Travel expenses prepaid by Company

There is a certain mismatch between Travel Agency invoices and Company prepaid expenses in Trip documents.
While within a Trip expenses are per Trip and Employee, the Travel Agency invoice can cover few trips and employees at once.
Today we are posting Company prepaid travel expenses from FI-TV via reconciliation account (Accounts Payable).
Is there any way to post Vendor account (Travel Agency) directly from FI-TV with a reference to external invoice number to avoid recon process?
At the receipt level there is no Vendor field (for Travel Agency), is there a standard way to have it?

I close this call.

Similar Messages

  • 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

  • Tax line items when travel expenses are posted to intercompany

    Hello Experts,
    We are posting a expense report  to a different cost center other than the Master cost center(IT0001). In this case system understanding as intercompany transaction and posting the travel expenses to different cost center and different company code. But the problem is when there is a tax calcualted, this tax is initially getting posted to original master cost center and again transfering the taxes to the intercompany cost center. this is creating an additional FI documents and also additional tax line items which is becoming very difficult for reconcilation.
    can any one suggest me where could be the correction required in order to post the taxes to intercompany cost center in the first instance itself.
    Thanks&Regards
    Srinivas

    Hi Srinivas,
    Profit center was not picking for tax line item when we were doing multiple cost center in a TRIP. So we have activated "not deductible" in VST and it got worked.
    Later when we got a Cross company employee vendor posting, tax line items are posting in both company codes.
    So we have deactivated "not deductible" in VST and activated "set expense company code" in table T706K (to allow cross company code postings in TM)
    And defined a new solution in New GL config for the first prblem.
    We have not changed anything in "posting indicator" in OBCN, it was 2 (Separate line item) only. You should not change this.
    All postings went fine.
    Regards
    SM

  • Travel Expenses

    Hello Experts
    Posted in Financials forum also......
    i have the following questions regarding Travel Expenses:
    1. Can an employee change expense report approver to a different manager than his direct supervisor when he creating the expense report? If yes how?
    2. Can we automatically route expense reports containing out of policy items to senior management?
    3. Can the per-diem be calculated based on employee department?
    Thank you in advance. All helpful answers will receive points.
    Karan

    Hello Manoj
    Thanks for the response. The workflow must be routed to immediate supervisor as a default. The employee must also be able to pick a different supervisor in which case the workflow will be routed accordingly and the original manager will receive an email informing him about the expense report to keep him in the loop..
    If items are outside of the company policy it should automatically get routed to senior management. I was under the impression that you would set controls to ensure this didnt happen. ie you would enter the maximum allowed amount in the configuration. How will the employee then be able to enter a higher amount?
    I think for the different per diem I figured out that you can use reimbursement groups..am I right?
    Karan

  • Travel expenses posting for Intercompany

    Hi,
    Pl advised how do we post a travel expenses for an inter-company transaction. This is an integration between project management module and travel expenses as well as FI/CO and Travel Management System.
    Company code EC01 and EC04.
    Resource from EC04 was utilised in EC01 project. We are trying to post the travel expenses for resource EC04 into EC01. So the expenses can appear in both client invoice (EC01 invoice, as travel expenses was payable by client and EC01 basically help to collect on behalf for EC04). The next will be inter-company invoice (EC04 will need to billed EC01 for the resouces/travel expenses incurred in EC01 project)
    We are trying to make use of the cost assignment feature in 'TRIP' by indicating the network and network number. Still unable to generate inter-company travel expenses. Pl advised what should be the correct way of posting.
    Thank, Karan

    Hi,
    My suggestion would be to go with the DIP Profile with the material determination.
    In your case it would be the travel expenses.
    Create a WBS elemenent where these services are being used and make it as billing element.
    Assign a sales order with this this material and assign this DIP Profile in Sales Tab-B.
    DP81, ODP1 are the Tcodes you can look for..
    Reward points if found useful.
    Thanks..

  • HR-BW report for Travel Expense report(Urgent, max. points awarded)

    Hi All,
    Could anyone please tell how to write a spec to create a BW report for Travel Expense report. or how can we know from which tables can the data be extracted for Personal number, name of the EE, Trip number, Trip duration, Trip begin date, Trip end date, trip destination,  reason for the trip, total cost, reimbursement amount, paid by company, additional amount, total miles/Km,  cost center, CoAr, Status of the trip
    Its very urgent. Please Help!!!!
    Regards,
    Latha

    Hi Latha,
        PR05 is the Tcode for Travel expense Manager where the data will be posted  and The table is PTRV_HEAD   where the data get stored .
    Regards,
    Narendra Kumar Katuri.

  • Reimburse travel expense employee by check

    Hi,
    In our current client, the client wants to pay the employee the check for travel expenses and accounts.
    As a process what is supposed to happen after the employee is paid by check.
    1) Do we need to run the posting programs to post this information in to accounting and then to controlling?
    Geerally when the employees are paid by check does this information need to be fed to accounting?
    I hope so but please confirm.
    2) And do we need to create vendor master records for employees to be able to run this postings to accounting?
    3) When the positiing programs are run whhat effectively happen? Does it creating accounting documents (table BKPF)
    I am a HCM consultant and having trouble understanding the integration poits with FI and hence a few a bascis questions.

    1) Do we need to run the posting programs to post this information in to accounting and then to controlling?
    When company pays to employees for thier trip exp , it must be posted, as it is an expense to the company
    Geerally when the employees are paid by check does this information need to be fed to accounting?
    I hope so but please confirm.
    When employees are paid money, other than his salary , he will be treated as vendor, which will be done by FI team
    2) And do we need to create vendor master records for employees to be able to run this postings to accounting?
    When you debit expnese, (as TRav exp is an expense) you should credit the vendor
    3) When the positiing programs are run whhat effectively happen? Does it creating accounting documents (table BKPF)
    Yes it creates accounting entries, all debit - credit stuff

  • Field control for Travel expense type

    Hi,
    How can we control "travel expense type"/"Trip type company code specific" field in PR05/employee portal?
    I want to make this as mandatory.
    This field you can see in "PD/FR reimbursement" header PR05 entry screen.
    I have checked in below configuration, but there is no effect if I make it as required input in below configuration.
    Define Schema and Individual Field Control
    Schema and Single Field Control for Web Dynpro
    Any solution will be highly appreciated.
    Regards
    SM

    Hi,
    This field control is not working in ESS portal. Working in PR05 (Travel expense manager).
    Could you please advice the configuration for making the field u201CTrip type, Co. specificu201D(PTP02-BEREI) as mandatory in
    ESS portal?
    If we have not entered any value in this field it is throwing below error.
    "Entry EN NZ does not exist, check your entry"
    Also please let me why this is mandatory to enter and why this is not a mandatory field in standard configuration?
    Note: NZ is Trip provision variant.
    Regards
    SM
    Edited by: shanumonu on Jan 27, 2012 5:37 AM

  • VAT entry field in Travel Expense Manager

    Dear Experts,
    Besides a field for the VAT code in the Travel Manager entry screen, I also would like to have a field where I can enter the VAT amount. This is a requirement for The Netherlands because the VAT amount on the invoice should always be reported to the authorities. And this amount can differ from the VAT amount calculated by the system.
    In customizing I have not been able to find a setting to make that field available.
    Does anybody have a suggestion for me how to make this VAT amount field available in the Travel expense entry forms?
    Thanks.
    Regards,
    Jurriaan

    I suspect you get this error message during posting?
    There is new behaviour with note 1421746 and the intention for 1BS entry in T030 is this: If the cross company
    clearing accounts are vendors or customers and the posting line also contains a vendor (e.g. employee vendor), the cross-company clearing accounts cannot be directely posted to (debit cross company vendor, credit employee vendor). Therefore the posting to the cross company clearing accounts must happen via an additional clearing account. And this is searched per default for the activity HRT and the symbolic account BS (entry 1BS in T030).
    Now you can implement the note 1421746. Doing this, this above described split will only occur, if a posting line indeed contains
    a jurisdiction code. If not, the split will not occur and subsequently the 1BS account will not be searched for.
    this is a new behaviour which is intended. If the involved company codes are located in different countries and the Jurisdiction Codes are active in 1 of these countries, the document is split into 1 document per company code connected with the cross company clearing accounts. This was done directly in FI before, now the sending application sends 2 documents.
    Exactely this behavour you already have if the 2 company codes are in different logical systems or you choose a document summarization on the selection screen of '1 document per company code' or '1 document per CO object'.
    This split functionality is just re-used for a new case which is the above described country difference with Jurisdiction codes.
    So basically check your entries in T030 for 1BS and the clearing G/L account!!

  • Adobe Interactive Forms - for Travel Expense Booking

    Hi:
    We are implementing Adobe Interactive Forms for Travel Expense Booking integrated with Portal (where user would download the form from portal locally to work offline and then upload it later when connected).
    For the form to function properly, our consultants has asked to make following changes in the Adobe Reader settings on user machine:
    1. Under Edit -> Preferences -> Internet -> Check "Display PDF in browser"
    2. Under Edit -> Preferences -> JavaScript -> Check "Enable Acrobat JavaScript"
    3. Under Edit -> Prefenences -> Security (enhanced) -> Uncheck "Enable Enhanced Security"
    All the above three changes are opposite to our current settings. And our IT group is seeing a major secutity threat to company network on making the above changes.
    I wanted to check how other companies with Adobe implementation are handling the above changes? Is there any work around to these changes?
    Any ideas?
    Thanks,
    Rahul

    you have to get really creative when trying to dynamically control the form without javascript / formcalc.
    One of my little secrets (you owe me big points here) is that I prepare my output in a series of tables when possible.
    For instance, in SAP i'll fill an internal table with
    Customer | Sales Order Number
    12345      |  80002038
    Date         | 09/15/2011
    Special Instructions | Deliver around back
    something like this... then I drop this table where I need it.  However, if there are no special instructions, I simply do not fill that info out in my internal table. This has the effect of "hiding" the field.

  • Travel Expense: Error: Travel Exp already exist not possible to switch schema

    Dear Team,
    I am supporting Travel Management in one reputed company.
    User facing one issue where TRF raised by copying one old TRF, during that time Travel expense report also getting copied. It is not giving any error while raising TRF in this process, but when the user trying to raise TER for the same he is geeing error: 'Travel Expenses already exist not possible to switch schema' Kindly suggest how can I stop this. Attached is the ESS Screen.
    Regards,
    Adi.

    Hi Adi,
    no. Leave that as it is. I wasn't entirely sure whether the field's value influences the TER in any way. But since it is = 1 and your TER schema collides, this is completely irrelevant. Still good to have this ruled out.
    Have you checked what I wrote concerning FITVFELD_WEB? There's a checkbox in the schema "Overlapping Trips allowed" (loosely translated from German, might not be verbatim). If it's not checked, check it and retry.
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    However. If I understood your business needs correctly, you actually do not want the expense report data/indicators to be taken into account, because you just need the copy for the Travel Request, right? There might be chances for implicit enhancements and "killing" that bit information from the copied TE-Cluster entry so it doesn't stray into the copy of the Travel Request Copy anymore.
    Cheers, Lukas

  • 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

  • Travelling expenses against Service call

    Dear Expert
    When i sold Machine manage by Serial No with 1 year warranty
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    Hi Jay,
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    http://help.sap.com/saphelp_sbo882/helpdata/en/f5/65bc79e3844cbbbc3fb1e9295bd5c8/content.htm
    http://www.agentil.com/sites/default/files/bu/1295088637.pdf
    Hope this help
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    Atul Chakraborty

  • Travel expense/reimbursement for non-employees

    Hi,
    We are in the process of reviewing Travel Management for implementation and would like to know if we can book travel expenses or reimbursements for non-employees (example: consultants, applicants who travelled to our company for interview, etc.)
    Regards, Lupe

    No.Travel Management is only for the employees. Earlier I had a similar query and I had writteen to SAP and they said that Travel Management is strictly for the employees.

  • Delete items on the buffer in travel expense

    Hi   All
    Can anyone tell me how do we delete  items on the buffer in travel expense.
    What had happened is that we had upload a number of files for the credit card import, and a payment line appears in the upload.
    That payment line is confusing the users and I need to know how to delete the line in the buffer.
    *I had tried to delete that line but have been unable to do so. Could u please assist?
    thanks in advance
    vishwaas

    Hi there
    It depends on whether its a "paid by company" or "reimburse to employee" expense. Credit card receipts, that are marked as having already been paid by the company cannot be deleted from the document buffer, as these receipts must undergo invoice verification and evaluation processes in Financial Accounting.
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    cluster TA of PCL1 but this is ONLY for delete single lines pertaining to a credit card company or to set a started but not yet completed accounting runs.
    Hope it helps
    Sally

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