What s New in SAP Travel Management SAP ERP 6.0 with Enhancement Pack 5

Transcription

1 What s New in SAP Travel Management SAP ERP 6.0 with Enhancement Pack 5 SAP Travel Management SAP AG

2 Agenda 1. NEW: Travel Planning / Online Booking 2. ENHANCED/NEW: Travel Expenses 3. NEW: Globalization (Country versions for CZ/SK) 4. NEW: Integration with Shared Services Framework SAP 2010 / Page 2

3 Travel Planning / Online Booking Travel Request Travel Planning Expense Management Integration of Third-Party Online Booking tools Amadeus etravel Management Integration Sabre GetThere Integration SAP 2010 / Page 3

4 Integration of Third-Party Travel Planning Tools Business Background: The Corporate travel management business process demands an integrated solution for the management of the full trip life cycle; pre-trip approval, online booking, and expense reporting. In 2009, SAP s strategy for SAP Travel Management made a significant change. SAP partnered with the two global market leaders in online booking; GetThere by Sabre and e- Travel Management by Amadeus. Business Value: Usage of best-in-breed online booking tools integrated in SAP environment Combined end-to-end travel management solution SAP reporting on GetThere / Amadeus etravel data Functional Details: As a general statement, the goal is that the integration of the Third-Party Travel Planning tools is similar to SAP s Travel Planning solution. This includes topics like integration of SAP employee HR master data, traveler profile, pre-trip approval (Travel Request), integration to expense report, All My Trips, and SSO enablement.

5 Integration of Third-Party Travel Planning Tools (cont d) Access from POWL or via link Create Third-Party Travel Plan

6 Integration of Third-Party Travel Planning Tools (cont d) SSO support (GetThere) Integration with Travel Request

7 Integration of Third-Party Travel Planning Tools (cont d)

8 Integration of Third-Party Travel Planning Tools (cont d) Synchronization to SAP Possible actions: Display/Print Change/Cancel Create expense report Reporting possibilities

9 Travel Management with SAP ERP 1 Request the trip Traveler 5 Check the trips and reimbursement Manager / Expense Clerk Manager 2 Pre-Trip Approval 4 Travel Expense Entry Traveler Traveler 3 Online Booking SAP 2010 / Page 9

10 Travel Expenses Travel Request Travel Planning Expense Management Comparison of booked and expensed data Compliance Paper Receipts Health Care Provider EU VAT Refund Versioning / Enhancements in PDF form Multiple Trips (Germany Only) Express Expense Sheet - International Trips Drag&drop credit card items Country versions for Czech Republic and Slovakia Upload attachments as business documents SAP 2010 / Page 10

11 Comparison of booked and expensed data Business Background: SAP Travel Planning already helps companies that travelers can only book travel services according to the travel policy. However travelers change their bookings outside the tool, e.g. they rebook their flight tickets at the airport or they upgrade their rental car booking or select a premium room at the hotel. This produces additional costs for the company but transparency on these costs is missing. Therefore customers require the possibility to compare booked data with the data entered in the expense report. Business Value: Transparency on additional costs Fraud reduction Functional Details: Comparison of costs on trip level and on receipt level Customer can define thresholds for difference (-> warnings, reason required) Manager is informed on differences Reporting options

12 Comparison of booked and expensed data (cont d) Receipt level New area Booked Price Information Booked price Difference amount Reason for difference Define thresholds PDF form enhancement Enter Receipts PDF form

13 Comparison of booked and expensed data (cont d) Trip level Review screen Define thresholds PDF form enhancement Pop-up when saving the trip PDF form

14 Paper Receipt Needed Business Background: The IRS, Sarbanes-Oxley (SOX) and industry related governances (pharmaceuticals, finance, etc.) require customers to maintain business processes to enforce rules pertaining to travel and entertainment expenses. Additionally, customers in the services sector must adhere to their customers requirements for the re-billing of T&E and provide copies of receipts as proof for reimbursement of travel expenses. Business Value: Reduce fraud SOX compliance Optimize efficiency of back office operations Functional Details: Define customer specific thresholds of when a paper receipt is/is not required Summary of paper receipts on the Adobe form

15 Paper Receipt Needed (cont d) Define thresholds PDF form enhancements

16 Healthcare Provider State Marketing Laws Business Background: In the USA, certain industries such as pharmaceutical, hospitals, medical device makers are required by State laws to adhere to accounting rules and reporting guidelines related to travel and entertainment costs. Business Value: Eliminate the need for 3 rd party solution provider State by State Compliance with internal controls Capture critical data for streamlined reporting Functional Details: Travel category in ERP business partner type or role. Assume customer will have ability to upload/maintain HCP (healthcare provider). Search capability for end user. Enhanced participant list at the receipt level for 3 rd option of pre-population of business partner HCP (versus internal/external only) for credit card or manual receipts. A new user exit to support the ability to calculate expenses by enterprise type (for example by product of a pharmaceutical company). Tracking of threshold amounts to warn (hard/soft) end-users. Standard report to support tracking for State Compliance

17 Healthcare Provider State Marketing Laws (cont d) Business Partner as new category in the participant list (Hard/soft) warning for end-user

18 EU VAT Refund Business Background: As of January 1, 2010 a new process for the refund of value added tax (VAT) takes effect in the European Union (directive 2008/9 EG). For companies that are not based in the EU, the existing process remains valid. Within the EU, requests for VAT refund for receipts from international trips are transferred via a portal to the respective domestic tax authority, which in turn forwards the data to the foreign tax authority. To be able to transfer this data electronically, companies need to provide detailed VAT data to the domestic tax authorities. Therefore the traveler needs to enter some additional data related to VAT refund for international receipts. Business Value: Cost savings due to electronic data transfer. Applications for VAT refund are transmitted to domestic tax authorities, which then forward them to the foreign tax authorities Refund payments within the fiscal year (shortened by at least three months when refund amount is 400 or more); this provides more liquidity and interest advantages. Fixed deadlines for processing and payment of refunds Refund amounts earn interest when deadlines are exceeded Functional Details: New dialog box in expense report for entering VAT-related data Automatic transfer of VAT refund data from Travel Management to FI Automatic transfer of VAT refund data from FI to the VAT refund tool of the domestic tax authorities

19 EU VAT Refund (cont d) Enter VAT detail data active depending on country/region of receipt

20 EU VAT Refund (cont d) Required data can be customized Information is sent to SAP FI

21 Trip Versioning & History Business Background: In order to make all changes of a travel request and expense report traceable throughout its processing flow between different users, we will add a Versioning and extended History feature for the ESS and Expert user. Business Value: Further meet Compliance criteria Provide visibility for traveler ESS users about changes made by other users Establish legal safety for employers in case employees do not want to accept a change to their submitted expense claim Functional Details: Whenever a user changes data of a travel request or expense claim, a version document (copy of the form) will be saved in the Optical Archive (rules when version is pulled will be configurable) Access to versions is linked into History function, which records all changes by person-related as well as batch users History function will be extended per change log with information about reimbursement amount, estimated costs, number of receipts etc., and will be enabled also for the ESS user s web applications

22 Trip Versioning & History (cont d) Access from POWL for Traveler, POWL for Assistant and POWL for Approver

23 Enhancements PDF form Delta amount of total costs and reimbursement amount SAP 2010 / Page 23

24 Multiple Trips per Day (Germany Only) Business Background: According to German law the employer can reimburse the costs for meals which occurred during a business trip tax-free to his employee up to a specific EUR (= per diems). If the employee has more than 1 business trip per day, the absence times of this calendar day need to be added together. At the moment there is a stopgap in place, however a solution is needed which covers all customer requirements.

25 Multiple Trips per Day (Germany Only) Business Background: According to German law the employer can reimburse the costs for meals which occurred during a business trip tax-free to his employee up to a specific EUR (= per diems). If the employee has more than 1 business trip per day, the absence times of this calendar day need to be added together. At the moment there is a stopgap in place, however a solution is needed which covers all customer requirements. Business Value: In compliance with German tax rule Employees are reimbursed properly also for multiple trips per day. Functional Details: The user can create one expense report for multiple trips. The user can add trip breaks which will not be considered for per diem calculation. The user has the possibility to copy trip breaks in order to quickly create an expense report for trips with daily/weekly return (e.g. a training course).

26 Multiple Trips per Day (cont d) Add trip breaks Recurring trip breaks PDF form enhancements

27 Express Expense Sheet (International Trips) Business Background: With Enhancement Package 4 we introduced the Express Expense Sheet which allows fast entry of expense reports per week, month, or custom period. Especially for countries with perdiem based reimbursement rules for travel expense, the solution now offers a fast and efficient way to capture expenses in a single user interface. Standard travel management features like receipt imaging, credit card clearing, simulation, and mass print are also supported.

28 Express Expense Sheet (International Trips) Business Background: With Enhancement Package 4 we introduced the Express Expense Sheet which allows fast entry of expense reports per week, month, or custom period. Especially for countries with perdiem based reimbursement rules for travel expense, the solution now offers a fast and efficient way to capture expenses in a single user interface. Standard travel management features like receipt imaging, credit card clearing, simulation, and mass print are also supported. In the first version, the EES supported domestic trips only. As soon as a traveler wanted to create a trip for a foreign country he had to create an expense report using the regular application (Create Expense Report). Business Value: Faster data entry for daily travelers Functional Details: Additional information that is required for international trips will be requested from the traveler when entering trips with international destinations. PDF form is enhanced with the additional information.

29 Express Expense Sheet (International Trips) (cont d) Required information for border crossing in More Details

30 Express Expense Sheet (International Trips) (cont d) PDF form enhancements

31 Drag&drop of credit card items Business Background: SAP Netweaver now enables the drag&drop functionality. Business Value: Easy to use, intuitive application Faster assignment of credit card items to the expense report Functional Details: The user can drag&drop credit card items into the expense report.

32 Drag&drop of credit card items (cont d) Drag&drop credit card items Include in Expense Report Consolidate

33 Country versions for Czech Republic and Slovakia Business Background: SAP currently offers 18 preconfigured country versions. For some countries, such as Czech Republic, Poland, Russia, or Slovakia only an add-on solution existed. Unfortunately these add-on solution cannot be upgraded to SAP enhancement packages for SAP ERP. Therefore country versions for these countries are required in standard. In a first step country versions for Czech Republic and Slovakia are developed. Business Value: Easy to use, intuitive application (Webdynpro ABAP UI) Easy maintenance Standard country versions for that changes to legislation are delivered via support package (can be downloaded from SAP Service Marketplace) Functional Details: Country versions for Czech Republic and Slovakia

34 Country versions for Czech Republic and Slovakia (cont d) Country-specific data Reference date Start/end point of trip Per diems for meals in currency of destination Per diems for mileage dependant on petrol consumption

35 Country versions for Czech Republic and Slovakia (cont d)

36 Upload attachments as business documents Business Background: Attachments were stored as SAP Office documents. These are stored within the SAP system, only 20 % of our customers store them in an external repository. SAP Office documents are normally stored short-or-mid-term (example: attachments that are sent via the SAP mail interface). They are less often used for archiving documents. Since the documents are stored in the SAP system the documents would be lost in case of a system breakdown. A separate backup server is required. Another problem is that you need to decide for ALL SAP Office documents where they will be stored, most customer decided to stored them within the system. Travel SAP Office Documents cannot be stored in an external system. Business Value: Documents are not lost in case of a system breakdown. Functional Details: Documents are stored as business documents. These are normally scanned receipts that need to be stored on a separate Archive Server long term. This additional Archive Server secures regular backups, thus preventing data loss in case of a system breakdown. SAP 2010 / Page 36

37 General Travel Request Travel Planning Expense Management Integration SAP Travel Management & Shared Services Framework SAP 2010 / Page 37

38 Integration SAP Travel Management & Shared Services Framework Business Background: Shared services have become a common optimization strategy for cost, quality and risk in Finance, HR and Procurement with measurable success. More and more companies are moving internal non core business processes to shared service centers in order to save costs and standardize processes. Integrating travel management processes and transactions into the Shared Services Framework can improve the efficiency of the shared services and employee satisfaction in regards to the business travel processes. Business Value: Automation of several aspects of T&E in a SSC. Attractive front-end to the traditional T&E functionality for SSC employees. Functional Details: Integration of Travel Management transactions within the Shared Service Framework. Shared Service Framework integration includes the bi-directional Interaction Center communication scenarios. Optimization of receipt handling based on OpenText add-on solution (assignment of scanned documents on receipt level) Auditing and approval processes

39 Integration SAP Travel Management & Shared Services Framework (cont d) - Traveler

40 Integration SAP Travel Management & Shared Services Framework (cont d) - Traveler

41 Integration SAP Travel Management & Shared Services Framework (cont d) - SSC

42 Wrap-Up New Feature Description Travel Planning Integration of Third-Party Travel Planning tools Travel Expenses Comparison of booked and expensed data Paper receipts Health Care Provider EU VAT Refund Versioning / Enhancements in PDF form Multiple Trips (Germany Only) Express Expense Sheet International Trips Drag&drop of credit card items Upload attachments as business documents Globalization Country versions for Czech Republic and Slovakia Shared Services Framework Integration of SAP Travel Management & Shared Services Framework

43 SAP Travel Management Technical Prerequisites Prerequisites: SAP ERP SAP Netweaver 7.0 EhP1 Enhancement Package 5 functionality to be activated using EhP Switch Business Function: FIN_TRAVEL_3 Business Function: FIN_TRAVEL_PLANNING_EXTERNAL Integration of Third-Party Online Booking Tools Business Function: FIN_SSC_TIC_1 Integration SAP Travel Management & Shared Services Framework

44 Further useful links Documentation ESS and Travel and information on Business Function FIN_TRAVEL_3: FIN_TRAVEL_PLANNING_EXTERNAL: FIN_SSC_TIC_1: ESS and Mobile Use in Travel Management: Business Package for Employee Self-Service 1.41: ESS (WDA) im SAP NetWeaver Portal [und ESS (WDA) in SAP NetWeaver Business Client]: Business Package for Manager Self-Service (SAP ERP) 1.51: Manager Self-Service im SAP NetWeaver Business Client

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