TRAVEL MGMT

SAP TRAVEL MANAGEMENT

SAP Travel Management  is an integrated solution to handle employees trips in an organization. It provides integrated functions such as  trip planning,trip creation, trip approval ,trip settlement , settlement of travel expenses & expense  reimbursement etc.

SAP Travel Management is integrated with two important SAP module  Financials (SAP FICO)  and SAP Human Capital Management (SAP  HCM). 

Travel Management has three main sections

 1.Travel Request

 2.Travel Planning

 3.Travel Expenses

HR Master Data for Travel Planning

Create/Hire an employee in an organisation for the travel management. The employee related master data is stored in infotypes.

Transaction Code  to hire an employee is PA40.

TRAVEL MANAGEMENT INFOTYPES

Following are important infotyes in Travel Management

Mandatory Infotypes  

Infotype	Infotype Name
0001	Organizational assignment
0002	Personal data
0017	Travel Privileges
0006	Addresses

  

Optional Infotypes 

Infotype	Infotype Name
0009	Bank details
0027	Cost Distribution
0471	Flight preference
0472	Hotel preference
0473	Car rental preference
0475	Customer program
0470	Travel profile
0105	Communication
0208	Work Tax area
0315	Time Sheet Defaults

Travel Management Process Flow

     1. Travel Request

       Business needs to a trip for meeting/discussion/presentation/auditing etc.Raise a travel request ,which
       requires approval by manager. The manager can approve the request, send it back for corrections or
       reject it.

     2. Travel Planning

       After a travel request has been approved by manager, the traveler decide on flight ,car, hotel etc .

     3. Book a trip

       Create a trip using PR05 transaction from SAP or any other mobile applications  or desktop
       applications

     4. Travel  Settlement

         The system settles the trips.

     5. Travel Expenses

     After the trip is over, the traveler completes  and submit all necessary data and documents such as trip
     receipts for accommodation, meals, air fare

     Approve & release for settlement

     Reimbursement of trips by check, bank transfer, payroll processing .

Vendor Master data for Travel Management

Create vendor master data for the employee through  XK01.

Vendor account   is required  in FI for an employee to receive business trip costs. The interface  between HR & FI enables you to transfer HR master data to the FI system. After the HR data has been transferred to FI , a program runs in the FI system that creates HR data to create the  vendor accounts. Once vendor accounts have been created, the FI system can pay the trip expenses  to the employee.

Link between personnel number and Vendor master.

There is a standard program under Travel Management to create vendor for a personnel number. T code is PRAA.
RPRAPA00 is a program to update HR master data vendor to process payment and update detail in FI Module.
Vendor creation via PRAA
When create vendors through PRAA, it automatically links the employee to the vendor master & create a vendor for each employee.



Tables in Travel Management

PTRV_ADMIN	Travel Management: Administrative Data
PTRV_APPL_KEY	Application
PTRV_APPL_KEY_TX	Application text
PTRV_ARCH_HEAD	Prearchiving FI-TV: Entries from PTRV_HEAD
PTRV_ARCH_PERIO	Prearchiving FI-TV: Entries from PTRV_PERI
PTRV_ARCHIVE	Administrative Table for Archived Trip Dat
PTRV_CCC	Error Receipts for Credit Card Clearing
PTRV_CCC_RUNS	Assign Personnel Number to Credit Card Cle
PTRV_COMM_AMT	Detail Data: Transfer to FM When Trip Save
PTRV_COMM_ITM	Header Data: Transfer to FM When Trip Save
PTRV_COMP	Comparison Calculation Results PS
PTRV_COUNT	Number of function calls in posting run ma
PTRV_DOC_HD	Transfer Travel -> FI/CO: Header of TRV in
PTRV_DOC_IT	Transfer Travel -> FI/CO: Lines of TRV int
PTRV_DOC_MESS	Transfer Travel -> FI/CO: CO Replacements
PTRV_F_COLDEPS	Display Formats for Texts
PTRV_F_FBLK	Form Blocks of the Trip Costs Form
PTRV_F_FBLK_TXT	Form Blocks of the Trip Costs Form
PTRV_F_SORTKEY	Sort Key for Individual Receipt Block
PTRV_F_SORTKEY_T	Sort Key for Individual Receipt Block
PTRV_HEAD	General Trip Data
PTRV_KMSUM	Table for Use of Miles/Kms Accumulation
PTRV_ME_CCC_RUN	Assign Personnel Number to Credit Card
PTRV_OFFLINE_TXT	Texts for Download to Offline Creation
PTRV_PERIO	Period Data of a Trip
PTRV_PERNRPREFS	Personalization at Employee Level
PTRV_REASGN_FM	Conversion of FM Data in Trip
PTRV_REDUCTION	Decision Fields: Change of Statutory Tr
PTRV_ROT_AWKEY	Assignment of Trip Results to Posting D
PTRV_RPRPOSTD	Log of Posting Program RPRPOSTD
PTRV_SADD	Trip Statistics - Add. Receipt Data
PTRV_SCOS	Trip Statistics - Cost Assignment
PTRV_SHDR	Trip Statistics - Trip Amounts
PTRV_SREC	Trip Statistics - Receipts
PTRV_SUBSTITUTE	ESA Fast Track - Expense Reporter Substitute
PTRV_SYNC	Customizing Synchronization with Offline
PTRV_T706Z_DNPR	Field Control Screens
PTRV_T706Z_DNPRT	Field Control Screens
PTRV_T706Z_FLDS	Field Names for Field Control
PTRV_TRIP_CHAIN	Table of all Trip Destinations
PTRV_TRIP_DELETE	Trips Deleted in SAP System for Offline
PTRV_USERPREFS	User Profiles in Travel Management
PTRV_WAF_CONFLCT	Offline Travel Management: Conflict Process
PTRV_WAF_FSEL	Code Conversion: Screen Field Name
PTRV_WAF_RESTART	Restart File for Mobile Solution with Over
PTRV_WAFGUID	Logging for Synchronization GUID
PTRV_WAFLOG	Log File for Inbound Container in Travel M
PTRV_WAFLOG_CC	Offline Log File - Settings
FTPT_REQ_HEAD	Framework Data of Travel Request
FTPT_REQUEST	General Trip Data - Item Level Details
CSKS	Cost center table
PRAA	Create Vendor

  

SAP TRAVEL MANAGEMENT  TRANSACTION CODES  

PR00 - Travel expenses  
PR10 - Create trip number range 
PR05 - Travel Expense Manager 
TRIP - Travel Manager 
PREC - Travel Expenses Accounting Program 
PR02 - Travel Calendar 
TP04 - Travel Request
PRTA - Overview of Travel Expense Reports 
PRRW - Post Accounting Data   FI
PRFI - Posting to Financial Accounting  
PRAP - Approval of Trips  
PRAA - Create Vendors