Example for the Technical Path a Receipt Follows from Data Entry to Posting in Financial Accounting

Let us assume a trip with a telephone receipt for 10 USD has been entered for the personnel number 15515:

Expense type TELE

Input tax code R2

Amount 10 USD .

USD is the local currency for the company code to which the employee is assigned.

IMG View: Assign Wage Types to Travel Expense Types for Individual Receipts

You will find the view Assign wage types to travel expense types for individ. receipts in the Customizing for Travel Management under  Travel Expenses Input Tax and Wage Types for Interfaces .

In this view travel expense types are assigned wage types:

In this case, the expense type TELE is given the wage type MJ10.

The Settlement Program RPRTEC00

Using table T706B4, the settlement program RPRTEC00 creates the internal table ROT with the wage types relevant for posting. Table ROT is stored together with the trip data.

Internal Table ROT

In this example, wage type MJ10 has the amount 10 USD including input tax R2.

Notes about Trip Status, Paid Receipts and Advances

If the trip status is set to Trip approved and To be settled , the following expense types for the internal table ROT are taken into consideration:

If trip status is set to Request approved and To be settled , these expense types are not taken into account for the internal table ROT.

The following receipts are fed into internal table ROT depending on the trip status:

A switch in feature TRVCT decides the trip status in which receipts paid by the company are to be fed into table ROT.

A switch in feature TRVCT decides the trip status in which advances enter into table ROT.

A switch in feature TRVCT also decides the trip status in which cash advances enter into table ROT.

IMG View: Define Assignment of Wage Type to Symbolic Account

You will find the view Define assignment of wage type to symbolic account in the Customizing for Travel Management under  Travel Expenses Transfer to Accounting .

In this view, wage types are assigned a posting type and a symbolic account respectively. Through assignment of wage types to symbolic accounts, the wage types for payroll remain independent from actual G/L accounts in Financial Accounting. This gives you the advantage, that, if a G/L account is changed, only the G/L account - symbolic account assignment must be redefined.

The wage type MJ10 is assigned, in the first posting, to the symbolic account X0, from which the actual G/L account is later determined.

Examples for Posting Options

The following posting options can be controlled via entries in the Assignment of wage type to symbolic account view:

Amount for expense type TELE is 10 USD.

The symbolic account X0 corresponds with G/L account 474210

The symbolic account X1 corresponds with G/L account 474220

The entry + signifies that a positive amount is posted to the debit side of the G/L account.

The entry - signifies that a positive amount is posted to the credit side of the G/L account.

Extended Posting Options

If the symbolic account, and later, consequently, the G/L account, are not only supposed to depend on the wage type, but also on the trip attributes, you can make use of the extended posting options by means of USER-EXITS.

The include RPREX010 in report RPRFIN00 contains the routine EXB706K, which is run before each read accessing of table T706K. In this routine, the formal parameter USERS, with which the user modifier (table T706K-USERS) for table T706K is read, can be changed.

The wage type MJ10 is thus assigned to the following symbolic accounts:

Transfer Program RPRFIN00

The transfer program RPRFIN00 creates the internal table EP, which, among other things, contains the symbolic accounts:

Internal Table EP

The internal table EP is transferred to the function module PTRV_TRANSLATE.

IMG View: Conversion of Symbolic Account to Expense Account

You will find the view Conversion of symbolic account to expense account in the Customizing for Travel Management under  Travel Expenses Transfer to Accounting .

This is a special view of the standard account table T030. In this view, a G/L account is assigned to the symbolic account. The account for offsetting entry is also determined.

T030 (View: Conversion of symbolic account to expense account)

General modification has three positions and always begins with a ‘1’. Under 1X0, the G/L account 474210 is specified as symbolic account X0t. Under 1RR, the account for off-setting entry is specified, in this case *KK:

The three G/L account positions have the following significance:

Function Module PTRV_TRANSLATE for Creating Trip Transfer Documents

This function module creates the posting records for posting trip transfer documents to Financial Accounting via the AC interface from the internal table EP. During this process, the posting program determines, among other things, the necessary G/L accounts using table T030.

The batch input for personnel number 15515 is as follows:

The final posting record reads as follows: