Travel advances followed up by special g/l indicator - activating HRV

Hi all experts!
I'm on an assignment where the customer wants to change the procces of travel expense advances. Today, the advance is debited on a short term asset account and credit the vendor account. The advance is paid out to the employee and the payment is debited the vendor account. The actual trip expenses is debited a cost account and credit the vendor account. If the trip expenses is lower than the travel expense advance, there will be a debet post on the vendor balance. This way of handling the surplus of cash advance makes it more difficult to analyze and settle the surplus of the employee.
The customer wants to follow up the cash advance by special g/l indicator. I have search for how to make this field available in the tables of Travel management where You define the assigment to symbolic accounts in Travel management to accounts in Financial accounting.
There is a procedure called HRV trip costs posting Advances which would enable this.
How do You activate this procedure in the IMG?
Best regards
Eva

Hi,
The procedure HRV is not suppported by SAP anymore. It was supported up to release 4.6C but removed as it was invcorrect. There is a modification however.

Similar Messages

Travel advances per special g/l indicator - activate HRV

Hi all experts!
I'm on an assignment where the customer wants to change the procces of travel expense advances. Today, the advance is debited on a short term asset account and credit the vendor account. The advance is paid out to the employee and the payment is debited the vendor account. The actual trip expenses is debited a cost account and credit the vendor account. If the trip expenses is lower than the travel expense advance, there will be a debet post on the vendor balance. This way of handling the surplus of cash advance makes it more difficult to analyze and settle the surplus of the employee.
The customer wants to follow up the cash advance by special g/l indicator. I have search for how to make this field available in the tables of Travel management where You define the assigment to symbolic accounts in Travel management to accounts in Financial accounting.
There is a procedure called HRV trip costs posting Advances which would enable this.
How do You activate this procedure in the IMG?
Best regards
Eva

Hi Raynard!
Many thanks for Your reply!.
As I understand from the linked information, standard SAP does not include the use of special g/l indicators regarding cash advance in Travel Expenses/travel Management. The procedure HRV is not anymore valid for this purpose. Right?
The feature TRVCT, is that a BADI?
Best regards Eva

Down Payment Request - Special G/L Indicator F

Dear all,
While posting Vendor Down Payment Request (tcode: F-47), I encountered the following error message:
Special G/L indicator F is not defined for down payments
Message no. F5053
Diagnosis
The specified special G/L indicator is not classified as "down payment" or not listed in the list of the target special G/L indicators for indicator "F".
I have performed the following configuration for Special GL indicator F:
Tcode: OBYR or FBKP
Account type = K, Special G/L Indicator = F. I have set the recon account from vendor master into the list of the account, also the Planning Level = FF.
I click on the Properties button, and following is the setup of the Properties:
Noted Items  select this check box.
Target Special GL Indicator: AF
Special G/L Transaction Types: select Down Payment/Down Payment Request.
Can you please kindly share how to solve this issue? Thank you very much in advance.
Kind Rgds,
Dahlia

Hi Dahlia,
There are 2-3 things that you have to take care while posting Down Payment request.
1. Define F as Down Payment request ( this is std. provided by SAP)
2. Check box Noted items.
3. In target Spl GL, enter A..this is very important as this is the place where you are linking F to A
4. In spl GL transaction types, select the radio button Down payment/Down Payment Request.
5. Now in Spl GL A, take care that In spl GL transaction types, the radio button Down payment/Down Payment Request is selected.
Regards,
SAPFICO

Travel Advance Special GL Posting-Setting up Posting Key

Dear experts,
I have managed to setup the Travel Advance correctly and also managed to post it which read as posting key 21 and 31.
However, i am not posting it as a Special GL Account as at transaction PRT3, under Group HRR(Postings from Travel Expenses Accounting) as i only have transaction:
HRP with posting key 21 (Credit Memo) and 31 (Invoice)
HRT with posting key 40 (Debit Entry) and 50 (Credit Entry).
How do i post advance with posting key 29 (Special GL Debit)?, as according to the FI consultant i need to configure the Advance posting key as one leg using 29 (Special GL Debit). And which transaction should i use, as from this thread i read that we need to use transaction HRV but however, my screen only have HRP and HRT. Do i have to apply any notes to make the transaction available or is it created elsewhere in FI configuration?
Please help.
Thanking you in advance.

I hope you have got your query answered by now but for the sake of others T code FBKP is used to maintain setting of Special GL

Clear travel advance

Dear Sapgurus,
We have 10 emp.in this one we paid 1000 rs travel advance, i configure special g/l indicator in this one i given travel advance and emp vendors then after emp submit the bill how do i clear the travel advance.
Regards
Reachme

Dear,
You have to post the utilization entry, debiting the crediting the vendor (Invoice), now go to F-44 and clear both the transactions.
Ex: Say you have given for travel 500
Entry has to pass
FB60-Travel Exp ac dr 500
                   To Vendor ac cr 500
F-48-Advance to employee entry
          Vendor a/c dr 500
                      To bank ac cr 500
F-44-Vendor Clearing
           Vendor ac dr 500
                       To Vendor ac cr 500

Travel Advance

Dear All
I have a requirement.
In SAP Travel Management, the standard setting for travel advance is that the amount is an offset to the receipts. For example lets assume that an employee takes an advance of 5000 before travelling. After travelling, while creating the expense report he puts a receipt called HOTEL amounting to 3000 and this expense receipt is "to be reimbursed to the employee".
In this case the simulation shows that the employee has to repay the company 2000 as he had taken 5000 as advance and 3000 he has spent from his pocket.
But what my requirement is, advance should not be an offset to receipts. In this example if the employee takes an advance of 5000 he is not supposed to repay it. Moreover now that he has spent 3000 he should be reimbursed with that also. The simulation should show reimbursement amount 3000.
Can this be achievable by means of any setting?

Hi,
it will be in Expence type setttings
and more over system default functionaliy is that it will deduct Exp from advance amount
so Advance amount pay itthough infotype 14.
Regards
Sri

Travel Advance Request Payment

In travel management, my organisation wants to go through the process of travel advance approval and payment before the trip is done. I would need the details of the steps required to
- post the approved request to financial accounting (so there would be a basis for advance payment) before the payment can be done)
- post the travel expenses against the travel request when the trip is completed.
My problem is that the system requires the travel request to be settled before it is transferred to accounting. Settling the travel request means that the travel is completed and that is not what I want to achieve at the travel request stage. Can anyone please urgently help out with this?

Hi Muhammad,
Thank you very much for your help this far. I had done exactly what you stated and now I guess you understand better what my problem is. But where I am having issues is with the financial postings that come as a result of transferring both the travel request and the completed trip to FI.
After the travel request settlement (status: Request approved and Settled)
I did the posting run (status now: Transferred to FI and Settled) - The resulting FI document credits the vendor account and debits the travel advance account. This credit in vendor account is cancelled when I do the FI payment run for the approved advance amount.
This whole process works perfectly and I am okay with the way it works.
My major problem comes when the trip is completed, and I need to post all the travel expenses against that same approved travel request.
After the trip expenses are approved and settled I also do a transfer to FI and this is where the problem comes.
The posting run results to 2 FI documents
- the first reverses the previous posting to the vendor account (debits vendor and credits travel advance accounts)
- the second FI document credits the Accured Travel Expense account (with the total travel expense) and debits the individual travel expense items.
For the Scenario I am using for the travel advance posting - Advance via Financial Accounting - the FI documents that are created when the trip is created and transferred to FI is totally different from what is stated in the scenario.
My expectation is that a single FI document should be created which debits the particular trip expenses and credits both the travel advance and staff (vendor) account depending on whether the advance is more or less than the actual expenses. This is exactly what is depicted in the link you sent for the Advance via Financial Accounting- http://help.sap.com/saphelp_46c/helpdata/en/b6/cda10f49e911d189060000e8322f96/content.htm.
My problem is that this does not work in my case and 2 FI documents are created instead of one. Please is there a way you can help me with this?
Thanks.

Travel Advance Posting in Other Currency

Hi All,
While posting Travel Advance in USD , System is taking exchange rate from CURR table. Our requirement is we want to post the Document in USD and also want to take exchange rate from Advance table.
Is there any BADI or Userexit available to change the exchange rate.
Regards,
Kamal

Hi
Check the Accounting Document Type for Travel Advance. You can maintain a different Ex. Rate Type(T003-KURST) for this Document Type in OBA7.
Thanks
Prasad

Travel advance multiply by first save

Hi expert..
I have question on travel advance, while make travel request.
when I save it for the 1st time, the number of amount in advance will appear like it is multiply by 100.
but, it only for the first save.
if I saved travel request first, then change it and add advance, the amount is right,
any suggestion to solve this?
thanks so much before.

I try with USD in advance amount,
when I press enter, they will automatically convert into IDR..
then, what next?
thanks

Why SAP travel advance can't be breakdown??

Hi experts,
as we know, SAP Standard for enter travel advance is just allow us to enter total amount of advance.
my requirement is to breakdown those advance through different expense (that just appear on travel expense transaction)
is there any other way to achieve this?
and if it is not possible by standard,
do anyone can explain and provide detail on why SAP travel advance only provide to enter advance amount only.
thanks in advance.

Hi there
Your quite right, there is no standard functionality to provide breakdown of travel advance, unfortunately I couldnt find any specific reason for this (although as you probably know the advance is also not possible to edit once the travel request is saved so would expect this is a contributing factor and also that advance has to be treated differently to expense type based on its own table T706B1_A) but can only confirm that indeed, this is by design.
Sally

Itemize travel advance

Hi experts,
I want to ask whether it is possible to calculate advance based on duration of trip?
or itemize travel advance?
for example,
employee has trip from 1st july to 5th july 2011
then he create travel request.
itemize advance, $25 of meals per day, $100 of accommodation per night.
then total of advance will be (25 X 5) + (100 X 4) = $ 525
So total advance = $525 with detail $25 of meals per day, $100 of accommodation per night. (in travel request form)
is it possible to do this? how to achieve those situation?
thanks in advance.
Edited by: nzworld on Jun 23, 2011 4:12 AM

Hi,
Try with Tcode PR04 & revert back.
Regards,
Pramitha.

Change travel advance

Hi experts..
I want to ask, can we change travel advance after we save the request?
how to change the date? or the amount?
thanks

Thanks it helps to change the amount..
is there any other possible answer?
thanks

Travel Advance issue

Hi ,
I am implementing Travel Advance and posting it to FI.if teh g/l account is a P&l account just like and expense amount the advance is getting posted to FI but if it is a SP g/l it is not getting posted.
Can you please let me kno whoew to post the advance amount to FI . what should be the posting key and g/l account to be used.

Hi,
you can check this link
http://help.sap.com/saphelp_46c/helpdata/en/b6/cda0f549e911d189060000e8322f96/content.htm
Re: Travel Advance posting to FI
hope it helps

Special G/L Indicator exception

Dear All.
We have no of Spl G/L indicators and we need to configure in FBZP, but system is not allowing all the Spl G/L indicators, Then we created one dummy Spl G/L indiactor and maintained in the exception list that g/L indicator, but sap not allowing the other spl G/L indicators line items.
Means my vendor have 8 line items including spl g/L indicators but system is not showing all items, but if i maitained teh spl G/L indicators 2 for that vendor, system is showing all teh line items,
Thanks in Advance
Kanike

Hello Maz,
Please can you tell me the solution. I have the same problem with the following
Message no. F5053
The specified special G/L indicator is not classified as "down payment"
or not listed in the list of the target special G/L indicators for
indicator "F".
I have done all the settings in OBYR for Vendors and even included the Target sp.G/L ind 'Z' in my case for down payment request F.
Your help will be highly appreciated
Regards
Satish
EFI

Special G/L indicator L is not defined for down payments

Hi,
While i am doing in the F-47 transaction i am trying to post down payment then i am getting the following error : --
Special G/L indicator L is not defined for down payments
Message no. F5053
Diagnosis
The specified special G/L indicator is not classified as "down payment" or not listed in the list of the target special G/L indicators for indicator "F".
Regards,
Rajesh

Hi
This error is due to non-assignment of G/L Accounts.
Go to OBYR or FBKP and double click sp. g/l. indicator F for Vendor type K and assign Reconciliation account and sp. g/l. account(advance to Vendors account) and save.
Also for sp. g/l. indicator L you might have done this as that Indicator you are using for Down Payments
and sp. g/l indicator F for Requests.
Regards
Venkat
Edited by: Venkat Dara on Jun 6, 2009 2:44 PM

Travel advances followed up by special g/l indicator - activating HRV

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