Travel Management: Posting of Expenses to Different GL Accounts based on the Kind of Travel (Domestic or International)

Transcription

1 Travel Management: Posting of Expenses to Different GL Accounts based on the Kind of Travel (Domestic or International) Applies to: SAP 4.7C, ECC 5.0 and ECC 6.0. For more information, visit the Enterprise Resource Planning homepage. Summary The travel expenses incurred by an employee had to be reported for Domestic and International Travel separately. This document explains the process of how the expenses can be posted to separate GL accounts based on the country of travel in Travel Management Module in SAP. Author: Poornima MP Company: Intelligroup Asia Pvt Ltd (An NTT Data Company) Created on: 20 th April 2011 Author Bio Poornima MP is a cost accountant by qualification and a SAP FI certified consultant. She has been a part of the FICO competency in Intelligroup since 5 years SAP AG 1

2 Table of Contents Pre-Requisite:... 3 Business Scenario... 3 Configuration... 3 Step 1: Define Statutory Trip Types... 3 Step 2: Define characteristics for Statutory Trip Types... 4 Step 3: Create Expense Types for Individual Receipts: This is standard Step 4: Wage Types for Interfaces:... 6 Step 5: Assignment of Wage Type to Symbolic Account... 7 Step 6: Symbolic Account to Expense Account... 7 Test Results... 8 Step 7: Running the scenario for Domestic Travel... 8 Related Content Disclaimer and Liability Notice SAP AG 2

3 Pre-Requisite: The trip provision variant has been configured and assigned to the respective country. Here in this scenario we are using the standard trip provision variant 10 and country as US Business Scenario Employees keep travelling as part of their work to different places. These could be within US or outside US. The requirement is to track travel expenses separately for Domestic and International travel. Based on the country of travel system should post the expenses to GL accounts earmarked for Domestic and International travel accordingly Configuration Step 1: Define Statutory Trip Types Create Statutory Trip Types D for Domestic Business Trip and I for International Business Trip as shown below 2011 SAP AG 3

4 Step 2: Define characteristics for Statutory Trip Types 2011 SAP AG 4

5 Note: You will have to select Read Alternative Wage Types as shown above Note: You will have to select Read Standard Wage Types as shown above for International Business Trip 2011 SAP AG 5

6 Step 3: Create Expense Types for Individual Receipts: This is standard. Shown one expense type for illustration purpose; Step 4: Wage Types for Interfaces: Here we need to have 2 wage types one for Domestic Air Fare and one for International Air fare SAP AG 6

7 When you assign the wage types for Alternative Wage Types as shown above you have to assign the wage type for Domestic Air Fare, so that the system will read the same for Domestic Trips Step 5: Assignment of Wage Type to Symbolic Account We have assigned symbolic accounts 15 and 18 to wage types 5000 and 5001 respectively. Step 6: Symbolic Account to Expense Account 2011 SAP AG 7

8 Each symbolic account has to be assigned to a GL account. Assign GL account which is Domestic Air Fare to 115 and which is International Air Fare to 118. Now we have defined in the system that if it is a Domestic travel then the Flight expense should be posted to GL Account and if it is an International trip the expense should be posted to GL Account System in turn understands that if the trip is a domestic trip then it has to read the alternate wage type which is 5000 and then it has to post to Test Results Step 7: Running the scenario for Domestic Travel (US is the home country and so the travel within US is considered at Domestic) Posting a trip through T Code: TRIP 2011 SAP AG 8

9 Once the trip is saved the trip number is generated as Approve and Settle the trip Generate the posting run through PRFI Posting Run 131 created 2011 SAP AG 9

10 PRRW Double click on the line to see the entry to be posted Select and post the trip If you see the Document display after posting, you will see that the amount has been posted to the correct GL account for Domestic Airfare The same scenario can be run for International travel and the system will post the expense to International Airfare GL Account SAP AG 10

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12 Related Content Travel Management-Overview Travel Expenses Transfer to Accounting For more information, visit the Enterprise Resource Planning homepage SAP AG 12

13 Disclaimer and Liability Notice This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document SAP AG 13