Additional Internet Applications in SAP Travel Management (SAP Library

Additional Internet Applications in SAP Travel Management

Use

In addition to the Employee Self-Service employees have a further Internet application at their disposal to enter their business trip data offline: the Offline Travel Expense Entry SAP Travel Management Internet application. You use Excel sheets for this. In Travel Expenses the trip facts entered are used to determine the travel expenses incurred by an employee, who is then reimbursed.

The Internet Application Component type

Intranet Employee Self-Service (ESS)

Employees can create trips and enter trip facts in the Offline Travel Expense Entry. Both employee and employer profit from this Internet Application Component:

Advantages for the employee:

Entry of trip facts anytime and anywhere
Less "paperwork"

Advantages for the enterprise:

GUI installation not necessary
Only an HTML browser is needed
Minimized management effort
Decentralized entry of trip facts possible

Prerequisites

R/3 Travel Expenses must be configured (Customizing for Financial Accounting under Travel Management ® Travel Expenses).

Personnel numbers exist for the employees in the SAP System.

The employees must have SAP R/3 user names.

In the Infotype Communication (0105, subtype 01), the respective user names must be stored for the employees.
The employees must have the authorization to create trips.

Authorizations/Security

For more information, see set up and maintain ESS users.

Standard settings

General Customizing

If you want to set up SAP user names, you have to make various settings in Customizing. For more information, see Customizing, Personnel Management ® Employee Self-Service.

Customizing specifically for Travel Management

Travel Expenses must be set to conform to your enterprise-specific requirements. For more information, see Customizing: Financial accounting ® Travel Management ® Travel Expenses.

The employee must have the authorization to create trips.

If you want to use the Internet Application Component Offline Travel Expense Entry, you have to make different settings in Customizing. For more information, see Customizing: Financial accounting ® Travel Management ® Travel Expenses ® Internet Application Component.

Features

You can only call the Offline Travel Expense Entry function from a Web browser.

When you call this function, the system displays an MS Excel sheet that is prepared for each employee with the data supplied by the R/3 System. Here the employee can enter trip data quickly and conveniently. The employee can call further functions to enter more detailed trip facts. After entering the trip facts the employee can send this MS Excel sheet to the R/3 System, so that a travel expense report can be created from the data entered offline.

Unlike the online travel expense entry the R/3 System can only make a cost assignment for the entire trip from this offline scenario. Costs assignments for stopovers, individual receipts and deductions can not be entered but must be supplemented later in the R/3 System.

Modification options

The service name of this IAC is PRWW. You can find all relevant data under this service name in the SAP@Web Studio. For more information about modifying Excel sheets, see modifying Excel sheets for Travel Expenses.

R/3 Development objects

For the technical implementation of the Internet Application Component Offline Travel Expense Entry for Travel Expenses (FI-TV-COS), the following R/3 development objects are used:

Development class: PTRA
Function group: HRTR_ITS
BAPIs:

EmployeeTrip.CreateFromData
EmployeeTrip.GetList
EmployeeTrip.GetExpenseForm
EmployeeTrip.GetOptions