Function documentationTransfer from Receipt Buffer and Linking of Receipts

 

The function enables you to transfer the following receipts from the receipt buffer to the expense report and link them to existing receipts.

  • Credit card receipts

  • Receipts from mobile devices, such as a photographed taxi receipt

Integration

The receipt buffer is available in the following Travel Management user interfaces:

  • Travel Expenses transactions in SAP GUI

  • Expense report in the Web Dynpro ABAP-based user interface

When creating an expense report, the system automatically copies the bookings from the assigned travel plan to the receipts in the expense report. You can link travel planning receipts to other receipts.

In the receipt overview for an expense report, a separate column displays whether and how many archived documents are assigned to a receipt. This includes the following documents:

  • Files added to a receipt as attachments, such as scanned receipts

  • Receipts from mobile devices that were transferred from the receipt buffer

Prerequisites

The credit card receipts are available in the receipt buffer only if you are using credit card clearing. For more information, see Credit Card Clearing.

For receipts from mobile devices, the prerequisites under Transfer of Receipts from Mobile Devices apply.

The receipts created automatically from travel plans are available only if you have activated the integration of travel planning and expense reports (travel expenses).

Features

You can transfer credit card receipts and receipts from mobile devices from the receipt buffer to your expense reports. From these receipts, the system creates (trip) receipts and displays these in the receipt overview. You can change the receipt information to a limited extent and add additional receipt information.

Linking Receipts from the Receipt Buffer

When you open the receipt buffer (credit card buffer) in SAP GUI or open the receipt entry screen in the Web Dynpro ABAP-based expense report, the system checks whether at least two of the following receipts match:

  • Credit card receipt from the receipt buffer

  • One or more receipts from mobile devices from the receipt buffer

  • Travel planning receipt from the expense report

The receipts must fall within the trip duration and all of the following entries must match:

  • Expense Type

  • Date

  • Amount

  • Currency

The system takes all the matching receipts from the receipt buffer and links all matching receipts automatically in a receipt. Alternatively, the system opens a dialog box that prompts the users to decide which matching receipts are to be linked by the system.

You control this function using the RBA entry in the HR feature for travel expenses parameters (see the “Activities” section). You can configure this function as follows:

  • If you set the RBA enter to 0 (default setting), the system does not check whether receipts match. You also cannot link any receipts in the receipt overview.

  • If you set the RBA entry to 1, you decide whether and to what extent you accept the system’s proposal for linking matching receipts.

  • If you set the RBA entry to 2, the system links the matching receipts to a trip receipt automatically.

Linking and Separating Receipts in the Receipt Overview

In the receipt overview, users can link multiple receipts to one receipt. More specifically, a linked receipt can contain the following:

  • Travel planning receipt

  • Credit card receipt

  • One or more receipts from mobile devices

  • A manually created receipt

The receipts must at least have the same expense type.

If the individual receipts have different values for the same characteristics (for example, different dates), the system uses the values from the credit card receipt. If no credit card receipt exists, the system uses the values from one of the receipts from the mobile devices (the receipt added first). If there are also no receipts from mobile devices, the system uses the values from the travel planning receipts.

The system copies as many properties as possible from all linked receipts to the resulting trip receipt. For example, if the travel planning receipt contains a description but the credit card receipt does not, the system copies the description from the travel planning receipt.

Users can separate the linked receipts in the receipt overview. This also applies to receipts that the system has linked automatically. When you separate the receipts, the system restores the original receipts. Additions or changes made manually are lost in this case.

Activities

You activate and control the following functions using the RBA entry in the HR feature for travel expenses parameters (TRVPA):

  • Transferring mobile device receipts from the receipt buffer and displaying these attachments in the receipt overview (new column for archived receipts in the receipt overview)

  • System proposal for linking credit card receipts and receipts from mobile devices from the receipt buffer to travel planning receipts in the receipt overview

  • Linking manual receipts, travel planning receipts, credit card receipts, and receipts from mobile devices in the receipt overview

You can edit this HR feature in Customizing for Travel Expenses under Start of the navigation path Dialog and Travel Expenses Control Next navigation step Travel Expenses Control Next navigation step Set Up Feature TRVPA for Travel Expenses Parameters End of the navigation path.