Travel Management - How do u handle these?

[Former Member]

Hello Friends,

We already have Travel management implemented in rhe R3 side ... ESS is not used so far for travel request and approval.

The process followed is as follows :

- Travel request and approvals are done offline and intimated to a central department which then creates these Trips in SAP through PR05

- Travel tickets are booked by third party and send periodic invoice to my company for all tickets booked during this period

- Travel expences are recorded by employees in excel and they send it along with the actual bills to a central department which then records these expenses in SAP through PR05, approves and sends to FI for posting ... not included in payroll

- Daily allowance is calculated offline (complex calculation and multiple conditions with different currencies and allowance) and captured as an expense

The issue we r facing is

1. Getting an estimated cost before approving a travel request

2. Getting the actual cost per trip as the third party gives bulk amount for multiple travel requests in one go

3. Can the allowance calculation be handled in SAP itself?

We are planning to implement ESS part of travel management. But the question is how do we resolve these existing issues?

Could you pls share your experience how u handle it in your companies or what is a possible solution?

Thanks

Allen

[Former Member]

Hi,

Umer has given some valueble inputs, Aside those inputs here are some more inputs:

Estimated cost can be calculated in SAP, u can use user exits for the same and write ur conditions for calculations.

FITR0003 User exit: Save trip (PR01, PR04, PR05)

FITR0005 User Exit: Save Trip (PR01, PR04, PR05)

W e have used same user exits long back for the purpose of calculating advances and estimated costs.

Thanks and Regards,

Chandra

[Former Member]

Hi Allen,

Please find comments which might be helpful for you..

The issue we r facing is

1. Getting an estimated cost before approving a travel request (Please elaborate?)

2. Getting the actual cost per trip as the third party gives bulk amount for multiple travel requests in one go..

For capturing actual trip cost , you need to record third party payments (per trip wise), if third party is giving you bulk amount then you need to segregate each trip cost and also need to configure expense type (paid by company)..which administrator will enter the these amounts for each employee travel expense sheet (PR05).

3. Can the allowance calculation be handled in SAP itself?

Yes, it can be done for per diem for Daily and hotel allowance.

http://help.sap.com/saphelp_46c/helpdata/EN/ab/6f713aed442f6ae10000000a114084/frameset.htm

We are planning to implement ESS part of travel management. But the question is how do we resolve these existing issues?

Could you pls share your experience how u handle it in your companies or what is a possible solution?

These are standard configuration for both R/3 and portal , If you will done for R/3, it will automatically done on portal as well..

Thanks

Muhammad Umer