Recording a Several-Day Domestic Trip with Receipt Entry and Sim (SAP Library

Recording a Several-Day Domestic Trip with Receipt Entry and Simultaneously Approval

Call up the transaction as follows:

Menu Path	Human Resources ® Travel Management ® Travel Expenses ® Travel Expense Manager
Transaction Code	PR05

Enter the personnel number 1000.

Choose

Choose in the dialog box.

On the Anja Müller, PersNo. 1000, Trip no. screen, enter the following data:

Field	Data
From (date, time)	1, Monday of curr. month 9:45
Reason	Visit to customer
End (date, time)	1. Friday of curr. month 19:25
City	Hamburg
Country	DE
Region	No entry
MI	65

Choose

Choose the Advances tab page.

Enter the following data:

Field	Data
Amount	500
Currncy	DEM
Ex. rate	no entry
Settlement amount	no entry
Ca Off	Select
Date	Last working day before the trip

Choose

The R/3 System defaults the fields where you have made no entries.

Choose the Receipts tab page.

Select the ExpTy field in the first row (RNo 001) and use the F4 input help.

In the Trip Expense Type dialog box, choose the trip expense type BABZ (train paid).

Choose

Enter the following data in the first receipt row:

ExpTy	Amount	Currency	Date
BABZ	285.00	DEM	1. Monday of curr. month

It is easier to make all of the entries in the system first and then to choose , than to choose after each individual entry. This can accelerate the recording of trip facts considerably, since the required checks are performed after completing recording and not after each entry.

This last receipt is a so-called paid receipt, this means that the receipt was paid by the company (for example, by the trip costs department) and, for that reason, is not reimbursed to the employee. However, in order to present a complete picture of all of the costs involved in this trip, it is entered here.

Select the following field ExpTy, choose the expense type with the corresponding matchcode and enter the following data:

Exp Ty	Amount	Currency	Date
TAXI	28.50	DEM	1. Monday of curr. month
TELE	12.00	DEM	1. Monday of curr. month
HOTL	845.00	DEM	1. Friday of curr. month

Choose

You also have to enter additional information for the hotel receipt.

In the dialog box, enter the following data:

Field	Data
From date	1. Monday of current month
To	1. Friday of current month
Number of breakfasts	4
Description	HOLI_INN
Business purpose	Lodging night
Country	DE
Region	no entry

Choose

By carrying out these steps, you have entered a hotel receipt from the 14th of the current month. Four breakfasts were included in the hotel receipt.

The Exp Ty HOTL are now displayed as red, because you entered further information.

To see the information you have entered, double-click on the receipt.

Choose the Add. dests tab page.

Enter the following data:

From	Loc	Reason
1. Tuesday of the current month 9:00	Kiel	Werft AG

Choose

Create add. destination to enter the second data.

Enter the following data:

From	Loc	Reason
1. Thursday of curr. month 11:00	Bremen	Kleinfeld GmbH

Choose

Choose the Receipts tab page.

Because two days of the trip have been used for other projects, Frau Müller wants to change the cost assignment.

In the alternative cost assignment for entire trip, if other than master CA area, choose

In the dialog box enter the following data:

Field	Data
Distribution	30
Company code	1000
Business area	9900
Cost center	2100

Choose

In the dialog box, you see that 70 % of the costs are displayed on the master cost center.

Choose

Approve.

If the Save dialog box appears, choose Yes.

You now see that the status of the trip is Approved and To be accounted.

To check the trip, select the row of your trip and choose

Results.

In the document you can see the costs and the cost distributions.

Choose

until the Travel Expense Manager screen appears.