Storage Within Travel Management (PA-TV) (SAP Library - SAP ArchiveLink

Storage Within Travel Management (PA-TV)

Use

Within Travel Management (PA-TV), the storage functions provided by SAP ArchiveLink facilitate the use of content servers to store copies of original documents, such as hotel receipts, travel requests, confirmations of booking, and other travel documents.

This makes it far easier for the user department to manage travel documents, and facilitates quick and easy access to travel requests and trip receipts. There is no need to waste time searching through different files at various locations. This greatly accelerates the time-consuming process of using original receipts to check trip facts, and the resulting process of approving a trip so that it is released for trip cost accounting.

For example, the Display all facsimiles function enables the user department to quickly determine whether original receipts have already been submitted for trip expenses claimed by an employee in individual statements. This is usually a prerequisite of releasing data for trip cost accounting.

Prerequisites

Technical Implementation (PA-TV)

An external scanner is used to import written incoming documents into the system. The scanner communicates with SAP ArchiveLink. Individual documents are linked directly to a trip (using the trip number) and an employee (using the personnel number). This link is created using document types. The incoming document is not assigned to the receipt number used to enter the document during the trip.

The document types included in the standard system for Travel Management are based on the trip expense categories that are also included in the standard system (meals, accommodations, travel costs, etc.) The advantage is that all of the incoming documents related to the same trip expense category can be scanned together when stored.

The standard system includes the following document types for Travel Management:

Name of document type	Document type	Object type	Document class
Receipt for overnight stay	HRITRVACCO	TRAVEL	FAX
Meals receipt	HRITRVBMEA	TRAVEL	FAX
Transportation receipt	HRITRVCAR	TRAVEL	FAX
Other document	HRITRVDOTR	TRAVEL	FAX
Travel document	HRITRVEDOC	TRAVEL	FAX
Travel request	HRITRVFAPL	TRAVEL	FAX

Preparation and Customizing (PA-TV)

The system does not include Travel Management-specific customizing for SAP ArchiveLink. If you require information on how to make changes and enterprise-specific enhancements to document types (that are included in the standard system for Travel Management), go to the documentation on SAP ArchiveLink and see special customizing.

General Notes

Travel Management recommends that you start the ten-character, alphanumeric, document type ID with HRITRVxxxx (xxxx = characters that you can define as required).

With regard to the input type default values, please note that the document types are displayed in the generic order of their document type IDs.

Store With Bar Code

From the SAP R/3 System screen, choose Tools ® Business Documents ® Basic settings ® Bar code ® Bar code entry to check that the data entry with bar code function is active for the TRAVEL object type, and to define the bar code type you want to use at your enterprise.

Features

In Travel Management, the following storage scenarios are supported by SAP ArchiveLink:

Store incoming trip documents for subsequent entry with bar code (PA-TV)

Assign then store incoming trip documents with bar code (PA-TV)

Assign then store incoming trip documents (PA-TV)

Travel Management recommends that you use bar codes to store data. This means that you are only required to scan incoming documents into the system if they have a bar code, which prevents you from having to enter additional data (such as the personnel number and trip number) manually.

The user department assigns the bar code ID to a document type within a receipt (employee trip) by entering the bar code manually. The system assigns the bar code ID to a trip number and personnel number.

This minimizes the time required to effect assignments, and reduces the possible causes of errors, when scanned incoming documents are assigned to receipts.