Travel and Expense Management with SAP®

iProConference: SAP HCM Best Practice London, 8th November 2012

Travel and Expense Management with SAP® Anja Marxsen Jörg Edinger #HCMBP2012

Agenda

■ Overview and Integration of SAP T&E ■ The standard process in ESS / MSS ■ Proven ways to improve the approval process www.iprocon.com

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Overview and Integration

■ Request - Plan - Expenses

■ FI/CO vs. HCM ■ Payment with payroll, with or without vendors? ■ Transfer to FI/CO

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Request – Plan – Expenses

Request

Plan

• Information on trip for manager and travel department • Approval scenario with workflow optional

• Book hotel, tickets etc. for the trip • Receipt data transferred into the trip • Current solution means to connect 3rd-party solutions

• Enter data and receipts from trip • Reimburse the expenses Expenses • Post the expenses to G/L Accounts

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Which system to choose? FI/CO vs. HCM HCM-System • • • •

Use of structural authorisation Additional payroll amounts Use of Employee Self-Service HCM is regularly patched

FICO-System • Payment of reimbursement • Availability of cost objects (order, sales order etc.)

Further points depending on context of use • System on which travel admin staff works • System on which workflows already run www.iprocon.com

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Payment – which way to choose?

Payroll

Without vendors

• Time-lag • Only one payment per payrollperiod

• Periodicity flexible • Repayments difficult to monitor

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With vendors • Masterdata to create vendors necessary • Repayments and clearings easy

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Transfer travel expense results to FI Wage types are the basis

Trip

Posting run

• approved • settled

• create • test and check • post

Posting documents • post to G/L accounts • allocated to cost centers

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Agenda

■ Overview and Integration of SAP T&E ■ The standard process in ESS / MSS ■ Proven ways to improve the approval process www.iprocon.com

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The standard process in ESS / MSS

■ Travel request ■ Travel expenses ■ Travel express expense sheet ■ Approval via UWL ■ Approval via POWL www.iprocon.com

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Employee Services

ESS Travel and Expenses

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Overview of my trips and expenses

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Create travel request

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Travel request: enter services

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Travel request has been saved and sent

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Create travel plan

Travel plan: Bookings

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Complete travel plan

Create expense report

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Expense report: Enter general data

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Expense report: Enter receipts

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Expense report: Receipt details

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Expense report: Save and send

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Express Expense Sheet: Select period

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Express Expense Sheet: Enter multiple trips at once

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Approve trips and expenses without workflow

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Enter reason for rejection

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Approve trips and expenses with workflow

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2 approval scenarios

(Travel)

POWL

UWL

Without portal possible (like PRAP)

With portal only, otherwise BWP

without workflow only

with workflow only

Simple implementation

High flexibility

User friendly

Maintenance effort

One-level approval process

Maybe already in use www.iprocon.com

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Agenda

■ Overview and Integration of SAP T&E ■ The standard process in ESS / MSS ■ Proven ways to improve the approval process www.iprocon.com

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Ways to improve the approval process

■ Selecting the approver

■ Specific assignment in POWL ■ Approval workflow with correction process ■ Approval workflow with random generator www.iprocon.com

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Who is the right approver? Requirement: The traveler should select the right approver.

Solution: Enhance Web Dynpro FITE_VC_REVIEW and create custom search help with authorised approvers.

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Specific assignment in POWL Requirement: approver can only see trips which are part of his responsibility

Solution: enhance functional module PTRM_WEB_TRIPS_FOR_APPROVAL www.iprocon.com

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How to optimise the correction process Requirement: Enter a reason while declining a trip Solution: Customer Web Dynpro

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Save time with an automatic approval for random selection Traveler creates expenses

Manager approves

Automatic approval / random selection

Travel manager checks

Reimbursement www.iprocon.com

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