Settlement of Expenses paid by Travel Agency

[Former Member]

Hi Experts,

I got a scenario in which booking for Air, Rail and Hotel is done by a Travel Agency for the employees, please let me know how to handle this scenario in posting to finance....

Thanks..

[Former Member]

Hi Umer,

Thanks a lot for the explaination.....I have created the Service Provider but unable to figure out the further nodes:

Set up Individual field control

Assignment of trip expense type to wage type depending on service provider

Also please let me know how's this Travel Agency scenario is different from the case where booking is done by Company on behalf of employee.

Thanks..

[PRASANTH_GOP9]

Hi Kaushik,

In SPRO, Click Ctrl+F and find 'INDIVIDUAL FIELD CONTROL'.. you can go to the note umer was referring..

Define Schema and Individual Field Control 0r use transaction FITVFELD.

If your company is booking the tickets, then the company will payout the money to Credit Card supplier.

If a travel agency is booking the tickets, then company would pay the amount to travel agency or directly to card supplier. It all depends on the business process and vary from organisation to organisation...

Hope this helps..

Thanks,

Praisty

[Former Member]

Correction : What should be the configuration for the scenario where booking is done by Travel Agency so that amount will not get paid to the employee?

[Former Member]

Hi,

You have to define expense type "Paid by Company" (i.e Air fare paid by company).

Then define service provider..

Below is the remaining help for you, i hope it would sreve your purpose..

Define Service Provider

The service provider is a person or organization that has provided a service on behalf of the enterprise. The service provider can be used to differentiate posting of receipts by assigning them according to service provider to different wage types and thus posting them to different symbolic accounts and clearing or expense accounts.

In this IMG activity, you define the possible entry values for the service provider. Service providers are defined via:

A 2-place alphanumeric key

A corresponding long name

A validity period

Note

The end date of the validity period can not be changed once it has been saved.

Standard settings

Please remember that the service provider field (PTK03-PAYOT) is suppressed in the entry transactions in the standard version via the view 'Set up individual vield control'.

Recommendation

SAP recommends that you set the end date of the validity period of a payment receiver to the date 12/31/9999, since:

The end date can not be changed later

In this way no restrictions are placed on delimiting

Activities

1. Enter the relevant trip provision variant.

2. Assign an alphanumeric key for the payee.

3. Store a long name for the service provider.

4. Define the validity period.

5. Save your entries.

Further notes

If you want to use the service provider for differentiation of posting and payment in financial accounting, the following IMG activities must be performed later for the service providers defined:

Set up Individual field control

Assignment of trip expense type to wage type depending on service provider

Assignment of symbolic accounts to wage types

Conversion of symbolic account to expense account

Regards,

Muhammad Umer

[Former Member]

Hi Kiron,

Thanks for your reply.....we are proceeding with Travel Request and Travel Expense part only..... so my issue is once the approved expense report is settled, what should be the configuration to handle the amount recorded against Air, Train or Hotel booked by Travel Agency,

In the scenario where tickets are booked by employee, In HRT I will assign the symbolic A/C to G/L account the amount will be paid to the EE through the corresponding vendor's a/c.

But in this Travel Management what should be done so that amount will not get paid to Emploee??

Thanks..

[Former Member]

Hi Experts,

In this scenario, while the payment is done through finance the Expenses Recorded against expense types Air, Rail or Hotel........should not be paid to employee as it's already paid by travel agency..

How to handle this in SAP......plz help me out

Thanks

[Former Member]

Hi,

Please refer to the below links:

http://help.sap.com/erp2005_ehp_05/helpdata/EN/81/00a2d449444863aeb02c4945a3c2fc/frameset.htm

http://www.amadeus.com/travelagencies/documents/corporations/SAP%20Travel%20Management%20Brochure%20...

Regards,

Kiron Kumar T.

[Former Member]

But the employee do get the tickets in his/her hand before travelliing right? So when the expense report is created by the employee the details can be filled