sap trip transaction creating a travel expense report (ter) – tutorial

IntegratedEnterprise System

06/01/15 Create travel expense TRIP - SAP GUI ECC 6.03 vers 3.0

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SAP TRIP TransactionCreating a Travel

Expense Report (TER) – Tutorial



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Tips and Tricks

Tips and Tricks

•Time format is based upon a 24 hour clock (military format)

•Use this transaction to submit a travel expense reimbursement request

•To save time, have your receipts scanned prior to completing your reimbursement request



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TRIP – Create Travel Expense SAP GUI

If you are a travel arranger, use this option to change the employee number.

If you are creating an expense report from a request or plan, the trip will be

listed in the Open Trips section. Select the link “create expense

report” to create the expense report for that trip.

If you are creating a

travel expense report that

does not have a request or plan, select “Create Travel Expense

Report”.



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The travel expense report is displayed. If there was a request

or plan, the expense should be pre populated with that information.



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Enter the following information:Start date/timeEnd date/timeFirst DestinationTrip Country (defaults to US)Region (if high cost)Reason for Trip

Note: If a travel request or plan pre populated the information for you, please check the fields carefully to ensure they

contain the correct information.



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To get a listing of region codes, use the search button to begin the search.



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By default only the first 500 entries are displayed in alphabetical order. Click on the upside down triangle

to open the search box.



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Enter the two digit state indicator followed by *, then select the green check mark to continue.



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Only the region codes for that particular state will be displayed.

Highlight the region code needed and then select the green check mark to

continue.

The CTY in the region code name stands for county.



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If your trip contains multiple destinations, use the Additional

Destinations section to add those locations.



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Enter the following information:DateTimeLocationCountryRegion (if high cost)ReasonActivity



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By default, the trip will be posted to the account code associated to the traveler’s

position. If you need to charge these expenses to an alternative cost

assignment, click on the “Alternative Cost Assignment for Entire Trip, if Different to

Master CA” button.



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Enter the alternative cost assignment. The % Distrib. must

total to 100. If you have any questions on the coding to be used, please contact your supervisor or

fiscal office for assistance.



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Click on the Comments button to add additional information about your trip.



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Enter your comments in this section.



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Use the drop down selection to select the correct activity type.



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Double click on the activity type to be selected.



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Use the Mileage Reimbursement section to enter your mileage.

Click the “Mileage Distribution” button to enter your mileage breakdown by segment.



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For each segment, enter the following information:

DateMilesVehicle Type (use drop down menu)Starting locationEnding location

Vehicle Types:



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Enter your expense receipts. Use the drop down to select the

expense type you are claiming.

Note: Each expense type has different requirements. You will

need to complete all of the required fields in order for the expense to be

accepted.



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Double click on the expense type to be added to the expense report.



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After you have entered all of the required information, select “transfer” to add the

expense to your expense report.

Enter any required information for the expense you are adding.

Note: Each expense type has different requirements.



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Use the “Results” button to review the expense report prior to

submitting for supervisory approval.



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This portion of the Statement contains an overview of the trip.

Use the right scroll to view more of the trip results.



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This portion of the Statement contains a summary of expenses claimed and the Cost Assignment.

Use the right scroll to view the remainder of the trip results.



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This portion of the Statement details the Mileage Reimbursement and Subsistence Calculation.




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This portion of the Statement details Other Individual Expense types and any additional mileage information.




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This portion of the Statement details additional receipt information.




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When you have finished reviewing the expense report, select the green arrow back option to return to the main expense report entry page.



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Use the “Save” button to save and submit the expense report.



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When you save the expense report three options will appear:

Save Trip – Submit for Approval – This status will generate workflow to immediate supervisor for review and approval.

Save Trip –This status will save the travel expense and WILL NOT generate workflow to supervisor.

•Do NOT Save Trip – This status will delete the travel expense information just entered.

After selecting the appropriate option, click the “Continue” button.



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You are now ready to attach scanned copies of your receipts

using the SAP Services for Object icon.

Once the trip has been saved, a trip number will be assigned.



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Selecting the right hand portion of the Services for Object icon will open a drop down menu. Select

the following:1.DocFinity Attachment

2.Create Attachment(DocFinity)



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A box will appear for you to select the file from your computer or

network drive. Once you find the file, select the file and then select “OPEN”



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A confirmation box will appear confirming the attachment has

been created. Select “CONTINUE”NOTE: There will be a few minutes

delay before you will be able to view the attachment.



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Additional Resources

Need help?

Contact the Travel Expense Help Desk:

• 1-800-824-0626 outside the Harrisburg area• 717-346-3401 within the Harrisburg area

•[email protected]

sap trip transaction creating a travel expense report (ter) – tutorial

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