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_OHR0300 | Define Assignment Table for Credit Card Clearing |
| Transaction Code | S_AHR_61010073 | IMG Activity: SIMG_OHR0300 |
| Created on | 19981221 | |
| Customizing Attributes | SIMG_OHR0300 | Define assignment table for credit card clearing |
| Customizing Activity | SIMG_OHR0300 | Define assignment table for credit card clearing |
Document
| Document Class | SIMG | Hypertext: Object Class - Class to which a document belongs. |
| Document Name | SIMG_OHR0300 |
Within credit card clearing, the credit card transactions of an employee can be imported into existing trips or travel requests either manually as individual receipts from the document buffer (this can be done decentrally by the employee, for example) or automatically when the credit card data file is imported.
The credit card companies supply the transactions with a transaction key. However, since individual receipts must be entered in the system with a travel expense type, the assignment of transaction keys to travel expense types must be defined for each trip provision variant and credit card company.
You must also specify how the credit card transactions are to be further processed by the system for each transaction key.
Currently, the following values for further processing are available:
Value 10
Credit card transactions are stored temporarily in the travel expense document buffer. The employee can insert them from there into trips. The trip status is set manually.
Value 14
The credit card transaction is ignored and not imported.
Value 20
If the employee has a trip that matches the transaction date of the credit card receipt, the credit card receipt is inserted directly into the trip. The trip then receives the approval status Trip Completed and the settlement status Open.
Value 30
If the employee has a trip that matches the transaction date of the credit card receipt, the credit card receipt is inserted directly into the trip. The trip then receives the approval status Trip Completed and the settlement status To Be Settled. It can be approved with the approval tool.
Value 40
If the employee has a trip that matches the transaction date of the credit card receipt, the credit card receipt is inserted directly into the trip. The trip then receives the approval status Trip Approved and the settlement status To Be Settled, and is settled at the next settlement run.
The values 20, 30, and 40 are only executed when the dialog box Additional Receipt Information has no required entries for the travel expense type of this table entry, because the credit card data file does not contain the data of these additional fields. In such a case, these transactions are not added to trips but can only be stored temporarily in the document buffer.
Value 50
If the employee has a travel request that matches the transaction date of the credit card receipt, the credit card receipt is inserted directly into the travel request. The travel request then receives the approval status Travel Request Recorded/Open.
Value 55
If the employee has a travel request that matches the transaction date of the credit card receipt, the credit card receipt is inserted directly into the travel request. The travel request then receives the approval status Travel Request Recorded/To Be Settled.
Value 60
If the employee has a travel request that matches the transaction date of the credit card receipt, the credit card receipt is inserted directly into the travel request. The travel request then receives the status Travel Request Approved.
Value 70
If the employee has a trip and a travel request that match the transaction date of the credit card receipt, the credit card receipt is inserted directly into the trip and its associated travel request. The travel request then receives the status Recorded and the trip receives the status Completed/Open.
Value 75
If the employee has a trip and a travel request that match the transaction date of the credit card receipt, the credit card receipt is inserted directly into the trip and its associated travel request. The travel request then receives the status Recorded and the trip receives the status Completed/To Be Settled.
Value 80
If the employee has a trip and a travel request that match the transaction date of the credit card receipt, the credit card receipt is inserted directly into the trip and its associated travel request. Both then receive the status Approved.
Note
You cannot define any other procedures.
In this IMG activity you define the assignments of credit card company transaction keys to travel expense types for travel expense accounting according to trip provision variant, and specify the procedure which is to follow for each transaction key.
The following fields must be maintained for assignment:
- Credit Card Company
A credit card company can only be selected from the drop-down table if it has been created in the activity Define Credit Card Companies.
- Credit Card Transaction Key
Each credit card company uses a different system of transaction keys. To allow maximum flexibility, you can use all possible transaction keys of the credit card companies. An internal travel expense type must be assigned to each transaction key.
Note: The transaction key for the credit card depends on the service provider. For example, a hotel restaurant might use the transaction key HOTEL..... even though the receipt is for a meal (see Changeability).
- Paid by Company
This parameter makes it possible to separate transactions made with the central travel department card, which are debited to the company account, from transactions made with the employee's card, which are debited to the employee's private account.
Normally, transactions made with the central travel department card are considered paid receipts and are not reimbursed to the employee, whereas transactions made with the employee's card must be reimbursed if the credit card charges the employee's private account.
- Travel Expense Type
Assign an internal travel expense type to each transaction key. Be sure to assign travel expense types that are marked as paid by the company only to transactions that also are paid by the company.
- Service Provider
The service provider can be used to differentiate the receipt postings. You do this by assigning the receipts to different wage types according to the service provider, which post to different symbolic accounts and clearing or expense accounts.
- Further Processing
See the explanation above on values for further processing.
- Changeability
You can decide whether and how employees are allowed to make manual changes to the expense type.
A prerequisite for this is that parameter CCC in feature TRVPA must have the setting 1 or 2 for the organizational assignment.
Possible values:
Expense type cannot be changed - The expense type defined by credit card clearing cannot be changed under any circumstances (example: FLUG).
Expense type can be changed - The expense type defined by credit card clearing can be changed as needed.
Expense type: Limited changes possible - The expense type defined by credit card clearing can be changed to one of the six other expense types defined or it can be split into different expense types using the Receipt Wizard (see the Receipt Wizard under Create Travel Expense Types) (example: HOTEL).
Example
Requirements
You must have defined the travel expense types to which you want to assign credit card transactions in the IMG activity Create Travel Expense Types.
Standard settings
In the standard system, the eight standard transaction keys are assigned to travel expense types for all trip provision variants and credit card companies. Further processing always has the value 10.
Recommendation
SAP recommends using the standard procedure 10 and setting the end validity date for assignment to 12/31/9999 because:
- The end date cannot be changed later.
- There are no restrictions on delimiting in this case.
Activities
To define new entries:
- Select the trip provision variant for which you want to create an assignment.
- Enter a key for the credit card company in the company field.
The system displays the name for the company.
- Use the Start and End fields to restrict the validity period for the assignment.
The end date cannot be changed later.
- Choose a credit card transaction key.
The system displays the name for the transaction key.
The transaction key cannot be changed later.
- If applicable, identify the transaction key as Paid by Company.
This indicator cannot be changed later.
- Enter the travel expense type in the Travel Expense Type field.
The system displays the name of the travel expense type.
- Enter the further processing.
The system displays the name for the procedure.
Further notes
Business Attributes
| ASAP Roadmap ID | 203 | Establish Master Data |
| Mandatory / Optional | 3 | Nonrequired activity |
| Critical / Non-Critical | 2 | Non-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_OHR0300 | 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 |
| V_T702B | V - View | SM30 | 0000000000 | Define assignment table for credit card clearing |
History
| Last changed by/on | SAP | 20020108 |
| SAP Release Created in |
