Expense Reimbursement Scenario Overview Click process chevrons for details Managing Expenses Processing Payables and Payments Order-to-Cash (Project-Based Services) Intercompany Project Time and Expenses Field Service and Repair Order-to-Cash (Standardized Services) Payroll Services Scenario Explorer Scenario Description Open Legend For midsize companies who want to achieve control over their travel expenses, this process streamlines and automates the reimbursement cycle. You can reimburse your employees faster, monitor their business expenses and adherence to policies while efficiently processing the expense reports. Standard configuration contains all country-specific reimbursement rates and can be adapted according to the company-specific expense policy. The process is integrated seamlessly with Human Resources, Employee Self Services, Manager Work Center, Payment Processing, and Projects. Claim expenses: simplified expense entry screens and pre-populated fields allow for an easy input of expense receipts Expense reporting on behalf of the employee ensures a timely expense settlement Review and approve expenses: configurable rules help to avoid excessive spending and provide flexibility in processing Settle expenses: the reimbursement of expenses is automated via integration with payment processing Scenario/Processes Business Value Scenario Flow Further Information The following business roles are involved in this scenario: Accounts Payable Accountant

Expense Reimbursement Scenario Overview Click process chevrons for details Managing Expenses Processing Payables and Payments Order-to-Cash (Project-Based Services) Intercompany Project Time and Expenses Field Service and Repair Order-to-Cash (Standardized Services) Payroll Services Scenario Explorer Scenario Description Legend Close Legend For midsize companies who want to achieve control over their travel expenses, this process streamlines and automates the reimbursement cycle. You can reimburse your employees faster, monitor their business expenses and adherence to policies while efficiently processing the expense reports. Standard configuration contains all country-specific reimbursement rates and can be adapted according to the company-specific expense policy. The process is integrated seamlessly with Human Resources, Employee Self Services, Manager Work Center, Payment Processing, and Projects. Claim expenses: simplified expense entry screens and pre-populated fields allow for an easy input of expense receipts Expense reporting on behalf of the employee ensures a timely expense settlement Review and approve expenses: configurable rules help to avoid excessive spending and provide flexibility in processing Settle expenses: the reimbursement of expenses is automated via integration with payment processing 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 Scenario/Processes Business Value Scenario Flow Further Information The following business roles are involved in this scenario: Accounts Payable Accountant <Role Name> <Role Name> <Role Name>

Expense Reimbursement Process Details: Managing Expenses - Standard Variant Click process chevrons for details Managing Expenses – Standard Variant X Processing Payables and Payments Create Expense Report Review Expense Report Sign-off Expense Report Recalculate Reimbursement Rates i i i i Order-to-Cash (Project-Based Services) Intercompany Project Time and Expenses Field Service and Repair Order-to-Cash (Standardized Services) Payroll Services Scenario Explorer Process Description Further Information The integration with Human Resources, Employee Self Services, Manager Work Center, Payment Processing, and Projects streamlines the expense management. The Manage Expenses process variant enables expenses to be controlled and automatically reimbursed. Employees can submit expenses for themselves or on behalf of other employees. The process can be adapted to company travel policies. It is also possible to submit expenses and upload photographed receipts or attach documents using mobile devices. For expense reports that have been submitted, employees can monitor the status in the expense reports overview. The expense report status shows whether the expense report has been reviewed or approved. The reimbursement status shows whether the reimbursement has already been paid out. Performed by Accounts Payable Accountant Scenario/Processes Business Value In the Work Center(s) Home Self Service Travel and Expenses Project Management Scenario Flow Further Information See also Expense Reports Quick Guide Create New Expense Report on Behalf

Expense Reimbursement Process Details: Processing Payables and Payments Click process chevrons for details X Processing Payables and Payments - Processing Payments Automatically Managing Expenses Check and release a payment proposal Approve a payment Create a payment medium and send to bank or payee Process a bank statement Allocate a payment i i i i i Click here to display process variants Order-to-Cash (Project-Based Services) Intercompany Project Time and Expenses Field Service and Repair Order-to-Cash (Standardized Services) Payroll Services Scenario Explorer Process Description Further Information The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check. Performed by Accounts Payable Accountant Scenario/Processes Business Value In the Work Center(s) Receivables Payment Management Cash and Liquidity Management Scenario Flow Further Information See also Quick Guide for Payment Allocation Allocate a Payment Manually

Expense Reimbursement Process Details: Processing Payables and Payments Click process chevrons for details X Processing Payables and Payments - Processing Payments Automatically Managing Expenses Check and release a payment proposal Approve a payment Create a payment medium and send to bank or payee Process a bank statement Allocate a payment i i i i i X Click here to display process variants The accountant releases the payment that the manager has approved, if required. The system creates the payment medium in an automatic run or the accountant creates it manually. The system provides checks and outgoing bank transfers and the option of remittance advices. The accountant prints checks and sends them by mail to the payee. Bank transfers stored in a file are sent by the accountant to the bank or are uploaded to the banking software. Order-to-Cash (Project-Based Services) Intercompany Project Time and Expenses Field Service and Repair Order-to-Cash (Standardized Services) Payroll Services Scenario Explorer Process Description Further Information The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check. Performed by Accounts Payable Accountant Scenario/Processes Business Value In the Work Center(s) Receivables Payment Management Cash and Liquidity Management Scenario Flow Further Information See also Quick Guide for Payment Allocation Allocate a Payment Manually

Expense Reimbursement Process Details: Processing Payables and Payments Click process chevrons for details X Processing Payables and Payments - Processing Payments Automatically Managing Expenses Check and release a payment proposal Approve a payment Create a payment medium and send to bank or payee Process a bank statement Allocate a payment i i i i i X Click here to display process variants The system receives information about the processed payments in a bank statement, lockbox, or bank advice, and allocates them to the appropriate process or matches them against the payments created in the system. If allocation is not possible, the accountant has to process it manually in a system-generated task. Order-to-Cash (Project-Based Services) Intercompany Project Time and Expenses Field Service and Repair Order-to-Cash (Standardized Services) Payroll Services Scenario Explorer Process Description Further Information The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check. Performed by Accounts Payable Accountant Scenario/Processes Business Value In the Work Center(s) Receivables Payment Management Cash and Liquidity Management Scenario Flow Further Information See also Quick Guide for Payment Allocation Allocate a Payment Manually

Expense Reimbursement Process Details: Processing Payables and Payments Click process chevrons for details X Processing Payables and Payments - Processing Payments Automatically Managing Expenses Check and release a payment proposal Approve a payment Create a payment medium and send to bank or payee Process a bank statement Allocate a payment i i i i i Click here to hide process variants Order-to-Cash (Project-Based Services) Processing Payments Manually with Open Item Clearing i Intercompany Project Time and Expenses Field Service and Repair Order-to-Cash (Standardized Services) Payroll Services Scenario Explorer Process Description Further Information The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check. Performed by Accounts Payable Accountant Scenario/Processes Business Value In the Work Center(s) Receivables Payment Management Cash and Liquidity Management Scenario Flow Further Information See also Quick Guide for Payment Allocation Allocate a Payment Manually

Expense Reimbursement Business Value Claim Review Approve Settle Create expense report Review expense report Sign off expense report Post to ledger Reimburse expenses Forward tax information to HR Scenario Explorer Overview Key Benefits The integration with Human Resources, Employee Self Services, Manager work center, Payment Processing, and Projects streamlines the reimbursement process. Simplified expense entry screens (according to the type of business expense) and pre-populated fields allow for an easy input of expense receipts. Expense reporting on behalf of the employee ensures a timely expense settlement. Intercompany expense reporting enables cost assignment across companies. Expense reporting on mobile devices allows you to record and approve expenses wherever you are, thus helping you to speed up the reimbursement cycle. Standard configuration contains all country-specific reimbursement rates and can be adapted according to the company-specific expense policy. Configurable rules help to avoid excessive spending and provide flexibility in processing, for example, depending on the settlement amount the review and/or approval can be skipped. For midsize companies who want to achieve control over their travel expenses, this scenario streamlines and automates the reimbursement cycle. You can reimburse your employees faster and monitor their business expenses and adherence to policies, while efficiently processing the expense reports. SAP Business ByDesign helps efficiently manage expense and reimbursement: from expense report creation through to financial settlement. Scenario/Processes Business Value Scenario Flow Further Information

Expense Reimbursement Scenario Flow Employee Self Service Travel and Expenses Payables Managing expenses Processing payables and payments Order-to-Cash (Project-Based Services) Scenario Explorer Intercompany Project Time and Expenses Field Service and Repair Scenario/Processes Order-to-Cash (Standardized Services) Business Value Payroll Services Scenario Flow Legend Further Information Process mainly driven by the user Process related to Financials Work center in which process is performed Work Center Related scenarios Business document flow

Expense Reimbursement Further Information Scenario Explorer Do you want to try it out? Do you need more information? Do you want to discuss with others? Self-Enablement Systems If you want to try out the business scenario, click here.* More Details SAP provides a complete product documentation, covering all aspects of the business scenario. For more details, click here. Forum Get in touch with experts to discuss your specific requirements. To enter the community, click here.* Scenario/Processes Business Value Scenario Flow V WIKI In addition to the product documentation, SAP provides Wikis that describe additional aspects of SAP Business ByDesign. To access the WIKI, click here.* Further 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.