New history and archiving of forms

The history has been enhanced, and also logs the following information:

If you activate logging of history, the system logs the changes to travel requests and expense reports. Users can display the history in the following user interfaces:

If you have activated logging of history, you also can define that the system should automatically archive the forms for travel requests and expense reports when certain events occur. For example, when a user changes the data for a travel request or expense report, the system writes a version document (a copy of the form) to the optical archive. Users can use the history to access the versions.

If you do not activate logging of history, the system logs only the changes made to travel expense reports as it did in earlier releases (see History). In this case, users can display the change history only in the transactions of the Travel Expense Report in SAP GUI.

You can define when the system archives a version in Customizing of Travel Management under  Travel Expenses Define History and Archiving .

You can use the Business Add-In BAdI: Adjust Archiving Settings to override or enhance the default settings in Customizing. For more information, see Customizing for Travel Management under  Travel Expenses BAdI: Adjust Archiving Settings .

Storage of attachments

You can archive attachments to travel requests and expense reports in the Web Dynpro ABAP-based user interface as Business Documents. This function was previously only available using Generic Object Services (GOS) in the Travel Expense Manager (PR05).

You can insert a file either as a simple attachment or as a business document. Business documents are different from simple attachments in the following ways:

Trip breaks and expense reports for several trips on the same day

Users can insert breaks in their travel requests and expense reports that the system does not include when calculating the flat rates. Users have the option of copying trip breaks to create expense reports with daily or weekly return (for example, for a training course). This enables you to correctly reimburse the employees for several trips on the same day (in compliance with the local taxation laws).

To make it possible to insert trip breaks for a trip schema, you have to set the indicator Multiday Trip in schema and single field control of Travel Management. You cannotuse the Multiple Trips/Day function available in previous releases at the same time.

Restriction to contributions to business partners of particular industries

You can track expenses that have been incurred for business partners of particular industries. In many industries this is mandatory, and must be recorded by the system.

In Customizing for Travel Management, under  Travel Expenses Dialog and Travel Expenses Control Dialog Control Field Control for Additional Receipt Information , you can define that users can select a business partner as participant for a receipt. You can use the Business Add-In BAdI: Check If Maximum Amount Exceeded for Business Partner to check whether the costs for a business partner have exceeded a certain amount.

The BAdI ensures compliance with statutory regulations, for instance the Sarbanes-Oxley Act in the USA. Based on these regulations, the entertainment expenses that a pharmaceutical company pays for business partners that are health care providers should be restricted, for example.

Definition of threshold values that determine when users have to submit a paper receipt

You can define expense-type specific threshold values and so determine when a user has to submit a paper invoice. If a receipt exceeds a threshold value, the user receives a warning message that informs him he must submit a paper receipt. If the user ignores the warning message, the system inserts a corresponding comment in the PDF form of the expense report.

The PDF form for the expense report contains a summary of the receipts that cause violations:

You can define the threshold values in Customizing for Travel Management under  Travel Expenses Master Data Travel Expense Types Define Maximum Rates and Default Values for Expense Types . This Customizing activity makes the following new amount types available:

These amount types make it possible for you to define different threshold values for manual receipts and credit card receipts.

You can define the standard settings for the Paper Receipt Exists indicator in the various user interfaces of travel expenses in Customizing of Travel Management under  Employee Self-Services Interface Configuration for the Web Dynpro Interface in Travel Management Define Schema and Individual Field Control .

Cost assignment for trip segments and receipts

In the dialog windows for the cost assignment of trip segments and receipts, users can reuse existing cost assignments that they have created for additional destinations.

Cost comparison

You can activate the cost comparison between expense reports and the related travel requests or plans. When a user saves an expense report, the system makes the following cost comparisons:

The cost comparison is available in the following applications:

You activate the cost comparison in Customizing of Travel Management under  Travel Expenses Activate Cost Comparisons . You define the maximum differences in the following Customizing activities:

Entry of trips abroad in the express expense sheet

Users can enter trips abroad in the express expense sheet, providing you have activated this function in Customizing. If a user enters a foreign destination in the express expense sheet, the system requests the additional information that is required for trips abroad. Users can call the additional information using the More Details pushbutton. The PDF form for for expense reports displays the additional information for trips abroad.

If you activate the entry of trips abroad in the express expense sheet, you can no longer use the trip calendar (PR02).

Negative Postings

If you have permitted negative postings in Financial Accounting, these are also valid when you reverse travel expenses. In this case a debit posting reduces the credit side of the account and a credit posting reduces the debit side of the account. For more information, see Canceling a Trip that has been Posted.

Country versions for the Czech Republic and Slovakia

You can use the country versions for the Czech Republic and Slovakia in the Travel Expense Reports and Expense Reports.

The following trip provision variants are available:

The following new features are available in both of these country versions: