You can use this function if your authority requires you to separate travel requests and travel expense requests in the Public Sector. To do this, the R/3 System ensures that at least one transferred version of the travel request and one transferred version of the travel expense statement exist after the travel expenses have been transferred. By ensuring that the travel request information is available when the settlement of travel expenses takes place, the system allows you to complete controls and checks more efficiently.

Before you can use the separation of travel requests and travel expense reports via travel request versions, you must have activated the required versioning rules in Customizing for Travel Management under the IMG activity Activate Special Rules for Industry Solutions. This setting is made independently for each of the different payment methods.

To create a travel request schema for the existing trip schema, copy an existing trip schema using the IMG activity Define Schemas and Individual Field Control. To do this, place the cursor on a trip schema. A list of the fields and screens that can be shown and hidden for this trip schema appears. Choose Copy for Request Schema, this copies the trip schema into the new travel request schema. .

The fields that are relevant for the entry or settlement rules, are not available for data entry in either trip schema. The fields and screens that are hidden in the trip schema are also not available for data entry in the travel request schema. This means that you can only enter information in the travel request, in fields that are also available in the travel expense report. This function is not available for fast entry, advance, planning, or per diem schemas or the weekly report.

The Travel Expense Manager (PR05) only provides schemas that are request schemas, or trip schemas for which no separate travel request schema exists. If you want to ensure that trips cannot be entered in the system without first creating a travel request, you must create a travel request schema for all standard trip schemas.

If you select a schema that is not a request schema, you are issued with an error message and the chance to change the schema selected.

If request versioning is active for the trip provision variant, feature TRVPA will not be completed when the trip is saved. A request is always saved with the status request created, to be settled and a trip is always saved with status trip created, to be settled. After the request has been approved it can no longer be changed or deleted. You can, however, cancel the request once it has been transferred, and it, therefore, remains in the system.

If the request has been transferred, the associated trip schema will be automatically reset when the next changes are made. The screens and fields set up for this schema in Customizing are available for data entry.

If the trip has been created, you can display the corrections by choosing the appropriate pushbutton or by using report RPR_APPROVE_TRAVEL_EXPENSES. The report also allows you to display and compare the forms for the request and the trip. In addition to this you can display and print the forms for both versions.