ABHIJEET GROUP

User Manual Travel

Management
This manual guides to settle the Trip and Trip Expenses which generated through R/3 and ESS
Portal.

Moloy Choudhury & Yogesh Shende

6/1/2009
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Contents
Introduction .................................................................................................................................................. 3
PART - 1 Creation of Trip and Travel Expense Report................................................................................ 4
Part - 2 Settlement Of Advance & Travel Expenses ....................................................................................8

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Introduction:-

This guide will give the Administrator (Travel) a general idea of SAP system. Herewith you will
find the functioning of “Travel Management” in SAP R/3.

In Abhijeet Group Travel Request can be created directly from SAP R/3 system as well as from
ESS MSS Portal.

If the request is created and approved through portal then travel administrator gets a notification
through e-mail. After receiving the approval notification, administrator needs to perform the job
through R/3 for settlement of employee advance and travel expenses.

For those employees, who are not eligible to use Abhisampark Portal their request can be
created by other users (by changing the Personnel Number) or can be created through R/3 by
Travel Administrator after receiving the approved request (manually on prescribed format).

Creation of Trip or Travel Expense Report has the same functional steps in R/3 and Portal.

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PART - 1 Creation of Trip and Travel Expense Report.

This is the SAP General Menu. Through the tree-structure you will have access to all the
operations and the transactions you have been authorized to execute.

How to insert your password (or technical name) in the command field.

This field is situated at the top of the screen. In order to use the
Quick Access, go to the SAP Start Menu. Otherwise, type /n before the name of the transaction.
Example: “Trip” is the transaction code to access the SAP General Menu (although in this case
all the menu options will not be expanded). From the SAP General Menu type “Trip” in the
command field and press Intro to close all the branches of the Start Menu. If you wish to do the
same action from any other screen, type “/ntrip”.

Command field
Working with SAP you may wish to access a specific transaction
more often than others. To access it through the tree-structure might be tedious. With this field,
you may introduce the transaction code and access it directly or enter the transaction code
straight into your Favorites list.

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Trigger “Enter” button and the screen navigate the next step.

In this screen enter the “Personnel Number” and click button.

Next screen appears as “Welcome to the travel Manager”

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Next screen appears as “Travel request Employee Name”

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After entering the required fields we need to save the entries by clicking on save

button .Next screen appears as “Travel Request Employee Name, with trip no

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Part - 2 Settlement Of Advance & Travel Expenses

As mentioned above follow the same steps to create the “Travel Expenses Report”.

Open the screen of Trip by using T code “trip” giving the personnel number.

Go to the trip generated and click the link “Create Travel Expenses Report” for particular tour.

By clicking the link it will navigate screen as fallows;

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After enter we get one notification,

Trigger button for proceed further. Now we are in the screen, ”Travel Expenses:
Employee Name , and Trip No.

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When we save the same document it gives information on information bar.

After that trigger back button and follow the further procedure.

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Approval Of Travel Request and Travel Expenses Report :-

When travel request and travel expense report is generated from the system or portal it should be
approved before settlement. In case approval done by Section Head or Department Head or
Business Head, it is done through Portal but if the task is manually approved then Travel
Administrator needs to do the approval on system using the Transaction Code – PRAP.

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Trigger the screen navigate in next screen i.e. “Travel Request Employee Name, Trip No.”.
Here we can approve the request;

After “Approval” of travel request or expenses report travel administrator need to post the
document into FI . This is done by performing certain tasks in R/3 (SAP System).

A] i) Existence of Employee Vendor:- Before performing any activity Administrator needs to

confirm the employee vendor exists in R/3 (SAP System) for the corresponding employee in
corresponding company of Abhijeet Group. If employee vendor does not exists then it needs to
be opened. This activity is carried by Corporate SAP IT Team. A request for opening employee
vendor stating the Personnel Number, Requisite Company, Name and Address of the employee
is sent to SAP HELP DESK.

ii) Check for employee personnel ID into vendor code: - This is a mandatory process to ensure
that employee vendor contains the personnel number of employee. Use the transaction code –
FK03.

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Put the vender code and trigger “Enter” button, we get the next screen as” Display Vendor”

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Ensure Personnel No exists in Employee Vendor else send the request to SAP HELP DESK to
attach the personnel no of employee into his employee vendor.

The Travel Administrator needs to check the status of Travel Request – Advance in R/3 system
before proceeding further. This is done by using the transaction code – PR03.

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Here we have to give “Personnel No.” and trigger enter button. Then we get the trip data of that
particular no. Just double click on trip no. we entered in a new

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screen

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For settlement of Trip Data use the Transaction Code – PREC. This transaction is used to settle
the advances only. No need to run the transaction if we are trying to settle the expenses.

Next screen appears as

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Go back for live run,

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Once the settlement of Advances is done, we need to create Posting Run, using the Transaction
Code – PRFI.

Execute the same and we enter the next screen “Create Posting Run”

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Live Run: - Deselect Posting Run as Simulation for “Live Run” and execute

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After creation of posting run document we have to post this document to Accounts for release the
advance or expenses amount.

Use T code PRRW “Posting Run Management” for posting to accounts.

Execute the same and we get the Posting Run Management document summery. Here we find
the simulated as well as live posting run document. Select live posting run document trigger the
check button first then post button for posting the same document.

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And we get the massage

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Go back then we navigate to “Posting Run Management” screen we find the color of live run
document is change, that’s means the document was posted.

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