Entering Travel Expenses Offline 

Use

Via Load travel expenses recording in the Internet, your employees can record their trips and transfer the trip data to the expenses department anywhere and anytime. Your employees can use this function in addition to the existing Employee Self-Services in the standard system and thereby reduce the workload of the expenses department.

Prerequisites

See Additional Internet Applications in SAP Travel Management

Procedure

In the company Intranet, the employee calls up the Internet application component Offline travel expenses recording. The way the employee calls up this function depends on how the company provides this service for its employees.

  1. The Travel Expenses screen appears.
  2. The user chooses the Load trip costs recording function.

    3. Two successive dialog boxes appear. In the first dialog box, choose the Open document option. In the second dialog box, choose the Activate macros option.

  3. The Entry Scenario: Travel Manager appears.

    4. The entry scenario is offered in the form of a modified MS Excel worksheet.

    The user has to record the trip framework data first. The user can use all other optional entry functions to record the trip facts in more detail.

  4. If the user wants to simulate travel expenses for the trip, he can choose the Overview function.
  5. If the user wants to store the completed Excel worksheet locally, he can choose the Save function.
  6. If the user wants to transfer the completed Excel worksheet to the R/3 System, he can choose the Transfer function.

The user can no longer change trips that have been transferred via the Internet application component Offline travel recording. Changes to a recorded trip can only be made in an R/3 System.

Result

After a successful transfer, the R/3 System creates a trip under the user’s personnel number. The trip expenses then go into the approval process.

 

See also:

For more information on Travel Management, see the SAP Library under Financial accounting ® Travel management. There you will find more information on: