.0.6) and I have requirement create approval logic for invoice of type expense report.
I'm using AME but I found AP invoice workflow (APINVAPR) doesn't support invoice approval for expense report imported by cocurrent program.
My question Is there any way to overide this and allow approval (to make Approval Required)for expense report invoice imported through the Payables Expense Report Export Program ?
Edited by: user13482304 on Jul 11, 2012 12:02 PM

Hi
Invoices imported from iexpenses do not fall under the invoice approval. The idea is that the Approval process is implemented within iexpenses itself. So whtever approval requirement is there, it can be incorporated within the expense report approval AME. The approved expense report will create an AP invoice which has already passed through the AP invoice approval process (through the iexp approval AME process).
Hope this clarifies.
Vinit

User exit for expenses report in travel management

Hi All...
What is the user exit for expenses report in travel management with T Code PR04
itz urgent
with regards,
LN

Here are user exits for tcode PR04:
Exit Name           Description
FITR0001            User exit: Delete/Reorganize trip statistics
FITR0002            User exit: Create/Change trip statistics
FITR0003            User exit: Save trip (PR01, PR04, PR05)
FITR0005            User Exit: Save Trip (PR01, PR04, PR05)
RPRCST01         Customer Exit for Travel Expenses

Interface for expense reports?

Hi
I am using v11.5. What interface do I use for importing expense
reports? The user manual states that Paybales Interface import
will no longer be supported. Is this only for invoices or even
for expense reports?
thanks
sarath

Hello All,
I need to Develop AP Expense Invoice Interface for uploading all expense (Travel Claims/Amex Bank Transactions) invoice vouchers from a legacy Application in to Oracle Applications . (Are this Base tables or Interface tables Ap_expense_report_lines_all,Ap_expense_report_headers_all i am confused i have seen the AP User guide i could not find any information realted to this).
According to manuals i could trace at somepoints Ap_expense_report_lines_all,Ap_expense_report_headers_all tables are Interface related .
I could figure out that we need to run "Payable Import program' for Expenses and for AP Invoice , Credit memo we use standard "Payable Open import interface Program' ,do we have any table for this or do we need to go for APIs ,if anyone of u know about Interface tables or APIs please post me a message.
Please let me know the flow of AP Expenses creation.
Thanks in Advance

The expenditure organization is not active for Expense Report

Greetings to all,
We ran into a problem, where a person submitted an expense report with project related information. The exp report gets an error in the workflow. When we look at the workflow error message is: This expense report failed payables validation.
When we look at the notification for error message, shows the expense report and for the line that has a problem, gives the following error message:
"The expenditure organization is not active."
We check the org in HRMS, we look up the org and has the following setups:
HRMS-->work structures--> organization (query the cost center)
then when looking at the cost center has the following:
under organization classifications:
Project Expenditure/Event Organization
Project Task Owning Organization
HR Organization
Then looking at hrms-->organization--->hierarchy
query for hierarchy-->we get our hierarchy,
then under organization-->query again for our main org, we see then the subordinates which we see the cost center again.
Everything looks good our point of view.
If have researched this issue on ML and have read the following notes: 423267.1, but this does not resolve our issue.
If someone has encountered this problem, can you share the additional steps to troubleshoot this issue.
Thanks in advance for any help on this matter.

All --
It turns out that the employees were on LOA on the dates that they were charging time. So the message didn't really describe what the actual problem was. What happened is that the employees had gone on LOA and then returned to work, but HR had not yet returned them to active assignment. They entered their timecards as they normally had, but they did not pass validation because they weren't active on the dates they were trying to charge.
I would have looked at the assignment earlier in the process if the error message had been employee-oriented instead of referring to the org, but at least the problem is solved. Thanks for everybody's input!
Joe

E-Mail is not sent for "Expense report reimbursed"

Hello,
When the expense report status changes to "Reimbursed", an email should be sent to the employee. But it is not being sent.
FYI, both in Business Configuration --> Fine Tune Activity and Personalize --> My Data setting of employee, the email option is enabled for E-Mail Type "Expense report reimbursed". But still email is not sent out when the expense report is reimbursed.
Best regards,
Hari

Thanks Joachim! Just to let others know, here is the reply I got in the incident.
Your tenant is with SAP Cloud for Travel and Expense release 1311. In this release your finding is valid that some system glitch causes the e-mail not to be sent for reimbursed expense report. This issue should have been fixed in release 1402. Because now the upgrade to release 1402 has begun and all tenants will be upgraded to 1402 in several weeks, we may not fix the issue on 1311 tenants. Anyway the main features of handling expense reports in the system should work as expected.
Best regards,
Hari

POWL does not update Expense Reports for Approval

Hi,
I am about to replace the UWL with POWL and the configuration have been made successfully when it comes to leave approval and expense reports but the Expense reports for approval refuses to update itself (no items in the list)
If I go to Transaction code SWI5 am I able to see all u201Cwork items to be processedu201D . From this list I can see three Task IDs
TS12300097      Approval Process (1 work Item)
TS31000007     CATS: Approval by Supervisor (1 work item)
TS99300002     Approve travel expenses (2 work Items)
In transaction POWL_COCKPIT in the maintain POWL Type details I have flagged the Sync. Call for FITV_POWL_TRIPSFORAPPROCAL_EXP. I have also assigned same Task ID as Approve travel expenses (TS99300002) to POWL in transaction SM31 table IBO_C_WF_TA_P_SC.
Result is that the list is empty in the POWL but if I go to UWL Authorize list it shows 2 items which is correct.
Please help me out here because I have searched a lot for a solution but havenu2019t found anything.

Remember Employee list is the key! Did you maintain it?
The employee list can also be maintained centrally in the R/3
backend for all users (managers). Therefore please use the
transactions FPB_MAINTAIN_PERS_M or FPB_MAINTAIN_PERS_S.
With this the object list is done for the POWLs.
If no emplyoee list exists for the manager, then there will be no items.
POWL is based on personalization framework where every user has its own
set of queiries and types, which are assigned using TX POWL_QUERYR or
POWL_TYPER which is role based. Similarlaly POWL_QUERYU and POWL_TYPEU
for user based.
If you want to delete a query from all users, please delete a entry from
POWL_TYPER or POWL_QUERYR.
More information on POWL can be get from
http://wiki.sdn.sap.com/wiki/display/WDABAP/POWL
http://help.sap.com/saphelp_erp60/helpdata/EN/42/d6652b755c1630e10000000
a1553f7/frameset.htm
Once you delete the entry, please run the report POWL_d01.Please check
the details of report before running it.

Make expense report read only after approval

Hello,
Please guide on how to make an expense report read only once it is approved and no change option should be enabled on enterprise portal. I have tried all the combinations of security in the ESS roles inside ABAP but not able to find the right combination. Please suggest.
Thank you.

it needs P_travl authorisaiton
Create a new Travel Request or Expense report (AUTHF W)
Change open travel Request or Expense report (AUTHF W10, W30)
Change returned Travel Request or Expense report (AUTHF W11, W31)
Create Expense report from approved Travel request (AUTHF W21)
use the note 1402925
If you create an expense report based on a not approved travel request,
the system asks for authorization to change this request
(W11 or W10) for AUTHF and then 30 or 31 for AUTHS.
THis combination is of course given by your P_TRAVEL object.
You need at least 2 seperate P_TRAVEL objects, whereas only 1 of them
contains AUTHS values for expense report. This must only contain
W2* and 30 / 31. Hopefully this could help.

I-expenses - expense report header approver - sql logic

Hi folks,
I am trying to find a logic that can be used to identify the user that approved an expense report.
I cannot use the WF_NOTIFICATIONS table as this is flushed every 90 days.
This leaves 'AP_EXPENSE_REPORT_HEADERS_ALL.EXPENSE_CURRENT_APPROVER_ID' or 'AP_EXPENSE_REPORT_HEADERS_ALL.OVERRRIDE_APPROVER_ID' either connecting to PER_ALL_PEOPLE_F.
The problem is that I cannot understand the logic I should use to determine which field I should use.
Yesterday, I created a test expense report and nominated a user 'J Bloggs' as the approver, however, 'J Bloggs' did not have the necessary approval requirements, thus the report was sent to a 'A Smith' to approve.
The EXPENSE_CURRENT_APPROVER_ID contained the PERSON_ID of 'A Smith' and the OVERRIDE_APPROVER_ID contained the PERSON_ID of 'J Bloggs'.
At the moment, I am using the logic of use NVL(EXPENSE_CURRENT_APPROVER_ID, OVERRIDE_APPROVER_ID), however, there are some expense reports with neither field populated and with no workflow notfications I cannot find the approver.
Anyone shed any light?
Thanks.

Hi Cleme,
i-Expense approval is role based approval system.
In workflow / AME you create a rule for flowing the approval process in a defined way.
majourly 2 kind of approval process business follow
1) 1 stop go
2) Chain approval process
in one stop go, when employee submit an expense report then it does not require any supervisor approval, all are auto approved and it only need an AP approval, which AP audit team perform i.e checking reciepts ,bills for proof and check the varified check box.
and this completes your APEXP cycle.
in Chain approval process it first goes to your direct supervisor, if his job/role is higher then u then it waits for his approval in case his signing limit is lower than the expense claim then approval notification goes to the 2nd super visor(supervisor's supervisor).
In some business it's based on ammount also if 100K no approval required if 200k then only 1st supervisor approval required, like this.
lets say your approval process goes to 2 approvers at least in workflow/ame then when goes to 2nd approver then the 1st approver id is overwriten by the 2nd supervisor id.
In case you are planing to print a customize report like below format;
Expense Report Expense_Claim_By Date Approved_By Amount
Then the approver details you will get only in WF_Notifications_details table
you need to capture the details from here only
you can filter the notification_subject %EXPENSE_REPORT_NAME% ..
and you will get all the lines in WF table for that particulat Expense report from start to end.
Thanks,
Ajit

Approve button missing for managers to approve trave & expenses

Hello all,
Our production system is running ESS/MSS. Last couple days, some of the users have been reporting that they are not able to approve the expense reports because they do not see "Approve" button, instead, they are seeing "Assign to me" button.
Could anybody please suggest what could be happening?
Thanks!

what is your portal version? Are there any recent SP updates?
check uwl wiki below
http://wiki.sdn.sap.com/wiki/display/BPX/UWL+FAQ#UWLFAQ-The%27Approve%27and%27Reject%27functionsaremissinginthecontextmenu
The Approve and Reject functions are missing in the context menu
Reason: The configuration XML file cannot be generated due to the missing RFC destination for the provider connector. The result is that the item type information, for example, available actions, dynamic parameters, visualization parameters, cannot be retrieved from the back end.
Solution: Refer to SAP note 1133821
In our environment EP7.0 SP18 , approve and reject buttons missed,after implementing above note,again they appeared.
Regards,
Koti Reddy

Expense Report Stuck Pending Manager Approval

1. This expense is not listed so it can be withdrawn.
2. The manager did not respond to approve the expense report and it timed out.
3. Expense is still active. (AP Standard Expense Report Process)
4. Expense report #-1 (AME Request Approval Process) has completed.
5. Three days after submission someone completed a Receipts Aborted Process.
Does anyone have any ideas how to get this report listed where it can be withdrawn and deleted?

Isn't it available from that specific user iExpenses User HomePage? What is the current status of expense report? Query the expense report from the Audit Resp and check the status.

Monetary criteria for manager approval in Expense

Hello,
I read in the peoplebooks about approval routing lists that I could use them e.g. in case I use HR Supervisor for all expenses but I need supplemental approver for expenses higher then 500 USD.
I would very much like to be able to do so but I can't find out how? I cannot select any monetary criteria for the approval type HR Supervisor... so i don't understand how I can ask for additional approval if the amount of the expense is higher then a certain value... It only seems to work for other approval types...
Regards,
Stijn

Hello,
I read in the peoplebooks about approval routing lists that I could use them e.g. in case I use HR Supervisor for all expenses but I need supplemental approver for expenses higher then 500 USD.
I would very much like to be able to do so but I can't find out how? I cannot select any monetary criteria for the approval type HR Supervisor... so i don't understand how I can ask for additional approval if the amount of the expense is higher then a certain value... It only seems to work for other approval types...
Regards,
Stijn

Custom approver for Trip Request and Itinerary

Dear Colleagues,
In the current systems of CfTE system 1408 we see the option to select "custom approver determination" in the work distribution in the activity approval process for Expense Report.
In the Approval Process for Itinerary & Approval Process for Trip Request we did not see the option to add custom approver determination in the value help of work distribution field.
Thanks
Lokesh Sharma

Dear Colleagues,
This feature is currently in testing phase and we may expect this option for Trips & Itinerary to add custom approver determination under work distribution in the Future releases.
Thanks
Lokesh Sharma

How to view changes to expense reports

I am trying to find a way of viewing changes to an Expense Report.
In PR05 there is a history but it does not provide details about the change. I have also looked at PRTE and cluster AEND but again this does not provide the details that our business users require.
Does anyone know if there is any other way of viewing the detail of changes to an Expense Report?
On a related issue we have found that in PR05 the approver name is showing as the workflow user rather than the user ID of the person who approved the trip in the Portal. Can this be changed to the actual approver ?
Thanks for any help with this
Stephanie

Hi,
I think T-code PRTE provides only screen level changes (i.e who , when creates, save or updates by whome)
For detail level changes in expense reports you need to activate Define History and Archiving of Forms
V_T702N_R26_R27
Please note that this is ONLY available with EHP5 BC 605 FIN_TRAVEL_3
Following is help available
_________________________________________________________________________Use
In this step, you can activate the following functions:
History
If you activate logging of history, the system logs the changes to travel requests and expense reports. Users can display the history in the following user interfaces:
Personal object worklists (POWL) for travelers, assistents, and approving managers on the Web Dynpro ABAP-based user interface of Travel Management
Transactions of the travel expense report in SAP GUI; for example, in the Travel Expense Manager (transaction PR05) or in the Travel Calendar (transaction PR02)
If you do not activate logging of history, the system automatically logs the changes made to expense reports (as in earlier releases). Users can display the change history only in the transactions of the travel expense report in SAP GUI.
Storage of Travel and Expense Forms in the Archive
If you have activated logging of history, you also can define that the travel request forms and expense report forms are to be automatically archived when certain events occur. You can determine which of the following events triggers the archiving of a form:
When processing of a changed travel request or expense report is handed over from the user who makes the change to another user
When the status of the travel request or expense report changes
When a user saves the travel request or expense report
You can archive the Adobe PDF forms or HTML forms for travel requests and expense reports, but not the forms for travel plans. If you use an ABAP list form, the system first converts this form to an HTML form and then archives the HTML form.
In the following activities you define which kinds of forms the system uses:
For travel requests, see Define Enterprise-Wide Control Parameters and attribute HTMLFORM_R_P.
For expense reports, see Travel Expenses Control (Expert View), Other Settlement, field 24.
Requirements
The following prerequisites must be met:
You have activated the updating of statistical data when trips are saved; see Define Structure of Trip Statistics.
You have made the basic settings for ArchiveLink; see Basic Customizing for ArchiveLink.
Note:
If you want to archive Adobe PDF forms, the document type PDF under Edit Document Classes must contain an entry with MIME type application/pdf.
If you want to archive HTML forms, the document type HTML under Edit Document Classes must contain an entry with MIME type text/html.
Standard settings
By default, history logging is not activated.
or http://help.sap.com/erp2005_ehp_05/helpdata/en/1e/9467498ee0444f9d06070d3e267364/frameset.htm

PRC: Interface Expense Reports to Payables

Hi All,
In R12, If we enter Expenditure batches using Expense Report classification in Projects, can we interface these Expense Reports to Payables?
Wat is the signifance of "Expense Report Cost Account", function in Projects AutoAccounting? There is no clearing Account function for Expense Reports ?
Please can any one let us know what report in R12 replaced,"PRC: Interface Expense Reports to Payables"?
Rgds

Hi all Guru including Dina,
EBS 12 i
I want your help for project billing integration with SCM shipment.
hey,I create one financial task called supply of material. and i am initiating event via project contract module for initiate shipment and delivery based billing. after draft revenue and draft invoice.
I want to know - how to control where user can not release invoice and revenue for financial task "supply of material" unless and untill he makes shipment ..i.e. ship confirm.
If you can share with me - some notes on integration of SCM with Project modules.
my email is - [email protected] (upto 5 MB) and if more then that [email protected]
Thanks for your kind support as always on behalf of everybody.
Regards,
Bharat Bhopani
+91-9892003019

Approval for Expense Reports

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