Travel Expense settlement

We are using ESS only for Travel Request and Travel Expenses. I have the following queries:
1. Can we enter non-travel related expenses also in TRAVEL MANAGEMENT module for e.g. Petrol, mobile (company provided) bill etc.
2. Without using PR05 tcode in R3, is there a way to settle trips (i.e. Approval status = Settled) expenses in ESS? Because after my expense report workflow gets over the final status shows as: Approval status = Trip Approved.

Hi
You can enter the expense types such as petrol or mobile.
With reference to the settlement, for any updation you have two status. If you see for Trip approved itself, you will have one more financial status as to be settled, once it is settled the status will move to Trip approved/Settled. Once FI posting run is created the status will be Trip Approved/Transferred to FI
Regards,
Lakshmanan Krishnan

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Travel Expenses settlements against Service Order/WBS Element/Project Ord

Hi Experts,
I have one req. in Travel Expenses, i.e. need to settle travel expneses against Service Order/WBS Element/Project Order.
Can you guide me how to do this req.
Thanks & Regards
Rajesh

Hye mate,
This is possible for sure what you need to do is to go at travel request . In travel Request there is an option of Enhanced Travel cost/ Alternative master cost center. if you click on it . you would find an option of cost assignmnet click on it
there you would have option , like an excel sheet like fields of the cost centre, wbs element, profit center, order number what eve is requred and save it.
now the cot of trip would go that particulat cost center or der numbe or WBS rather then the cost center assigned at master data in ifototype 0027.
Regards
Waqas Anwar

Travel Expense Settlement thru Payroll

Hi All,
How to integrate Travel Management with Payroll for posting travel settlement amount to Payroll.
Post trip, payment to employee / Recovery from Employee. i.e. settlement needs to be done thru Payroll. SAP Table V_PTRV_HEAD provides the structure of expenses. This table provide various data filelds, like payment, travel advance, total expenditure etc, My question is how to take value from SUM_PAYOUT (Payment) from Table V_PTRV_HEAD and put into the payroll as the Travel Settlement amount.
Thanks & Regards,
Mandar Ranade

Hi,
After the trip is settled, the payroll driver program will pick up the trip results and the expenses are dispalyed in the payslip.
Check the payroll schema of the country.(transaction PE01).
For example, G000 (Great Britain accounting schema). make sure GREI is activated in the payroll schema to pick up the travel expenses through payroll.
If you see a * infront of Travel expenses, it means GREI is inactive. You should make it active.
Hope this helps..
Thanks,
Praisty

Is it possible to delete a trip (travel expense)?

Hi,
I have travel expense (trip) which has the status "settled/transferred to FI".
However, due to something unforeseen, the trip had been settled, but was not transferred to FI. It is not visible in the vendor open items (FBL1N).
A new trip has been created, settled and was paid.
I now want to delete the first trip.
How can I do that?
Thank you for your feedback.
Kind regards,
Linda

Hi Linda,
You can cancel the trip data(travel expense) using the tcode PR05, before the settlement of trip data is carried out through t code PREC.
If you run the t code PREC for a particular travel expense, you cant delete the data.
Hope this help you,
Regards,
Praisty.

TCode PRRW: Document Currency not taken from Travel Expense Report Currency

Hi,
We created a Trip Request using TCode TRIP and also created Travel Expense Report for the same Trip in which some of the payments were to be made to Vendor. We have Travel expense receipts in currency SGD. After settling the Trip and creating Posting Run, we made postings to FI using TCode PRRW. As a result of TCode PRRW, system considered INR as document currency and made postings in INR (same is also reflecting in the FBL1N report for Vendor).
Why system is considering INR as document currency instead of SGD as the expense receipts were entered in SGD in Travel Expense Report?
Regards,
CMC Team

Hi Aldo Manuel Sanz Castro,
Can you please explain in detail what are the changes you had done i am also facing the same problem if you share information in detail alone with screen shot it will very helpful to me
thanks in advance
thanks
Trinath

Travel expense accounting program

hi all
I need to ask about travel expense accounting program.
The standard feature TRVPA does not have "expense type".
The requirement is to settle trips based on expense type, any idea how this can be achieved by user exits or other features?

Hi Swayam,
Yes, the time capture can be done without the CO-Integration. If there is no co-integraion, the travel expense to cProjects is not possible, or make no sense.
If you are interested, there are two ways by CATS Integration, with and without co-integration.
Case A: without co integration.
1. Worklist (or timesheet?) in ERP will be generated according the cProject structure and custmoizing settings, which control, at which object can the confirmation done. Such worklist does not have a co object.
2. The user capture the time\efforts using CATS in ERP system.
3. the confirmed time\efforts are transfered back to the cProject system, and write in the involved cProject element.
Case B: with co-integration.
1. Worklist (or timesheet?) in ERP will be generated according
     - the cProject structure and
     - customizing settings, which control, at which object can the confirmation done
     - the assigned co-object of cProject elements.
    The worklist has a co object.
2. The user capture the time\efforts using CATS in ERP system.
3. the confirmed time\efforts are transfered back to the cProject system, and write in the involved cProject element.
4. The (actual) costs are booked at ERP system due to the co-object in worklist.
5. Additionally, the cProject evaluation can read the actual costs from ERP system and display it.
Kind regards,
Zhenbo

Travel management-- Control Parameters for Travel Expenses-- Define global

We have setup provision variants for:
India, UAE, Africa (since travel expenses in these countries need to be settled in the local currency).
For each of the above variants, we have done the following settings in IMG node:
Travel management-->Control Parameters for Travel Expenses --> Define global setting
I have selected the respective country for the "Country grouping" field. i.e. for India Variant, it is set to India and similarly for UAE etc.
Is this correct? What is the impact if in India variant this field ("Country grouping) is set to UAE?

hi
the settings which you set is right.
you will have inconsistency between the settings you made in the other areas.

Can Single Trip have multiple travel expense reports?

Hi All,
Can a single trip have more than one travel expense report linked to it?
My Client requires different travel receipts for a single trip to have different paymnet cycles.
Say for a single trip (for 20 days) the airfare paid needs to be settled in next 7 days and the hotel will be reimbursed when employee finishes the trip i.e. after 20 days in this ex.
Can each of these receipts be settled and then posted to finance separately if they are part of the same travel expense report.
OR can we have different travel expense reports for the same trip which could then be settled and posted to finance individually?
Regards,
Amit

Hi,
I think you have some diferents posibilities:
- Let your employees create differents travel expenses in the same period (Define Schema and Individual Field Control).
- Let your employee modificate a travel expenses whith settlement status: "settle".
Marta.

Problems in Travel Expense Manager (PR05) when somebody modify trips

Hi,
I have a problem with Travel Expense Manager (PR05). In some cases in trips with the status Transf.F/Trnsf.PAY , if an employee try to change this trip a message appears :
Changes in settlement past trigger retroactive settlement
Do you really want to change the trip data?
If click yes and after modify something click save , the status of the trip has changed to To Be Settl.
How can I do to make that nobody can change a TRIP with status Transf.F/Trnsf.PAY ??
I hope anybody can help me.
Thaks a lot,
EMI DF
Edited by: Emi DF on Apr 17, 2008 5:42 PM

Hi,
To add on with vaibav.....
Even i had the same issue...
Please check whether the expense type is coming from our customization or it is coming from a "z" table. If it is coming from that table, you have to add your expense type there also. You can ask your abap guy from where the portal is picking the expense type.
Hope this helps you...
Cheers,
Raj

Travel Calendar/Weekly Report/Travel Expense Manager

Hi,
Can any body explain me what is the difference between Travel Calendar, Weekly Report and Travel Expense Manager and for which type of trips i can use teh above forms.
Regards,
Sundar

Hello Sundar,
A detailed explanation can be found in help.sap.com.
Just a short summary:
Travel Calendar
Using this scenario, you can create and change several domestic trips for an employee at the same time. You can not, however, create or change international trips.
Weekly Report
With this entry scenario, you can enter and change weekly reports. Weekly reports always cover a time period of seven days. The system presents weekly reports as week-by-week calendars. The weekly report was designed for entering individual receipts. You can only use the weekly report to enter trips for which you do not want to do per diem settlement of meals or accommodations.
Travel Expense Manager
This scenario is the central entry scenario of Travel Expenses. You can create and change both domestic and international trips for an employee. You can also enter both trip per diems / flat rates and individual receipts.
With this scenario you can change any trip that was recorded using the travel expense manager, the travel calendar or trip advances. You can also use this scenario to change trips that you have transferred to Accounting, Payroll Accounting or data medium exchange. Other than in the travel calendar, you can only edit one trip at a time in this scenario.
Regards,
Raynard

Travel Expense Manager - Insert Credit Card Document

Dear Friends:
Using T.code PR05 ( Travel Expense Manager) , I select a trip ( to be settled) and clicked on change.I went to extras and tried to select Insert credit card document but it is in display mode.
I read that, i have to assign the credit card transaction to trips.I am in 4.7V.
I am unable to find this in SPRO or travel management.
Please help me to solve the problem.
Thanks&Regards
MSReddy

Hello,
I'm currently facing the same problem.
As far as I know, I've done all the customizing necessary (prerequisites) to use the credit card import :
- Activate characteristic CCC for the relevant organizational unit in feature TRVPA.
- Assign each credit card transaction key to a travel expense type.
- Store the credit card companies in subtype 0011 (Credit card number) of infotype 0105 (Communications).
- Trips are created and have been saved under status Trip Open.
Despite all this, the "Insert Credit Card Document" button doesn't appear and the function isn't activated in "Extras".
Thanks in advance for your help !
Mehdi chatt

Travel Expense Manager (PR05): Trigger "Add Data Maintain:Status" upon SAVE

Hi TM Gurus,
Good day.
The "Add Data Maintain: Status" Screen can be manually accessed by clicking the "Trip Status" Button in PR05.
Can you kindly confirm if it's possible to automatically trigger the "Add Data Maintain:Status" Screen via configuration when clicking the save button in Transaction PR05 - Travel Expense Manager?
Thank you very much.
Best regards.
Rainnier

Hi Sally,
Good day.
I will now tagged this as answered. Thanks again for your help on this.
On the other hand, I have another question: The"Add Data Maintain: Status" Screen now appears but with the default Settlement Status is "Open". Do you happen to know if this can be changed via configuration to "To be settled"?
Can you please answer this ar this link: Travel Expense Manager (PR05) "Add Data Maintain:Status" upon SAVE
Thank you very much.

Travel Expense Form -- How to identify which form it is using

Hello,
In PR05(Travel Expense Manager), there is a simulate button which will generate standard expense form with expense details.
I ran into scenario where one user group expenseform is little different from another group employees expense form. i am guessing that user group form is customized. how to identify what is behind scene form which is used.
Thanks

Thanks for your response. It seems I identified that it is using ABAP LIST forms.
I confirming that position 24 for other settlement under TRAVEL EXPENSES CONTROL (EXPERT VIEW )
Now we have issue identifying which underlying ABAP LIST Form used.
If any body has any information on this how to identify, please provide information.

Travel expense approval worklfow

Hi,
i have used standard workflow : WS20000040 for travel expenses, i can able to trigger the event when travel expense form created and also i can approve the trip,but i want to know whether it's really got approved or not,please let me know how to check it, whether it is getting updated in any table after approving ..
Thanks in advance.
ram

Hi,
Please check in the Table PTRV_PERIO .
It has all the trip status updation and one of the important table for all travel related standard reports.
The fields are :
ANTRG ANTRG CHAR 1 0 Travel Request or Trip Approved (Indicator) Travel Request status
ABREC ABREC CHAR 1 0 Open / To be Settled / Settled (Indicator) Travel settlement status.
Regards,
Sabari Prabhu.

Currency issues while booking travel expenses

Hi Experts,
I have configured Travel Management for India, while processing Travel expenses facing the following issues from user.
1.Meals & Meals-Paid is showing over limit separately instead of consolidate for per day. The same error is pop up against all the expense head e.g. Hotel, Taxi etc..
For Example: If there are two expenses on meals (Cash & Paid) on a single day and the expenses limit is $50.00 then system is calculation both the expenses as separate expenses. Suppose I am capturing $60.00 for Cash & $80.00 for Paid then it should give me a over limit of $90.00 however it is giving the over limit of $10.00 on cash & $30.00 on paid expenses.
2. System is not calculating over limit in USD if we are entering corporate card or cash transaction in INR.
In this case if we are pulling the credit card transaction (Meals of Rs. 60) where the expenses limit is $50.00 system is given the warning message that the meals is over limt by 10 INR.
Please advise me to solve this issues.
Thanking you,
Kanna

Hi Ravi Shankar,
We could solve that ALE Error and now i can post to FI. But now when i create new expense report and settle the same it is taking next posting period automatically and when i post in PRRW it is giving following error.
Check posting run 0000000042
E RW609 Error in document: TRAVL 0000000045 AEDCLNT220
E F5201 Posting period 002 2009 is not open
Posting run 0000000042 has errors
I am not able to find the reason for this error. Please let me know how this can be solved.
Thanks and Regards,
Shilpashree

Travel Expense settlement

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