Default Expense Type in Travel Expense

Dear All
I have a requirement. I have created 4 Expense Types
AIR
HOTEL
TAXI
TRAIN.
Now my requirement is everytime employee tries to create an Expense Report in correspondence to the Travel Request, the expense type HOTEL gets defaulted in the lowermost grid. Employee can select it and put the amount. But he/she should not get worried about selecting it everytime while creating the expense report

Hi Amit
Thanks for your help, but in that node, where do I put HOTEL as the field beside "Default Value" is locked

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Travel expense type

Hi Folks,
I have created a new expense type in travel module for incidental allowance with default value of $25.00 per day.
But when it's giving me static value of $25.00 when I enter this travel expense type in travel expense manager. It should work as per day allowance !!! so if I put 3 days trip, it should give me total of $75.00 in expense type.
Can any one please tell me where to check this setting in IMG?
cheers
Samir

Hi Samir
I have a problem in travel management. I have to configure an expense which is to be reimbursed on basis of entitlement of employee.
I configure this expense in the field " create travel expense type for individual receipt" & assign the entitled amount in the field "define maximum rates & default values for expenses types".
But when I am cheking it in PRO5, the system is accepting amount more than the entitled amount I have defined in the field "define maximum rates & default values for expenses types".
I donot know where is the error.
Plz help
With Regards
Deepak Garg
Mob 9213784161

Expense Types with Input Tax (GST) - mapping to GL Account for reporting

We are in the process of implementing Expenses for countries like Australia & New Zealand, which have GST.
Expense Types were created and different Tax Codes were defaulted to the expense types, as per the requirement. Some Expense Types have no GST while some do have a Tax Code to 10% Input Tax
The issue is, I cannot find a config step to map the Expense Types to Tax GL accounts so that the Finance office in Australia / New Zealand can submit their claims end of the year by pulling up a report from this GL. I can do the regular mapping of Expense Types to specific GLs. I can even settle & post the expenses to FI and reimburse the employees but there is no way I can record the receipts which have taxes on them into the tax GLs for reporting purposes.
Any inputs on how this can be mapped or addressed is much appreciated. We went live with a bunch of countries but, the GST quotient is holding us off from going ahead with AU and NZ.
Here's an example - Expense Type is Dinner. This is mapped to GL 123456. When an employee submits an Expense with the Dinner, it is settled and posted to FI against the GL 123456. The reimbursement is done. But, the Dinner expense receipt has 10% GST which the Finance team wants to submit and claim the tax breaks end of the year. We want all the expenses with 10% tax be mapped to GL 800900. But this is only for reporting reasons. No postings done against the GL 800900.
So, we are looking to map all the Expense Types with Input Tax 10% to GL 800900 and all Expense Types with Input Tax 15% to GL 700600
Here's some of the Tax Config that was done ...
1). SPRO -> Financial Accounting -> Travel Management -> Travel Expenses -> Master Data -> Control Parameters for Travel Expenses -> Define Global Settings ... Input Tax is set to "Input Tax per Travel Expense Type"
2). SPRO -> Financial Accounting -> Travel Management -> Travel Expenses -> Master Data -> Control Parameters for Travel Expenses -> Travel Expense Types -> Create Travel Expense Types for Individual Receipts ... in the Expense Type, "Tax Code" field is set the either 0% or 10% Tax Codes

Issue is resolved ... I misunderstood the logic. Tax Code is linked to a GL account. And when I run PRRW, I see the relevant Tax amount in against the trip

Employee Travel Expense Payments via ACH

Hello,
Currently we use SAP's T&E module and post the costs via an employee vendor record and then subsequently pay the vendor.
Currently this is done by check.
What we would like to do is pay via ACH and increase the frequency of payments.
The issue or concern is the storage of the employee bank info.
Has anyone come across this scenario and have any guidance?
1) As a first option we would look enter the bank info on the vendor master.
Technically, if we add the employee bank info to the employee vendor record this would work just fine, but the security on vendor bank master could be an issue. Does anyone have any insight or experience on 'encrypting' or securing this bank data.
Thanks for any and all input.
Rob C.

Hi,
Let me explain you from the beginning.
1. Create Travel Expense Type ( The one which is visible in PR05): follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Master Data > Travel Expense Types > Create Travel Expense Types for Individual Receipts.
Create the required travel expenses there.
2. Assign wage type for the travel expense types created: follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Master Data > Wage Types for Interfaces > Assign Wage Types to Travel Expense Types for Individual Receipts
when you go into this path, you will find the travel expense types which you have created in the earlier step. Select the expense type for which you need to assign the wage type and click the magnifier icon which is available in the left top. You can assign the wage type then.
3. Assign symbolic account for the wage type created: follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Transfer to Accounting > Define Assignment of Wage Type to Symbolic Account.
Assign a two character symbolic account with a prefix "+".
4. Assign GL accounts for the symbolic account assigned: follow the path- Financial Accounting (New) --> Travel Management > Travel Expenses > Transfer to Accounting > Conversion of Symbolic Account to Expense Account.
Double Click HRT there, it will ask for chart of accounts, give your chart of accounts and then press enter. In the screen, select new entries, enter the symbolic account and its corresponding GL account.
note that instead of entering the prefix "+", you have to enter 1 as prefix here.
Save your entries.
As for as employee vendors is concerned, please create a vendor account in FK01 and then assign the personnel number of the employee in the vendor master record. The system will automatically pick up the employee vendor number with its personnel number.
Trust this clarifies.
Best Regards,
Raj

Trip Expense Types based upon Trip Activity Type

Hi
I have a requirement. I know that Travel Expense Types do have the permissibility based upon "Employee Grouping for Travel Expense Types". This is being done in V_T706B1 in the field 'ExpTy.Permissibility'. Based upon the group the employee belongs to, he/she can have the visibility to the expense type in 'Travel Expense Report'
Now my requirement is can I have the same type of permissibility to travel expense types based upon the Trip Activity type. For example if I choose a trip activity type 'Billable to Customer' in Trvael Request Form I should be able to see expense types AIR, TRAIN while if I choose 'Internal Training' I should be able to see only TRAIN in Travel Expense Report.
Is this possible?

Dear,
Open data element:SPKZL from SE11.
Check the search help name:SH_EXPENSE_TYPES.
Double click on the search help SH_EXPENSE_TYPES.
You can find the search help exit name:PTRV_F4_EXP_TYPE_SH_EXIT
Copy that PTRV_F4_EXP_TYPE_SH_EXIT into a 'Z' function module.
Filter the expense type, in the loop,
loop at spkzls where spkzl in t_spkzl_selopt and sptxt in t_sptxt_selopt.
****write ur logic here to filter the expense types based on the activity
append spkzls to spkzls_help.
endloop.
After activating the above z function module, replace the standard function module with 'z' function module in search help exit filed.
Thanks and Regards

PRRW - Intercompany/Cross company travel expense

Hi,
Using tcode PR05 i will do inter company travel expense.
Once done i will go to PRRW to do the posting.
Posting will create 2 documents,
1) AP(Account payable) document
2) Expense document.
Now I have to copy the expense document details (g/l account and the amount) to the AP document as one credit and one debit.
Please any one tell me in which program I will get this two details.

Hi,
Let me explain you from the beginning.
1. Create Travel Expense Type ( The one which is visible in PR05): follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Master Data > Travel Expense Types > Create Travel Expense Types for Individual Receipts.
Create the required travel expenses there.
2. Assign wage type for the travel expense types created: follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Master Data > Wage Types for Interfaces > Assign Wage Types to Travel Expense Types for Individual Receipts
when you go into this path, you will find the travel expense types which you have created in the earlier step. Select the expense type for which you need to assign the wage type and click the magnifier icon which is available in the left top. You can assign the wage type then.
3. Assign symbolic account for the wage type created: follow the path - Financial Accounting (New) --> Travel Management > Travel Expenses > Transfer to Accounting > Define Assignment of Wage Type to Symbolic Account.
Assign a two character symbolic account with a prefix "+".
4. Assign GL accounts for the symbolic account assigned: follow the path- Financial Accounting (New) --> Travel Management > Travel Expenses > Transfer to Accounting > Conversion of Symbolic Account to Expense Account.
Double Click HRT there, it will ask for chart of accounts, give your chart of accounts and then press enter. In the screen, select new entries, enter the symbolic account and its corresponding GL account.
note that instead of entering the prefix "+", you have to enter 1 as prefix here.
Save your entries.
As for as employee vendors is concerned, please create a vendor account in FK01 and then assign the personnel number of the employee in the vendor master record. The system will automatically pick up the employee vendor number with its personnel number.
Trust this clarifies.
Best Regards,
Raj

Expense type is not showing in creating expense report

Hi all,
I have done the configuration for Travel management. Expense types are created in : Financial Accounting -> Travel Management -> Travel Expenses -> Master Data -> Travel Expense Types -> Create Travel Expense Types for Individual Receipts.
Also schemas has defined. When I try to create the Expense report using Tcode TRIP, I can see all the expense types, but when I do it from portal, expense types are not showing.
Please tell me what configuration I am missing.
Regards,
Namsheed.

I have gone through the above link before. Thanks for sharing.
The issue got resolved by maintaining the permissibility value 123456789.
Thread closed

Travel Expense Type- Not to be posted

Dear All
I have a requirement.
I have one expense type named "Miscellaneous Expense". This I have created with the settings "Paid by Company". I have assigned a wage type also.
Now while filling up Travel Expense Form, I selected this expense type and put amount 100 INR.
Now settlement of that trip is done successfully.
But I do not want this expense type to get posted. For this I tried not incuding this expense type in the node "Define Assignment of Wage Type to Symbolic Account". But it gave an error while doing Posting Run. Similarly I also tried not including it in the node "Conversion of Symbolic Account to Expense Account". But then also it gave an error.
How can I achieve this, that an expense type remains in the Travel Expense Form, but it does not get posted.
I have tried creating this expense type with settings "Estimated Costs, No Reimbusement to employee", but in that case this expense type is not viewable while filling up travel expense form.
Any solution?

Solved

Diferents expense account for one travel expense type

Hi (again)!!
Do you know if it´s possible to do the conversion of symbolic account to diferents expense account having in account the travel´s activities??
Example:
Travel expense types: Taxi
Activity type: presentation
Expense account: 6290001
Travel expense types: Taxi
Activity type: seminar
Expense account: 6290999
Where we can implement it??.
Thank you very much in advance!!

IN the table T706K , we have field "Key" which can used as per our requirment
Variable key for user exit in Travel Management
This field is not used in the standard version and must keep its initial value.
It is only relevant if other values are set in a user exit before a table is read.
Use
The value of the formal parameter USERS in the routine FORM EXB706K in include RPREX010 of RPRFIN00 is used to read table T706K. Since the parameter USERS is initial in the standard system, the field T706K-USERS also has to be initial in the standard system.
You have the option to use the user exit in this routine to set values for the formal parameter USERS (for example, depending on trip data) which are used when table T706K is read. This makes it possible to differentiate the symbolic account assignment to a greater extent than in the standard system.

Travel & Expenses: car allowance

Good morning,
I need to enter the car allowance amounts (x /per milage) per country for the Travel & Expenses.
Does anyone know where to find the customzing settings in IMG?
Thank you!
Kind regards,
Linda

Hello Linda,
You can define the maximum rates & default values for an expense type in Customizing. In customizing Go to:Financial Accounting > Travel Management >Travel Expenses > Master Data > Travel Expense Types>Define Maximum Rates & default Values for Expense Types.
Here you can define maximum rates depending on trip provision variant and trip expense type for individual receipts.
Reward points if useful..
Regards,
Amol

Travel Expenses and General Claims

Hi All,
Please advise how to configure travel expense types and general expense types in SPRO differently.
In our project, we have different screens in portal for travel expenses and general claims. Now for the client to see the expense types differently, I have to either do some groupingd for travel expense types and for general claims so that in the front end, they have different drop-downs as the expense types are different in both the categories.
Please advise how the same can be achieved.
Till now, I just now 1 SPRO node in travel management which says create travel related expense types.
Regards,
Reema

no i think it t he entries gets defaulted by it own
you try the same scenario and test it ....
As far i know IT0003 PY status gets defaulted automatically ......

Expense types problem in portal

HI All,
We have different trip schema like Domestic Trip, International trip, Business trip>90days, Non-Travel related expense ect.
I have created one new expense types and delimited 3 expense type. It is working fine for SAP t-code PR05 & Trip. In portal there is two trip schema "International Trip" & "Non-travel Expense" where i am not getting New expense type which i have created and expense types which i have delimited is still showing as a option to select. However when you select expense types which have been delinted and trying to save it gives you error that it is not valid expense type.For all other schema in portal it is working fine.
Can you guide me how to resolve this issue.
Thanks
Bipin Tiwari

Dear Bipin,
Please check whether you have maintained the below config:
SAP Customizing Implementation Guide > Financial Accounting (New) > Travel Management > Travel Expenses > Dialog and Travel Expenses Control > Dialog Control > Restrict Travel Expense Types for Trip Schemas.
Check whether you have restricted your new expense type according to the schema.
Best Regards,
Raj

PR05: How to configure the expense types depending on the type of expense?

Hi,
We are in the process of upgrade from 4.6C to ECC 6.0. The problem is that when we are creating the expense request, after selecting the type of expense (travel expense or non travel expense) we are getting the same expense types for both the travel and non travel expenses.
Now my question is that, is there any in error in configuring the expense types in transaction FITVFELD.
How to configure the expense types depending on the type of expense (travel and non travel)?
Your answer will be highly appreciated.
Thanks in advance.
Ramana

Hi
I checked with one of the SUBJECT MATTER EXPERT on T&E and it is not possible to have the expense types based on the schema.
Thanks
Ashok
Award points if this is useful

How to capture Non Travel Expenses in Travel Management

Hi,
My client have a requirement wherein we have to capture non travel expenses petty cash like team lunch , client entertainment expenses , telephone bills etc which are not associated with a travel request .
I have read in IMG, sap says we can capture non travel expenses also. Here is the path for same
IMG >>Financial Accounting >> Travel management >>Travel Expenses >>Dialog and Travel expenses control >>Dialog control >> Restrict Travel Expense Types for Trip Schemas
How we can achieve same. Please suggest.
Regards,
Madhvika

Hi,
FITV_FPM Web dynpro component is the main component where configurations in done for both Travel Expenses and Travel Request.
But when the user is in Create Expense Report, after submit, it wont approve automatically. It will route to the Workflow and then in the final stage only calling the Business Object BUS2089, method APPROVE.
And also as i said, in the Class CL_FITV_POWL_FEEDER_TRIPS, under IF_POWL_FEEDER~GET_ACTIONS, you can find whether it is CREATE_NEW_TRAVEL_REQUEST or CREATE_NEW_EXPENSE_REPORT.
There is already a below coding in the above method. you can use Post-Exit or Pre-Exit enhancement, to do your own validations.
new travel Request
        if lv_request_active = 'X'.
          ls_action-actionid = gc_action_create_tr.
          ls_action-cardinality = 'I'. "single
          ls_action-placementindx = 5.
          ls_action-text = cl_wd_utilities=>get_otr_text_by_alias( 'PTRM_WEB_POWL/CREATE_NEW_TRAVEL_REQUEST' ).
          ls_action-tooltip = ls_action-text.
          if i_type = gc_powltype_trips_tr and l_exit_op is not initial.
            ls_action-add_separator = 'X'.
          endif.
          insert ls_action into table c_action_defs.
          clear ls_action-add_separator.
        endif.
new expense report
        if lv_expense_active = 'X'.
          ls_action-actionid = gc_action_create_exp.
          ls_action-cardinality = 'I'. "single
          ls_action-placementindx = 5.
          ls_action-text = cl_wd_utilities=>get_otr_text_by_alias( 'PTRM_WEB_POWL/CREATE_NEW_EXPENSE_REPORT' ).
          ls_action-tooltip = ls_action-text.
          if i_type = gc_powltype_trips_exp and l_exit_op is not initial.
            ls_action-add_separator = 'X'.
          endif.
          insert ls_action into table c_action_defs.
          clear ls_action-add_separator.
        endif.
Regards,
Ani

No expense types available in PR05, too many expense types in trx TRIP

Dear Experts,
I have done all the customizing in our system (concerning the travel expenses) and now I want to create a travel expense document.
After creating the employee in the HR mini master I can start the creation of the Expense doc. in transaction PR05 (Travel Expense Manager).
When I want to enter the Expense type in the form, no expense types are available.
Do I need an additional activation or something like that to make the expense types available?
Next problem that I have with the Expense types is when I want to create a Travel expense document with transaction TRIP (Travel Manager). I can start the creation of the document but when I want to select an expense type I see a large list of expense types with many doubled types and a lot of expense types we never created. The ones we created are missing.
Does any of you have an idea how I could solve this??
Thanks a lot.
Jurriaan

Hello - I am having a similar problem. All of our existing expense types are working fine. We just created a new one (16 variations going to different GL accounts) and they are not showing up in any of the perspective schemas.
I do NOT have this checked:
SPRO > Financial Accounting (New) > Travel Management > Integration of Travel Planning and Travel Expenses > Activate Integration: Travel Planning - Travel Expenses.
Because we are not using Travel Planning, only Travel Expenses. So for my trip provision variant 10 for US, it is NOT checked.
I DO, however have this
SPRO > Financial Accounting (New) > Travel Management > Travel Expenses > Dialog and Travel Expenses Control > Dialog Control > Restrict Travel Expense Types for Trip Schemas setup correctly. The items are listed in 8 of our 10 schemas appropriately.
But when trying to create TRIP, the expense types are not available.
I can share my config steps with you if you need them. We are thinking we are missing a step as this is our first one to create after go-live in January.

Default Expense Type in Travel Expense

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