Integration with Travel Management

Use

If you use the Travel Management component you can enter the trips in Travel Management with a Funds Management account assignment and so integrate employee travel expenses in Funds Management (FM).

With this, the assignment of travel expenses can take place in accordance with the assignment values for the entire trip, for documents, for destinations and according to kilometer distribution.

This facility is also available for the Travel Request and Travel Plan steps in the self-service applications (Travel Manager – TRIP and web-based Employee Self-Service User Interface).

Integration

Documents are generated in FM by the trips entered in Travel Management which can be displayed in the information system (value type ‘52’). Updating always takes place using the net amounts.

The updating control depends on which components you use in addition to Travel Management integrated with FM. The settings for Controlling and salary and payroll accounting in particular determine how the account assignments are included for FM are derived. You determine to which FM responsibility areas (funds centers) the costs are to be assigned.

The estimated travel expenses entered in a travel request or travel plan automatically update the travel commitment in FM. The estimated costs are shown separately in Travel Expenses.

Budget availability control can take place at the time a travel plan is created. A travel plan contains all the bookings for a business trip and, with them, the exact costs anticipated for the trip. This makes the budget check on this level more accurate and reliable. Bookings do not usually lead to direct payment since then can mostly be cancelled again without penalty. This makes it advisable to have your employees book online first, then conduct an FM availability check, before granting approval based on this information.

The integration date plays an essential role for the HR (Human Resources) component which you must define in FM Customizing under Define date for HR (Human Resources) integration , if you want to integrate personnel costs (wage and salary costs) into FM. From this date, you must define a funds center and if desired a fund, in the HR master records for the infotype 0001. A derivation of the FM account assignment from the CO account assignment cannot take place in this case.

Different scenarios are therefore possible, for which the prerequisites are described below.

Prerequisites

For information on which main prerequisites must be fulfilled for travel expenses updating, see Prerequisites for Updating in Funds Management .

No HR Integration date - manual account assignment of the trip

In order to assign the trips to an account manually you must ensure that the fields Commitment item, Funds center and Fund are ready for input when creating travel data. You enter the required settings in Customizing for Travel Management , as follows:

Start of the navigation path ChooseTravel management Next navigation step Travel accounting Next navigation step Dialog and accounting control Next navigation step Install variable structure for the account assignment objectsand choose the coding block which is relevant to you: End of the navigation path

  • If you want to enter the FM account assignment in the cost apportionment for the whole trip, choose the account assignment objects. Expense assignment value of the whole trip.

  • If you want to enter the FM account assignment in the cost apportionment of a document, choose the account assignment objects . Expense assignment value of a document.

  • If you want to enter the FM account assignment in the cost apportionment of the stopovers, choose the account assignment objects.Expense assignment value of a document.

  • If you want to enter the FM account assignment in the cost apportionment by kilometers, choose the account assignment objects. Expense assignment value of a Km apportionment.

For each of the relevant coding blocks enter the following variable names:

  • COBL-FIPOS

  • COBL-FISTL

  • COBL-GEBER

If you want to define a master account assignment for the trips, you must define a funds center and a fund in the infotype 0017. You enter the required settings in Customizing for Human Resources under Start of the navigation path Adjusting the interfaces Next navigation step Define screen modification. End of the navigation path

No HR Integration date - Deriving the FM account assignment from the CO account assignment

If the FM account assignment is to be derived automatically from the CO account assignment the following must happen:

HR Integration Date

In order to assign the trips to an account manually you must maintain the field status as described above.

If you do not manually distribute the travel expenses for an employee completely, the travel expenses are distributed in accordance with the cross-trip cost assignment value, the so-called travel expenses assignment rule.

The prerequisite for this is that you maintain the infotypes in the HR master records in accordance with your requirements. For more information, refer to Integration with Payroll Accounting Integration . For information on how the system then determines the valid travel expenses assignment rule, see Travel expenses Assignment Rule .

Note Note

If you want to distribute travel expenses to more than one funds center, you must enter the relevant funds centers (and funds, if required) as account assignment objects for infotype 0027 (cost distribution), subtype 02 (travel expenses), along with the required percentages.

End of the note.

Estimated Expenses

To enable the estimated expenses in travel requests and travel plans to be transferred to FM, you need to define at least one expense type for estimated costs in Customizing for Travel Expenses.

  1. To do this, go to Customizing for Travel Management and choose Travel Expenses -> Master Data -> Travel Expense Types -> Create Travel Expense Types for Individual Receipts .

  2. Create an expense type, selecting Estimated costs, no reimbursement to employee for the Amounts are field.

Features

The travel expenses assignment takes place in accordance with the Travel Management functions. However you must take the following into account:

  • Advances are not taken into account in FM; the same applies to data entered using fast entry.

  • Requested trips are only updated statistically.

  • As long as the trip data has the status “Travel request”, the data is only updated statistically in the standard system. The active availability control does not take place until after the approval. You can overwrite the standard settings with a User-Exit (enhancement SAPLFMA, component EXIT_SAPLFMFA_002, development class FMFS).

Activities

When entering trip dates, you enter the account assignments relevant to financial accounting. If you do not enter the FM account assignments manually, the system posts the account assignments based on the settings and assignments you have made.

For travel expenses accounting the system defaults the FM account assignments to the financial accounting documents, which are generated by the accounting.

For more information on entering travel expenses and travel expenses accounting, see the FI Travel management documentation.

See also:

FM Account Assignment Logic