Procedure documentationDistributing Costs to Cost Categories

 

According to the legal requirements in Poland, you are required to distribute the travel expenses to cost categories. When your employees enter the travel costs in the Travel Expense Manager program, the system calculates per diems and reimbursement amounts for the trips. You must distribute the calculated per diems and reimbursement amounts among cost categories, as required by the relevant accounting rules.

The basis of the distribution can be, for example, whether the trip was a domestic or a foreign trip, or whether the corresponding tax is deductible or nondeductible.

You can distribute the per diems and reimbursement amounts on the following tab pages in Travel Expense Manager:

  • General Trip Data

  • Receipts

  • Additional Destinations

  • Trip Segments

This function is also available on the Web Dynpro ABAP-based user interface of the Expense Report and the Express Expense Sheet programs.

Prerequisites

You have completed the following activities:

  1. You have defined cost categories in Customizing for Travel Expenses under Start of the navigation path Transfer to Accounting Next navigation step Define Cost Categories (Poland) End of the navigation path.

    Define cost categories with the corresponding general ledger (G/L) account assignments and distribute the costs to the cost categories in the Travel Expense Manager program.

  2. You have copied the CL_EXM_IM_TRIP_POST_FI example implementation class with the EXB706K BAdI method and created your own implementation in Customizing for Travel Expenses under Start of the navigation path Transfer to Accounting Next navigation step BAdI: Account Det. Adjustment for Cost Categories End of the navigation path.

  3. You have entered the cost categories you defined in step 1 in the Key field and assigned the relevant symbolic accounts to the categories in Customizing for Travel Expenses under Start of the navigation path Transfer to Accounting Next navigation step Define Assignment of Wage Type to Symbolic Account End of the navigation path.

Procedure

  1. The employees enter the travel costs in the Travel Expense Manager program and start the approval process for the trip.

    Based on the data entered, the system calculates the per diem and reimbursement amounts.

  2. Distribute the per diems and reimbursement amounts and group the distributed amounts to the relevant cost categories as follows:

    1. Enter a personnel number and select the relevant trip.

    2. Open the trip data you want to distribute in Edit mode.

    3. Choose Cost Distribution.

      The Trip Data Display: Enhanced Cost Assignment for Entire Trip dialog box appears.

    4. Enter the percentage of the per diem or reimbursement amount you want to insert in a given cost category.

    5. Enter the company code, business area, cost center, and cost category in the relevant fields.

    6. Choose Enter.

  3. Approve the trip.

    The system posts the distributed amounts to the relevant G/L accounts in the Financial Accounting (FI) component in accordance with the cost distribution rule as defined by the local regulations.

More Information

For more information about cost assignments, see section Entry Function: Cost Assignment in Travel Expenses (FI-TV-COS).