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editing of APPROVED travel Expense report leads to duplicate of wage types to payroll.

Hi

user has edited an travel expense report which is already approved by his manager ,user has entered an other expense type with some amount in that approved travel expense report and resent for approval,its approved again and posted to finance/payroll, when we checked it ,expense types got duplicated in Payroll(third party)system not in HR PRODUCTION system.Where actaully went wrong.Thanks in advance.

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  • Best Answer
    Posted on Jan 03, 2014 at 03:58 PM

    Hi Shlipa

    Its hard to know without checking the trip directly, how many trip versions exist in PRTE (checking the AEND in the cluster is a good start) and was the first trip version approved, settled and posted? Then changed and a new trip version approved, settled and posted?

    The other reason could be if there exists any overlapping wage types for the receipts in V_T706B4 (One and the same wage type must not be used with expense types defined as 'to be reimbursed' and 'paid by company, otherwise it can cause receipts to be duplicated twice in the posting process')

    cheers

    Sally

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    • If the first trip version was approved, settled and posted, then the 2nd trip version should have been a delta posting....in that only the new expense type added in the 2nd trip version was posted (in the 2nd trip version in PRTE, what is in the receipts table and what was written to ROT?). .... it really should have just posted as a delta trip and only the changes posted and without seeing the AEND entries for both trip version, I have to admit I am puzzled as to how all the receipts from the 1st trip version could be posted again?

      It would lead me to think then that you either have the overlapping wage types in T706B4 as I mentioned previously (e.g. same wage type potentially assigned to both reimburse to employee and paid by company receipts) but even so.. the above is how it should work in standard (always the delta posting!) and the only other scenario I have seen is whereby the customizing in expert view (V_T702N_A), means that for example advances are posted in both request approved and trip approved status (same for receipts) but this still doesnt explain how exactly the same receipts were posted twice, if only one new receipt was included in the new trip version!


  • Posted on Jan 03, 2014 at 04:42 PM

    Hi Shilpa,

    this is nothing that would occur in SAP without serious bending.

    I'm pretty sure it's an interface issue. Is it a self-created interface?

    seems it just takes the latest version as it is without checking earlier versions and derive changes. That would mean: the kindergarten-part of the interface has been done, but 75% of the design work are still missing. It's only retro changes where interfaces start becoming interesting. Looks,like you definitely need to have someone check this interface design. If different people were responsible for the SAP end and the 3rd party end of the interface make sure you know who was responsible for managing changes of trips / version management. Otherwise they'll both say they expected the other side to deal with it.

    (with version mgt already in SAP, it's probably more efficient to do it in SAP. Also makes you more independent for switching payroll providers in future. but obviously it also depends on the capabilities of the 3rd party system.

    kind regards

    Sven

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  • Posted on Jan 07, 2014 at 01:47 AM

    Hi Shilpa,

    Not sure we are getting teh question right here.

    Are you suggesting that the amounts from the first version of teh trip have been double posted to FI GL-accounts within SAP? And have you checked this in FI on the accounts or are you just assuming it by possibly misinterpreting the status management and logs?

    Or is your issue not at all with the standard interface to SAP FI/CO, but with an interface between SAP Travel and your 3rd party payroll system?

    If teh second is the case, then as said before, there is most likely nothing wrong with your config in SAP Travel, but whoever developed the interface to your 3rd party payroll system didn't interpret version management in SAP Travel management right. for that: see comments above.

    Please help us to help you by making it very clear, what the real visible issue is and what the evidence for the issue is.

    best wishes

    Sven

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  • author's profile photo Former Member
    Former Member
    Posted on Jan 06, 2014 at 02:34 PM

    Can you provide the screenshot of the duplicate entries? Are there any Userexit/BADI at the point of Posting?

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