EnjoySAP - Travel Management

Scope of Functions

As a part of the EnjoySAP initiative, user management in Travel Planning and Travel Expenses has been thoroughly revised:

• In addition to the previous transactions for creating travel expense reports (PR05) and planning trips (TP01), a new transaction (TRIP) has been developed, which is intended for use by the travelers themselves or their assistants or secretaries. The usage of this transaction is so practical and intuitive that it is equally suitable for employees who only take a few business trips each year.

• The user management of the Travel expense manager(PR05) has been simplified by introduction of tab pages. This transaction has been retained for use by employees who have a large number of travel expense reports to process each day.

• In the Planning manager (TP01), the tab page for the Travel Request overview was omitted to make direct access to the individual travel service categories possible. Clarity was also enhanced by means of HTML views for displaying plan data. The previous version of the planning manager can be called in Release 4.6A via the transaction TP03.

New Transaction Integrates Travel Planning and Travel Expenses (TRIP)

The newly developed travel manager (transaction TRIP) combines related processes in Travel Management that until now could either not be performed or could only be performed separately. In a single transaction, you can now

• Create a travel request
  You can submit a travel request including all necessary travel services and advances (e.g., flight, hotel, car rental).

• Plan a business trip
  You can check the availabilities of all required travel services directly in the program and make your reservations immediately.

• Create a travel expense report
  On the basis of the data in Travel Planning, you can make entries regarding reimbursement rates and receipts for expenses and you can settle your travel expenses.

In detail, this transaction includes the following innovations:

Screen structure

• When you enter your trip data you simply work through the screen from top to bottom, without having to change tab pages or screens. You have an overview of your data at all times.

• The clarity of the screens has been considerably improved by means of pushbuttons for opening or closing screen sections. You can, for example, open the screen areas for seldom used functions (such as the note editor, or cost distribution) only when you need them, otherwise they remain suppressed. At the same time, you still have an overview of the context of these screen sections because the respective title bars are retained.

Facilitated entry

• As a new function to facilitate selection, personal possible entries automatically supplies your last used values for fields such as location, country or reason for trip.

• Frequently used additional information that is needed during data entry is directly available via pushbutton. You have, thus, quick access to information such as Name and telephone number of your contact person in the expenses department, and current exchange rates or trip reimbursement rates.

Editing functions

• Even before you save your trip, you can calculate and check the travel expenses. This helps you to detect incorrect entries right away and easily correct them.

• You can update your travel expense report at any time without closing the transaction.

Revised functions

The following functions in Travel Expenses have been adapted to correspond better with the usual procedure of taking a trip or settling travel expenses:

Trip itinerary

If your trip includes more than one destination, in previous releases you had to distinguish between one main destination and other so-called stopovers. In the current release, you enter the main destination and other destinations simply in chronological order. This simplifies above all the cost distribution of individual trip segments to different projects, orders or cost centers.

Deductions from accommodations per diems

If you are not entitled to accommodations per diems for all nights of a trip, in previous releases you could only reduce the number of nights for per diems but you could not enter the exact dates for the relevant nights. In the current release you can control the exact dates for per diems claimed. As with the trip itinerary, this also simplifies cost distribution of individual trip segments.

Cost assignments

If you do not want to assign your travel expenses to your master cost enter but, in full, to a project, order, or another cost center, in previous releases you had to use the dialog box for travel expense distribution. In the current release, you specify this cost assignment directly in the entry screen.

The revised functions are available to you both in the previous transaction PR05 and in the new transaction TRIP.

HTML Display of availability queries

In the Planning manager (TP01) of Travel Planning the available flights returned in a query are displayed in the current release in an HTML overview. In this overview you can choose both the relevant flight and the flight class. In previous releases this was only possible in separate processes.

The departure and return flights are represented in two windows, one above the other, each supplied with a scroll bar to ensure clarity.

Restructuring of the area menu

As a result of the EnjoySAP initiative the area menus for Travel Management have been converted into overview trees. Further information can be found in the Area menus und Migration of report trees.

Effects on System Administration

The changes in the trip itinerary have no effect on the single record entry transaction for batch input (PR01).