integrated enterprise system 11/1/11create travel expense trip - sap gui ecc 6.03 vers 2.0 1 sap...
TRANSCRIPT
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
1
SAP TRIP TransactionCreating a Travel
Expense Report (TER) – Tutorial
Effective with 1/1/12 policy updates
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
3
If you are creating a
travel expense report that
does not have a request or plan, select
“Create Travel Expense Report”.
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.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
6
TRIP – Create Travel Expense SAP GUI
To get a listing of region codes, use the radio button to begin the
search.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
10
TRIP – Create Travel Expense SAP GUI
If your trip contains multiple destinations, use the Additional
Destinations section to add those locations.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
11
TRIP – Create Travel Expense SAP GUI
Enter the following information:DateTimeLocationCountryRegion (if high cost)ReasonActivity
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
14
TRIP – Create Travel Expense SAP GUI
Click on the Comments button to add additional information about
your trip.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
15
TRIP – Create Travel Expense SAP GUI
Enter your comments in this section.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
16
TRIP – Create Travel Expense SAP GUI
Use the drop down selection to select the correct activity type.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
17
TRIP – Create Travel Expense SAP GUI
Double click on the activity type to be selected.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
20
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
21
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
22
TRIP – Create Travel Expense SAP GUI
Double click on the expense type to be added to the expense report.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
23
TRIP – Create Travel Expense SAP GUI
Enter any required information for the expense you are adding.
Note: Each expense type has different requirements.
After you have entered all of the required information, select
“transfer” to add the expense to your expense report.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
24
TRIP – Create Travel Expense SAP GUI
Use the “Results” button to review the expense report prior to submitting for supervisory
approval.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
25
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details the Itinerary, Mileage Reimbursement, Individual Expenses, and Subsistence Calculation.
Use the right scroll to view more of the trip results.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
26
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details the Meals Receipt Settlement, Total Amounts (of the reimbursement) and the Cost Assignment.
Use the right scroll to view the remainder of the trip results.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
27
TRIP – Create Travel Expense SAP GUI
This portion of the Statement details Additional Information for Expenses and Additional Mileage Information.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
28
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
29
TRIP – Create Travel Expense SAP GUI
Use the “Save” button to save and submit the expense report.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
30
TRIP – Create Travel Expense SAP GUI
When you save the expense report three options will appear:
Save Trip – Submit for Approval – this will send the expense report for supervisory approval.
Save Trip – Do NOT Submit for Approval – this will save the expense report in an open status and does not send it for approval.
Do NOT Save Trip – no changes made – this will not save the trip and will take you back to the previous screen and does not send the trip for approval.
After selecting the appropriate option, click the “Continue” button.
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
31
TRIP – Create Travel Expense SAP GUI
Once the trip has been saved, a trip number will be assigned.
You are now ready to attach scanned copies of your receipts
using the SAP Services for Object icon
IntegratedEnterprise System
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
32
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
33
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
34
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
11/1/11 Create travel expense TRIP - SAP GUI ECC 6.03 vers 2.0
35
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