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Further Information Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services.

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Presentation on theme: "Further Information Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services."— Presentation transcript:

1 Further Information Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Scenario Explorer Business Areas Scenario/Processes Open Legend Accounts Payable Accountant Scenario Description The following business roles are involved in this scenario: TravelerAuditorApprover Travel Assistant As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel and Expense provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses. SAP Cloud for Travel and Expense is integrated with SAP ERP and SAP Cloud for Financials. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Cloud for Travel and Expense is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users cant access the application itself, they can also submit expenses using e-mail. The standard configuration of SAP Cloud for Travel and Expense contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your companys individual expense policy. Click process chevrons for details ©© 2013 SAP AG. All rights reserved.

2 Further Information Scenario/Processes Travel and Expense Management Scenario Overview Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Scenario Explorer Accounts Payable Accountant Scenario Description The following business roles are involved in this scenario: TravelerAuditorApprover Click process chevrons for details As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel and Expense provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses. SAP Cloud for Travel and Expense is integrated with SAP ERP and SAP Cloud for Financials. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Travel OnDemand is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users cant access the application itself, they can also submit expenses using e-mail. The standard configuration of SAP Cloud for Travel and Expense contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your companys individual expense policy. Travel Assistant Business Areas ©© 2013 SAP AG. All rights reserved. Open Legend Legend Process mainly driven by the user Process mainly driven by the system Manual process not supported by the system Process that communicates with third- party software (mouse-over for details) Process with relevance to Financials Related scenario Info button with more information Close Legend

3 Further Information Scenario/Processes Travel and Expense Management Process Details: Working With Trip Requests Scenario Explorer Process Description The traveler or the travel assistant submits a trip request in SAP Cloud for Travel and Expense, either for their own trip or on behalf of another traveler. The approver reviews the trip request, and approves or declines it. The traveler is then notified by e-mail of their decision. Approvals are optional and can be tailored to the needs of your company. Performed by Traveler In the Work Centers Travel and Expenses Approvals Further Information Click process chevrons for details Processing Payables and Payments Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Working With Trip Requests Send a decision by e-mail Review a trip request Create a trip request ii i Travel Assistant Approver X Business Areas ©© 2013 SAP AG. All rights reserved.

4 Further Information Scenario/Processes Booking Travel Services Online Travel and Expense Management Process Details: Booking Travel Services Online Scenario Explorer Process Description The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel and Expense is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool. Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel and Expense, where it will be immediately available in the form of a travel itinerary. As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel and Expense on your behalf, where it will be available as an itinerary for you to work with. This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip. You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor. In the Work Centers Travel and Expenses Approvals Further Information Click process chevrons for details Review itinerary Synchronize data with SAP Cloud for Travel and Expense Create itinerary online iii X Approver Click here Click here to display process variants Processing Payables and Payments Adding Expense Receipts During Trip Managing Expenses Business Areas Performed by Traveler Working With Trip Requests ©© 2013 SAP AG. All rights reserved.

5 Scenario/Processes Travel and Expense Management Process Details: Booking Travel Services Online Scenario Explorer Process Description The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel and Expense is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool. Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel and Expense, where it will be immediately available in the form of a travel itinerary. As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel and Expense on your behalf, where it will be available as an itinerary for you to work with. This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip. You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor. Further Information Click process chevrons for details Send your trip information to our integrated itinerary management tool. We'll then make your itinerary available to you in SAP Cloud for Travel and Expense. Booking Travel Services Online Review itinerary Synchronize data with SAP Cloud for Travel and Expense Create itinerary online iii X Click here Click here to hide process variants Processing Payables and Payments Adding Expense Receipts During Trip Managing Expenses Business Areas Further Information i In the Work Centers Travel and Expenses Approvals Approver Performed by Traveler Working With Trip Requests ©© 2013 SAP AG. All rights reserved.

6 Further Information Scenario/Processes Travel and Expense Management Process Details: Adding Expense Receipts During Trip Scenario Explorer Process Description During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail. Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel and Expense. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you. E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt. Further Information Click process chevrons for details Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Add an expense receipt using a mobile device i X Click here Click here to display process variants Mobile Devices E-Mail Processing Payables and Payments Managing Expenses Business Areas Performed by Traveler ©© 2013 SAP AG. All rights reserved.

7 Further Information Travel and Expense Management Process Details: Adding Expense Receipts During Trip Scenario Explorer Process Description During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail. Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel and Expense. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you. E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt. Further Information Click process chevrons for details Adding Expense Receipts During Trip Add an expense receipt using a mobile device i Click here Click here to hide process variants Mobile Devices E-Mail Add an expense receipt using e-mail i X Processing Payables and Payments Managing Expenses Business Areas Scenario/Processes Performed by Traveler Working With Trip Requests Booking Travel Services Online ©© 2013 SAP AG. All rights reserved.

8 Further Information Scenario/Processes Managing Expenses Travel and Expense Management Process Details: Managing Expenses Scenario Explorer Process Description The traveler or the travel assistant submits the expense report. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their trip request or travel itinerary which has been entered automatically in their expense report. Once the expenses are audited and approved, they are automatically transferred to your Financial accounting system or your payroll system. This triggers the reimbursement to the employee. You can easily adapt this process to fit your individual company travel policy. SAP Cloud for Travel and Expense can be integrated with your SAP ERP Financials or SAP Cloud for Financials system. Approvals are optional and can be tailored to the needs of your company. In the Work Centers Travel and Expenses Approvals Postings Further Information Click process chevrons for details Processing Payables and Payments Adding Expense Receipts During Trip Post an expense report to SAP ERP Approve the expense report Audit the expense report Create an expense report iiii X Auditor Approver Accounts Payable Accountant Click here Click here to display process variants Business Areas Performed by Traveler/ Travel Assistant Working With Trip Requests Booking Travel Services Online ©© 2013 SAP AG. All rights reserved.

9 Further Information Scenario/Processes Managing Expenses Travel and Expense Management Process Details: Managing Expenses Scenario Explorer Process Description The traveler or the travel assistant submits the expense report. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their trip request or travel itinerary which has been entered automatically in their expense report. Once the expenses are audited and approved, they are automatically transferred to your Financial accounting system or your payroll system. This triggers the reimbursement to the employee. You can easily adapt this process to fit your individual company travel policy. SAP Cloud for Travel and Expense can be integrated with your SAP ERP Financials or SAP Cloud for Financials system. Approvals are optional and can be tailored to the needs of your company. Click process chevrons for details Processing Payables and Payments Adding Expense Receipts During Trip Post an expense report to SAP ERP Approve the expense report Audit the expense report Create an expense report iiii X Click here Click here to hide process variants Post an expense report to SAP Cloud for Financials i Business Areas In the Work Centers Travel and Expenses Approvals Postings Further Information Auditor Approver Accounts Payable Accountant Performed by Traveler/ Travel Assistant Working With Trip Requests Booking Travel Services Online ©© 2013 SAP AG. All rights reserved.

10 Further Information Scenario/Processes Processing Payments Travel and Expense Management Process Details: Processing Payments Scenario Explorer Process Description Depending on your company specific settings, the payment run in your SAP ERP Financial Accounting, your SAP Cloud for Financials, or SAP ERP HCM system is triggered. Payment is then sent to the traveler by bank transfer and check. Performed by Accounts Payable Accountant Further Information Click process chevrons for details Managing Expenses Reimburse expenses using SAP ERP X i SAP Cloud for Financials SAP ERP Click here Click here to display process variants Business Areas Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip ©© 2013 SAP AG. All rights reserved.

11 Further Information Scenario/Processes Processing Payments Travel and Expense Management Process Details: Processing Payments Scenario Explorer Process Description Depending on your company specific settings, the payment run in your SAP ERP Financial Accounting, your SAP Cloud for Financials, or SAP ERP HCM system is triggered. Payment is then sent to the traveler by bank transfer and check. Click process chevrons for details Managing Expenses Reimburse expenses using SAP ERP X i Click here Click here to hide process variants Reimburse expenses using SAP Cloud for Financials i Business Areas Performed by Accounts Payable Accountant Further Information SAP Cloud for Financials SAP ERP Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip ©© 2013 SAP AG. All rights reserved.

12 Further Information Travel and Expense Management Business Areas Scenario Explorer Business Areas Scenario/Processes Business Areas Travel and Expense Management Click area pictograms for details Processing Payables and Payments Working With Trip Requests Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Business Area Description Nearly every business process involves the flow of cash, both within your company and between your company and its external business partners and customers. With SAP Cloud for Travel and Expense, you have full control over the financial aspect of each and every step of your business processes. You can set up your own expense and reimbursement policies, monitor your employee's expenses, and reimburse all approved expenses quickly and easily. SAP Cloud for Travel and Expense is integrated with the leading online booking tools. You can configure these tools to fit your individual company's travel policy, which helps you to ensure compliance with travel policies in regards to costs and preferred vendor rules. This will enable your company to economize on your travel expenditure, and speed up the booking process. ©© 2013 SAP AG. All rights reserved.

13 Further Information Travel and Expense Management Further Information Scenario Explorer Scenario/Processes More Details SAP provides a complete product documentation, covering all aspects of the business scenario. For more details, click here.click here Further sources of information can be found in the SAP Cloud for Travel and Expense section of the SAP Business Center (click here).click here Do you need more information? * Note that to access the links above you need to have a user in SAP Business Center. If you cannot access the page directly and if you are using Microsoft Internet Explorer®, please check http://support.microsoft.com/kb/890474.http://support.microsoft.com/kb/890474 Business Areas ©© 2013 SAP AG. All rights reserved.


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