Integration with Travel Management 
Use
If you use the Travel Management component you can enter the trips in Travel Management with an FM account assignment and so integrate employee travel expenses in Funds Management.
With this, the assignment of travel expenses can take place in accordance with the assignment values for the entire trip, for documents, for destinations and according to kilometer distribution.
Integration
In Funds Management, commitments documents are generated by the trips entered in Travel Management. You display these trips in the information system (value type “52”). Updating always takes place with the net amounts.
The updating control depends on which components you use integrated with Funds Management in addition to Travel Management and which account assignment elements you want to use. The settings for Controlling and Salary and Payroll Accounting determine how the account assignments are specified or derived for Funds Management. You determine which areas of responsibility in Funds Management the costs should be assigned to.
The integration with Human Resources (HR) also plays an important role in this. For more information, see Integration with Human Resources The prerequisites described in this for the different scenarios are also valid for Travel Management.
Prerequisites
For information on the prerequisites for updating travel expenses, see Prerequisites for Updating in Funds Management .
The following prerequisites also apply:
Fund, functional area and grant
If you want to use the account assignment elements fund, functional area and grant, you must activate the account assignment elements in the Customizing of Public Sector Management in IMG activity Activate Account Assignment Elements .
If you are also using Human Resources, in this IMG activity you must also specify the date from which the activated account assignment elements must be defined when creating/changing personnel master records for the infotypes in addition to the HR master data used in Travel Management.
Funds center
So that you can define the funds center in the personnel master record, you must define the date from which this account assignment element must be defined when creating/changing existing personnel master records in the Customizing of Funds Management Government in IMG activity Start for Integration HR (without personnel commitment scenario 2 ).
Manual account assignment for travel
In order to assign the trips to an account manually you must ensure that the fields you want to use –grant, fund, functional area, funds center and commitment item- must be ready for input when entering travel data. You enter the required settings for this in Customizing of Financial Accounting , as follows:
Choose Travel Management → Travel Expenses → Dialog and Travel Expenses Control → Dialog Control → Set Up Variable Layout for Account Assignment Objects and choose the coding block which is relevant to you:
If you want to enter the FM account assignment in the cost apportionment for the whole trip, choose Account assignment objects: Entire trip cost assignm. spec .
If you want to enter the FM account assignment in the cost apportionment for a receipt, choose Account assignment objects: Receipt cost assignm. specification.
If you want to enter the FM account assignment in the cost apportionment for stopovers, choose Account assignment objects: Destin. cost assignm. specification.
If you want to enter the FM account assignment in the cost apportionment by kilometers, choose Account assignment objects: M/kms distrib. cost assignm. spec .
Enter variable names for the account assignment elements you want to use, for exampleCOBL-FIPOS, COBL-FISTL, COBL-GEBERfor the relevant account assignment blocks.
Derivation of FM account assignment elements from CO account assignment
If you are using Controlling and want the FM account assignment elements to be derived automatically from the CO account assignment, you must:
Define a step in your derivation strategy, in which the FM account assignment elements are assigned to CO account assignments. For more information, see Deriving FM Account Assignment Elements from CO Account Assignmentssapurl_link_0002_0003_0004
Hide the fields for the FM account assignments elements.
Therefore, you cannot maintain the field status as described above.
Deriving FM account assignment elements when integrating with Human Resources
In order to assign the trips to an account manually you must maintain the field status as described above.
If you do not manually distribute the travel expenses for an employee completely, the travel expenses are distributed in accordance with the cross-trip cost assignment value, the so-called travel expenses assignment rule.
The prerequisite for this is that you maintain the infotypes in the HR master records in accordance with your requirements.
During the settlement of a trip, if you want to distribute travel expenses to several grants, functional areas or funds centers, you must enter several account assignments for infotype 0027 (cost distribution), subtype 02 (travel expenses) along with the relevant percentages for the distribution in master data maintenance for the HR master records.
Features
The travel expenses assignment takes place in accordance with the Travel management functions. However you must take the following into account:
Advances are not taken into account in Funds Management, and the same applies to data that you enter using fast entry.
Requested trips are only updated statistically.
If the trip data has the status “Travel request”, the data is only updated statistically in the standard system. The active availability control does not take place until after the approval.
Activities
When entering trip data, you enter the account assignments that are relevant to the budget. If you do not enter the FM account assignment manually, the system makes postings to the account assignments according to the settings and assignments you have made.
For travel expenses accounting the system defaults the FM account assignments to the Financial Accounting documents, which are generated by the accounting.
For more information on entering travel expenses and travel expenses accounting, see the FI Travel Management documentation.
See also: