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 Creating a Travel Plan using QuickPlan (Planning Manager)

Use

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

Trip templates are conceptually similar to templates for Office documents. They contain the basic data for a travel plan, such as the outbound and return flight for a destination visited frequently.

If you create a travel plan based on a QuickPlan template, you only need to enter the trip date. You can then book the trip immediately.

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).

Trip templates are normally created by expert users who have the necessary authorization.

You can set up trip templates with reference to a travel profile so that the employee assigned to a specific travel profile will only see QuickPlans relevant for that profile.

Features

  • You can create a travel plan based on a trip template defined in the SAP system.

  • You can create a trip template to be used for future trips from a travel plan that has already been created and booked (special authorization is required for this as explained below).

Activities

Function

Activity

Create a travel plan based on a trip template

  1. In the SAP menu under Start of the navigation path Accounting Next navigation step Financial Accounting Next navigation step Travel Management Next navigation step Travel Planning End of the navigation path , call up the Planning Manager .

  2. Choose Create using QuickPlan .

  3. In the dialog box that appears, select a trip template.

  4. You can display details of the selected trip template using Detail .

  5. Choose Selection and select the trip template required.

  6. To book this travel plan, confirm the dialog box that appears.

  7. Enter the required data .

Save a travel plan as a trip template

  1. In the Planning Manager , call up a travel plan with a date that is not in the past.

  2. Choose Save as QuickPlan .

  3. Enter the data as required .

Example

Several of your employees travel regularly to the plant located near London. The flight number and booking class are always the same. 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 the function Create using QuickPlan in the Planning Manager , select 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 the traveler can change to suit their 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 . The traveler can then query the availability of this flight manually, whereby the travel profile is checked.

Authorization for Creating a Trip Template

You can assign the authorization to create trip templates via the authorization field AUTHC from travel planning authorization object F_TRAVL.

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

You cannot control the authorization to create trips using a QuickPlan 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 .