Booking with Trip Template (QuickPlan) 

Use

In Planning Manager you can use predefined trip templates (QuickPlan) to reduce the planning and posting process of recurring trips.

Trip templates contain - similar to document templates for Office documents - the basic data for a travel plan, such as a specific outbound and return flight for a destination visited frequently or regularly.

If you create a travel plan using a QuickPlan trip template as a reference, you only need to enter the respective trip date and then you can book the trip immediately. The "availability query" and "travel service selection" steps are skipped as this data is already specified in the trip template.

As a general rule, we recommend that you create trip templates for trips that a traveler makes frequently (such as weekly trips to a customer) or for trips made in one form or another by several travelers (such as trips to a trade fair).

As a rule expert users, who have the necessary authorization, create trip templates.

You can set up trip templates according to user group. Members of a user group then only see the trip templates that have been set up for their user group (for their travel profile).

Prerequisites

The reservation system connected to Travel Planning must be the AMADEUS Global Travel Distribution System.

Features

Activities

Function

Activities:

Creating a travel plan using a trip template
  1. In the SAP menu under Accounting ® - Financial Accounting ® Travel Management ® Travel planning, call the Planning manager.
  2. Choose Create using QuickPlan.
  3. In the dialog box that appears, select the required trip template.
  4. You can display details of the selected trip template using .
  5. Choose the selected trip template using .
  6. To book this travel plan, confirm the dialog box that appears.
  7. Enter data as required.

Store a travel plan as a trip template in the system
  1. From the Planning manager, call a travel plan that does not lie in the past.
  2. Choose Save as QuickPlan.
  3. Enter data as required.

 

Example

Several employees of an enterprise travel regularly to the plant located near London. This trip is always to be made with the same flight (same flight number) in the same flight and booking class. You can define a trip template for this case in the system that already contains these specifications.

For their next trip to London the travelers choose in the Planning Manager the function Create using QuickPlan, choose the appropriate trip template, enter the current trip date and confirm the travel plan for booking. The system automatically carries out the required availability queries on the basis of the travel policy and then presents a fully prepared travel plan, which you can change to suit your needs or simply accept and book with a push of a button.

 

If one of the travel services defined in the trip template is not available, the flight request is copied to the travel plan with the status open. You can then query the availability of this flight manually, for which your travel profile is checked.

 

Authorization for Creating a Trip Template

You can assign the authorization to create trip templates via the authorization field AUTHC that is part of the travel planning authorization object (F_TRAVL).

The value 'Q' in the authorization field AUTHC controls the authorization for creating trip templates.

You do not have to control this authorization via the single authorization profiles. Any user that has the authorization to work with the Planning Manager may use this function.

For more information about the authorization field AUTHC, see authorization checks in Travel Planning.