Way to Handle Unsettled Trips - When Master Data is Updated

[Former Member]

Dear SAP Experts,

This may be a stupid question but more relevant in the practical scenario.

I have a scenario where due to strategic business decision, around 150 staff members have been transferred from one company code to another within the group. As a result, PRMD was updated with new and correct company code and cost centre without realising that there were unsettled trips/claims in the approval workflow process. Now even if approvers approve a trip, the workflow results in error for all the trips created under old company code and old cost centres.

The fact that all the old cost centres are now closed and the PRMD has current information, how do I force the old trips/claims to settle and achieve 'Transferred to FI' status and help the process of payment less cumbersome.

Any logical solutions will be highly appreciated!

Regards

Mohammed Quadri

Maersk Group

[Former Member · Accepted solution]

Hi Quadri,

Please just check the below setting in IMG.

Travel Management-> Travel Expenses-> Dialog and Travel Expenses Control-> Travel Expenses Control-> Travel Expenses Control (Expert View).

Check the second column from left and explore the option available in F4. Please select the u201C2 u2013 Read exact dateu201D for all settlement type. These settings will make Trips picking the cost centre from master data based on receipt dates.

In any circumstances if cost centre are closed, posting will not be possible. You will have to re-open the cost centre for posting.

There is a FM to change status of trip BAPI_TRIP_CHANGE_STATUS. Can try that just to change status of particular trip.

Hope this help you a bit.

Cheers,

Vaibhav

[Former Member · Accepted solution]

Vaibhav,

Many thanks for your quick answer.

Is there any way to force the system to take the new cost centres with old start/end dates.

Also, I guess during the approval process, the object/trip checks the PRMD info relevant for only those dates and validates before posting to fi. Now can we force the system to take into account new dates by amending the new dates in these trips. I have tried doing this but the system says the co. code is different or so......just not sure whether any specific setting has to be amended in IMG to action this.

What is the normal procedure for such change to action in SAP given the complex business decisions these days. Would it be fair to say that before changing co.code for someone, are we required to ensure all pending trips are posted first before updating PRMD

or

A requirement to add a new record in a new company code with new cost centre details to capture trips starting from the change.

Rgds

Mohammed.

[Former Member]

Hi Mohammed,

You need to change the trip start, end and receipts date too in to make system to fetch the new cost centre to post the trip.

No, it will not be correct to say that changing co.code for someone; we require ensuring all pending trips are posted first before updating PRMD because system picks the previous cost centre as per the trip dates and post the trip.

Letu2019s say your company code was A on 20.12.2009 and it got changed to B on 22.12.2009. So if you submit your trip with start date of 20.12.2009 and settings in IMG (see path in above message) is that it picks the cost centre from master data based on receipt dates/trip start date/ trip end date.

When the posting job run on 24.12.2009, it will see what your cost centre on 20.12.2009 was and post the trip to the cost centre A.

In your case the old cost centers are closed and thatu2019s creating the issue.

Cheers,

Vaibhav

[Former Member]

closed.