Презентация на тему Financial and information technology. Training. Travel and expense reimbursement. Workshop (WebGui)

4: Create a Travel Request 31

General Trip Data 32
Additional Destinations 34
Advance 35
Cost Distribution 36
Comments

5: Create an Expense Report 45
Trip Schema (Domestic, International, or

to create travel documents

Learn how to check the

(Travel Roles)
Travel Reimbursement Requestor
Can submit reimbursement for yourself

Travel Request

individual’s out of pocket expenses
Travel related
Non-travel related purchases
All non-tax

Lesson 1: Travel Roles and Basic SAP Navigation

versus WinGUI Interface

Everyone with the Travel security role can

Welcome screen. Important information will be posted here, please

Lesson 1: Travel Roles and Basic SAP Navigation (Welcome Screen)

(WebGUI Interface)
WebGUI

If you do not have the R/3 Enterprise

the Travel Manager screen, click on TRIP – Travel

USE

DO NOT USE

Lesson 1: Travel Roles and Basic SAP Navigation (WebGUI Interface)

you can create/change request or expense report for open

Lesson 1: Travel Roles and Basic SAP Navigation (Establish Settings)

icon


The Traveler Tab will default. This will display:
the

obtain the correct Per Diem, enter the Trip Country

for Country

The list displayed includes only the first 500

for Country

The search is case sensitive and the value

can sort any column by clicking on the column

a Personal List

You can create a personal list of

a Personal List

Once the personal list is created, it

Country/Region:

Click Enter on the keyboard to generate Per Diem.

Personnel Number

This document will default with your name at

you can enter
if not click the browse

Lesson 3: Change Personnel Number (via Travel Manager)

Last name and the * (wildcard), enter the First

Refer to pages 20-21 to create a personal list of employee numbers.

Lesson 3: Change Personnel Number (via Travel Manager)

personnel number:

Your name will no longer appear at the

Lesson 3: Change Personnel Number (via Travel Manager)

Number
(via transaction ZMTRR_TRAVEL_WORK_LI)

If your security prevents you from accessing

the Last name and the * (wildcard)
enter the First

Lesson 3: Change Personnel Number (via ZMTRR_Travel_Work_Li)

name from the list to select it.
If two

Lesson 3: Change Personnel Number (via ZMTRR_Travel_Work_Li)

the personnel number:

Your name will no longer appear at

Lesson 3: Change Personnel Number (via ZMTRR_Travel_Work_Li)

Request

This document is used to:

Request a travel advance

Click on

Data)
Enter the Start of Trip
The start Time is important

Data)
Selecting the Time
Select the hours as military, where 00

expand icon, to complete the additional

expand icon, to complete the Advance

distribution can be split, by percentage, over multiple cost

Alternative Cost Assignment

Click the expand icon, to complete the Alternative Cost Assignment
Click to enter the cost distribution for the trip

Very important – always start on the second line – the first line defaults to the department’s Payroll Default account (even though not displayed). If you enter your distribution on line one, the Payroll Default may override your entry.

expand icon, to complete the Comments
This

Excel File or Copy Paste

Click the load file

Transportation/Accommodation

This section is not required, but may be useful

need an administrator to make the arrangements for. Include

Lesson 4: Create a Travel Request (Travel Arrangements)

for that item. The information will be displayed on

Lesson 4: Create a Travel Request (Travel Arrangements)

the Travel Request

Click the overview

Submit)
Save the Travel Request

Click the

to workflow, a message will appear indicating an Travel

Lesson 4: Create a Travel Request

Travel Expense Report when a Travel Request exists –

Trip Schema

A trip schema has to be selected for

than one travel document with the same date
Defaults with

Lesson 5: Create an Expense Report (Trip Schema)

than one travel document with the same date
Have to

Lesson 5: Create an Expense Report (Trip Schema)

a date range)
Cannot have more than one travel document

Lesson 5: Create an Expense Report (Trip Schema)

Data)
When creating an Expense Report that has an existing

Cost Assignment
When creating an Expense Report that does not

The distribution can be split, by percentage, over multiple cost objects.
Click the check icon. This will check for errors and populate the first line with your cost object.
Click the enter icon to process.

the total mileage in Miles/Km

Or

Expand the Miles/Km Distribution with

Meals)
Meals

This is used for Per Diem only. If the

Receipt

Select the Exp. Receipt from the dropdown list –

the traveler should be reimbursed the airfare, make sure

Airline Provider

Click the search icon in

If domestic and international airlines were used – select the domestic carrier for the longest leg of the trip. This data will be used by Purchasing to negotiate future pricing contracts with the companies.

If you cannot find the airline carrier in the list, use ZZZ Other Airline and enter airline name in Comments.

receipt you have the option of changing the cost

the traveler should be reimbursed the lodging make sure

of Max)
Lodging in Excess of Max – For International

Travel

If you receive the message

Lesson 5: Create an Expense Report (Lodging Excess of Max)

the proper GL account. The hotel bill may have

Lesson 5: Create an Expense Report (Receipt Wizard)

lump sum – select Do Not Divide Receipt

Click

Lesson 5: Create an Expense Report (Receipt Wizard)

incorrect click icon

Lesson 5: Create an Expense Report (Receipt Wizard)

used the JHU Corporate American Express card for expenses,

Lesson 5: Create an Expense Report (Import AMEX)

Receipt)
Enter a Receipt in Foreign Currency

Select the appropriate Exp

with the outdated exchange rate. This must be corrected.

Lesson 5: Create an Expense Report (Foreign Currency Receipt)

Receipts)
Attaching Scanned Expense Receipts

This is optional, but recommended. Departments

trip number and the Services for Object Icon.
Click the

Click Create
Click Store business document

Lesson 5: Create an Expense Report (Attaching Scanned Receipts)

PDF file and double click
Click the continue

Lesson 5: Create an Expense Report (Attaching Scanned Receipts)

Receipts)

To verify the documentation is attached:

Click Services for Object

Submit)
Save the Expense Report

Click the

Definitions

Request or Trip Completd/To Be Settd
Data has been entered

faxed receipts are unreadable when received in Accounts Payable.

Lesson 6: Check Document Status (Verify Receipts Attached)

Workflow Status

From the List of All trips page –

modified multiple times. You need to look at the

Lesson 6: Check Document Status (Review Workflow)

Approver role for your cost object – the document

Approved Document

The Status displays ‘Approved’.
The Agent displays ‘approver name’.
After an Approved line item – you will see a ‘Logically Deleted’, because once approved it is deleted out of the approvers inbox.
The final line, the Status displays ‘Mail sent’ indicates all approvals are done and an email was sent to the initiator indicating document approved.

Lesson 6: Check Document Status (Review Workflow)

displays ‘Information’
Click the Information link to display the name

If there are five employees with the Travel Approver role for your cost object – the document will appear in all five inboxes, and all five employees have to approve it.

Lesson 6: Check Document Status (Review Workflow)

highlight (select) the expense report
Click:

Lesson 6: Check Document Status (View/Change Report)