SAP TVM - Transfer To FI Functionality

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2010 SAP AG 1
Travel Expenses Transfer to
Financial Accounting
Applies to:
Travel Management in ERP 6.0. For more information, visit the Enterprise Resource Planning homepage.
Summary
This article explains the procedure of transferring the travel expenses from Travel Management to Financial
Accounting and the configuration required in Travel Management and also the Master data requirements in
Financial Accounting.

Author: Srinivas Vannepaga
Company: Accenture
Created on: 07 December 2010
Author Bio
Srinivas Vannepaga is a SAP Certified Finance Consultant and a Post Graduate of Business
Management with Finance stream, presently working as a part of FICO team for Accenture.

Travel Expenses Transfer to Financial Accounting
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2010 SAP AG 2
Table of Contents
Business Case .................................................................................................................................................... 3
Procedure ........................................................................................................................................................... 4
Step1: Set up number Ranges for Posting Runs ............................................................................................ 4
Step 2: Set up Number Ranges for Trip Transfer Documents ........................................................................ 5
Step 3: Define Wage Types ............................................................................................................................ 6
Step 4: Define Assignment of Wage Type to Symbolic Accounts .................................................................. 7
Step 5: Conversion of Symbolic Account to Expense Account ...................................................................... 8
Step 6: Assign the Personal (HR Master Number) in Employee Vendor Master. .......................................... 9
Testing........................................................................................................................................................... 10
Create a travel expense report through transaction TRIP/PR05 .................................................................. 10
Travel Expense Report Approval .................................................................................................................. 12
Settle the trip ................................................................................................................................................. 13
Create Posting Run ....................................................................................................................................... 14
Manage Posting Run ..................................................................................................................................... 16
Display the Document in FI through transaction FB03. ................................................................................ 17
Related Content ................................................................................................................................................ 18
Disclaimer and Liability Notice .......................................................................................................................... 19

2010 SAP AG 3
Business Case
After the trip has been taken, the traveler (employee) completes his/her travel expense report including all
required data, receipts and documents. The system checks and applies all company specifications stored in
configuration. After submission of the travel expense report, the report goes to the supervisor for approval if
not to the T&E Admin clerk for further processing. Once the Trip is approved it can be settled in Travel
Management, as per the specifications in Trip Provision Variant and the trip expense results can be derived.

Basing on the assignment of wage types to symbolic accounts and conversion of symbolic accounts to
expense accounts, the travel expense results are transferred to financial accounting and then to Controlling
area. Also the Personal Number (HR master Number) should be assigned in the Employee vendor masters
in financial accounting. Assumption is that other configuration in Travel Management, HR Master in HRM
and Vendor Master in Financial Accounting has already been done.

The following diagram depicts the Transfer Process in Travel Management

2010 SAP AG 4

Procedure
Step1: Set up number Ranges for Posting Runs
Here the Number ranges will be defined for posting runs. The run type is TR. This can be done by
transaction code PR12 or by the below IMG path.
Financial Accounting (New) Travel ManagementTravel Expenses Transfer to Accounting Set up
number ranges for Posting Runs

Give the Run type TR and click on maintain Intervals and maintain the number
ranges as shown below and save.

2010 SAP AG 5

Step 2: Set up Number Ranges for Trip Transfer Documents
Here the Number ranges will be defined for Trip Transfer Documents into Financial Accounting. The travel
expenses are transferred to Financial Accounting from Financial accounting the results are transferred to
Controlling. Hence there should not be overlapping number ranges in Travel Management and Cost center,
either it can be a master cost center or the alternative cost center entered in the transaction from Controlling
Area. This transaction can be executed by the code PR11 or by the below path
Financial Accounting (New) Travel ManagementTravel Expenses Transfer to Accounting Set up
number ranges for Posting Runs

Click on maintain interval and maintain the number ranges as shown below and save.

2010 SAP AG 6
Step 3: Define Wage Types
Here we define the wage types for the specific country. Already standard wage types have been delivered, if
needed additional wage types can be defined by the transaction OH11 or from the below IMG path.

Financial Accounting (New) Travel ManagementIntegration of Travel Management and Payroll Wage
Types Create Wage types Catalog

Select Copy radio button and Press enter.

Enter/select the country USA and press enter.

2010 SAP AG 7

Select a standard wage type in Original wage type and enter your wage type on custom and press
, you can test before production copy by flagging Test run.

Wage type is copied. Like this all wage types required can be copied specific to country.
Step 4: Define Assignment of Wage Type to Symbolic Accounts
Here we assign the Wage types to symbolic accounts.
Financial Accounting (New) Travel ManagementTravel Expenses Transfer to Accounting Define
Assignment of Wage Type to Symbolic Accounts.

2010 SAP AG 8
Enter your Trip Provision variant and press enter. Select new entries and assign the created wage type 1012
to a 2 digit numeric number which will be used later in account determination. + is used for Debit and used
for credit. Like this all the wage types can be assigned to Symbolic accounts.

Step 5: Conversion of Symbolic Account to Expense Account
Here we assign the Actual General Leger Accounts to Symbolic accounts. All Symbolic Accounts will be
prefixed with 1 to get the general modifiers in Automatic Account determination. This can be executed by the
transaction code PRT3 or from the below path.
Financial Accounting (New) Travel ManagementTravel Expenses Transfer to Accounting
Conversion of symbolic Account to Expense account.

Double click on Trip Costs postings, expense accounts HRT and enter your chart of accounts and Press
enter.

Enter GL accounts as shown below.

2010 SAP AG 9

Double click on Customer/Vendor Trip costs posting HRP and enter the Vendor account as shown below.

Step 6: Assign the Personal (HR Master Number) in Employee Vendor Master.
In this step we assign the employee number in accounting info tab of company code data. The transaction
codes are XK01/XK02
AccountingFinancial Accounting Accounts PayableMaster Data Create/Change

Assign the personnel number in as shown above.

2010 SAP AG 10
Testing
Create a travel expense report through transaction TRIP/PR05
SAP Menu Accounting Financial AccountingTravel Management Travel Manager - TRIP
Enter the personal number 9 and press enter.

Click on Create Travel Expense ReportWith Ref. and supply all the details required as shown below and
save.

2010 SAP AG 11
Now the Travel expense report is got created.

2010 SAP AG 12

Travel Expense Report Approval
If a supervisor is assigned then this expense report will go to supervisor for approval. The expense report
can be approved in the transaction PRAP or by the below path.
SAP Menu Accounting Financial AccountingTravel Management Travel Expenses Periodic
Processing Approve Trips - PRAP
Enter the personal number 9 and Trip number 151 and execute.

Select the Name and press approval .

2010 SAP AG 13

Now the trip is approved.

Settle the trip
Processing Settle Trips - PREC
Supply all the required data as shown below and execute. Before production run, you can do the test run for
any errors.

Or else you can also settle the trip from transaction PR05.

2010 SAP AG 14

Enter the Settlement period and press enter.
Create Posting Run
Processing Transfer to Accounting Create Posting Run PRFI
Enter all the required parameters as shown below. It can also be done a test run before production to avoid
the errors.

You will get the following message.

2010 SAP AG 15

2010 SAP AG 16
Manage Posting Run
Processing Transfer to Accounting Manage Posting Run PRRW

Execute

Select the Posting Run 27 and select Post.

Select Post Immediately and come back to the original screen and press on Run 27 to view the FICO
documents.

2010 SAP AG 17

Press on FI/CO Documents.

Display the Document in FI through transaction FB03.

2010 SAP AG 18

Related Content
http://help.sap.com/saphelp_erp60_sp/helpdata/en/73/6bf037f1d6b302e10000009b38f889/frameset.htm
For more information, visit the Enterprise Resource Planning homepage

2010 SAP AG 19

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.

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