sap cloud for travel and expense

Master GuideDocument Version 1.2 – 2013-12-04

PUBLIC

SAP Cloud for Travel and ExpenseNovember 2013

2Master Guide© 2012 SAP AG. All rights reserved.

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SAP Cloud for Travel and ExpenseDocument History

Master Guide© 2012 SAP AG. All rights reserved. 3

Document History

Before you start working with this document, make sure you have the latest version. You can find the latestversion at the following location:

http://service.sap.com/instguides Cloud Solutions from SAP SAP Cloud for Travel and ExpenseNovember 2013 Version

The following table provides an overview of the most important document changes:

Version Date Change

1.0 2013-11-20 Initial version

1.1 2013-11-26 Updates to section 3.2 Software Components:

Table with software components was updated

Updates to section 4.5.1 SAP ERP Integration:

Table with software components was updated

Updates to section 4.2 Create Service Agent:

Subsection Specify Contact Data of Service Agent User was corrected

1.2 2013-12-04 Update to section 3.2 Software Components (specifically regardingcomponent ESA ECC-SE)

http://service.sap.com/instguides


SAP Cloud for Travel and ExpenseTable of Contents

Table of Contents

1 Introduction ..............................................................................................................................................6

2 Business Scenario .................................................................................................................................... 8

3 Overview of SAP Cloud for Travel and Expense .................................................................................... 113.1 System Landscape ................................................................................................................................................. 113.2 Software Components .......................................................................................................................................... 123.3 System Requirements........................................................................................................................................... 163.4 Using SAP Cloud Applications Studio for Partner Development with SAP Cloud for Travel and

Expense .................................................................................................................................................................. 17

4 Implementation ...................................................................................................................................... 184.1 Define Project Scope ............................................................................................................................................. 184.2 Create Service Agent............................................................................................................................................. 294.3 Fine-Tune Settings ............................................................................................................................................... 304.4 Integrate and Extend Settings .............................................................................................................................. 364.5 Perform Integration Tasks .................................................................................................................................... 36

4.5.1 SAP ERP Integration ............................................................................................................................. 374.5.2 Business Warehouse Integration ......................................................................................................... 414.5.3 Integration with other SAP Cloud Solutions ....................................................................................... 414.5.4 Other Integration Components ............................................................................................................ 42

4.6 Go Live .................................................................................................................................................................... 434.7 Implement a Change Project ................................................................................................................................ 43

4.7.1 Prepare a Change Project .................................................................................................................... 444.7.2 Complete the Activity List .................................................................................................................... 454.7.3 Cancel a Change Project ......................................................................................................................464.7.4 Simulate Merging a Change Project with Production ........................................................................ 474.7.5 Update a Change Project from the Production System .................................................................... 47

4.8 Request an Additional System ............................................................................................................................. 484.9 Mobile Applications ...............................................................................................................................................49

5 Upgrade ................................................................................................................................................. 50

6 Security................................................................................................................................................... 53

7 Monitoring ............................................................................................................................................. 547.1 Tasks in SAP Cloud for Travel and Expense ........................................................................................................ 547.2 Tasks in SAP ERP................................................................................................................................................... 55

8 Troubleshooting ..................................................................................................................................... 578.1 SAP ERP: Master Data Upload ............................................................................................................................. 57

8.1.1 Monitoring the Master Data Replication ............................................................................................. 578.1.2 Frequently Asked Questions ................................................................................................................ 578.1.3 Error Handling ....................................................................................................................................... 58

SAP Cloud for Travel and ExpenseTable of Contents


8.2 Monitoring Posting Transactions between SAP Cloud for Travel and Expense and ERP .............................. 608.3 Credit Card Integration......................................................................................................................................... 608.4 Online Booking Tools and Itinerary Management .............................................................................................. 65

8.4.1 GetThere ............................................................................................................................................... 658.4.2 Amadeus e-Travel Management (AeTM) ........................................................................................... 668.4.3 cytric by i:FAO ........................................................................................................................................678.4.4 Traxo .......................................................................................................................................................67

8.5 Smart Receipt Recognition .................................................................................................................................. 688.5.1 Dos and Don'ts - How to Prepare Receipts for OCR Scanning and Photo ...................................... 688.5.2 Troubleshooting Errors ........................................................................................................................ 68

8.6 Central Receipt Scanning and Electronic Invoices ............................................................................................ 698.7 Mobile Applications .............................................................................................................................................. 69

9 Support ................................................................................................................................................... 70


SAP Cloud for Travel and ExpenseIntroduction

1 Introduction

Welcome to SAP Cloud for Travel and Expense, the most complete and adaptable cloud business solution forhandling travel and expenses!

SAP has prepared and released your SAP Cloud for Travel and Expense system, and you have received systemaccess information as well as your initial user and password. You can now start setting up your system.

About this Document

Use the Master Guide as the central starting point for your implementation and monitoring activities.

This document provides information about the following topics:

The SAP Cloud for Travel and Expense business scenario, its processes, and process steps

An overview of the system landscape and the relevant software components

How you set up and upgrade your SAP Cloud for Travel and Expense system

System security

Monitoring system tasks after you go live

Troubleshooting and support

Target Audience

This guide is intended for users who perform administrative functions for companies that are in the process ofsetting up SAP Cloud for Travel and Expense.

It is also meant for service agents at SAP Cloud Managed Services, who assist companies during the initial setupof their SAP Cloud for Travel and Expense tenant.

Partners, who develop solutions in SAP Cloud for Travel and Expense with the SAP Solutions OnDemand Studio(PDI) to enhance specific areas of SAP Cloud for Travel and Expense, for example, such as trip requests andexpense reports.

Important Documents

The following table lists all important documents mentioned in this guide and their location:

Document Location

SAP Cloud for Travel andExpense Integration Guide

http://service.sap.com/instguides Cloud Solutions from SAP SAP Cloud forTravel and Expense November 2013 Version

SAP Cloud for Travel andExpense ScenarioExplorer (EN)

Go to SAP Help Portal at http://help.sap.com under SAP Cloud SAP Cloud forTravel and Expense November 2013 Solution Help


https://sapneth2.wdf.sap.corp/~sapidb/011000358700001129262013E/INTG_ODT_90_FINAL.pdf

http://help.sap.com/

http://help.sap.com/travel-od-1305/#section2

SAP Cloud for Travel and ExpenseIntroduction


Document Location

SAP Business ByDesignSecurity Guide

SAP Business Center athttps://www.sme.sap.com/irj/sme/bydesign/sell?rid=/webcontent/uuid/c0f86dc0-f7ec-2e10-a98d-a0da8baec51c

Built-in documentationand videos

From any work center in the solution, open the Help Center.

SAP Cloud ApplicationsStudio

Go to the Help Portal at http://help.sap.com under Cloud Software DevelopmentKits (SDKs).

What’s New Go to the Help Center in the solution and open the SAP Cloud for Travel andExpense or Help for Administrators documentation; You can also find this on theHelp Portal

SAP NetWeaver SecurityGuide

http://service.sap.com/security SAP Security Guides SAP NetWeaver 7.0Network Security

Technical ConnectivityGuide for On-DemandSolutions

http://service.sap.com/instguides Cloud Solutions from SAP SAP Cloud forTravel and Expense November 2013 Version

Technical Connectivity Guide for On-Demand Solution from SAP

Go to the Business Center and navigate to the SAP Cloud for Travel and ExpenseMethodology - Prepare Phase page.

https://wiki.sme.sap.com/wiki/x/CIPYDw SAP ERP – B. Add-on / NotesImplementation.

Technical Connectivity Guide for On-Demand Solutions

SAP Notes http://service.sap.com/notes

https://www.sme.sap.com/irj/sme/bydesign/sell?rid=/webcontent/uuid/c0f86dc0-f7ec-2e10-a98d-a0da8baec51c

https://www.sme.sap.com/irj/sme/bydesign/sell?rid=/webcontent/uuid/c0f86dc0-f7ec-2e10-a98d-a0da8baec51c

http://help.sap.com/

http://help.sap.com/travel-od

http://service.sap.com/security


https://service.sap.com/~sapidb/011000358700000723732012E/SAP_OD_TCG_FINAL_V12.pdf

https://wiki.sme.sap.com/wiki/display/AMI/SAP+Travel+OD+Methodology+-+Prepare+Phase

https://wiki.sme.sap.com/wiki/display/AMI/SAP+Travel+OD+Methodology+-+Prepare+Phase

https://wiki.sme.sap.com/wiki/x/CIPYDw

https://www.sme.sap.com/irj/sme/solutions?rid=/library/uuid/d0a9c38e-bc51-2f10-50a9-d66947363cae

http://service.sap.com/notes


SAP Cloud for Travel and ExpenseBusiness Scenario

2 Business Scenario

This chapter provides an overview of the supported scenario and its processes.

SAP Cloud for Travel and Expense is a Software as a Service (SaaS) offering that runs in the SAP private cloud. Itprovides an SAP Cloud for Travel and Expense product suite, including the server landscape and systemmaintenance.

Key Benefits

Allows the business traveler to conveniently manage travel anytime, anywhere

Provides integrated planning, booking, and approving of business trips based on travel policies and guidelines

Enables the traveler to find the most convenient travel options available, within corporate and regulatorypolicies



Streamlines the submission, approval, and reimbursement of travel expenses using the internet and mobiledevices

Increases both compliance with travel policies and general visibility into travel trends

Enables the deployment of a travel solution quickly and without the need for any extensive training, thusreducing both IT and training expenditure

Integrates with SAP ERP FI and SAP ERP HCM to leverage financial processes for faster expensereimbursement and cash management

Supported Processes

To get a brief overview of the supported processes, display an interactive presentation of the SAP Cloud forTravel and Expense scenario by clicking here. (Make sure that you view the file in presentation mode.)

You can access the SAP Cloud for Travel and Expense desktop application using a desktop computer or laptop(browser-based access using the internet).

You can access the SAP Cloud for Travel and Expense mobile apps using the following:

Tablets (Apple iPad)

Smartphones (Apple iPhone, RIM BlackBerry, Android)

Country Versions

In addition to the dedicated country versions listed below that are delivered with SAP Cloud for Travel andExpense, you can create new country versions based on a generic template. You can then configure them to fit therequirements of the new country.

Americas Asia/Pacific EMEA

Brazil (BR) Australia (AU) Austria (AT)

Canada (CN) China (CN) Belgium (BE)

Mexico (MX) India (IN) Denmark (DK)

United States (US) New Zealand (NZ) France (FR)

- - Germany (DE)

- - Ireland (IE)

- - Italy (IT)

- - Netherlands (NL)

- - Spain (ES)

Switzerland (CH)

Sweden (SE)

United Kingdom (UK)

http://help.sap.com/saphelp_travelondemand_1311/en/ktp/Products/BYD_ODT/ScenarioExplorer/ODT_W2_ScenarioExplorer_EN_FinalV1.pps



Language Versions

SAP Cloud for Travel and Expense is available in the following languages:

Chinese

Dutch (UI texts only, Help Center content in English)

English

French

German

Italian

Portuguese

Spanish

SAP Cloud for Travel and ExpenseOverview of SAP Cloud for Travel and Expense


3 Overview of SAP Cloud for Travel andExpense

3.1 System Landscape

High-Level Landscape

Components

SAP Cloud for Travel and Expense

GetThere: Online Booking Tool

Amadeus

cytric by i:FAO

Traxo

Paymetric: Payment Card Tokenization

Central Receipt Scanning Service (e.g. Kofax)

OpenText: Smart Receipt Recognition Service

SAP ERP: Customer Financials and HCM systems

SAP Financials OnDemand

SAP NetWeaver Business Warehouse

Components

Transport layer security (HTTPS)

X.509 client certificates

SAP ERP / SAP Cloud for Travel and Expense

IDoc XML / SOAP

Web Services

SAP Process Integration (PI) optional

SAP ERP enablement with Travel Add-Ons



Connectivity and Support Backbone

SAP Data Center Customer Data Center

SAP Cloud for Travel and Expense SAP ECC 6.0x with SAP Cloud for Travel and ExpenseAdd-Ons

Proxy SAP Process Integration (PI) (optional)

Reverse proxy HTTPS Proxy

Reverse Proxy (for example, SAP Web Dispatcher*)

Load Balancer (optional)

3rd Party (not shown)

GetThere: Online Booking Tool

Amadeus

cytric by i:FAO

Traxo

Paymetric: Payment Card Tokenization

OpenText: Smart Receipt RecognitionService

Central Receipt Scanning Service

3.2 Software Components

This section provides an overview of the components relevant for SAP Cloud for Travel and Expense.

SAP ERP

Your SAP ERP system must contain the following ABAP software components:



NoteIf your FIN and HCM components don't reside in the same physical system, install the FIN components inthe FIN system and the HCM components in the HCM system.

Components are delivered on a quarterly basis. Make sure that you always install components from thesame quarterly delivery; that is, do not install one component from Q1 and another component from Q3.

You don't have to upgrade your ERP add-on components to the very latest support package (SP) withevery SAP Cloud for Travel and Expense upgrade; but we do recommend that that you always use thelatest available support packages to benefit from corrections and new functions.

SAP ERP Software Component Description

SAP_BASIS 700 SP18 or higher -

SAP_APPL 600 SP15 or higher SAP ECC 600 is fully supported. You do not need anyEnhancement Packages.

HR Support Package If you want to send expense report or taxation data to your SAPHCM system, you need to install the appropriate HR SupportPackage as described in SAP Note 1698035 'New user exit in thefunction module PAYROLLTRAVELEXPNSESPOST'

ODTGEN 600 Optional add-on that installs a configuration wizard (ReportODT_CREATE_CONNECTIVITY) for the ODT-ERP integrationwhich automates the ALE configuration to a large extent.

FI: Software Components for Master Data Replication

ODTFINCC 600 with SP 05 or higher Replication of Cost Centers using IDoc/XML Messages

ODTFINCO 600 with SP05 or higher SAP Cloud for Travel and Expense Add-on FIN Cost ObjectReplication

Relevant for replication of FI cost objects (internal orders,projects, and sales orders) if you use IDoc master data transfer.

NWS_EXT_FW 6.00 with SP10 or higher NWS Extraction Framework (for MS Excel sheet generation)

Install this add-on in every SAP ERP master data source system(FIN or HCM) if you want to download master data using XML files.

TEM_FIN_EXT_CNT with SP05 orhigher

SAP Cloud for Travel and Expense Add-on FIN master data

Mandatory if you use FI posting.

HCM: Software Components for Master Data Replication

OTM_EXTR 100 with SP 05 or higher Replication of Employees using IDoc/XML Messages

NWS_EXT_FW 6.00 with SP10 or higher NWS Extraction Framework (for MS Excel sheet generation)

Install this add-on in every SAP ERP master data source system(FIN or HCM) if you want to download master data using XML files.

https://service.sap.com/sap/support/notes/1698035



HCM: Software Components for Master Data Replication

TEM_HCM_EXT_CNT 6.00 with SP05or higher

SAP Cloud for Travel and Expense Add-on HCM master data

This add-on is only required in your SAP ERP HCM system toextract master data using XML files.

Software components for Receiving and Sending FI Posting Messages

DCFLPROC 600 with SP 01 or higher

Note

If you are using SAP ERP EHP6or higher, you don't have toinstall this component.

SAP Cloud for Travel and Expense Add-on Accounting InterfacePreprocessor

This add-on is only required in your SAP ERP FIN system.

TEMODFI 600 with SP09 or higher SAP Cloud for Travel and Expense Add-on Expense ReportAccounting Notification

Software Components for Receiving and Sending Expense Report Data to HCM

ODTHCMER 600 or higher Process Integration of FI posting objects/Expense Report to SAPERP HCM

Note

The installation of the components requires SAP Business Suite 6.0 or higher.

NoteIf you want to use the currency exchange web service, software Component ESA ECC-SE (ESA FASTTRACK ) is required:

- Minimum version ESA ECC-SE 602; preferable version is ESA ECC-SE 604 or higher.

- For lower versions than ESA ECC-SE 604, make sure that you read SAP Note 1818658.

- No matter which version is used, you must make sure to read SAP Note 1825806.

- To install or upgrade this component, see SAP Note 1162517 - Overview: Notes on Add-On ECC-SE

SAP Notes

Before you start installing the required components, you must read applicable SAP Notes. Make sure that youalways have the up-to-date version of each SAP Note, which you can find on the SAP Marketplace athttp://service.sap.com/notes. You can enter the SAP ERP Software Component Name as a search string to findthe notes.

The following SAP Notes are relevant for your implementation:

SAP Note Short Text

1515223 SAP NetWeaver Process Integration: Release Recommendation

http://service.sap.com/sap/support/notes/1818658



http://service.sap.com/notes




SAP Note Short Text

1567897 Error 'EA/728/SOAP_MSGID_PREFIX_INVALID'

1269130 IDoc XML-HTTP SOAP: Problem with SOAP class

1510812 IDoc communication with SAP Business ByDesign

1452910 IDocs via SOAP are not started immediately

1560878 White list for SOAP Processer & IDoc SOAP Application

1621077 Web service security WSSProfile XML signature not applied

Front-End Components

Component Required Version

Browsers Windows 8, Windows Vista (32bit), Windows 7 (32/64bit):

Internet Explorer 9 and higher

Firefox

Chrome

MAC OS X (10.6 and higher)

Safari

Microsoft Silverlight 5 See note below.

NoteWe strongly recommend that you always use the latest available versions, support packages, and patchesof operating systems and browsers.

For a detailed overview of all supported operating systems, browsers, and office suites, have a look at theSAP ByDesign Business Center for cloud solutions from SAP athttps://wiki.sme.sap.com/wiki/pages/viewpage.action?pageId=132353015

If you experience problems using Microsoft Silverlight 5 with Firefox, adjust your Firefox proxy settings.Use the same settings as for Microsoft Internet Explorer.

Mobile Apps Operating Systems

The following operating systems are supported:

Mobile Device Operating System

BlackBerry BlackBerry OS 5.x, 6.x and 7.x

Apple iPhone iOS 5 or higher

Apple iPad iOS 5 or higher

Android Android 2.3 or higher

CPU: 1GHz processor speed







https://wiki.sme.sap.com/wiki/pages/viewpage.action?pageId=132353015



Mobile Device Operating System

RAM: 512MB

The following BlackBerry devices are supported:

Bold Curve Curve 3G Torch

BlackBerry 9650 BlackBerry 8330 BlackBerry 9300 BlackBerry 9800

BlackBerry 9700 BlackBerry 8330m BlackBerry 9330 BlackBerry 9810

BlackBerry 9780 BlackBerry 8350i

BlackBerry 9900 BlackBerry 8520

BlackBerry 9930 BlackBerry 8530

NoteTorch BlackBerry 9800 and 9810 models do not support full touchscreen navigation.

The following BlackBerry resolutions are supported:

Screen Resolution Screen Resolution

320x240 480x320

480x360 360x400

360X480 640x480

3.3 System Requirements

Minimum Hardware Requirements

Pentium 4, 2.4 gigahertz (GHz) or faster

(recommended Intel Core 2 Duo (2.4 GHz with a 1066 megahertz (MHz) front-side bus) )

At least 1 gigabyte (GB) of RAM (2 gigabytes (GB) is recommended)

Network Requirements

A typical active user requires approx. 10 - 16 kbps, assuming normal working behavior.

Minimum Requirements:

Upstream: 2 mbps

Downstream: 2 mbps

Latency: 200ms or better

SAP Support might request wired networking during issue investigation.



Checking Hardware and Software Requirements

Make sure that your computer meets all hardware and software requirements to run SAP Cloud for Travel andExpense. On the logon screen, choose Check My Computer Settings. This will open a help document, where youcan find out about recommended hardware and software requirements.

3.4 Using SAP Cloud Applications Studio for PartnerDevelopment with SAP Cloud for Travel and Expense

SAP Cloud Applications Studio (formerly known as PDI) enables you as a partner to develop enhancements forspecific areas of SAP Cloud for Travel and Expense, such as trip requests, expense reports and auditingconditions.

You can find a detailed description of the setup in here.

For a description on how to use extensibility and mashups, please refer to the Help Center in any SAP Cloud forTravel and Expense system where you have Administrator rights, open the Help for Administrators and check thechapter on Customization.

http://help.sap.com/studio_cloud


SAP Cloud for Travel and ExpenseImplementation

4 Implementation

The following sections are intended for administrators at companies that are in the process of setting up SAPCloud for Travel and Expense. They are also aimed at service agents at SAP Cloud Managed Services, who assistcompanies during the initial setup of their SAP Cloud for Travel and Expense tenant.

You begin your implementation activities in a production system. This means that you scope your solution and golive with this solution on the same system. However, changes in your requirements or the necessity to performtests can lead to the need for additional systems. You can request these from the Implementation Projects view inthe Business Configuration work center.

Brief Process Overview

1. You receive a SAP_INITUSER - a temporary user with which you scope your system.

2. After scoping, you create a service agent user - a temporary user with which you fine-tune your systemand set up the required administrator users.

3. All other admin activities are performed by users with the administrator business roles.

NoteSAP Cloud for Travel and Expense delivers two administrator roles - Travel Administrator and SystemAdministrator with default work center and view assignments.

o The System Administrator handles the more technical activities and content, such as integration andreplication tasks

o The Travel Administrator handles the more travel- and business-related activities of theadministrator.

Customers can use the default business roles or define their own business roles and assign these as bestsuits their business requirements. In this documentation, we use the term administrator to refergenerically to both of these business roles.

4.1 Define Project Scope

As soon as you receive the notification e-mail from SAP Cloud Managed Services, you can use the URLs in the e-mail - along with the user ID (SAP_INITUSER) and password - to access SAP Cloud for Travel and Expense.

NoteYou only use this initial user temporarily to set up the tenant as described in this chapter. Do not use it toperform administrative functions after go-live.

To begin scoping your system, log on to SAP Cloud for Travel and Expense with the initial user and go to BusinessConfiguration Implementation Projects. Select First Implementation, choose Edit Project Scope, and completethe guided procedure as follows.



Step 1: Country and Type of Business

Add the country version(s) you want to use in your company.

1. Click Edit Countries.

2. Select a country from the list of Available Countries and click the arrow pointing to the right to moveit to the list of Selected Countries.

Repeat this step for all the countries you want to use in your company.

3. Choose OK to go back to the previous screen.

SAP Cloud for Travel and Expense supports the following country versions:

Country Version Features

Austria Rule of twelfth for meal per diem

Day accumulation for meal per diem based on community codes

Rule of 5/5/15 and 183 for meal per diem (not supported)

Lodging – also has rule of 183 (not supported)

Statutory trip types

Mileage reimbursement accumulation within a calendar year

Temporary activity for domestic trips

Mileage recording for company car

Manual taxation - for expense report for trips to foreign segments,

Trip Type – 1: allows you to create business trips for which the day accumulationwill not be recorded by the system.

Shortening of meals per diem

24-hour aliquotation

Tax code group mapping

Australia Receipts reimbursement

Number of participants and reason in the analytics report

Mileage accumulation within a calendar year

Meals and lodging per diems

Configurable per diem regions – you can configure and reimburse different mealand lodging per diem rates based on the region of travel.

Belgium Claim Meals Per Diem

Claim Lodging Per Diem

Claim Mileage

Claim Expenses Through Receipts

Brazil Receipt reimbursement

Meal per diems

Mileage accumulation

Configurable lodging per diem rates Configurable per diem regions – you canconfigure and reimburse different meal per diem rates based on the region oftravel




Canada Receipts with region-based tax code determination

Mileage rates: company and statutory rates are editable.


Configurable lodging per diem rates

China Receipts,

Company-specific meal per diems

Cash payment requirement- petty cash (not supported)

Configurable per diem regions – you can configure and reimburse different mealper diem rates based on the region of travel

Denmark Time-based meal deductions (not supported)

Mileage accumulation within a calendar year; per vehicle class

Lodging per diems

France Receipts, no per diems


Germany 3-month rule

Receipts with maximum amount

Meal per diems based on travel duration in hours

Receipt-based meal reimbursement using statutory meal per diems forcomparison (Verpflegungseinzelnachweis)

Deduction of nonmonetary compensation (Abzug von Sachbezügen)

Lodging per diems are reduced to zero when hotel receipt is added

India Receipts, company-specific meal and lodging per diems

Mileage rates with accumulation

Advance payment requirement

Configurable per diem regions – you can configure and reimburse different mealand lodging per diem rates based on the region of travel

Ireland Claim Meals Per Diem


Claim Mileage


Italy Taxable amounts not paid through due item, reported to Payroll. Only tax-freeamounts paid through due item (for receipts)

Deductibility for eligible receipts

Combined meal and lodging per diem (not supported)

Configurable vehicle classes

Statutory trip types


Mexico Mileage rates with deductibility calculation




Deductibility for eligible receipts (meals, lodging, car rental)

RFC number validation for employee (not supported)



Netherlands Receipts, no meal per diems

Lodging per diems

Configurable per diem regions –you can configure and reimburse differentlodging per diem rates based on the region of travel

New Zealand Claim Meals Per Diem


Claim Mileage


Configurable per diem regions – you can configure and reimburse different mealand lodging per diem rates based on the region of travel

Spain Receipts with region-based (company and destination) tax code determinationSupplier name and tax ID for receipts (not supported)Mileage rates (taxable amounts not paid through due item, reported to Payroll.Only tax free amounts paid through due item)

Meal per diems


Sweden Simple receipt reimbursement (excluding deductibility)

Meal per diem reimbursement (excluding ‘Travel By Air’)

Lodging per diem reimbursement

Mileage reimbursement

Expense deductibility - The system calculates the taxable and non-taxabledeductions on certain type of expenses such as entertainment, private lunch,private dinner and private breakfast, based on the system configuration

Meal per diem deductions - If you had a complimentary meal, the systemcomputes the reduced meals per diem, based on your selection

Switzerland Meal per diems: both company and statutory rates editable

Time-based meal per diems


United Kingdom Receipts, no per diems

Mileage accumulation within a fiscal year; per vehicle class

Advisory VAT rates for mileage

United States Receipts with maximum amounts

Mileage reimbursement

Generic CountryVersion

You can configure new country versions according to the requirements in therespective country. You can configure mileage reimbursements with vehicle




classes and vehicle types, receipt reimbursement by gross amounts without taxcalculation. You cannot configure meals and lodging per diems. In contrast tostandard country versions, statutory settings (for example, statutory mileagereimbursement rates) will have to be manually added if you need them.

Step 2: Implementation Focus

SAP Cloud for Travel and Expense is already preselected. No action required.

Step 3: Scoping

In the Scoping Element column, under Travel and Expenses, proceed as follows:

Scoping Element Options

Expense Reimbursement You have to activate this element in order to switch on your SAPCloud for Travel and Expense solution.

When you choose Expense Reimbursement, the system alsoautomatically activates:

Expense Reporting

Expense reporting allows your employees to claim business-related expenses that are then processed in compliance withthe relevant country- and company-specific regulations.

Expense Input Channels

Approval and Posting Processes

Communication for Travel and Expenses

Reporting and Analytics for Travel and Expenses

Integration of Master Data (under Communication andInformation Exchange Integration with External Applicationsand Systems)

Travel Planning When you choose Travel Planning, you can activate the following:

Trip RequestThis scoping element is automatically activated but you candeactivate it if you do not want to use it. If you want to use the triprequest process in your solution, activate Trip Request.

NoteThis means that employees will have to request approvalfor their planned business trip from their manager beforethey book the required travel services.

Itinerary

If you want to use the trip itinerary process in your solution,




activate Itinerary.

Note

This allows your employees to book their trips in one ofthe following online booking tools or to organize their tripsusing an itinerary management tool:

o GetThere online booking system by Sabre

o Amadeus e-Travel Management (AeTM)

o cytric by i:FAO

o Traxo

For information about how to integrate the online booking tool ofyour choice with your SAP Cloud for Travel and Expense system,see the SAP Cloud for Travel and Expense Integration Guide.

In the Scoping Element column, under Communication and Information Exchange, proceed as follows:


Integration with ExternalApplications and Systems

If you have other systems in your company, for example an SAPFIN system, you might want to integrate them with your SAPCloud for Travel and Expense solution. Here you can check out theavailable integration scenarios and select the ones that apply toyour company:

Integration Scenarios for Cloud Solutions from SAP

Integration of Master Data

Integration into Expense Reporting Processes

CautionDo not change any other existing scoping settings.

Step 4: Questions

In the Scoping Element column, under Travel and Expenses Expense Reimbursement, complete your scopingdecisions.

NoteOnly answer the scoping questions listed in the following tables. Other scoping questions are not relevantfor SAP Cloud for Travel and Expense.

Refer to the overview and benefits in the Details section of each scoping question to find out more abouthow the solution and decisions you make here can improve your business and help you streamline yourwork.




Choose Expense Reporting and select the country versions for which you want to activate thebusiness options:

Create New CountryVersion

Select this option if you want to define your own country-specific expense report provision variant.

Claim miscellaneousexpenses in:

If your company uses non-travel-related expense reports, youmust select this option here for the relevant country.

If you don’t select it, your employees can only create travel-related expense reports.

NoteThis option is always preselected for generic countryversions.

Separate expense report foreach business trip in:

This option allows employees of your company to enter travelexpenses and non-travel related expenses incurred on a singlebusiness trip.

NoteThis option is always preselected for generic country versions.

Activity-dependentreimbursement rates in:

You can classify business trips according to the specific event oractivity involved. Different events or activities may have differentreimbursement rates. For example, a training course might bereimbursed at a lower rate than a customer visit.

NoteThis option is always preselected for generic countryversions.

Reimbursement rates formileage in:

This business option allows you to calculate and reimbursemileage costs incurred by an employee using a personal vehicle ona business trip. It is relevant if you want to reimburse mileage atrates other than the statutory rates.

Per diem rates for meals in: This business option allows you to calculate and reimburse mealsper diem to employees for business trips.

US Only: Meal per diemrates set by US federalgovernment

This business option enables you to either use the meal per diemrates established by US federal government organizations ordefine your own company-specific per diem rates.

If you do not activate this business option, you cannot use mealper diem rates for the US country version.

Taxable benefits instead ofmeal per diem deductionsin:

This business option is relevant for country version Germany only.This business option enables you to use the Taxable Benefitsexpense types to handle statutory taxation for free meals inGermany. The “Taxable Benefits” function automaticallygenerates expense types with nonmonetary compensationamounts for free meals, and adds these to the expense report.



This business option is relevant, for example, if your employeescan claim non-travel-related expenses and need to report these topayroll as taxable benefits.

Receipts instead of perdiem rates for meals in:

You can calculate and reimburse expenses on meals based onreceipts for business trips.

NoteRelevant for country versions Austria and Germany only.

Per diem rates for lodgingin:

This business option allows you to calculate and reimburselodging per diem to employees for business trips

Combined meal and lodgingper diem rates in:

This business option allows you to calculate and reimburselodging and meals per diem to employees for business trips.

NoteThis option is relevant for country version Ireland only.

Intercompany CostAssignment

Do you want to integrateyour expense reports inintercompany processes,such as projects withpartner companies?

The Intercompany Cost Assignment business option enables youto post travel expenses to the cost objects of partner companies,for example, to projects, networks or sales orders.

Select this option if you want to enable intercompany posting oftravel expenses to cost objects of partners.

CautionCustomers must ensure that their Financials receivingsystem is correctly set up to handle intercompany costassignment from SAP Cloud for Travel and Expense.

Cost Center Restriction

Do you want to restrict costassignment to theemployee's master costcenter when costs areposted to cost centers?

This business option enables you to specify that employees areonly allowed to post travel expenses to their own cost centers. Therestriction does not apply to other cost objects.

Expense Report Submit byAssistant

Do you want to allow travelassistants to submitexpense reports on behalfof other travelers?

This business option enables travel assistants to submit expensereports on behalf of other travelers who have added them as theirassistant.

Do not select this option if you don't want travel assistants to beable to submit other travelers' expense reports. Employees canthen receive an automatic e-mail notification when their travelassistant has prepared an expense report ready to be submitted.

Choose Expense Input Channels and answer the following questions:

Credit Card This business option enables you to switch on integration with



Choose Expense Input Channels and answer the following questions:

Do you want to receivecredit card data fromPaymetric?

Paymetric, a third-party credit card service provider thatfacilitates the automatic and secure processing of expense-related credit card data in SAP Cloud for Travel and Expense.

Smart ReceiptRecognition

Do you want to enableSmart Receipt Recognition?

If you want to enable automated optical character recognition ofreceipt images sent to your solution by e-mail as attachments,select this option.

Do you want to helpimprove Smart ReceiptRecognition?

If you want to help improve Smart Receipt Recognition, select thisoption.

Your feedback will be forwarded to our partner.

This option also enables Image Recognition on some mobiledevices, if the respective app supports the function.

Electronic Invoice

Do you want to receiveelectronic invoices fromyour travel broker?

If you want to enable electronic invoices to be sent to SAP Cloudfor Travel and Expense by travel brokers, select this option.

This business option enables you to receive invoices sent by travelbrokers via e-mail or web service. Invoices are then analyzed usingoptical character recognition capabilities to extract text relating toemployee ID, expense type, date, amount and currency,

Central Receipt ScanningService

Do you want to use a third-party central receiptscanning service?

If you want to enable central receipt scanning, select this otion.

Enabling this process means that a centrally-located electronicdata service will scan paper receipts that you send by mail, andconvert them to an electronic format, for example, PDF, JPG,BMP, and so on.

Automated Merge ofExpenses

Do you want to enableautomatic merging ofexpenses from differentsources?

If you want to enable the automatic merge of expenses, select thisoption.

This business option enables expenses received in SAP Cloud forTravel and Expense from different sources to be automaticallymerged with existing expenses in expense reports if specific datamatches are found. Merged expenses can be split again ifrequired.

Choose Approval and Posting Processes and select the countries of reporting for which you wantto activate the business options:

Allow approvers to approvetheir own travel documentsin:

You use this scoping element to make settings which influence theapproval process in your company. You can set it so thatapprovers are not able to approve their own trips and expenses.

NoteBy making this setting, you can reduce the possibility offraud at your company.



Choose Approval and Posting Processes and select the countries of reporting for which you wantto activate the business options:

Set up the manual postingtransfer in:

If you select this option for the relevant country, your financialcontroller has to manually trigger the transfer of expensereports to FI Posting from the Postings work center.

Otherwise, the system automatically transfers expensereports.

Choose Communication for Travel and Expenses and answer the following question:

Expense Report

The Expense Report Form isused when you have chosenExpense Report.

Select this option if you want to use a printable version of anexpense report submitted by an employee of your company.

Choose Reporting and Analytics for Travel and Expenses and answer the following question:

Available Expense ReportsDo you want to expose datasources to a BusinessWarehouse (BW) system?

Select this option if you want to be able to extract travel data – forexample, the amount of mileage claimed - from your solution andsend it to an analytics system, such as BW..

In the Scoping Element column, under Travel and Expenses Travel Planning, complete your scoping decisions.

Choose Trip Request and answer the following question:

Set up the e-mailintegration with your travelagency

Select this option for all the country versions for which you wantto enable the e-mail integration between the solution and thecorresponding travel agent.

Choose Travel Planning Itinerary and answer the following questions:

Tool for organizing trips forcountry version <country>:

Select the online booking tool or itinerary management tool youwant to use for your country version:

GetThere

AeTM

Cytric by i:FAO

Traxo

NoteHere you decide for the generic country version whichtool you want to use. This decision is then set in thetemplate version and is copied to all new countryversions. If you want to use different booking tools withyour country versions, you must change this scopingoption before creating a new country version.

In the Scoping Element column, under Communication and Information Exchange Integration with SAP ExternalApplications and Solutions, complete your scoping decisions as follows:



Choose Integration Scenarios for Cloud Solutions from SAP and select the following options ifapplicable:

Integration withSuccessFactors EmployeeCentral

You can integrate yoursolution withSuccessFactors EmployeeCentral.

Select this option if you want to integrate your solution with anEmployee Central solution.

Integration with SAPCloud for Financials

You can integrate yoursolution with SAP Cloud forFinancials solution.

Select this option if you want to integrate your solution with anSAP Cloud for Financials solution.

Choose Integration of Master Data and answer the following questions:

Employee DataManagement in SAP ERP

Do you want to replicateemployee data from anexternal application to yourcloud solution?

Select this option to allow replication of fundamental employeemaster data such as the name, organizational assignment, and theagreed working time for employees from an external system.

CautionThis scoping question is relevant for the replication ofemployee master data from both SAP ERP and non-SAPERP systems.

Cost Center and ProfitCenter Data

Do you want to replicatecost objects, cost centerand profit center data froman external application toyour cloud solution?

Select this option to allow the replication of cost objects, costcenter and profit center data from SAP ERP or other sourcesystems.

Exchange Rates Do youwant to replicate exchangerates from an externalapplication to your cloudsolution?

Select this option to allow the replication of currency exchangerates from SAP ERP or other source systems.



Step 5: Review

Check your data, choose Finish, and exit the guided procedure.

Step 6: Confirmation

1. In your First Implementation, choose Open Activity List.

2. Confirm your scoping settings by choosing Confirm Milestone: Design Accepted.

Your scoping settings are confirmed. Please note that this may take a few minutes.

4.2 Create Service Agent

Once you have confirmed your scoping settings, log out of SAP Cloud for Travel and Expense and log back onagain with the same initial user. The Business Partners work center will now be available; here you can create theservice agent user which you will use to carry out your fine-tuning settings.

NoteYou only use this service user temporarily in order to fine-tune your system as described in section 4.3.Do not use it to perform administrative functions after go-live.

Procedure

1. In Business Partners Service Agents, select New Service Agent.

2. In the corresponding fields, specify the first name and last name of the service agent.

3. Choose Save.

4. Choose Request User.

Edit Attributes of Service Agent User

To update the attributes of the service agent user, proceed as follows:

1. In Application and User Management, under User and Access Management, choose Business Users Go.

2. Select the applicable service agent user, and choose Edit Attributes.

3. Specify the appropriate attributes for the service agent user.

4. Change the entry in the User ID field to an ID that you can easily remember.

5. Specify and confirm the initial password for this user.

6. Save your entries.

Edit Access Rights of Service Agent User

NoteAt a minimum, the service agent user must be assigned the three business roles listed in the table:



Business Role ID Business Role Name

/SAP/ODT/GENERIC Generic

/SAP/ODT/SYSTEMADMIN System Administrator

/SAP/ODT/TEMPSETUP Temporary System Setup

Assign the required business roles to the service agent user

1. In Application and User Management, under User and Access Management Business Users, highlight theentry of the service agent user, and choose Edit Access Rights.

2. Under Business Role Assignment, assign the user the 3 business roles.

3. Save and confirm your entries.

You can now log on to SAP Cloud for Travel and Expense with your new service agent user and perform the stepsdescribed in this chapter to set up your production tenant.

Specify Contact Data of Service Agent User

To allow SAP Support to help you with any incidents during the initial setup, add the contact data for the serviceagent.

Note

This step is exclusively intended to authorize you to report incidents to the service provider. Do not usethis system access to perform any other steps with your service agent-based user!

Log on to the system with your service agent user and proceed as follows:

1. In Business Partners Service Agents, select the name(s) of the service agent(s) who are to report incidentsto SAP Support, and then choose Edit General.

2. Under In-House Communication, complete the Phone, Mobile, and E-Mail fields.


4.3 Fine-Tune Settings

Fine-tuning allows you to tailor the solution to your specific needs by checking predefined settings and enteringadditional settings for your selected scope. Based on your scoping decisions, the system generates an activity listthat you need to complete in order to go live.

Procedure

1. In Business Configuration Implementation Projects, select First Implementation.

2. Choose Open Activity List.

3. In the guided procedure, go to Fine-Tune.

A list of all activities related to SAP Cloud for Travel and Expense appears.

Select Activities in Project to display only the relevant activities for your scope.



Task Description

Manage ERP Accounts andVendors

Here you can enter the symbolic accounts from the SAP ERPsystem for expense accounts and specific credit card accounts.

Create New Country Version If you have scoped the generic country version, here you createnew country versions based on a generic country template. Whenyou choose Create, the country template is copied. It contains allnecessary basic settings and expense types. These basic settingscannot be changed.

You can then review and adapt fine-tuning for the new countrieswhich are combined under activities with the suffix - GenericCountry Version.

NoteThe new country version is displayed and can still bedeleted as long as it has not been used in expensereporting.

Manage Expense ReportAttachment Maximum File Size

Here you can define a maximum file size for expense reportattachments.

Expense Reporting - <country> Here you can review and adapt the predefined settings for expensereporting for each country version.

Expense Types

Define which types of expenses can be reported in an expensereport. You can make individual settings for each expensetype. Each expense type has to be assigned an expenseaccount under "Account determination" to allow expensereimbursement using FI ERP.

Expense Reimbursement Groups

Defining expense reimbursement groups is a prerequisite ifyou want to differentiate between the reimbursemententitlements for different employee groups.

Synonym Groups

Defining synonym groups and synonyms for the differentexpense types gives travelers the flexibility to use a variety ofterms when sending expenses by e-mail.

Expense Types Synonyms

You can map the synonym groups you defined to the expensetypes used in the country version.

For generic country versions within the activity, you will find allyour new country versions and can maintain the expensetypes, reimbursement groups etc. for each new country.

Enable Fast Entry for One-DayTrip

You can specify for which country versions fast entry one-day tripsshould be enabled.



Task Description

Credit Card Settings Here you can edit your country-independent credit card settings.

Edit Credit Card Issuers

You can edit the list of credit card issuers.

Manage Credit Card-Related Accounts

You can edit the accounts to be credited for expenses that arepaid by corporate credit cards.

Define Expense Types for Late Fees

You can specify for each country version which expense type isto be used for late fees charged by credit card providers.

Manage AMEX Account Type Settings

If you import credit card files in the file format AMEX GL1025,you must check to ensure that the pre-delivered settings foreach AMEX account type assignment meet your company'srequirements.

Smart Receipt Recognition You can switch Smart Receipt Recognition on and off for specificcountry versions. You can also allow feedback to improve SmartReceipt Recognition for specific countries of reporting.

Furthermore you can adjust mapping of Smart Receipt Recognitionexpense types with your expense types. The required fine-tuningfor the smart receipt recognition service using OpenText isdescribed in section 10.2 Fine-Tune Settings of the SAP Cloud forTravel and Expense Integration Guide.

Manage Merchant CategoryCode Mapping -<country>

You can map merchant category codes to expense types. You canalso change the mapping for multiple expense types in one stepusing the mass change function.

Activity-related Reimbursement Here you can define activities that are relevant for expensereimbursement. The definition of activities is a prerequisite if youwant to specify different reimbursement rates or differentmaximum amounts for expense types for different activities.

NoteFor the generic country versions, activity-relatedreimbursement is always in scope.

Mileage Rates - <country> You can define company-specific mileage reimbursement rates forbusiness trips to different countries and regions. You can also viewthe statutory mileage reimbursement rates. If you do not define acompany-specific rate, the statutory mileage reimbursement rateswill be used by the system.

NoteFor new countries of reporting based on the genericcountry version, the statutory mileage reimbursement





Task Description

rates have to be entered manually here. This also appliesto the statutory vehicle classes, if needed.

Account Determination Groups

You can assign account determination groups to the differentreimbursement rate types. With the account determinationgroups in account determination, you can control the generalledger accounts to which expenses are posted.

Company-Specific Vehicle Types

You can define company-specific vehicle types here.

Reimbursement Rates

You can define company-specific mileage reimbursementrates for business trips to different countries and regions. Thesystem will use the statutory mileage rates if you do not definea company-specific rate.

Per Diem Rates for Meals -<country>

You can define company-specific per diem rates for meals onbusiness trips to different countries and regions. If you do notdefine a company-specific rate, the statutory per diem rates formeals are used.

Note

These settings are not available for the generic countryversions.

Per Diem Rates for Lodging -<country>

You can define company-specific per diem rates for lodging onbusiness trips to different countries and regions. If you do notdefine a company-specific rate, the statutory per diem rates forlodging are used.

NoteThese settings are not available for the generic countryversions.

E-Mail and Fax Settings You can configure e-mail and fax settings and test your e-mail foreach country, including the new country versions.

You must configure e-mail settings for the process-integratedoutput of business documents. If you selected fax as an outputchannel during scoping, you must configure fax settings.

You can send a test e-mail to verify that the automatic sending of e-mails by the system has been set up correctly.

Set Audit and Approval Processfor Expense Reports

You can specify the conditions under which expense reports needreview or approval for each country version, including the newcountry versions. The default scenario for each country requiresaudit and approval, with no minimum amount.

You can change the audit and approval requirements for thedefaults, but not the amount. If you want a higher minimum



Task Description

amount, add an additional scenario. No Distinction is only applied ifno Domestic or Abroad scenario exists.

In addition, you can define the sequence of auditing and approvaland specify a percentage of expense reports to be audited atrandom.

Set Audit and ApprovalConditions for Expense Types

You can specify an amount for expense types for each countryversion, including the new country versions. If travelers enter anexpense type exceeding this amount, then their expense report willneed to be approved or audited.

For example, you can specify that if a traveler enters a hotelexpense of over €200 for Germany, their expense report willrequire approval, or if they enter a flight expense of over $400 forthe US, their expense report will need to be audited and approved.

E-Mail Encryption and SignatureCheck

You can specify for each e-mail scenario whether the solutionshould encrypt outgoing e-mails and/or check incoming e-mails fortrustworthy signatures.

Load Certificates and ActivateSigning and Encryption for E-Mails

You can upload the certificate of your trusted CertificationAuthority (CA) and activate the signature check and encryption ofe-mails.

Set E-Mail Preferences You can set your company's preferences for sending and receivinge-mails through SAP Cloud for Travel and Expense. You can specifythe actions for which automatic e-mail notifications are sent, setreminder deadlines and enable employees to make their ownpersonalization options for some notifications.

Set Up E-Mail Templates You can preview the default template delivered by SAP Cloud forTravel and Expense for the e-mail notifications that areautomatically sent to employees, and decide whether you want touse it as it is or modify it. For example, you can include your ownbrand or company logo, and personalize the product name and thegreeting.

Specify Paper ReceiptRequirement

You can specify for which country versions paper receipts must besubmitted with expense reports for auditing purposes. The defaultsetting is that no paper receipts are required. If you change this,the auditor must confirm that paper receipts have been receivedbefore an expense report can be approved.

Number Ranges for Trip ID Number ranges control how the number of a new document ordata record is created. For example, when a new document isadded, you can set the system to create a document numberautomatically, or have the user enter a number manually. Changinga previously assigned number range can lead to problems in thesystem. Create number ranges large enough to avoid futurecomplications or overlaps.

Online Booking Tools The required fine-tuning for the itinerary process using one of the



Task Description

following booking tools, see the appropriate sections in the SAPCloud for Travel and Expense Integration Guide:

For GetThere online booking system by Sabre, see section9.1.3 Fine-Tune Settings

For Amadeus eTravel Management, see section 9.2.3 Fine-Tune Settings

For cytric by iFAO, see section 9.3.3 Fine-Tune Settings

For Traxo, see section 9.4 Integrating SAP Cloud for Travel andExpense with Traxo

Code List Mapping forIntegration with ExternalApplications and Solutions

You can maintain mappings for configuration values used in dataexchange between your cloud solution and an external applicationor solution.

Time Zone Maintenance To reflect the operating hours and business day of your company,select a time zone. Once the time zone is set, this is the defaulttime zone setting for all the users in your company.

The time zone you select is used, for example, to ensure thatbackground jobs run at night, so that they do not interfere withyour normal operating hours or to record organizational structurechanges at the time at which they become effective.

Exchange Rate Types Here you can create your own exchange rate types. By usingdifferent rate types, you can store different exchange rates for thesame conversion type, for example, a middle rate for actualpostings and another middle rate for planning purposes.

Configure Beneficiary Typesand Spend Tracking

This option allows you to create new beneficiary types and adjustthe default settings for beneficiary types used in expense reportingfor entertainment and gift categories. You can also choose whetheryou want to use the spend tracking process in your company andadjust it to suit your company's reporting policies.

NoteThis fine-tuning activity is optional therefore you don't seeit if you selected Activities in Project. To activate it in yoursystem, set the Show field to All Activities and choose Go.Find the Configure Beneficiary Types and Spend Trackingactivity in the list and choose Add to Project.

Tax on Goods and Services You selected tax calculation during scoping, which means you haveto check and adapt the tax settings, such as currency conversionrate and tax codes for your country version.

Allowed MIME Types forDocument Upload

You can define the MIME types for attachments and documentsthat can be uploaded to your solution.

Integration of Employee Datafrom SAP ERP to Your CloudSolution

Here you can create your own settings for scheduling thereplication of employee data.





Task Description

Integration of Cost Center Datafrom SAP ERP to Your CloudSolution

Here you can create your own settings for scheduling thereplication of cost center data.

General Business Partners If you use business partners in your solution, you can check andadapt the predefined settings, such as business partner attributesand number ranges.

Number Ranges for Employeesand Service Agents

You can check and adapt the number ranges used for employeesand service agents.

Regions Here you can check and adapt the region codes.

Currencies You can check and adapt the predefined currencies to ensure thatthey meet your company’s needs.

Additional CommunicationLanguages

To communicate in languages other than the logon languageschosen during scoping, select additional languages from the listavailable here.

Address Checks Make your settings here if you want inconsistent addresses formaster data, such as wrong country code or postal code length, tobe shown as warnings but saved nevertheless.

4.4 Integrate and Extend Settings

In the Integrate and Extend phase of your first implementation project, you as a system administrator can set upthe SAP Cloud for Travel and Expense solution to meet the specific requirements of your company.

Here you can define the following:

Template Maintenance

You can use form Master Template to manipulate logo, address and bank account information for the expensereport form. Optionally, you can access this function in the Application and User Management work center underBusiness Flexibility.

4.5 Perform Integration Tasks

You can now start integrating SAP Cloud for Travel and Expense with your required components.

The following figure provides an overview of the supported external components:



Procedure

To successfully integrate SAP Cloud for Travel and Expense with external components, follow the procedures inthe SAP Cloud for Travel and Expense Integration Guide.

CautionMake sure that you perform the required procedures in the exact sequence as described in theintegration guide.

4.5.1 SAP ERP Integration

The SAP ERP integration is required to import the master data to SAP Cloud for Travel and Expense. The followingtable provides an overview of the supported import scenarios:




Import Options

You have the following replication options:

SAP ERP Systems

Replication using IDoc-XML Interface

This method is available for employees, cost centers, internal orders, project work breakdown structures(WBS), reporting line units, networks, network activities and sales orders. We recommend that you use thismethod for your initial and delta uploads of master data to SAP Cloud for Travel and Expense.

Replication using web services

This method supports replication of currency exchange rates and business partners (such as customers)from SAP ERP.

File download using SAP ERP add-ons and upload using the Migration Workbench

This method is available for employees, cost centers, internal orders, currency exchange rates, businesspartners, sales orders, networks, network activities and project WBS.

Non-SAP ERP Systems

You can import master data by uploading .xls files from the migration workbench.

In addition, you can use web services for replication of the following objects and scenarios:

Employee



Cost Center

Cost Objects such as internal orders, project WBS, networks, network activities and sales orders

Reporting Line Units

Posting expense reports to a FIN system

Posting expense reports to a HCM system including taxable amounts for payroll process

Receiving accounting notifications from a FIN system

Business Partners (such as customers)

Distributed Employment

Distributed employment in SAP Cloud for Travel and Expense enables you to manage the data of employees withseveral consecutive and not overlapping employments in different companies, different countries and differentHR systems. All personnel numbers are linked in the SAP Cloud for Travel and Expense System by a uniqueperson-ID, sometimes also called employee-ID.

Posting Options

You can handle travel expense reimbursement through either SAP ERP Financials (vendor accounts) or SAP HCM(payroll). SAP Cloud for Travel and Expense controls which data is posted to which ERP system depending on theconfigured reimbursement scenario.

The following graphic provides an overview of the supported posting scenarios:



You have the following options to transfer expense-related data to ERP systems:

FI Vendor Payment

FI Vendor Payment and HR integration

HR payment and taxation plus FI G/L posting

File download of payment-relevant data

For SAP ERP systems, we recommend using the IDoc-XML replication. For non-SAP systems, we recommendusing web services.

Procedure

You can start the installation in the SAP Solution Manager.

For more information on the installation procedure, read the appropriate documentation in the online applicationhelp.

You have to add the components based on the following instances to your productive system landscape using theSAP Solution Manager as follows:

Instance Description Component

Master Data Replication (FI) File-based and XML-IDoc-basedreplication of FI and CO master data

NWS_EXT_FW 6.00 SP010or higher

ODTFINCC 600 SP05 orhigher

ODTFINCO 600 SP05 orhigher

TEM_FIN_EXT_CNT SP05 or

http://help.sap.com/saphelp_sm71_sp05/helpdata/en/45/51fbdbd4941803e10000000a1553f7/frameset.htm



Instance Description Component

higher

Expense Reporting Accounting Required component for XML-Idoc-basedreplication of expense reports FIAccounting and payment notificationfrom FI Accounting to SAP Cloud forTravel and Expense

DCFLPROC 600 SP01 orhigher

TEMODFI 600 SP09 orhigher

Master Data Replication (HCM) File-based and XML-IDoc-basedreplication of HCM master data

NWS_EXT_FW 6.00 SP10 orhigher

OTM_EXTR 100 SP05 orhigher

TEM_HCM_EXT_CNT SP05or higher

ExpenseReportHCM Optional component for XML-IDoc-basedpayment and taxation

ODTHCMER 600

To set up your ERP integration, follow the procedures in chapters 2 through 6 in the SAP Cloud for Travel andExpense Integration Guide.

4.5.2 Business Warehouse Integration

You can extract expense report data and import this data into an SAP NetWeaver Business Warehouse (BW)system for reporting purposes. The data that is extracted is expense report data and master data mappings.

To set up your SAP NetWeaver BW integration, follow the procedures in chapter 13 of the SAP Cloud for Traveland Expense Integration Guide.

4.5.3 Integration with other SAP Cloud Solutions

The integration with other SAP Cloud Solutions can also be used to import the master data to SAP Cloud forTravel and Expense. The following table provides an overview of the supported data flows. For more informationon integration with the other SAP Cloud Solutions, see the SAP Cloud for Travel and Expense Integration Guide.








4.5.4 Other Integration Components

SAP Cloud for Travel and Expense supports integration with:

Component Description

Paymetric™ Third-party credit card service provider that facilitates the automatic andsecure processing of expense files

GetThere online booking systemby Sabre

Third-party online booking tool that allows you to search for real-timedata for flights, hotels, car rental, and trains, Your bookings are thenreplicated into the SAP Cloud for Travel and Expense solution.

Amadeus e-Travel Management Third-party online booking tool that allows you to search for real-timedata for flights, hotels, car rental, and trains, Your bookings are thenreplicated into the SAP Cloud for Travel and Expense solution.

Cytric by i:FAO Third-party online booking tool that allows you to search for real-timedata for flights, hotels, car rental, and trains, Your bookings are thenreplicated into the SAP Cloud for Travel and Expense solution.

Traxo A third-party itinerary management system that organizes trips booked inthe internet. You can display the itineraries in SAP Cloud for Travel andExpense.

OpenText A third-party smart receipt recognition service that interprets receiptimages sent by company employees by e-mail to SAP Cloud for Traveland Expense, turning them into machine-readable information.



Component Description

Central receipt scanning service Central receipt scanning service to import scanned documents and attachthem to expense reports, thereby simplifying and automating the processof creating expense reports.

To set up integration with these components, follow the procedures in chapters 8 through 11 in the SAP Cloud forTravel and Expense Integration Guide.

4.6 Go Live

In your production system, you have to complete your implementation project to go live.

Prerequisites

You have completed the procedures described in sections 4.1 through 4.6 of this guide.

Procedure

1. In Business Configuration Implementation Projects, select your First Implementation and choose OpenActivity List.

2. Follow the guided procedures to complete all required activities.

3. Close the implementation project by confirming completion of all milestones and activities.

Caution

You must review, and if necessary, adapt the checklist of all the activities that must be worked on orcompleted before going live. Please note that you can extend the scope later in a change project, but youcan’t reduce it.

Result

The implementation project is completed and you are live with your SAP Cloud for Travel and Expense system.

4.7 Implement a Change Project

After the solution has gone live for the first time, you can prepare a change project to adapt the capabilities andbehavior of the solution. This involves:

Selecting scoping elements

Reviewing scoping questions

Identifying mandatory and optional activities for implementing the changes





The live solution is not affected by the changes until they are merged with the production system.

4.7.1 Prepare a Change Project

Prerequisite

You have completed the Confirm Go Live activity for your First Implementation project.

Procedure

1. In Business Configuration Implementation Projects, click New to create a new change project.

NoteTo edit the scope of a change project you created previously, select the project and click Edit ProjectScope. The system then displays the Edit Change Project guided activity.

2. Follow the New Change Project guided procedure:

Step Value

1 Select Scenario Select a change scenario:

Extend Implemenation Focus

Add Country

NoteAt this or any subsequent step of the guided procedure,you can click Project Details to view either a Basic orComplete overview of your change project.

2 Adjust Scoping Adjust the capabilities that you want in your solution.

For more information about the mandatory and optional scopingelements for SAP Cloud for Travel and Expense, see section 4.1Define Project Scope [page18].

3 Review Questions Answer the scoping questions for the adjustments you made inthe previous step.

For more information about the mandatory and optional scopingsettings for SAP Cloud for Travel and Expense, see section 4.1Define Project Scope [page18].

4 Complete ProjectSetup

Review the summary of changes and provide additionalinformation about your change project as follows:

1. Under General Information, enter the Title and Description foryour change project.

2. Under How to Proceed, choose one of the two options:

o Option 1: Publish Changes to Your Production System



Step Value

Without Generating an Activity List

When you choose this option, your project will be closedand changes are effective immediately.

o Option 2: Implement Changes Using Activity List

Decide if you want to include Milestones or InstructionalActivities in your activity list.

Under Planned Implementation Timeline, select the StartDate and End Date for your change project.

3. To save your changes, click Finish.

5 Confirmation Review your scoping results, and click Close.

Result

Based on your decisions, the system generates the activity list for your change project.

To start working on the activities in your activity list, click Open Activity List to Implement Changes. For moreinformation, see the next section Complete the Activity List.

To view a basic or detailed summary of your change project, click Display Project Details (Basic) or Display ProjectDetails (Complete).

4.7.2 Complete the Activity List

Once you have finished preparing an implementation project, you can start working with the activity list for theproject. The activity list is automatically generated by the system based on your scoping decisions, and theactivities are grouped by phases. This includes all mandatory implementation and project management activitiesthat you need to complete before your SAP Cloud for Travel and Expense change project can go live for the firsttime, or before your changes can be merged with your live solution.

You can also add optional activities to the activity list and complete them. Most of these optional activities relateto the Fine-Tune phase, but may also relate to other phases. Milestones have to be confirmed for your firstimplementation project and your change projects (if you have included milestones in the activity list of yourchange project) — these milestones give you guidance and allow you to track the status of your implementation.

For more information about the relevant fine-tune settings for SAP Cloud for Travel and Expense, see section 4.3Fine-Tune Settings [page 30].

Prerequisites

You have finished preparing a change project as described in the previous section of this guide.



Procedure

1. Click Open Activity List to Implement Changes.

NoteIf your change project includes the Add Country change scenario, you have to manually add businessoptions that are affected by this change scenario. These business options were already completed as partof your first implementation project and therefore were not automatically added to the activity list of yourchange project. Select the change project and click Open Activity List.

2. Follow the guided procedures to complete all required activities.

3. Close the change project by confirming completion of all milestones and activities.

CautionYou must review and, if necessary, adapt the checklist of all the activities that must be worked on orcompleted before going live.

Result

The implementation of your change project is completed.

NoteAny scoping decisions you make as part of your change project are deployed when you complete theMerge Changes with Production System activity in the activity list. After completing this activity, youcannot adjust the scope of this change project.

Your new scope must also be compatible with the company- and country-specific settings you made in sections4.4 Integrate and Extend Settings and 4.6 Go Live. To change these settings, you have to request an additionalsystem as described in section 4.8 Request an Additional System [page 48].

4.7.3 Cancel a Change Project

You can cancel a change project that has status Started if you find you no longer need it.

NoteThe Cancel Project button is available only when the status of the change project is Started or Tested.

Procedure

1. In Business Configuration Implementation Projects, open your change project.

2. On the Project Overview screen, click Cancel Project and then confirm that you want to delete the changeproject.



Result

The status of the change project is set to Canceled. The canceled project remains in the list on the ImplementationProjects view, but it can no longer be edited or implemented.

4.7.4 Simulate Merging a Change Project with Production

Before merging a change project with the production system, you can simulate the process to check whether anyissues would arise. The simulation does not affect the project or the production system.

Prerequisites

You have not yet completed the Merge System with Production System activity for the change project.

Procedure


2. On the Project Overview screen, click Actions and then choose Simulate Merge.

The Simulate Merge view is displayed.

3. Click Start Simulation.

Result

The status of the merge simulation is displayed.

To view the merge simulation report, which includes detailed information about the merge simulationprocess and the issues that were identified, click the See Details link.

You can also access the merge simulation report from the Project Overview. Click Reports, and then chooseSimulation History.

4.7.5 Update a Change Project from the Production System

You can update a project with scoping and fine-tuning changes that have been made to the production systemsince the change project was created. This is especially useful if a change project is implemented over a longperiod of time, during which other change projects or immediate changes may have been applied to theproduction system.



Procedure


2. On the Project Overview screen, click Actions and then choose Update Project from Production.

3. On the Update Scoping and Fine-Tuning from Production screen, click Start Update.

4. If conflicts are detected between the production system and the project, choose whether to keep the projectsettings or the production settings.

Result

The status of the update is displayed.

To view the update report, which includes detailed information about the update process and the issues thatwere encountered, click the See Details link.

You can access the update report from the Project Overview as well. Click Reports and then choose UpdateHistory.

4.8 Request an Additional System

Although you are provided with a production system for your SAP Cloud for Travel and Expense solution, changesin your requirements and scope can lead to the need for an additional system. For example, you want to changeyour company- and country-specific settings in the course of a change project.

The additional system is an exact copy of your production system without the existing master data. You can use it,for example, for testing or training purposes.

This option is available for your first implementation project that does not have a status of Live or Closed, as wellas for change projects that do not have a status of Closed.

Procedure

1. In Business Configuration Implementation Projects, select an open change project for which you want torequest a system.

2. Click Actions and select Request System.

3. On the Request System screen, select the Copy from Production System indicator. Select your preferreddowntime slot.

In order for a copy of your production system to be created, a downtime of your system is necessary.

The available downtime slots are displayed in a table. You can select one of the available slots or enter adifferent start and end date and click Go.

The downtime slots available during the entered dates are displayed in the table.

4. Click Request System.



Result

Your system request is submitted. You can see the status of your request in the System Status column in the tableon the Implementation Projects view.

If you have requested several systems, you can see the status for each when you click on the system status link.The Additional Systems screen gives you an overview of the status, the downtime slot, and the type of system yourequested.

4.9 Mobile Applications

You can download the SAP Cloud for Travel and Expense mobile apps from the respective stores as follows:

iOS

Install the SAP Cloud for Travel and Expense apps for the Apple® iPhone® and the Apple® iPad® from theiTunes Store®. A notification will be displayed on-device when a new version of the app is available fordownload.

BlackBerry

Install the SAP Cloud for Travel and Expense app for BlackBerry® smartphones from BlackBerry® App World™.

NoteWhen the application is deleted or a new version is installed, all SAP Cloud for Travel and Expense datastored on the mobile device is deleted automatically, this includes the URL

Android

Install the application by downloading the application directly from the Google Play Store™

NoteSAP does not warrant that the software and/or features as described herein will be available withoutinterruption or permanently. SAP draws your attention to the fact that the availability is subject to the solediscretion of the operator of the app store. The operator of the app store may, at any time and withoutnotice, restrict, interrupt, or prevent use of the software, or delete the software from your mobile device,or require SAP to do any of the foregoing actions.

Authorizations

Users of the SAP Cloud for Travel and Expense mobile apps use the same URL address and logon credentials asfor the desktop application.

All travelers and approvers are automatically provided access rights for the relevant modules in the mobile appsbased on their assigned role in the desktop application.

In the Application and User Management work center, ensure that for each mobile work center view to beaccessed on a mobile device, the user of the mobile device is assigned the related desktop work center view. Forfurther information on how to assign access rights to mobile users, refer to the Business Users Quick Guide in theHelp Center from any work center.

https://play.google.com/store


SAP Cloud for Travel and ExpenseUpgrade

5 Upgrade

This chapter is only relevant for existing SAP Cloud for Travel and Expense customers migrating from the August2013 to the November 2013 Version.

Process

Upgrades to SAP Cloud for Travel and Expense are implemented by SAP Cloud CustomerCare to ensure thehighest quality of the productive system. The process starts for you with the upgrade to a test upgrade system -which is based on a copy of your productive system - before the final upgrade of all productive systems isperformed.

For the test upgrade system, you are provided with the individual test system URL and offer an optional testperiod. We recommend that you test the upgrade, but this is not mandatory. An upgrade test enables you to:

Address potential issues to SAP Cloud CustomerCare at an early stage of the upgrade process.

Determine the requirement of individual enablement scenarios for your users.

Achieve early awareness of enhancements and functional changes.

Incident Reporting

You can report a very high priority incident in the test upgrade tenant for the following reasons:

The problem has very serious consequences for a major business process.

Urgent work cannot be performed.

Security and access-related incidents occur.

If you identify a business critical issue with your upgrade test system, proceed as follows:

1. Report a very high priority incident in your upgrade test system with the incident short text starting with

OD-Travel - <your issue>.

2. Describe the issue in detail as well as the business impact.

3. Submit the incident by Thursday 10:00 am local time at the latest, the week before the productive upgrade isplanned.

Restrictions

SAP Cloud CustomerCare has taken measures to ensure minimum disruptions during the upgrade. You cancontinue to use the SAP Cloud for Travel and Expense system at all times during the upgrade process (exceptplanned downtime windows).

Communication

SAP Cloud CustomerCare will inform you in advance of the upgrade.



All relevant SAP internal resources will be informed in parallel in order to be able to provide assistance if required.You will then receive the following e-mails to guide you through the upgrade process:

1. Kickoff e-mail with your upgrade schedule for the tenants receiving an upgrade

2. Test upgrade e-mail communicating the test upgrade-URL

3. Successful productive upgrade e-mail during the scheduled upgrade weekend

New Functionality

For a list of all new functions in SAP Cloud for Travel and Expense as of November 2013, see What’s New in SAPCloud for Travel and Expense.

CautionFor new functions you want to use that require configuration settings in the Business Configuration workcenter, you have to follow the relevant procedures as described in chapter 4 Implementation [page 18].

In your upgraded SAP Cloud for Travel and Expense system, you have to adjust the following features:

Customers upgrading to the November 2013 Version of SAP Cloud for Travel and Expense have to complete thefollowing activities:

Feature Action

Customer-specific reports andextraction of data

to an SAP BW system

The technical names of some expense report statuses have been renamed.If you've built any reports based on expense report statuses Reimbursed orDeclined, these will have to be updated. The same applies for any selectioncriteria that a key user or end user has saved for existing reports. Here's anoverview of all the statuses as of November 2013:

1 CO_IN_PREPARATION remains unchanged

2 CO_IN_AUDIT remains unchanged

3 CO_IN_APPROVAL remains unchanged

4 CO_RELEASED has been renamed from Pending

Reimbursement to Released for Reimbursement

5 CO_COMPLETED is now 5 CO_CANCELLED

6 CO_DECLINED is now 6 CO_REJECTED

7 CO_CANCELLED is now 7 CO_COMPLETED

8 CO_REJECTED is now 8 CO_DECLINED

If you have extracted any expense report data to an SAP NetWeaver BWsystem, you need to reload it to ensure that you have the correct data there.The following data sources are affected:

FINERMU01

FINERMU04

ODTERMU03

ODTERMU08

ODTEXPREPHEADB

*German Country Version Only* To ensure compliance with the new German tax law for travel expenses thatcomes into effect as of 01/01/2014, you have to enter the new rates for

http://help.sap.com/travel-od-1302#section1

http://help.sap.com/travel-od-1302#section1



Feature Action

Enter new meals per diem rates meals per diems. The new rates are €12 for the first and last days of a trip,and €24 for all the days in between.

You can update the rates in the fine-tuning activity Per diem rates for meals.

*German Country Version Only*

Enter new taxable benefits formeal deductions

If you have scoped the business option Taxable Benefit Items, and yourcompany handles meal per diem deductions for non-travel-related expensesusing the expense types T1B (breakfast), T2L (lunch) and T3D (dinner), youhave to manually enter the new amounts that apply for the taxable benefitfor meal deductions. These adjustments are required as a result of the newGerman tax laws relating to travel expenses that comes into effect as of01/01/2014.

The new amounts are €1.63 for breakfast, €3 for lunch, and €3 for dinner.Additionally, you have to ensure that the expense category assigned tothese expense types is Meals.

1. Go to the fine-tuning activity Expense Reporting – GermanyEdit Expense Types.

2. Under Available Expense Types, select each of the expense typesone by one and, on the Definitions tab, check that the ExpenseCategory entered for each of these is Meals. If it is not, choose AddRow and adjust this entry to Meals.

3. For each expense type, go to the Maximum Amounts tab andchoose Add Row.

4. Enter the new Valid From date of 01/01/2014 and the new amounts€1.63 for breakfast, €3 for lunch, and €3 for dinner. When youpress Enter, the previous record will be delimited to 31/12/2013.


.

New support packages To take advantage of the new features in master data replication, install thelatest Support Packages for the SAP Cloud for Travel and Expense Add-Oncomponents in your SAP ERP system.

SAP Cloud for Travel and ExpenseSecurity


6 Security

All information about security for SAP Cloud for Travel and Expense is now contained in the dedicated SecurityGuide. You can find this on SAP Help Portal at http://help.sap.com/byd under <language> SAP BusinessByDesign November 2013 Setup and Configuration Security Guide.

http://help.sap.com/byd


SAP Cloud for Travel and ExpenseMonitoring

7 Monitoring

After you go live with SAP Cloud for Travel and Expense, you must manage the day-to-day travel and expenseactivities, such as employee imports or credit card feeds. This chapter describes regular monitoring tasks in bothSAP Cloud for Travel and Expense and SAP ERP.

7.1 Tasks in SAP Cloud for Travel and Expense

Travel Administrators and System Administrators can perform all their administration activities from one centrallocation in the Cockpit work center.

In SAP Cloud for Travel and Expense, there are mandatory as well as optional administration tasks, depending onhow your business uses the SAP Cloud for Travel and Expense system.

The Travel Administrator also has direct access to daily and periodic tasks in the Travel Admin work center. Tolearn more about monitoring, see the documentation for administrators in the Help Center.

The following table lists mandatory tasks:

Area Tasks Frequency

SAP ERP master datasynchronization

Monitor Business Communication

Upload employee master data

Upload cost centers and other cost objects in SAPCloud for Travel and Expense

Automatically post travel expense reimbursementsto SAP ERP – by setting up trusted communicationchannels, parallel G/L accounts, and logical systems

On demand

User and accessmanagement

Manage the access rights centrally. Access rights aregiven in the form of work center access, which youcan assign / remove from your users

Unlock / deactivate / reactivate users and resetpassword of business users

Manage employee imports

On demand

Cost assignments Monitor and manage cost centers

Monitor other cost objects

On demand

Currency exchange rates Upload exchange rates from SAP ERP or createmanually in SAP Cloud for Travel and Expense

Enter a specific exchange rate pair

On demand

Expense report postingand accountingnotifications

Monitor expense report change log

Use business communication monitor

On demand



Area Tasks Frequency

Expense types Set up expense types

Monitor expense reports

On demand

Credit card feeds Monitor successfully und unsuccessfully importedfeeds

Manage corporate credit cards

Manage credit card transactions

If applicable daily

Central Receipt Scanning Monitor unsuccessfully imported attachments from thecentral receipt scanning service

Daily

Electronic invoice Monitor all electronic invoices that have not yet beenassigned to expense reports.

Assign invoices that could not be assigned to anemployee to the relevant employee.

Daily

Expose Data to BW Monitor data extraction On demand

Itinerary replication View background jobs

Monitor action items

Resolve erroneous replication runs

Regularly

On demand

Incident handling Review of incidents created by end users, clarify openquestions with end user and search for possiblesolutions in available resources

Process incidents which are automatically created bythe system, which report missing master data etc.and which lead to processes being interrupted

Process incidents which are automatically created bythe system reporting inconsistencies

Check and release service tasks

Process incidents, forward them to SAP if necessaryand react to replies from SAP

Daily

On demand

7.2 Tasks in SAP ERP

You can use the following transactions in SAP ERP to monitor tasks and to analyze errors with regard to FIPosting.

Transaction Tasks Frequency

BD87

Status for ALEMessages

Check if IDocs for the specified message types below were processedcorrectly:

For Outbound:

o FIN_DCFL_TV_PAY_CONF

Daily



o IDOC_ODTF_COBJ

For Inbound: FIN_DCFL_TV

For items with a red status light, follow the proposed solution and thenrestart them.

SM37

Simple JobSelection

You have scheduled program RBDMIDOC to analyze the changepointers in your financials system.

You can use this transaction to check if the program runs correctly.

Regularly/

on demand

SAP Cloud for Travel and ExpenseTroubleshooting


8 Troubleshooting

This chapter provides troubleshooting information to support you with your daily monitoring activities.

8.1 SAP ERP: Master Data Upload

8.1.1 Monitoring the Master Data Replication

In the ERP system, where you have started your replication report, go to transaction BD87 to see which outboundmessages have been automatically created. Take a note of the IDoc numbers.

In the SAP Cloud for Travel and Expense system, in the Application and User Management work center, use theWeb Service Message Monitoring to show the technical details of your messages.

In the Master Data Replication work center, select Import and then the objects you replicated, to display theupgrade status and connectivity of your master data import.

The Cockpit work center in SAP Cloud for Travel and Expense provides you with a universal overview of all yourmonitoring tasks. Here, you can find all the information of Application and User Management and the Web ServiceMessage Monitoring on one page.

8.1.2 Frequently Asked Questions

How can I change wrong employee or cost center data in the staging area?

An error that might occur quite often is that either the manager of a cost center has not been created in the SAPCloud for Travel and Expense system or the cost center to which an employee is assigned has not yet beencreated. In this case, also upload the missing employees or cost centers. If all the necessary managers and costcenters are uploaded and there are no additional errors after two days at the latest, the cost centers andemployees are activated by an automatic run.

You can also activate employees manually in Master Data Replication Import Employees. Select oneemployee and choose Edit. Correct the data, and choose Replicate. To activate all employees on the list, chooseTrigger Replication.

To activate several cost centers at the same time, choose Master Data Replication Import Cost Centers, andthen Trigger Process Run. If you need to change data that cannot be changed at this point or if you need to changemany data sets, you can flag all cost centers or employees that are wrong as irrelevant. Then, you can go back tothe upload step and either import a new XML file, or copy the already existing one and modify it. After finishing themigration of the changed data, you can either wait for the automatic run, or start the activation manually underMaster Data Replication Import Cost Centers.



How can I delete an employee from the SAP Cloud for Travel and Expensesystem?

You cannot delete employees in SAP Cloud for Travel and Expense but you can set the access period end date ofan employee to a date in the past. As a result, the employee cannot be used any more in SAP Cloud for Travel andExpense. You can do this manually by choosing Application and User Management Business Users. The selectthe users and choose Edit Attributes.

You can overwrite the Termination Date after upload and before processing the file. This date is mapped to theaccess period end date during processing of the data. You can also copy an existing field that has already beenprocessed to change this date for all or some of the entries.

8.1.3 Error Handling

Error in Migration Workbench (MWB): “Inconsistent values found in yoursource file”

See the following error details in the Migration Workbench (MWB):

No Communication System has been defined for the logical system name contained in thecustom property LOGSYS of the xml.

This may happen if, for example, you upload employee data from a non-SAP system and have manually set theLOGSYS property to a wrong value.

You cannot edit the LOGSYS property in the MWB; you have to upload a new file. When dealing with employeedata, you can download the file from the MWB, give the new file a different name, clear LOGSYS, and upload the fileagain. (LOGSYS is optional in employee files.) Delete the original file from the MWB because it cannot beprocessed.

NoteLOGSYS is mandatory for the upload of cost objects because FI integration is supported only with SAPERP systems. The LOGSYS property will be populated automatically when cost object data is extractedfrom an SAP ERP system. You must have defined a corresponding communication system in the SAPCloud for Travel and Expense system.

Uploaded Employees are not visible under Manage Employees and User Details

This error can occur for the following reasons:

The upload of master data has not yet finished

Check in the front end in the Migration Workbench whether the file appears in the workbench with status InProcess.

Select the file and choose Execute Migration. This takes you to the current processing step:

1. Any error messages can be seen directly in the Migration Workbench. Typical error messages refer toinconsistent data in the uploaded file, or to missing value mappings. Proceed as indicated in the errormessage.



2. If there are no error messages, the previous processing step has finished and the system is waiting foruser interaction before continuing with the next step. To trigger the next step, choose Next. You canchoose Run in Background and later check the results of that step by choosing Execute Migration againfrom the initial screen of the Migration Workbench.

Data has so far only been transferred to the staging area

As stated above, employees and cost centers are first uploaded to the staging area. This is the normalbehavior directly after upload, and not an error. Check the content of the staging area as follows:

Go to Master Data Replication Display Employees / Cost Centers:

o On the day of the upload, the Update Status field shows a yellow traffic light indicating that the record hasnot yet been processed in the staging area.

o On the day after the upload, or after manual processing, the record should have disappeared from the list.If it is still listed, the Update Status field should show a red traffic light.

Select the entry and check the log messages displayed in the lower part of the screen.

Data Remains in the Staging Area

As described in section 4.3.1 Core Master Data and Dependencies of the SAP Cloud for Travel and ExpenseIntegration Guide, uploaded data remains in the staging area until it is processed by the nightly background job.

You can manually trigger processing of data in the staging area by choosing Master Data Replication Import asfollows:

For employees:

1. Choose Employees.

2. Select an entry and choose Edit.

3. This leads you to the detail view of the employee data where you can edit values. Depending on the errormessages found on the previous screen, or that are available on the current screen when you chooseProcess, you can try to correct the problem by changing the content of some fields. Be aware that this isonly a quick fix, and that the data probably needs to be corrected in the leading system. If manualprocessing fails, choose Mark as irrelevant. This removes the record from the staging area and you can tryagain with a new upload. If you do not remove the record, it blocks processing of subsequently uploadeddata for the same employee.

For cost centers:

Choose Cost Centers, and then Trigger Process Run.

This triggers processing for all cost centers in the staging area; which may take some time. Any errors will bevisible in the bottom part of the screen when you select an item in the list. If processing fails repeatedly, markthe record(s) as irrelevant and upload the data again.

Note

As described in section 4.3.1 Core Master Data and Dependencies of the SAP Cloud for Travel andExpense Integration Guide, you have to perform a number of manual steps in the staging area to activatenew employees and cost centers.







8.2 Monitoring Posting Transactions between SAP Cloud forTravel and Expense and ERP

In SAP Cloud for Travel and expense in the Postings work center you can monitor the Expense Report postingsincluding all details and manually trigger postings.

In ERP you can monitor incoming postings in the ALE monitor (transaction BD87.

8.3 Credit Card Integration

The following table provides information about errors that can occur during credit card integration:

Error Message Description / Solution

Issuer code <credit card issuercode> not found in SAP Cloudfor Travel and Expense. Pleaseenter the credit card issuer in"Manage Credit Card Issuers"and then click Start Import in"Monitor Credit Card Feeds".

The credit card issuer code contained in the imported expense file doesnot exist in SAP Cloud for Travel and Expense. This prevents the file frombeing imported.

Solution:

Set up a new credit card issuer in SAP Cloud for Travel and Expense withthe relevant issuer code as follows:

1. In Business Configuration Implementation Projects FirstImplementation. Choose Open Activity List Credit Card Settings,choose Edit Credit Card Issuer.

2. The Credit Card Issuers worklist appears.

3. Choose Add Row.

4. Enter the required ID and name in Issuer ID and Issuer Name.

Note

The Issuer Name field is case-sensitive.


The credit card issuer is added to SAP Cloud for Travel and Expense.You can either import the file manually or wait for the next scheduledimport.

File <File name> cannot beimported; contact technicalsupport

This error is triggered by one of the following:

A communication error with the Paymetric web service

Incorrect user name

Incorrect password

Incorrect parameters for expense file

Any of the above cases will prevent the file from being imported. (and willbe specified in the log)

The cause of the error will be listed in the log.

Solution:

Contact SAP Cloud Managed Services. SAP Cloud Managed Services can




now do the following:

1. Check the technical log for the detailed error message.

2. Contact Paymetric and provide file name, customer and problemdetails.

Amount <amount> not valid;Please contact the credit cardissuer regarding transaction<credit card transactionnumber>.

The expense file contains invalid data (it does not comply with the creditcard issuer's defined file format) and therefore it cannot be parsed.

The file will not be imported.

Solution:

Contact the credit card issuer, provide the problem details, and request anew file.

You can either import the file manually or wait for the next scheduledimport.

Date format <date> is not valid.Please contact the credit cardissuer regarding transaction<credit card transactionnumber>.

Currency code <currencycode> does not exist. Pleasecontact the credit card issuerregarding transaction <creditcard transaction number>

Payment type <payment type>is not valid. Please contact thecredit card issuer regardingtransaction <credit cardtransaction number>.

A technical error has occurred.Please contact technicalsupport.

An internal technical error in SAP Cloud for Travel and Expense.

The cause of this error can be one of the following (and will be specified inthe log):

The LCP or UUID is missing.

XSLT was not found; therefore conversion according to XSLT is notpossible.

Conversion of XML into ABAP XML failed.

Conversion of the flat file into ABAP XML failed.

Solution:

Report an incident.

Currency code <currencycode> is not valid. Pleasecontact the credit card issuerregarding transaction <creditcard transaction number>.

The currency code or country code provided in the file does not exist inSAP Cloud for Travel and Expense.

Solution:

Contact the credit card issuer and provide the problem details.

Country code <country code>is not valid. Please contact thecredit card issuer regarding




transaction <transactionnumber>.

Please contact the credit cardissuer to provide the masterdata for credit card <last 4digits>.

NoteOnly relevant for Visa/US Bank/MasterCard files

The imported credit card transaction includes a card number that has notbeen provided in the master data section previously.

Solution:

Contact the credit card issuer and provide the problem details.

Employee ID <employee ID>for credit card <credit cardnumber> is not valid. Pleasecontact the credit card issuer

Note

Only relevant for Visa/US Bank/MasterCard files

Employee ID provided in the master data is invalid.

Solution:

Contact the credit card issuer regarding the invalid employee ID. Tocorrect the data without reimport, the admin can assign the validemployee ID as follows:

In Travel Admin choose Feed Monitoring. Select the corresponding fileand click Edit Credit Card Transactions. Enter the valid employee ID forthe transaction in the transaction list. Save the data and choose Retry

Employee ID <employee ID>for credit card <credit cardnumber> is not valid. Pleaseassign credit card to employee<employee> in "ManageCorporate Credit Cards" andinform the credit card issuerregarding transaction<transaction number>.

NoteOnly relevant for brands without master data (such as AMEX).

Employee ID provided in the transaction is invalid.

Solution:

Contact the credit card issuer regarding the invalid employee ID.

Steps:

To be able to assign this transaction to a specific employee in SAP Cloudfor Travel and Expense, the card number must be mapped to the relevantemployee. To correct the data, please proceed as follows:

1. In Travel Admin, choose the common task Manage Corporate CreditCards.

A list of existing corporate credit cards in SAP Cloud for Travel andExpense appears.

2. In the Find field, type the required credit card number and choose Go.

3. Any credit card numbers that match the requested value will appearin the worklist. Click the required credit card number. Select thecorresponding Employee ID and Name in the table row Employee.


The card is now assigned to the specified employee. Once a card isassigned to a specific employee all imported transactions listed forthat card are assigned to the employee.




5. When the card is assigned, release the card-related transactions.

Choose Travel Admin Feed Monitoring, select the corresponding file andchoose Retry

Please assign credit card <last4 digits> to employee <firstname> <last name> in"Manage Corporate CreditCards".

The imported credit card transaction includes a credit card number butno employee ID.

To assign this transaction to a specific employee in SAP Cloud for Traveland Expense, the card number must be mapped to the relevantemployee.

Solution:

1. In Travel Admin choose the common task Manage Corporate CreditCards.

A list of existing corporate credit cards in SAP Cloud for Travel andExpense appears.

2. In the Find field, enter the required credit card number and chooseGo.

3. Any credit card numbers that match the requested value will appearin the worklist. Click the required credit card number. Select thecorresponding Employee ID and Name in the table row Employee.


The card is now assigned to the specified employee. Once a card isassigned to an employee, all imported transactions listed for thatcard are assigned to the employee.

5. When the card is assigned, release the card-related transactions.

To do so, choose Travel Admin Feed Monitoring, select thecorresponding file and choose Retry.

Employee ID <employee ID>for <first name> <last name> isnot valid. Please assignemployee ID in "Edit CreditCard Transactions" andcontact your travel agency.

A transaction of type CTA (Central Travel Account) does not contain avalid employee ID. Therefore, it cannot be assigned to an employee or anemployee’s expense report. This means that the transaction cannot besaved in SAP Cloud for Travel and Expense

Solution:

Contact the travel agency and make sure that the relevant employee ID iscorrectly assigned to this transaction. When the transaction is re-imported with the relevant employee ID assigned, it will be saved in SAPCloud for Travel and Expense.

To correct the data without reimport, the admin can assign the validemployee ID as follows:

1. Go to Travel Admin Feed Monitoring.

2. Select the corresponding file and choose Edit Credit CardTransactions.

3. Enter the valid employee ID for the corresponding transaction in thetransaction list.

4. Save the data and choose Retry




Employee ID is not valid. Pleasecontact your travel agencyregarding transaction<transaction number>.

A transaction of type CTA (Central Travel Account) contains neither avalid employee ID nor a traveller name. Therefore, it cannot be assignedto an employee or an employee’s expense report. This means that thetransaction cannot be saved in SAP Cloud for Travel and Expense

Solution:

Contact the travel agency and make sure that the relevant employee ID iscorrectly assigned to this transaction. When the transaction is re-imported with the relevant employee ID assigned, it will be saved in SAPCloud for Travel and Expense.

Info: Card <last 4 digits> isalready assigned to employee<employee ID>. Please checkthe credit card master data in"Manage Corporate CreditCards" and inform the creditcard issuer regarding employeeID <employee_id>.

NoteOnly relevant for Visa/US Bank/MasterCard files

A master data record includes a card number that already exists in SAPCloud for Travel and Expense and is already assigned to an employee.The employee ID provided by the issuer differs from the employee IDassigned to the token in SAP Cloud for Travel and Expense.

Solution:

Transaction and corresponding expense are assigned to the token in SAPCloud for Travel and Expense. Check the credit card master data inManage Corporate Credit Cards. Contact the credit card issuer regardingthe invalid employee ID.

Assign the merchant categorycode <category code> to anexpense type on the "MapMerchant Category Codes”screen.

The imported credit card transaction includes a merchant category codethat is not mapped to an expense type in SAP Cloud for Travel andExpense.

Solution:

1. In Business Configuration Overview, enter Manage MerchantCategory Code Mapping - <Country> in the Find field.

A list of existing merchant category codes in SAP Cloud for Traveland Expense appears.

2. Select a table row.

3. In Expense Type, click the arrow icon and select a list option.


The merchant category code is now mapped to the selected expensetype.

5. When the merchant category code is mapped, release the card-related transactions.

Choose Travel Admin Feed Monitoring and in Action Items, select thecorresponding file and choose Retry.

Merchant category code<merchant category code>does not exist; Please report anincident.

The merchant category code in this transaction does not exist in SAPCloud for Travel and Expense.

Solution:

Contact SAP Cloud Managed Services. SAP Cloud Managed Services




adds the new merchant category code and deploys to all tenants.

Info: Transaction <transactionID> was not imported becausethe transaction already exists.

The newly-imported expense file contains a transaction that alreadyexists in SAP Cloud for Travel and Expense.

Solution: No action is required.

No action is required.

8.4 Online Booking Tools and Itinerary Management

8.4.1 GetThere

In Application and User Management Background Jobs, system administrators should regularly scan the job logfor errors. The Background Jobs screen displays a list of executed jobs. We recommend that you filter the listusing the All Jobs run in last Week and All Failed Jobs options.

In the list, check jobs of run type Synchronize OBE Run. To display the corresponding log for a job, choose ViewJob Log.

See below for examples of errors you may come across in your daily work.

General Replication Errors

General errors refer to general malfunction that prevent the replication of all trips. General errors areautomatically retried by including the respective replication time frame in the next job run. If the root cause is notresolved, the general error will persist for the next run. You have to resolve the error before a retry can besuccessful.

ExampleYou receive the following error message:

Error while retrieving list of booking data IDs – Service provider invocationtimed out

This is typically due to network or service provider problems. If the issue persists for the next runs, you shouldcontact GetThere to check their systems.

Trip-Specific Replication Errors

Trip-specific errors relate to a single trip. The system creates an action item for each trip-specific error in a jobrun. The action items allow you to retry faulty trips by exposing the action ProcessFailedItems.

To view the error information, click the Replication Error link. Then choose Actions Process Failed Items



For trip-specific errors, you additionally find an entry in the action items list. The information provided usingReplication Error link is equivalent to the job log. After fixing the issue, you should retry the trip synchronization bychoosing Process Failed Items You have to resolve the error before a retry can be successful.


Employee number XXXX in locator YYYY is not valid

This error occurs when the SAP Cloud for Travel and Expense employee information is incorrect in theGetThere user profile. The employee information in the GetThere user profile must match the SAP Cloudfor Travel and Expense employee number. If this is not the case, the trip cannot be correctly referenced inSAP Cloud for Travel and Expense. To solve the issue, correct SAP Cloud for Travel and Expenseemployee information in GetThere accordingly.

Logon to GetThere not Possible

If your employees report logon problems to the GetThere booking tool, please remind them to add SAP Cloud forTravel and Expense to their list of trusted websites, and ensure that your browser allows pop-ups.

8.4.2 Amadeus e-Travel Management (AeTM)

In Application and User Management Background Jobs, system administrators should regularly scan the job logfor errors.

The Background Jobs screen displays a list of executed jobs. We recommend that you filter the list using the AllJobs run in last Week and All Failed Jobs options.

In the list, check jobs of run type Synchronize OBE Run. To display the corresponding log for a job, choose ViewJob Log.

See below for examples of errors you may come across in your daily work and possible solutions.

Replication Errors

The following types of replication errors can occur:

General errors

These errors refer to general malfunction that prevent the replication of all trips. General errors areautomatically retried. If the root cause is not resolved, the general error will persist for the next run. You haveto resolve the error before a retry can be successful.


Error while retrieving list of booking data IDs – Service provider invocationtimed out

This is typically due to network or service provider problems. If the issue persists for the next runs, you maycontact Amadeus to check their systems.

Trip-specific replication errors



Trip-specific errors relate to a single trip, for example, if a trip cannot correctly be referenced in SAP Cloud forTravel and Expense.

Example You receive the following error message:

Employee number XXXX in locator YYYY is not valid

This error occurs when the SAP Cloud for Travel and Expense employee information is incorrect in theAeTM user profile. The employee information in the AeTM user profile must match the SAP Cloud forTravel and Expense employee number. If this is not the case, the trip cannot be correctly referenced inSAP Cloud for Travel and Expense. To solve the issue, correct SAP Cloud for Travel and Expenseemployee information in AeTM accordingly. During the next replication run, this trip is then replicatedagain.

Logon to AeTM not Possible

If your employees report logon problems to the AeTM booking tool, please remind them to add SAP Cloud forTravel and Expense (https://*.travel.ondemand.com) and AeTM (https://*.amadeus.com) to their list of trustedwebsites, and ensure that your browser allows pop-ups.

8.4.3 cytric by i:FAO

Troubleshooting for cytric works the same way as for the AeTM booking tool. For more information, please seechapter 8.4.2 Amadeus e-Travel Management (AeTM) in this master guide.

8.4.4 Traxo

Q: Why does my trip from Traxo not reach SAP Cloud for Travel and Expense?

A: Make sure you have marked the trip as business trip, not as a private trip. SAP Cloud for Travel and Expenseonly synchronizes business trips.

For more information on Traxo, please refer to the FAQ provided by Traxo athttps://www.traxo.com/web/faq#o1 .

https://*.travel.ondemand.com/

https://*.amadeus.com/

https://www.traxo.com/web/faq#o1



8.5 Smart Receipt Recognition

8.5.1 Dos and Don'ts - How to Prepare Receipts for OCRScanning and Photo

For optimum results when scanning or takingphotos of receipts, follow the guidelines listedin the table. Photo - Dos and Don'ts

Scanning - Dos and Don'ts

Use a camera with 5 megapixel resolution One receipt per page

One receipt per photo Stick small receipts on white A4 paper

Use a monochrome background Stick without skewing

Use daylight if possible, or two light sources. Use transparent scotch for sticking receipt to the paper

Switch off the flash Optimal Scanner settings: 300 dpi; b/w,; compression faxgroup IV

Adjust the focus well Do not use crumpled or creased receipts

Make sure the complete receipt is visible inthe display

Do not fold receipts

Hold camera in parallel to the receipt Do not staple receipts

Don't shake the camera Do not add handwritten notes

Don't use camera with less than 2 megapixels ------

8.5.2 Troubleshooting Errors

As an administrator, you do not receive errors in the Work view or Cockpit work center related to smart receiptrecognition. This is because error notifications are sent directly to travelers who send receipt images whichcannot be processed successfully by Smart Receipt Recognition.

A system health check runs on a weekly basis in the background to monitor the communication between SAPCloud for Travel and Expense and OpenText. This health check is monitored by SAP Cloud Managed Services.

The health check checks if there are expense entries that have the status In process and that have been createdtwo to nine days previously. If entries are detected by the check, one of the following errors has occurred:

Error Solution

A connectivity failure betweenSAP Cloud for Travel andExpense and OpenText.

SAP Cloud Managed services will contact OpenText and provide theproblem details.

Corrupted data has beenreceived from OpenText.

SAP Cloud Managed services will contact OpenText and provide theproblem details.



Error Solution

Invalid data has been sent toOpenText.

SAP Cloud Managed services will contact system administrators andprovide the problem details, for example, invalid expense type.

8.6 Central Receipt Scanning and Electronic Invoices

Errors relating to both the central receipt scanning service and the electronic invoice notification service are listedas business tasks in Travel Admin Work or in the Cockpit work center. To solve these errors, follow theinstructions in the task description. In most cases it will be necessary to contact the central receipt scanningservice or the travel broker and provide the problem details.

8.7 Mobile Applications

How can I find version information?

To find the exact mobile app version of SAP Cloud for Travel and Expense that you are using, choose Options onthe Log On screen in the mobile app.

How can I recover data if the mobile app fails?

When you go online in the SAP Cloud for Travel and Expense mobile apps, your data is synchronized with theserver, and no further user interaction is required to recover the data.

How can I reset the app password on my mobile device?

1. From the Logon screen, choose Options.

2. In the System area, choose Reset App Password.

A confirmation message appears.

3. Choose Yes.

4. Enter your SAP Cloud for Travel and Expense web desktop application logon info and choose Logon.

NoteIt may take a few minutes for the application to set up your user.

The App Password box appears.

5. Enter and confirm your new app password.


SAP Cloud for Travel and ExpenseSupport

9 Support

System administrators are the single point of contact for SAP Support to supply your company with solutions toissues that arise in your system. SAP Cloud for Travel and Expense provides all the tools that you as a systemadministrator require to manage incidents reported by your users.

You can access Incidents from Application and User Management under Incidents and Service Tasks.

Support Process

1. A user reports an incident.

2. The incident is forwarded to the system administrator automatically.

3. The system administrator searches for possible solutions in the existing knowledge base areas and finds asolution.

4. If no solution is available, the system administrator forwards the incident to SAP Support.

5. SAP Support solves the incident and contacts the system administrator with a proposed solution.

6. If SAP Support cannot solve the incident because more information is required, they can return the incidentto the system administrator with a request for more information.

7. The system administrator proposes the solution to the user.

8. The user confirms the solution.

9. The system administrator closes the incident.

Only administrators can forward the incident to SAP Support. As administrator, you must examine eachincident and attempt to find a solution. Once you ascertain that the knowledge base areas do not contain asolution to the incident, you can forward the incident to SAP Support for additional support.

Support for Mobile Users

To get support for a technical error in the mobile app, go to the desktop application, create an incident and includethe following information with your error description:

Operating system

Device type and version

Application version

Country version

Language version

Log file

When logging is active and the technical error is reproduced, a file is created containing technical data to besent to SAP customer support in order to help resolve the error. Delete the log files once they are no longerneeded.

SAP Cloud for Travel and ExpenseSupport


Search for Solutions

Search for possible solutions in the built-in documentation. In the Help Center, all your tasks and the tasks of theother supported roles are documented.

Search for solutions documented by SAP Cloud for Travel and Expense Support based on previous incidents.

Contact SAP Support

Create and monitor incidents in the Application and User Management work center.

In case of system downtime or escalation requests, call the Emergency Support Hotline. For more information,see https://www.sme.sap.com/irj/sme/help.

For more information about providing support to your users and working with SAP Support, see the Help forAdministrators documentation in the Help Center.

https://www.sme.sap.com/irj/sme/help

www.sap.com/contactsap

SAP Cloud for Travel and Expense Master GuideSAP Cloud forTravel and Expense Master GuideSAP Cloud for Travel andExpense Master Guide

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