EFT Payment of Travel Management Claims

I am currently trying to create a functional spec of how to pay travel claim electronically. I've opted not to go the DME way, because it takes away the option of claim from petty cash completely. What I would like to know is, is there any other person who has done this before? If yes which field did he/she use to allow the user to make a choice, or did he/she create customize table like i have done?

Thanks for your response... I had already mentioned that I am doing it through PR05. However, I want to run a report which will tell me that all the claims has supporting documents in one single file.
Hope this clarifies the requirement.
Regards,
Shiv

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Need to add extra Payment modes in ESS Travel management against a Reimbursement type

Dear Travel Experts,
I need to add extra Payment modes such as Corporate Credit Card and Company Card options in Payment mode option dropdown list in ESS Travel management against a Reimbursement type.
Screen shot attached where I need extra two Payment mode options:
Please let me know how to add it .
Regards,
Nayak

Dear Sigi,
Please find more screen shots :
Regards,
Nayak

Benefits and Travel Manager

Hi,
In our company we have some type of claims like medical, transport etc where in the entitlement of an employee is maintained under one customized table. and utilization amount by the employee is maintained under another customized table.
We use .NET as front end to apply medical claims.
Let me give an example
Each employee is eligible for 400 dollars every year for medical claims, so in our customized table for medical entitlement we have an year and entitlement amount. Suppose when a staff apply a claim for 20 dollars, the .net first check the entitlement table whether any record for the current year and create a record in the travel manager for 20 dollars and updates the customized utilization table with employee number and the amount. Next time when staff apply for another claim again the same check will be done. dot NET uses RFC function modules to interface with SAP in order to check the eligibility. Our system is working fine with this current customized tables and Customized RFC function modules.
But now we want to move away from the usage of the customized tables for entitlement and utilization maintainence. Is there any way we can tap on SAP to meet this scenarios. Just curious to know how the other companies are maintaining their benefits, that is they make use of travel manager or benefits. I am checking on the benefits module.
Thanks and Regards
Visali.Malepati

Hi there!
I don't have a complete answer for you, but may have some useful information.
We use Benefit Plan and IT0170 Flexible Spending Accounts to store employer paid Medical Reimbursement money. It is controlled with Start/End dates like other infotypes.
As far as posting payments to it, we have outsourced that piece to a third party vendor, but you can store the initial amounts here easily.
To setup the Flexible Spending account plans go to:
SPRO>Personnel Management>Benefits>Plans>Flexible Spending Accounts.
Sorry I can't help with the posting payments or Travel expenses, we don't use that part.
Hope this helps a little.

Travel management without FI integration

Dear Colleagues,
I would like to know in which customizing point i have to indicate that the data entered in the travel management module it is just for information purpouses and that we dont want to execute the posting run and post the expenses in FI.
Kind regards
Marc

Hi,
if I understand you correctly, you do not want to perform any posting run for travel expenses.
In that case, all your expense claims will end in status 4/2 "approved/ settled" with payment indicator.
From a customizing perspective, this is fine as described above if you are using payment medium exchange for employee reimbursement.
Pls be aware that delta payments may not be triggered in a correct way.
So pls check carefully if this really meets your requirements.
regards
Michael

FI Part in Travel management --- Plz help me out!!!!!!

Hi Peers
Help me out!!!!!
basically i have doubts on how it the entries happen in FI. Will there be any entry when the Credit Card Company submits the Bills? there will be an entry for payment to credit card company ryt! so wat wld be that entry? will entry made while receiveing the invoice n the entry made during payment be cleared. like they do in GR/IR case.
My next doubt is, we receivce the invoice from credit card company n the payment is made, will this not reflect while preparing the expense reoprt per personnel no./ Travel Request. how will that look like when the expense eport is sent to accounting dept n they make a posting.
I'm basically very much confused abt this, if you can help me out then i owe you so much as i'm in a very difficult situation.
If you can sedn me step by step journal entries like, what happens and the entries when the credit card company send the bills, what happen and the entries when the payment is made to the credit card company, what happens and the entries when the expense report is submitted. If you ahve any docs related to this, it wld be of great help to me. IF you can send me ur phone no, i wld also call you. Plz help me out yaar.
If you have the list of entries related to Travel Management, plz send me as it wld be of great help to me. Expecting your reply ASAP

Expenses to the compnay are accrued teh moment the credit card compnay raises the Invoice on the company. Irrespective of whether you deduct any thing from employee or not, compnay need to pay to the card company.
After the receipt of card statement.
Employee a/c Dr
   Credit card company Cr.
Now employee submits his claim. This can be after or before the credit card statement.
Expenses a/c Dr
   Employee a/c with the approved amount.
When you pay credit card company
Credit card compnay account dr
Bank
   Employee
When you recover the balance amount from the employee on excess spending,
Bank a/c dr if paid in cash
To Employee account
or Salaries Payable a/c Dr (If recivered from Salary)
   Employee a/c
Hope you understood
Reward points if useful.
sarma

Gain or loss due to foreign currency exchange rate in Travel Management

Hi Experts,
I am facing some issues in foreign currency surrender in Travel Management.
Example:-
An employee goes on a foreign trip in which he takes advance in USD. After returning from the trip, if any USD balance is there then he returns it to company. If the exchange rate falls or increased, then company books it as gain or loss to comany. How the same can be handled in Travel Expense Report. Below is an example of the same.
USD
Exchange Rate
INR
Advance taken
550
65
35750
Expenses claimed
500
65
32500
Difference
50
65
3250
But Returned to company in less exchange rate
50
60
3000
Loss on Exchange
250
Regards,
Daniel

HI Sigi,
The problem is, during a International trip. While taking the advance, the exchange rate of USD is something & while returning or excess expenditure the exchange rate is different. Because the posting to be done in INR & the expenses are adjusted against the advance.
But when there is a change in the exchange rate then the whole advance is not adjusted. SO to adjust the same the balance amount to be adjusted as gain or loss to the company a/c.
Regards,
Daniel

Employee as a Vendor in Travel Management

Hi Experts,
Please guide me about Employee as Vendor in Travel Management?
Do we need to make employee as vendor for Reimbursement Payments.

Thanks Cheyu..
I am putting up my Understanding please correct me if i am wrong.This process is followed for Payment of Reimbusrsement amount to FI.
Employee has taken advance & his actual expenses are beyond advance amount taken.
First employee as a Vendor to be created BY HR Administrator.
HR Administrator will create a Posting Run PRFI to create posting run( Do i need to create wagetypes for this)
Transaction PRRW to create posting in FI- Activiity is done by HR Admin
FI documents are created, there is a debt on supplier account so it must be paid. Payment is done by transaction F110 by FI guys.- This carried out by FI Admin.
I believe this is the Process for Payment by FI to Employees
Please guide.

EFT payments config - ACH ID?

Hi Guys,
I would like to know what ACH ID means in EFT payments? is it the bank key ? we have sent the ACH/Wires test files to bank and they came back saying "An incorrect ACH ID was included in the ACH test file"
Thanks in advance, God bless

Find the following check points:
Bank Defnition in the Cash Management Resp
Branch Defnition
in the Bank account defnition> make sure the Owner is rightly assinged ur desired LE
Within the Access Options> the OU under LE(Owner) is given access to this bank account.
in the Cash account and cash clearing account are entered with correct combinations.
Save each page during defining and updating the values.
If needed map the bank account to the supplier in the supplier pages. Post 12.1.1 take care when assinging bank to supplier and supplier . that is not as simple as 12.0
Hope these things would help u choose corect bank acount and pay.

Travel Management Attachment

Hi!
I need to manage attachments in webdynpro for travel management, does anyone know a (or more) bapi i could use to attach, remove or add a file to a expense?
there's a function in R3's trip transaction and that's what i want to emulate.
thanks a lot

Thanks for your response... I had already mentioned that I am doing it through PR05. However, I want to run a report which will tell me that all the claims has supporting documents in one single file.
Hope this clarifies the requirement.
Regards,
Shiv

Travel Management Employee Grouping for Domestic Travel per diems

Dear All,
I have a scenario in Travel management
Scenario
Client has Domestic Travel, only in India under India they have Class A cities, Class B Cities and Class C, For Class A different Per diems rate with respect to the Employees Grade Eg i have created the EG for Travel Expense type like 1 Manager 2 for Senior MGR and so on For Manager for Class A cities will have different Per diems Class B Cities will have Diff Per diems and so on
I have Created Z1 as the Trip Country
under Z1 ClassA
Z1 Class B
Z1 Class C like this and under Define Accomodation per diems for my trip provison variant under that for my trip country z1 and trip region Class A for employee grade wise i have given the Max amount and finally this trip country Z1 i have assigned it to the Domestic Schema but i cannot assign the Trip region there since i have Class Aand B and C My question is will it work for all my Class A and B and C cites too when i am doing PR05 system shlould restrict if any employee is claiming more than his eligliblity Please let me Know wheather my setting is enough for this or not if not let me know the best solution
Regards,
Raghu Kumar R

Hi Raghu Kumar,
First of all, if you have set warning message then system will not stop you and will give only warning message...
if you want to stop up to the max limit then you have to set the option Error message for exceeding maximum rate instead of warning message.
Secondly if even system is not giving you any warning message then check you influence control parameters (V_T702N_I)... (check it in detail)
Then again check your V_T706B2...
Also check the entries in travel expense sheet pr05, trip country and region shall also be entered in travel expense sheet...
Please let me if you still have problem...
Regards,
Muhammad Umer

Defining rates for currency in Travel Management

Hi All,
Can anyone please advise me how to define rates for currencies in Travel management module ?
Scenario : When i return from a trip to US, I enter my claims in USD which shud be then converted into INR and then shud be posted to FI.
Please advise where the rates can be defined for the same.
Also, how to have the accurate rate everyday..............
Regards,
Reema

Thanks Ram for the hepful answer. Can u please advise if the rates have to be maintained manually everytime or it can be done from the system.
Please advise.

Determining second level approver for travel expense claim workflow

Hi Experts...
In Travel Expense claim workflow,we are using two level Approval.The employee has to enter his data for expense claim through ESS..Then expense claim is submitted and sent via workflow to the Travel department. Travel Dept verifies the expenses against the bill and approves the claim by selecting the next level approver and attaching the scanned copies of the bill.
I made copy from the standard workflow WS20000040.
How can i select the next level appover in first level approval step???
Is there any FM or BAPI or BADI???
Please help me ...
Thanks in Advance
Regards,
Hemalatha.

Hi Hemalatha,
I have small tricky workaround to find out the second level of approver.The Standard Rule available can reused again by passing manager's Position.i.e
After first level completed , store manager position in container variable and pass it to the same task rule so the task is sent to the manager's approver .
Message me if needed more details.
**Award Points if useful

WD ABAP Travel management

We have activated business function FIN_TRAVEL_1 in ECC in order to use ABAP WD based applications through BP for ESS 1.41.
Based on this [online sap documentation|http://help.sap.com/erp2005_ehp_04/helpdata/en/97/7dc46839ff314f863b90e7fbd12c8e/frameset.htm] , it explains by saying - once expenses request is approved by manager, a mail will be trigerred to FI department for payment posting using background job processing program (RPRFIN00_40).
But, it does explain how the advance section is handled whenever employee is requesting for advance via travel request once it is approved by manager. Can anybody tell how this is handled in FI ?
Another more sceanrio, is there any option is Travel management wherein employee can only request for advance - for example employee is planned to extend his/her stay on deputaion ?
Is tcode trip is absolute or still continued to be use in ECC ?
Regards,
Anil Kumar.

Hi,
This workflow..for If a trip with status request approved/settled or trip approved/settled is assigned the status transferred to FI by transfer program RPRFIN00_40, a workflow is started, based on template type TripTransFI.
The configuration part for the Travel management you can get it form follwoing link
ESS / MSS Configuration (SAP Best Practicesfor SAP HCM V2.600) (N06)
http://help.sap.com/bp_hcmv1600/BBLibrary/Documentation/N06_BB_ConfigGuide_EN_US.do
the senario that you r discussion is abt Workflows .................
thre r Workflows iin the SAP system ..........that you can use for the same
But you need to use that AS per your bussiness Requairements.......

Reconcile EFT payments

How do you reconcile EFT Payroll payments using Oracle Cash Management? If the question is posted in Financials, you are advised to seek out Payroll/HR assistance.
I do not see any method to autoreconcile EFT payments. What did I miss? I do find references to several bugs on Metalink which state that it cannot be done. I have also opened my own metalink SR.
This seems like such a basic function, and I cannot imagine it is not available. In our old software, these payments were always set to "autoreconcile".

I can't believe I am the only one with this problem. I have opened an SR and will provide my responses here. If anyone has identified a workaround, please advise.
Metalink Document 246053.1 “About Oracle Cash Management in Financials Family Pack E” has a New Feature section that documents setup steps to reconcile Payroll EFT Payments.
Those setups are not available if you use US Legislations.
Bug 5098064 has been open since 2006 to make this feature available to US Customers. It is in Status 22 -- Approved for Future Release. While there have been RUPs issued since then, this functionality is still unavailable in US.
If you do not know a workaround, can anyone recommend a 3rd-party product since Oracle has not provided this basic functionality? How are you reconciling Payroll Bank accounts?

Travel Management - employees as vendors

Hi,
does anybody knows if it is possible to no to set employees as vendors when implementing Travel Management module? How in SPRO? How are the payments to employees from SAP in that case?
cheers

Hi,
There are two options,
1) Attaching HR master data to Travel Management and treated them as vendors and liability will be paid through f110.
2) Without attaching the HR master data to Travel management and clubbing all the details in GL. Then doing the payment.
Thanks
Kalyan

EFT Payment of Travel Management Claims

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