Booking Attendance 

Procedure

  1. On the SAP Easy Access screen, in the SAP Standard Menu, choose Human Resources ® Training and Events ® Attendance ® Book: Attendee for Business Event. The Book Attendance: Data Screen appears.
  2. In the Business event type field, enter the required business event type. In the search area (top left) select the search tool or search variant you want to use to search for the event type, and where relevant enter the required data (such as a search term).
  3. In the selection area (lower left), select the business event type you require from the hit list found and double-click it. The business event type is automatically transferred to the work area (right screen) under Business event type.

    4. Alternatively, you can select the business event type directly using the possible entries help in the work area (right screen).

    If you call the function from the dynamic attendance menu, the relevant data is read simply by positioning the cursor on the event type. The Book Attendance: Data dialog box appears, in which the event date is already selected. In other words, steps 1 to 7 are not required.

    The dialog box corresponds to the work area that is displayed when you call the individual transaction in the User Menu or the Easy Access Menu. For more information on the display features in the individual transactions Prebook Attendance and Book Attendance, see Working with the Object Manager.

  4. In the Time period field, change the date business events should take place if required.
  5. Enter the Language in which the event should be held where appropriate.
  6. Choose if you have changed data to refresh the display under business event catalog.
  7. Select the event date you want from the list under business event catalog. (This does not apply if you called the function from the dynamic attendance menu since the event date is already selected in that case.)
  8. Select the Attendee type of the attendee you want to book and enter the attendee's name.

    9. If you specified a group attendee type (such as an organizational unit), enter the number of bookings.

  9. Specify the booking priority.

    10. Choose to access a dialog box in which you can enter a numerical value for the booking priority. The system displays the priority intervals stored in Customizing.

  10. There are two booking options:
    1. Choose Book if you want to automatically transfer the settlement data that was specified for the attendee type and if you do not want to create a note for the booking operation. Proceed to Result.
    2. Choose Book/Payment Info if you want to check or change the settlement data, create a note for the booking operation, or if you want to allow one of the following billing and allocation functions: billing by payment card, specification of different partner functions for billing, percentage cost distribution to multiple accounting objects for internal activity allocation.

Further Procedure for Book/Payment Info:

When you choose Book/Payment Info, the Fee and Assignment dialog box appears. All billing or allocation data stored for the attendee type to which the attendee belongs is displayed here. Change data as required:

  1. If necessary, change the settlement type.
  2. If necessary, change the attendance fee.

The status indicator beside the Fee field indicates whether attendance has already been settled or not.

Enter data for the selected settlement type:

    1. Data entry for the settlement type billing:
      1. Select either Partner functions or Payment card:

        2. Under Partner function, enter a sales reference number and, where relevant, different partner functions.

        or

        Under Payment card, specify the cardholder, card type and number, and the validity end date of the card.

      2. Choose .

        3. Payment card data is transferred to Sales and Distribution where a plausibility check is carried out. The result of the check is displayed under card check. If the check validates the card, data is displayed. If the card fails the check, an error message is output.

        Only for payment cards:

      3. Authorize the payment card by choosing Payment card. When you execute the billing report for the attendee (accessed under Business Events ® Billing), the fee is automatically debited from the payment card.

With the settlement type billing, you can simulate the price determination function by choosing in this dialog box. The simulation displays the net amount to be billed (including price reductions). All of the relevant billing data must be maintained for the simulation to work. If any data is missing, an error message to this effect is displayed, which you can use to enter the missing data. This function also lets you check at an early stage (booking) whether the billing will actually work.
    1. Data entry for the settlement internal activity allocation:
      1. Enter the controlling area(s) and cost center(s) to be debited with attendance fees.

You have the option of specifying a percentage cost distribution to multiple cost centers and the account assignment objects internal orders and projects.

Before you save the data in the dialog box, you can choose to determine the standard cost distribution for attendees of the types person and organizational unit. The system reads the cost distribution data stored for the attendee and enters it in the cost distribution table. You can use this function if you specified different cost distribution data for an attendee and now want to revert to the original activity allocation data (such as master cost center) stored for the attendee.

  1. Choose if you want to create a note for the operation.
  2. Choose .

Result

Attendance has been booked and all billing or allocation data stored for later settlement.

See also:

Book Attendance

Billing

Internal Activity Allocation