Receipt Wizard
Use
Hotel receipts often contain the reimbursement-relevant amount for the accommodation and meals, as well as private expenses such as charges for using the minibar or pay-per-view television and videos. The Receipt Wizard allows you to calculate these private expense amounts, to deduct them from the hotel receipt, and to create separate private receipts, where required.
You can also use the Receipt Wizard to divide receipts. You may only receive one receipt for a hotel stay that lasted several days/nights. You can use the Receipt Wizard to divide this receipt into several receipts so that you have one receipt for each day/night of the hotel stay.
If a hotel receipt contains several different expense types, you can use the Receipt Wizard to split the receipt according to travel expense types used by your company. For example, a hotel receipt for accommodation may also include telephone and Internet costs that should not be posted to the accommodation expense type, but to a different expense type for communication. You can use the Receipt Wizard to split the original receipt into several different receipts, so that a receipt is created for each expense type required.
The Receipt Wizard ensures that no unwanted changes are made to the original information, for example during credit card clearing and/or for receipts that have already been paid by the company.
The origin information for the spilt/divided receipt, for example the original receipt that the split/divided receipt is associated to, continues to be stored. If a split or divided receipt is deleted, however, the amount from that receipt is not added back to the original receipt.
The Receipt Wizard is not available in transaction PR02 or PR04.
The function can be applied to existing receipts as long as the Customizing prerequisites for Travel Management have been met.
Integration
The Receipt Wizard is integrated into the Travel Manager (TRIP) and Travel Expense Manager (PR05).
Prerequisites
You have activated the Receipt Wizard for each of the expense types in Customizing for Travel Management under Assign Travel Expense Types for Individual Receipts.
A Business Add-In is available for enhancements. You can find this Business Add-In in Customizing for Travel Management under Business Add-Ins and User Exits in Travel Management -> Business Add-In: Receipt Wizard. Alternatively, you can access it directly using transaction SE18. Here, you need to enter the name of the BAdI: TRIP_RECEIPT_WIZARD.
Features
Example: Hotel Receipt
The traveler uses a personal corporate credit card that debits the employer's account. He has used this credit card to pay the total amount owing for the following hotel invoice:
Date |
Description |
Amount |
18/02/02 |
Room Charge |
99.00 |
18/02/02 |
State Tax |
6.93 |
18/02/02 |
County Tax |
4.95 |
18/02/02 |
Parking |
14.00 |
18/02/02 |
Telephone |
13.27 |
19/02/02 |
Room Charge |
99.00 |
19/02/02 |
State Tax |
6.93 |
19/02/02 |
County Tax |
4.95 |
19/02/02 |
Parking |
14.00 |
19/02/02 |
Restaurant |
23.00 |
20/02/02 |
Room Charge |
99.00 |
20/02/02 |
State Tax |
6.93 |
20/02/02 |
County Tax |
4.95 |
20/02/02 |
Parking |
14.00 |
20/02/02 |
Telephone - NET |
57.73 |
20/02/02 |
TV - Movie |
9.99 |
|
***TOTAL*** |
478.63 |
The employee should pay the amounts for the private telephone calls, restaurant and TV back to the company. The parking and Internet charges should be paid by the company but should be assigned to the expense types Car Rental and Communication, and not Accommodation. The accommodation receipts should be calculated and entered per day if possible.
Entering This Information into the System
Use either the
travel expenses function in the Travel Manager (TRIP) or in the Travel Expense
Manager (PR05) to create a paid hotel receipt for the total amount of 478.63
USD. You can create this receipt manually or automatically using credit card
clearing. Select this receipt and call up the Receipt Wizard by choosing 
Wizard (with quick info Priv. Share,
Split Recpt). Proceed as follows:
...
1. Welcome Screen: This screen contains a short introduction to the Receipt Wizard application. You can choose to suppress this screen in the future by choosing Do not display again.
2. Private Expenses: Enter the amounts for your private expenses. If a receipt has already been paid, these private expenses are assigned to specific expense types (see the prerequisites section), if a receipt has not yet been paid, these amounts are simply deducted from the final total amount. For the example above, the user chooses Deduct Private Expenses from Total Amount and then enters the amounts: 13.27, 23.00 and 9.99.
3. Split Receipts: Enter the expense types and amounts that should not be posted to the expense type accommodation. For the example above, the user would enter 3 x 14.00 for expense type Car rental, paid by company and 57.73 for expense type communication, paid by company.
4. Divide Receipt: This screen only appears if your original receipt is for several days/nights. If you want to divide the receipt so that you create one receipt for each day/night, you are required to enter the price per night/day (including tax) and the number of days. The system calculates a default value by dividing the amount remaining on the original receipt by the number of days from the additional receipt information.
5. Save and Exit: An overview of all information and newly created receipts is displayed. The new receipts (and the original receipt with the changed amount) will only be added to your trip when you choose Execute. To make changes to the data entered in the previous steps choose Back, and to exit without saving choose Cancel.
For more information about posting receipts using the Receipt Wizard, see Posting Private Expenses Using the Receipt Wizard.