SAP ABAP IMG Activity SIMG_OHR0038 (Conversion of Symbolic Account to Expense Account)
Hierarchy
☛ EA-HRGXX (Software Component) Sub component EA-HRGXX of EA-HR
   ⤷ FI-TV-COS (Application Component) Travel Expenses
     ⤷ PTRC (Package) Customizing for Travel Management
IMG Activity
ID SIMG_OHR0038 Conversion of Symbolic Account to Expense Account  
Transaction Code S_AHR_61009336   IMG Activity: SIMG_OHR0038 
Created on 19981221    
Customizing Attributes SIMG_OHR0038   Conversion of Symbolic Account to Expense Account 
Customizing Activity SIMG_OHR0038   Conversion of symbolic account to expense account 
Document
Document Class SIMG   Hypertext: Object Class - Class to which a document belongs.
Document Name SIMG_OHR0038    

In this activity, you assign symbolic accounts to the expense accounts in financial accounting and define how employee customer/vendor accounts are assigned.

Please note that you must perform this activity in the logical system for accounting.

You do so using the following procedures (for more information, see the

explanation in the Recommendations sections):

  • HRT    Travel expense postings: Expense accounts
  • HRP    Travel expense postings: Customers / Vendors / Clearing account

For these procedures, you must first of all specify the following:

  • Rules for automatic posting
  • Posting key

Name space for the "General modification" field (HRT and HRP)

The assignment of the symbolic accounts to the expense accounts in the HRT procedure is carried out using a three-digit account field and the account number of the expense account.
The three-digit account field (general modification) has a predefined structure:

  • 1st position

    Always enter a 1 in the first position.

  • 2nd + 3rd positions

    In these two positions, enter the two-place alphanumeric keys for the symbolic account.

Offsetting entries

The offsetting entry for the posting to expense accounts (HRT procedure) goes, via procedure HRP, to one of the following accounts:

  • Employee customer/vendor account
  • Clearing account (G/L account)

Offsetting entry to a clearing account

In Financial Accounting/general ledger, a clearing account must be set up.

General modification    Account

1RR     xxxxxx

For xxxxxx, enter the clearing account (that has already been set up).

Offsetting entry to an employee customer/vendor account

In personnel administration the employees' master data is stored under personnel numbers. For the connection between an employee's personnel number and his/her customer/vendor account to be established in financial accounting, you must enter the personnel number in the master data for the employee customer/vendor account (company code data accounting information. If you set up employee customer/vendor accounts using the report RPRAPA00, the personnel number is entered automatically.

Determination of the employee customer/vendor account in the HRP procedure is carried out via a BAPI that is controlled by search help on the employee customer/vendor accounts. For the search via elementary search help P and via BAPI to be possible, the following entry must exist in the HRP procedure:

  • The employee is treated as a vendor.

General modification    Account

1RR     *KP

The account name has the following meaning in this case:

position    entry    meaning

1     *     Search is carried out via search help

2     K     Search is carried out for vendors

3     P     Elementary search helpP on

        'Personnel number' field

Important for upgrades from Release 3.0D or earlier

The search via elementary search help P can be used since Release 3.0D. If Travel Management already went live in your company before 3.0D, SAP still recommends the following entries in procedure HRP depending on whether the employee is treated as a vendor or a customer.

  • The employee is considered a vendor.

General modification    Account

1RR     *KK

The account name has the following meaning in this case:

position    entry    meaning

1     *     Search is carried out via search help

2     K     Search is carried out for vendors

3     K     Elementary search help K on

        'Search term' field

  • The employee is considered a customer.

General modification    Account

1RR     *DD

The account name has the following meaning in this case:

position    entry    meaning

1     *     Search is carried out via search help

2     D     Search is carried out for customers

3     K     Elementary search help D

Caution

The vendor master records must be set up uniformly with regard to where personnel numbers are stored.

Vendor master records in which personnel numbers are stored in the sort field (standard until 3.0D) and vendor master records in which personnel numbers are stored in the Personnel number field (possible as of Release 3.0D) can not exist simultaneously, since only ONE elementary search help can be defined in procedure HRP for the personnel number search in vendor master records.

Recommendation

SAP recommends the following settings for procedures HRT and

HRP:

  • Rules for automatic posting

    The predefined accounts are:

not dependent on    debits/credits

dependent on    General modification

  • Posting keys

    • Posting key for expense accounts (HRT procedure):
      • Posting key debit: 40
      Posting key credit: 50
    • Posting key, if employee is treated as a customer (HRP procedure):
      • Posting key debit : 01
      Posting key credit: 11
    • Posting key, if employee is treated as a vendor (HRP process):
      • Posting key debit : 21
      Posting key credit: 31
    • Posting key, if offsetting entry to a clearing account (HRP procedure):
      • Posting key debit : 40
      Posting key credit: 50
  • Accounts

    See above: "Offsetting entries"

Activities

  1. Choose the process HRP (travel expense postings Customer/Vendor/ Clearing account).
    1. Enter the required chart of accounts if necessary.
    2. Define the rules for automatic posting.
    3. Define the posting keys.
    4. Define the account assignments.
  2. Choose the procedure HRT (travel expense postings: Expense accounts).
    1. Enter the relevant chart of accounts, if necessary.
    2. Define the rules for automatic posting.
    3. Define the posting keys.
    4. Define the account assignments.

Caution: For country version Mexico additional Customizing is required.

Certain expense types are only deductible up to a maximum rate as company expenses. The amount that exceeds this maximum rate must be booked to an alternative account.

The current maximum rates and the alternative account (204000 Other expenses) are already contained in standard Customizing of the Mexican country version. Account determination must, however, be adapted manually.

Example: The traveler has rented a car for 640 MXN. The valid maximum rate for car rentals is 585 MXN. The difference of 55 MXN can not be claimed by your company as company expenses. The difference must be posted to the alternative account.

Add the following entries for account determination in procedure HRT (Travel expense postings to expense accounts):

  1. Enter the value 142 in the General modification field.
  2. Assign the account 204000 (Other expenses) or another relevant account from your chart of accounts to this entry.

Business Attributes
ASAP Roadmap ID 204   Establish Functions and Processes 
Mandatory / Optional 1   Mandatory activity 
Critical / Non-Critical 1   Critical 
Country-Dependency A   Valid for all countries 
Assigned Application Components
Documentation Object Class Documentation Object Name Current line number Application Component Application Component Name
SIMG SIMG_OHR0038 0 HLA0006755 Travel Expenses 
Maintenance Objects
Maintenance object type C   Customizing Object 
Assigned objects
Customizing Object Object Type Transaction Code Sub-object Do not Summarize Skip Subset Dialog Box Description for multiple selections
F30 L - Logical transport object PRT3 PRT3 Account Determ. When Posting Travel Expenses 
History
Last changed by/on SAP  20020510 
SAP Release Created in