How to defer Travel advance until two weeks prior to travel date

[Former Member]

We provide Travel Advances (using PR05 via FI module) for our employees but would like to know if it is possible to setup a trip that is several months in the future but not have the 'advance' posted until two weeks prior to the actual trip 'from' date.

If this is possible, can you supply steps on how to make this happen.

I tried using the 'advance' screen and future dating the advance amount but that doesn't seem to do anything.

thanks

Linda S.

[Former Member]

Any one else out there that might have done a deferred Advance using the Travel Management module?

[Former Member]

Hi Linda,

Are you Settling your trips automatically?

This may be too much of a workaround but what about the following:

Schedule program RPRTEC00 without selecting the checkbox "Account Travel Requests". So now all Travel Requests will have to be Settled manually.

Use report PTRV_PAYMENT_HISTORY and search for Trips with status "Request Approved" and "To Be Settled". This will give you an overview of the Travel Requests that are ready to be Settled and therefore paid to employees. The report gives you the trip dates at a glance.

Someone could now Settle the Travel Requests according to the dates that are within the two week time frame.

Regards,

Anni

[former_member131723]

One quick idea that comes to mind is how about customising the expert view (V_T702N_A) position 7 other settlement so that advance is only posted when the trip is approved and leaving it then at "request recorded" prior to that.

The problem is that in standard design once the trip is saved the advance cannot be modified as would otherwise cause inconsistency.

[Former Member]

Thanks for your helpful suggestion, you are correct once the trip has been approved no modification can occur to the advance.

Our travel arrangers have been putting a 'reminder' on their calendar to enter the advance at that time but not everyone does it that way. They sometimes just put in the advance without worry how far before the trip occurs - making it a hardship on Accounting to collect the funds if the trip is cancelled.

I was just hoping there was a place to mark the advance with a date and have it posted once the batch run occurs within the advances date range. You would think this is something that companies would need.

Linda

[former_member131723]

I guess the only other way would be to talk to your workflow people to see if they could build in a step that doesnt perhaps change the trip status from request approved to trip approved with an enhancement until certain condition step met but yep, can see the usefulness in this!