Entry Scenario: Travel Manager: Travel Expenses

Purpose

The Travel Manager , with its simple and intuitive handling, is directed at occasional users who want to process their own trips or to employees that have a few travelers assigned to them.

Depending on the company’s Customizing settings, you can use the Travel Manager to:

Submit a travel request

Plan a business trip and book travel services online

Settle travel expenses

The following section describes how to enter travel expenses using the travel manager.

Prerequisites

Customizing for Travel Expenses in Travel Management must have been configured to meet company requirements.

Process Flow

The travel manager entry screens are designed like paper forms that you work through from top to bottom. In other words, you work though the entry areas as you would the elements of a travel expense form.

The individual data areas have a button, using which you can open and close the areas as you need them. For example, you can close areas where you have already made entries or areas that you do not require so that the entry screen is not too full.

This graphic is explained in the accompanying text.

Via Extras → Settings you can determine how the entry screen is to appear when you open travel expenses in the travel manager: which data areas are to be open and which are to be closed.

Entering travel expenses:

You can either choose a trip and change it or create a new trip.

Enter the following in the data areas:

General trip data

Additional destinations

Advances

Alternative cost assignment for entire trip (if different from master cost assignment)

Comments

Mileage and per diem reimbursement

Miles/kilometers

Meals and accommodations

Expense receipts

Additional receipt information

Comments

Alternative expense receipt cost assignment

Save your entries.

Functions after travel expenses have been entered:

Function	Menu path
Approve travel expense reports individually	Trip → Approve
Display results (simulation)	Goto → Results
Set settlement and approval status	Goto → Trip Status
Display overview of cost assignment	Goto → Cost Assignment Overview
Display travel expense report versions: per version, changed by and approval status, settlement and form	Goto → History
Call Infocenter	Extras → Infocenter
Assign and display facsimiles of the optical document archiving	Extras → Display facsimiles / Assign facsimiles
Change trip schema (if several trip schemas have been set up in Customizing for the travel manager)	Extras → Change in trip schema

Which entry functions you can call depend on the trip schema and how this has been defined in the Customizing for Travel Management in Define Schema and Individual Field Control .

Result

You have created a new travel expense report or changed an existing one. The system has saved the travel expense report in the database. To reimburse the travel expenses, you have to approve the trip , settle it, and transfer it to Accounting , Payroll or data medium exchange.