sap trip transaction creating a travel expense report (ter) – tutorial
Post on 02-Jan-2016
28 Views
Preview:
DESCRIPTION
TRANSCRIPT
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
1
SAP TRIP TransactionCreating a Travel
Expense Report (TER) – Tutorial
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
2
Tips and Tricks
Tips and Tricks
•Time format is based upon a 24 hour clock (military format)
•Use this transaction to submit a travel expense reimbursement request
•To save time, have your receipts scanned prior to completing your reimbursement request
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
3
TRIP – Create Travel Expense SAP GUI
If you are a travel arranger, use this option to change the employee number.
If you are creating an expense report from a request or plan, the trip will be
listed in the Open Trips section. Select the link “create expense
report” to create the expense report for that trip.
If you are creating a
travel expense report that
does not have a request or plan, select “Create Travel Expense
Report”.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
4
TRIP – Create Travel Expense SAP GUI
The travel expense report is displayed. If there was a request
or plan, the expense should be pre populated with that information.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
5
TRIP – Create Travel Expense SAP GUI
Enter the following information:Start date/timeEnd date/timeFirst DestinationTrip Country (defaults to US)Region (if high cost)Reason for Trip
Note: If a travel request or plan pre populated the information for you, please check the fields carefully to ensure they
contain the correct information.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
6
TRIP – Create Travel Expense SAP GUI
To get a listing of region codes, use the search button to begin the search.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
7
TRIP – Create Travel Expense SAP GUI
By default only the first 500 entries are displayed in alphabetical order. Click on the upside down triangle
to open the search box.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
8
TRIP – Create Travel Expense SAP GUI
Enter the two digit state indicator followed by *, then select the green check mark to continue.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
9
TRIP – Create Travel Expense SAP GUI
Only the region codes for that particular state will be displayed.
Highlight the region code needed and then select the green check mark to
continue.
The CTY in the region code name stands for county.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
10
TRIP – Create Travel Expense SAP GUI
If your trip contains multiple destinations, use the Additional
Destinations section to add those locations.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
11
TRIP – Create Travel Expense SAP GUI
Enter the following information:DateTimeLocationCountryRegion (if high cost)ReasonActivity
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
12
TRIP – Create Travel Expense SAP GUI
By default, the trip will be posted to the account code associated to the traveler’s
position. If you need to charge these expenses to an alternative cost
assignment, click on the “Alternative Cost Assignment for Entire Trip, if Different to
Master CA” button.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
13
TRIP – Create Travel Expense SAP GUI
Enter the alternative cost assignment. The % Distrib. must
total to 100. If you have any questions on the coding to be used, please contact your supervisor or
fiscal office for assistance.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
14
TRIP – Create Travel Expense SAP GUI
Click on the Comments button to add additional information about your trip.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
15
TRIP – Create Travel Expense SAP GUI
Enter your comments in this section.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
16
TRIP – Create Travel Expense SAP GUI
Use the drop down selection to select the correct activity type.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
17
TRIP – Create Travel Expense SAP GUI
Double click on the activity type to be selected.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
18
TRIP – Create Travel Expense SAP GUI
Use the Mileage Reimbursement section to enter your mileage.
Click the “Mileage Distribution” button to enter your mileage breakdown by segment.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
19
TRIP – Create Travel Expense SAP GUI
For each segment, enter the following information:
DateMilesVehicle Type (use drop down menu)Starting locationEnding location
Vehicle Types:
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
20
TRIP – Create Travel Expense SAP GUI
Enter your expense receipts. Use the drop down to select the
expense type you are claiming.
Note: Each expense type has different requirements. You will
need to complete all of the required fields in order for the expense to be
accepted.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
21
TRIP – Create Travel Expense SAP GUI
Double click on the expense type to be added to the expense report.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
22
TRIP – Create Travel Expense SAP GUI
After you have entered all of the required information, select “transfer” to add the
expense to your expense report.
Enter any required information for the expense you are adding.
Note: Each expense type has different requirements.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
23
TRIP – Create Travel Expense SAP GUI
Use the “Results” button to review the expense report prior to
submitting for supervisory approval.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
24
TRIP – Create Travel Expense SAP GUI
This portion of the Statement contains an overview of the trip.
Use the right scroll to view more of the trip results.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
25
TRIP – Create Travel Expense SAP GUI
This portion of the Statement contains a summary of expenses claimed and the Cost Assignment.
Use the right scroll to view the remainder of the trip results.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
26
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details the Mileage Reimbursement and Subsistence Calculation.
Use the right scroll to view more of the trip results.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
27
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details Other Individual Expense types and any additional mileage information.
Use the right scroll to view more of the trip results.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
28
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details additional receipt information.
Use the right scroll to view more of the trip results.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
29
TRIP – Create Travel Expense SAP GUI
When you have finished reviewing the expense report, select the green arrow back option to return to the main expense report entry page.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
30
TRIP – Create Travel Expense SAP GUI
Use the “Save” button to save and submit the expense report.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
31
TRIP – Create Travel Expense SAP GUI
When you save the expense report three options will appear:
Save Trip – Submit for Approval – This status will generate workflow to immediate supervisor for review and approval.
Save Trip –This status will save the travel expense and WILL NOT generate workflow to supervisor.
•Do NOT Save Trip – This status will delete the travel expense information just entered.
After selecting the appropriate option, click the “Continue” button.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
32
TRIP – Create Travel Expense SAP GUI
You are now ready to attach scanned copies of your receipts
using the SAP Services for Object icon.
Once the trip has been saved, a trip number will be assigned.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
33
TRIP – Create Travel Expense SAP GUI
Selecting the right hand portion of the Services for Object icon will open a drop down menu. Select
the following:1.DocFinity Attachment
2.Create Attachment(DocFinity)
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
34
TRIP – Create Travel Expense SAP GUI
A box will appear for you to select the file from your computer or
network drive. Once you find the file, select the file and then select “OPEN”
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
35
TRIP – Create Travel Expense SAP GUI
A confirmation box will appear confirming the attachment has
been created. Select “CONTINUE”NOTE: There will be a few minutes
delay before you will be able to view the attachment.
IntegratedEnterprise System
06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0
36
Additional Resources
Need help?
Contact the Travel Expense Help Desk:
• 1-800-824-0626 outside the Harrisburg area• 717-346-3401 within the Harrisburg area
•Co-travelaudits@pa.gov
top related