Recording a Several-day Domestic Trip with Receipt Entry and Simultaneous Approval 

  1. Select Human resources ® Travel Management ® Travel accounting.
  2. On the Travel accounting screen, select Trip ® Create.
  3. In the dialog box Choose Trip Schema mark Domestic trip and select Continue.
  4. On the Trip Data Maintn: Receipts screen, enter the following data:

    5. Field

    Data

    from (date, time)

    10th of curr. month 9:45

    Reason

    Visit to customer

    to (date, time)

    14 th of curr. month 19:25

    City

    Hamburg

    Country

    DE (initial value)

    Region

    blank (initial value)

    MI

    65

  5. Select Enter.
  6. On the Trip Data Maintn: Receipts screen select Goto ® Advances.
  7. Enter the following data on the Trip Data Maintn: Advances screen:

    8. Field

    Data

    Amount

    500

    Currncy

    DEM (default)

    Curr. Rate

    blank

    Accounting amount

    blank

    Ca Off

    mark

    Date

    Last working day before the trip

  8. Select Enter.

    9. The R/3 System proposes the fields left blank.

  9. Select Goto ® Indiv.receipts.

    10. On the bottom of the screen you can see, that Advances exist for the trip.

  10. Mark the field ExpTy in the first row (RNo 001) and use the match code to choose the trip expence type BABZ (train payed).In the Trip expense type dialog box select Copy.
  11. Enter the following data in the first receipt row:

ExpTy

Amount

Info

BABZ

285

ICE MA-HH

It is easier to make all of the entries in the system first and then to select Enter, than to select Enter after each individual entry. This can accelerate the recording of trip facts considerably, since the required checks are performed after completing recording and not after each entry.

This last receipt is a so-called paid receipt, this means that the receipt was paid by the company (for example, by the trip costs department) and, for that reason, will not be reimbursed to the employee. However, in order to present a complete picture of all of the costs involved in this trip, it is entered here.
  1. Mark the following field ExpTy, select the expence type with the match code and enter the following data:
    2.

    Exp Ty

    Amount

    Info

    TAXI

    28,50

    		  

    TELE

    12,00

    Telecard

    HOTL

    845,00

    		  
  2. Change the date in the Hotel receipt row in the last day of the trip, ( here the 14. of the current month).
  3. Select Enter.

In the dialog box Trip Data Maintn: Receipts you have to enter additional infos for the telephone receipt.
  1. Enter the following data:
    2.

    Field

    Data

    Business purpose

    customer support

  2. Select Transfer.

    3. You also have to enter additional infos for the hotel receipt.

  3. Enter the following data in the Trip Data Maintn.: Receipts dialog box:

    4. Field

    Data

    Date

    10. of current month (default)

    To

    14. of current month (default)

    Number of breakfasts

    4

    Description

    HOLI_INN

    Business purpose

    lodging night

    land

    DE (default)

    Region

    blank

  4. Select Transfer.

    5. By carrying out these steps, you have entered a hotel receipt from the 14. of the current month. Four breakfasts were included in the hotel receipt.

    Not only the ExpTy TELE but also the Exp Ty HOTL are red now, because you entered further information.

    If you want to see the entered informations , doubleclick on the receipt.

  5. Select Enter.
  6. Select Destinations.
  7. Enter the following data on the Trip Data Maintn: Stopovers screen:

From

To

Reason

city

11. of the current month 9:00

11. of the current month 21:00

Werft AG

Kiel

13. of the current month 11:00

13. of the current month 21:30

Kleinfeld GmbH

Bremen

  1. Select Enter.
  2. Select Receipts ( Document ) and you see on the bottom of the screen that there are further data for Destinations (Dests).

Because two days of the trip have been spent out for other projects,Frau Müller wants to change the cost assignement.
  1. Select Extras ® Cost assignement ® Entire trip.
  2. Enter the following data on the Trip Data Maintn.:Cost assignement for entire trip screen:

Field

Data

Distributn

30

Company code

1000

Business area

9900

Cost center

2100

  1. Select Enter.

    2. The dialog box with the information that 70 % of the costs are displayed on the master cost center is displayed.

  2. Confirm the dialog box.
  3. Select Additional trip info

The dialog box Information is displayed, with the information, that 70%of the trip costs will be assigned following the assignement guidelines.
  1. Confirm the dialog box.
  1. Enter the following text:

Because of customer problems in Kiel and Bremen the trip has been interrupted twice.The transfer has been done with a company car, so no further costs have been generated.
  1. Select Receipts.

    2. On the bottom of the screen you can see, that there are further informations.

  2. Select Approve.
  3. If the dialog box Save is displayed, select yes.
  4. Select Travel manager.

On the screen you can see now that the status of the trip is approved,to be accounted.
  1. To check the trip, mark the row of your trip and select trip ® simulate.

    2. The Standart Form for Trip Costs Accounting screen is displayed were you can see the costs and the cost distributions.

  2. Return to the main SAP R/3 System screen.