Travel Request and PO

[former_member1124431]

Dear all,

we'd like to implement the following scenario for expenses related to hotel, flights and car rental:

1. Employee raises a travel request with estimate costs and travel justification
2. Approval from supervisor
3. On the approval
   • a PO is generated for the employee and estimated cost
   • booking of trip (no integration with Travel Mgmt)
4. Once back from the trip, the employee enters:
   • effective travel expenses for hotel, flights and car rental
   • credit card upload
5. These expenses have to be approved by supervisor before being reimbursed

Having these scenario is it possible to generate an automatic PO based on the travel request approved for the employee and estimated cost?

We'd like to check compliance between estimated and effective costs after the trip

Thank you in advance,

Chris

[Former Member · Accepted solution]

Hi Chris,

no standard solution from SAP available. (at least from my point of view)

This I do normally inside workflow.

Just compare estimated cost against real expense and give this information via workflow to the approver.

From a business point of view I don't like this because it is very hard to estimate costs for the traveller.

So what are the consequence when you estimated a flight cost on a not done booking?

Maybe you will have to book a more expensive flight or change planning during your trip.

But this is up to the business. Technicall I would go for some table storage and comparison in workflow.

Good luck,

Sigi

[former_member1124431 · Accepted solution]

Hi Sigi,

I thought about the workflow implementation as well as possible solution.

I wanted to verify if a standard solution is in place to create a PO after supervisor approval.

If not, we need to enhance the travel request workflow and at the approval step creating a PO via BAPI for instance.

What do you think?

[Former Member · Accepted solution]

Hi Chris,

why to create a PO?

If you only need an information to the approver to show "requested versus spend" than I would write it in a custom table which you will write/read during workflow process...?

Finally to which cost object you will "post" the cost?

Best regards,

Sigi

[former_member1124431 · Accepted solution]

Hi,

I have to clarify the "why" with business - I believe that was a measure control to verify the invoices against the po amount.

Coming to the cost comparison between estimated and effective, I found that this is a standard functionality provided as part of Travel Expense Manager (PR05) - Cost Comparison - Travel Management (FI-TV) - SAP Library

If this is the only reason for this PO, I could redirect the business on this.

I'll clarify this point.

Regards,
Chris

[Former Member · Accepted solution]

Hi Chris,

yes you are right. There is now a function for this available.

I have not worked yet with this.

So of course it is always better to use SAP standard function.

Cheers,

Sigi

[hemadrikarthik]

@former_member1124431  have you got the solution to your requirement. If Yes, can you share what is your solution in creating a PO in SAP for teh Travel Request Approved in Concur.