PUBLIC Help for Administrators

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1 PUBLIC Help for Administrators

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3 Table Of Contents 1 Getting Started as an Administrator How to Switch from Microsoft Silverlight to HTML What's New for Administrators What s New for the Country Versions Upgrade Activities Travel Admin Managing Travel Expense Budgets Restore Deleted Trips Setting Up Exchange Rates Managing Credit Cards Field Settings Managing Related Products Managing Employee-Specific Mileage Rates Specify Cost Object Conditions Based On Expense Types Business Configuration Overview Quick Guide Implementation Projects Quick Guide Setting the Time Zone Setting Up Exchange Rates Managing ERP Accounts and Vendors Setting Up Expense Reporting Setting Up Audit and Approval of Expense Reports Setting Up Auditing and Approval of Expense Types Editing Expense Reimbursement Groups Editing Expense Types Setting Mileage Rates Setting Per Diem Rates and Deductions Configuring Beneficiary Types and Spend Tracking Configuring Daily Limits for Meals US Making Company Settings for s Requesting and Processing Advances Setting Up Approval by Table Of Contents P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 3

4 7.18 Setting Up The Audit and Approval Process Setting Up Checks for Minimum Trip Days for Expenses Setting Up Checks for Expense Limits per Trip Day or Trip Setting Up Checks for Duplicate Expenses Setting Up Checks for Exchange Rate Differences Fraud Prevention with Compliance Checks Setting Up Adjustment Reason Codes (MasterCard Only) Working with Generic Country Versions Security Configuration: Encryption and Signature Check Configuration: and Fax Settings Configuration: Load Certificates and Activate Signing and Encryption for s Application and User Management Business Flexibility Working with the Adapt Menu Working with Mashups Working with Extension Fields Using the Flexibility Change Log Adding an Extension Field to a Mobile Floorplan Creating an Extension Field Extension Fields Quick Guide Downloading Additional Software Creating and Editing Form Templates Adding Company-Specific Help Administrator Adaptation Quick Guide (HTML5) Input and Output Management Business Communication Monitoring Quick Guide Connectivity Errors - Troubleshooting Communication Systems Quick Guide Communication Arrangements Quick Guide Integrating Financials and Payroll Background Jobs Monitoring Background Jobs Incidents Reporting and Tracking Incidents Tracking and Handling Incidents Report an Incident User and Access Management Business Roles in Business Roles Quick Guide Business Users Quick Guide Working with Business Roles Work Quick Guide (in User and Access Management) Support and Technical Users Quick Guide Task Distribution SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Table Of Contents

5 Business Task Management Setting Up The Audit and Approval Process Manually Assigning Approvers Creating an Extension Field for the Approval Process Integration Integrating SAP ERP Financials Integrating Paymetric About Paymetric Integrating Paymetric and Integrating Online Booking Tools, Itinerary Management Systems, or a Travel Agency Integrating Smart Receipt Recognition Integrating Central Scanning Integrating Electronic Invoices Integrating SAP NetWeaver BW Integrating Business Partner Master Data Integrating SAP Jam Integrating MedProID Database Master Data Replication Manually Replicating Master Data Setting Up Cost Objects Setting Up Products Employee Replication Requests Quick Guide Reporting Line Unit Replication Requests Quick Guide Business Analytics Introduction to Reports Design KPI Quick Guide Design Reports Quick Guide Design Data Sources Quick Guide Design Key Figures Quick Guide Monitoring Quick Guide Broadcasts Quick Guide Hints for Joining or Combining Travel-Related Data Sources Service Control Center Service Control Center Quick Guide Monitoring Expense Report Usage in Maintenance Schedule Quick Guide System Availability Quick Guide Systems Quick Guide Contact Details Quick Guide Table Of Contents P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 5

7 1 Getting Started as an Administrator As an administrator in, you are responsible for setting up the system and making all the necessary initial settings, such as creating users, defining the time zone and currency to be used, and integrating and the online booking tool. After you go live, you are also responsible for regular day-to-day tasks like updating exchange rates, handling incidents, and generally making sure the system runs smoothly. If you want, you can also customize your system by incorporating optional software updates or internet mashups. The administrator tasks are divided into two roles: The system administrator, who handles technical activities and content, and the travel administrator, who handles travel- and business-related activities. Administrator Roles Travel Administrator's Main Tasks Work Centers System Administrator's Main Tasks Work Centers Manage expense reports Travel Admin Input and Output Management Application and Electronic Invoices Manage credit cards Travel expense budgets Approval processes This contains the major integration tasks formerly found under Admin System Settings User and Access Management User Management Business Flexibility Task Distribution Background jobs Display: Master Data Manual replication of master Master Data Employee and user data Replication data Replication Cost centers and other cost objects Reporting line units With authorization only to display data Import and Display: Employees Cost centers and other cost With authorization to display and import data Business partners objects Organizational structure Reporting line units Business partners Show Organizational structure Prepare, fine-tune, and integrate and Business All business configuration activities Business extend implementation projects Configuration Configuration Configuration Elements Getting Started as an Administrator P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 7

8 Travel Administrator's Main Tasks Work Centers System Administrator's Main Tasks Work Centers From here you can jump to all your admin Cockpit From here you can jump to all your admin Cockpit tasks with just one click. If you like, you tasks with just one click. If you like, you can still find your tasks spread across all can still find your tasks spread across all individual admin work centers. individual admin work centers. Here are a few helpful tips for you when Here are a few helpful tips for you when working with the Cockpit: working with the Cockpit: You can always remove or add You can always remove or add links to the tasks under links to the tasks under Personalize This Screen. Personalize This Screen. Numbers next to tasks, for Numbers next to tasks, for example Unassigned Business example Unassigned Business Tasks (8), represent work items Tasks (8), represent work items for you. for you. Keep in mind that not all Keep in mind that not all the numbers have the the numbers have the same impact. Some same impact. Some represent notifications represent notifications while others represent while others represent actual errors that need to actual errors that need to be corrected. be corrected. none none View contact and company information, and enter contact details Service Control Center System monitoring none none Design reports, data sources, and key figures Business Analytics If you are still using the classic Microsoft Silverlight client but thinking about moving to the new HTML5 client, get yourself familiar with the prerequisites and benefits beforehand How to Switch from Microsoft Silverlight to HTML5 [page 13]. Setting Up Your System System Administrator Task Location Help Set up your company code. Either A or B. a. In Master Data Replication, under Setting Up Companies and Company Codes Common Tasks, choose Edit Company. b. In Application and User Management, under Common Tasks, choose Edit Company Codes SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Getting Started as an Administrator

9 Task Location Help Integrate with all necessary external systems. Import employee data into SAP Cloud for Travel and Expense from SAP ERP. Assign business roles (that is, authorization which allows them to perform predefined tasks) to users. Set up the cost centers and other cost objects (such as internal orders, projects, and sales orders) that travelers can assign the costs of their expenses to. In Application and User Management, choose one of the following: Communication Systems Communication Arrangement Integration Configuration under Common Tasks, choose Manage Expense Report Wage Types In Master Data Replication Manual Replication, choose Employees. Choose Application and User Management Business Roles. In Master Data Replication, choose one of the following: Cost Centers Other Cost Objects Integrating SAP ERP FIN [page 182] Integrating SAP ERP HCM [page 137] Integrating Online Booking Tools, Itinerary Management Systems, or a Travel Agency [page 188] Integrating Paymetric [page 187] Integrating Central Receipt Scanning [page 195] Integrating SAP NetWeaver BW [page 198] Integrating Electronic Invoices [page 196] Manually Replicating Master Data [page 211] Business Roles in SAP Cloud for Travel and Expense [page 154] and Business Roles Quick Guide [page 157] Setting Up Cost Objects [page 214] Travel Administrator Task Location Help Set your time zone. 1. In Business Configuration Implementation Setting the Time Zone [page 47] Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Time Zone Maintenance. Getting Started as an Administrator P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 9

10 Task Location Help Set the per diem rates for meals and lodging, per diem deductions for meals, and set up the per diem account determination groups to ensure that all per diem expenses are posted correctly. 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune and one of the following: Per Diem Rates for Meals - <Country> Per Diem Rates for Lodging - <Country> Setting Per Diem Rates and Deductions [page 64] Set up and manage the G/L accounts involved in SAP ERP transactions. 1. In Business Configuration Implementation Managing SAP ERP Accounts [page 49] Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Manage ERP Accounts and Vendors. Set up credit card accounts. In Travel Admin, under Common Tasks, choose Manage Credit Card-Related Accounts. Managing Credit Cards [page 25] Define the conditions under which expense reports require approval. 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune and one of the following: Set Audit and Approval Process for Expense Reports <Country> Setting Up the Approval and Auditing Process [page 73] Set Approval and Auditing Conditions for Expense Reports Expense Types <Country> Manually assign approvers to employees (optional). In Travel Admin Approver Assignment, choose Manually Assign Approvers. Manually Assigning Approvers [page 176] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Getting Started as an Administrator

11 Task Location Help Set the mileage rates which will be used to reimburse employees who claim for fuel for their personal car, and set up the mileage account determination groups to ensure that all mileage expenses are posted correctly. 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Mileage Rates <Country>. Setting Mileage Rates [page 62] Set up the expense types that employees can claim in. 1. In Business Configuration Implementation Setting Up Expense Types [page 49] Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Expense Reporting <Country>. Monitoring and Managing Your System After you go live, you have to keep an eye on the day-to-day workings of your system and make sure that everything keeps running smoothly. System Administrator Task Location Help Monitor jobs to verify, for example, if data was correctly transmitted from the credit card issuer or the online booking tool: View any changes that other system administrators have made to the system. Process incidents from end users directly, or request help from SAP Cloud for Travel and Expense Support. In Application and User Management, choose Background Jobs. In Application and User Management, choose Flexibility Change Log. In Application and User Management, choose Incidents. Monitoring Background Jobs [page 143] Using the Flexibility Change Log [page 103] Tracking and Handling Incidents [page 147] Travel Administrator Task Location Help View and update user details, such as addresses and passwords. View the current cost assignments in your company, and add new ones if necessary. In Master Data Replication Display Employees. In Master Data Replication Display Cost Centers. Manually Replicating Master Data [page 211] Setting Up Cost Objects [page 214] Getting Started as an Administrator P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 11

12 Task Location Help Update the exchange rate that SAP Cloud for Travel and Expense uses to convert the cost of expenses into the currency used by your company. Assign credit cards to employees, and monitor credit card feeds to verify whether files sent from credit card issuers have been transmitted successfully or not. In Travel Admin, under Common Tasks, choose Update Exchange Rates. 1. Travel Admin Credit Card Feed Monitoring 2. Travel Admin Credit Card Transactions 3. In Travel Admin, under Common Tasks, choose Manage Corporate Credit Cards Setting Up Exchange Rates [page 24] Managing Credit Cards [page 25] Customizing Your System System Administrator Task Location Help Set up single sign-on (SSO) so that users are automatically authenticated when they access. Enable users to incorporate web mashups into their environment. In Application and User Management, under Common Tasks, choose Configure Single Sign- On. In Application and User Management, choose one of the following: Mashup Web Services Configure Your Solution for Single Sign-On Working with Mashups [page 99] Mashup Authoring Create and apply templates which you can use to add your company logo or disclaimer to the e- mails and forms sent by SAP Cloud for Travel and Expense. In Application and User Management, choose one of the following: Master Template Maintenance Form Template Maintenance Creating and Editing Form Templates [page 112] Microsoft Office Template Maintenance Download and install additional software which helps you with your analytics and customizing tasks. In Application and User Management, choose Download Center. Downloading Additional Software [page 111] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Getting Started as an Administrator

13 2 How to Switch from Microsoft Silverlight to HTML5 Why HTML5? HTML5 is the new standard for internet technology, and comes with a lot of advantages. It delivers most of the content without the need for additional plug-ins and can be used for everything from playing simple animations to running complex applications. But the most important reason why we decided to run on HTML5 is to bring you a powerful and intuitive solution that can simplify your work, and save you time, and all that on a reliable, easy to use platform. If you still want to continue using your solution in Microsoft Silverlight, you can, of course do so, but you'll be missing out on some great new features developed only for HTML5. Sneak Preview Here is what the screens look like in Microsoft Silverlight and HTML5 so you can decide which ones you prefer. Report in Microsoft Silverlight Report in HTML5 Traveler Home Page in Microsoft Silverlight Traveler Home Page in HTML5 How to Switch from Microsoft Silverlight to HTML5 P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 13

14 New Expense Report in HTML5 Expense Report Details in Microsoft Silverlight What's New for All Users There are some great new functions available for all business users. For more information, see here. What's New for Administrators The following functions are available for administrators. For more details, see here [page 17]. Prerequisites Minimum Hardware Requirements Pentium 4, 2.4 gigahertz (GHz) or faster (recommended Intel Core 2 Duo (2.4 GHz with a 1066 megahertz (MHz) front-side bus) ) At least 1 gigabyte (GB) of RAM (2 gigabytes (GB) is recommended) Minimum Network Requirements Upstream: 2 mbps Downstream: 2 mbps Latency: 200ms or better A typical active user requires approx kbps, assuming normal working behavior. SAP Support might request wired networking during issue investigation. Supported Internet Browsers For Microsoft Windows OS we support the following internet browsers: Microsoft Internet Explorer 9.0 or higher Google Chrome 30.0 or higher Mozilla Firefox 24.0 or higher For Apple Mac OS X we support the following browser: Apple Safari 6.1 or higher SAP starts support for Safari browser versions usually 3 months after their general availability. If you start using an internet browser that is not supported, the system will notify you SAP SE or an SAP affiliate company. All rights reserved. P U B L I C How to Switch from Microsoft Silverlight to HTML5

15 The pop-up blocker should either be disabled, or the system URL should be added to your list of trusted Web sites. Preparing Your System 1. Testing the HTML5 Client a. Start by trying out the HTML5 client in a test tenant. Simply add this string /sap/public/byd/ runtime?client_type=html to your host URL (for example client_type=html). You can switch back to the Microsoft Silverlight client at any time, however this is not recommended once you've started using features that are available in HTML5 only. To switch to a parallel session in Microsoft Silverlight, choose Adapt Launch Microsoft Silverlight Client. This option is available only to administrators. b. Once you have decided to run your productive solution in HTML5, you just have to complete a few more steps to get up and running. Proceed from here [page 15] if you want to switch to HTML5 straight away. 2. Making Extension Fields and Mashups Available a. If you use extension fields and mashups in Microsoft Silverlight, you will have to make the same content available on HTML5 screens too. You do this in the test client. Here's a list of the screens that might require adjustments before you switch to HTML5: Traveler Home Page Assistant Home Page Expense Report including Expense Details, Itemization, Per Diems, Mileage, Attachments Trip Request Itinerary b. In a nutshell, this means that you have to add any extension fields and mashups previously added in Microsoft Silverlight to the HTML5 screens. You do this in adaptation mode. Find out exact details of what you have to do here: Extension Fields Quick Guide (HTML5) Mashups and Web Services Personalize a Mashup (HTML5) 3. That's it! You're now ready to switch to. Switching to HTML5 and Next Steps Only administrators can perform this task. As soon as you switch to HTML5, the changes are visible to all users. 1. Go to Adapt Company Settings and under Client choose HTML5 as the preferred client. 2. Inform all your users that they might need to redo their personalization settings for some screens. How to Switch from Microsoft Silverlight to HTML5 P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 15

16 Keep in mind that after the switch all users can work only in HTML5; they can't switch between Microsoft Silverlight and HTML5. 3. For all travel-related tasks, you as an administrator can choose to work in HTML5. You will still have to perform all administration tasks in Microsoft Silverlight because the admin work centers are still only available in Microsoft Silverlight. To open a parallel session, choose Adapt Launch Microsoft Silverlight Client. 4. Customer-specific documentation: This only applies if you have scoped Trip Request and/or Itinerary and you use customer-specific documentation for specific views. In the HTML5 environment we combined the views for Trip Request, Expense Report and Itinerary into one screen with tabs for the different business documents. The Help ID for Expense Report now carries the links to the documentation for all three tasks, so that after the switch to HTML5, you will have to reassign any customer-specific help you might have for Trip Requests or Itineraries. No other screens are affected. 5. Incident Handling: If you run into any issues that you can't solve using the Help Center documentation, there are two ways of getting help: Report an incident from Microsoft Silverlight [page 144] Report an incident from HTML5 [page 152] If you are not satisfied with the solution to your problem, you can always switch back to Microsoft Silverlight, even after you go live. Known Limitations The HTML5 client only runs on desktop applications. It does not run on mobile. All admin work centers are only available in the Microsoft Silverlight client. Although several internet browsers are supported, we recommend using Google Chrome. Internet Explorer 8 is not supported SAP SE or an SAP affiliate company. All rights reserved. P U B L I C How to Switch from Microsoft Silverlight to HTML5

17 3 What's New for Administrators To quickly find what's new in as of November 2014, click Show All in the top right corner of the document and use the search function in your browser to find your keywords. Check out the Help Center on the right of the screen if you need help at any point. Please note the meaning of the following icons: Feature available in the HTML5 client only Highlight feature Feature that can be switched on or off by your company depending on company-specific requirements New Scoping and Fine-Tuning Options The following scoping and fine-tuning enhancements are available: Scoping Option Changes to Smart Receipt Recognition scoping options Fine-Tuning Option New checks: Setting Up Compliance Checks Description The scoping option Optimizing Smart Receipt Recognition can now be activated without having to activate the option Smart Receipt Recognition Enablement. Previously it wasn't possible to activate the optimization option, which allows OpenText to use your receipts for analysis and optimization purposes, on its own. This means that you can now decide to help improve the tool's recognition capabilities before you actually start using Smart Receipt Recognition in your company. Description There are two new checks to help you improve the compliance of expense reports in your company: Expense Limits per Trip Day or Trip lets you specify the limits employees are allowed to spend on certain expenses per trip day or whole trip. Minimum Trip Days for Expenses lets you specify which expenses employees are allowed to claim only after a minimum number of trip days. For more information about new compliance checks, see Setting Up Checks for Expense Limits per Trip Day or Trip [page 76] and Setting Up Checks for Minimum Trip Days for Expenses [page 75]. New credit card setting: Manage MasterCard Account Type Settings For MasterCard credit cards, we pre-deliver a combination of Billing Type/Account Type assigned to a Payment Type, such as paid by company or paid by employee. This new finetuning activity enables you to check the pre-delivered payment type settings for each billing/ account type combination. In the event of errors in credit card processing, you can add new entries here to meet your company requirements. For more information, see the task Managing MasterCard Account Type Settings in Managing Credit Cards [page 25]. What's New for Administrators P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 17

18 New limit on advances for trip requests in the fine-tuning activity Travel Planning: Country Version Settings Enhancement to finetuning activity Set Audit and Approval Process for Expense Reports: Self-Approval Settings New fine-tuning activity for tax code groups in Expense Reporting <Country> If you use trip requests in your company, you can specify that an advance payment can only be requested up to a certain percentage of the total estimated costs of the trip. In addition to enabling self-approval, you can now also specify settings for self-audit. Therefore, the activity has been renamed to Self-Approval and Self-Audit Settings. For more information, see Setting Up Audit and Approval of Expense Reports [page 51]. Up to now, you couldn't view the tax code groups delivered in nor change the default assignment of tax codes to expense types. This is now possible with the new fine-tuning activity Define and edit tax code groups. This gives you more control over which tax codes are defaulted for the various expense types in expense reports. It also enables you to limit the tax code groups offered for selection to only those that are relevant for expense types used in your company. New Functions The following new functions and enhancements are available in the admin work centers. Travel Admin Function New work center view: Online Booking Tool Synchronization Runs What's New or Changed As a Travel Admin, you can now monitor jobs for the synchronization runs of the online booking tools and view the corresponding application logs. In addition, you can also schedule or reschedule synchronization jobs. For more information, see Monitor and Reschedule OBT Synchronization Jobs SAP SE or an SAP affiliate company. All rights reserved. P U B L I C What's New for Administrators

19 Application and User Management Function New work distributions available for Trip Requests and Itineraries in Approval Processes What's New or Changed In Application and User Management Task Distribution Approval Processes or in Travel Admin Approvals Approval Processes. The following work distributions, previously only available for expense reports, can now also be implemented for trip requests and itineraries. Custom Approver Determination For this, you must scope the business option Custom Approver Determination Using SAP Cloud Application Studio. This business option enables customers to implement their own work distribution options developed in SAP Cloud Application Studio. Line Manager Matching the Approval Limit This work distribution finds the line manager who has authorization to approve expenses up to a predefined limit. Line Manager Matching the Approval Limit Including Lower-Level Managers This work distribution finds the line manager who has authorization to approve expenses up to a predefined limit and all lower-level managers in the chain. For more information, see step 2.6 in Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests New conditions available for Expense Reports in Approval Processes There are new approval conditions available for expense reports: Advance status You can specify that expense reports containing requests for advances require approval depending on the status of the advance (requested, cleared, or reimbursed). Policy Violation You can specify that all expense reports for which the system reports a policy violation require approval. Master Data Replication Function Employee Replication Usability Enhanced monitoring of FI Posting What's New or Changed Incorrect employee IDs can be corrected more easily. Consistency checks for posting messages can now be monitored better and faster in system monitoring. See Also What's New for the Country Versions [page 20] Upgrade Activities [page 21] What's New for Administrators P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 19

20 4 What s New for the Country Versions Here you can find out what's new or changed for the country versions of as of November Features marked with the HTML5 symbol are available in the HTML5 client only. Country Version Germany Norway The Netherlands Belgium Finland Australia Canada What's New or Changed Expense Report: Handling of Per Diem Rates for Border Crossings To ensure compliance with German tax legislation regarding which per diem rates apply if the time of arrival at the first destination is more than 24 hours after the trip start time, we have made it possible to edit the date and time fields of the First Destination field. Under More Destinations on the expense report details screen, travelers can now specify the exact date and time of arrival at the first destination and thus ensure that the correct per diem rates are applied. Mileage Reimbursement The system enables travelers to claim their mileage expenses by selecting the respective Vehicle Class and entering the trip distance in the Mileage section of the expense report. Company Car A new vehicle class Company Car has been added. The system records the traveler's trip distance, but it doesn't reimburse the expenses. Statutory Rates for Meals and Lodging Per Diem The system enables travelers to maintain the statutory rates for meals and lodging per diem. Company Car A new vehicle class Company Car has been added. The system records the traveler's trip distance but it doesn't reimburse the expenses. Duration-Based Meal Per Diem Rates Based on the number of hours spent, the system calculates the meals per diem. Expense Reimbursement The system enables travelers to claim and get reimbursed for their travel expenses. Statutory Mileage Rates with Mileage Accumulation Statutory mileage rates are pre-delivered in the system. The system records and accumulates the distance traveled by each traveler. VAT on Mileage The system calculates VAT on the mileage expenses SAP SE or an SAP affiliate company. All rights reserved. P U B L I C What s New for the Country Versions

22 6 Travel Admin 6.1 Managing Travel Expense Budgets Overview You can create travel budgets for cost centers and other cost objects (projects, internal orders and sales orders) for different periods. New budgets can be created manually or, in the case of budgets by period, uploaded in a Microsoft Excel template. You create either an overall budget for a cost object for a period or individual budgets for specific categories of expense types for a period, not both. Create a Budget by Period 1. In Travel Admin, choose Manage Travel Expense Budgets. The Travel Expense Budget screen lists existing budgets and displays details of the budget periods and amounts. 2. To edit a budget from the list, select the budget and choose Edit. 3. On the General tab, you can view the details of the cost object or cost center. Here you can activate or deactivate a budget. 4. On the Expense Budget tab, choose Add Row to create a new budget for a specific period, and enter an amount and currency. Budget periods for an object must be consecutive and have no gaps or overlaps. 5. Save and review your changes. Create a Budget by Expense Category If you need to specify budgets for different categories of expense types, you can do so by selecting from the available expense categories. You create either an overall budget for a cost object for a period or individual budgets for specific categories of expense types for a period, not both. 1. In Travel Admin, choose Manage Travel Expense Budgets. The Travel Expense Budget screen lists existing budgets and displays details of the budget periods and amounts. 2. To edit a budget from the list, select the budget and choose Edit. 3. On the Expense Budget tab, choose Add Row and enter the period for the new budget by expense category. Budget periods for an object must be consecutive and have no gaps or overlaps. 4. In the Budget by Expense Category section, select the categories of expense types you need, and enter the budget amount and currency. The Totals column at the top displays the current budget amounts calculated for all expense categories you maintain for the period. Be aware that expense categories with no budget defined will by default have unlimited budget. Create a New Budget by Period from Microsoft Excel You must install the latest Add-In for Microsoft Excel under Application and User Management Download Center. For more information, see Downloading Additional Software [page 111] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

23 1. In Travel Admin Manage Travel Expense Budgets, on the Travel Expense Budgets screen, choose New and then Travel Expense Budget from Microsoft Excel. 2. On the Export to Microsoft Excel dialog box, choose Download to download the template. 3. Decide what you want to do with the template. Choose one of the following options: If you want to use the template only once, choose Open to edit the template without saving it to another location for later use. If you want to save the template so that you can use it again, choose a location to save the file to, enter a file name, and choose Save. Then choose Open. We recommend that you use a new version of the template for each upload to prevent any data inconsistencies. 4. To log on to from the Microsoft Excel Template, in the SAP Add-In ribbon of the template, choose Logon. If you cannot log on to the system from the Add-In for Microsoft Excel, ask your system administrator to check your computer and browser settings (for example, proxy server settings or list of trusted websites). A dialog box opens where you can enter the logon details. The system URL is proposed automatically. This is the URL of the system that you are working with. After your first logon to the system, the ribbon text is changed from SAP Add-In to. 5. Enter your user ID and your password, and choose Logon. 6. Enter details of the new budgets in the template. A Lookup function is available for some fields in the solution's toolbar, which enables you to search the system for data, for example, cost center IDs. If the function is not active for a field, you can't search for data in the system. When you specify a cost center type, you have to enter a cost center ID. The cost object ID field is automatically greyed out. Allowed date formats are DD.MM.YYYY or DD/MM/YYYY. 7. When you have finished entering data, choose Save data to. A dialog box informs you that the data is being saved to the solution or that errors have occurred. Any errors have to be corrected before data can be saved to. After the upload, a message informs you that your data has been saved in the solution. 8. Choose Logoff. Result: You have created new budgets for cost centers or other cost objects in. s sent to managers for approval of expense reports will contain budget details including overall, used and remaining budget. 6.2 Restore Deleted Trips Travelers can now delete trips, and the deleted trip will disappear from their home page. Sometimes they might delete a trip accidentally at which point they might get in touch asking you to restore it. Under certain conditions, deleted trips will still be available in the system and receive the new Canceled status. Whether a trip is available for you to restore it depends on the status of the documents (trip requests, itineraries) for the trip: Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 23

24 If the trip contains... Trip request (not submitted) Can you restore it? No If a trip request has not yet been submitted for approval, it will be irrevocably deleted. Trip request (Approved or pending approval) One or more itineraries Yes Yes If a trip contains an expense report, you should know that: If a trip contains only an expense report and this expense report has not yet been released for reimbursement, it will be irrevocably deleted. In this case, it is not available in your list and can't be restored. If a trip contains, for example, an itinerary and an expense report and this expense report has not yet been released for reimbursement, it can be restored. Any expenses that had been added to this expense report, however, will be irrevocably deleted. Restore a Trip 1. Go to the Travel Admin work center and choose Canceled Trips. 2. On the Manage Canceled Trips screen, choose Go. 3. Select a trip and choose Undo Cancellation. The trip appears again on the traveler's home page. If it contains a trip request or any itineraries that require approval, it will also automatically be sent to the approver again. 6.3 Setting Up Exchange Rates When travelers enter their expenses in, the system automatically converts the amount to the currency used by your company. In order to make this conversion possible, you have to enter exchange rates for all the currency pairs used by your company, such as EUR to USD, or USD to GBP, and so on. You can enter multiple exchange rates for a currency pair. If no exchange rate is available for a conversion (such as converting USD to EUR), the system automatically uses the exchange rate for the reverse currency pair (EUR to USD). Tasks Entering Exchange Rates Directly in 1. In Travel Admin under Common Tasks, choose Update Exchange Rates. 2. Enter the required exchange rates SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

25 Always enter exchange rates in the format used in the country for which your system has been set up. In a system used in the United States, for example, use a period (.) to indicate a decimal point, such as in , as opposed to using a comma (,), which is common practice in other countries. Avoid making entries that use a comma and a period, such as 1, Save your entries. Importing Exchange Rates from Microsoft Excel In addition to entering exchange rates directly in, you can import exchange rates from Microsoft Excel in XML format. The columns in the file to be imported must match the fields available in SAP Cloud for Travel and Expense. To learn how to do this, check out Creating Exchange Rates Using Microsoft Excel. Exporting Exchange Rates to Microsoft Excel 1. In Travel Admin, choose Exchange Rate Requests. 2. Choose Export To Microsoft Excel. If the pop-up doesn't appear, add to your list of trusted websites and try again. 3. Select the folder to which you want to save your data as a Microsoft Excel file, and choose OK. The exchange rates from SAP Cloud for Travel Expense are saved to a newly created Microsoft Excel file for your reference. Removing Exchange Rates 1. In Travel Admin, choose Update Exchange Rates. 2. Select the relevant exchange rate and choose Remove. 3. Save your changes. The exchange rate is set to inactive, and you can view it in the exchange rate history. 6.4 Managing Credit Cards Under Travel Admin Credit Cards, you can monitor all credit card related actions. Select Feed Monitoring to view all credit card files and their current status. Select Transactions to view the credit card transactions and the related expense report if already assigned. Within, the following credit card types and brands are supported: Credit Card Type Credit Card Brand MasterCar Visa American Lufthansa U.S. Bank d Express AirPlus Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 25

26 Credit Card Type Personal corporate credit cards with personal liability and payment (paid by employee): Credit Card Brand Yes Yes Yes Yes Yes 1. The employee pays with the credit card. 2. The employee receives the credit card invoice from the credit card company and pays the credit card company. 3. The employee creates an expense report to claim back the costs from his/her company. Personal corporate credit cards with company liability and payment (paid by company): Yes Yes Yes Yes Yes 1. The employee pays with the credit card. 2. The company receives the credit card invoice. 3. The employee creates an expense report, including the credit card transactions. 4. The company charges the employee for possible private expenses. 5. The company pays all expenses to the credit card company. Central corporate credit cards with company liability and payment (paid by company via a central account): Yes No * Yes * 1. The travel agency books, for instance a flight, and issues the tickets to the employee. 2. The airline receives the payment from the credit card company. 3. The company receives the credit card invoice. 4. The employee creates an expense report, including the credit card transactions. 5. The company pays all expenses to the credit card company. * The credit card provider has to be able to uniquely identify the employee and be willing to provide the employee ID to for each transaction. Importing Credit Card Data Files imports data files from credit card issuers, each with its own file format as shown in the table below: SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

27 Credit Card Brand File Type File Format American Express Flat GL1025 If you use the format AMEX 1025, you must check the pre-delivered account assignment settings to see if they meet your company's requirements. For more information, see the task Managing American Express Account Type Settings. US Bank (VISA) Flat USBC1 Visa Flat VCF4 MasterCard XML CDF3 Air Plus XML CDF3 (AirPlus) We support automatic processing of expense data originating from credit card transactions. This way employees can complete their travel expense reporting as soon as possible. To ensure that cardholder data is handled securely, uses a tokenization solution provided by a third-party credit card service provider, Paymetric TM. For more information, see About Paymetric [page 186]. If you want to enable to import transactions from employees' corporate credit cards into their expense reports, you need to set up the Paymetric web service. For more information, see the SAP Cloud for Travel Expense Integration Guide, which is available on the SAP Service Marketplace at service.sap.com/instguides, Cloud Solutions from SAP. The mechanism for automatically importing a set of credit card transactions into a system is called credit card feed. For example, your company can receive a file each day from a credit card issuer with a list of transactions to be assigned to expense reports. Credit card issuers are financial institutions, such as banks, that supply branded credit cards to companies and employees. You can also upload credit card files without having to wait for the scheduled run. See the task Manually Importing Credit Card Files for information on how to do this. If you need to ensure that credit card files are imported into the current tenant only and to no other tenants, go to Travel Admin Credit Cards Feed Monitoring and choose Exclusive File Import Enable. Tasks SET UP Managing Credit Card Issuers To be able to determine credit card-related accounts to be credited for expenses paid by corporate credit cards, you can add credit card issuers to your system. 1. In Business Configuration Implementation Projects, select your project and choose Open Activity List. 2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Edit credit card issuers. Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 27

28 4. Choose Add Row. 5. Select an ID under Issuer ID, and enter the required name in Issuer Name. The Issuer Name field is casesensitive. If you use the file format AMEX 1025, you must check the pre-delivered account assignment settings to see if they meet your company's requirements. For more information, see the task Managing American Express Account Type Settings. 6. Save your changes. The credit card issuer is added to SAP Cloud for Travel Expense. You can only delete an issuer from the list if no credit card transactions have been posted. Managing Credit Card-Related Accounts When employees charge expenses, for example, airfares, to a central travel account or to company-paid credit cards, the company pays the invoice or monthly bill and assigns the costs initially to a reconciliation account. As employees fill out expense reports, costs are assigned to G/L accounts based on the expense type and the initial reconciliation account is offset. You must specify the offset account for each credit card type. This ensures that the details of each credit card transaction received through credit card feeds are sent to the appropriate account. Offset accounts are also used for employee-paid credit cards when split payments are enabled. With split payments, the company does not reimburse the employee directly. Instead, the company reimburses the employee's expenses by paying the employee's credit card issuer directly. 1. In Business Configuration Implementation Projects, select your project and choose Open Activity List. 2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Manage credit card-related accounts. A list of existing credit card accounts appears. 4. Choose Add Row. 5. Complete the fields as required. The table shows sample entries. The fields marked with * (asterisk) are explained below the table. Example: Add Credit Card-Related Account Credit Card Issuer Credit Card Brand Card Clearing Type* Type* Offset Account ID* Offset Account Name Valid From Valid To U.S. Bank Visa Company-Paid Credit Card Reconciliation 130 Airfare, Rail, Mileage 07/23/2012 Unlimited American Express AMEX Split Payment Vendor AMX Amex Split Payment 07/23/2012 Unlimited Card Clearing Type Company-Paid Credit Card: A personal corporate credit card issued to employees, whose charges are paid by the company. Bills are sent directly to the company SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

29 U.S. Bank only: For all transactions posted to a diversion account, a reconciliation account with the card clearing type Company-Paid Credit Card will be used. Split Payment: Used for a personal corporate credit card with employee liability. You, as a company, pay the approved travel expenses directly to the credit card company. The employee receives the invoice from the credit card issuer only for any remaining private expenses and pays them directly to the credit card issuer. In the case of Split Payment, the on-premise system requires access to the full credit card number, since this is used for payment processes. Access to the credit card number, which has been previously replaced by a token, is achieved by means of a detokenization process. A Paymetric Web service is called to retrieve the full credit card numbers from the tokens. For more information about detokenization and the detokenization options available, see the Integration Guide, which is available in SAP Service Marketplace at under SAP. Cloud Solutions from Central Corporate Account: A central corporate credit card used by your travel center, which books and pays for certain travel services (typically flights and rail connections). The company receives the bill for this card and holds full liability for making the payments. Type For employee-paid credit cards, you can specify the following types of offset accounts: Reconciliation Account This account is used to aggregate the required payments to a credit card issuer that are based on expenses for many employees. Vendor Account This account is used to make direct payments to a credit card company. Offset Account ID and Name These settings are configured in the fine-tune activity Manage ERP Accounts and Vendors. 6. When you save your changes, the credit card-related account is added to. Defining Expense Types for Late Fees Credit card providers charge late or delinquency fees for overdue payment of credit card bills. In SAP Cloud for Travel and Expense, there are several ways you can handle such fees, depending on your company policy. You can flag such late fees so that they are not reimbursed by the company but by the cardholder. This mapping only applies for credit cards from American Express GL1025, US Bank, and Visa. There are two steps involved in setting up this function: To handle late fees in this way You have to do this This is the result Your company doesn't reimburse late fees to employees; late fees should be paid by the cardholder 1. In the fine-tuning activity Edit Expense Types, create an expense type specifically for late fees as described in Editing Expense Types [page 57]. In step 6 of this activity, assign the Payment / Taxation attribute Non Reimbursable Amount (No Payment, No Taxation) to the new expense type. 2. In the fine-tuning activity Define Expense Types for Late Fees (described below), select the expense type to which late fees are automatically mapped. When late fees are charged, the new expense type is assigned to them. Late fees are not reimbursed by the company. Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 29

30 To handle late fees in this way You have to do this This is the result Your company reimburses employees for late fee charges but it wants to track such charges for reporting purposes. 1. In the fine-tuning activity Edit Expense Types, create an expense type specifically for late fees as described in Editing Expense Types [page 57]. In this case, do not assign the new expense type the Payment / Taxation attribute Non Reimbursable Amount (No Payment, No Taxation). 2. In the fine-tuning activity Define Expense Types for Late Fees (described below), select the expense type to which late fees are automatically mapped. When late fees are charged, the new expense type is assigned to them. Late fees are reimbursed by the company and can be reported on. Your No action required Whether late fees are company requires no special handling for late fees. Optional: Late fees typically come without any merchant category code (MCC). This is represented in the system with MCC 0000 and the expense type Miscellaneous. You can change the default expense type mapping of MCC 0000 to another expense type if you want. For more information about this, see the task Managing Merchant Category Code Mapping in this document. reimbursed or not depends on the Payment / Taxation settings that are made for the expense type assigned to MCC 0000 in the fine-tuning activity Edit Expense Type. Define Expense Types for Late Fees 1. In Business Configuration Implementation Projects, select your project and choose Open Activity List. 2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Define expense types for late fees. 4. For the country version you require, select the expense type for late fees that you created previously in the fine-tuning activity Edit Expense Types. 5. Save your entries. Managing Merchant Category Code Mapping In this activity, you can map merchant category codes (MCC) to the expense types used in your company. A merchant category code is a four-digit number used by the bankcard industry to classify businesses according to the type of goods and services they provide. Credit card feeds contain merchant category codes to identify the type of business involved in the credit card transaction. Mapping merchant category codes to expense types is a prerequisite for credit card payment processing. If credit card transactions come without any MCC, this is represented in the system with MCC This could be the case with late fees charged by credit card providers. You cannot change merchant category codes and their descriptions since they are defined by industry standards. Each merchant category code can be assigned only to one expense type; however, an expense type can be assigned to multiple merchant category codes. 1. In Business Configuration Implementation Projects, select your project and choose Open Activity List. 2. In the Fine-Tune phase, choose Manage Merchant Category Code Mapping <Country> from the list of activities SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

31 3. On the Merchant Category Code Mapping screen, a list of existing merchant category codes appears. 4. In the Expense Type field, select the expense type you want to assign to the merchant category code. 5. Optional: If you need to change the mapping for multiple expense types in one go, choose Mass Mapping Change and enter both the current and new expense type. 6. Save your changes. Setting Up Adjustment Reason Codes (MasterCard Only) Adjustment reason codes are typically system-generated numbers used to identify credit card adjustments, for instance payments or late fees, and are provided by MasterCard. If you import MasterCard files into your SAP Cloud for Travel and Expense system and want to specify if adjustments are relevant for reimbursement, enable this activity. For further information, see Setting Up Adjustment Reason Codes (MasterCard Only) [page 83]. Managing American Express Account Type Settings If you import credit card files in the file format AMEX GL1025, ensure that the pre-delivered settings for each American Express account type assignment meet your company's requirements. 1. In Business Configuration Implementation Projects, select your project and choose Open Activity List. 2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Manage Amex account type settings. A list of existing credit card accounts appears. 4. In the Payment Type column, you can select the relevant payment type. Changes to the pre-delivered Payment Type affect the entire credit card process and could result in incorrect credit card settlements. 5. Save your entries. Managing MasterCard Account Type Settings If you import credit card files in the file format MasterCard CDF3, ensure that the pre-delivered settings for each MasterCard account type assignment meet your company's requirements. 1. In Business Configuration Implementation Projects, select your project and choose Open Activity List. 2. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. 3. On the Credit Card Settings screen, choose Manage MasterCard account type settings. Changes to the pre-delivered Payment Type affect the entire credit card process and could result in incorrect credit card settlements. 4. Either select a Payment Type or select the Inactive checkbox if the relevant combination of account type and billing type is not relevant for the credit card process. If a credit card is already active in the system, selecting the Inactive checkbox will have no effect. Only new credit cards will be deactivated with this setting. 5. Save your entries. See also the task Marking Credit Cards as Deactivated [page 33] in this document. Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 31

32 Creating Credit Card Test Files In test systems, you can simulate a credit card process by creating credit card test files. You can use this function for demo purposes and to familiarize yourself with the credit card process of. Due to technical constraints of the test environment, the results, for example the status, may not always match the results of the file imports in a productive system. 1. In Travel Admin Credit Cards, choose Feed Monitoring. A list of all existing credit card files and their current status appears. 2. Choose Create Test File. A test file is created. Note that you cannot change the file name. 3. Specify the data in the Transactions table, or, alternatively in the Transaction Information section. 4. Optionally: Specify additional information in the corresponding section. You can also add further fields via Personalize Exclusion. This Screen, for instance Adjustment Reason Code (MasterCard only) and Reason for 5. Optionally: Choose Check to make sure you have entered all mandatory information. 6. Choose Save. 7. On the Credit Card Feed Monitoring screen, choose to display your test file in the list and to check whether or not the import was successful. To test live credit card files, due to PCI compliance the complete setup with the home bank and Paymetric as well as the complete setup in Business Configuration are required. REGULAR Assigning Credit Cards to Employees If a credit card is not assigned to an employee, no expense can be created. Therefore, you can easily manually assign credit cards: 1. In Travel Admin, under Common Tasks choose Manage Personal Corporate Credit Cards. A list of existing corporate credit cards appears. 2. In the Show field, select Unassigned Corporate Cards. A list of unassigned cards is displayed. 3. View the employee name that appears in Credit Card Holder. In Employee, click the icon on the right. 4. In the Find field, type the required name and choose Go. Any names that match the text you entered will appear in the worklist. 5. Click the required name. If you are not sure to which employee the card should be assigned, do not proceed. The name you have chosen appears in the selected table row in Employee. 6. Choose Save or Save and Close. Result and Follow-Up: The card is now assigned to the specified employee. Once a card is assigned to an employee, all new imported transactions listed for that card are automatically assigned to the employee. For older feeds for which a transaction already exists choose Retry SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

33 Manually Importing Credit Card Files If you do not want to wait until the next scheduled import of files, you can trigger an import manually. This process may take a few minutes. 1. In Travel Admin, choose Credit Cards Feed Monitoring. A list of existing credit card files appears. 2. Choose Start Import Now. 3. Choose. A new table row appears in the worklist containing details of the imported credit card file. Marking Credit Cards as Deactivated 1. In Travel Admin under Common Tasks choose Manage Personal Corporate Credit Cards. A list of existing corporate credit cards appears. 2. In the Show field, select All Corporate Cards. 3. In the Find field, type the required name and choose Go. Any names that match the text you entered will appear in the worklist. 4. Select a row and choose Deactivate. 5. Save your changes. Result: The card now appears with the status Deactivated in the Manage Personal Corporate Credit Cards worklist. On the Credit Card Transactions screen, the Reason for Exclusion column will show Inactive Credit Card for all deactivated credit cards. Monitoring Credit Card Feeds Credit card feed monitoring lets you check whether files sent from credit card issuers have been transmitted successfully. If technical errors occur, they can be identified and resolved to prevent problems in follow-on processes or with your credit card issuers. 1. In Travel Admin, choose Credit Cards Feed Monitoring. A list of existing credit card transaction files appears. 2. Under Show, select the view option you require. Error Handling The status of imported files is indicated under Status. You can view the error details and whether manual correction is possible in the Details section below. The following statuses are possible: Import Succeeded indicates that the file import contained no errors. In general no further action is required. However, there can be cases for which additional information is displayed in the Details section and we therefore recommend you always check this space. File Import in Progress indicates that an import is currently in process. Click. Processing Transactions indicates that transactions are currently being processed after a file import. If this status does not change after the expected time, you must start the import again by choosing Restart Import. Actions Import Failed indicates that errors in the file must be corrected by the credit card issuer as described in the error message. No manual correction by the administrator is possible. Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 33

34 Import Completed with Errors indicates that errors can be corrected by the administrator as described in the error details. When errors have been corrected, select the file and choose Retry. For example, to correct an incorrectly assigned credit card: 1. Go to Travel Admin Manage Personal Corporate Credit Cards (Common Task). 2. In the Show field, select All Corporate Cards, enter the card ID and choose Go. 3. Assign the card to the correct employee and save your entries. 4. Return to the Credit Card Feed Monitoring screen, select the relevant file and choose Retry. Once errors have been corrected for files with the status Import Failed or Import Completed with Errors, you can remove these entries from the list. To do so, select the item you want to remove and choose Actions Mark as Obsolete. When you refresh the list, obsolete entries are no longer shown. If you need to, you can undo this action by choosing Undo Obsolete Status. You can find a detailed list of all error messages as well as solutions in the Master Guide, which is available on SAP Service Marketplace at Cloud Solutions from SAP SAP Cloud for Travel and Expense. Monitoring Credit Card Transactions You can view details of each credit card transaction extracted from credit card transaction files that were imported into. 1. Under Travel Admin Credit Cards, choose Transactions. A list of all existing credit card transactions in your solution appears. 2. Select the view filter option you require: To view a list of transactions that are assigned to expense reports, select Assigned to Expense Report. To view a list of transactions that have not been assigned to expense reports, select To be Assigned to Expense Report. To view a list of transactions with error messages, select Transactions with Errors. To view a list of transactions that have no expenses assigned, for example, because the expenses have been deleted, select Excluded Transactions and then refer to the Reason for Exclusion column for details. To open the advanced search, choose next to the search input field. Enter the value in the relevant advanced search input field(s). The advanced search fields vary according to document type or task. 3. Choose one of the following actions: If a transaction has been assigned to the wrong employee, select the incorrectly assigned transaction and choose Change Employee Assignment. If you do not want a transaction to be further processed, for example when using paid by company transactions that have a different billing process, select the transaction and exclude it by choosing Set to Obsolete. Optional: You can add a comment to specify why you are excluding the transaction. If you want to change this comment at a later stage, choose More Comment. If you excluded transactions from being further processed, but want to include them again, select the transactions and choose More Undo Obsolete Setting. For excluded transactions whose status is Import Succeeded and that you want to make relevant for the billing process again, select the relevant excluded transactions and choose Create Expense. If an expense SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

35 report is available for the time frame of the expense, the expense is automatically assigned to the expense report. Viewing Corporate Credit Cards Personal Corporate Credit Cards Credit cards that are assigned and used by individual employees. 1. In Travel Admin under Common Tasks choose Manage Personal Corporate Credit Cards. A list of existing personal corporate credit cards in your solution appears. 2. Select the view filter option you require in the Show field and choose Go : To view a list of all personal corporate credit cards, select All Corporate Credit Cards. To view a list of personal corporate credit cards that have not been assigned to employees, select Unassigned Corporate Credit Cards. To view a list of personal corporate credit cards that have been deactivated, select Deactivated Corporate Credit Cards. Central Corporate Credit Cards Credit cards used centrally for a specific purpose, such as for all business trips. They are not assigned to an individual employee. 1. In Travel Admin under Common Tasks choose Manage Central Corporate Credit Cards. A list of existing central corporate credit cards in your solution appears. 2. Select the view filter option you require in the Show field and choose Go : To view a list of all central corporate credit cards, select All Corporate Credit Cards. To view a list of central corporate credit cards that are currently valid and in use, select Active Corporate Credit Cards. To view a list of central corporate credit cards that are currently invalid and not in use, select Deactivated Corporate Credit Cards. 6.5 Field Settings Overview Under Travel Admin Field Settings, you can specify which information travelers must enter in their: expense report (Manage Header Fields) expense (Manage Expense Fields) by selecting whether a field is to be mandatory, optional, or even hidden, for example, because it is not relevant. Decision Table In the field settings decision table you ll find the following default columns that require an entry: Expense Report (Header) Country Version Refers to the country in which the traveler is employed. Field Setting Expense Country Version Refers to the country in which the traveler is employed. Expense Type Field Setting Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 35

36 Also, there are several optional columns you can add via Adapt Columns, such as: Expense Report (Header) Validity Refers to the expense report start date. For example, if you define GE Greater Than or Equal To, <Tomorrow's Date>, the whole setting will become valid tomorrow. If you don't enter anything, the settings will become effective immediately. Country Refers to the destination the employee is traveling to. Expense Validity Refers to the expense date. For example, if you define GE Greater Than or Equal To, <Tomorrow's Date>, the whole setting will become valid tomorrow. If you don't enter anything, the settings will become effective immediately. Country Refers to the country in which the expense is paid. Note that this might be different from the destination country. Procedure The following steps show you how to work with the decision table: SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

37 Expense Report (Header) 1. Choose Add Row and in the Country Version column, click the little asterisk (*) to select an Operator and a Value, for instance EQ (equals) US settlement. 2. Optional: Add further columns with Adapt Columns. 3. In the Field column, choose the relevant expense fields for which you want to define the setting, for example: State Per Diem Region This field is hidden by default if: no per diem regions are available for the specified country for non-travel-related expenses Activity This field is not listed by default. If you want it to be listed, please configure activities in the finetuning step Activity-related Reimbursement first. Expense 1. Choose Add Row and in the Country Version column, click the little asterisk (*) to select an Operator and a Value, for instance EQ (equals) US settlement. 2. In the Expense Type column, click the asterisk to select an Operator and a Value. 3. Optional: Add further columns with Adapt Columns. 4. In the Field column, choose the relevant expense fields for which you want to define the setting, for example: City Comment In the fine-tuning activity Edit Expense Types, you can specify that a comment is required for expenses exceeding a threshold amount. If you set the Comment field to Hidden here but your fine-tuning settings require a comment in certain cases, the traveler must enter a comment. If you have added further destinations to the expense report, your settings will also be valid there. For example, if you set City to mandatory, this field will require an entry for your first destination and all other destinations of this expense report. 4. Activate the rules by choosing Save and Activate. The traffic light will then switch to green. Related Product A mandatory setting here means that at least one related product must be entered. If the traveler is working with Microsoft Silverlight, please use the adaption mode to configure the visibility of Related Products. For more information, see Managing Related Products [page 39]. MedProID A third-party database that contains US healthcare providers, which are used as beneficiaries in expense reporting. This value is only available if you selected it in the Fine Tune phase in Business Configuration. For more information, see Integrating MedProID Database [page 207]. Attendees You can enable travelers to report attendees for expense types other than Entertainment. However, you can t change the default settings for Entertainment, meaning at least one attendee apart from host is mandatory for entertainment expenses. Recipients You can enable travelers to report recipients for expense types other than Gift. However, you can t change the default settings for Gift, meaning at least one recipient is mandatory for gift expenses. Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. You can specify that either attendees or 37 recipients are to be reported per one expense type, but not both.

38 Expense Report (Header) Expense In some cases fields are mandatory according to the SAP standard implementation. If so, the SAP standard implementation overrules field settings defined by your company. For example, City is mandatory in Germany due to Day Accumulation, meaning even if you set this field to optional for country version Germany, it will still remain mandatory. Result When the traveler enters expenses, the system checks for matching entries in the condition columns (for example, Country Version) and applies the settings as specified in the result columns, namely Field and Setting (highlighted in a different color), for instance the traveler now sees that the description field is mandatory and a comment is optional. State, Related Products, MedProID, Departure From, Arrival In, Attendees, and Recipients are relevant for expenses and expense items. Other fields are only relevant for expenses and the corresponding decision table rules are ignored for the expense items. Priority Settings It is possible to define conflicting field settings for one country version and expense type. If there are two or more matching table rows for the same field, but with a different setting, a priority sequence determines which setting wins : a. Mandatory b. Optional c. Hidden Entry Country Version Expense Type Country Field Setting 1 US01 BUS - Bus * Description Hidden 2 US01 BUS - Bus DE Description Optional 3 US01 HTL - Hotel DE Description Hidden 4 US01 HTL - Hotel * Description Mandatory Entries 1 and 2: Although the Description field is set to Hidden for all countries (1), you can define the same field to be Optional or even Mandatory for Germany (DE) since Mandatory and Optional have greater priority than Hidden. Entries 3 and 4: The setting made in entry 3 (Hidden) is overruled by the one in entry 4 (Mandatory) due to its lower priority. Therefore, for country Germany (DE) the Description field requires an entry and cannot be hidden SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

39 6.6 Managing Related Products As a travel administrator, you have the authority to make certain features available to the travelers in your company, as well as hide those features your company does not support. If the travelers in your company promoted products for example, at a conference, during an entertainment event or by handing out gifts, they might be required to report those products. In your solution, they are referred to as Related Products. Depending on whether the travelers are using the solution with the Microsoft Silverlight client or HTML5 client, there are certain steps you need to take to make related products available to the travelers. Adding Related Products for Travelers Using HTML5 Client 1. In the solution running on the Microsoft Silverlight client, go to Travel Admin Field Settings and click Manage Expense Fields. 2. Choose Add Row and then select the Country Version and Expense Type for which you want to define the Related Products field. 3. In Field choose Related Products and in Setting choose either Optional to make the field visible but optional to enter, or Mandatory to make the field visible and mandatory to enter in expense reports. 4. Choose Save and Activate to save and apply your changes for all the travelers. The Related Products field is now available on the Expense Details screen to all travelers that run the solution on the HTML5 client and that are using the defined expense type and country version. Adding Related Products for Travelers Using Microsoft Silverlight Client 1. In the solution running on the Microsoft Silverlight client, open the Travel & Expenses work center. 2. Go to Adapt Enter Adaptation Mode. 3. Open an expense report and select an expense of category Entertainment or Gift. 4. On the Expense Details screen, choose and select Related Products under one of the sections. 5. Choose Publish, close the Adapt screen and Expense Details screen. 6. Go to Adapt Leave Adaptation Mode to complete the process. The Related Products field is now visible on the Expense Details screen to all travelers that run the solution on the Microsoft Silverlight client. If the travelers in your company are required to add related products to certain expense types, you need to set this field as mandatory. To do this, just follow the steps described in Adding Related Products for Travelers Using HTML5 Client [page 39] and choose Mandatory in the Setting field. See Also Setting Up Products [page 217] Field Settings [page 35] Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 39

40 6.7 Managing Employee-Specific Mileage Rates If you want to set up individual mileage rates for your employees, you can do so under Travel Admin Employee- Specific Mileage Rates. Here, you can use the table to specify new rates or, alternatively, upload rates via Microsoft Excel. In addition, you can change rates and cancel them. Prerequisites You have enabled the option in the scoping phase in business configuration. To find this option, go to Business Configuration Implementation Projects. Choose your project and click Edit Project Scope 4 Questions Travel and Expenses Expense Reimbursement Expense Reporting. Under Employee-specific mileage rates, select the question Do you want to define employeespecific mileage rates?. If you want to upload rates via Microsoft Excel, the relevant Excel plug-in must be installed on your device. You can do this in Application and User Management Business Flexibility Download Center SAP Add- In for Microsoft Excel. Tasks Create Employee-Specific Mileage Rates 1. Go to Travel Admin Employee-Specific Mileage Rates. 2. On the Employee-Specific Mileage Rates screen, choose New Mileage Rate. 3. In the Create Employee-Specific Mileage Rate pop-up window, select an Employee ID, a date as of which you want the rate to be valid, and the rate and currency. The rate automatically has unlimited validity. If you create a second entry for the same employee, the Valid From date limits the validity of the first rate accordingly since only one rate is valid per period. 4. Choose Save and Close. The new entry will appear in the table immediately. Depending on the Valid From date you specified, you might have to switch the display mode of the overview to All since the default setting is Valid Today. Upload Employee-Specific Mileage Rates using Microsoft Excel 1. On the Employee-Specific Mileage Rates screen, choose New Mileage Rates from Microsoft Excel. 2. In the Microsoft Excel template, enable editing if necessary. 3. Fill in the table as required. Note that all columns (Employee ID, Valid From, Rate, Currency) require an entry. 4. Choose the tab and then Logon. 5. In the Log On to window, enter the SAP System URL as well as your User Name and Password. 6. Choose Log On SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

41 The Microsoft Excel file is now linked to your solution. 7. In the Microsoft Excel template, choose the tab and click Save Data to. The table entries are transferred to the table entries in your solution. If the entries don't appear immediately, click in the top right corner of the screen. Change Employee-Specific Mileage Rates 1. In the table, select the line with the rate you want to change and choose Change Rates in the top right corner of the screen. 2. In the Change Mileage Rate pop-up window, enter a new rate and currency. 3. Choose OK, to save your entries. Cancel Employee-Specific Mileage Rates You can cancel all rates for an employee, for instance, because he or she will transfer to a different department: 1. Choose End Series in the top right corner of the screen. 2. In the End Series pop-up window, select the employee and the date as of which you want the validity of the rates to end. 3. Choose OK, to save your entries. In the table, all entries for this employee with validity dates after the cancel rate date are deleted and the entry valid before/on the cancel rate date, is limited accordingly. If only one rate exists for the employee, the Valid To date that was previously Unlimited now changes to the date you want the rates to end. Settings before the rates are canceled: Employee ID Employee Name Valid From Valid To Rate Michael Adams 01/01/ /31/ USD Michael Adams 02/01/ /31/ USD Michael Adams 04/01/2014 Unlimited 0.22 USD New Settings after the rates were canceled (Valid to date = 02/28/2014): Employee ID Employee Name Valid From Valid To Rate Michael Adams 01/01/ /31/ USD Michael Adams 02/01/ /28/ USD The Valid To date of the second entry is adjusted accordingly and the last entry was deleted completely since it now longer applies. Delete Entries You can delete entries completely, for example, if you accidently entered an incorrect Valid From date and already created a new entry. To do so, simply select the line you want to delete and choose Delete in the top right corner of the screen. The entry is deleted immediately. If you delete a rate, the rate that was valid before is extended accordingly to fill the gap. Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 41

42 Settings before the rate is deleted: Employee ID Employee Name Valid From Valid To Rate Michael Adams 01/01/ /31/ USD Michael Adams 02/01/ /31/ USD Michael Adams 04/01/2014 Unlimited 0.22 USD Settings after the rate was deleted: Employee ID Employee Name Valid From Valid To Rate Michael Adams 01/01/ /31/ USD Michael Adams 04/01/2014 Unlimited 0.22 USD The rate valid from 02/01/2014 to 03/31/2014 (0.20 USD) was deleted. The Valid To date of the first entry was adjusted accordingly. You can delete multiple entries in one go. To do so, simply press CTRL while selecting all relevant lines in the table. 6.8 Specify Cost Object Conditions Based On Expense Types Overview Under Travel Admin Approval Settings you can specify cost object conditions per expense type which can then be used in the Approval Processes view to determine whether or not approval is required for a business document. Procedure 1. Choose Approval Conditions Specify Cost Object Conditions Based On Expense Types. 2. On the Cost Object Conditions screen, choose Add Row and specify a condition that must not be longer than 6 characters. Then select the relevant expense type. You can only remove a condition, if: it is not already being used in the approval process it is no longer being used in the approval process 3. Optional: Add further information in the table, such as a description or a minimum receipt amount. If you select a cost object type, you also have to enter a cost object ID. 4. Save your entries SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Travel Admin

43 Result In the Approval Processes view, you can now choose a business document and in the Conditions section, specify a new condition with your new settings. See Task 2, step 8 in Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests for information on how to do this. The field you are looking for is Cost Object Conditon per Expense Type. If the condition is met, approval will be required. Travel Admin P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 43

44 7 Business Configuration 7.1 Overview Quick Guide In the Overview view of the Business Configuration work center, administrators can search for and learn about individual configuration elements. In addition, after the solution has gone live for the first time, administrators can review the scope of the solution, make immediate changes, as well as create change projects for more complex changes. Business Background Configuring Your SAP Solution Business configuration enables you as a prospective or existing customer administrator to evaluate and quickly set up the SAP solution to meet the specific requirements of your company. It also allows you to adapt and improve your solution at any time as your needs change. For more information, see here. Scoping In the SAP solution, scoping is the process of matching your individual business requirements to predefined solution capabilities using the business adaptation catalog. The catalog structures all available capabilities for the solution into a hierarchy of business areas, packages, topics, and options. SAP and its partners have already defined the technical system settings and the content needed to accommodate each element of the catalog and to support your requirements. This predefined content is based on industry-specific and country-specific best practices. During the scoping process, all of your decisions are stored in a unique solution proposal. This document is available when you have finished scoping and contains detailed information about your scoping selections. For more information, see here. Implementing a Project The implementation of your SAP solution includes all steps required for getting the system, the data, and the people in your company ready for Go Live. The Activity List is derived from the agreed solution scope and includes all activities the project team has to complete. The activities are structured by different project phases. Simple status and progress reporting per activity and phase enable you to easily track the progress of your project as you work through the activity list. For more information, see Implementing a Project First Implementation and Implementing a Project Change Projects. Understand the Overall Migration Process Efficient and reliable data migration is a key success factor for the implementation of the SAP solution. The data migration self-service for the SAP solution enables you to perform all migration tasks on your own and minimizes conventional issues, such as data mapping and transformation. For more information, see here SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

45 Tasks Learn About Specific Configuration Elements 1. Search for business configuration elements that you are interested in. In the default, advanced search, you can search the full range of business configuration elements, those both in scope and not in scope for the current solution. In addition, you can include add-on solutions, available from the SAP Store, but not yet installed in your SAP solution in your search. a. In the Show list, select a type of configuration element. b. To narrow your search further, enter a specific keyword in the Find field. c. To include SAP Store add-on solutions not yet installed in your solution in your search, select the Include SAP Store Add-On Solutions not installed checkbox. d. Choose Go. The configuration elements that match your search criteria are listed in the Business Configuration Search table. 2. To view information about a configuration element, click the element name or select the row and choose View. If the element is a scoping element, the documentation for the element displays. If the element is an activity, the activity opens in read-only mode. If the element is a SAP Store add-on solution, you are directed to details page of the add-on solution in the SAP Store. Save Your Search Query You can save your search query by clicking Save Query. In the Save Query screen, you can change the name of your query, and decide whether this is your default search query or whether it is executed only when you select it. Organize Search Queries You can organize all search queries by clicking Organize Queries. In the Organize Queries screen, you see the list of available queries. Here you can set your default query, and delete queries you created before. View the Scope of the Current Solution For more information about this task, see here. Make Changes to Your SAP Solution For more information about this task, see here. 7.2 Implementation Projects Quick Guide In the Implementation Projects view of the Business Configuration work center, administrators can set up and adapt the SAP solution to meet the company's specific business requirements. With the first implementation project, you Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 45

46 select the capabilities to incorporate into your solution and then perform project management and implementation activities to get your solution up and running. After going live for the first time, you can create change projects to adapt and improve your solution as required. In the details part of the view you have an overview of the progress of your project. When you select a project in the table, you see the number of activities and completed activities per phase, and the status of the milestones in your project. Business Background Configuring Your SAP Solution Business configuration enables you as a prospective or existing customer administrator to evaluate and quickly set up the SAP solution to meet the specific requirements of your company. It also allows you to adapt and improve your solution at any time as your needs change. For more information, see here. Scoping In the SAP solution, scoping is the process of matching your individual business requirements to predefined solution capabilities using the business adaptation catalog. The catalog structures all available capabilities for the solution into a hierarchy of business areas, packages, topics, and options. SAP and its partners have already defined the technical system settings and the content needed to accommodate each element of the catalog and to support your requirements. This predefined content is based on industry-specific and country-specific best practices. During the scoping process, all of your decisions are stored in a unique solution proposal. This document is available when you have finished scoping and contains detailed information about your scoping selections. For more information, see here. Implementing a Project The implementation of your SAP solution includes all steps required for getting the system, the data, and the people in your company ready for Go Live. The Activity List is derived from the agreed solution scope and includes all activities the project team has to complete. The activities are structured by different project phases. Simple status and progress reporting per activity and phase enable you to easily track the progress of your project as you work through the activity list. For more information, see Implementing a Project First Implementation and Implementing a Project Change Projects. Implementation Project Template You can apply an implementation project template to your SAP solution. You procure these templates in the SAP Store. The templates contain scoping elements suited for specific requirements and business needs, usually designed by SAP and its partner for specific industries and lines of business. After the implementation project template is applied, you can refine your solution further. For more information, see here. Understand the Overall Migration Process Efficient and reliable data migration is a key success factor for the implementation of the SAP solution. The data migration self-service for the SAP solution enables you to perform all migration tasks on your own and minimizes conventional issues, such as data mapping and transformation. For more information, see here SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

47 Tasks Scope Your Solution Prepare the First Implementation Project For information about this task, see here. Prepare a Change Project For information about this task, see here. Request an Additional System For more information about this task, see here. Complete the Activity List Complete the Activity List For information about this task, see here. Further Tasks for Change Projects Delete a Change Project For information about this task, see here. Cancel a Change Project For information about this task, see here. Update a Change Project from the Production System For information about this task, see here. Simulate Merging a Change Project with the Production System For information about this task, see here. 7.3 Setting the Time Zone Overview You select a time zone to reflect the operating hours and business days of your company. Once you set the time zone, it is the default time zone setting for all the users in your company. You set the time zone before you go live. Once your solution is deployed, you cannot change it yourself. If you need to change the time zone for your company after you go live, you must contact your provider and agree to the restrictions during the period of time for the change to be made. Procedure 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Time Zone Maintenance. 3. Select the time zone that you want to use for your company. 4. Save your entries. 7.4 Setting Up Exchange Rates When travelers enter their expenses in, the system automatically converts the amount to the currency used by your company. In order to make this conversion possible, you have to enter exchange Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 47

48 rates for all the currency pairs used by your company, such as EUR to USD, or USD to GBP, and so on. You can enter multiple exchange rates for a currency pair. If no exchange rate is available for a conversion (such as converting USD to EUR), the system automatically uses the exchange rate for the reverse currency pair (EUR to USD). Tasks Entering Exchange Rates Directly in 1. In Travel Admin under Common Tasks, choose Update Exchange Rates. 2. Enter the required exchange rates. Always enter exchange rates in the format used in the country for which your system has been set up. In a system used in the United States, for example, use a period (.) to indicate a decimal point, such as in , as opposed to using a comma (,), which is common practice in other countries. Avoid making entries that use a comma and a period, such as 1, Save your entries. Importing Exchange Rates from Microsoft Excel In addition to entering exchange rates directly in, you can import exchange rates from Microsoft Excel in XML format. The columns in the file to be imported must match the fields available in SAP Cloud for Travel and Expense. To learn how to do this, check out Creating Exchange Rates Using Microsoft Excel. Exporting Exchange Rates to Microsoft Excel 1. In Travel Admin, choose Exchange Rate Requests. 2. Choose Export To Microsoft Excel. If the pop-up doesn't appear, add to your list of trusted websites and try again. 3. Select the folder to which you want to save your data as a Microsoft Excel file, and choose OK. The exchange rates from SAP Cloud for Travel Expense are saved to a newly created Microsoft Excel file for your reference. Removing Exchange Rates 1. In Travel Admin, choose Update Exchange Rates. 2. Select the relevant exchange rate and choose Remove. 3. Save your changes. The exchange rate is set to inactive, and you can view it in the exchange rate history SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

49 7.5 Managing ERP Accounts and Vendors Overview After an expense report is approved, the employee is reimbursed. To enable the recording of the financial postings resulting from the reimbursement process, you need to define in which General Ledger (G/L) accounts are involved in those transactions in SAP ERP. You can view and edit the descriptions of G/ L accounts imported from SAP ERP and add new G/L accounts. Procedure 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Manage ERP Accounts and Vendors. 3. Choose Accounts. A list of existing G/L accounts in appears. 4. Do one of the following: To edit account details, select a table row. You can modify the description but not the Account ID. To remove an account, select a table row, and choose Delete. You cannot remove an account if it has already been used in a saved document. To add an account, choose Add Row and complete the following fields: Account ID the code of the account used in SAP ERP for recording financial transactions related to expenses. Description 5. Where relevant, flag an account as a Reconciliation Account, for example, if you require a G/L account alias for paid by company expenses or for advances paid to travelers. You may have to check with your accounting department whether reconciliation accounts are used for these purposes. Note about expenses that are paid by company : You must assign the reconciliation account you set up here to expense types that can be posted to this account. You do this in Expense Reporting <Country> Edit Expense Types on the Account Determination tab. Select an expense type and under Offsetting Account for Paid Expenses assign it to the reconciliation account. 6. Save your changes. 7.6 Setting Up Expense Reporting Your solution comes with a set of predefined expense types for the most common expenses, such as Hotel, Train, and Breakfast. System administrators and travel administrators can review and edit expense types in Configuration Implementation Projects. Business Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 49

50 For detailed information about how to scope and fine-tune your solution, read the Implementation Projects Quick Guide [page 45]. Tasks In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. There you can make the following fine-tuning settings for expense reporting: Edit Expense Types You can specify which expense types can be reported in an expense report and make individual settings for each type. You can edit existing expense types or add new expense types. For more information about adding expense types, see Editing Expense Types [page 57]. Edit Expense Reimbursement Groups If you reimburse certain groups of employees differently, you can define your own expense reimbursement groups in this activity. If you need to set up your own groups, you must do this before you carry out the Edit Expense Types activity. Alternatively, you can use the predelivered expense reimbursement groups and assign employees to these. For more information, see Editing Expense Reimbursement Groups [page 55]. Edit Synonym Groups You can define synonym groups and synonyms for the different expense types. By defining synonyms, you give travelers the flexibility to use a variety of terms when sending expenses by . For example, you could specify that Motel is a synonym for the expense type Hotel. Map Synonym Groups to Expense Types You can map the synonym groups you defined to the expense types used in the country version. Fine-Tuning Activities Available per Country Version Country Set Up Expense Types Set Up Expense Reimbursement Groups Set Up Synonym Groups Set Up Expense Type Synonyms Link Non- Deductible Accounts View Statutory Deductible Limits and Rates for Mileage and Expense Types Australia Y Y Y Y Austria Y Y Y Y Belgium Y Y Y Y Y Brazil Y Y Y Y Canada Y Y Y Y China Y Y Y Y Denmark Y Y Y Y France Y Y Y Y SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

51 Country Set Up Expense Types Set Up Expense Reimbursement Groups Set Up Synonym Groups Set Up Expense Type Synonyms Link Non- Deductible Accounts View Statutory Deductible Limits and Rates for Mileage and Expense Types Generic Country Version Y Y Y Y Germany Y Y Y Y India Y Y Y Y Ireland Y Y Y Y Italy Y Y Y Y Y Japan Y Y Y Y Mexico Y Y Y Y Y Y Netherlan ds New Zealand Y Y Y Y Y Y Norway Y Y Y Y Spain Y Y Y Y Sweden Y Y Y Y Switzerlan d United Kingdom United States Y Y Y Y Y Y Y Y Y Y Y Y All these settings can be made for new country versions that you create based on the generic country version. However, expense reimbursement for generic country versions is only possible by gross amounts without tax calculation. 7.7 Setting Up Audit and Approval of Expense Reports Overview In this activity, you make company-specific settings for approval and auditing of expense reports. You can specify whether expense reports require approval and/or audit, and which process should come first. Additionally, you can specify whether approvers are allowed to approve their own business documents. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 51

52 Procedure 1. Specify the Order of Audit and Approval a. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. b. Choose Fine-Tune Set Audit and Approval Process for Expense Reports Edit audit and approval scenarios. c. Under Auditing and Approval Sequence, select one of the options: Audit before Approval or Approval before Audit. d. If you want to allow the approver to set expenses to personal, select the checkbox under Allow Changes by Approver. e. If you want to allow approvers in a specific country version to forward documents for approval to approvers in other companies, select Enabled under Forward for Intercompany Approval. This determines the list of approvers that is offered for selection in the Approvals work center. f. Save your entries. 2. Review and Edit Audit and Approval Scenarios a. Review the predefined audit and approval settings under Available Audit and Approval Scenarios. If you require other settings, choose Add Row and define the settings that are to be activated for company employees. You can use the examples in the table as a guideline. Example: Setting Up Audit and Approval Conditions for Expense Reports US Country Version Country Version Domesti c or Abroad Minimu m Amount Currenc y Approva l Require d Audit Require d Result US Domesti c 0 USD No No Expense reports for domestic trips do not require either approval or audit. However, an approval or audit might still be required if an expense in the expense report is above the amount you have specified for individual expenses. See the task Setting Up Audit and Approval of Expense Types [page 54]. US Domesti c 100 USD Yes No Expense reports for domestic trips above $100 require approval, but not audit. (See note above also.) US Abroad 0 USD Yes No Expense reports for trips abroad require approval, but not audit. (See note above also.) US No Distincti on 500 USD Yes Yes Expense reports for all trips (domestic and abroad) above $500 require both approval and audit. b. Save your entries SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

53 If you define a multistep approval process in addition to the approval configuration settings you make here, and change the default condition there, you must ensure to select a condition that relates to expense reports (Expense Report Approval Configuration or SAP Cloud for Travel Approval Configuration). If neither of these conditions is selected, the approval settings you make here in this fine-tuning activity will not be taken into account. The default condition delivered by the solution is SAP Cloud for Travel Approval Configuration. You define the multistep approval process in Management Application and User Approval Processes. For more information, see Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests. 3. Edit Audit Conditions a. Go to Fine-Tune Set Audit and Approval Process for Expense Reports Edit audit conditions. b. On the Audit Conditions screen, choose Add Row. c. Select a country version and in the Audit Required column, choose a reason why an expense report is relevant for auditing. Optionally, you can add a minimum amount. Example: Setting Up Audit Conditions for Expense Reports German Country Version Country Version Minimum Amount Currency Audit Required Result Germany EUR 1 Expense report has no attachment Expense reports above EUR without an attachment require audit. The condition is not valid for meals per diem, lodging, and mileage. This means that if an expense report only contains these three expenses, audit will not be required. Germany EUR 2 Expense has no attachment Expense reports above EUR that contain an expense without an attachment require audit. d. Save your settings. 4. Edit Self-Approval and Self-Audit Settings a. Go to Fine-Tune Set Audit and Approval Process for Expense Reports Edit self-approval and selfaudit settings. b. If you want to allow line managers to approve their own expense reports, trip requests, and itineraries in a specific country version, select the Allow Self-Approval checkbox. If you don't enable self-approval, if a line manager receives his own business documents for approval, he has to manually forward these to another line manager for approval. Self-approval is disabled per default. c. If you want to specify that business documents are automatically routed to the line manager of an approver to prevent self-approval, select the Replace Self-Approver with Line Manager checkbox d. If you don't want to allow auditors to be able to audit their own business documents, select the Prevent Self-Audit checkbox. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 53

54 Self-audit is enabled per default. e. Save your entries. See Also Setting Up Audit and Approval of Expense Types [page 54] Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests 7.8 Setting Up Auditing and Approval of Expense Types Overview In this activity, you can set up audit and approval conditions for individual expense types. For example, you can specify for a given country version that Airfare over a certain amount requires audit and/or approval. Procedure 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Set Audit and Approval Options for Expense Types. 3. Edit Audit and Approval Settings a. On the Set Audit and Approval Options for Expense Types screen, choose Edit audit and approval settings. b. On the Audit and Approval Settings screen, choose Add Row and specify the settings that are to be activated for company employees. You can use the examples in the table as a guideline. Example: Setting Up the Process for Individual Expense Types US Country Version Country Version Expense Type Minimu m Amount Currenc y Per Unit Approva l Require d Audit Require d Result US Hotel 0 USD No Yes No A hotel expense requires approval, but not audit. US Hotel 400 USD No Yes Yes A hotel expense of more than $400 requires both approval and audit. US Entertain ment 50 USD Yes Yes No An entertainment expense of more than $50 per participant (Per Unit indicator) requires approval but not audit. US Flight 0 USD No Yes Yes Flight expenses require both c. Save your entries. approval and audit SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

55 If you define a multistep approval process in addition to the approval configuration settings you make here, and change the default condition there, you must ensure to select a condition that relates to expense types (Expense Type Approval Configuration or SAP Cloud for Travel Approval Configuration). If neither of these conditions is selected, the approval settings you make here in this fine-tuning activity will not be taken into account. The default condition is SAP Cloud for Travel Approval Configuration. You define the multistep approval process in Application and User Management Approval Processes. For more information, see Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests. 4. Edit Audit Conditions You can also specify additional conditions that are relevant for audit only. a. On the Set Audit and Approval Options for Expense Types screen, choose Edit audit conditions. b. On the Audit Conditions screen, choose Add Row. c. Select a country version and an expense type, and in the Audit Required column, choose a reason why an expense report is relevant for auditing. d. Optional: Add a minimum amount and select the Per Unit checkbox. Example: Setting Audit Conditions for Individual Expense Types German Country Version Country Version Expense Type Minimu m Amount Currenc y Per Unit Audit Required Result Germany HTL Hotel Germany ENT Entertain ment e. Save your entries 500 EUR No 1 Expense report has no attachment 30 EUR Yes 2 Expense has no attachment Hotel expenses higher than 500 EUR that have no hotel invoice attached to the expense report, require audit. Entertainment expenses higher than 30 EUR per participant that have no attachments added to this expense, require audit. 7.9 Editing Expense Reimbursement Groups Overview Expense reimbursement groups enable you to differentiate reimbursement entitlements for different groups of employees. For example, your company policy might only allow employees at a certain management level to submit entertainment receipts, might set limits on the amounts that line managers are authorized to approve, or might stipulate that a certain group of employees cannot claim meal expenses. If you don't want to use the predelivered expense reimbursement groups, you can set up your own groups for reimbursement of expenses, meals per diem, and mileage, as well as approval process groups. You have to do this before you carry out the Edit Expense Types activity. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 55

56 If you create your own expense reimbursement groups, you must implement the BADI HROTM_EMPL_TRAVEL_POLICIES to extract employee groupings from the SAP ERP system and send them to the system. For more information about this, see section SAP ERP: Execute Initial Replication of Employees of the Integration Guide on SAP Service Marketplace May 2014 Version. Procedure 1. Set Up Expense Reimbursement Groups a. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. b. Choose Fine-Tune Expense Reporting and choose Edit expense reimbursement groups. The Available Expense Reimbursement Groups table contains two predelivered groups: All and Restricted. c. On the Expense Reimbursement tab, choose Add Row and enter a short name in the Group for Expense Reimbursement field that starts with Z and has no more than 5 characters. d. Enter an intuitive description for the group. e. Flag one of the expense reimbursement groups as the default. This is the group that will then be assigned to employees by default during master data replication. f. Save your entries and go to the remaining tabs to create further groups as required. 2. Set Up Approval Process Groups a. Approval process groups enable you to set up different approval rules for different groups of employees. For example, your company policy might only require approval for certain groups of employees, or might have different limits for the amounts line managers are authorized to approve. On the Approval Process tab, choose Add Row and enter a short name for the approval process group that starts with Z and has no more than 5 characters. b. Enter a descriptive name for the group. c. Optional: If your company applies approval limits for specific levels of line manager, for each approval process group you create, you can enter the amounts and currencies up to which they are authorized to approve expense reports. Country Version Approval Process Group Description Approval Limit Amount Approval Limit Currency DE01 Z1 Level 1 Line Managers 500 EUR DE01 Z2 Level 2 Line Managers 2000 EUR DE01 Z3 Level 3 Line Managers 5000 EUR DE01 Z4 Level 4 Line Managers EUR d. Enter as many new groups as you require and flag one of them as the default. This is the group that will then be assigned to employees by default during master data replication. e. The groups you create here have the following relevance: They can be used as the basis of work distribution in the multistep approval process. The two work distributions options are: line manager matching the approval limit and line manager matching SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

57 the approval limit including lower-level managers. For more information, see Creating a Multistep Approval Process in Setting Up The Approval and Auditing Process [page 73]. When you configure the audit and approval process for expense reports, you can configure a scenario for a specific approval process group. For example, you can specify that both approval and audit is required for expense reports of employees assigned to the approval process group Salaried Employees as of an amount of 200 EUR. For more information, see Business Configuration: Setting Up The Audit and Approval Process for Expense Reports in Setting Up The Audit and Approval Process [page 73]. 3. Set Up Mileage Reimbursement Groups a. You can specify that only certain groups of employees are reimbursed for mileage. On the Mileage Reimbursement tab, choose Add Row and enter a short name for the mileage reimbursement group that starts with Z and has no more than 5 characters. b. Enter a descriptive name for the group. c. The groups you create here can be assigned when you set up mileage reimbursement rates in the activity Mileage Rates <Country>. For more information, see Setting Up Mileage Rates [page 62] 4. Set Up Groups for Per Diem Reimbursement of Meals a. You can specify that different groups of employees are reimbursed differently for meal expenses. On the Per Diem Reimbursement of Meals tab, choose Add Row and enter a short name for the group that starts with Z and has no more than 5 characters. b. Enter a descriptive name for the group. c. The groups you create here can be used assigned when you set up meal per diem rates in the activity Per Diem Rates for Meals <Country>. For more information, see Setting Per Diem Rates and Deductions [page 64] Editing Expense Types Overview In this activity, you can specify which expenses can be reported in an expense report and set up different control settings for each expense type. You can edit the predelivered expense types, add your own expense types, and delimit expense types that you do not want to use, so that they are not offered for selection. Prerequisites Mandatory: You have set up account determination groups. To enable reimbursement results to be sent to the ERP system, you first need to specify which General Ledger (G/L) account aliases from SAP ERP should be used for which expense types in SAP Cloud for Travel and Expense. You do this in Business Configuration Implementation Projects, in the fine-tuning activity Manage ERP Accounts and Vendors. For more information, see Managing SAP ERP Accounts [page 49]. You then assign these expense accounts to expense types as described in step 9 [page 58] here. Conditional: You have set up your own expense reimbursement groups if you do not want to use the predelivered groups. Expense reimbursement groups enable you to differentiate reimbursement entitlements for different groups of employees. For example, your company policy might only allow employees at a certain management level to submit entertainment expenses or might stipulate that a certain group of employees cannot claim meal Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 57

58 expenses. You can use the predelivered expense reimbursement groups or set up your own. You do this in Business Configuration Implementation Projects Expense Reporting <Country>, in the fine-tuning activity Edit expense reimbursement groups. If you need to set up your own expense reimbursement groups, you must do this before you carry out the Edit Expense Types activity. See step 3 [page 58] here. For more information, see Editing Expense Reimbursement Groups [page 55]. If you create your own expense reimbursement groups, you must implement the BADI HROTM_EMPL_TRAVEL_POLICIES to extract employee groupings from the SAP ERP system and send them to the system. For more information about this, see the Integration Guide, section SAP ERP: Execute Initial Replication of Employees. Adding Expense Types 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Expense Reporting <Country> and complete the tasks listed on the Expense Reporting <Country> screen. 3. If you need to set up your own expense reimbursement groups as explained under Prerequisites [page 57] as a conditional prerequisite step, first open the fine-tuning activity Edit expense reimbursement groups to do so. The groups you set up will then be available for selection as described in step 7 here. 4. Review Available Expense Types or Add a New Expense Type Open the fine-tuning activity Edit expense types. A list of available expense types is displayed. 5. Under Available Expense Types, click Add Row to add a new expense type and enter a 4-character code beginning with Z and a description for the new expense type. 6. Under Details on the Definition tab, choose Add Row and complete the required fields as described in the table. Field What you do What it means Valid To Valid From Enter the validity to and from dates for the expense type you define. This is the period during which the expense type is valid and is offered for selection in expense reporting. You can use the validity properties to delete or delimit the validity of an expense type, for example, if an expense type only has limited validity or if you do not want it offered for selection at all. Steps 11 and 12 explain how to do this SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

59 Field What you do What it means Expense Category Select an expense category from the list that matches the new expense type. Expense categories are predelivered and cannot be changed. The expense category you select determines which settlement rules apply, which fields appear, and whether these fields can be edited or are read-only. This can be particularly important, for example, when you are adding attendees or recipients to your expense report. When you claim expenses for entertainment, we refer to attendees, whereas when you claim expenses for gifts, we refer to recipients. For example, if you assign the expense category Entertainment to a given expense type, the traveler's name will be added to the list of attendees when claiming expenses. On the other hand, if you assign the category Gift to an expense type, the traveler's name will not be automatically added to the list of recipients. Non-Travel-Related Trip-Based Tax Code Group Select this indicator if the expense type can be claimed as a nontravel-related expense. Select this if the expense type can be used in expense reports submitted for individual business trips. Select the appropriate option: Domestic acquisition (exempt) Domestic acquisition (reduced rate) Non-travel-related expenses are expenses that are not related to a trip, for example, if you buy flowers for an office jubilee or take a consultant to dinner. This is the default VAT tax group that will be used for taxation of domestic expenses. This setting is not available for all countries. Domestic acquisition (standard rate) Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 59

60 Field What you do What it means Payment/Taxation Select the Payment/Taxation attribute: Taxable Benefit Amount (Taxation, No Payment) Payment Specified Individually per Expense (No Taxation) Payment Specified Individually per Expense (Taxation) Non Reimbursable Amount (No Payment / No Taxation) This setting specifies whether an expense will be paid out and whether it is taxable or not. Here are some examples: Taxable Benefit Amount (Taxation, No Payment) can typically be used for free meals an employee receives while on a business trip. Such an additional benefit is taxed in payroll at the standard rate for meals and nothing is reimbursed. Non Reimbursable Amount (No Payment / No Taxation) can be used for expense types that should never be reimbursed to employees. You could assign this attribute typically to an expense type for indicating late fees charged by credit card providers. Note that this setting should not be used to indicate Personal expenses, which travelers pay for themselves. 7. Assign an Expense Reimbursement Group Specify an Expense Reimbursement Group either a predelivered expense reimbursement group or one that you defined in step Define Maximum Amounts On the Maximum Amounts tab, you can set limits for certain expense types and specify what system reaction should occur if the maximum amount is exceeded. Click Add Row and complete the fields as required. Field Country Per Diem Region Expense Reimbursement Group Activity What it means Enter a country where the limit should apply. If you enter no country, the maximum amount you specify for the selected expense type will apply to all countries. You can specify a region in this country where specific maximum amount applies. You can specify a group of employees, for example, upper management, to whom these conditions apply. You can specify that the maximum amount only applies to a certain business trip activity, for example, customer site visit. Activities are set up in the fine-tuning activity Activity-Related Reimbursement <Country>. They allow you to reimburse business activities differently. Expense Source You can specify that the maximum amount only applies to expenses reported from a certain source, for example, SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

61 Field Maximum/Default Amount What it means The entry you make in this field is dependent on the entry you select under Condition. If you assign the condition 01 No reaction (amount is default value), the amount you enter is understood as the Default Amount. The amount you enter here applies per attendee or per recipient. For example, you enter a maximum of 100 EUR for entertainment and an error message is displayed if the amount is exceeded. This amount applies only to one attendee and not to the total entertainment costs for all attendees. You can define different conditions for the same expense type and country. You could enter a default amount of 20 EUR for motorway toll fees in France and no system reaction when this is entered. Then you could define a maximum amount of 30 EUR for the same expense type and country and an attachment is required if this amount is exceeded. Condition You can specify conditions that apply when maximum amounts are exceeded. Refer to the table below for details. If you want to specify that a certain condition applies in all cases, for example, that an attachment always has to be included, you should enter a maximum amount of 0.01 EUR for the relevant condition. Condition What This Condition Means Comments Amount is taken as default value Reason required if amount is exceeded (policy violation) Warning if amount is exceeded (no policy violation) Amount in excess of maximum rate is taxed Error if amount is exceeded (policy violation) Attachment required if exceeded (policy violation) Attachment required if exceeded (no policy violation) Attachment or reason reqd if exceeded (no policy violation) You can specify that the amount you enter here is the default. A policy violation icon is displayed and an error message appears requesting the employee to enter a reason for exceeding the amount. A warning is displayed that the maximum amount has been exceeded. Excess amount is taxed. A policy violation icon is displayed and an error message appears stating that the amount has been exceeded. A policy violation icon is displayed and an error message appears requesting the employee to attach a receipt. An error message appears requesting the employee to attach a receipt. An error message appears requesting the employee to attach a receipt or enter a reason for exceeding the amount. The policy violation icon remains even after a comment is entered because the reason needs to be checked. The warning disappears when the amount is corrected. No message appears. The policy violation icon and the error message disappear when the amount is corrected. The policy violation icon remains even after a receipt is attached because the receipt needs to be checked. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 61

62 Condition What This Condition Means Comments Itemization required if exceeded (no policy violation) Partial itemization not allowed if exceeded (no pol. viol.) An error message appears requesting the employee to itemize the expense. An error message appears requesting the employee to either itemize the expense in total, or not at all. If you choose to apply this condition, along with the Itemization required if exceeded (no policy violation) condition, the employees are then required to itemize their expenses in total for the specified expense type. 9. Mandatory: Specify Account Determination This step is mandatory for all expense types as explained under Prerequisites [page 57]. a. On the Account Determination tab, specify to which expense accounts costs are posted. b. Where relevant, specify the offsetting account to be used for expenses paid by the company. Expenses that are paid by the company, for example, expenses paid for using a corporate credit card or advances paid out to cover expected travel costs, can be posted to an offsetting account. Here you can select the corresponding reconciliation account that is to be used for such expenses. You set up reconciliation accounts in the fine-tuning activity Manage ERP Accounts and Vendors. For more information about advances, see Requesting and Processing Advances [page 71]. 10. When you save your entries, the expense type will be available for selection by travelers claiming expenses. 11. Deleting Expense Types You cannot delete the predelivered expense types but if you do not want to use one of them, you can delete their validity. Then they will not be offered for selection when employees claim expenses. To do so: a. Under Available Expense Types, select the expense type. b. Under Details on the Definition tab, select the relevant row and choose Delete. 12. Delimiting Expense Types You can delimit an expense type so that it no longer appears in the expense type value help as of a certain date, for example, April 30 as follows: a. In the Details section of the expense type, the Valid To field reads Unlimited and cannot be edited. Click Copy to copy the details of the expense type definition to a new line. b. In the Valid From field of the new entry, enter May 1 as the validity start date and press Enter. The validity end date of the original entry will automatically change from Unlimited to April 30. You can then simply delete the new record by selecting it and choosing Delete. See Also Managing SAP ERP Accounts [page 49] Requesting and Processing Advances [page 71] 7.11 Setting Mileage Rates If an employee in your company uses their private vehicle for business purposes, they are entitled to claim costs for the distance they drove. Your company reimburses employees according to either the statutory mileage rate SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

63 provided by the legal authority for your region, or a company-specific rate which you define. If a driver brings passengers on the journey, they are entitled to an additional reimbursement for each passenger. As a system administrator, you can do the following for individual drivers and for passengers: View the statutory mileage rate Define your company-specific mileage rate If you don't define a company-specific rate, the statutory rate is used automatically. Define your company-specific vehicle types Finally, you set up the mileage account determination groups so that all mileage expenses are posted correctly. For new country versions based on the generic country version, no statutory settings are available. You have to enter them manually if you need them. Tasks 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Mileage Rates - <Country> and complete the following tasks for your country version: Country Set Company- Specific Mileage Rates for Drivers Set Company- Specific Mileage Rates for Passengers View Statutory Mileage Rates Define Company- Specific Vehicle Types Set Account Determination Groups Australia Y Y Y Y Austria Y Y Y Y Belgium Y Y Y Brazil Y Y Y Canada Y Y Y Y China Denmark Y Y Y Y France Y Y Y Y Germany Y Y Y Y India Y Y Y Ireland Y Y Y Italy* Y Y Y Mexico Y Y Y Netherlan ds New Zealand Y Y Y Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 63

64 Country Set Company- Specific Mileage Rates for Drivers Set Company- Specific Mileage Rates for Passengers View Statutory Mileage Rates Define Company- Specific Vehicle Types Set Account Determination Groups Spain Y Y Y Y Switzerlan d United Kingdom United States Y Y Y Y Y Y Y Y Y Y Y Y Y * For Italy you also have to define the Automobile Club d'italia vehicle class. For new country versions based on the generic country version, no statutory settings are available. You have to enter them manually if you need them Setting Per Diem Rates and Deductions When a traveler creates their expense report for a business trip, they receive a per diem amount for all the meals and lodging they required on the trip. As system administrator, you specify whether travelers receive a statutory per diem rate defined by your regional legal authority, or a company-specific rate. If you don't specify a company-specific rate, the statutory rate is used by default. You set a meals per diem rate of 30 for your company. A traveler goes on a four day business trip, so when they submit their expense report the total meals per diem sum they receive is 120. For meals, you can also specify a per diem deduction, so that if a traveler receives a free meal that is, a meal they did not pay for with their own funds, such as dinner provided at a conference, or paid for by a consultant on a particular day, their per diem for that day will be slightly reduced. If you don't specify a company-specific deduction, the statutory deduction is used by default. You set a meals per diem rate of 30 for your company, and a per diem deduction of 20 for days on which traveler receives a free meal. A traveler goes on a four day business trip, and on the third day attends a conference where dinner is provided. When the traveler submits their expense report for the trip, their per diems will be as follows: Day 1: 30 Day 2: 30 Day 3: 10 Day 4: 30 Total: 100 Finally, you set up the per diem account determination groups to ensure that all per diem expenses are posted correctly SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

65 Tasks 1. In Business Configuration Implementation Projects, select your First Implementation and then choose Open Activity List. 2. Choose Fine-Tune and one of the following: Per Diem Rates for Meals - <Country> Per Diem Rates for Lodging - <Country> 3. Complete the following tasks for your country version: Countr y Set Per Diem Rates for Meals Set Per Diem Deductions for Meals Set Per Diem Rates for Lodging Set Duration Codes for Per Diems Set Account Determination Groups Australi a Y Y Y Y Y Austria Y Y Y Y Y Belgium Y Y Y Y Brazil Y Y Y Y Canada China Y Y Y Y Denmar k Y Y Y Y France German y Y Y Y Y Y India Y Y Y Y Y Ireland Y Y Y Y Italy Japan Y Y Y Y Y Mexico Netherl ands New Zealand Y Y Y Y Y Y Spain Y Y Y Switzerl and United Kingdo m United States Y Y Y Y Y Y Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 65

66 7.13 Configuring Beneficiary Types and Spend Tracking The spend tracking process is designed to make expense reporting compliant with the legal requirements effective in certain countries, such as the Physician Payment Sunshine Act in the United States. This act states that it is mandatory to track all expense spending which benefits members of the healthcare industry; for example, taking doctors to dinner, or providing them with a gift. To report those and other expenses, travelers have to use beneficiary types which help them distinguish between various attendees of events they organize or recipients of gifts they hand out. As a travel administrator, you make the basic settings for the beneficiary types that travelers can use in their expense reports, and configure the overall spend tracking process. You can decide for most expense categories whether it is mandatory, optional or perhaps not relevant at all that travelers report attendees or recipients. Entertainment and Gift are the only expense categories for which you can't change this setting, which means travelers are always required to report attendees of entertainment events and recipients of gifts. For more information about how to adjust this setting, see Field Settings [page 35]. Prerequisites a. You have selected Expense Reporting in the Scoping phase of the business configuration. b. You have added the activity manually as follows: 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Go to Fine-Tune, set the Show filter to All Activities and choose Go. 3. Select the Configure Beneficiary Types and Spend Tracking activity from the list and choose Add to Project. c. You have uploaded the business partner master data, if relevant for your company. Tasks Configure Beneficiary Types Both internal and external beneficiary types are delivered with your solution and are already assigned to every country version in your company. By default, the delivered beneficiary types do not require travelers to report the amount of the relevant expenses in their expense reports, but you can change this and other settings with the following steps. 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Choose Fine-Tune Configure Beneficiary Types and Spend Tracking. 3. On the next screen, Beneficiary Type is visible by default. 4. If necessary, adjust the default settings with the help of the following table SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

67 Beneficiary Type Settings Field Name Beneficiary Description Internal Amount Mandatory Free Text for Person Allowed Free Text for Organization Allowed Business Partner Role under Business Partner Roles Allowed for Persons Description The name of the beneficiary type. If selected, it means that the beneficiary type can be used for beneficiaries within the traveler's own company, such as employees or service agents. If selected, it means that the beneficiary type requires travelers to report the amount of the relevant expense. If selected, it means that travelers can enter free text to specify the name of the beneficiary. If selected, it means that travelers can enter free text to specify the organization to which the beneficiary belongs. You can make your own combinations of the business partner roles allowed for persons for each beneficiary type. These roles help to limit the number of options offered in the value selection for persons with a master data reference. When a traveler then selects a person with a master data reference, the value selection will only offer business partners of the category Person with the roles you specify here. Your company is a manufacturer of medical equipment and you typically deal with healthcare providers. You choose Account and Contact Person business partner roles here to limit the number of results in the value selection to those physicians for which you replicated the master data. Note that if you choose business partners with the role Account here, this will include only the private accounts in the value selection. Private accounts are persons with the role Account. Business Partner Role under Business Partner Roles Allowed for Organizations You can make your own combinations of the business partner roles allowed for organizations for each beneficiary type. These roles help to limit the number of options offered in the value selection for organizations with a master data reference. When a traveler selects an organization with a master data reference, the value selection will only offer business partners of the category Organization with the roles you specify here. Your company is a manufacturer of medical equipment and you typically deal with healthcare providers. You choose the Account business partner role here to limit the number of results to those hospitals for which you replicated the master data. 5. To create a new beneficiary type, choose Add Row 6. Select the country version for which you want to create a new beneficiary type and choose OK. 7. Find the newly-added entry in the list and define your settings. If you need help when filling out certain fields, please refer to the Beneficiary Type Settings table above. Any new beneficiary type you create must start with Z and can be up to 4 characters long. 8. Save your entries. Configure Spend Tracking This process is not enabled by default, which means you have to select it manually for every country version in your company where it needs to be used. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 67

68 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Choose Fine-Tune Configure Beneficiary Types and Spend Tracking. 3. On the next screen go to Spend Tracking. 4. Next to the country version where you want to use the spend tracking process, select Spend Tracking Enabled. 5. Select the type of attendee you want to appear as a host. You can only assign internal employees as hosts. 6. Select the beneficiary type you want to appear as a default type for every new entry in attendee or recipient lists, in expense reports. 7. Select the beneficiary type that will be used as a default type for internal attendees and recipients only. You have defined two internal beneficiary types in your company: ZI1 Internal type 1 and ZI2 Internal type 2, and then you select ZI1 Internal type 1 as the default internal type. This means that next time employees in your company add other employees as attendees or recipients to their expense reports, beneficiary type for other employees will automatically be set to ZI1 Internal type Specify if you want only Products from Catalog to be available as the source of related products in expense reporting, or if travelers have to enter related products as a Free Text. 9. Save your entries. Result For the beneficiary types for which you enabled the spend tracking, travelers will now have to report amounts they spent on attendees or recipients Configuring Daily Limits for Meals US Overview If your company is not using meal per diem rates, you might want to specify certain daily limits for meals up to which your company will reimburse the traveler s meal expenses. This option is available for the United States only. Your company defined a daily meal limit of 50 USD. After his trip, John Miller submits two meal receipts: Monday: 35 USD Tuesday: 68 USD Due to the daily limit of 50 USD, John Miller receives a total reimbursement of 85 USD (35 USD for Monday and 50 USD for Tuesday) SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

69 Prerequisites In Business Configuration Implementation Projects Edit Project Scope [Step 4] Questions Travel and Expenses Expense Reimbursement Expense Reporting, you have selected the question Do you want to define daily limits for meals? In Fine-Tuning, you have specified at least one expense type of category Meals with Maximum Rate per Day which must be used by the travelers. Fine-Tuning Settings The regions you define here, have to match the regions in the expense. Note that Other also counts as a region. If you set a meal limit for a country but don't specify a region, this setting is valid for all regions you have not already explicitly specified in the table. As a result, if the traveler doesn't specify a region in the expense or specifies a region that is not defined in the table, the meal limit specified for the country without the region applies. However, if a region entry in the expense does not match any region entry here, no meal expenses will be reimbursed since the default limit is 0.00 USD. We recommend you always set one daily limit without specifying a region. In this example, for destination Germany the company's daily limit settings are as follows: Country Version Country Region Limit 1 US01 US settlement DE Germany BERLI Berlin 60 USD 2 US01 US settlement DE Germany HAMBU Hamburg 80 USD 3 US01 US settlement DE Germany 70 USD Four employees went on business trips to Germany, each to a different region: Michael Adams specifies region Berlin in his expense report and hands in one meal receipt of 65 USD. Entry 1 applies. Michael receives a reimbursement of 60 USD. Denise Smith specifies Hamburg as region in her expense report and submits one meal receipt of 75 USD. Entry 2 applies. Denise receives a reimbursement of 75 USD. Julie Armstrong does not specify a region in her expense report. She hands in one meal receipt of 75 USD. Entry 3 applies. Julie receives a reimbursement of 70 USD. Richard Wilson's trip went to region Munich which he specifies in his expense report. He hands in one meal receipt of 65 USD. Entry 3 applies. Richard receives a reimbursement of 65 USD. Procedure 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Choose Fine-Tune Daily Limit for Meals - US. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 69

70 3. On the next screen under Daily Limit for Meals, click the Edit daily limit for meals link. 4. In the table, click Add Row and enter the relevant information to define a new company-specific limit. 5. Save your entries Making Company Settings for s In, s are an important part of the workflow process. They inform the user about the success or failure of a particular action, for example, when a trip request has been declined by the approver, or they remind travelers of overdue events, for example, that they still need to submit an expense report after a trip. As an administrator, you make the basic settings that determine how s are used in your company. Here's a quick lookup for some of the most frequently asked questions about s: FAQ: s in SAP Cloud for Travel and Expense. Tasks Making and Fax Settings You can define general settings for the output channels and fax. For more information, see Configuration: E- Mail and Fax Settings [page 91]. Security: Setting Up Encryption and Signature Checks In your solution you can increase security in s by decrypting incoming s and checking them for trustworthy signatures, and by encrypting and signing outgoing s. You can also upload the certificate of your trusted Certification Authority (CA). For detailed instructions on how to do this and for background information on security, see Load Certificates and Activate Signing and Encryption for s [page 92]. Setting Up Templates delivers a large number of standard s that automatically notify employees about travel-related events. They inform the user about the success or failure of a particular action and remind them of overdue tasks for which they are responsible. In this activity, you can preview the default template delivered by and decide whether you want to use it as it is or modify it. For more information, see Setting Up Templates. Setting Preferences You can set your company's preferences for sending and receiving travel-related s through SAP Cloud for Travel and Expense. For more information, see Setting Preferences. Setting Up Approval by You can enable line managers and other approvers to approve or decline trip requests, expense reports, and itineraries directly from the automatic notification they receive, rather than having to log onto the system and do so from the desktop. You can do this in four steps: enable the approval by option, activate S/MIME, set up signature check for the approval scenario, and upload the user's S/MIME certificate. When approval has been set up, the automatic approval contains two additional links: Approve by and Decline by . For more information, see Setting Up Approval by [page 72] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

71 7.16 Requesting and Processing Advances Overview You can provide your employees with functions to request travel advances to cover expected costs for upcoming trips. When the employee returns from the trip and submits the actual travel expenses for reimbursement, the advance is deducted from the reimbursement amount and cleared in financial accounting. This document gives you a general overview of the preparatory steps required in business configuration and the basic steps in the process itself. For detailed step-by-step instructions on how to request advances, see Requesting an Advance Payment in Claiming Expenses (HTML5). Prerequisites You have enabled the HTML5 client for your users. For more information, see How to Switch from Microsoft Silverlight to HTML5 [page 13]. You have activated the Advances Allowed flag in the fine-tuning activity Expense Reporting: Country Version Settings. The Advance Payment field then appears automatically on the trip request and expense report forms. You have assigned an expense account for the reimbursement rate type Advances in the fine-tuning activity Expense Reporting: <Country> Edit Account Determination Group so that the advance payment can be posted correctly. Process Flow 1. The traveler requests an advance payment while creating either a trip request or an expense report for an upcoming trip. a. In the case of a trip request, once the request has been approved, the advance is paid out, an expense report is automatically created in the background and appears in the list of travel documents with the status Released for reimbursement; advances not cleared. b. If the traveler creates an expense report only, once the expense report has been approved, the advance is paid out and the expense report appears in the list of travel documents with the status Released for reimbursement; advances not cleared. There is no audit step at this stage. 2. The traveler is notified by that the trip request or expense report including the advance payment has been approved. 3. After the trip, the traveler selects the expense report from the list of travel documents and can claim the remaining expenses by choosing Recall on the expense report details screen. The completed expense report is submitted, audited and approved in accordance with company-specific settings, and finally posted to financial accounting. The traveler is automatically notified by at each step of the process. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 71

72 7.17 Setting Up Approval by Overview You can enable line managers and other approvers to approve or decline trip requests, expense reports, and itineraries directly from the automatic notification they receive, rather than having to log onto the system and do so from the desktop. You can do this in four steps: enable the approval by option, activate S/MIME, set up signature check for approval scenario, and upload the user's S/MIME certificate. When approval has been set up, the automatic approval contains two additional links: Approve by and Decline by . Procedure 1. Enable approval by a. Go to Business Configuration Implementation Projects select your First Implementation and choose Open Activity List. b. Choose Fine-Tune Set Preferences and make sure your country version is selected. c. Under Settings for Approvers, select the checkbox Enable approvers to approver or decline expense reports/trip requests/itineraries by Activate S/MIME a. Either go to Application and User Management and open the common task Configure S/MIME or Go to Business Configuration Implementation Projects and open the fine-tuning activity Load Certificates and Activate Encryption and Signing for s. b. On the Incoming tab, upload the root certificate of your trusted CA for the required addresses listed in the table and c. On the Activate S/MIME tab, select the checkbox Check Signature of Incoming s. 3. Set Up Signature Check for Scenarios a. Go to Business Configuration Implementation Projects and open the fine-tuning activity Encryption and Signature Check. b. In the Signature column, select the option Check (and Reject if Untrusted) for the scenario. If you only want to activate the signature check for the approval scenario, set the Do Not Check option for all other scenarios. 4. Add User's S/MIME Certificate (Travelers and Administrators) a. (As a traveler): Go to Personalize My Settings and choose Manage Certificates. b. On the Certificates Assigned to: screen, choose Upload S/MIME Certificate. c. (As an administrator): Go to Application and User Management Business Users d. Select a user and choose Manage Certificates. See Also Security [page 86] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

73 Configuration: Load Certificates and Activate Signing and Encryption for s [page 92] 7.18 Setting Up The Audit and Approval Process Overview Approvals can be set up from two different perspectives in : from the perspective of the approval process in Application and User Management Approval Processes and from the perspective of amounts and expense types in Business Configuration. The Multistep Approval Process Mandatory The multistep approval process is set up from the perspective of who approves what and under what conditions. If your company has complex approval policies, you can set up approval processes for business documents (expense reports, trip requests, and itineraries) that require approval by multiple approvers. You can find out how to do this in Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests. You should also have a look at the FAQs Multistep Approval Process [page 74]FAQs Multistep Approval Process [page 175] section for answers to some frequently asked questions around the topic of approvals. For itineraries, make sure that you have clarified all relevant settings for pre-trip approval that must be configured in the online booking tool. These settings influence whether an itinerary appears with status Pending Approval in. The Audit and Approval Process for Expense Reports and Expense Types Optional You can set up the approval and auditing process for expense reports and individual expense types in business configuration. You can specify whether expense reports require only approval, or both approval and audit. Additionally, you can specify a maximum amount over which an expense report requires approval. If your company has both auditing and approval processes, you also need to specify the order in which they take place audit before approval, or vice versa. Additionally, you can enable approvers in one country version to forward approval tasks to approvers in another company. You do this by activating intercompany forwarding. You can find out how to do this in the Business Configuration [page 74]Business Configuration [page 174] tasks below. The settings you configure for expense reports and expense types will only be taken into account if you ensure to select one of the three conditions that specifically refer to approval configuration settings when you set up your multistep approval process. Sample Multistep Approval Process Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 73

74 Setting Up the Audit and Approval Process in Business Configuration Setting Up the Audit and Approval Process for Expense Reports In Business Configuration, you make company-specific settings for approval and auditing of expense reports. You can specify whether expense reports require approval and/or audit, and which process should come first. You can also specify whether approvers are allowed to approve their own travel documents. For more information, see Setting Up the Audit and Approval Process for Expense Reports [page 51]. Setting Up the Audit and Approval Process for Expense Types You can set up audit and approval conditions for individual expense types. For example, you can specify for a given country version that Airfare over a certain amount requires audit and/or approval. For more information, see Setting Up the Audit and Approval Process for Expense Types [page 54]. Creating a Multistep Approval Process You can create and edit approval processes that contain multiple approval steps, multiple approvers and approval conditions. For more information, see Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests. FAQs Multistep Approval Process What are the prerequisites for users to be able to approve business documents? There are two prerequisites for this: 1. The user must be assigned the business role Approver and the Approvals work center so that the function is available in the first place. You do this in the Business Users Work Center. 2. If your work distribution requires approval by the traveler's cost center manager or line manager, for example, the system has to be able to find the approver with this role in the organization. How do I combine conditions e.g. set up the condition that all expense reports containing rental car bills costing over 400 require approval? This is a combined condition. In other words, you first have to configure the expense type in business configuration and then you have you make sure the business configuration setting is taken into account as a condition. Here's how: First, set up this condition for the expense type in the business configuration fine-tuning activity Set Audit and Approval Conditions for Individual Expense Types. There, in the Maximum Amount field, you can specify that approval is required if a rental car costs more than 400. Then, on the Approval Processes screen, you must select the condition Expense Type Approval Configuration as described in step 6 here. What can I do if the conditions available for approval don't cover my requirements? You can create custom conditions by adding extension fields and using these as conditions in your approval process. For more information, see Creating an Extension Field for the Approval Process [page 180]. How do I ensure automatic approval if no approver is found for a step in the approval process? You simply select the Automatic Approval flag in the Work Distribution section. This will ensure that the process is not stalled if no approver can be found. By the way, the Automatic Approver flag isn't available for the work distribution Direct Approver, where you enter the name of a specific approver. If you don't select this flag and no approver can SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

75 be found, an unassigned task is created, which will appear in the list of unassigned items in the Business Task Management work center. The next FAQ tip tells you how to handle this issue. What do I do with tasks that could not be assigned to an approver - unassigned tasks? In the Business Task Management work center, you select the item that couldn't be assigned and choose Determine Assignment to see if the approver can be found automatically. If no approver can be found, you can assign the item manually by choosing Actions Assign Item. You can select an authorized approver from the list. I ran into the problem that an unwanted currency conversion in the background stalled the approval process. How can I prevent this happening again? You must always select an Amount/Currency condition together with a matching Country Version condition. Why did I receive the same business document to approve twice? It's most likely that you are the approver for the document with two different roles, for example, as the line manager and as cost center manager. You can check this by clicking Show all approvers in the business document. Why was my expense report routed to my previous line manager for approval and not to my current manager? The approval process is always based on the current date, that is, the date on which a request is submitted for approval. Some work distribution items and conditions can be time-dependent. For example, your organizational assignment is due to change on August 1st and as of that date you will report to a different line manager. If you submit a trip request on July 14th for a trip from August 20th to 24th, the trip request will be routed to the line manager you had on the submission date. If this happens, the line manager can simply forward the trip request to the new approver. Is it possible to enable 2nd and 3rd level line manager approval for multi-level approval? Yes it is. You have to maintain the org structure with reporting line units for all your employees. Then you choose the corresponding work distribution options: Second Level / Third Level Line Manager of Traveler. See Also Creating an Extension Field for the Approval Process [page 180] Manually Assigning Approvers [page 176] 7.19 Setting Up Checks for Minimum Trip Days for Expenses As system administrator, you can specify expenses travelers are allowed to claim only if their trip lasted a certain number of days. You also specify whether you want expense reports that don t meet this condition to be audited, or not submitted at all. Remember that compliance check findings are related to expenses within one expense report only. Example of Compliance Checks Settings Here is an example that might help you with setting up checks for expenses that are allowed to be claimed after a minimum number of days. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 75

76 Country Version Expense Type Valid From Valid To Minimum Trip Days Audit Required Submit Not Allowed DE-German Settlement Laundry Yes No DE-German Settlement Laundry Unlimited 3 Yes No The first check requires audit of an expense report that contains Laundry expenses claimed for a trip shorter than 5 days. This applies to all Laundry expenses claimed between and Starting from , the second check becomes effective, rendering the first check ineffective. This means that audit is now required for expense reports that contain Laundry expenses claimed for a trip shorter than 3 days. Prerequisites You have enabled the HTML5 client for your users. For more information, see How to Switch from Microsoft Silverlight to HTML5 [page 13]. You have confirmed that you want to use the following option in the scoping phase of the business configuration: Do you want to define automatic checks that can help you improve expense reporting compliance with your company policy? How to Add a New Check 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Choose the Setting Up Compliance Checks activity and then click the Set up checks for minimum trip days for expenses link. A new screen opens up. 3. Click Add Row. 4. Enter all the mandatory information. Select Audit Required for checks for which you want to require audit, or Submit Not Allowed if you want to prevent travelers to submit their expense reports should they violate the check conditions. 5. Save your changes. Result: The compliance checks for minimum trip days for expenses are now in place and active until the validity end date. They will be applied to all expenses which are created or changed from now on. If the checks you set up here detect irregularities of this type, they will be presented as findings to the travelers, and auditors or approvers. See Also Fraud Prevention with Compliance Checks [page 82] 7.20 Setting Up Checks for Expense Limits per Trip Day or Trip As system administrator, you can set limits per trip day or whole trip, that employees are allowed to spend on certain expenses. You can also specify whether you want expense reports with expenses that exceed these limits to be audited, or whether submission is allowed SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

77 Remember that compliance check findings are related to expenses within one expense report only and that this particular compliance check applies to travel-related expense reports. Example of Compliance Checks Settings Here is an example that might help you with setting up expense limits per trip day or whole trip. Country Version Expense Type Valid From Valid To Applies To Expense Limit Currency Audit Required Submit Not Allowed DE-German Taxi Day 15,00 EUR Yes No Settlement 3 4 DE-German Settlement DE-German Settlement Taxi Taxi Unlimited Trip 50,00 EUR Yes No Unlimited Trip 80,00 EUR No Yes The first check requires audit of an expense report that contains Taxi expenses that on average exceed a daily limit of 15 EUR. This applies to all Taxi expenses with expense date between and Starting from , the second and third check become effective, rendering the first check ineffective. This means that expense reports that contain Taxi expenses of over 50 EUR per whole trip will require audit, and travelers who claim Taxi expenses of over 80 EUR per whole trip will not be able to submit their expense reports at all. Prerequisites You have enabled the HTML5 client for your users. For more information, see How to Switch from Microsoft Silverlight to HTML5 [page 13]. You have confirmed that you want to use the following option in the scoping phase of the business configuration: Do you want to define automatic checks that can help you improve expense reporting compliance with your company policy? How to Add a New Check 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Choose the Setting Up Compliance Checks activity and then click the Set up checks for expense limits per trip day or trip link. A new screen opens up. 3. Click Add Row. 4. Enter all the mandatory information. Select Audit Required for checks for which you want to require audit, or Submit Not Allowed if you want to prevent travelers to submit their expense reports should they violate the check conditions. For a check to be applicable, you must fill in Expense Limit and Currency. If you leave those fields empty, the check will not become effective. 5. Save your changes. Result: Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 77

78 The compliance checks for expense limits per trip day or trip are now in place and active until the validity end date. They will be applied to all expenses which are created or changed from now on. If the checks you set up here detect irregularities of this type, they will be presented as findings to the travelers, and auditors or approvers. See Also Fraud Prevention with Compliance Checks [page 82] 7.21 Setting Up Checks for Duplicate Expenses As system administrator, you can specify the conditions under which certain expenses will be considered duplicates. Also, you can indicate if expense reports that contain duplicate expenses should be audited. Remember that compliance check findings are related to expenses within one expense report only. Potential duplicates can be, for example expenses of the same type incurred on the same day, or two expenses of the same expense type with the same amount. Examples of Compliance Checks Settings Here are some examples that might help you with setting up checks for duplicate expenses in your company. Country Version Expense Type Check Condition Valid From Valid To Audit Required DE-German Settlement Taxi Same type, date, and amount Yes DE-German Settlement Taxi Same type, date, and amount Unlimited No The first check requires audit of an expense report that contains two or more Taxi expenses incurred on the same day with the same amount. This applies to all Taxi expenses with expense date between and Starting from , the second check becomes effective, rendering the first check ineffective. Expense reports that contain two or more Taxi expenses incurred on the same day with the same amount will no longer require audit but the check will still create findings and show them on the Expense Details screen. Country Version Expense Type Check Condition Valid From Valid To Audit Required DE-German Settlement Breakfast Same type, and date or period Unlimited Yes DE-German Settlement Lunch Same type, and date or period Unlimited Yes DE-German Settlement Dinner Same type, and date or period Unlimited Yes All these checks together require audit of expense reports that contain two or more Breakfast/Lunch/Dinner expenses per day. Country Version Expense Type Check Condition Valid From Valid To Audit Required DE-German Settlement Hotel Same type, and date or period Unlimited Yes DE-German Settlement Car Rental Same type, and date or period Unlimited Yes SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

79 These checks require audit of expense reports that contain two or more Hotel or Car Rental expenses claimed for an overlapping period. Let's take a look at two examples of how system would treat expenses with overlapping and nonoverlapping periods, according to the check specified above: Car Rental from to and Car Rental from to The common date might be a drop-off date for the first Car Rental expense and at the same time a pick-up date for the second Car Rental expense. Hence this is not considered an overlapping period, and therefore these two expenses are not duplicates. Hotel from to and Hotel from to The common period from to is an overlapping period for both Hotel expenses, which makes them duplicate expenses. Country Version Expense Type Check Condition Valid From Valid To Audit Required DE-German Settlement Miscellaneous Same type Unlimited Yes This check requires audit of expense reports that contain more than one Miscellaneous expense. Prerequisites You have enabled the HTML5 client for your users. For more information, see How to Switch from Microsoft Silverlight to HTML5 [page 13]. You have confirmed that you want to use the following option in the scoping phase of the business configuration: Do you want to define automatic checks that can help you improve expense reporting compliance with your company policy? How to Add a New Check 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Choose the Setting Up Compliance Checks activity and then click the Set up checks for duplicate expenses link. A new screen opens up. 3. Click Add Row. 4. Enter all the mandatory information. Select Audit Required for checks for which you want to require audit. For a check to be applicable, you must fill in Expense Type and Check Condition. If you leave those fields empty, the check will not become effective. 5. Save your changes. Result: The compliance checks for exchange rate differences are now in place and active until the validity end date. They will be applied to all expenses which are created or changed from now on. If the checks you set up here detect irregularities of this type, they will be presented as findings to the travelers, and auditors or approvers. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 79

80 Compliance check findings are indicated with. See Also Fraud Prevention with Compliance Checks [page 82] 7.22 Setting Up Checks for Exchange Rate Differences As system administrator, you can specify the difference allowed between the exchange rate provided by a traveler and the exchange rate provided in the system. Also, you can indicate if expense reports with expenses that exceed these differences should be audited, or whether submission is allowed. A compliance check can be specified for a particular country version and expense currency. If no expense currency is entered, the check applies to all currencies for which there is no currency-specific check created. Examples of Compliance Checks Settings Here are some examples that might help you with setting up checks for exchange rate differences in your company. Country Version Allowed Difference Expense Currency Valid From Valid To Audit Required Submit Not Allowed DE-German Settlement DE-German Settlement DE-German Settlement 15% CHF Yes No 20% CHF Unlimited Yes No 25% CHF Unlimited No Yes The first check was valid from to and it required all expenses claimed in Swiss Francs (CHF) with the exchange rate difference greater than 15% to be audited. Starting from , the second and third check become effective. They require expenses claimed in CHF with the exchange rate difference greater than 20% to be audited, and prevent travelers to submit their expense reports if the exchange rate difference for expenses claimed in CHF exceeds 25%. Country Version Allowed Difference Expense Currency Valid From Valid To Audit Required Submit Not Allowed DE-German Settlement AT-Austrian Settlement 30% Unlimited No Yes 20% Unlimited No Yes The first check for the German settlement prevents expense reports to be submitted which contain expenses claimed in any currency with the exchange rate difference greater than 30%. The second check also prevents the submission of expense reports but for the Austrian settlement and expenses claimed in any currency with the exchange rate difference greater than 20% SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

81 Country Version Allowed Difference Expense Currency Valid From Valid To Audit Required Submit Not Allowed DE-German Settlement DE-German Settlement DE-German Settlement 20% Unlimited Yes No 15% CHF Unlimited Yes No 30% CHF Unlimited No Yes The first check requires expenses claimed in any currency, with the exchange rate difference greater than 20% to be audited. This check, however, doesn t apply to expenses claimed in CHF because there are two other checks created specifically for CHF, and are valid for the same period. The second check will require all expenses claimed in CHF with the exchange rate difference greater than 15% to be audited, while the third check will prevent submission of expense reports that contain expenses claimed in CHF with the exchange rate difference greater than 30%. Prerequisites You have enabled the HTML5 client for your users. For more information, see How to Switch from Microsoft Silverlight to HTML5 [page 13]. You have confirmed that you want to use the following option in the scoping phase of the business configuration: Do you want to define automatic checks that can help you improve expense reporting compliance with your company policy? How to Add a New Check 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Choose the Setting Up Compliance Checks activity and then click the Set up checks for exchange rate differences link. A new screen opens up. 3. Click Add Row. 4. Enter all the mandatory information. Select Audit Required for checks for which you want to require audit, or Submit Not Allowed for checks for which you want to prevent submission of expense reports. 5. Save your changes. Result: The compliance checks for exchange rate differences are now in place and active until the validity end date. They will be applied to all expenses which are created or changed from now on. If the checks you set up here detect irregularities of this type, they will be presented as findings to the travelers, and auditors or approvers. Remember that compliance checks will result in findings only if the exchange rate difference exceeds the allowed difference. The only case when the check will result in findings for exchange rate difference lower than allowed is when the traveler has to reimburse the company. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 81

82 See Also Fraud Prevention with Compliance Checks [page 82] 7.23 Fraud Prevention with Compliance Checks Most companies deal with a great number of expense reports per year, but there are usually only a few auditors or approvers responsible for checking those reports. Situations like that create enough room for unintentional, but also intentional mistakes in expense reports, and in the end companies lose money. To help you detect genuine mistakes or prevent potentially fraudulent activities in expense reporting, improve compliance with your company and legal policies, and ultimately save money, we have designed automatic rules you can switch on and adjust to check every expense report the rules we call compliance checks. Irregularities that you want to be checked by an auditor or traveler - such as same expenses potentially claimed twice, or differing exchange rates - you set up in compliance checks. Later on when the system runs compliance checks on expense reports, any detected irregularities that you have set up show up as findings. Compliance check findings are indicated with. How Can Help You? Every company has its specific business processes with different kinds of irregularities that can occur. To detect irregularities in expense reporting, we offer a set of highly flexible rules you can set up and activate. Here are the types of irregularities you can specify to be detected in an expense report: Two expenses of the same type incurred on the same day This detects, for example two Breakfast, Lunch or Dinner expenses per day, or two Car Rental expenses on the same day. Two expenses of the same type with the same amount This is one way of detecting the same expense, which has been claimed twice in the same expense report. Two expenses of the same type incurred on the same day and with the same amount This is another way of detecting the same expense, which has been claimed twice in the same expense report, but here the expense date is also taken into account. Two expenses of the same type This can be used to make sure that certain expense types are allowed only once per expense report. Claimed exchange rate that differs from the system exchange rate This helps to detect if a traveler has increased the claimed amount by providing a significantly higher exchange rate in the expense. Exceeded expense limit set per trip day or whole trip This can be used to detect if travelers have claimed more than they are allowed to spend on certain expenses, either per trip day or whole trip. Expenses for trips shorter than a specified number of days If some expenses are allowed to be claimed after a certain number of trip days, this check can detect if travelers have claimed those expenses for shorter trips SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

83 When the system detects an irregularity, it is displayed as a finding to an auditor or approver, but also to the traveler. This way the traveler is informed and can correct a mistake before submitting the expense report, or just acknowledge the finding and submit the expense report anyway. How Compliance Checks Work? 1. Administrators set up compliance checks First a decision needs to be made whether compliance checks should be used in a company. Then administrators can make the scoping decision and set up the compliance checks in business configuration. There administrators specify how the system should react if it detects, for example expenses of the same expense type claimed on the same day, or expenses of the same expense type and amount claimed in the same expense report. Administrators can also specify conditions under which an expense report should go into audit or even prevent travelers to submit their reports. 2. Compliance checks run on expenses where some might result in findings When a traveler claims expenses, the system checks them for any irregularities as specified by the administrator. Each time the system detects an irregularity it creates a finding. The traveler can react and correct it, if it s just an oversight or a mistake, or continue claiming expenses. Findings are displayed at the top of the Expense Details screen, and depending on the settings, may or may not require further action. If there are findings that prevent submission, additional error messages are displayed in the message area. If the traveler corrects the expense before submitting the expense report, the corresponding finding is deleted. Otherwise, as soon as an expense with a finding is submitted, the finding is kept in the system for the auditor and approver to see. See Also Setting Up Checks for Duplicate Expenses [page 78] Setting Up Checks for Exchange Rate Differences [page 80] Setting Up Checks for Expense Limits per Trip Day or Trip [page 76] Setting Up Checks for Minimum Trip Days for Expenses [page 75] 7.24 Setting Up Adjustment Reason Codes (MasterCard Only) Overview Adjustment reason codes are typically system-generated numbers used to identify credit card adjustments, for instance payments or late fees, and are provided by MasterCard. If you import MasterCard files into your SAP Cloud for Travel and Expense system and want to specify if adjustments are relevant for reimbursement, enable this activity. All adjustment reason codes that pertain to your company have to be added, otherwise an error will occur. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 83

84 Procedure 1. Enable adjustment reason codes a. Go to Business Configuration Implementation Projects, select your First Implementation and choose Edit Project Scope. b. On the Edit Project Scope: First Implementation screen, go to step 4 Questions. c. Under Scoping Element go to Travel and Expenses Expense Reimbursement Expense Input Channels and then under Group: Credit Card select the Do you want to use adjustment reason codes for MasterCard? checkbox. 2. Add adjustment reason codes You have to know which adjustment reason codes pertain to your company. Your credit card issuer can assist you here. Alternatively, on the Credit Card Feed Monitoring screen of the Travel Admin work center, check the messages in the Details section for credit card files whose import was completed with errors or failed completely. Here you will be asked to add adjustment reason codes <xyz>, for example a. Go to Business Configuration Implementation Projects select your First Implementation and choose Open Activity List. b. Choose Fine-Tune Credit Card Settings: MasterCard -Specific Adjustment Reason Codes. c. In the upper table, add all the adjustment reason codes and, if you want expenses to be created for a specific code when importing credit card files, select the Relevant checkbox and assign expense types accordingly in the lower table. If you do not assign an expense type to an adjustment reason code, for this country version the expense type is determined automatically based on merchant category code ' Missing Merchant Category'. 3. Optional: Create a credit card test file To see how the adjustment reason codes are applied in a transaction, you can create a credit card test file in your test system. Check out the Creating Credit Card Test Files section in Managing Credit Cards [page 25] for help on how to do this Working with Generic Country Versions For countries not included in the standard country scope of, you can create new country versions based on a generic template. You can then configure the new country version to fit the countryspecific requirements, taking into account the following points: You can set up expense reimbursement by gross amounts without tax calculation. You can configure mileage reimbursements with vehicle classes and vehicle types. You can set up meal and lodging per diem rates. If you require statutory settings (for example, statutory mileage reimbursement rates), you have to add them manually. The scoping decisions you make for the generic country version are taken over into the template version and copied to all new country versions you create. If you want to use different scoping options for a new country version, for example, Traxo, you must change this scoping option before creating a new country version SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

85 Tasks Creating a New Country Version 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. If the solution has already gone live, you must prepare a change project to adapt the capabilities and behavior of the solution. In this case, choose Business Configuration Implementation Projects, select your Change Project and choose Open Activity List. For more information about setting up a change project, see Complete the Activity List Change Project. 2. Choose Fine-Tune Create New Country Version. 3. Enter a 4-digit ID starting with Z for your new country version, for example: ZJA1. Then create a meaningful description for your country version. 4. Choose Create to copy the template to your new country version. It contains all the necessary basic settings and expense types. These basic settings cannot be changed. 5. You can now review and adapt the fine-tuning for the new countries. You will find all relevant activities with the suffix - Generic Country Version. Switching from a Generic to a Standard Country Version You want to switch from a generic country version, which you created for a country version that was previously not available in the standard scope of. There are numerous advantages to using a standard country version. There are more functions available than for the generic country versions. What's more, the system is updated automatically with any legal changes that have to be implemented, for example, when there are legal changes to be applied to the meal per diem regulations. Prerequisites You have previously created and fine-tuned a generic country version. You have now added the new country in scoping for. 1. You have to start by manually making all the fine-tune settings for the new country version that you previously made for the generic country version. In Business Configuration Implementation Projects, select your First Implementation (or if your solution has already gone live, your Change Project) and choose Open Activity List. 2. In the Fine-Tune phase make all of the necessary fine-tuning settings for your new country version. There are some special requirements that you have to note in the fine-tuning activities listed in the table. Fine-Tuning Activity Edit Expense Reimbursement Groups Mileage Rates When you fine-tune this activity, you have to Set up the same expense reimbursement groups that were available in the generic country version. You then have to assign these expense reimbursement groups to expense types, as described in step 7 of Edit Expense Types [page 57]. Make sure that you use the same vehicle types as you used for the generic country version when you set up mileage rates for the new country version, as described in Set Up Mileage Rates [page 62]. 3. When you have completed all fine-tuning for the new country version, you have to delimit the generic country version and activate your new country version as of a given date. Choose Fine-Tune Create New Country Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 85

86 Version. To set the validity dates, under Previously Created Country Versions select your generic country version and change the Valid To date to the last date on which the generic country version should be valid. The official country version is automatically valid from the next day on. Existing expense reports should not be switched to a new country version. When deciding on the validity end date of the generic country version, it is important that you check the dates of existing expense reports and choose a date after the latest expense report. To check this, go to Travel Admin Expense Reports. Show all expense reports and click the End Date column to sort the list by the highest date. The validity of the standard country version starts immediately after the validity end date of the generic country version. 4. Follow-up Activity for Multistep Approval Process: If your company has set up a multistep approval process, you must note the following. The following conditions are country-specific: Expense Report Type, Activity Type, Country Version, Approval Process Group, and Expense Type. If you have used any of these conditions in your approval process step for the generic country version, you now have to copy these steps to your new country version to ensure that the approval process works properly. For more information about the multistep approval process, see Setting Up The Approval and Auditing Process [page 73] Security Overview To increase security, your SAP solution enables you to decrypt incoming s and check them for trustworthy signatures, as well as encrypt and sign outgoing s. Outgoing s are encrypted using the Secure/Multipurpose Internet Mail Extensions (S/MIME) standard. You can use this function for communication between your solution and your employees and your solution and your business partners, in scenarios provided by SAP. You can send encrypted s to your users, (for example, to send them new passwords) or to business partners. You specify which scenarios you want to use and define settings for encryption and signatures for these scenarios in Business Configuration, in the Encryption and Signature Check fine-tuning activity. The following diagram illustrates how encryption and signature is set up for communication between your system and your employees: SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

87 S/MIME Configuration and Process Description The following diagram illustrates how encryption and signature is set up for communication between your system and your recipients: Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 87

88 S/MIME Configuration and Process Description Encrypting s Sent from Your System Key pairs, which consist of a public key and a private key, are used to encrypt and decrypt s. The sender uses the recipient s public key to encrypt s sent to the recipient and the recipient uses his or her private key to decrypt these s. Therefore, before outgoing s can be encrypted, the recipient s public key must be uploaded to the system. This can be done in the following ways: The administrator uploads it manually. This option is valid for both employees and for business partners. The employee uploads it manually. This option is valid for employees only. The employee sends a signed (where the signature contains the S/MIME certificate) to the central security address. This option is valid for employees only. Note that before an employee sends a signed containing the S/MIME certificate to the central security address, you have to upload the certificate of the trusted Certification Authority (CA) that has also issued the employee s certificate. Otherwise, the system does not accept the employee's public key. You can use only one S/MIME certificate for each employee. That is, if the employee uploads a second S/ MIME certificate, the system replaces the old one SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

89 Receiving Encrypted s Sent to Your System You can define in an scenario that you only want to receive encrypted s from a sender. For the sender to be able to send you encrypted s, he or she must have your system s certificate. Therefore, you must download this certificate and distribute it to the relevant employees and business partners. Checking the Signature of s Sent to Your System The sender signs s using his or her private key and the recipient can then verify the signature using the public key. To verify the signature of incoming s, you have to upload the certificate of a trusted CA into your system. You have to do this for the central security address and for all system addresses to which employees and business partners can send an . The S/MIME certificate of the sender must be issued by the same CA. When receiving a signed , the system verifies whether the certificate in the is issued by a trusted CA, checks whether the signature is valid, and, if the certificate has been assigned to an employee, authenticates the employee's user ID by means of the S/MIME certificate. If the has been sent by a business partner who does not have a user in the system, the is processed by the system using a technical user. If the verification fails, the system rejects the and informs the sender. Only trust those CAs that verify the address of the sender. Otherwise other persons could become the owner of a certificate that has been issued by the same CA and contains a valid address. Signing s Sent from Your System To sign s sent from your system s standard sender address (DoNotReply@<systemdomain>) a key pair is automatically created and signed by the SAP Passport CA for this address. Recipients: To be able to verify the signatures of s sent from this address, the recipients of these e- mails need to install the corresponding CA certificate in their s clients. For the standard sender address you can download the certificate from the SAP Passport CA. For external key pairs, you can get the certificate from the signing CA. See Also Configuration: Load Certificates and Activate Signing and Encryption for s [page 92] Configuration: Encryption and Signature Check [page 89] Process-Integrated Output Settings 7.27 Configuration: Encryption and Signature Check Overview This document contains details and instructions regarding configuration settings. Such settings are normally performed by an administrator. If you do not have the required authorization, contact your administrator. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 89

90 To find this activity, go to the Business Configuration Implementation Projects view. Select your implementation project and click Open Activity List. Select the Fine-Tune phase, then select the activity from the activity list. In your solution you can increase security in s by decrypting incoming s and checking them for trustworthy signatures, as well as by encrypting and signing outgoing s. In this configuration activity, preconfigured scenarios are provided. You can specify encryption and signature check for each scenario as follows: s Encryption/Decryption Signature Incoming Encrypted s are decrypted automatically Specify check for trustworthy signatures Outgoing Specify encryption of s Specify signing of s Outgoing s are encrypted using the Secure/Multipurpose Internet Mail Extensions (S/MIME) standard. Your solution will try to decrypt encrypted incoming s. If this fails, it will send an notification to the sender. Prerequisites Configuration Settings Configuration settings are usually performed by an administrator. If you do not have the required authorization, contact your administrator. Encryption and Signature Check is selected in your solution configuration. To find this business option, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Edit Project Scope. In the Scoping step of the project, ensure that Security is selected within Builtin Services and Support. In the Questions step, expand the Built-in Services and Support scoping element and select System Management. Select Security and answer the question related to Security. Certificates The signature check is done using the list of certificates of the trusted Certification Authorities (CA) listed in your solution. You can find this list under Application and User Management Common Tasks Configure S/ MIME or in the Load Certificates and Activate Signing and Encryption for s activity in Business Configuration, in the Integrate and Extend phase of the activity list. There you activate the settings that you have specified in this fine-tune activity. Incoming In the Signature column you specify whether the signature should be checked. Business partners send their s to the addresses listed in this fine-tune activity, depending on the scenario. These addresses are provided by SAP. You cannot change the addresses in this fine-tune activity SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

91 Outgoing In the Encryption column you specify whether the s should be sent encrypted, and in the Signature column you specify whether the should be signed. You can specify one of the following options for encryption of s: Encryption Options Option Encrypt Encrypt if Possible Do Not Encrypt Description The system encrypts s before sending them. If it cannot encrypt an , the system displays an error message. The system encrypts s before sending them. If it cannot encrypt an , the system will send an unencrypted . The system does not encrypt s. To send encrypted s to your business partner, your system needs to store a certificate from your business partner. See Also Security [page 86] 7.28 Configuration: and Fax Settings Overview This document contains details and instructions regarding configuration settings. Such settings are normally performed by an administrator. If you do not have the required authorization, contact your administrator. To find this activity, go to the Business Configuration Implementation Projects view. Select your implementation project and click Open Activity List. Select the Fine-Tune phase, then select the activity from the activity list. In the and Fax Settings activity, you define general settings for the output channels and fax. These output channels are used when business documents are automatically sent to business partners as processintegrated output. Note that if you did not enable the fax output channel in your solution configuration, then the fax settings will not be visible in this activity. To find this business option, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Edit Project Scope. In the Scoping step of the project, ensure that Business Process Management Process-Integrated Input and Output Management is selected within Communication and Information Exchange. In the Questions step, expand the Communication and Information Exchange scoping element and select Business Process Management. Select Process-Integrated Input and Output Management and answer the question related to the fax output channel. Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 91

92 Allowed Sender Domains When the system sends an automatic to one of your business partners, the sender address of the e- mail must belong to an allowed domain. If the sender address does not belong to an allowed domain, the e- mail is not sent. This is necessary to prevent the misuse of unwanted addresses. Sender addresses are determined differently depending on the underlying business process for each document. Typically, the address of the employee responsible for the document is used. This address is maintained in the employee s personal details. If the address does not belong to one of the domains listed here, then the employee will not be able to send automatic s. Default Sender Address You can also specify a default sender address to be used if no sender address can be determined by the system. If you do not specify a default sender address, the SAP default sender address is used. Fax over To use fax over as an output channel, you must have access to a fax service that is capable of converting e- mails and sending them as faxes. This fax service must be capable of receiving s sent from your cloud solution. The envelope sender address of the sent to the fax service from your cloud solution always has the format dsn@<system domain>, where <system domain> is the domain of your system. For example, for a system with the URL my sapbydesign.com, the envelope sender address would be dsn@my mail.sapbydesign.com. You should ensure that your fax service provider accepts fax s coming from this address. Contact your service provider for more information about the address format required to embed the fax number. The fax number is always represented with a dollar sign $. and Fax Delivery in a Non-Productive System If you are working in a non-productive system, such as a test system, you may want to enter an alternative address or fax number to which all test s and faxes will be sent. This prevents the accidental sending of s or faxes to real-life business partners. While you may currently not be using a non-productive system, it is recommended that you specify a test address and fax number in case you request a test system in the future. See Also Output Management 7.29 Configuration: Load Certificates and Activate Signing and Encryption for s This document contains details and instructions regarding configuration settings. Such settings are normally performed by an administrator. If you do not have the required authorization, contact your administrator. To find this activity, go to the Business Configuration Implementation Projects view. Select your implementation project and click Open Activity List. Select the Integrate and Extend phase, then select the activity from the activity list SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

93 In this configuration activity, you can upload the certificate of your trusted Certification Authority (CA) and activate the signature check and encryption of s. Prerequisites All employees who are supposed to use S/MIME must have a workplace address and an certificate installed in their client. Your employees must use one of the following clients: Microsoft Outlook Mozilla Thunderbird Apple Mail The Encryption and Signatures for s and Load Certificates and Activate Signing and Encryption for E- Mails configuration activities are enabled in your solution. To find the related business option, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Edit Project Scope. In the Scoping step of the project, under Built in Service and Support, ensure that System Management is selected. In the Questions step, expand the Built-in Service and Support scoping element and select System Management. Select Security and answer the question related to Security. You have completed the Encryption and Signatures for s activity. To find this activity, go to the Business Configuration Implementation Projects view. Select your implementation project and click Open Activity List. Select the Fine-Tune phase, then select the activity from the activity list. Business Background Your SAP solution enables you to encrypt outgoing s and check the signature of incoming s by using the Secure/Multipurpose Internet Mail Extensions (S/MIME) standard. You can use this function for communication between your system and your employees, in scenarios provided by SAP (for example, selfservice or approval scenarios). For more information, see Security [page 86]. Tasks Upload Certificate of the Certification Authority 1. Choose Manage CA Certificates. 2. Select the addresses for which you want to upload the CA certificate. 3. Click Upload CA Certificate and select the certificate of your trusted CA. Upload the Employee s S/MIME Certificate for Encryption You can upload the employee s S/MIME certificate by performing one of the following options: Upload certificate automatically: The employee sends an to security@<system ID>.com. When the system receives the , the certificate is automatically uploaded. Upload certificate manually by administrator: Business Configuration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 93

94 1. Go to the Application and User Management work center and choose the Business Users view 2. Select the business user for whom you want to upload the certificate. 3. Click Manage Certificates. 4. Click Upload S/MIME Certificate and choose the relevant certificate file. 5. Save your changes. Upload certificate manually by employee: 1. Choose Personalize My Settings. 2. Click Manage Certificates. 3. Click Upload S/MIME Certificate and choose the relevant certificate file. 4. Save your changes. Activate Encryption and Signature Check Once you have uploaded all employees S/MIME certificates, you can activate the S/MIME functions either in this business configuration activity or in Application and User Management Common Tasks Configure S/MIME at a later point in time. 1. Choose Activate S/MIME. 2. To activate the signature check set the Check Signature of Incoming s checkbox. 3. To activate encryption set the Encrypt Outgoing s checkbox. 4. Save your changes SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Configuration

95 8 Application and User Management 8.1 Business Flexibility Working with the Adapt Menu This document describes all changes that can be made by an administrator using the Adapt menu. Administrators can change the look and feel of the SAP solution user interface by changing the theme and adapting company branding images. Adaptation mode allows administrators to make changes to a screen, try out the changes, and then publish the changes so that they are available to other users. The following changes can be made in adaptation mode: Screen Layout You can show and hide fields and screen sections, rename fields and sections, change the order of fields and sections, and adapt the way in which tables are displayed. Extension Fields In, you can create extension fields for the Trip Request screen, the Expense header data and the auditor work list. You also add them to form templates, analytical data sources and reports, extension scenarios, and Enterprise Search categories. Mashups and Web Services You can make preconfigured mashups or mashups that have been created by an administrator visible on screens. You can also access the activities for creating new mashups. In, for example, you can use mashups with port-binding Travel Plan General Data in the Travel and Expenses work center on the Itinerary screen, and with port-binding Expense Report General Data in the Work Center Travel and Expenses on the Expense Report Header screen as well as in the Auditor work list. Example: Travel Plan Mashup Category: Location & Travel Port Binding: Travel Plan General Data Description: General Data (Last Name), Destination City, Start date and end date of trip Out-Port Type: General Travel Information The administrator must be assigned to the Flexibility Change Log view in the Application and User Management work center. Administrators who are not assigned to this view are not authorized to use the Adapt menu. Tasks Adapt Company Branding Images You can adapt the company logo and related settings in the title bar. You can also set a default background image for your SAP solution. For more information, see here. Adaptation Mode Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 95

96 Enter Adaptation Mode 1. Navigate to the screen where you want to make your changes. 2. From the Adapt menu, select Enter Adaptation Mode. You are now in adaptation mode and can see any administrator changes that were made previously and which have not yet been published. You can navigate through different screens while still in adaptation mode and see how your changes look. Note that you are still working in your productive system so any changes you make will have an immediate effect on your data. 3. While in adaptation mode, from the Adapt menu, choose Edit Screen. The adaptation panel opens on the right side of the screen. It has the following sections: Screen Layout: In this section, you can adapt the content and layout of the screen. Extension Fields: In this section, you can view and edit existing extension fields and create new extension fields. Mashups and Web Services: In this section, you can add mashups to the screen and access the activities for creating new mashups. For more information about how to make changes to the screen layout, extension fields, and mashups, see the corresponding sections below. For more information about managing your changes, see the Managing Your Changes section of this document Hide a Screen Section 1. From the Adapt menu, select Enter Adaptation Mode. 2. In adaptation mode, from the Adapt menu in the screen that you want to adapt, select Edit Screen. The adaptation panel opens. 3. In the Screen Layout section of the adaptation panel, in the Sections table, select a screen section that you want to hide. The selected section is marked in yellow on the screen to the left of the adaptation panel. 4. To hide the screen section, in the Section table, deselect the Visible checkbox. Under the Sections table, you can adjust the title of the screen section. 5. To save your changes to the current screen, click Save. 6. To make your changes visible to all users, click Publish. Display and Rename a Field 1. From the Adapt menu, select Enter Adaptation Mode. 2. In adaptation mode, from the Adapt menu in the screen that you want to adapt, select Edit Screen. The adaptation panel opens. 3. In the Screen Layout section of the adaptation panel, in the Sections table, select the screen section where the field that you want to adapt is located. The selected section is marked in yellow on the screen to the left of the adaptation panel. 4. In the Fields table, select the field that you want to display. 5. To display the field in the screen, in the Fields table, select the Visible checkbox. 6. To adjust the display sequence of the field, in the Fields table, use the arrow buttons to move the field up or down SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

97 7. Under the Fields table, rename the title of the field as needed. You can also rename a field displayed in the identification region at the top of your business documents. However, you cannot make a hidden field visible in the identification region. 8. To save your changes to the current screen, click Save. 9. To make your changes visible to all users, click Publish. Adapt a Table 1. From the Adapt menu, select Enter Adaptation Mode. 2. In adaptation mode, from the Adapt menu in the screen that you want to adapt, select Edit Screen. The adaptation panel opens. 3. In the Screen Layout section of the adaptation panel, in the Sections table, select the screen section that corresponds to the table that you want to personalize. The selected section is marked in yellow on the screen to the left of the adaptation panel. In the List of Fields table, all visible and hidden columns in the table are displayed. 4. To display a hidden column in the table, select the Visible checkbox of the column. 5. To adjust the display sequence of the column, use the arrow buttons to move the field up or down. 6. To adjust the appearance of the table, click Display Settings. In the Display Settings dialog box, you can define the number of rows that should be displayed, select a table design and show or hide grid lines. 7. To configure the sort order of each column, click Configure Sorting. In the Configure Sorting dialog box, select a column for which you want to define a sort order and use the arrow keys add it to the list. Select a sort option from the dropdown list. 8. If the table contains values, for example, the total amount of a sales order, you can configure calculation settings by clicking Configure Calculations. In the Configure Calculations dialog box, select a column that contains a calculation and select one of the following options: Count Table Entries: When you group the table by a given value, the number of items found belonging to each grouping value is displayed on the grouping row. Display Result Rows at Top of Table: Display the result row of calculations at the top of the table instead of at the bottom. Display Intermediate Results for Sorted Columns: Display calculation results for grouped rows. Display Intermediate Results Only: Display intermediate result rows only. Note that if the table does not contain calculations, the list of columns in this dialog box is empty. 9. To save your changes to the current screen, click Save. 10. To make your changes visible to all users, click Publish. Create an Extension Field For more information about creating and using extension fields, see Working with Extension Fields [page 100]. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 97

98 Make a Mashup Visible on a Screen For more information, see here. Create a New Mashup You can create a new data, URL, or HTML mashup by selecting an option from the New menu. For more information, see the Working with Mashups [page 99]. Managing Your Changes in Adaptation Mode Trying Out Your Changes After saving your changes in the adaptation panel, you can try out how the changes look and work in the system before making them visible to all users. You do this while still in adaptation mode. Note that you cannot save any data while in adaptation mode. 1. After saving your changes by clicking Save, close the adaptation panel. You are still in adaptation mode and can now view your changes. Note that in adaptation mode any changes you make to data will have an immediate effect. The only difference between adaptation mode and normal system access is that you can see administrator changes that are not visible to other users. For example, if you have renamed a field on a screen and want to see what it looks like, you can close the adaptation panel and view the field while still in adaptation mode, or to check that a mashup is working correctly, you can trigger the mashup on the screen by entering the relevant data and then check that it displays properly. 2. If necessary, select Edit Screen from the Adapt menu to make any further changes. 3. If you are satisfied, then you can publish your changes. See below for more information. Publishing your Changes When you are satisfied with your changes, you can publish them. This makes your changes visible to all users. 1. Navigate to the section of the adaptation panel where you made the changes, for example, Screen Layout. 2. Click Publish. All saved and not published changes that have been made to the screen in this section of the adaptation panel are published. Note that when you publish changes, you only publish those changes which were made in the section of the adaptation panel in which you are currently located. For example, if you are in the Mashups and Web Services section and click Publish, only your changes to embedded mashups will be published. 3. You will be prompted to choose whether or not you want to overwrite changes that have been made to the screen by other users using the Personalize This Screen function. If you choose to overwrite their changes, then all personalization changes that have been made to the screen are discarded. This includes all changes made on the Screen Layout pane and the Mashups/Web Services pane of the Personalize side panel SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

99 If you choose to publish your changes and keep personalization changes made by other users, then note that some users may not be able to see your changes unless they were to delete their personalization changes. Discarding Unpublished Changes If you have made changes that you do not want to keep, you can discard them. You can only discard unpublished changes to a screen. Published changes can only be removed using the revert function. 1. Navigate to the section of the adaptation panel where you made the changes, for example, Screen Layout. 2. Click Discard. All saved and not published changes that have been made to the screen in this section of the adaptation panel are discarded. For example, if you are in the Mashups and Web Services section and click Discard, only your not published changes to embedded mashups are discarded. Reverting to the Original Screen If you want to remove all administrator changes from a screen, you can revert to the original screen as delivered by SAP and partners. This can be done separately for each different type of change that can be made from the adaptation panel. 1. Navigate to the section of the adaptation panel where you made the changes, for example, Screen Layout. 2. Click Revert. All published and not published changes that have been made to the screen in this section of the adaptation panel are discarded and the original set up provided by SAP or the partner is displayed. For example, if you are in the Mashups and Web Services section and click Revert, only the published and not published changes to embedded mashups are discarded and the original set up for embedded mashups is displayed. Note that it is possible to track changes made by administrators in adaptation mode in the flexibility change log. Navigate to Application and User Management Business Flexibility Flexibility Change Log. For more information, see the Flexibility Change Log [page 103] Working with Mashups As an administrator, you can add mashups and make them visible to all users. You can activate preconfigured mashups, and create new mashups either from scratch or by copying a preconfigured mashup. In SAP Cloud for Travel and Expense you can use mashups for the trip request screen, the expense header data, or the auditor work list. The Mashup Web Services view allows system administrators to integrate third-party Web services for use in data and HTML mashups. The Mashup Authoring view allows you as an administrator to activate preconfigured mashups, and to create new mashups either from scratch or by copying a preconfigured mashup. You can find both of these views under Application and User Management Business Flexibility. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 99

100 Information about Mashups SAP provides preconfigured Web services that are used in mashups provided by SAP. You can view the configuration settings of preconfigured Web services by clicking on the service name in the list. The following types of Web service are supported: REST SOAP RSS and Atom feeds For more information, see Mashups and Web Services. Using Mashups and Web Services Create a Mashup Web Service For more information, click here. Enter API Keys 1. In the Mashup Web Services view, select a Web service that requires an API key and click Enter API Keys. The Enter API Keys dialog box displays the API keys that are required by the selected Web service. Under API Key Details a link is provided to the Business Center. Here you can find a list of all SAP partners and a link to their respective Web sites. You have to generate the API key on the service provider's Web site. 2. Click Show API Keys and, in the API Key Value column, enter the API key provided by the service provider. 3. Save your changes. Authoring Mashups Make a Mashup Visible on a Screen Create a Data Mashup Create a URL Mashup Create an HTML Mashup Create a Mashup for an Extension Field Copy an Existing Mashup For information about this task, see here. For information about this task, see here. For information about this task, see here. For information about this task, see here. For information about this task, see here. To create a copy of a mashup delivered by SAP or partners, select the mashup you want to copy by clicking on the mashup name and click Save As Working with Extension Fields Extension fields are additional fields that system administrators can add to the SAP cloud solution. System administrators can create extension fields for a screen that has been enabled for extension fields, in SAP Cloud for Travel and Expense for example, the trip request screen, the expense header data or the auditor work list SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

101 To create extension fields you must be assigned the Flexibility Change Log view in the Application and User Management work center. For more information, see the Using the Flexibility Change Log [page 103]. Business Background Business Contexts When you first create an extension field, you navigate to a screen on which you want it to appear and add it to a section of the screen. Each screen section is based on an underlying business context. The business context typically corresponds to part of a business document or other object, for example, the header data of a sales order. The business context is used to determine which other screens you can add the field to and, in addition, the form templates, analytical data sources and reports, enterprise search categories, and extension scenarios that the field can be added to. Extension Field Types The following table lists the different field types available and the settings you can make for each field type. For example, you can define a default value that is automatically entered in the field but which can be overwritten by the user. For some field types you can also define a calculation rule, for example, in order to combine data from two different fields into one field. Field Type Default Value Calculated Field Other Settings Text Yes Yes None Amount Yes: Default value and default Yes None currency Indicator Yes No None Date Yes No None Decimal Number Yes Yes You can specify the field length and the number of decimal places. Address Yes No None Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 101

102 Field Type Default Value Calculated Field Other Settings List Yes No You must define a list of values that can later be selected from the dropdown list by users. If you have multiple system languages then you must enter a value for each language. For example code 101 corresponds to the first entry in the list. If you have multiple languages then you have to maintain an entry for this code in each language. Code 102 then corresponds with the second entry in the list, and so on. To add more entries click Add. You can also enter your own code for each entry, if required. Quantity Yes: Default quantity and Yes None default unit of measure Time Yes No None Web Address Yes No None Tasks Create a New Extension Field For more information, see here [page 106]. Make an Existing Extension Field Visible on a Screen If you have already created an extension field then you can add it to other screens that are based on the same business context. For example, if you originally created an extension field on the New Sales Order screen in the Sales Order - General Information business context, you can also add it to other screens in which the Sales Order - General Information business context is used. To add an existing extension field to a screen, do the following: 1. Navigate to a screen where you want to add the extension field. 2. From the Adapt menu, select Enter Adaptation Mode. 3. In adaptation mode, select Edit Screen from the Adapt menu. The side panel opens. 4. Click on the Extension Fields section of the side panel. A list of screen sections to which an extension field can be added is displayed. 5. Select a section from the list, or alternatively, click on a section that has been enabled for extension fields on the screen. A list of available extension fields is displayed. Extension fields that have not been made visible for the screen are listed but the Visible checkbox is not selected SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

103 6. Select the Visible checkbox beside the field that you want to make visible on this screen. Note that if you want to make an extension field visible on a screen but want it to be read-only, for example, on a fact sheet or the review step of a guided activity, select the Display Only checkbox. 7. Save your changes and close the side panel. Make an Extension Field Display Only You can make an extension field that is otherwise editable read-only on selected screens. For example, you might want an extension field on a fact sheet or review step of a guided activity to be read-only whereas it should be possible to edit the field on other screens. 1. In the adaptation side panel, under Extension Fields, select the extension field from the list. 2. Select the Visible checkbox. 3. Under Properties, select the Display Only checkbox. Use an Extension Field in a Mashup You can use extension fields as a parameter in a mashup. For more information about how to create a mashup that uses an extension field, see Create a Mashup for an Extension Field. Creating an Extension Field for the Approval Process To find out how to do this, see Creating an Extension Field for the Approval Process [page 180] Add an Extension Field to a Mobile Floorplan For more information about this, see Add an Extension Field to a Mobile Floorplan [page 104] Delete an Extension Field 1. In the adaptation side panel, under Extension Fields, select the extension field from the list. Note that you cannot delete an extension field that is currently being used in the calculation rule of a calculated extension field. 2. Click Remove. The extension field is removed from all screens, form data structures, reports, data sources, extension scenarios, and Enterprise Search categories Using the Flexibility Change Log The Flexibility Change Log view contains all changes that have been made by administrators in adaptation mode and in the Mashup Authoring view. This includes changes to screens, extension fields, and mashups. This view allows administrators and auditors to trace the way in which data is being accessed by users. For example, by creating calculated extension fields and mashups, administrators can grant users access to data that they were not originally authorized to access. You can access this view from the Application and User Management work center, under Business Flexibility. You can use this view to track and manage changes to objects. By default, the list of changed objects displays all objects that have been changed by you. You can view changes made by others by selecting an option from the Show dropdown menu. In the Status of Changes column, you can see whether the object contains any changes that have not been published. You can then decide whether to publish or discard all changes to the object. For each changed object you can also view the change history which is a detailed log of each change that has been made. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 103

104 To help you keep track of why changes were made, you can add a tags to the individual changes in an object's change history. Tasks View the Change History of an Object Add Tags to Changes Publish Non-Published Changes Discard a Single Change Discard All Changes for an Object Click Change History The Change History screen opens displaying a list of all changes that have been made to the object. You can filter for your changes only, or view changes by all users. You can also sort the list for changes that have not been published. To add tags to help you keep track of why you made changes to an object, click Change History. This helps, for example, if you made the change in the context of a scope change project. Then select a row in the table and enter a text in the Tag column. The tags you enter are listed for the object on the Flexibility Change Log screen. To publish changes to make them available to all users, select a changed object and click Publish. If an object has been changed, but not yet published, you can discard those changes by clicking Change History then select a row in the table and click Discard. You can discard all system administrator changes to an object. 1. In the Flexibility Change Log view, select a changed object. 2. Click Discard. Export a List of All Changed Objects You can export a detailed list of all changed objects containing all changes that were made to each object. Note that to use this function, you must install the add-in for Microsoft Excel on your local computer from Application and User Management Download Center. 1. Select All Changes from the Show dropdown menu. 2. Click Export. 3. On the Export To Microsoft Excel dialog, select a language and click Download Adding an Extension Field to a Mobile Floorplan Overview You, as a system administrator, can add an existing extension field to a mobile floorplan. Mobile floorplans are adapted versions of standard screens in the SAP cloud solution that are used in applications for mobile devices. Currently you can do this for fields in expense reporting and approval on iphone and BlackBerry. It is not supported for expense capturing on these devices. For ipad currently no extension fields can be added. Prerequisites You have created an extension field in a business context that is also used in a mobile floorplan SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

105 Procedure 1. To add an extension field to a mobile floorplan, log on to. You must be assigned to the work center view on which the mobile floorplan is based. 2. Delete the Microsoft Silverlight cache on your local computer. For more information about how to delete the cache, see the Microsoft Silverlight product documentation. 3. In the browser window, you must change the URL as follows: 4. Replace BYD_ODT by SAP_BYD_UI. 5. Remove public. 6. Replace ODTStartPage.html by StartPage.html. 7. Remove url parameter redirecturl= by the following: For iphone, Android, BB: byd-agent=mobile%2fiphone For ipad*:* byd-agent=tablet%2fiphone 8. Don't forget to concatenate additional URL parameters with & Initially your URL looks like this: repository/byd_odt/runtime/odtstartpage.html? When you're finished, your URL looks like this: ui/repository/sap_byd_ui/runtime/startpage.html?app.component=/sap_byd_ui_ct/ Main/root.uiccwoc&rootWindow=X&sapbyd-agent=mobile%2fiphone 9. Refresh the page. You may be prompted to log on to the system again at this point. You can now see the mobile floorplans for your assigned work center views. 10. Open the screen to which you want to add the extension field. 11. Select Enter Adaptation Mode from the Adapt menu. 12. Select Edit Screen from the Adapt menu. The adaptation side panel opens. 13. In the side panel, click on Extension Fields. 14. Select the Visible checkbox next to the field that you want to be visible on this screen. 15. Save and publish your changes. 16. Now add an extension field to a mobile floorplan in the Mobile Execution work center. You must be logged on to. You must be assigned to the Mobile Execution work center. 17. Delete the Microsoft Silverlight cache on your local computer. For more information about how to delete the cache, see the Microsoft Silverlight product documentation. 18. In the browser window, add the parameter &sapbyd-agent=mobile to the URL of your SAP cloud solution and refresh the page. Note that you may be prompted to log on to the system again at this point. You can now see the Mobile Execution work center. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 105

106 19. Open the screen to which you want to add the extension field. 20. Select Enter Adaptation Mode from the Adapt menu. 21. Select Edit Screen from the Adapt menu. The adaptation side panel opens. 22. In the side panel, click on Extension Fields. 23. Select the Visible checkbox next to the field that you want to be visible on this screen. 24. Save and publish your changes Creating an Extension Field Overview Administrators can create extension fields using the adapt function. For more information about extension fields, see the Working with Extension Fields [page 100]. Prerequisites The administrator has been assigned to the Flexibility Change Log view in the Application and User Management work center. This is required to use adaptation mode. The administrator must be authorized to access any screens, form templates, and reports to which the extension field should be added. Procedure 1. Navigate to a screen where you want to add the new field. 2. From the Adapt menu, select Enter Adaptation Mode. Adaptation mode allows you, as an administrator, to make changes to a screen and then try out your changes before publishing them and making them available to all users. 3. In adaptation mode, select Edit Screen from the Adapt menu. The adaptation panel opens on the right side of the screen. 4. Click on the Extension Fields pane of the adaptation panel. A list of screen sections to which extension fields can be added is displayed. 5. Select a section from the list, or alternatively, click directly on a section that has been enabled for extension fields on the screen. 6. Click Add. 7. In the Add New Field dialog box, the system displays the business context to which you have chosen to add the field. The business context is determined based on the screen section that you selected. If you have tried to create an extension field in a screen section that is based on two different business contexts then you can choose which one better suits your purpose. For example, you may have to choose between adding an extension field at header level of a business document or at item level. The business context is used to determine which other screens you can add the field to and, in addition, the form templates, analytical data sources and reports, enterprise search categories, and extension scenarios that the field can be added to. 8. Select a field type SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

107 For more information about the different field types available, see the Working with Extension Fields [page 100]. 9. Enter a field label. If required, you can enter a translation for the field label which will be used when users log on using a different logon language. Click on the arrow to the right of the Field Label field and type the translations next to each language. 10. If required, enter a tooltip for the field. This will be displayed when users move the cursor over the field. You can also enter translations for your other logon languages. 11. If required, you can define a simple calculation rule for selected field types. To define a calculation rule, select the Calculated Field checkbox. Under Calculation Rule, either enter a constant value manually or select a value from the dropdown list. The values available to you from the dropdown list are proposed by the system based on the type of field you are creating and the business context of the field. Text fields can be concatenated and numerical fields can be added, subtracted, multiplied, or divided. Note that when creating a calculation rule based on another field it is recommended that you check whether users that have access to this extension field are also authorized to view the data displayed as a result of the calculation rule. 12. Save your changes. 13. Select the Visible checkbox next to the extension field to make it visible on the current screen. Note that when the extension field is created it becomes available in the business context but does not automatically get added to all screens that are based on this business context. To make the extension field visible on each screen, you must navigate to each screen individually and using adaptation mode, make the field visible there. 14. Click Save. Result The field is saved but not published to other users. You can now do the following: Try out the field while still in adaptation mode and, if satisfied, publish your changes to all users. Add the new extension field to other screens, form templates, analytical data sources and reports, enterprise search categories, and extension scenarios. If an error occurs while an extension field is being created, the extension field is displayed in the list of extension fields but the field name is marked in red. To repair an extension field that contains errors, select the field from the list and click Repair. The system fixes any errors and the extension field name is shown in black Extension Fields Quick Guide Extension fields are additional fields that administrators can add to a cloud solution from SAP. Administrators can create extension fields for a screen that has been enabled for extension fields. The field can then be added to other screens, form templates, analytical data sources and reports, and so on. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 107

108 To create extension fields you must be assigned to the Flexibility Change Log view in the Application and User Management work center. For more information, see the Flexibility Change Log. Business Background Business Contexts When you first create an extension field, you navigate to a screen on which you want it to appear and add it to a section of the screen. Each screen section is based on an underlying business context. The business context typically corresponds to part of a business document or other object, for example, the header data of a sales order. The business context is used to determine which other screens you can add the field to and, in addition, the form templates, analytical data sources and reports, enterprise search categories, and extension scenarios that the field can be added to. Extension Field Types The following table lists the different field types available and the settings you can make for each field type. For example, you can define a default value that is automatically entered in the field but which can be overwritten by the user. For some field types you can also define a calculation rule, for example, in order to combine data from two different fields into one field. Field Type Default Value Calculated Field Other Settings Text Yes Yes None Amount Yes: Default value and default Yes None currency Indicator Yes No None Date Yes No None Decimal Number Yes Yes You can specify the field length and the number of decimal places. Address Yes No None SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

109 Field Type Default Value Calculated Field Other Settings List Yes No You must define a list of values that can later be selected from the dropdown list by users. If you have multiple system languages then you must enter a value for each language. For example code 101 corresponds to the first entry in the list. If you have multiple languages then you have to maintain an entry for this code in each language. Code 102 then corresponds with the second entry in the list, and so on. To add more entries click Add. You can also enter your own code for each entry, if required. Quantity Yes: Default quantity and Yes None default unit of measure Time Yes No None Web Address Yes No None Tasks Create a New Extension Field For more information, see here. Make an Existing Extension Field Visible on a Screen If you have already created an extension field then you can add it to other screens that are based on the same business context. For example, if you originally created an extension field on the New Sales Order screen in the Sales Order - General Information business context, you can also add it to other screens in which the Sales Order - General Information business context is used. To add an existing extension field to a screen, do the following: 1. Navigate to a screen where you want to add the extension field. 2. From the Adapt menu, select Enter Adaptation Mode. 3. In adaptation mode, select Edit Screen from the Adapt menu. The side panel opens. 4. Click on the Extension Fields section of the side panel. A list of screen sections to which an extension field can be added is displayed. 5. Select a section from the list, or alternatively, click on a section that has been enabled for extension fields on the screen. A list of available extension fields is displayed. Extension fields that have not been made visible for the screen are listed but the Visible checkbox is not selected. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 109

110 6. Select the Visible checkbox beside the field that you want to make visible on this screen. Note that if you want to make an extension field visible on a screen but want it to be read-only, for example, on a fact sheet or the review step of a guided activity, select the Display Only checkbox. 7. Save your changes and close the side panel. Make an Extension Field Display Only You can make an extension field that is otherwise editable read-only on selected screens. For example, you might want an extension field on a fact sheet or review step of a guided activity to be read-only whereas it should be possible to edit the field on other screens. 1. In the adaptation side panel, under Extension Fields, select the extension field from the list. 2. Select the Visible checkbox. 3. Under Properties, select the Display Only checkbox. Add an Extension Field to a Form Template You can add an extension field to form templates that are based on the same business context as the extension field. You then have to edit the template using Adobe LiveCycle Designer to make the field visible in the template. 1. In the adaptation side panel, select the extension field from the list and, under Field Properties, click the Further Usage link. 2. On the Form Templates tab of the Further Usage screen, you can view a list of all form templates to which you can add the field. This is determined by the business context in which you created the field. Note that if you created the field in a business context that corresponds to a business partner role (such as Account - General Information or Contact - General Information) you will be able to choose in which role you want to add the field to the template. 3. To add a field to a template, select the template from the list and select the editor from the Add Field and Edit menu button. When you select an option from the menu, the system adds the new field to the form data structure on which the form template is based. You then edit the form template using Adobe LiveCycle Designer. For more information about using Adobe LiveCycle Designer, see the product documentation. Add an Extension Field to Data Sources and Reports You can add an extension field to a data source that is based on the same business context as the extension field. You can then add the extension field to any existing reports based on this data source, or create new reports containing the extension field. For more information, see here. Add an Extension Field to the Search You can add an extension field to the search. This allows users to search for values entered in the extension field using the worklist search in a work center view, and using the enterprise search. For more information, see here. Add an Extension Field to Additional Business Contexts If the business context in which you have created an extension field is closely related to another business context then you have the option of adding the extension field to this second business context. There is no flow of data between additional business contexts. 1. In the adaptation side panel, select the extension field from the list and, under Field Properties, click the Further Usage link SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

111 2. On the Additional Business Contexts tab of the Further Usage screen, you can view any additional business contexts. 3. Select the business context and click Add Field. You can now make the extension field visible on screens, form templates, and so on, that are based on this business context. Add an Extension Field to a Microsoft Excel Template You can add an extension field to Microsoft Excel templates that are based on the same business context as the extension field. For more information, see Maintain Microsoft Excel Templates. Add an Extension Field to an Extension Scenario You can add an extension field to an extension scenario. For more information, see Add an Extension Field to an Extension Scenario. Use an Extension Field in a Mashup You can use extension fields as a parameter in a mashup. For more information about how to create a mashup that uses an extension field, see Create a Mashup for an Extension Field. Delete an Extension Field 1. In the adaptation side panel, under Extension Fields, select the extension field from the list. Note that you cannot delete an extension field that is currently being used in the calculation rule of a calculated extension field. 2. Click Remove. The extension field is removed from all screens, form data structures, reports, data sources, extension scenarios, and Enterprise Search categories. Deactivate an Extension Field in Extension Scenarios You can deactivate an extension field in extension scenarios. For more information, see Deactivate an Extension Field in Extension Scenarios Downloading Additional Software Overview You can download and install additional software for your solution that helps you as a system administrator with your analytics and customizing tasks. Procedure 1. Go to Application and User Management Download Center. 2. Depending on your requirements, download and install the following: Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 111

112 Software Add-In for Microsoft Excel Adobe LiveCycle Designer for SAP Business ByDesign Add-In for Adobe LiveCycle Designer Use Enables you to import certain information such as a list of currency exchange rates from Microsoft Excel sheets to, and export information such as the results of reports from SAP Cloud for Travel Expense to Microsoft Excel. Enables you to make advanced layout and content changes to the form templates used by your company. Enables you to launch Adobe LiveCycle Designer directly in. Depending on your system settings, there may be other software available in the Download Center. We recommend that you don't download these; only the software in the table above is relevant for SAP Cloud for Travel and Expense Creating and Editing Form Templates As a system administrator, you can edit existing form templates and master templates in the Application and User Management work center under Business Flexibility. Form master templates are used to define the logo, header, sender address, and language-dependent footer that are used in form-based business documents. Form master templates also contain an disclaimer, which is added to s when a document is sent as process-integrated output to a business partner. SAP provides one default form master template for your solution. If you require a different logo or sender address for different companies or org units in your organization, you can create additional form master templates. These can then be assigned to the relevant company/org unit. You can also use form master templates to create a different logo, header, sender address, and footer for different output channels. If you do not want to use any form master template for a business document, you can deactivate the use of master templates in the form template. If you specify that a master template should not be used for a form template, then you can alternatively create a unique header, logo, and footer for the form template using Adobe LiveCycle Designer. You can also insert or delete logos and edit the styles of a cell in Microsoft Excel or Microsoft Word, such as the font or date format. Editing Master Templates You can edit master templates in the Master Template Maintenance view SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

113 Edit a Form Master Template 1. Select the master template you want to edit and click Edit. 2. On the Form Master Template tab, you can do the following: Under Header, you can upload a company logo. Adjust the size and alignment of the logo. The logo should not be larger than 40 mm width x 20 mm height. If you upload a graphic that is larger than 40 mm x 20 mm, it is resized automatically. Under Sender Address, enter your company s address. The sender address is shown above the recipient's address in a letter. Under Footer, choose the number of footer columns you want to display. Enter the footer text exactly as you would like it to appear on the form. You can maintain up to 4 footer blocks with a maximum of 10 lines per footer. Note that the width of each footer block is equally divided over the available space. If a line of text in the footer is too long for the current font size, the system will automatically enter a line break. If this automatic line break does not meet your needs, you may need to enter the text after the line break as a separate line. To maintain multiple languages, you must first add the language from the Add menu and then maintain the texts in that language by selecting the language from the dropdown list. Under Disclaimer, add a legal disclaimer or any other text that you want to be appended to the end of the s that are sent to your business partners. 3. Click the refresh button to preview your changes. From the dropdown list under Preview, you can select a country. The preview is then displayed using the country-specific template, for example, some countries do not use sender addresses or have different paper sizes. 4. On the Disclaimer tab, you can enter a disclaimer or other company-specific legal information. This text is appended to the main text body of s that are created when a document is output by the system. It is not possible to create separate language versions of this text; therefore if your company uses multiple communication languages, you should enter all language versions of the disclaimer here. 5. Click Save and Close. If required, you can now assign the form master template to a company/org unit and/or output channel.. Note that You can also activate or deactivate master templates for each form template in the Form Template Maintenance view. Set a Form Master Template as Default Whenever a form is generated, the system looks for a relevant form master template for your company and for the selected output channel, for example . If no form master template can be found, the default master template is used. You can check the usage for a master template by clicking Check Assignment. To set a form master template as the default, click Set As Default. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 113

114 Assign Companies, Org Units, and Output Channels to a Form Master Template 1. Click Assign. 2. On the Assign Companies, Org Units, and Output Channels screen, click Add Row and enter a rule for when the template should be used. Note that a company or org unit can only be assigned to one form master template at a time. 3. Save your changes. If you are using multiple form master templates, you can use the Check Assignment button to check which form master template will be used by the system for a given combination of company/ org unit and/or output channel. Editing Form Templates You can edit form templates in the Form Template Maintenance view. Edit a Form Template For more information about editing a form template using Adobe LiveCycle Designer, see here. Copy a Form Template 1. Select the template you want to copy. You have the following options: To create a new language and/or country variant of an existing form template: 1. Select As New Variant from the Copy menu. 2. In the New Variant dialog box, select a language and country, if required. 3. By default, the Form Master Template checkbox is selected. If you do not want to use company-specific master templates, deselect the checkbox. Note that if you do not use a master template, then you can define the template's header, footers, logo, and sender address individually for the template. 4. Click OK. A new variant of the selected form template is created. You can now edit the variant using Adobe LiveCycle Designer. To create a new form template: 1. Select As New Template from the Copy menu. 2. In the New Template dialog box, enter a template name and, if required, a description. 3. Select a language. If you are creating a country-specific form template, select the country or leave the field blank to indicate that the template is not country-specific. 4. If you want to use master templates to determine the layout of the template, select the Form Master Template checkbox. If you want the form to have a different layout, deselect the checkbox. 5. Click OK. A new template is created. You can now edit the form template using Adobe LiveCycle Designer. Revert to a Previous Version of a Template 1. Select the form template variant and click Versions. 2. Select an archived version of the template and click Revert To. If you revert to a non-customized template this is published automatically. However, if you revert to a customized version this is given the status Not Published. You can then test and publish the template as required SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

115 Reinstate a Deleted Version of a Template You can reinstate deleted template versions that had the status Published. If you deleted a template with the status Not Published, it cannot be reinstated. 1. Select Deleted Forms from the Show dropdown list. 2. Select a deleted form template and click Versions. 3. Select the archived version of the form template and click Revert To. Editing Microsoft Office Templates You can edit Microsoft Office templates in the Microsoft Office Template Maintenance view. Edit a Template using Microsoft Word or Microsoft Excel 1. Select the template you want to edit. To change a pre-delivered template while keeping the original template, you should download it. To change and later overwrite a pre-delivered template, you should export it. 2. Edit the template on your local machine. Note that this function is not available for Microsoft Excels of the type Write-Back. When you export an excel template, any extension fields for the business context are automatically included in the template and you can map these fields as additional columns. When you have added the new field, you can format the column heading and the column itself as you require. For more information on enabling and starting the XML tools and adding the Developer tab required to do this mapping, see the Microsoft Excel help. 3. When you have finished editing the form template, click Upload and select the file from your local machine. You have the following options: To overwrite an existing template, choose Replace Existing Language Variant To create a new template, choose New Template or New Language Variant, if you want to create a new template in a new language 4. If you want to make the template that you created or changed available for all users, you have to publish it by clicking Publish. Once you have published a template in various versions, you can go back to an older version of the template. Select the version that you want to use and click Versions and then Revert To Adding Company-Specific Help Overview As users in your company work with, they may occasionally require help with the tasks they are trying to accomplish. In the Help Center, users can access how-to documentation specific to the task they are currently working on. For example, when a user is creating a trip request the Help Center provides documentation about all the tasks relevant for trip requests, when a user is claiming their expenses the Help Center provides documentation about all the tasks relevant for expense reports, and so on. In addition to this documentation provided by SAP, as a system administrator you can also provide company-specific help documentation. You may find this useful if you find the same questions arising frequently from users in your company. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 115

116 The approval process in your company is set up so that all expenses reports above $400 are subject to approval and an audit. You frequently receive questions from users asking why some of their expense reports are audited while others are not. You decide it would be useful to inform users about this aspect of your company's approval process, so you add the information to the Help Center as company-specific help. Prerequisites You have written your help document in one of the following formats: Any Microsoft Office format (such as.docx or.xlsx).pdf Procedure 1. Navigate to the screen where you would like to add a document. 2. Open the Help Center. 3. You can add your document to this screen, or to all screens in. To add your document to this screen, choose Edit Company-Specific Help. To add your document to all screens in, choose Edit Company- Specific Help for all Screens. 4. You can upload a document directly or link to an online document. To upload a document, choose New File. You can upload files up to 500 MB in size. However, for performance reasons we recommend not uploading files larger than 20 MB. To link to an online document, choose New Link 5. In the dialog window, enter the following information: URL Name. Description 6. Save your entries. Result Your company-specific help document is added to the Help Center, and can be accessed by all users in your company SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

117 Administrator Adaptation Quick Guide (HTML5) Please note that this document is relevant only for HTML5-based screens. Either the described function is available only in HTML5, or its HTML5 version differs from the Microsoft Silverlight version. To use this function in the Microsoft Silverlight client, please log on to the Microsoft Silverlight-based screen and follow the instructions in the corresponding help document. Your solution is HTML5-based if the system URL contains /HTML5. Your solution is Microsoft Silverlightbased if a Silverlight pop-up window appears when you right-click anywhere on the screen. This document describes all functions that can be accessed by an administrator using the Adapt menu. Administrators can change the look and feel of the SAP solution for all users by changing layout settings, adding mashups and fields, as well as defining extension fields for further usage. The administrator can also determine the client type to be used by all users. You find the Adapt menu in the title bar. By selecting the Company Settings option, you can change settings such as the preferred client. Select the Edit Master Layout option to make personalized changes for all users. For example, if you want to change the screen layout and add fields or mashups for all users. From the Adapt menu you can also launch your solution in the Microsoft Silverlight client, where you all administrator work centers are found. The following changes can be made in Adaptation mode: Screen Layout You can show and hide fields and screen sections, rename fields and sections, change the order and position of fields and sections, and adapt the way in which tables are displayed on your screen. Extension Fields You can create an extension field and add it to screens, form templates, analytical data sources and reports, extension scenarios, and Enterprise Search categories. Mashups and Web Services You can add preconfigured mashups or mashups that have been created by an administrator to your screen. The Adapt mode can only be used by administrators assigned to the Flexibility Change Log view in the Application and User Management work center. As described below [page 122], the Application and User Management work center can only be accessed in the Microsoft Silverlight client. Tasks Edit Company Settings As an administrator, you can change the client type used by all users. This way, you can determine whether all users use either the HTML5 or Microsoft Silverlight client. To change the client type for your company, proceed as follows: 1. Open the Adapt menu in the title bar and select Company Settings. 2. In the Client tab, open the dropdown list and select the preferred client for all users. You can choose between HTML5 and Silverlight. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 117

118 3. Click Save and Close. Note that the preferred client will be used for all users the next time they log on to the system. You can disable end user personalization. To perform this setting, proceed as follows: 1. Go to the Adapt menu in the title bar and select Company Settings. 2. In the Personalization Settings section, select the Disable End User Personalization Features checkbox, which prevents end users from personalizing their screens. 3. Click Save and Close to save your changes. The option of personalization will not appear for all users the next time they log on to the system. Any personalization settings maintained by the users prior to disabling of the option are retained. They will not be able to make any further changes except personalizing the background image. You can set auto logoff time for all users in your company. To do so, proceed as follows: 1. Go to Adapt, and click on Company Settings. 2. In the Auto Logoff tab, open the dropdown list and select the preferred time duration when inactive users will be automatically logged off the system. 3. Click Save or Save and Close to save your changes. Set up Company Branding Images As an administrator, you can adapt the look and feel of your SAP solution to suit your company s need. You can adapt the company logo and related settings in the title bar. You can also set a default background image for your SAP solution. The changes will be visible to all users the next time they log on to the system. You cannot adapt the system watermark in the title bar, because the watermark indicates the nature of your system. For more information, see Watermark. From the Adapt menu, select Edit Master Layout. Once the system is in adaptation mode, again click on Adapt, and select Company Branding Images. Adapt Default Background Image 1. To upload a background image, in the Background tab, drag and drop an image file. The image file should be in.png or.jpg format. We recommend that the size of the image is the size of your screen resolution. The size of the image cannot exceed 1MB. This feature is not supported for IE9 browser. 2. To save your changes, click OK. This background image is the default background image of your SAP solution. The default background image is visible to all users who have not personalized their background image settings. To remove your selected background image, in the Company Branding Images screen, click Clear. To remove all the branding images and related settings, in the Company Branding Images screen, click Reset All. Adapt Header Bar SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

119 1. To adapt the header bar, go to Header Bar tab. Drag and drop the required image file. The image file should be in.png or.jpg format. We recommend that the size of the image is the size of your screen resolution. The size of the image cannot exceed 1MB. This feature is not supported for IE9 browser. 2. Click OK to save the settings. To remove your selected header image, in the Company Branding Images screen, click Clear. To remove all the branding images and related settings, in the Company Branding Images screen, click Reset All. Adapt Your Company Logo It is not possible to maintain multiple logos on the system. You will be able to maintain only one logo for all the companies that are maintained on a system. 1. To upload a company logo, in the Logo tab, drag and drop an image file. The image file should be in.png or.jpg format. We recommend that the height of the image is 20 pixels. The size of the image cannot exceed 1MB. This feature is not supported for IE9 browser. 2. To save your changes, click OK. To remove your selected logo image, in the Company Branding Images screen, click Clear. To remove all the branding images and related settings, in the Company Branding Images screen, click Reset All. Personalize Your Solution For All Users As an administrator, you can personalize the screen for all users regarding system settings, layout settings, and content. You can easily add mashups, fields, tabs and tables, organize queries, or hide items on the screen. To personalize your solution for all users, proceed as follows: 1. Go to the Adapt menu in the title bar and select Edit Master Layout. 2. You can make personalized changes which will be applied for all users. 3. When you have finished personalizing the solution for all users, go to Adapt and select End Layout Changes. For more information on how to personalize your solution, see About Personalization (HTML5). In Adaptation mode, administrators personalize the solution for all users. You can easily recognize that you are making personalized changes for all users by the watermark in the title bar saying Changes will be applied for all users. Note that your changes are saved automatically and take effect immediately. Note that implicit changes in Adaptation mode, such as list and column sorting, take effect for all users. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 119

120 Create an Extension Field As an administrator working in Adaptation mode, you can create and use extension fields. Extension fields are additional fields that administrators can add to an SAP cloud solution. Administrators can create extension fields for a screen that has been enabled for extension fields. The field can then be added to other screens, form templates, analytical data sources and reports, and so on. For more information on how to create and use extension fields, see the Extension Fields Quick Guide. Change Properties of a Field You can change the properties of a field to mandatory or read-only. Additionally you can make a field visible on a screen. 1. Select the screen where you want to change the properties of fields. Click Edit. 2. Go to the Adapt menu in the title bar, and select Edit Master Layout. The screen opens in the adaptation mode. 3. Place the cursor on the field that you want to change. The field gets highlighted in yellow, and a floating tool bar appears to its right. 4. Click on the Change Properties icon. This opens a pop up box with check boxes for Mandatory, Read-Only, and Visible properties. You now have the option to select one of the properties for the selected field. 5. Click Apply. The selected settings are applied to the field. 6. Go to the Adapt menu in the title bar, and select End Layout Changes. Login again to the system to view the changes. Result: The fields that you have selected to mark as Mandatory now have the mandatory indicator (*). The fields that you have selected to mark as Read-Only appear grayed out, and do not allow the user to change the contents. The fields you have selected as Visible now appear on the screen. To remove a field from the screen, click Hide Field in the floating menu. A field marked as mandatory cannot be removed from the screen. To show a field which is removed from the screen, proceed as follows: a. In the adaptation screen, place the cursor on any field of the screen section where you want to make the removed field available again. b. In the floating toolbar, click on Add Items icon, and select Add Fields. c. The selection box that opens has a list of all the fields that you have removed from the screen section. Select the ones that you want to be visible on the screen, and click Apply. Create Page Layout As an administrator, you can create a new page layout specific to certain users or instances.. To create a new page layout: 1. Go to the Adapt menu in the title bar and select New Page Layout. 2. Enter the Name and Description for your new page layout, and click OK. 3. You can make personalized changes which will be applied to assigned business users or instances 4. When you have finished, go to Adapt and select End Layout Changes SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

121 In Adaptation mode, you can recognize that you are making personalized changes for a particular page layout by the watermark in the title bar that reads Changes will be applied to page layout <page layout name>. Edit Page Layout As an administrator, you can change or update an already existing page layout. 1. Go to the Adapt menu in the title bar and select Edit Page Layout. 2. In the Select Page Layout dialog box, select the relevant page layout that you wish to make changes to, and click OK. You also have the option of renaming your page layout. 3. Once all the required changes or updates have been made, go to Adapt and select End Layout Changes. While editing a page layout, if you change the label of a field, the system applies the change to the master layout. Only property changes to a field like making it either visible, mandatory, or read-only, while editing a page layout will be considered as a page layout adaptation. Assign Page Layout As an administrator, you can assign page layouts to specific business users or instances. The changes that have been made in the page layouts will only apply to the assigned roles or instances. 1. Go to the Adapt menu in the title bar and select Assign Page Layout. 2. In the Assign Page Layout screen, select the relevant Business Object from the dropdown. The system only displays the business objects related to fields whose property has been changed within that particular page layout. 3. Based on the selected business object, select the relevant Instance Type. 4. The system generates certain business users and instances against which you can assign the relevant page layouts. It is not mandatory to select the Instance Type. The system generates data with just the Business Object selection. 5. Click Save after all the assignments have been made. Delete Page Layout The Delete Page Layout option deletes the selected page layout along with all the changes or adaptations made as part of the page layout. To delete an existing page layout, go to the Adapt menu in the title bar, and select Delete Page Layout. In the Select Page Layout dialog box, select the page layout that you want to delete, and select Delete. Migrate Adaptation Changes You can migrate adaptation changes from one system to another. Changes such as newly created page layouts, code list restrictions, page layout assignments, other adaptation changes, and so on can be migrated. The system downloads and uploads these changes in.xml format. To download the changes, go to Adapt Export Layouts In the Select Page Layout pop-up that opens, you must select either the All Layouts, Master Layout or any other Page Layout that you wish to export. You can select the All Layouts option in cases where you would like to export all changes made in the system. The system saves the changes in an.xml format. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 121

122 By default, for page layout assignments, the system only allows you to migrate instance types and not business roles. To upload the changes: 1. Log in to the appropriate system, and go to Adapt Import Layouts to import the changes. 2. In the Import Adaptation from File pop-up, select the relevant.xml file, and click Apply. Your changes will be visible in the system. Discard Your Personalization Changes for All Users If you want to remove administrator changes for all users on the current screen, you can discard all personalization changes and revert to the original screen of your SAP solution. To revert the current screen for all users, navigate to the Adapt menu in the title bar and select Discard Screen for All Users. This discards all changes that the administrator made to the current screen. For example, if you added new sections, fields and mashups to a screen and click Discard Screen for All Users, all changes to screen layout and embedded mashups are discarded. While working in the Edit Master Layout mode, you will also find a Discard Changes icon in sections and tables. By clicking, you will undo the personalization for the highlighted section or table only. For example, if you ve added fields to a section, you can remove them by clicking, but the rest of the personalized screen remains the same. Launch Microsoft Silverlight Version Although you, as an administrator, are working in the HTML5 client of your solution, you need to launch your solution in the Microsoft Silverlight client to access all administrator work centers, such as Application and User Management, Business Analytics, Business Configuration and Organizational Management. To launch your solution in the Microsoft Silverlight client, proceed as follows: 1. Go to the Adapt menu in the title bar and select Launch in Microsoft Silverlight. A new browser window opens in the Microsoft Silverlight client, where you can access all administrator work centers. 2. When you have finished working in Silverlight, you can close the Silverlight browser window and go back to the HTML browser window of your solution. When you are using both clients, you can easily verify the client version. Your solution is HTML5-based if the system URL contains /HTML5. Your solution is Microsoft-Silverlight-based if a Silverlight pop-up window appears when you right-click anywhere on the screen. Review Your Adaptation Changes You can track all changes made by administrators in Adaptation mode in the Flexibility Change Log. Launch Silverlight and navigate to Application and User Management Business Flexibility Flexibility Change Log. For more information, see the Flexibility Change Log Quick Guide. To view the Flexibility Change Log in Silverlight, proceed as follows: 1. Go to the Adapt menu in the title bar and select Launch in Microsoft Silverlight. 2. A new browser window opens on the basis of Silverlight. 3. In Silverlight, go to Application and User Management Business Flexibility Flexibility Change Log. 4. In the Flexibility Change Log you can view all changes that have been made in Adaptation mode SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

123 Review Migrated Content As an administrator, you can track details of all the adaptation changes that have been exported or imported from your system. To do this, you must launch Silverlight and navigate to Administrator General Settings Content Transfer. To view the Content Transfer in Silverlight, please follow these steps: 1. Go to the Adapt menu in the title bar and select Launch in Microsoft Silverlight. 2. A new browser window opens on the basis of Silverlight. 3. In Silverlight, go to Administrator General Settings Content Transfer. 4. You will see a list of all the adaptation changes that have been imported or exported. The table displays the following columns: Export Indicator: Displays whether the xml file has been imported or exported. If the checkbox is selected, then the file has been exported. If not, the file has been imported. Name: Displays the link to the details of the export or import. Clicking on this link will display the individual migrated items that have been changed or updated in the system. Base XML Version: Displays the version being imported or exported. If you are exporting the adaptations changes for the first time from your system, the base xml version will be 1. After the first export, if you make further adaptation changes to the system and export the changes a second time, the base xml version will be 2. Creating and Maintaining Code List Restrictions As an administrator, you can restrict certain code types for business objects in the Adaptation mode. Launch Silverlight and navigate to Administrator General Settings Code List Restrictions. 1. To create code list restrictions: a. Go to the Adapt menu in the title bar and select Launch in Microsoft Silverlight. b. A new browser window opens on the basis of Silverlight. c. In Silverlight, Administrator General Settings Code List Restrictions. d. Click New to launch the quick create box New Code List Restriction. e. Select the Business Object for which you want to restrict certain code types, and select the code that you want to restrict. Business Object and Code to Restrict are mandatory fields. f. You can also select the Control Field Type and Business Role based on which the restriction criteria will be streamlined. However, these are not mandatory fields. g. Click: Save to save your code list restriction. Save and New to save your current code list restriction and open a new quick create box to create a new restriction. Save and Open to save your current code list restriction and open it in maintenance mode. 2. To maintain code list restriction: a. Select the Code to Restrict that you want to maintain from the table. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 123

124 b. The system displays the code values for the selected code type based on the business object selected. By default, the system allows all the code values for that business object to be visible. To restrict all or some of the values, you must uncheck the boxes on the right. If you have selected only the mandatory fields Business Object and Code to Restrict while creating the restriction, then only the code values used in that business object appear on the screen and you can restrict the necessary values without any exceptions. However, if you have selected the Control Field Type as either Business Field or Extension Field, along with the mandatory fields, then the system displays the code values for all the control field values. You can make specific restrictions for each of these control field type values. You have made the following selections: Business Object: Sales Data Code to Restrict: Cash Discount Term Code Control Field Type: Business Field Control Field: Distribution Channel The system displays all the available code list values for the code Cash Discount Term Code, for the business object Sales Data. You will have an option to restrict or allow the code values for the control field values Direct Sales and Indirect Sales individually. c. Save the changes. Result: You have restricted certain code values from appearing in certain drop-downs. This restriction will be based on either a field or a business role, or a combination of both field and business role. Enable HTML Client in Silverlight After completing the first steps in the Silverlight version of your solution (for example, setting up Business Configuration, User Management), you can change the default client for all users. To change the default client for all users, see Edit Company Settings [page 117]. 8.2 Input and Output Management Business Communication Monitoring Quick Guide An SAP cloud solution sends a business message to an external system or business partner when a business document is saved in this solution. It receives a business message when an external system or business partner sends a business document to it. The Business Communication Monitoring view allows you to monitor these messages, and if necessary, restart or cancel them. In addition, you can monitor errors that cannot be assigned to a specific business message. These include connectivity errors, authorization errors, and communication configuration inconsistencies as well as errors that occurred during synchronous communication. You can access this view from the Administrator and/or Application and User Management work center SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

125 There is also another view that helps you resolve errors within your system. The Process Communication Errors view allows you to monitor errors that occur within the applications. It provides error resolution help, which can be used by the IT administrator to correct an error. For more information, see Process Communication Errors Quick Guide. Business Background Business Communication Monitoring Business communication monitoring enables you to verify whether business-to-business (B2B) messages and thirdparty application-to-application (A2A) messages have been sent or received successfully, and informs you which processes were used to send or receive these messages. If technical errors have occurred, business communication monitoring helps you to identify and resolve them. You can also monitor rejected Web service calls that include connectivity errors, authorization errors, and communication configuration inconsistencies as well as errors that occurred during synchronous communication. For more information, see Business Communication Monitoring. Connectivity Errors - Troubleshooting Connectivity errors can occur on the client or the server side. Errors that occur on the client side usually mean that it was not possible to establish the technical HTTP(S) connection to the server on network level. Errors that occur on the server side are usually reported through an HTTP error code. You can find the error codes in the Business Communication Monitoring view from the Administrator and/or Application and User Management work center. For more information, see Connectivity Errors - Troubleshooting [page 126]. Web Services For information on issues with Web service calls, see Web Services. Tasks Complete Monitoring When you have finished monitoring a business document, and no longer wish to see it in the work list, click Mark as Complete. The document is removed from the worklist, but you can retrieve it using the Advanced Search for the All Messages query. To have the document visible in the worklist again, click Mark as Pending. Restart a Message If a message could not be processed due to temporary issues or missing master data, click Restart to restart the message communication after you have corrected the error. Note that if the error cannot be corrected, you can cancel the message. Cancel a Message To stop the processing of a message that contains wrong or missing data, click Cancel. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 125

126 Note that you can only cancel messages in status Technical Error, Content Error, or Timed Out. Depending on the service interface, the action may not be available. Note that it is not possible to resend a canceled message. In such a case, a new transmission needs to be initiated. Refresh List To update the status of existing messages in the worklist and check for new ones, click Refresh List. Show Payload To view the information that was sent with the message, you can display the message payload. The following options are available: To display the payload for the communication with the SAP Business Suite, click Show Payload and then choose IDOC. To display the payload for communication with all other systems, click Show Payload and then choose SAP ESD. Note that depending on the service interface, the action may not be available. Export Messages to Microsoft Excel For more information about this task, see here Connectivity Errors - Troubleshooting Overview Connectivity errors can occur on the client or the server side. Errors that occur on the client side usually mean that it was not possible to establish the technical HTTP(S) connection to the server on network level. Errors that occur on the server side are usually reported through an HTTP error code. You can find the error codes in the Business Communication Monitoring view from the Administrator and/or Application and User Management work center. Outbound Errors The following table provides an overview of the error codes for outbound errors and recommendations on how to solve the errors: Error Code ICM_HTTP_UNAUTHORIZED Reasons and Recommended Actions Logon failed. Reason: Either a wrong user and password or an incorrect key pair was used. Action: Depending on the authentication method, check the user and password or the key pair in the Communication Arrangement view SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

127 Error Code ICM_HTTP_CONNECTION_REFUSED ICM_HTTP_HOST_UNKNOWN ICM_HTTP_SSL_ERROR Reasons and Recommended Actions Connection to the server rejected. Reason: Either a wrong port number was used or the host name used exists but does not accept connections. Action: Correct the port number or host name in the Communication Arrangement view. Unknown host name. Reason: The host name configured on the client side does not exist. Action: Correct the host name in the Communication Arrangement view. SSL error. This error may occur for several reasons. Depending on the reason, proceed as follows: Reason: The configured port exists but is not an SSL port. Action: Correct the port number in the Communication Arrangement view. Reason: The SSL server certificate is signed by a Certification Authority (CA) that is unknown or not included in the trust list. Action: Carefully, check the server certificate. If it is correctly signed and signed by the correct CA, add the certificate from the CA to the trust list using the Edit Certificate Trust List common task in the Application and User Management work center. Reason: The server certificate is not part of the certificate chain or is sent in the wrong sequence, or the chain contains superfluous certificates. Action: Check that the certificate chain that the server sends complies with RFC5246. ICM_HTTP_SSL_CERT_MISMATCH ICM_HTTP_PROXY_CONN_REFUSED ICM_HTTP_PROXY_HOST_UNKNOWN Invalid host name in SSL server certificate. Reason: The server name or the server name pattern contained in the server's certificate does not match the host name of the server. Action: Contact the person responsible for the server and ask for the server certificate setup to be checked and corrected if necessary. Note that if the server is set up correctly, this error may indicate a man-in-the-middle attack. Connection rejected by the proxy server. Reason: There is an error in the networking infrastructure. Action: Create an incident. Unknown proxy host name. Reason: There is an error in the networking infrastructure. Action: Create an incident Communication Systems Quick Guide In the Communication Systems view, you can create and edit communication systems to exchange business documents electronically. You can access this view from the Administrator tab under General Settings Integration and/or from the Application and User Management work center. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 127

128 Business Background Communication Systems and Communication Arrangements A communication system represents an external system which is used for application integration. Communication systems can be, for example, external time recording or master data systems. Before you can use a communication system in an application integration scenario, you need to create a communication arrangement. For more information about communication arrangements, see Communications Arrangements Quick Guide [page 129]. Tasks Create a Communication System 1. In the Communication Systems view, click New. 2. In the Basic Information section, enter the details of the communication system. a. In the ID field, enter a unique ID for the communication system. b. If the communication system is part of the SAP Business Suite, select the SAP Business Suite checkbox. In the System Instance section, the columns Business System ID, IDoc Logical System ID, and SAP Client are displayed. c. In the Host Name field, enter the host name for the communication system. d. In the System Access Type list, choose the correct communication method for your communication system. 3. In the Technical Contact section, enter the details of the communication systems contact. 4. Optional: In the Internal Comment section, enter a note. 5. In the System Instance section, enter a unique ID in the System Instance ID column. If you use an SAP system, enter the following data: a. In the Business System ID column, enter the ID of the business system as defined in the System Landscape Directory (SLD), for example PRD_999. b. In the IDoc Logical System ID column, enter the ID of the IDoc Logical System, which participates in IDoc message exchange either as a sending or receiving SAP system, for example PRDCLNT999. c. In the SAP Client column, enter the SAP client of the SAP system, for example When you have entered all the details, click Save and Close to return to the Communication Systems view. The communication system you just created has the status In Preparation. 7. In the Communication Systems view, select the communication system you have created and click Actions, then choose Set to Active. If the status changes to Active, the configuration is ready to be used. Edit a Communication System 1. In the Communication Systems view, select a line and click Edit to open the Communication System screen. 2. Change the relevant settings. 3. Save your changes and close the screen to return to the worklist. Set a Communication System to Obsolete If a communication system has the status Active, and you no longer wish to use it, you can set it to Obsolete SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

129 You must set a communication system to Obsolete before you can delete it. In the Communication Systems view, select a line and click Actions, then choose Set to Obsolete. In the Status column, the status changes to Obsolete. If you have set a communication system to Obsolete, you can undo this action. To do this, click Actions, then choose Undo Obsolescence. In the Status column, the status changes to Active. Delete a Communication System If a communication system has the status In Preparation: 1. In the Communication Systems view, select a line and click Delete. 2. In the dialog box that opens, click Delete to confirm the deletion. If a communication system has the status Active: 1. In the Communication Systems view, select a line and click Actions then choose Set to Obsolete. 2. If the In Use checkbox is selected, it means that communication arrangements are assigned to the communication system. Delete these communication arrangements in the Communication Arrangements view. 3. In the Communication Systems view, select the line again and click Delete. 4. In the dialog box that opens, click Delete to confirm the deletion Communication Arrangements Quick Guide The Communication Arrangements view enables administrators to create and edit communication arrangements that your company has set up with a communication partner. You can access this view from the Administrator work center, under General Settings Integration and/or from the Application and User Management work center. Business Background Communication Arrangements Communication arrangements help you to configure the electronic data exchange between the solution and a communication partner. Communication arrangements can be set up for multiple business documents and communication methods. The solution provides communication scenarios for inbound and outbound communication that you can use to create communication arrangements. Inbound communication defines how business documents are received from a communication partner, whereas outbound communication defines how business documents are sent to a communication partner. In the Communication Arrangements view the following communication types are supported: Business-to-business (B2B) This communication type defines an electronic data exchange with a business partner. Application integration Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 129

130 This communication type defines an electronic data exchange with a communication system. For more information about communication systems, see the Communication Systems Quick Guide [page 127]. Some communication arrangements are automatically created in your solution configuration. This is indicated by the selected Predefined checkbox in the worklist of the Communication Arrangements view. For predefined communication arrangements with inbound communication, you only have to define the communication account. Tasks Create a Communication Arrangement 1. To open the New Communication Arrangement guided activity in the Communication Arrangements view, click New. 2. In the Select Scenario step, select the communication scenario for which you want to create a communication arrangement and click Next. Based on the communication scenario you selected, the system presets the fields in the next steps with default values. Where possible, you can change the default values if necessary. 3. In the Define Business Data step, enter business data. The entry fields on the screen depend on the communication type of the selected communication scenario. a. If you have selected a B2B scenario, enter the ID of the business partner and select the associated Identification Type. If necessary, you can also enter the ID of the contact person at the business partner. If you have selected an application integration scenario, enter the System Instance ID of the communication system with which you want to set up a communication arrangement. Before you create a communication arrangement, you need to create a communication system. For more information, see the Communication Systems Quick Guide [page 127]. b. In the My Communication Data section, check the default values and make changes if necessary. Enter the company that communicates with your communication partner. By default, the Company ID field is preset with the company to which you are assigned. If you use a B2B scenario, you must also enter a valid identification type. c. If a communication arrangement contains a service interface that supports code list mapping, the Code List Mapping field is displayed. In this field you can choose the relevant code list mapping group for the communication scenario that you are using. For more information, please refer to the relevant integration guide on SAP Service Marketplace, at (An SAP Service Marketplace user ID is required to access this information. If you, as an administrator, do not have a user ID, then visit SAP Service Marketplace at to request one.) d. Click Next. 4. In the Define Technical Data step, define the technical settings for inbound and outbound communication. a. Select the Communication Method you want to use for the communication arrangement. To communicate with your business partner, you can either establish a direct connection or you can use a collaboration service provider that provides services for B2B communication. b. If you use inbound communication, select the Application Protocol and Authentication Method in the Inbound Communication: Basic Settings section. c. In the User ID field, click Edit Credentials SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

131 Depending on the chosen authentication method, you need to define the credentials of the communication user as described in the following table. The user ID of the communication user is created automatically. Authentication Method SSL Client Certificate Settings If you use this authentication method, you need to upload the public key certificate that has been provided by your communication partner. If your communication partner cannot provide a certificate, you can create and download a PKCS#12 key pair file. The PKCS#12 file is password encrypted and contains a public key certificate and a private key. You need to provide the PKCS#12 file to your communication partner. 1. Choose Certificate. 2. Click Upload Certificate and choose the relevant certificate. 3. Click OK. To create a PKCS#12 key pair file, perform the following steps: 1. Choose Certificate. 2. Click Create and Download Key Pair. 3. Define a name for the PKCS#12 file and save it. 4. Define a password for the PKCS#12 file and click OK. 5. Click OK. You have to provide your communication partner with the PKCS#12 file and the corresponding password. To import the PKCS#12 key pair file to a third party tool, see Importing Key Pair file to a Third-Party Tool. User ID and Password If you use this authentication method, you need to define a password as follows: 1. Choose Change Password. 2. Enter a password. Note that you have to provide your communication partner with the user ID and password. 3. Click OK. d. If you use outbound communication, select the Application Protocol, Authentication Method, and enter the Host Name in the Outbound Communication: Basic Settings section. Depending on the chosen authentication method, you need to define the relevant settings as described in the following table. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 131

132 Authentication Method Authentication Settings SSL Client Certificate SAP System Key Pair If you use this authentication, the relevant certificate must be known to the communication partner. Therefore, you need to download the certificate as follows: 1. In the Authentication field, click Download. 2. Choose a location to save the certificate. 3. Provide your communication partner with the downloaded certificate. Trusted Third-Party Key Pair If you use this authentication, you need to upload the PKCS#12 key pair file provided by your communication partner. The PKCS#12 file is password encrypted and contains a public key certificate and a private key. 1. In the Authentication field, click Edit Key Pair. 2. Click Upload Key Pair and choose the PKCS#12 file you want to upload. 3. Enter the required password and click OK. User ID and Password If you use this authentication method, you need to enter the user ID and password that is used by the communication partner for the same communication arrangement. 1. In the User ID field, click Edit Credentials. 2. Enter the User ID and Password. 3. Click OK. e. If necessary, you can individually configure each service that is used in the communication scenario in the advanced settings. The service URLs for outbound communication are calculated from the protocol, port, host name, and path. If you use SAP NetWeaver XI or IDoc, you do not need to change anything in the advanced settings since the path is preset. However, if you use Web Services Reliable Messaging, you have to enter the path for each service in the advanced settings. To edit the advanced settings, click Edit Advanced Settings. Select the service you want to configure. In the Details section, deselect the Use Basic Settings checkbox and change the relevant settings. f. Click Next. 5. In the Review step, review the data you entered in the previous steps. a. To ensure that all data is correct, click Check Completeness. You also see the service URLs for inbound and outbound communication. If you use an inbound scenario, you must provide your communication partner with the URLs for inbound communication since it is the address to which messages should be sent. b. To create and activate your communication arrangement in the system, click Finish. You can also save an inactive version of the communication arrangement by clicking Save as Draft. 6. If you have created a communication arrangement for a B2B outbound scenario, you have to activate the output channel for the business document that is used in this scenario. The system now uses electronic data exchange for the configured communication scenario SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

133 Create a Communication Arrangement for On-Premise Integration Multiple Communication arrangements can be created for an on-premise integration through a guided activity. Instead of repeating common information each time you create a communication arrangement, you can enter common information once and create communication arrangements in bulk. You can access this from the Administrator Create Communication Arrangement for On-Premise Integration common task. This functionality is only valid for On-Premise integrations. 1. To open the New Communication Arrangement guided activity in the Communication Arrangements view, click New. 2. In the Select Communication System step, enter business data. a. Under Integration Details select the system that you want to Integrate with and the relevant Integration Middleware that you want to use. If PI is selected as the middleware, fill in the system details in the field PI Business System b. Under Communication System enter the System Instance ID of the communication system with which you want to set up a communication arrangement. Before you create a communication arrangement, you need to create a communication system. For more information, see the Communication Systems Quick Guide [page 127]. With this action the Communication System, User ID (Inbound Communication Credentials) and Host Name is automatically populated. If a communication arrangement contains a service interface that supports code list mapping, the Code List Mapping field is displayed. In this field you can choose the relevant code list mapping group for the communication scenario that you are using. For more information, please refer to the relevant integration guide on SAP Service Marketplace, at (An SAP Service Marketplace user ID is required to access this information. If you, as an administrator, do not have a user ID, then visit SAP Service Marketplace at to request one.) c. If you use inbound communication, select the Authentication Method in the Inbound Communication Credentials section. In the User ID field, click Edit Credentials Depending on the chosen authentication method, you need to define the credentials of the communication user as described in the following table. The user ID of the communication user is created automatically. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 133

134 Authentication Method SSL Client Certificate Settings If you use this authentication method, you need to upload the public key certificate that has been provided by your communication partner. If your communication partner cannot provide a certificate, you can create and download a PKCS#12 key pair file. The PKCS#12 file is password encrypted and contains a public key certificate and a private key. You need to provide the PKCS#12 file to your communication partner. 1. Choose Certificate. 2. Click Upload Certificate and choose the relevant certificate. 3. Click OK. To create a PKCS#12 key pair file, perform the following steps: 1. Choose Certificate. 2. Click Create and Download Key Pair. 3. Define a name for the PKCS#12 file and save it. 4. Define a password for the PKCS#12 file and click OK. 5. Click OK. Note that you have to provide your communication partner with the PKCS#12 file and the corresponding password. User ID and Password If you use this authentication method, you need to define a password as follows: 1. Choose Change Password. 2. Enter a password. Note that you have to provide your communication partner with the user ID and password. 3. Click OK. If you use outbound communication, select the Authentication Method. Depending on the chosen authentication method, you need to define the relevant settings as described in the following table SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

135 Authentication Method Authentication Settings SSL Client Certificate SAP System Key Pair If you use this authentication, the relevant certificate must be known to the communication partner. Therefore, you need to download the certificate as follows: 1. In the Authentication field, click Download. 2. Choose a location to save the certificate. 3. Provide your communication partner with the downloaded certificate. Trusted Third-Party Key Pair If you use this authentication, you need to upload the PKCS#12 key pair file provided by your communication partner. The PKCS#12 file is password encrypted and contains a public key certificate and a private key. 1. In the Authentication field, click Edit Key Pair. 2. Click Upload Key Pair and choose the PKCS#12 file you want to upload. 3. Enter the required password and click OK. User ID and Password If you use this authentication method, you need to enter the user ID and password that is used by the communication partner for the same communication arrangement. 1. In the User ID field, click Edit Credentials. 2. Enter the User ID and Password. 3. Click OK. 3. In the Communication Arrangements step, select one or more Communication Scenarios. Status Create Not Created Already Exists Interpretation This status indicates that you have selected a communication scenario to be created for the relevant communication arrangement. This status indicates that the communication scenario has not yet been created and, the checkbox is unchecked. This status indicates that a communication scenario has been created already and, the check box will be disabled. 4. The Inbound and Outbound tabs are displayed, depending on the selected Communication Scenario. For example, if a communication arrangement has only an inbound service interface, then the Inbound tab is displayed 5. Perform the following actions under the Inbound tab as necessary: Enabled Service Application Protocol The checkbox can be unchecked if it is not required. If the service is mandatory the checkbox is disabled. Choose a protocol from the dropdown list. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 135

136 Service URL Displays the URL of the service. To check the information on the inbound service, click Check Service Perform the following actions under the Outbound tab as necessary: Enabled Service Application Protocol Host Name Port Service URL The checkbox can be unchecked if it is not required. If the service is mandatory the checkbox is disabled. Choose a protocol from the dropdown list. This field displays the host name of the system and is not editable Enter the port or path for the outbound service Displays the URL of the service. 6. To ensure that all data is correct, click Check Completeness. 7. To create and activate your communication arrangement in the system, click Finish. A success message is shown once the communication arrangement has been created successfully. Edit a Communication Arrangement 1. To open the Edit Communication Arrangement quick activity in the Communication Arrangements view, select the relevant communication arrangement and click Edit. You cannot edit predefined communication arrangements. 2. Change the relevant settings. 3. To save your changes and return to the work list, click Save and Reactivate. 4. In the worklist, you can click Check Completeness to see if your changes have been updated in the system. It may take about a minute for the system to update the information. Edit the Communication Credentials for a Predefined Communication Arrangement This task is only relevant for predefined communication arrangements with inbound communication. 1. In the Communication Arrangements view, select the relevant communication arrangement. Predefined communication arrangements are indicated by the selected Predefined checkbox. 2. Click Edit Credentials. 3. Depending on the authentication method that you have agreed on with your communication partner, you need to define the credentials of the communication user as described in the following table. The user ID of the communication user is created automatically SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

137 Authentication Method SSL Client Certificate Settings If you use this authentication method, you need to upload the public key certificate that has been provided by your communication partner. If your communication partner cannot provide a certificate, you can create and download a PKCS#12 key pair file. The PKCS#12 file is password encrypted and contains a public key certificate and a private key. You need to provide the PKCS#12 file to your communication partner. To upload a public key certificate, perform the following steps: 1. Choose Certificate. 2. Click Upload Certificate and choose the relevant certificate. To create a PKCS#12 key pair file, perform the following steps: 1. Choose Certificate. 2. Click Create and Download Key Pair. 3. Define a name for the PKCS#12 file and save it. 4. Define a password for the PKCS#12 file and click OK. You have to provide your communication partner with the PKCS#12 file and the corresponding password. To import the PKCS#12 key pair file to a third party tool, see Importing Key Pair file to a Third-Party Tool. User ID and Password If you use this authentication method, you need to define a password. The user ID is automatically predefined. Perform the following steps: 1. Choose Change Password. 2. Enter a password. Note that you have to provide your communication partner with the user ID and password. 4. Click OK. Delete a Communication Arrangement 1. In the Communication Arrangements view, select the relevant communication arrangement. 2. Click Delete. 3. In the dialog box that opens, click Delete to confirm the deletion. Predefined communication arrangements cannot be deleted Integrating Financials and Payroll If you have decided to use SAP ERP HCM to manage payment and taxation, you need to integrate your SAP ERP HCM system with. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 137

138 Tasks Setting Up Communication Systems A communication system represents an external system for communication. For the integration of SAP Cloud for Travel and Expense and SAP ERP, you define the SAP ERP client as a communication system. 1. In Application and User Management, under Input and Output Management, choose Communication Systems. All existing communication systems appear on the page. 2. Choose New. 3. On the New Communication System screen in the Basic Information section, enter your data as follows: Basic Information Field ID SAP Business Suite Host Name Entry ID or name of the SAP ERP system to be connected, for example XXXCLNTYYY (XXX represents the system ID and YYY the client number) Select this checkbox. Reverse Proxy It is possible to directly enter the host name of the SAP ERP system you want to connect as host name. However, for security reasons we recommend that you use a reverse proxy for SSL termination in front of the SAP ERP system. System Access Type Internet 4. In the Technical Contact area, you can enter data of the contact person for this system (optional). 5. In the System Instance area, add a row and enter your data as follows: System Instance Field System Instance ID Business System ID IDoc Logical System ID Entry ID or name describing your business instance of the SAP ERP system, for example XXXCLNTYYY (XXX represents the system ID and YYY the client number). ID or name of the SAP ERP system Correct name of the IDoc logical system ID Intermediate document containers (IDocs) are used for exchanging data between SAP systems. Application Link Enabling (ALE) uses IDocs to exchange data between logical systems. Non-SAP systems can use IDocs as the standard interface for data transfer. IDocs are created when message types and (object) methods are distributed. The message type is the format in which the data for a specific business process is transferred. The IDoc logical system ID depends on how the logical system is maintained in ERP. A common way to create this logical system would be XXXCLNTYYY, where XXX represents the system ID and YYY the ERP client. SAP Client Client of the SAP ERP system 6. Choose Actions, and then Set To Active. 7. Save your entries SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

139 Setting Up Communication Arrangement The communication arrangements enable SAP ERP and to send notifications regarding the transfer of taxable amounts to Payroll Processing and direct Data Medium Exchange (DME) payments. The following procedure explains how to define a communication arrangement for the SAP ERP HCM Using IDoc scenario. Prerequisites You have defined a communication system for data exchange with SAP ERP as described in section Set Up Communication System. You have started the business configuration, so that the required communication scenario can be selected in the steps of the guided procedures described below. You have the ID and password of an RFC-enabled user of the SAP ERP backend, which allows to create/ process the IDocs in SAP ERP. Procedure 1. In Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. Choose New. 3. Follow the guided procedure: Step Action 1. Select Scenario Choose the SAP ERP HCM Using IDoc scenario. 2. Define Business Data Maintain the following: System Instance ID: Select the ID you created when you set up the communication system Company ID: Usually prefilled. If not, select the appropriate entry from the list. 3. Define Technical Data Maintain the following: Communication Method: Select Direct Connection Application Protocol: Select Format Conversion Authentication Method: Select one of the options: User ID and Password: Maintain the user ID of an SAP ERP back-end user with SAP_ALL authorizations that is RFC-enabled and can create IDocs in SAP ERP using the web interface. Choose Edit Credentials, and enter the password for the SAP ERP RFC user. SSL Client Certificate: Authentication: Select and download the relevant certificate. Host Name: The system displays the host name as entered in the previous step: vmw3663.dmzwdf.sap.corp Choose Edit Advanced Settings and do the following: Enter a port number. You can find the value in transaction SMICM in the SAP ERP system under Goto Services (Shift+F1). Use the port for the https connection from there. Path: /sap/bc/srt/idoc?sap-client=<erp client> 4. Review Check your data and choose Finish. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 139

140 Step Action 5. Confirmation Confirm your entries. Testing the Connection to the SAP ERP System 1. In Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. In the list of communication arrangements, select SAP ERP HCM Using IDoc, and choose Edit. 3. Go to Technical Data and choose Edit Advanced Settings. 4. On the Outbound tab, choose Check Connection. If you receive one of the following system messages, the outbound connection from SAP Cloud for Travel and Expense to SAP ERP is up and running: Error accessing service: Service Ping ERROR: Internal Server Error (500) Ping successful Setting Up Integration Configuration To use the supported SAP ERP HCM scenarios productively in your system, you have to define your integration type based on company code level and configure your integration type accordingly. In a productive environment, do not change your integration type from FI payment to HR payment as this can result in double payment. 1. In Application and User Management, under Input and Output Management, choose Integration Configuration. 2. Choose New and enter the following: Column Company Code ID Description Select your company code. Examples: TRAVEL_ODW3_US1_01 TRAVEL_ODW3_DE1_ SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

141 Column Integration Type Description Select your integration type: FI Vendor Payment/No HR Integration Payments are done in FIN system using vendor accounts. No data will be transferred to the HR system. FI Vendor Payment/HR Taxation Payments are done in the FIN system using vendor accounts. Tax-relevant data will be transferred to the HR system. FI G/L Postings/HR Taxation and Payment Taxable and payable amounts will be transferred to HCM. FI posting is required to post travel expenses. Instead of vendor accounts, a bank reconciliation account will be posted. FI Integration using XLS File Download No data will be transferred automatically to the FI/HR system. You have to download XLS files manually from the Postings work center. FI G/L Posting / External Payment FI posting is required to post travel expenses. Instead of vendor accounts a bank reconciliation account will be posted and the payment information will be forwarded to an external payment provider. Currently, only Paymetric is supported as an external payment provider. FI G/L / HR Payroll / External Payment Taxable and amounts will be transferred to HCM. FI posting is required to post travel expenses. Instead of vendor accounts, a bank reconciliation account will be posted and the payment information will be forwarded to an external payment provider. Currently, only Paymetric is supported as an external payment provider. FI posting using XLS/HR Payment and Tax Taxable and payable amounts will be transferred to HCM. No data will be transferred automatically to the FI/HR system. You have to download XLS files manually from the Postings work center. In general, when an expense report is posted to FI G/L or an external system, the status of the expense report is set to Pending Reimbursement. However, if the posting doesn't include any vendor payments (for example, a posting of type FI G/L Postings/HR Taxation and Payment that doesn't include a payment to a credit card with employee liability) the status of the expense report is set directly to Reimbursed. For any FI postings using XLS download (integration types 4 and 7 above), no confirmation is required, and the status of the expense report is also immediately set to Reimbursed after posting. HCM System ID This field is only relevant for HR integration. Select the HCM communication system you set up in section Setting Up Communication Systems. For example, Q16CLNT500. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 141

142 Column HCM Company Code Description This field is only relevant for HR integration. If the company code ID for your HCM system differs from the company code for your FI system, enter the HCM company code here. Account Code and Name This field is only relevant if you post to FI, but don't process your payments through FI. Enter the bank reconciliation account to be used instead of the vendor account. Payment is done using the HCM system. Posting Transfer Type Choose of one of the following options: 1 - Manual Transfer via Postings Work Center You trigger transfer to FI and HCM systems manually from the Postings work center. 2 - Automatic Transfer after Approval After approval workflow is completed, transfer to FI and HCM systems is triggered automatically. 3. Save your entries. Setting Up Wage Types You can define the amounts per wage type will transfer to SAP ERP HCM payroll. If your company pays less per diem rates than the legal limits, you can clear these income-related expenses with other per diem rates, for which the company pays more than the legal limits. 1. In Application and User Management under Common Tasks choose Manage Expense Report Wage Types. 2. Select the communication system you have created for the SAP ERP HCM payroll scenario. 3. Select the country version. 4. Under Wage Types Details, complete the fields as follows: Field Meals Per Diem Tax Exempt Meals Per Diem Flat Rate Taxation Meals Per Diem Additional Amount Mileage Tax Exempt Mileage Taxable Amount Accommodation Tax Exempt Accommodation Additional Amount Description Meals per diem amount on which no taxes are due. This amount is taxed at a fixed percentage rate defined by the local tax authority. In Germany, for example, meals per diem are taxed at a flat rate if the reimbursement amount is not more than twice the tax-exempt amount. All meals per diem amounts exceeding the flat rate taxation rate are fully taxed. Mileage amount on which no taxes are due. Mileage amount exceeding the tax-exempt amount is fully taxed. Accommodation amount on which no taxes are due. Accommodation amount exceeding the tax-exempt amount is fully taxed SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

143 Field Non-Monetary Compensation Tax Exempt Receipt Taxable Receipt Statistical 3-Month Rule Trip Provision Variant Description Employee benefits, such as free coffee or discounted parking. All travel expenses not to be taxed by employee. For example, flight costs. All travel expenses to be taxed by employee. This is relevant for the German country version only. If this checkbox is not selected, all tax-exempt and flat-rate taxable expense receipts are turned into taxable amounts, if all criteria are fulfilled. Provision variant as defined in Customizing of your HCM system. 5. Save your entries. Adjusting Range of Trip ID Numbers In, all trips are automatically assigned an ID number by the system. This number increases consecutively for each new trip created. If you want, you can manually set the number that will be assigned to the next new trip created in the system. The trip IDs assigned to any further new trips will then continue consecutively from this number. 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Number Range for Trip ID. 3. In the From Number field, enter the number from which you want your trip IDs to start. 4. Save your settings. If you decide to manually adjust the number range of trip IDs in this way, you have to ensure that it doesn't overlap with the number ranges used in your SAP ERP HCM system. Any overlap could cause problems if an employee changes personnel areas or is subsequently added to. See Also For more information, see the Integration Guide. This guide is available on SAP Service Marketplace at under Cloud Solutions from SAP SAP Cloud for Travel and Expense. 8.3 Background Jobs Monitoring Background Jobs Jobs are an important part of how the application operates. A job is a scheduled occurrence of a mass data run. Credit card feeds, for example, are imported into your solution and assigned to travelers via a mass data run that takes place on a regular basis. On the Background Jobs screen, you can view the jobs that are delivered by SAP with the SAP_COMMON group. You can adjust the list to display all scheduled jobs, all failed jobs, all jobs that are currently running, and all jobs that ran Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 143

144 the week before. The status of each job is displayed in the Status column, for example, if a job has failed, finished, or if its release was canceled. Do not reschedule or cancel any jobs provided by SAP. If you decide to do so regardless, you must be aware that you cannot re-create these jobs again. If you need to reschedule the import of credit card feeds, perform this task only on the Credit Card Feed Monitoring screen as described in Managing Credit Cards [page 25]. What's a Mass Data Run? A mass data Run (MDR) is the automatic mass processing of a task or a business transaction. MDRs enable mass processing of business data and are used in business processes, for example, runs of credit card feeds. If an MDR is scheduled, the system represents it as a background job. On the Background Jobs screen, you can monitor and reschedule MDR jobs. What Information Do I Find in the Application Log? Application logs are created as a result of business processes that require the logging of business steps, for example, the execution of mass data runs. The application log displays detailed information about business process steps and their results, allowing you to review these at a later point in time. Tasks Viewing the Job Log In the job log you can see, for example, the reasons why a job failed, and what must be corrected before you can reschedule a job. 1. In the Cockpit or directly in Application and User Management, choose Background Jobs. 2. In the Show field, select All Failed Jobs or All Jobs run in last Week 3. Select a job and choose View Job Log. 8.4 Incidents Reporting and Tracking Incidents If something unfortunately goes wrong while you're using the solution, you can report the incident to your system administrator and then keep track of the incident as the administrator solves it. Tasks Reporting an Incident You can report an incident to your system administrator from any screen in your application. When you do so, the system collects context data for the incident, such as system information and relevant business data, and attaches it to the incident automatically SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

145 1. On the screen where the problem occurs, click Help Center Report Incident. A new screen opens up. If you cannot access this screen, contact your system administrator. 2. In the Subject field, enter a brief description of the problem. 3. From the Priority dropdown list, choose the priority of your incident based on the following information: Business Impact Very High High Medium Low Priority of Business Impact Critical business processes are affected and you cannot perform crucial tasks. The incident requires immediate attention because it could result in business downtime for the organization. Security related incidents must always be assigned this priority. If you want to report an incident with this priority outside of your standard local business hours, report the incident in English. This way, you make sure that it can be processed by after hours support, which is available 24 hours a day, 7 days a week. Key business processes are affected and you cannot perform important tasks. The incident requires prompt attention because it could delay business processes. Business processes are affected, but the incident has only a minor impact on business productivity. The issue has little or no effect on business processes. 4. From the Category dropdown list, choose the appropriate category for your incident. Category Documentation or help material incorrect or missing Environment: integration inoperable How-to: Question or explanation required Issue in System: Abnormal termination / system crash Issue in System: Insufficient system performance Issue in System: Missing data or functionality on screen Issue in System: Warning or error message on screen Issue in System: Wrong data or text on screen Issue with Additional SAP Software Service Request System Access: User and password not working System Environment: Integration issue with another system/service Description You cannot find information about a part of the system, or the information you do find is inaccurate. You are having problems integrating the solution with your program. You have a question about how to complete a task in the system. Your system has stopped working. The performance of your system has a negative effect on business processes. Part of the solution does not work as expected, or essential functions or data are missing (this may be due to authorization issues). An error message is issued that requires the support of an system administrator. Data or text that appears on the screen is incorrect. You are having problems with additional SAP software. You want to request a service such as an add-on form or report. You are having problems related to your user details, password, or system access. You cannot exchange data between the system and other applications. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 145

146 5. In the Description field, enter a detailed description of the problem, for example: The events or actions that led to the problem. The results you expected (for example, different value(s) or a more detailed error message). For security reasons, never include your password anywhere in the incident. 6. To submit the incident, click Save, and Close. Tracking an Incident You can track the processing of the incident you reported from any screen in your solution by clicking Help Center Track My Incidents. The Track My Incidents screen appears displaying all incidents that you reported using the previous procedure. Statuses of Your Incidents From the moment you create an incident, it has a status, such as one of the following: Status New In Process Requester Action Solution Proposed In Process Reopened Completed Description You have recently reported the incident and no system administrator has yet taken it over for processing. The incident is being processed by a system administrator. Action is required on your part. The processor has proposed a solution to the incident and you must now decide whether to accept or reject it. You have rejected a proposed solution and returned the incident to the processor for further analysis. You have canceled the incident or the processor has completed it on your behalf. Incidents are set to Completed automatically if no changes are made to them for 90 days. Completed Solution Rejected Completed Solution Accepted You have rejected a proposed solution and then canceled the incident because it is no longer valid or you have solved it by other means, or the processor has completed the incident on your behalf after you rejected the proposed solution. You have accepted a proposed solution and the incident is resolved from your point of view. If your incident has status Completed, Completed Solution Rejected, or Completed Solution Accepted, you cannot make changes to it or reopen it for further processing. Editing an Incident You can edit a reported incident, for example, if you realize, after submitting it, that you did not provide all relevant information 1. Open the incident you want to edit by double-clicking it. 2. If required, add the additional information on the following tab pages: SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

147 Tab Page General Incident Information Attachments Possible Action You can enter additional information in the Note field. You can modify the priority of the incident You can add files and links to the incident. In this case, you must also enter a brief explanation of your changes in the Note field on the General tab. 3. Choose Submit. The status of the incident does not change. If the processor requires more information about the incident, the incident is returned to you with a question. The status of the incident changes to Requester Action. The processor s question is displayed under the Note field as a Note for Requester on the General tab page. Enter your reply in the Note field and choose Submit. The status of the incident changes to In Process. Your reply is displayed under the Note field as a Note from Requester. Canceling an Incident You can cancel an incident if it is no longer valid, for example, because you managed to solve it by other means. To do so, open it for editing and choose Cancel Incident. A note with the text Incident canceled by requester is automatically added to the incident and its status changes to Completed. Dealing with Solutions Proposed by the Processor You can view the solution proposed by the processor by opening the incident for editing and clicking General. The solution comprises a note from the processor (that is, a Note for Requester), and any document that can help to solve your problem. These documents are displayed in the Solution Proposals table. To check and determine whether such a document solves your problem, click its title. You can now do one of the following: Accept the solution if it solves your problem by choosing Accept Solution. The status of the incident changes to Completed Solution Accepted Reject the solution if it does not solve your problem by providing an explanation in the Note field and choosing Reject Solution. The status of the incident changes to In Process Reopened and the incident is returned to the processor for further analysis. Tracing an Incident Do not use this function unless instructed to do so by the processor since it affects the system performance. If the processor requires more information about the steps you carried out immediately prior to the incident you reported, the incident is returned to you with a note asking you to use the trace function. In this case, choose Start Trace and repeat the steps that resulted in the incident Tracking and Handling Incidents As end users work in the system, they may encounter problems, which they report as incidents. As a system administrator, you track and handle these incidents. During the process of handling Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 147

148 incidents, you can request more information, cooperate with the end user who reported the incident, or contact your service provider for support. Your starting point for handling incidents is Application and User Management Incidents. Incident Statuses From the moment an incident is created, it has a status, such as one of the following: Status New In Process In Process Requester Action In Process Solution Proposed In Process Reopened Completed Description An incident was reported but has not yet been taken over by a system administrator for processing. The incident is being processed by a system administrator. You returned the incident to the requester to inquire more information about the reported problem. You proposed a solution to the requester. The requester rejected a proposed solution and returned the incident to you for further analysis. The requester canceled the incident or you completed the incident on behalf of the requester. Incidents are automatically set to Completed if no changes are made to them for 90 days. Completed Solution Rejected Completed Solution Accepted The requester rejected a proposed solution and then canceled the incident because it is no longer valid. Alternatively, the incident was solved by other means, or that you completed the incident on behalf of the requester. The requester accepted a proposed solution and the incident is solved from your point of view. Incident Categories Incidents logged in your solution fall into one of the following categories: Status All Incidents New Incidents My Open Incidents Incidents where Provider needs more Information Incidents with a Solution Proposal from the Provider Incidents in Process Description All incidents, regardless of their current status. Newly reported incidents that have not yet been taken over by a system administrator for processing. This option displays the incidents for which you are the processor, regardless of their current status. These incidents have been returned to you by your provider with a request for additional information to help resolve the issue. These incidents contain a proposed solution to the issue reported. These incidents are being processed by a system administrator. These include incidents that have been taken over as well as incidents that have been returned to you by your provider SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

149 Status My Team's Open Incidents Incidents in Process by Provider Incidents Requiring Action by Requester Completed Incidents Description This option displays incidents that have been reported by your team. (The team is based on your organizational assignment.) These incidents have been forwarded to your provider and are currently being investigated. Incidents that have been returned to the requester with a proposed solution or a request for additional information. Incidents that are resolved from the requester's point of view. Completed incidents are, for example: The requester canceled the incident because it is no longer relevant. The incident was solved by other means, or the requester accepted a proposed solution. A processor completed the incident on behalf of the requester. If no changes are made to the incident for more than 90 days, the incident is automatically completed. Closed Incidents Incidents that are resolved from the processor's point of view, that is, incidents that the processor has closed. Once an incident has been closed, it can no longer be edited. Tasks Checking and Taking Over Incidents 1. On the Incidents screen, choose New Incidents from the Show dropdown list. 2. Select an incident, and choose Take Over. Once you take over an incident, you become its processor and your name appears in the Processor column. 3. To start working on an incident, choose Edit. Assign an Incident to Another System Administrator If, for example, you are going on vacation and need to ensure that incidents you are currently working on or that new incidents are processed by one of your colleagues, you can assign a specific processor to an incident. You can also use this option if you are unable to solve an incident you are working on and want to assign it to a colleague for further analysis. 1. Open the appropriate incident and choose Edit. 2. In the Processor field, enter the name of the colleague to whom you want to assign the incident. 3. If required, enter information for this colleague by choosing Add, and then Internal Comment. 4. Save the incident. The system administrator to whom you have assigned the incident is informed that he or she must start processing the incident. Searching for a Solution Depending on the search term you use, you might receive help results for SAP products other than SAP Cloud for Travel and Expense. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 149

150 1. Open the incident and choose Edit. 2. On the Solution Search tab page, choose Search. 3. In the Find field, enter key terms relating to the incident and then choose Go. The list of documents that match your key terms appears in the table below the Find field. If you receive too many results, you can refine your search by adding further key terms or defining additional search criteria such as the Error Message that appears. If context data has been attached to the incident, the Incident Category and Work Center fields are prefilled automatically. 4. In the Title column of the results table displayed, choose the title of the document that you want to read and determine whether it solves your problem. 5. If you find a document that solves the problem, add it to the incident by selecting the In Collection checkbox. Proposing a Solution to the Requester If you have found a solution to the issue, or your provider has proposed a solution, return the incident to the requester along with this solution. 1. Open the incident and choose Edit. 2. From the Action dropdown list, choose Propose Solution 3. Choose Add, and then Reply to Requester and enter an explanation in the text field. If you have found a document that describes the solution you want to propose, add it to the incident as described under Searching for a Solution. 4. Save the incident. The status of the incident changes to In Process Solution Proposed and the requester is notified that action is required on his or her part. Requiring More Information from the Requester If you require more information to solve the issue, you can return the incident to the requester. 1. Open the incident and choose Edit. 2. From the Action dropdown list, choose Send to Requester. 3. To require more information, choose Add, and then Reply for Requester. 4. Enter your questions in the text field. 5. Save the incident. The status of the incident changes to In Process Requester Action and the requester is notified that action is required on his or her part. You cannot select the action Send to Requester if the incident has status New, In Process - Requester Action, or In Process Provider Action. Forwarding the Incident to the Provider If you cannot find a solution to an issue, you can forward the incident to your provider. Before you forward incidents to the provider, make sure that your contact information is maintained. This information includes a telephone number and an address so that the provider can contact you directly. You can update this information by choosing Master Data Replication Manual Replication Employees for Travel. 1. From the Action dropdown list, select Send to Service Provider SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

151 2. Check that the entry in the Application Area field is correct and change it if required. 3. Choose Add, and then Remark for External Service Provider. 4. Enter the information for your provider in the text box. 5. Save the incident. If you report a Very High priority incident to the provider, document the business impact in the incident so that it is immediately apparent to the provider. Sending Additional Information to the Provider If you have already forwarded an incident to your provider and want to provide more information, perform the following steps: 1. Open the incident and choose Edit. 2. Choose Add, and then Remark for External Service Provider. 3. Enter the required information in the text box. 4. Save the incident. Returning an Incident to the Provider If the solution proposed by your provider does not solve the problem or if the provider requires more information, return the incident by performing the following steps: 1. Open the incident and choose Edit. 2. From the Action dropdown list, select Send to Provider. 3. Choose Add, and then Remark for External Service Provider. 4. Enter the information you want to provide in the text field. If relevant, add a file or link to the incident as an attachment. 5. Save the incident. The status of the incident changes to In Process Provider Action. Closing an Incident 1. From the Show dropdown list on the Incidents screen, choose Completed Incidents. 2. Select the appropriate incident and choose Edit. 3. From the Action dropdown list, choose Close. 4. Save the incident. The incident is now closed and can no longer be changed or reopened. Using Application Sharing The provider can initiate a secure application sharing session with you or any user in your company. To do this, the provider sends you a request for the session that includes the session number. When you receive a request, start the session at the appointed time by performing the following steps: 1. Select the appropriate incident and choose Edit. 2. Choose Start Remote Support. A new browser session opens and the Netviewer Web page appears. 3. Select the language for your session, then choose Netviewer one2meet. 4. Choose Run. The Start Session window appears. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 151

152 Depending on your security settings, you might have to choose Run more than once. 5. Enter the session number that appears in the request from your provider. (You do not need a password to join the session). 6. Choose Connect. The Netviewer window appears. 7. Follow the steps in the window and agree to share the content of your screen with the provider. 8. If you want to keep a copy of the Netviewer session log file, choose Save. You need the Netviewer log player to view the log file. You can download the log player from the same Web page from which you started the session Report an Incident Overview Please note that this document is relevant only for HTML5-based screens. Either the described function is available only in HTML5, or its HTML5 version differs from the Microsoft Silverlight version. To use this function in the Microsoft Silverlight client, please log on to the Microsoft Silverlight-based screen and follow the instructions in the corresponding help document. Your solution is HTML5-based if the system URL contains /HTML5. Your solution is Microsoft Silverlightbased if a Silverlight pop-up window appears when you right-click anywhere on the screen. If you encounter a problem in the application, you can search existing knowledge bases for a solution. If no solution is available, you can report an incident to your administrator to request help in solving the problem. The system collects context data, such as system information, a screenshot of the screen from which the incident was reported, and relevant business data, and attaches it to the incident. This data gives information about the system at the time at which the incident occurred and helps your provider to better understand the problem if your administrator cannot solve the incident. The context data is only useful if you report the incident from the screen on which the problem occurred since it includes information that is specific to this screen. Therefore, it is important that you always report application-related incidents from the screen on which they occur. To do so, go to Help Report an Incident. If your administrator forwards the incident to SAP and SAP's root cause analysis shows that the incident results from a partner product which your company has licensed, SAP may forward this incident, including all corresponding context data, to the support organization of the partner responsible. If you encounter a problem when exporting or uploading business data from or to Microsoft Excel, you can also access the Report Incident screen from the SAP Add-in tab by clicking Help Report an Incident. Prerequisites You have configured your computer settings correctly by choosing Check My Computer Settings from the logon screen SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

153 Process Flow 1. To reach the Report an Incident screen, click Help Report an Incident. 2. Under Show us where the issue is you can annotate a screenshot of where you were working to better illustrate your problem. You can highlight areas of the screenshot or add comments by inserting a callout. This helps your administrator to better understand the problem and solve your incident more quickly. If the screenshot is not relevant, you can: Close the Report an Incident screen without saving the changes, then navigate to the screen on which the problem occurred and report an incident from there to ensure that a relevant screenshot is attached to the incident. Deselect the Attach Screen checkbox. The screenshot will not be included and you can continue reporting the incident. Optional: You can provide screenshots or other relevant information as attachments to help your administrator understand your problem quickly. To add an attachment, click Attach File. 3. Under Tell us what's wrong, specify the information your administrator requires to solve the incident: In the Subject field, enter a brief description of the problem. Enter a detailed description of the problem that includes the following information: The events or actions that led to the problem, that is, details how to reproduce the problem The results you expected (for example, different values or a more detailed error message) If you are not reporting the incident from the Help Center, also include the following information in your description: Your user name The work center and view in which the issue occurred The documents or object IDs in which the issue occurred The system behavior (for example, the error message displayed) For security reasons, never include your password anywhere in the incident. If you are an administrator and you want to send the incident directly to your provider, select the Forward to Provider checkbox. 4. Under How serious is it?, select the priority of your incident based on the following information: Business Impact for Incident Priorities Business Impact Critical business processes are affected and crucial tasks cannot be carried out. The incident requires immediate attention because it could result in business downtime for the organization. Security-related incidents must always be assigned this priority. If you want to report an incident with this priority to SAP outside of your standard local business hours, enter the incident information in English to ensure that it can be processed by after hours support, which is available 24 hours a day, 7 days a week. Business processes are affected, but the incident has only a minor impact on business productivity. Priority Can't work I am concerned Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 153

154 Business Impact The issue has little or no effect on business processes. Priority Minor thing 5. To save your entries and submit the incident to your administrator, click Submit. The incident is submitted to your administrator, who either solves your problem directly or forwards the incident to the provider for further analysis. For more information, see Working with Incidents. 8.5 User and Access Management Business Roles in Overview The Business Roles view enables you to predefine access rights using a template that you can assign to multiple business users who perform similar business tasks. You can also define who is responsible for changing a business role, for example, managers who need to change business roles that are relevant for their business areas. When you create and edit a business role, you can assign work centers and views to the business role, and define access restrictions for each view. You access this view in Application and User Management Business Roles. We recommend that you handle access rights by assigning business roles to users rather than by assigning work centers and views directly to users. The advantages of assigning access rights through business roles are considerable: It eliminates the risk of a user accidently having authorizations to read or edit data to which he or she should not have unrestricted access. There is much less maintenance effort involved when you have to edit access rights later, for example, after an upgrade. You only have to edit the access rights associated with the role and not the individual user s access rights. Note that it is not possible to assign business users a combination of both business roles and work centers. You can only assign either business roles or the relevant work centers and views. Predelivered Business Roles in delivers the following business roles and work center assignments. For information about creating your own business roles and assigning business roles to users, see the Business Roles Quick Guide [page 157]. If the predelivered business roles do not meet your requirements, SAP strongly recommends that you create your own company-specific roles. Any changes you make to the predelivered business roles will be overwritten in the event of an upgrade and your changes will be lost SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

155 Role Access to Work Center Remarks / Main Authorizations Travel Administrator Travel Admin Manage expense reports Business Manage electronic invoice expenses Configuration Overview Master Data Replication Cockpit Manage credit cards tasks Create and edit travel expense budgets Edit approval processes and manually assign approvers Prepare, fine-tune, and integrate and extend an implementation project Display employee and user data, cost centers and other cost objects, reporting line units, business partners and organizational structures System Administrator Application and Input and Output Management this contains the major This business role must be assigned to the service agent to enable fine-tuning of the system. User Management Master Data Replication Business Analytics Business Configuration All integration tasks User and Access Management Business Flexibility Manual replication of master data Import and display employee and user data, cost centers and other cost objects, reporting line units, and business partners Design reports, data sources, and key figures All business configuration activities Service Control Center Cockpit Generic Feed This role should be assigned to all users This business role Personalize Edit personal settings in the Personalize menu must be assigned to the service agent to enable fine-tuning of the system. Traveler Travel & Expenses Read/create/change their own travel requests, itineraries, and expense reports TEM Mobile Submit travel requests, itineraries, and expense reports Upload receipt files Display their own unassigned expenses and assign them to expense reports Access the accompanying functions in the SAP Cloud for Travel and Expense mobile apps. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 155

156 Role Access to Work Center Remarks / Main Authorizations Travel Assistant Travel & Expenses Read/write access to travel documents created on behalf of other travelers Travel & Display unassigned expenses and assign them to expense reports Expenses On Behalf (view) Approver (cost object owner) Approvals notifications of trip request Read trip requests, itineraries, expense reports, expenses (also personal expenses) of travelers, submitted to approver s cost object (status pending approval) Access the accompanying functions in the SAP Cloud for Travel and Expense mobile apps. Approve/decline trip requests, itineraries, expense reports Auditor Auditing Audit expense reports Change expense reports Audit personal expenses coming from credit cards Add comments Approve/decline expense reports Travel Manager Travel Manager Access to reports for analysis Financial Controller Postings Post expense reports to FI Edit posting date Data Protection Officer Data Privacy Management Disclose personal data Temporary System Business Report incidents Setup Partners Specify contact data of service agent user This business role must be assigned Organizational Management to the service agent to enable fine-tuning of the system. See Also Business Roles Quick Guide [page 157] Business Users Quick Guide [page 160] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

157 8.5.2 Business Roles Quick Guide A business role is a set of access rights that you can assign to multiple business users who perform similar business tasks. You can also make employee assignments to define who is responsible for changing a business role, for example, managers who need to change business roles that are relevant for their business areas. Depending on your solution, you can access the Business Roles view from the Administrator and/or Application and User Management work center. Business Background Working with Business Roles You use business roles to assign access rights to multiple business users who carry out the same activities. When creating and editing a business role, you can assign work centers and work center views, and define access restrictions for each view. You can also define a main, or default, business role when associating that business role with a relationship. For more information, see Working with Business Roles [page 166]. Tasks Create a Business Role 1. In the Business Roles view, click New, then choose Business Role. 2. Choose General. Enter the ID, Name, and Description of the business role. 3. Under Users Responsible you can enter other users to whom you want to give responsibility for the business role. These users will then see the business role when they choose Show - My Business Roles in the business role worklist. Note that the user who creates the business role is automatically added to this list. However, anyone who is authorized to make changes in the Business Roles view can change the business role. 4. Choose Work Center and View Assignment and from the list of Available Work Centers, choose the work centers you want to assign to the business role and select the Assigned to Business Role checkbox. You can also remove work centers by deselecting the corresponding checkbox. If you want to copy the access rights from a business user or from another business role, click Copy, then choose From User or From Business Role. 5. For each selected work center, the system displays the associated views in the list of Available Work Centers and Views. Choose the views you want to assign to the business role and select the Assigned to Business Role checkbox. You can also remove views by deselecting the corresponding checkbox. Note that when you assign a work center view to a business role, you also assign the corresponding mobile view to the business role. There are some exceptions for certain mobile applications. For more information, see the documentation of your SAP mobile application. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 157

158 6. Check whether the assignments conflict with segregation of duties. Conflicts with segregation of duties are displayed with a red traffic light. If there are any segregation of duty conflicts, see the solution at the bottom of the screen in the Segregation of Duty Conflicts table. 7. If you want to restrict read and write access for users to whom this business role is assigned, choose Access Restrictions. a. Select the view for which you want to restrict access rights and choose the corresponding access restriction in the Read Access and Write Access column. You can choose between the following settings for access restrictions: No Access (only available as a restriction for write access) The user has no write access. Unrestricted The user has access to all business data related to the view. Restricted The user only has access to specific business data, depending on the access context. If you select Restricted, you can restrict read and write access on the basis of predefined restriction rules that you can choose from the Restriction Rule dropdown list. If you choose the Define Specific Restrictions restriction rule, another list appears in which you can restrict the access to specific data, which is defined by the access group. For example, if a view has the Site access context, you can restrict write access in this view for business documents that belong to a specific site. To do so, choose Detailed Restrictions and select or deselect the corresponding checkbox in the Read Access or Write Access column. b. If you want to grant the user access to data that is no longer in use, choose Historic Restrictions. Select or deselect the corresponding checkbox in the Read Access or Write Access column. 8. To check whether the access rights are consistent, click Actions and choose Check Access Rights Consistency. Each view contains specific activities that can be carried out by a user with the necessary access rights for the view. Note that some activities can be carried out in multiple views. Therefore, when you grant access rights, you should be aware that if there is a conflict, unrestricted access rights override any restrictions you have defined. View A and view B both contain activity C. For view A, a user has unrestricted read and write access but for view B, the same user has read-only access. Because unrestricted access rights override restricted access rights, the user will actually have both read and write access to both views. Checking consistency enables you to identify these views and activities. 9. If there are activities displayed on the Check Access Rights Consistency screen, the access rights are inconsistent. Check whether you need to redefine the access rights. 10. Before you can assign the business role to a business user, you must first activate it, by clicking Actions, then choosing Activate. The status of the business role changes from In Preparation to Active. You can also save the business role without activating it. Assign a Business Role to a Business User 1. Go to the Business Users work center view SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

159 2. Select the business user to whom you want to grant the access rights defined in the business role. 3. Click Edit, then choose Access Rights. 4. Choose Business Role Assignment. 5. Under Available Business Roles, you can see all active business roles that are available in the system. To assign a business role to the user select the corresponding checkbox in the Assigned to User column. Selecting the Assigned to User checkbox creates an assignment between the business user and the business role. This ensures that the access rights of the business user are updated when the business role is changed and a user update run is started. For more information about the user update run, see the section Edit a Business Role below. The system copies the access rights from the business role to the user. If a business role is assigned to a user and you save the user's access rights, the access rights in the business role overwrite any access rights that you have previously given to the user manually. If you want keep the user's current access rights, you can either work without business roles or you can update the business roles with the missing access rights. For more information about assigning access rights without assigning business roles, see the Business Users Quick Guide [page 160]. 6. Save your changes. Edit a Business Role 1. In the Business Roles view, select the business role you want to edit. 2. Click Edit and make the required changes as described above under Create a Business Role. 3. Save your changes: Before starting a user update, we recommend that you simulate the update. You do this in the Business Users view. For more information see the Business Users Quick Guide [page 160]. 1. To save your changes and start a user update, choose Save and in the Update Assigned Business Users popup choose Confirm. 2. To save your changes without starting a user update, choose Save and in the Update Assigned Business Users popup choose Save Without User Update. If one or more business users cannot be updated when the user update run is started, the solution issues error messages detailing the problems specific to those business users. For example, this can occur if a business user is assigned to a business role and has additional access rights that were assigned manually. If you want keep the user's current access rights, you can either work without business roles or you can update the business roles with the missing access rights. For more information about assigning access rights without assigning business roles, see the Business Users Quick Guide [page 160]. All other business users are updated with the changed access rights. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 159

160 4. To view the results of the update, choose Assigned Users, Show Background Runs. Here you can see the processing status of any update runs. Click on Display Log to see detailed information about the update run. On the General tab, you can see messages summarizing the results of the update run. For more detailed information, go to the Results tab where you can see details of errors that occurred per business user. Based on this information, you can choose whether to change the business role, create a new business role, or edit the user s access rights without a business role. Delete a Business Role 1. In the Business Roles view, select the business role you want to delete. 2. Click Actions, then choose Set to Obsolete. The status of the business role changes to Obsolete. 3. To delete the business role, click Delete. An obsolete business role can only be deleted if it is no longer assigned to any business user. To reactivate a business role with the status obsolete, choose Actions, Undo Obsolete. Modify the Self-Services Overview For information about this task, see here Business Users Quick Guide The Business Users view allows you to manage users and assign access rights. You can create and edit user attributes, assign access rights, and define security policies. In addition, the business users view provides you with personal information about users, for example, employee ID, org unit, address, phone number, and their location. Depending on your solution, you can access the Business Users view from the Administrator or the Application and User Management work center. Business Background User and Access Management User and access management allows you, as an administrator, to manage users and assign access rights. It enables you to lock and unlock users, assign work centers and work center views, and restrict read and write access to specific data. For more information, see User and Access Management Segregation of Duties Segregation of duties is designed to minimize the risk of fraud and errors, and protect company assets such as data or inventories. This is done through the appropriate assignment of access rights by distributing responsibility for business processes and procedures among several users. For example, the requirement to have two employees responsible for the payment process. One employee creates a check and second employee signs it, ensuring that the responsibility for spending company finances is shared between two users SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

161 The segregation of duties check helps administrators in user and access administration do their job by enabling them to assign access rights which are free of conflicts. This check enables them inform business process owners of existing conflicts, so that they can implement process controls to mitigate conflicts. For more information, see Segregation of Duties. Tasks Search for Business Users You can search for business users using employee details with the Advanced search option. New fields such as, First Name, Last Name, Company ID, and so on allow you to specifically search for a particular employee. 1. In the Business Users subview, select Advanced. 2. Enter relevant details in all or any one of the fields. 3. Click Go to view the search results. Unlock Password 1. In the Business Users subview, select the user for whom you want to unlock the password. 2. Click Edit, then choose Attributes. 3. Deselect the Password Locked checkbox. 4. Save your changes. Generate or Deactivate Password 1. Click Actions, then choose Generate Password. 2. On the dialog box, click OK. An containing a new password is sent to the user s workplace address. If no address has been entered in the system, the password is displayed at the bottom of the screen. 3. To deactivate a user's password, click Actions, then choose Deactivate Password. If you deactivate a user's password, the employee can no longer log on to the system using a password. The Generate Password action is the preferred choice in case of a forgotten password. Mass Generate Password You can generate passwords for multiple users at one time. 1. In the Business User subview, select one or many users for whom you would like to generate passwords. 2. Click Generate Password. A system generated is sent out to all selected users with their newly generated password. If you have not maintained the address for any selected business user, then the system displays the new password on the screen. You cannot generate passwords for locked users. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 161

162 Unlock and Lock a Business User 1. In the Business Users subview, select the user you want to lock or unlock. 2. Click Lock User or Unlock User. You cannot lock your own user in the Business Users subview. Mass Unlock and Lock a Business User You can lock or unlock multiple users at one time. 1. In the Business User subview, select one or many users that you want to lock or unlock. 2. Select Lock User or Unlock User depending on the action you want to perform. You cannot lock an already locked user. Assign Business Roles You can assign a single business role to multiple business users at one time. 1. In the Business User subview, select one or many users to whom you would like to assign a particular business role. 2. Click Assign Business Role, and select the business role that you would like to assign to the selected business users. 3. Click OK to save the assignment. You will not be able to view the business role assignment immediately in your system. Once you save the assignment, the system triggers a background job. Upon completion of this job, you will be able to see the work center and work center view assignment for the selected user. The time taken will depend on the number of users selected and the business role assigned. Edit User Attributes 1. In the Business Users subview, select the user you want to edit. 2. Click Edit, then choose Attributes. 3. You can enter or change the employee's user ID, validity period, password, and global settings, such as language and time zone. If you enter or change the password, the employee is prompted to change the password the next time he or she logs on to the system. For information about language settings, see the section Regional Settings in the document Personalizing My Settings. You can also specify the security policy that should apply to the password of the user. If you do not specify a security policy, the default security policy is used SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

163 You cannot change your own password in the Business Users subview. You can only change your password on the logon screen or in personalization, under Personalize My Settings. 4. If you want to edit the certificates that are assigned to the user, click Actions and then choose Manage Certificates. Here you can remove certificates from the user and block certificates that were issued prior to a specified date and time. The block date enables you to protect the system against system access by unauthorized persons who have a valid user certificate. You can also upload S/MIME certificates. For more information, see the documentation on Security. 5. Save your changes. Assign and Edit Access Rights We recommend that you use business roles to assign access rights to users. You can assign a business role to the user on the Business Role Assignment tab on the Edit Access Rights screen in the Business Users view. For more information, see the Business Roles Quick Guide [page 157]. If you have a small number of users to whom you want to give individualized access rights, you can also directly assign access rights to the user. 1. In the Business Users subview, select the user you want to edit, click Edit, then choose Access Rights. 2. Then choose one of the following options: Copy from Business Role (choose Actions,Copy from Business Role) Using Copy from Business Role does not assign the business role to the user. Choose this option if the following applies: You do not want to create an assignment between the business user and business role as described above. AND No business roles are currently assigned to the user. When you choose this option you can also choose to Retain Existing Authorizations. In this case the user keeps his or her existing authorizations and gains the authorizations in the business role. Again, this does not create an assignment between the business role and business user. Edit Without Business Roles (choose Edit Without Business Roles ) Choose this option if the following applies: You have previously granted access rights to a business user via a business role and want the user to retain these access rights. This option removes all assigned business roles but retains the existing access rights. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 163

164 Copy from User (choose Actions,Copy from User) Select the user from whom you want to copy the access rights. This copies work center and view assignments as well as access restrictions. Assigned All Proposed Work Centers and Views (choose Actions,Assigned All Proposed Work Centers and Views) The system proposes the work center according to the function of the org unit to which the user is assigned. If you want to assign all proposed work centers and their views, click Actions and choose Assign All Proposed Work Centers and Views. If no function is assigned to the org unit of the user, no work centers and views are proposed. In this case, the option Assign All Proposed Work Centers and Views is disabled. Assign Access Rights Manually to User (choose Work Center and View Assignment ) 1. Choose the work centers you want to assign to the user from the list of Available Work Centers, and select the Assigned to User checkbox. 2. To remove a work center, deselect the corresponding checkbox. 3. For each selected work center, the system displays the associated views in the list of Available Work Centers and Views. Choose the views you want to assign to the user and select the Assigned to User checkbox. You can also remove views by deselecting the corresponding checkbox. Note that when you assign a work center view to a user, you also assign the corresponding mobile view to the user. There are some exceptions for certain mobile applications. For more information, see the documentation of your SAP mobile application. 4. Check whether the assignments conflict with segregation of duties. Conflicts with segregation of duties are displayed with a red traffic light. If there are any segregation of duty conflicts, see the solution section for resolving the conflict. 5. If you want to restrict read and write access, choose Access Restrictions. a. Select the view for which you want to restrict access rights and choose the corresponding access restriction in the Read Access and Write Access column. You can choose between the following settings for access restrictions: No Access (only available as restriction for write access) The user has no write access. Unrestricted The user has access to all business data related to the view. Restricted The user only has access to specific business data, depending on the access context. If you select Restricted, you can further restrict read and write access on the basis of the access group under Detailed Restrictions. For example, if a view has the Site access context, you can restrict write access in this view for business documents that belong to a specific site. To do so, select or deselect SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

165 the corresponding checkbox in the Read Access or Write Access column. b. If you want to grant the user access to data that is no longer in use, choose Historic Restrictions. Select or deselect the corresponding checkbox in the Read Access or Write Access column. 3. Check Access Rights Consistency 1. To check whether the access rights are consistent, click Actions, then choose Check Access Rights Consistency. Each view provides specific activities that can be performed by a user with corresponding access rights. Note that in some cases the same activities can be performed in multiple views. It may happen that you define different access restrictions for views that provide the same activities. When users perform these activities, the access rights that take effect consist of the sum of the different access restrictions for all views that include the activities. Checking consistency enables you to identify these views and activities. 2. If there are any activities displayed on the Check Access Rights Consistency screen, some access rights are inconsistent. In this case, check whether you need to redefine the access rights. Using the Show list box on the Check Access Rights Consistency screen, you can choose between the following options: Inconsistencies Excluding Common Authorizations View All Inconsistencies Inconsistencies Excluding All Views of Home 4. Save your changes. Update Users/Simulate User Update If a user is assigned to a business role, the user should have all the access rights defined in the assigned business role. If the access rights deviate from the assigned business roles, you can simulate or start a user update to identify these deviations. Deviations may occur if the user was locked for editing the last time the user update was started or if a business role has been changed without starting the user update. Deviations may also occur if the user has access rights that were previously granted manually. You can see the effects a user update would have by simulating a user update. In the Business Users view, choose Update Access Rights, then Simulate Update of Single User or Simulate Update or All Users. To view the results of the update or the simulation of the update, choose Update Access Rights, Show Background Runs of All Users. Here you can see the processing status of any update runs. Click on Display Log to see detailed information about the update run. Once you have solved any issues that may have arisen during the simulation, you can start the actual update from either the Business Roles or the Business Users view: From the Business Users view, choose Update Access Rights, Update Single User or Update All Users. From the Business Roles view, select the relevant business role, then choose Assigned Users, Update Users. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 165

166 If you have not resolved any deviations that occurred during the simulation, the solution will issue error messages about these deviations. You can review these messages in the Application Log. Edit Security Policies Start the Edit Security Policies common task. For more information, see Security Policies Quick Guide. Assign Security Policies You can assign a security policy to multiple business users at one time. 1. In the Business User subview, Click Actions, then selectassign Security Policy. 2. Select one or many users to whom you would like to assign a particular security policies. For more information, see Security Policies Quick Guide 3. Click Assign Business Role, and select the security policy that you would like to assign to the selected business users. 4. Click OK to save the assignment Working with Business Roles Overview You use business roles to assign access rights to multiple business users who carry out the same activities. When creating and editing a business role, you can assign work centers, work center views, and define access restrictions for each view. Business Role Assignment When you assign a business role, all work centers, work center views and access restrictions defined in the business role are copied to the relevant business users. Business Role Statuses Status Status Value Description Life cycle status In Preparation Initial state of a new business role. Active Active Inconsistent Obsolete The business role is ready to be assigned to business users. A system upgrade may have caused the following inconsistency in an active version of the business role: The business role contains views that can no longer be assigned to a business user, either due to conflicting work center views or because a prerequisite work center view is missing. As a result, an incident is sent to the administrator. If you set a business role to obsolete, you can no longer make new assignments to it. Existing assignments are not affected SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

167 Status Status Value Description User update status Not Started In Process Completed Failed The user update has not yet been started. Business users to which the business role is assigned are being updated with the access rights of the current active version. The user update is complete. The user update failed due to one or more locked business users. Unlock the corresponding business users and restart the user update. To do this from the Business Roles view, choose Assigned Users, Update Users. To do this from the Business Users view, choose Update Access Rights, Update Single User or Update All Users. Business Role Scenarios You can assign one or more business roles to a business user. If you assign multiple business roles that contain the same work center views but different access restrictions, all access restrictions are aggregated to the business user. For example, business role 1 contains view A that is restricted to access group 1 and business role 2 also contains view A that is restricted to access group 2. If both business roles are assigned to the same business users, they get access to the data of access group 1 and 2 in view A. The scenario described above is depicted in the following figure: Two Business Roles Assigned to a Business User Overlapping access restrictions are automatically recalculated. For example, business roles 1 contains view A that is restricted to access group 1. Business role 2 contains also view A without any restrictions. If you assign both business roles to business users, they have full access to view A without any restrictions. However, if you remove business role 2, business users only have access to data of access group 1 in view A. The scenario described above is depicted in the following figure: Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 167

168 Two Business Roles with same Views and Overlapping Access Restrictions Access restrictions can be determined using calculation rules. This is required when the access group is employeespecific but the business role is assigned to multiple business users. In this case, the system provides calculation rules which are predefined on access context level. When you assign the business role to the relevant business users, the system uses the calculation rules to determine the access group for each business user. The scenario described above is depicted in the following figure: Business Role Assignment with Calculation Rule Work Quick Guide (in User and Access Management) The Work work center view provides you with a list of all your open tasks and work items. You can analyze how much work you have to do and prioritize accordingly. You can access this view from the Application and User Management work center under User and Access Management. Business Background Business Task Management (BTM) ensures that activities related to a business process within or across your organization are completed in order to fulfill defined business objectives. Using BTM, the system addresses work to users and enables them to receive, manage, and complete business task management items related to a business process in an efficient way. The system creates business task management items when it requires input from a user about a related business document. These items are created so that users check, change, clarify information, complete items, or make a decision as part of a business process. For more information, see the documentation on Business Task Management SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

169 Tasks Monitoring Your Work From the Show dropdown list, you can select a set of work items to view and to process. From the Group By dropdown list, you can group work items by specified criteria, such as Due Date. Processing Your Work The following options are available to help you complete your work. To view and edit documents related to the item in your worklist, click Edit and choose the relevant option. To create new business task management items related to the item in your worklist, click New and choose the relevant option. For more information about the task types, see the documentation on Business Task Management. To process a task, select the item and then from the Actions menu button, choose one of the following options. The options are also available from the context menu to the right of the task title. Forward In the To field, enter the employee ID or search for the employee using the value help. You can track forwarded items from the Work work center view of the Home work center. In the Delegated Tasks work center view, from the Show dropdown list, choose Forwarded by Me. Change Priority From the Priority dropdown list, you can choose from Low, Medium, High or Very High. Open Details Opens the details of the task. You can view detailed information about the task, such as the sender of the item, processor, related documents, description of the task, and its progress. Add or Show Notes You can enter a comment or view comments entered by other users. Add or Show Attachments You can add a file or link or view attachments from others. You can also delete or replace attachments. Depending on the configuration of the task, the following actions are also available. Cancel Cancels the task and removes it from your worklist. Complete Sets the status of the task to Completed and removes it from your open tasks. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 169

170 8.5.6 Support and Technical Users Quick Guide The Support and Technical Users view allows you to display all support and technical users available in your system for compliance purposes. You cannot make any changes to the support and technical users in the system. A support user can be a business partner who needs access to the system for development and maintenance reasons, whereas a technical user can be a process or service that is used to automate a technical task in the system, for example, a print user that is required to set up central printing using the Print Manager. For more information, see Set Up Printing Using the Print Manager. You can access this view from the Application and User Management work center under User and Access Management. Business Background User and Access Management User and access management allows you, as an administrator, to manage users and assign access rights. It enables you to lock and unlock users, assign work centers and work center views, and restrict the read and write access to specific data. For more information, see User and Access Management. Tasks Display Support and Technical Users Depending on the user type, you can view the following information in the Support and Technical Users view: User ID Technical ID Validity Security Policy In addition, you can see whether a user or a password is locked. All support and technical users have a default security policy assigned. You can change the security policy or assign a different one. For more information, see Security Policies Quick Guide. 8.6 Task Distribution Business Task Management Overview Business Task Management (BTM) ensures that activities related to a business process within or across your organization are completed in order to fulfill defined business objectives. Using BTM, the system addresses work to SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

171 users and enables them to receive, manage, and complete business task management items related to a business process in an efficient way. The system creates business task management items when it requires input from a user about a related business document. These items are created so that users check, change, clarify information, complete items, or make a decision as part of a business process. Categories of Business Task Management Items Each business task management item is created according to a predefined task type in the system. The task type defines a set of properties for the business task management item, such as the category, related business document type, priority, work distribution, and deadlines. The system creates BTM items based on one of the following task type categories. Task Alert Notification Clarifications Automated Task A unit of work assigned to a user or to a group of users. A task with the highest available priority that requires immediate user action. An informative item that typically requires no user action. A manually created task used when one user asks another user for more information about a related business document or BTM item along with the reply to the request; a flexible question and answer process. A technical task used to perform an action on a business document. It is created automatically when triggered by a preceding business document in the process. No input from any user is needed since the only input required is the output from the preceding business process. Automated tasks do not appear in the worklists of business users. Use Cases for Business Task Management Items Notifications A notification is sent to a user to inform him or her of preceding process steps which have been carried out in the system or special milestones that have been reached in a business process. Neither the user nor the system has to perform any activity to keep the business process running. If notifications are acknowledged by the user, they are removed. If the user does not acknowledge them, they expire after a specified amount of time. An example of a notification is Leave Request Approval Notification. Checks A check task is created to inform a user to check that the preceding business process performed as expected. The configuration in the system does not allow this kind of item to be suppressed. These tasks may need to be completed manually. Check tasks appear in users worklists as tasks. An example of a check task is Deviating Purchase Order Acknowledgment Check. Escalations An escalation task is created to involve a more senior employee in a business process if deadlines are endangered. The business process is not interrupted by the escalation since it is created in addition to the original task. Once the original task is completed, the escalation closes automatically. Escalations can appear in all task lists and are usually assigned to more senior employees. Escalation tasks can be identified in the system based on their subject starting with Escalation: or Overdue:. An example of an escalation task is Overdue: Complete Compensation Data. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 171

172 Decisions A decision task is created when there are at least two alternatives possible to continue a business process. The system requires a decision from the user and waits for the decision before continuing the business process. Decision tasks usually appear in the users work center worklist. They are automatically closed once the relevant changes are made to the business document to which the task refers. In contrast to clarifications, change, or completion tasks, decision tasks only allow users to execute specific actions for the current decision, but do not give the user access to edit other attributes of the related business document. Approval tasks are a type of decision task used in approval scenarios. An example of an approval task is Leave Request Approval. Clarification Task The system creates clarification tasks when the business process is interrupted if the available data for the subsequent process step does not match the requirements. For example, if a mandatory field is not filled in correctly. The system creates a clarification task to inform the user to check the data. Clarification tasks typically appear in work center worklists. They are automatically closed once the relevant changes are made to the business document to which the task refers. An example of a clarification task is Supplier Invoice Exceptions Clarification. Changes A change task is created if the data required to execute a subsequent business process step is available but needs to be changed. Change tasks usually appear in the user s work center worklists. They are automatically closed once the relevant changes are made to the business document to which the task refers. An example of a change task is to resolve product data inconsistency in a purchase request. Completions A completion task is created if the data required to execute a subsequent business process step is correct but incomplete and therefore needs to be completed. Completion tasks typically appear in the user s work center worklists. They are automatically closed once the relevant changes are made to the business document to which the task refers. An example of a completion task is Purchase Order Completion. Assigning Business Task Management Items In the solution, business processes are automated as much as possible. Remaining work that requires users to interact with the system is assigned automatically to the determined persons responsible. The system uses the exception-based working model to assign BTM items to users and provides users with worklists. This ensures that business documents that require user action are pushed into the user s focus based on predefined exceptions to the automated process. To assign BTM items to users, the system distributes the workload based on the following: The type of business task management item. Work distribution defined during organizational setup. Any defined employee work distribution rules. The access rights of the user. For more information, see Work Distribution. A work center worklist displays all items assigned to the user. The system prioritizes tasks within a worklist, giving users guidance in their daily work on which task should be completed first SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

173 Processing Business Task Management Items After business task management items have been assigned, users process the items to ensure the flow of the business process. For more information, see: Working with Tasks, Notifications, and Alerts Working with Clarification Requests Tasks can be completed either automatically based on defined business logic or manually by users. Automatic Completion Most tasks are defined with an automatic completion condition related to the defined business logic. Once the defined condition is reached, the status of the task is automatically set to Completed. For example, when a manager receives an open Leave Request Approval task, the manager typically approves the leave request; the status of the leave request is set to Approved. When the manager approves the leave request, the task is automatically closed, and status of the task is set to Completed, and the task is removed from the manager's worklist. Manual Completion If an automatic completion condition is not defined, tasks must be manually completed. After performing the necessary actions on business document related to the task, the user completes the relevant tasks by clicking Complete. This changes the status of the task to Completed and removes the task from the open items list. Users can also view completed tasks. Acknowledging Notifications Notifications are acknowledged rather than completed. Users can acknowledge a notification by clicking Acknowledge to indicate that they have read the notification. This changes the status of the notification to Acknowledged and removes it from the worklist. If the notification is addressed to several users, the notification is completed only after all users have acknowledged it. If the user does not acknowledge a notification manually, it is removed from the worklist once the expiration date is reached. Whether a task is completed automatically or manually is predefined and cannot be changed in configuration. See Also Dates and Deadlines in Business Task Management Setting Up The Audit and Approval Process Overview Approvals can be set up from two different perspectives in : from the perspective of the approval process in Application and User Management Approval Processes and from the perspective of amounts and expense types in Business Configuration. The Multistep Approval Process Mandatory The multistep approval process is set up from the perspective of who approves what and under what conditions. If your company has complex approval policies, you can set up approval processes for business documents (expense reports, trip requests, and itineraries) that require approval by multiple approvers. You Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 173

174 can find out how to do this in Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests. You should also have a look at the FAQs Multistep Approval Process [page 74]FAQs Multistep Approval Process [page 175] section for answers to some frequently asked questions around the topic of approvals. For itineraries, make sure that you have clarified all relevant settings for pre-trip approval that must be configured in the online booking tool. These settings influence whether an itinerary appears with status Pending Approval in. The Audit and Approval Process for Expense Reports and Expense Types Optional You can set up the approval and auditing process for expense reports and individual expense types in business configuration. You can specify whether expense reports require only approval, or both approval and audit. Additionally, you can specify a maximum amount over which an expense report requires approval. If your company has both auditing and approval processes, you also need to specify the order in which they take place audit before approval, or vice versa. Additionally, you can enable approvers in one country version to forward approval tasks to approvers in another company. You do this by activating intercompany forwarding. You can find out how to do this in the Business Configuration [page 74]Business Configuration [page 174] tasks below. The settings you configure for expense reports and expense types will only be taken into account if you ensure to select one of the three conditions that specifically refer to approval configuration settings when you set up your multistep approval process. Sample Multistep Approval Process Setting Up the Audit and Approval Process in Business Configuration Setting Up the Audit and Approval Process for Expense Reports In Business Configuration, you make company-specific settings for approval and auditing of expense reports. You can specify whether expense reports require approval and/or audit, and which process should come first. You can also specify whether approvers are allowed to approve their own travel documents. For more information, see Setting Up the Audit and Approval Process for Expense Reports [page 51]. Setting Up the Audit and Approval Process for Expense Types You can set up audit and approval conditions for individual expense types. For example, you can specify for a given country version that Airfare over a certain amount requires audit and/or approval. For more information, see Setting Up the Audit and Approval Process for Expense Types [page 54] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

175 Creating a Multistep Approval Process You can create and edit approval processes that contain multiple approval steps, multiple approvers and approval conditions. For more information, see Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests. FAQs Multistep Approval Process What are the prerequisites for users to be able to approve business documents? There are two prerequisites for this: 1. The user must be assigned the business role Approver and the Approvals work center so that the function is available in the first place. You do this in the Business Users Work Center. 2. If your work distribution requires approval by the traveler's cost center manager or line manager, for example, the system has to be able to find the approver with this role in the organization. How do I combine conditions e.g. set up the condition that all expense reports containing rental car bills costing over 400 require approval? This is a combined condition. In other words, you first have to configure the expense type in business configuration and then you have you make sure the business configuration setting is taken into account as a condition. Here's how: First, set up this condition for the expense type in the business configuration fine-tuning activity Set Audit and Approval Conditions for Individual Expense Types. There, in the Maximum Amount field, you can specify that approval is required if a rental car costs more than 400. Then, on the Approval Processes screen, you must select the condition Expense Type Approval Configuration as described in step 6 here. What can I do if the conditions available for approval don't cover my requirements? You can create custom conditions by adding extension fields and using these as conditions in your approval process. For more information, see Creating an Extension Field for the Approval Process [page 180]. How do I ensure automatic approval if no approver is found for a step in the approval process? You simply select the Automatic Approval flag in the Work Distribution section. This will ensure that the process is not stalled if no approver can be found. By the way, the Automatic Approver flag isn't available for the work distribution Direct Approver, where you enter the name of a specific approver. If you don't select this flag and no approver can be found, an unassigned task is created, which will appear in the list of unassigned items in the Business Task Management work center. The next FAQ tip tells you how to handle this issue. What do I do with tasks that could not be assigned to an approver - unassigned tasks? In the Business Task Management work center, you select the item that couldn't be assigned and choose Determine Assignment to see if the approver can be found automatically. If no approver can be found, you can assign the item manually by choosing Actions Assign Item. You can select an authorized approver from the list. I ran into the problem that an unwanted currency conversion in the background stalled the approval process. How can I prevent this happening again? You must always select an Amount/Currency condition together with a matching Country Version condition. Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 175

176 Why did I receive the same business document to approve twice? It's most likely that you are the approver for the document with two different roles, for example, as the line manager and as cost center manager. You can check this by clicking Show all approvers in the business document. Why was my expense report routed to my previous line manager for approval and not to my current manager? The approval process is always based on the current date, that is, the date on which a request is submitted for approval. Some work distribution items and conditions can be time-dependent. For example, your organizational assignment is due to change on August 1st and as of that date you will report to a different line manager. If you submit a trip request on July 14th for a trip from August 20th to 24th, the trip request will be routed to the line manager you had on the submission date. If this happens, the line manager can simply forward the trip request to the new approver. Is it possible to enable 2nd and 3rd level line manager approval for multi-level approval? Yes it is. You have to maintain the org structure with reporting line units for all your employees. Then you choose the corresponding work distribution options: Second Level / Third Level Line Manager of Traveler. See Also Creating an Extension Field for the Approval Process [page 180] Manually Assigning Approvers [page 176] Manually Assigning Approvers In, the default setting is that approvers are determined according to cost assignment. When an employee claims travel expenses, for example, they enter a cost assignment - such as, a cost center, internal order, or project and these expenses must be approved by the owner of that particular cost assignment. If you want, you can overwrite this automatic assignment and manually assign an approver to an employee. The person you specify will then act as approver for the employee by default, regardless of which cost assignment the employee uses to claim their expenses. You might want to do this, for example, if you don't want the owners of cost centers, internal orders, and projects to be able to approve their own expenses. Alex is the owner of a cost center, and as such can approve all trips and expenses that are charged to that cost center. However, this means that if he charges expenses to his cost center, he is able to approve his own expenses. You, as system administrator, would like to change this, so you manually assign a different approver to Alex. Whenever Alex submits a trip or expenses, this new approver will then have to approve them. To manually assign approvers to employees, you create a Microsoft Excel file listing the new approver / employee pairs, and upload this file to SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

177 Manually assigned approvers are only taken into account in the multistep approval process if the process definition is set up with one of these work distributions: Manually Assigned Approvers Manually Assigned Approver or Approver of Highest Cost You can check this in Application and User Management Approval Processes. Select the expense report document and choose View to see which work distribution has been assigned. For more information about multistep approval, see the documentation for the task Creating and Editing an Approval Process in Setting Up the Approval and Auditing Process [page 73]. Prerequisites You have assigned approver authorization to all the employees you want to act as approvers by assigning them the Approver business role. You do this in Application and User Management Business Users Edit Access Rights. Read more about Business Roles in [page 154]. Tasks Create List of Approvers Prerequisites You have downloaded the Microsoft Excel template Template for Manually Uploading Approvers from under. Procedure 1. Open the template and go to the Work Distribution Rules tab. 2. Enter the following information about the approvers: Work Category Work Distribution Rule ID Valid From Valid To Priority Employee ID Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 177

178 ODT_CUSTOM_ DEFINED_APP ROVER Enter a designation for the approver. Enter a valid-from date: This date has to fall within Enter a valid-to date: This date has to fall within the access 0 Enter the employee ID of the approver. the access period of the period of the approver. For approver. For example, if an example, if an approver's approver's access period access period ends on starts on 10/01/2012, 05/01/2012, you can't you can't enter a valid- enter a valid- to date of from date of 10/02/ /31/2012. If you don't If you don't specify a specify a valid-to date, valid-from the validity date, today's period is set date is used as unlimited by default. by default. Example: Entering Approvers Work Category ODT_CUSTOM_ DEFINED_APP ROVER ODT_CUSTOM_ DEFINED_APP ROVER Work Distribution Rule ID Valid From Valid To Priority Employee ID APPROVER_01 01/01/ /31/ APP APPROVER_02 0 APP Once you have entered all required approvers, you need to specify which employees they will act as approvers for. 3. Go to the Work Distr. Rules Details tab and enter the following mandatory information: Work Category Work Distribution Rule ID Characteristic Include or Exclude Type From Identifier ODT_CUSTOM_DEFI NED_APPROVER Enter the designation of one of the approvers you defined in the previous step. EMPLOYEE I 1 Enter the employee ID of the employee whose trips and expenses this approver will approve SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

179 Example: Assigning Approvers to Employees Work Category Work Distribution Rule ID Characteristic Include or Exclude Type From Identifier ODT_CUSTOM_DEFI NED_APPROVER ODT_CUSTOM_DEFI NED_APPROVER ODT_CUSTOM_DEFI NED_APPROVER ODT_CUSTOM_DEFI NED_APPROVER ODT_CUSTOM_DEFI NED_APPROVER APPROVER_01 EMPLOYEE I 1 EMP APPROVER_01 EMPLOYEE I 1 EMP APPROVER_02 EMPLOYEE I 1 EMP APPROVER_02 EMPLOYEE I 1 EMP APPROVER_02 EMPLOYEE I 1 EMP In this example, the approver designated APPROVER_01 will act as approver for two employees, and APPROVER_02 will act as approver for three employees. 4. Save your entries, and close the file. Upload List of Approvers Once you have created your list of approvers, you're ready to upload it to. 1. In, go to Travel Admin Approver Assignment Manually Assign Approvers. 2. Choose Upload. 3. Browse to the Microsoft Excel file, enter a description if necessary, and choose Upload again. 4. Choose Execute Migration. 5. Follow the onscreen instructions to complete the migration of the file. As soon as the file has finished migrating, the new approver / employee relationships you defined are active in SAP Cloud for Travel and Expense. If you upload another Microsoft Excel file, the information in this file overwrites all the previous information you uploaded. For example, if you want to add a new approver / employee pair, and upload a Microsoft Excel file with just this line, it will overwrite all the previous lines you previously uploaded and you will be left with only the new line. For this reason, it is important that you ensure the information in the Microsoft Excel file contains information on all current manually assigned approver / employee pairs in your company before you upload it. Edit List of Approvers It may occur that you need to make changes to the list of approvers you uploaded. If these changes are minor for example, if one approver leaves the company and you simply need to assign someone new you have the option of using the following method rather than uploading an entirely new Microsoft Excel file. 1. In, go to Travel Admin Approver Assignment Manage Manually Assigned Approvers. A list of all the approvers you assigned in your Microsoft Excel file appears. 2. Choose Edit and, depending on what you want to do, proceed as follows: Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 179

180 Task To assign new employees to an approver Steps 1. Click on the approver's name. A list of all the employees assigned to that approver appears. 2. Choose Add Item. 3. Search for the employee, and choose OK. 4. Once you have added all necessary new employees, choose Save. To unassign employees from an approver 1. Click on the approver's name. A list of all the employees assigned to that approver appears. 2. Highlight the employee you want to unassign, and choose Remove. 3. Once you have unassigned all necessary employees, choose Save. To replace an approver 1. Click the icon beside the approver's name. 2. Search for the new approver by name or ID, then choose Go. 3. Double-click the new approver's name. The new approver is assigned, and is now responsible for all the same employees as the old approver. If you upload a new Microsoft Excel file, the information in that file overwrites all information you have specified previously, including changes you make in Manage Manually Assigned Approvers. For example, APPROVER_01 leaves your company, so in Manage Manually Assigned Approvers you remove APPROVER_01 and replace him with APPROVER_03. Several weeks later, you upload a new Microsoft Excel file in which APPROVER_01 is mistakenly still entered as an approver. The information in the Microsoft Excel file overwrites the earlier changes you made, and APPROVER_01 is once again assigned as an approver in the system even though he no longer works at your company. For this reason, it is important that you ensure the information in the Microsoft Excel file is always up to date before you upload it Creating an Extension Field for the Approval Process Overview If the conditions delivered in do not cover the requirements of your companyspecific approval processes, you can add extension fields to expense reports, trip requests, or itineraries and use the new fields as conditions in the multistep approval process you set up. Let's say you require the company-specific field Custom Type for expense reports. It should appear as a mandatory field on the Claim Travel Expenses screen when employees claim expenses. The field should have two values Special and Standard. If the employee selects the value Special, the expense report will require approval. There are two main steps involved in this: first you create the extension field and then, when you define the approval process for expense reports, you select the new field as a condition that triggers approval. Procedure 1. Start by creating the new extension field SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Application and User Management

181 As an example, we will create a new field Custom Type with the values Special and Standard. a. Go to Travel and Expenses Claim Travel Expenses. b. Choose Adapt Enter Adaptation Mode and confirm the dialog box that appears. Adaptation mode allows you, as an administrator, to make changes to a screen and then try out your changes before publishing them and making them available to all users. c. In adaptation mode, choose Adapt Edit Screen. The adaptation panel opens on the right side of the screen displaying the screen sections to which extension fields can be added. d. Select the section Expense Report General Data because that is where you want to create the new field and click Extension Fields at the bottom of the adaptation panel. e. Click Add to add a new field. In the Add New Field dialog box that appears, Expense Report General Data is displayed as the business context. f. Select the field type List because the new field will have two drop-down entries Standard and Special. g. Enter the value Standard for code 101 and language English. h. Click Add and enter the value Special for code 102 and language English. i. Select Standard as the default entry. j. Enter Custom Type as the field label. k. Optional: You can enter a tooltip for users if you think the new field needs further explanation. l. Enter a technical name for the new field and save your entries. You return to the adaptation pane and the new field is displayed in the field list there. m. Select the Visible checkbox next to the extension field to make it visible on the current screen in adaptation mode. n. Click Publish to make the new field visible to all users. 2. You are now ready to use the new field as a condition in the approval process. a. Go to Application and User Management Approval Processes. Let's assume that as step 2 of your approval process you want to have approval by the line manager if the Custom Type field is set to Special in the expense report. If you are creating an approval process for the first time, you should follow the step-by-step instructions for the task Creating a Multistep Approval Process for Expense Reports, Itineraries, and Trip Requests in Setting Up The Approval and Auditing Process [page 73]. If you are already familiar with how to do this, the instructions below should be sufficient for you. They correspond to step h in the step-by-step instructions. b. Create process step 2 and assign it the work distribution Line Manager. c. Under Conditions, click Add Group. d. In the Edit Condition dialog box, and select the new condition Custom Type, and then select the compare operator Equal to with the value Special. Complete and save your approval process. 3. Result If an employee selects the value Special for the Custom Type field in an expense report, the expense report will require approval by the line manager. See Also Create an Extension Field Extension Fields Quick Guide [page 107] Application and User Management P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 181

182 9 Integration 9.1 Integrating SAP ERP Financials Before you can start using, you must integrate it with SAP ERP. This integration is required for the following purposes: Purpose Creation of users in SAP Cloud for Travel and Expense Configuration of cost centers in SAP Cloud for Travel and Expense Automatic posting of reimbursed expenses to SAP ERP Configuration of other cost objects in SAP Cloud for Travel and Expense Description Employee records are imported from Human Capital Management (SAP HCM) into SAP Cloud for Travel and Expense, and enable you as the system administrator to then create users in for all employees in your company. Cost center details are imported from SAP ERP into and can then be assigned to the relevant employees. Approved expense reports are sent from to SAP ERP. A transaction that reflects the reimbursement is posted in SAP ERP, and respective confirmation is sent to. Details of other cost objects, such as sales orders or networks, are imported from SAP ERP into. These cost objects are used for cost assignments later on. For successful SSL communication between and SAP ERP, you must ensure that a server certificate must be in place on the SAP ERP side. This server certificate must be signed by an accepted certification authority (CA), and trusted by the tenant of the system. Tasks Setting Up Communication Systems A communication system represents an external system for communication. For the integration of SAP Cloud for Travel and Expense and SAP ERP, you define the SAP ERP client as a communication system. 1. In Application and User Management, under Input and Output Management, choose Communication Systems. A list of all existing communication systems appears. 2. Choose New, and enter your data as follows: Basic Information Field ID Entry ID or name of the SAP ERP system to be connected, for example XXXCLNTYYY (XXX represents the system ID and YYY the client number) SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

183 Field SAP Business Suite Host Name Entry Select this checkbox. Reverse Proxy You can directly enter the host name of the SAP ERP system you want to connect as host name. However, for security reasons we recommend that you use a reverse proxy for SSL termination in front of the SAP ERP system. System Access Type Internet 3. In the Technical Contact area, you can enter data of the contact person for this system (optional). 4. In the System Instance area, enter your data as follows: System Instance Field System Instance ID Business System ID IDoc Logical System ID Entry ID or name describing your business instance of the SAP ERP system, for example XXXCLNTYYY (XXX represents the system ID and YYY the client number ID or name of the SAP ERP system Correct name of the IDoc logical system ID The IDoc logical system ID depends on how the logical system is maintained in SAP ERP. A common way to create this logical system could be XXXCLNTYYY, where XXX represents the system ID and YYY the SAP ERP client. Transaction BD54 lists all existing system names. You can assign the logical system to a client in Customizing as follows: SAP NetWeaver Application Server IDoc Interface / Application Link Enabling (ALE) Basic Settings Logical Systems Assign Logical System to Client. SAP Client Preferred Application Protocol Client of the SAP ERP system Select the relevant value. 5. Choose Actions, and then Set To Active. 6. Save your entries. Setting Up Communication Arrangements The communication arrangements enable SAP ERP and to send and receive notifications regarding both approved expense reports pending reimbursement and confirmations of reimbursement transactions. The following procedure explains how to define a communication arrangement for thesap Cloud for Travel Integration with SAP ERP Financials Using IDoc scenario. Prerequisites You have defined a communication system for data exchange with SAP ERP as described above under Setting Up Communication Systems. You have started the business configuration, so that the required communication scenario can be selected in the steps of the guided procedures described below. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 183

184 You have the ID and password of an RFC-enabled user of the SAP ERP back end, which allows to create the IDocs in SAP ERP (For this purpose, assign available roles SAP_TEMOD_FIN_INTEGRATION and SAP_TEMOD_FIN_INTEGRATION_2 to this user). Procedure 1. In Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. Choose New. 3. Follow the guided procedure: Step Action 1 Select Scenario Choose the integration withsap ERP Financials Using IDoc scenario. 2 Define Business Data System Instance ID: Select the ID you created when you set up the communication system. Company ID: Usually prefilled. If not, select the appropriate entry from the list. 3 Define Technical Data Communication Method: Select Direct Connection. INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select IDoc. Authentication Method: Choose one of the following options: User ID and Password The user ID is generated by the system and cannot be changed. Choose Edit Credentials, and enter the password for the user twice. (Remember the password for later use in SAP ERP). SSL Client Certificate Choose Edit Credentials, and enter the password for the user twice. On the Certificate tab, upload the relevant certificate. OUTBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Format Conversion. Authentication Method: Choose one of the following options: User ID and Password Maintain the user ID of an SAP ERP backend user that is RFC-enabled and can create IDocs in SAP ERP using the web interface. (For the required authorization, assign roles SAP_TEMOD_FIN_INTEGRATION and SAP_TEMOD_FIN_INTEGRATION_2). Choose Edit Credentials, and enter the password for the SAP ERP RFC user. SSL Client Certificate In the Authentication field, select the relevant certificate and choose Download. Host Name: The system displays the host name as entered in the previous step: vmw3663.dmzwdf.sap.corp Choose Edit Advanced Settings. On the Outbound tab, complete the Port field. You can find the value in transaction SMICM in the SAP ERP system under Goto Services (Shift+F1). Use the port for the https connection from there. Path: /sap/bc/srt/idoc?sap-client=<erp client> 4 Review Check your data and choose Finish. 5 Confirmation Confirm your entries. Testing the Connection to the SAP ERP System in Edit Mode SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

185 1. In Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. In the list of communication arrangements, select SAP Cloud for Travel Integration with SAP ERP Financials Using IDoc, and choose Edit. 3. Go to Technical Data and choose Edit Advanced Settings. 4. On the Outbound tab, choose Check Connection. If you receive one of the following system messages, the outbound connection from SAP Cloud for Travel and Expense to SAP ERP is up and running: Error accessing service: Service Ping ERROR: Internal Server Error (500) Ping successful Managing SAP ERP Accounts After an expense report is approved, the employee is reimbursed. To enable the recording of the financial postings resulting from the reimbursement process, you need to define in which G/L accounts are involved in those transactions in SAP ERP. You can view, and edit the descriptions of G/L accounts imported from SAP ERP and add new G/L accounts. For more information, see Managing SAP ERP Accounts [page 49]. Managing SAP ERP Vendors You can view, and edit the descriptions of, vendors imported from SAP ERP and add new vendors. 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Choose Fine-Tune Manage ERP Accounts and Vendors. 3. Choose Vendors. A list of existing vendors in appears. 4. Do one of the following: To edit vendor details, select a table row. You can modify the description but not the Vendor ID. To remove a vendor, select a table row, and choose Delete. You cannot remove a vendor if it has already been used in a saved document. To add a vendor, choose Add Row and enter the following fields: Vendor ID the code of the vendor used in SAP ERP. Description 5. Save your entries. See Also For more information, see the Integration Guide. This guide is available on SAP Service Marketplace at under Cloud Solutions from SAP SAP Cloud for Travel and Expense. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 185

186 9.2 Integrating Paymetric About Paymetric Overview is integrated with major credit card companies to import corporate credit card transactions. This simplifies and automates the process of creating expense reports. Paymetric TM is a third-party credit card service provider that facilitates the automatic and secure processing of expense-related credit card data in. When receives credit card transaction data from a credit card issuer, it does so through a Paymetric tokenization service. This ensures cardholder numbers are intercepted and replaced with a token ID. To import feeds containing corporate credit card transactions into, you need to set up the Paymetric service. Prerequisites You have to subscribe to Paymetric s credit card processing service and sign a contractual agreement. The Paymetric service is only available for use by customers in possession of a valid license or service agreement with Paymetric. Any use of this functionality is subject to a written agreement between the customer and Paymetric. Paymetric is a trademark of Paymetric, Inc. You must complete the setup activities listed below with your credit card issuer and Paymetric before you can start importing credit card feeds. Process Flow 1. Contact SAP Cloud Managed Services to receive contact information for Paymetric. 2. Contact your credit card issuer and register for a file import service. Your credit card issuer will send you an application form, and ask for your approval to export files to SAP through Paymetric. 3. Contact Paymetric and register for the service. You will be asked to sign a contractual agreement, and to fill out a registration spreadsheet. When you have completed filling out the forms, Paymetric will send you your credentials to be used for the file import service for. Paymetric will send your credit card issuer the SFTP folder account details. 4. Send your credit card issuer the completed application form. 5. In, set up a communication arrangement [page 187]to be used for importing credit card transaction data from your credit card issuer through Paymetric. 6. Contact Paymetric and ask them to send you the required IDs for the credit card issuers that your company works with. You will need this information when you add credit card issuers to SAP Cloud for Travel and Expense SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

187 See Also Managing Credit Cards [page 25] Integrating Paymetric and When an employee pays for an expense with their corporate credit card, the credit card transaction is automatically added to their expense report. In order to allow the information from a corporate credit card to be sent to SAP Cloud for Travel and Expense, you need to activate the communication arrangement between SAP Cloud for Travel and Expense and the Paymetric TM credit card processing service. Procedure 1. In Application and User Management Input and Output Management, choose Communication Arrangements. All existing communication arrangements appear. 2. Choose New. 3. In the Communication Scenarios table, select Credit Card Service Provider and choose Next. 4. In System Instance ID, enter PAYMETRIC. 5. In Company ID, if it is not displayed by default, enter your company ID and choose Next. 6. In Authentication Method, select User ID and Password. 7. Choose Edit Credentials and enter the user name and password issued to you by Paymetric TM 8. Choose Next and review the communication arrangement details. 9. Choose Finish. Result The Paymetric TM communication arrangement is saved and activated. Files can now be imported from the credit card issuer through Paymetric TM into on a daily basis. See Also For more information, see the Integration Guide. This guide is available on SAP Service Marketplace at under Cloud Solutions from SAP SAP Cloud for Travel and Expense. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 187

188 9.3 Integrating Online Booking Tools, Itinerary Management Systems, or a Travel Agency In, travelers book trips using an online booking tool or the itinerary management system, or both. As a system administrator, you have to integrate these tools with. These are all the tools we currently support: GetThere by Sabre Amadeus e-travel Management (AeTM) cytric by i:fao Traxo Online booking tool Online booking tool Online booking tool Itinerary management system In addition, when configuring the travel planning for your company, you can also enable employees to request travel services via through a travel agency (HMTL5 only) or decide if travelers have to request approval before they go on a trip. Prerequisites Make sure you've done the following: Signed a contractual agreement with the provider of the online booking tool which confirms you can use their solution. In this contract, make sure that you have clarified all you'll need for things like pre-trip approval or policy violations (if this is required by your company). If you want to read up on the approval process to help you decide what settings you need, see Setting Up The Approval and Auditing Process [page 73]. Registered the system on the Traxo developer portal as described in section Register a new Traxo API Account in the Developer Portal in the Integration Guide. This is only relevant if you want to use Traxo. Activated Itinerary as a supported scenario in scoping as described in section Define Project Scope in the SAP Cloud for Travel and Expense Master Guide. Added to your list of trusted web sites, and your browser allows pop-ups. Process Flow 1. Traxo only: Fine-tune the communication to Traxo If you've activated Traxo in scoping and you've registered your SAP solution on the Traxo developer portal, now do the following: 1. In Business Configuration Implementation Projects, choose Open Activity List for your First Implementation project. 2. On the Activity List: First Implementation screen, choose Fine-Tune. 3. In the Find field, enter Traxo and choose Go SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

189 4. On the Client Registration for OAUTH web Services screen, find the line for service provider Traxo. If the traffic light is red, click on Register Client. In the popup OAuth Client Credentials, enter Client ID and Client Secret as provided by Traxo when registering the SAP system on the Traxo developer portal. 5. Save your entries. 2. All Tools: Choose the tools you want to use and make further travel-planning settings Here, you decide, for example, whether and which online booking tool is used in your company and for which country version of. 1. In Business Configuration Implementation Projects, select your First Implementation, and choose Open Activity List. 2. Choose Fine-Tune. 3. In the list of activities, choose Travel Planning: Country Version Settings. 4. On the Travel Planning: Country Version Settings screen, make the following settings for every country version of used in your company: In this column... Trip Request Mandatory Trip Request Advance Limit Integration with Travel Agency (HTML5 only) Online Booking Tool Itinerary Management System Make these settings... If you use trip requests at your company, you can specify that travelers have to submit one (and get it approved) before going on a trip. If you use trip requests at your company, you can specify that an advance payment can only be up to a certain percentage of the total estimated costs. If you use trip requests at your company, here you can specify that travelers can send their requests to a travel agency. The agency can then provide the travelers with more information about the trip, or even book the trip on their behalf if necessary. If you want to use this function, you ll also have to add contact information for the travel agency as described in section Upload Contact Data for Your Travel Agency (HTML5 only) in the Integration Guide. Choose the booking tool that you want to use. If you want to use Traxo as itinerary management system, select Traxo for your country version. You can now choose an online booking tool and Traxo. 5. If you've decided to use an online booking tool, complete the following fields under Access Details for Online Booking Tool <Name> (Country Version): In this field... Provider Do this... You don t have to enter anything here. The online booking tool that you selected is displayed. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 189

190 In this field... Logon Method Do this... Select how you want travelers to log on to the online booking tool. The default logon method is EXT Logon at external provider site, which means travelers have to enter their username and password each time they log on to the online booking tool. The logon method we recommend, however, is Single Sign-On (SSO), because with it the traveler can access the online booking tool without having to enter anything. However, SSO has to be set up first as described in the section Setting Up Single Sign- On further below. If you chose GetThere, and you want to use trip requests, you have to use the logon method INT Logon in. That is, you log on to the online booking tool in. This method allows you to transfer additional information such as trip ID, travel dates, and destination together with your logon data. URL Domain Site / Community Subsite (GetThere only) The domain name is just displayed here, so you don t have to do anything. You can change the domain name if you want. Enter the site or community provided by the online booking tool. Enter the subsite as provided by GetThere. 3. All Tools: Set up a communication system In this step, you set up the communication system for your tool. If you use more than one country version of SAP Cloud for Travel and Expense, you ll have to do this for each one. If you chose to use Traxo in the previous step, then you only need to set up a communication system if you want Traxo to send notifications to. 1. In Application and User Management Input and Output Management, choose Communication Systems. A list of all existing communication systems appears. 2. Choose New and, on the New Communication System screen, complete the fields as follows: In this field... Enter this, depending on which tool you chose... ID GetThere: OBT_GETTHERE AeTM: OBT_AETM cytric by i:fao: OBT_Cytric Traxo: ODT_TRAXO_CHNG_NOTIF SAP Business Suite Leave this checkbox empty. Host Name GetThere: webservices.sabre.com AeTM: integrationmiddleware.amadeus.com cytric by i:fao: Enter the host name as provided by i:fao Traxo: example: my sapbydesign.com> SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

191 In this field... System Access Type Enter this, depending on which tool you chose... Internet 3. In the Technical Contact section, enter the contact details of the person responsible for this system (optional). 4. In the System Instance, enter the following: For the online booking tools, enter OBT_<country version> for all country versions of the online booking tool that you want to use. For example, if you're going to use the US country version, enter OBT_US. If you only chose Traxo, make sure that ODT_TRAXO_CHNG_NOTIF is entered. 5. In the Preferred Application Protocol field, select 5 - Web Service. 6. Choose Actions, and then Set to Active. 7. Save your entries. 4. All Tools: Set up a communication arrangement To start using your new communication system, you have to set up a communication arrangement. You have to do this for each country version you use. 1. In Application and User Management Input and Output Management, choose Communication Arrangements. 2. Choose New, and follow the guided procedure and enter the following information: In this step... Make these settings... 1 Select Scenario Choose one of the following scenarios: GetThere: Online Booking Tool GetThere. AeTM: Online Booking Tool Amadeus e-travel Management cytric by i:fao: Online Booking Tool i:fao cytric Traxo: Itinerary Management - Change Notification 2 Define Business Data System Instance ID: For the online booking tools, enter OBT_<country version>. For example, if you're going to use the US country version, enter OBT_US. For Traxo, enter ODT_TRAXO_CHNG_NOTIF Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 191

192 In this step... Online Booking Tools only: 3 Define Technical Data Make these settings For Communication Method, select Direct Connection. 2. Under OUTBOUND COMMUNICATION: BASIC SETTINGS, make the following settings: Application Protocol Select Format Conversion Authentication Method Select User ID and Password User ID Enter the user ID you received from the provider of the online booking tool, then click Edit Credentials and enter the password you have received. Host Name This field just displays the host name you entered when creating the communication system, so you don t have to enter anything new here. GetThere: webservices.sabre.com AeTM: integrationmiddleware.amadeus.com cytric by i:fao: Please refer to the data i:fao provided to you. Traxo only: 3 Define Technical Data 1. For Communication Method, select Direct Connection. 2. Under INBOUND COMMUNICATION: BASIC SETTINGS, make the following settings: Application Protocol Select Format Conversion Authentication Method Select User ID and Password You can't change the user ID here, but do click Edit Credentials and set a password. You need this user and password if you want to enable automatic update notifications from Traxo. 4 Review Check your data and choose Finish. 5 Confirmation Confirm your entries. 5. Online Booking Tools only: If required, set up single sign-on for the online booking tools If you chose to use single sign-on (SSO) as the logon method in step 2, you now have to set it up. If you don t want to use single sign-on, you can skip this step. SSO allows you to directly log on to the online booking tool without having to enter your user name and password. In addition, depending on the navigation scenario, data is passed to the online booking tool. For example, if you navigate from a trip request to the online booking tool, the Trip ID, start and end dates, the destination locations are automatically copied, so that this data will be displayed in the search screen of the online booking tool. Prerequisites Before you get started, make sure you've done the following: Procedure Set up single sign-on for the desktop application as described in Configuring Your Solution for Single Sign-On. For more information on SSO, please refer to the See Also section at the end of this document. Gotten in touch with the respective site administrator of the online booking tool and asked them to set up single sign-on from their side, too SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

193 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Go to Fine-Tune. 3. In the list of activities, choose Travel Planning: Country Version Settings. 4. In the area Access Details for Online Booking Tool <Name> (Country Version), provide the following information: Under Logon Method, choose Logon with Single Sign-On. If you're using GetThere: In the Domain field, under URL, replace the default entry ( DispatcherServlet) by the redirect login URL of the respective Identity Provider (IdP), as GetThere currently only supports IdP-initiated SSO-flow. For example if you use OKTA ( <kdroptjobcteirstkco>/sso/saml) or Microsoft AD FS 2.0 ( <adfs.customer.com>/adfs/ls/idpinitiatedsignon.aspx?logintorp= server.getthere.net/login/saml/post.act) as IdP, you have to adapt the highlighted part of the URL to the customer-specific situation. Please refer to the product documentation of OKTA and Microsoft for further information. 5. Save your entries. 6. Traxo only: Switch on automatic updates from Traxo (optional) Automatic update otifications can save a lot of effort for travelers, because then they no longer have to log on to SAP Cloud for Travel and Expense to get updates on their trips. Another benefit is that your reporting will always have current data to work with. Whenever a trip is updated in Traxo, a change notification is sent to SAP Cloud for Travel and Expense, and the trip there is immediately updated. If you want Traxo to send automatic updates of trips to, follow the instructions in section Traxo only: Enable Automatic Updates on Traxo Side in the Integration Guide. 7. All Tools: Add user information for the tools Now that you ve set up your online booking tool and/or Traxo, all you need to do is add all the necessary user information. For more info on how to do this, see section Maintain User Data in the External Tools in the SAP Cloud for Travel and Expense Integration Guide. See Also Front-End SSO Integration Guide and Master Guide. Both guides are available on SAP Service Marketplace at under Cloud Solutions from SAP 9.4 Integrating Smart Receipt Recognition In, a process called smart receipt recognition enables the extraction of text from receipts sent by . The receipt text is then analyzed and categorized by expense type, date, amount, and Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 193

194 currency, using a service provided by OpenText, a third-party enterprise content management provider. If successful, the expense data extracted from a receipt is automatically added as a new expense line to the relevant expense report. As a system administrator, you need to configure smart receipt recognition and integrate it with your SAP Cloud for Travel and Expense system. Tasks Setting Up Communication System To integrate with OpenText, you need to define the third-party service as a communication system. 1. In Application and User Management, under Input and Output Management, choose Communication Systems. The system displays all existing communication systems. 2. Choose New. 3. On the New Communication Systems screen, in the Basic Information area, complete the relevant entry fields: Field ID SAP Business Suite Host Name System Access Type Value OPENTEXT Leave this checkbox empty. Internet 4. In the Technical Contact area, enter data of the contact person for this system (optional). 5. In the System Instance area, enter OPENTEXT. 6. Choose Actions, and then Set to Active. 7. Save your entries. Fine-Tuning Settings To tailor the solution to your specific needs before going live, you need to check predefined settings and enter additional settings for your selected scope. 1. In Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. 2. Go to Fine-Tune, and search for Smart Receipt Recognition. 3. On the Smart Receipt Recognition Enablement screen, you can make the following settings at country version level: Enable Smart Receipt Recognition: Here you can switch smart receipt recognition on or off as necessary. This activates automatic optical character recognition of receipt images sent to SAP Cloud for Travel and Expense as attachments or from mobile devices. Allow Use of Receipts to Improve Recognition Accuracy. If you enable this function you agree to allow OpenText to analyze your employees' receipts. This enables them to continually improve recognition of different image formats for existing expense types and to support new expense types, languages and countries SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

195 What happens to your receipts? If you allow OpenText to use and analyze your receipts after the recognition process, OpenText will store the image of the expense receipt, including the recognized data, such as the expense type, the amount or the currency. They use this information to analyze the recognition quality and to check whether new keywords or other relevant information on the receipt can be used to optimize the recognition quality. Typical receipt samples will be compiled to form a set of test receipts, which will be used to check and verify the smart recognition quality on a regular basis at various stages of the optimization process. Data security: SAP assures you that your receipt images and data are stored in a secure manner and are only accessible to a small group of defined experts. Your data will not be used for any other purpose or accessible to any other parties. Receipt Recognition Expense Type Mapping: You can adjust the mapping of OpenText expense types so that they better match your own company-specific expense types. For example, if OpenText uses the expense type Accommodation but your company calls the same expense type Hotel, you can map the OpenText expense type to your own to ensure that the correct term appears in travelers' expense reports. Mark expense types as hotel invoice items. The system will then itemize such expenses automatically. 4. Save your entries. See Also For more information, see the Integration Guide. This guide is available on SAP Service Marketplace at under Cloud Solutions from SAP SAP Cloud for Travel and Expense. 9.5 Integrating Central Scanning When an employee submits receipts to a central receipt scanning service, the receipts are scanned and automatically added to the relevant expense report. To allow the information from a central receipt scanning service to be sent to, you need to activate the communication arrangement between SAP Cloud for Travel and Expense and the central receipt scanning service. Tasks Set Up Communication Arrangement You have two identification options: Credentials (recommended) and password. For using credentials, proceed as follows: 1. In Application and User Management, under Input and Output Management, choose Communication Arrangements. A list of all existing communications arrangements appears. 2. In the table, select Central Receipt Scanning Service and click Edit Credentials. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 195

196 3. On the Edit Communication Account screen, click the Certificate tab. 4. Continue with the integration using one of the methods described below. If you want to work with a user ID and password, on the Edit Communication Account screen click the Change Password tab, enter a password for the user _SAP_ODF_DS and confirm it. Upload a Certificate When you work with certificates, on the Certificate tab you can choose to upload a certificate. To do this, browse to the certificate received from the central receipt scanning service and upload it. Download a Certificate 1. Choose Create and Download Key Pair. 2. Browse to the location where you want to save the certificate, and enter the file name. The certificate is saved with a.pfx file extension. 3. Save your entries. A password dialog box appears. 4. For security purposes you will be requested to enter and confirm your password. 5. Choose OK twice. 6. Send the.pfx certificate and password to the central receipt scanning service used by your company. See Also For more information, see the Integration Guide. This guide is available on SAP Service Marketplace at under Cloud Solutions from SAP SAP Cloud for Travel and Expense. 9.6 Integrating Electronic Invoices enables third-party travel brokers to send invoices for travel-related services, such as flight reservations or hotel bookings, electronically to the customer. The electronic documents are sent by the third-party service provider by or using a pre-configured web service to. This enables travelers to attach such documents to expense receipts for documentation purposes. The electronic documents are analyzed using optical character recognition capabilities to extract data, such as employee ID and expense date. The employee ID is then used to assign the documents automatically to the relevant employees. Documents that are successfully assigned appear in the list of employees' unassigned expenses. Documents that cannot be uniquely assigned by the optical character recognition process can be manually assigned by the administrator. Prerequisite You have activated the Electronic Invoices business option in scoping. An electronic invoice is not a request for payment, but is used for documentation purposes. It can be attached manually to the corresponding expense item, for example, credit card expense, in the expense report SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

197 As a system administrator, you have to configure the communication for the electronic invoice notification web service. You also have to monitor incoming invoices on a day-to-day basis and if necessary assign invoices to employees which could not be assigned automatically. Tasks Setting Up Communication Travel vendors can send electronic invoices to by . If the invoice notification is sent by , no further validation of the sender takes place. If you want to use the option, you simply send your service provider the address: e- invoice@[domain]. In the address, replace [domain] by the tenant domain that is listed on the traveler's home page, for example, [email protected]. Setting Up Communication Arrangements You have two identification options: certificates (recommended) and password. 1. Edit a Communication Account a. In Application and User Management, under Input and Output Management, choose Communication Arrangements. A list of all existing communications arrangements appears. b. In the table, select Electronic Invoice and choose Edit Credentials. c. If you want to work with a user ID and password, on the Edit Communication Account screen, choose the Change Password tab, enter a password for the user _SAP_ODF_EI and confirm it. d. If you want to work with certificates, on the Edit Communication Account screen, choose the Certificate tab. e. Continue with the integration using one of the methods described in steps 2 and Upload a Certificate When you work with certificates, on the Certificate tab, you can choose to upload a certificate. To do this, browse to the certificate received from the electronic invoice notification service and upload it. 3. Download a Certificate a. Choose Create and Download Key Pair. b. Browse to the location where you want to save the certificate, and enter the file name. The certificate is saved with a.pfx file extension. c. Save your entries. A password dialog box appears. d. For security purposes you will be requested to enter and confirm your password. e. Choose OK twice. f. Send the.pfx certificate and password to the third-party service provider used by your company. Managing Electronic Invoice Expenses If the view has not been assigned to your user, you can assign it as follows: Go to Application and User Management Business Users. Select your user and choose Edit, then Access Rights. On the Business Role Assignment tab, assign yourself a business role that has the Electronic Invoice Expenses view assigned. For example, the predelivered business role Travel Admin has this view by default. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 197

198 1. The Travel Administrator can access unassigned electronic invoices either from Travel Admin Electronic Invoice Expenses or from the Travel Admin section of the Cockpit. The list displayed contains: All electronic invoices, including attachments, that have not yet been assigned by employees to expense reports Any invoices that could not be automatically assigned to an employee during the optical character recognition process 2. You can filter the list to display only invoices already assigned to employees, only those that could not be assigned to employees, or all invoices. 3. You can review the attached invoices and, if necessary, assign them to the relevant employees. These will then appear in the employee's list of unassigned expenses. 4. You can clean up your worklist by deleting invoices from it. See Also For more information, see the Integration Guide. This guide is available on SAP Service Marketplace at under Cloud Solutions from SAP SAP Cloud for Travel and Expense. 9.7 Integrating SAP NetWeaver BW You can extract expense report data and import this data into an SAP NetWeaver Business Warehouse (BW) system for reporting purposes. The data that is extracted is expense report data and master data mappings. As a system administrator, you have to integrate with a SAP NetWeaver BW system. This document describes the integration tasks you have to perform in. To complete the integration, you also have to perform some tasks in the SAP NetWeaver BW system. For more information, see the Integration Guide (section: Integrating SAP Cloud for Travel and Expense with SAP NetWeaver Business Warehouse) on SAP Service Marketplace at service.sap.com/instguides under Cloud Solutions from SAP SAP Cloud for Travel and Expense. Prerequisites You are using SAP NetWeaver Business Warehouse 7.30 SP5. You have activated the scoping as described in section 4.2 of the Master Guide. You have created a user with authorization to use the following transactions in the BW system: STRUST. Common BW transactions, such as RSA SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

199 Tasks Setting Up Communication System 1. In either Application and User Management, under Input and Output Management, choose Communication Systems. 2. Choose New and enter the following information: Field ID SAP Business Suite Host Name Value ID or name of the BW system to be connected. Enter this in the form XXXYYY, where XXX represents the system ID and YYY the client number. Select this checkbox. Host name of SAP BW installation. It is possible to directly enter the host name of BW system you want to connect. However, for security reasons we recommend to use Reverse Proxy for SSL termination in front of the BW system. In case of direct connection to the BW system, the host name can be found in transaction SMICM Goto Services. Use the entry for protocol HTTPS. System Access Type Technical Contact Internal Comment Select the Internet option. [OPTIONAL]: Fill in the details of the employee who serves as technical contact in case support is needed. [OPTIONAL]: Enter any additional relevant information. Setting Up Communication Arrangement To start using the communication system you have defined in the previous step, you must set up the communication arrangement for the inbound web service. 1. In either Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. Choose New, follow the guided procedure and enter the following information: Step Value 1 Select Scenario Choose the Analytics Integration scenario. 2 Define Business Data System Instance ID: Select the ID you created when you set up the communication system. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 199

200 Step Value 3 Define Technical Data Communication Method: Select Direct Connection INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Web Service. Authentication Method: Choose one of the following options: User ID and Password The user ID is generated by the system and cannot be changed. Choose Edit Credentials and enter the password for the user twice. (Remember user and password for later use in the BW system). SSL Client Certificate Authentication: Select and download the relevant certificate. Choose Edit Credentials, and enter the password for the user twice. On the Certificate tab, upload the relevant certificate. 4 Review Check your data and choose Finish. 5 Confirmation Confirm your entries. Downloading WSDL File The SAP NetWeaver BW administrator requires a Web Service Description Language (WSDL) file to set up communication between the BW system and. To download the file, proceed as follows: 1. In either Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. In the list of communication arrangements, click Analytics Integration. 3. On the Communication Arrangement Overview: Analytics Integration screen, under Inbound Communication Services, select Analytics Integration. 4. Choose Download WSDL. Enter a name for the file, and save it. Make sure that is added to the list of trusted sites in your internet browser. Exposing Data Sources The responsible system administrator for Analytics can now define which data sources are to be exposed for data replication. 1. In Business Analytics Design Data Sources, choose Expose. 2. Select the relevant entry from the list of available data sources, and choose Expose. The following data sources from are available: Data sources containing expense report data Expense Report Header Expense Report Cost Assignment Expense Report Mileage Expense Cost Assignment Expense Report Expense Expense Cost Assignment Expenses by Beneficiary Data Export Expense Report Destination SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

201 Expense Report Attachment (Meta Data) Data sources containing mapping of IDs with remote IDs Cost Center ID Mapping Cost Object ID Mapping Business Partner ID Mapping Expense Type Code List Data sources containing language-dependent texts for code values Expense Report Beneficiary Type Code Expense Type Code List Expense Report Provisioning Variant Code Mileage Reimbursement Vehicle Class Code Expense Report Type Code The hierarchy represents the relationship between the available data sources. Checking and Viewing the Extracted Data As the responsible system administrator for Analytics, you can monitor the status of the data replication runs from the SAP NetWeaver BW system against data sources that are exposed in. When the SAP NetWeaver BW administrator initiates a data replication run against the exposed data sources in the solution, an entry is created in. To view this information about the data that has been replicated, go to Master Data Replication Display. creates an entry when the SAP NetWeaver BW administrator executes the following actions: Previews data of a DataSource in the SAP NetWeaver BW system by clicking Read Preview Data on the Preview tab of a DataSource. Executes a data transfer process for a target object. does not recognize the SAP NetWeaver BW administrator as the creator of the replication run in the Replicated By field, but rather the technical user that is created for the communication arrangement that is used to communicate with the SAP NetWeaver BW system. You have successfully set up the integration with your SAP NetWeaver BW system. Your BW consultant can now use standard BW functionality to model your data in line with your conpany's reporting requirements. See Also For more information, see the Integration Guide. This guide is available on SAP Service Marketplace at under Cloud Solutions from SAP SAP Cloud for Travel and Expense. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 201

202 9.8 Integrating Business Partner Master Data As a system administrator, you manage master data replication of business partners, such as customers or health care providers, to from other source systems, SAP or non-sap systems. Tasks Setting Up Communication System To integrate with your source system, you need to define it as a communication system first. 1. In Application and User Management, under Input and Output Management, choose Communication Systems. 2. Choose New and enter the following information: Field ID SAP Business Suite Host Name System Access Type Technical Contact Internal Comment Value ID or name of the source system to be connected. Leave this checkbox empty. [OPTIONAL]: Host name of the source system. Select the Internet option. [OPTIONAL]: Fill in the details of the employee who serves as technical contact in case support is needed. [OPTIONAL]: Enter any additional relevant information. 3. Choose Actions and then Set to Active. 4. Save your entries. Setting Up Communication Arrangement for Accounts To start using the communication system you have defined previously, you must set up the communication arrangement for the inbound web service. 1. In Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. Choose New, follow the guided procedure and enter the following information: Step Value 1 Select Scenario Choose the Manage Accounts scenario. 2 Define Business Data System Instance ID: Select the ID you created when you set up the communication system SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

203 Step Value 3 Define Technical Data Communication Method: Select Direct Connection INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Web Service. Authentication Method: Choose one of the following options: User ID and Password The user ID is generated by the system and cannot be changed. Choose Edit Credentials and enter the password for the user twice. SSL Client Certificate Authentication: Select and download the relevant certificate. On the Certificate tab, upload the relevant certificate. 4 Review Check your data and choose Finish. 5 Confirmation Confirm your entries. Downloading WSDL File A Web Service Description Language (WSDL) file is required to set up communication between your source system and. To download the file, proceed as follows: 1. In Application and User Management, under Input and Output Management, choose Communication Arrangements. 2. In the list of communication arrangements, click Manage Accounts. 3. On the Communication Arrangement Overview: Manage Accounts screen, under Inbound Communication Services, select Manage Accounts. 4. Choose Download WSDL. Enter a name for the file, and save it. Make sure that is added to the list of trusted sites in your internet browser. Setting Up Communication Arrangement for Contacts To start using the communication system you have defined previously, you must set up the communication arrangement for the inbound web service. 1. Go to Application and User Management Communication Arrangements. 2. Choose New, follow the guided procedure and enter the following information: Step Value 1 Select Scenario Choose the Manage Contacts scenario. 2 Define Business Data System Instance ID: Select the ID you created when you set up the communication system. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 203

204 Step Value 3 Define Technical Data Communication Method: Select Direct Connection INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Web Service. Authentication Method: Choose one of the following options: User ID and Password The user ID is generated by the system and cannot be changed. Choose Edit Credentials and enter the password for the user twice. SSL Client Certificate Authentication: Select and download the relevant certificate. On the Certificate tab, upload the relevant certificate. 4 Review Check your data and choose Finish. 5 Confirmation Confirm your entries. Downloading WSDL File A Web Service Description Language (WSDL) file is required to set up communication between your source system and. To download the file, proceed as follows: 1. Go to Application and User Management Communication Arrangements. 2. In the list of communication arrangements, click Manage Contacts. 3. On the Communication Arrangement Overview: Manage Contacts screen, under Inbound Communication Services, select Manage Contacts. 4. Choose Download WSDL. Enter a name for the file, and save it. Make sure that is added to the list of trusted sites in your internet browser. Viewing Replicated Master Data You can view the details of the latest replication of business partner master data to. Go to Master Data Replication Business Partners. All business partners that have been replicated are shown except for employees. 9.9 Integrating SAP Jam Integrating your solution with SAP Jam allows you to easily collaborate across and within platforms. Prerequisites Before configuration can begin, the following prerequisites must be fulfilled: An SAP Jam tenant has been provisioned for your company SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

205 You have administrative access to both your solution and SAP Jam. You have enabled SAP Jam integration during the scoping of. You know how your users were provisioned for your SAP Jam system and. We strongly recommend you use dynamic onboarding, without explicit user mapping. There are several ways to achieve this. Use the diagram below to find the option that describes your user provisioning. User Provisioning for SAP Jam and your solution. * While the user ID is the logon user, the SAP Jam user ID is not the logon user. The SAP Jam user ID must be in uppercase and less than 40 characters for this integration to work without explicit user mapping. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 205

206 Your user provisioning will affect the option you choose in section B. In the Solution: Register Your SAP Jam System, [page 206] step four, under Account Name Origin. Tasks A. In SAP Jam: Register Your Solution as an OAuth Client 1. Log in as an administrator and go to Admin OAuth Clients to register your SAP Cloud for Travel and Expense solution as a new OAuth client. The Name is the URL for your solution without such as my sapbydesign.com. The Integration URL is the URL for your solution, such as my sapbydesign.com. The X509 Certificate does not need to be uploaded. 2. Save your registration and choose View. 3. Note the Key and Secret. These will be the Client ID and the Client Secret, respectively, in step B3 below. 4. Go to Admin Security. Under Domains, note the Domain Name, such as yourcompany.com. This will be your company ID in step B4. B. In the Solution: Register Your SAP Jam System 1. Log in as an administrator and go to the relevant Implementation Project's Activity List. In the Fine Tune phase, choose the SAP Jam Integration activity. 2. Select the Jam Integration service and choose Register Client. 3. Under OAuth Client Settings, enter the Client ID (the Key you obtained from SAP Jam in step A3) and the Client Secret (the Secret from step 3 of the previous section). 4. Under OAuth Server Settings, fill in the necessary information. The Authentication Server URL and API Server URL are the URLs of your SAP Jam system, such as You must enter the URL beginning with https, not http, to ensure a secure connection. The Company ID is the Domain Name from step A4. The Account Name Origin is determined by how your SAP Jam system and SAP Cloud for Travel and Expense solution users were provisioned (see the diagram under Prerequisites). Select: Address if you used the address as key identifier. Service Provider Account Name if the user IDs in SAP Jam and the solution are not the same. This is the scenario that will require explicit mapping to match users between SAP Jam and. If possible, use one of the other options in the diagram above to enable dynamic onboarding. User ID if the users in SAP Jam and the solution are the same. Do not select None. It is a technical value and not relevant. The SAML NameID Format is dependent on your selection for the Account Name Origin SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

207 Select Address if you chose Address for the Account Name Origin Select Unspecified if you chose any other option for the Account Name Origin 5. Choose OK. 6. Under Client Information, note the Local IDP ID and the Default Name ID Format for steps C2 and C3. The Local IDP ID and Default Name ID Format from this section must match the IDP ID and Default Name ID Format used in C2 and C3. 7. Under Client Information, choose Show Client Signing Certificate. 8. Copy the Client Signing Certificate for use in the next section. C. In SAP Jam: Register your Solution as a SAML Identity Provider 1. Log back into SAP Jam as an administrator and go to Admin SAML Trusted IDPs to register your SAP Cloud for Travel and Expense solution. 2. The IDP ID must match the Local IDP ID from your solution in step 6 of the previous section. 3. For the Default Name ID Format, you must use a specific format, depending on your selection for the SAML NameID Format in the previous section. Use urn:oasis:names:tc:saml:1.1:nameid-format:unspecified if you chose Unspecified for the SAML Name ID Format Use urn:oasis:names:tc:saml:1.1:nameid-format: address if you chose for the SAML Name ID Format 4. For the Default Name ID Policy, use the URL of your tenant, without such as my sapbydesign.com. 5. In the Allow Assertion Scope field, select Users in my company. If you leave Disable assertions, an error will occur when you try to create a Jam group in SAP Cloud for Travel and Expense. 6. For the X509 Certificate, paste the certificate you copied from your solution in step 7 of the previous section. After you have completed the above steps, if your user IDs in both systems were identical, or if you used e- mail addresses as the key identifier, then your SAP Jam and solution are now integrated. There is no need to explicitly map the users, making dynamic onboarding now possible. If your user IDs were not the same and you were not able to use addresses as key identifier, please contact Cloud Services for more information on how to explicitly map your users Integrating MedProID Database As a system administrator, you can integrate the MedProID database with. MedPro Systems is the third-party service provider and their MedProID database offers millions of records of the USregistered healthcare providers. MedPro Systems takes care of the consistency and accuracy of the data in the database so the travelers in your company always have a reliable source of information when they add beneficiaries to their expenses. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 207

208 Please keep in mind that the actual replication of the data to your solution takes place automatically as soon as a traveler has added a healthcare provider as an attendee or recipient to an expense. This option is relevant only for companies in the healthcare industry. Prerequisites You have signed a contract with MedPro Systems and received necessary URL and credentials to access the MedProID database. In the scoping phase of business configuration, you have selected the Replication of Healthcare Provider Data from MedProID option. To find this option go to Business Configuration Implementation Projects select your implementation project and choose Edit Project Scope. In the Questions section, choose Replication of Healthcare Provider Data from MedProID. Tasks Setting Up Communication System To integrate the MedProID database with your solution, you need to define a communication system first. 1. In Application and User Management Input and Output Management, choose Communication Systems. 2. Choose New and enter the following information: Field ID SAP Business Suite Host Name System Access Type Technical Contact Internal Comment System Instance ID Preferred Application Protocol Value Enter an ID or name which can later help you distinguish this communication system from others in your solution. Leave this checkbox empty. Enter the host name as provided by MedPro Systems. For example, if you received the following URL from MedPro Systems service.medproid.com/medprodata.svc, the host name you need to enter here is service.medproid.com. Select the Internet option. [Optional]: Fill in the details of the employee who serves as technical contact in case support is needed. [Optional]: Enter any additional relevant information. Add a new row and leave the defaulted value. Select the Web Service option. 3. Choose Actions and then Set to Active. 4. Save your entries SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

209 Setting Up Communication Arrangement To start using the communication system you have defined previously, you must set up the communication arrangement for the outbound web service. 1. In Application and User Management Input and Output Management, choose Communication Arrangements. 2. Choose New, follow the guided procedure and enter the following information: Step Select Scenario Define Business Data Define Technical Data Value Choose the Health Care Practitioner Data MedPro scenario. System Instance ID: Select the ID you created when you set up the communication system. Communication Method: Select Direct Connection Under Outbound Communication: Basic Settings choose the following: Application Protocol: Select Web Service Authentication Method: Select User ID and Password Edit Credentials : Enter the user ID and password provided by the MedPro Systems Review Check your data and choose Finish. Confirmation Confirm your entries. Enabling MedProID Service After setting up the communication system and communication arrangement, there is only one more thing to do to make the MedProID database available to the travelers in your company. You have to have the Travel Administrator business role assigned to be able to perform this task. 1. Go to Travel Admin Field Settings and choose Manage Expense Fields. 2. Add a new row and select a country version and expense type for which you want to enable access to the MedProID database. 3. Choose MedProID in Field and Visible in Setting. 4. Save and Activate for the changes to take effect. To find out more about other field settings you can adapt, see Field Settings [page 35]. Result The travelers in your company can now access the MedProID database using the MedProID tab when adding attendees or recipients to their expenses. Keeping Replicated Data Up-To-Date Every time a traveler adds a healthcare provider from the MedProID database to their expenses, this data is automatically synchronized with the MedProID database. To keep the replicated records of healthcare providers in your solution up-to-date, you can check the date and time of the last synchronization and for the outdated records do the following: 1. Go to Master Data Replication Display Business Partners. 2. Search for a healthcare provider whose data you want to update and select it. 3. Under Additional Identifiers choose Synchronize with MedProID. Integration P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 209

210 4. Date and time shown as Last Synchronization are updated with the current date and time. This means the data in your solution for the selected healthcare provider is now up-to-date SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Integration

211 10 Master Data Replication 10.1 Manually Replicating Master Data Tasks Manually Importing Master Data for Employees, Cost Centers and Other Cost Objects This section explains the manual replication of master data (employees, cost centers, and other cost objects) from SAP ERP. 1. In Master Data Replication Manual Replication, choose the object whose master data you want to replicate. The Migrate <Migration Object> screen appears. 2. Click Upload. In the dialog box, browse to the file which contains the employee master data records that you have either extracted from SAP ERP or imported using IDocs, and click Upload again. The file appears now in the Source Files table. 3. Select the row for this file and click Execute Migration. A progress bar indicating the process appears as well as a multiple-step wizard showing you the current step of the process. 4. Follow the instructions provided by the wizard and complete the migration process. When requested, maintain the mapping between the values used in SAP ERP and in, for example, for form of address. Once you have maintained the mapping, the system will remember it and only ask again if unknown values are contained in an upload. 5. You can now view the status of records imported to. To do so, go to Master Data Replication Import <Migration Object>. Other cost objects are activated immediately if no errors are found. In the case of employees and cost centers, the master data records that have been uploaded will be post-processed in a nightly background job. This job triggers the following actions in : Consistency check Cost centers are activated immediately if no errors are found by the consistency check. Creation of system users (for employees) Assignment of user roles (the default role is TRAVELER) Sending notification s to the users with the logon data (the password is sent in a separate ) Manually Importing Reporting Line Units You can upload reporting line units to, and then assign employees to these reporting line units in addition to a cost center. The employee's main assignment will still be to the cost center, but assigning them to a reporting line unit as well allows you to maintain an organizational structure in SAP Cloud for Travel and Expense which better reflects that of your company. To each reporting line unit, you can also assign: A line manager A hierarchy Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 211

212 Prerequisite: You have implemented BadI HROTM_EMPL_ORG_ASSIGNMENT in your SAP ERP system. 1. Download the data migration template from SAP Service Marketplace at ondemand under November 2013 Version Data Migration Template Reporting Line Units. 2. In your SAP ERP system, retrieve the names and technical information of the relevant reporting line units. 3. Enter this information (including the employees you want to assign to the reporting line units) in the data migration template, and save the template in XML format. 4. Go to Master Data Replication Manual Replication Reporting Line Units and upload the template. 5. Go to Master Data Replication Import Reporting Line Units and choose Replicate All. Result: The reporting line units are uploaded to. When you upload your employees, you can verify the assignments and hierarchy of the reporting line units in Master Data Replication under Common Tasks, choose Show Organizational Structures. Manually Importing Business Partners Here you can upload business partner data, such as contact persons and accounts. Let's say your company is a manufacturer of medical equipment and you want to upload the data of all the health care providers your company is working with. You upload the data about affiliated hospitals using the Account business partner role and all the data about affiliated physicians you upload using the Contact person business partner role. In this case, you have to make sure that only one contact person is assigned to an account, or in other words, you can assign only one physician to a certain hospital. 1. Go to Master Data Replication Manual Replication and click Customers. The Migrate Customers screen appears. Please keep in mind that customers are also referred to as accounts throughout the system. 2. Choose Actions and then Download to download the Microsoft Excel template in.xml format. 3. Make your entries in the template by following the instructions on the Introduction worksheet. 4. Once you have the file with the business partner master data records that you have extracted from your source system, click Upload. 5. In the dialog box, browse to the file, and click Upload again. The file appears now in the Source Files table. 6. Select the row for this file and click Execute Migration. A progress bar indicating the process appears, as well as a multiple-step wizard showing you the current step of the process. 7. Follow the instructions provided by the wizard and complete the migration process. To check the details of the latest replication of business partner master data to, go to Master Data Replication Business Partners. All business partners that have been replicated are shown except for employees SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Master Data Replication

213 Monitoring Master Data Imports Import monitoring provides you with a means to verify whether imported master data records have been transmitted successfully or not. If technical errors occur, they can be identified and resolved to prevent problems in follow-on processes. Irrelevant The employee is not relevant for accounting. This is a rare case that can only occur in the following situations: An employee still had the status In Process. A newer version of the same employee arrived. In this case the new version set the old version to Irrelevant. A newer version of an employee was identical to a version that has already been processed. In this case, the system set the newer version to Irrelevant. An employee still had the status In Process because it contained faulty data that you cannot correct. You then reversed the source record in the operational application. The reversal sent a new employee record to accounting. Both the original record and the new record received the status Relevant, although neither of them should be processed in accounting. In this case you can manually set the status of the new record to Irrelevant. This automatically sets the status of the reversed record to Irrelevant as well. Relevant The employee is relevant for accounting. 1. In Master Data Replication Import <Migration Object> A list of all existing <Selected Migration Objects> in appears. 2. Do one of the following: To view a list of all imported <migration objects> regardless of whether the import was successful in the Show field, select All and choose Go. To view a list of successfully imported <migration objects> only, in the Show field, select Success and choose Go. To view a list of unsuccessfully imported <migration objects>, in the Show field, select Errors/In Process and choose Go. To see error details, select a user and choose the Log tab. To see individual user details, select a user and choose the Details tab. To edit individual user details, select a user and choose Edit. This option is only available when the employee has the status In Process. You can modify all fields except Organizational Unit, Company ID, and Country. If you choose Process, all the fields will be locked. This procedure should only be used when absolutely necessary. It can create inconsistencies in employee master data records between and SAP ERP HCM. 3. Save your entries. Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 213

214 10.2 Setting Up Cost Objects In, when a traveler goes on a business trip or claims their expenses, they assign the costs to one of the following cost objects: Cost center Internal order Project work breakdown structure (WBS) Sales order Network Network activity As an administrator, you need to set up the cost objects for your company. In sections of this document that deal with data import or data replication, only manual replication of master data is described. Tasks Importing Cost Centers The cost centers in can only be created based on the cost center master data records that exist in SAP ERP. The following procedure describes how to import the cost center records by using the.xml file extracted from SAP ERP. Prerequisites You have set up your company codes as described in Setting Up Companies and Company Codes. Procedure 1. In Master Data Replication Manual Replication, choose Cost Centers. 2. Choose Actions Create, specify a file name, and choose Create. 3. On the Edit Source File screen, choose Save and Close. 4. Select your new (empty) file and choose Download. You must ensure that your browser settings allow the download. 5. Enter all the relevant information into the file. For information about what data is mandatory, please see the Integration Guide. Employees designated as managers during the replication process are automatically assigned the approver role. 6. On the Migrate TEM CostCenterReplication screen, choose Upload, select your file, and choose Upload again. 7. Select your file, choose Execute Migration, and follow the instructions provided by the wizard. 8. Once the upload has completed, choose Finish Close SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Master Data Replication

215 The cost centers will be activated by a nightly background job and will then be available for productive use. For information about speeding up the activation process, see Managing Cost Center Imports. Managing Cost Center Imports Before the cost centers are imported in, you can view the details of all cost centers in the temporary staging area. Prerequisites You have already completed the process described in Importing Cost Centers. Procedure 1. In Master Data Replication Display, choose Cost Centers. A list of existing cost centers in the temporary staging area appears. A background process is executed each night to activate the cost centers that are waiting in this temporary staging area. If you want to speed up this process, you can select one or more cost centers from the list and, choose Replicate All. Importing Other Cost Objects The following procedure describes how to import other cost objects (such as internal orders and project WBS) from SAP ERP using a.xml or csv file. Sales orders can only be imported from SAP ERP using IDoc-XML messages. This process is described in detail in the Integration Guide. Prerequisites You have imported the employees responsible for the internal orders, project WBS, networks or network activities. Procedure 1. In Master Data Replication Manual Replication, choose Other Cost Objects. 2. Choose Actions Create, specify a file name, and choose Create. 3. On the Edit Source File screen, choose Save and Close. 4. Select your new (empty) file and choose Download. You must ensure that your browser settings allow the download. 5. Enter all the relevant information into the file. For information about what data is mandatory, please see the Integration Guide. Employees designated as managers during the replication process are automatically assigned the approver role. 6. On the Migrate TEM Cost Element Migration screen, choose Upload, select your file, and choose Upload again. 7. Select your file, choose Execute Migration, and follow the instructions provided by the wizard. 8. Once the upload has completed, choose Finish Close. The cost objects are activated immediately if no errors are found. Managing Imports of Other Cost Objects Before the other cost objects (such as internal orders and project WBS) are imported into SAP Cloud for Travel and Expense, you can view their details in the temporary staging area. Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 215

216 Prerequisites You have completed the process described in Uploading Other Cost Objects. Procedure 1. Under Master Data Replication Import, choose Other Cost Objects. A list of all internal orders, project WBS, and sales orders with open import requests in the temporary staging area appears. A background process is executed each night to activate the cost objects that are waiting in this temporary staging area. If you want to speed up this process, you can select one or more cost objects from the list and, choose Trigger Process Run. Viewing Cost Centers You can view the details of all existing cost centers in. Under Master Data Replication Display, choose Cost Centers. The default query is All Cost Centers. Since this query can result in a very large list, it does not run automatically; you must manually run it by choosing Go. You can also create your own customized queries. To do so, enter your selection criteria and choose Save Query. Editing Other Cost Objects You can view the details of all other cost objects in. Additionally, if editing is allowed, you can edit the staffing list of certain cost objects. 1. In Master Data Replication Display, choose Other Cost Objects. The Other Cost Objects screen appears. 2. In the Show field, select the cost object you want to view and choose Go. 3. Select a cost object and choose Edit to review the staffing list and other details. By default the staffing list is already filled during cost object replication. If you need to change the staffing list, for example, to add or delete employees, or change validity dates, you can do so if editing is allowed. This is indicated in the Edit Mode of Staffing List field under Cost Object Details. If no staffing list is maintained, any employee can post expenses to the cost object. 4. Edit the staffing list as required and save your entries. Creating a Staffing List from Microsoft Excel You can upload a new staffing list for a cost object by means of a Microsoft Excel upload. You must install the latest Add-In for Microsoft Excel under Application and User Management Download Center. For more information, see Downloading Additional Software [page 111]. 1. In Master Data Replication Display, choose Other Cost Objects. 2. On the Other Cost Objects screen, choose New and then Staffing List from Microsoft Excel. 3. On the Export to Microsoft Excel dialog box, choose Download to download the template. 4. Decide what you want to do with the template. Choose one of the following options: SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Master Data Replication

217 If you want to use the template only once, choose Open to edit the template without saving it to another location for later use. If you want to save the template so that you can use it again, choose a location to save the file to, enter a file name, and choose Save. Then choose Open. We recommend that you use a new version of the template for each upload to prevent any data inconsistencies. 5. To log on to from the Microsoft Excel Template, in the SAP Add-In ribbon of the New Staffing List template, choose Logon. If you cannot log on to the system from the Add-In for Microsoft Excel, ask your system administrator to check your computer and browser settings (for example, proxy server settings or list of trusted websites). A dialog box opens where you can enter the logon details. The system URL is proposed automatically. This is the URL of the system that you are working with. After your first logon to the system, the ribbon text is changed from SAP Add-In to. 6. Enter your user ID and your password, and choose Logon. 7. Enter details of the new staffing list in the template. A Lookup function is available for some fields in the solution's toolbar, which enables you to search the system for data, for example, cost center IDs. If the function is not active for a field, you can't search for data in the system. Allowed date formats are DD.MM.YYYY or DD/MM/YYYY. 8. When you have finished entering data, choose Save data to. A dialog box informs you that the data is being saved to the solution or that errors have occurred. Any errors have to be corrected before data can be saved to. After the upload, a message informs you that your data has been saved in the solution. 9. Choose Logoff Setting Up Products As a system administrator, you can upload products to your cloud solution. That way you create a product catalog from which travelers in your company can choose related products for their expense reports. Prerequisites In the scoping phase of business configuration, you have selected the Replicate Product Data to SAP Cloud Solutions option. To find this option, go to Business Configuration Implementation Projects, select your implementation project and choose Edit Project Scope. In the Questions section choose the Replicate Product Data to SAP Cloud Solutions option. Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 217

218 Procedure 1. Go to Master Data Replication Import Products. 2. If you don t have the upload file ready, you can download the template by clicking Download Template. Please follow the instructions in the template. 3. Choose Upload to upload the file into the staging area. Please note that a file can have up to products. 4. Select the file in the list and choose Replicate. Keep in mind that you can replicate only one file at a time. You can also replicate products individually by selecting a product in the details section and choosing Replicate there. Remember to check the statuses of the products in the file. For example, even if there is only one product in status Not Started and all other products are in status Successful, the overall status of the file will be In Process. Result If the replication was successful, the products from the file are now stored in the product catalog, which you can find under Master Data Replication Display Product Catalog. Travelers in your company can start using the product catalog in their expense reports as soon as you have selected the Products from Catalog option in the fine-tuning phase in business configuration. To find this option, go to Business Configuration Implementation Projects, select your implementation project and choose Open Activity List. In the Fine-Tune phase choose Tracking Spend Tracking and choose Products from Catalog. Configure Beneficiary Types and Spend If the travelers are required to add related products, Travel Administrator needs to set this field as mandatory. For more information about how to make related products visible and mandatory to use, see Managing Related Products [page 39]. Product catalog can be used in expense reporting only if you have selected the Products from Catalog option in the fine-tuning phase in business configuration. Otherwise, travelers have to add related products to their expense reports in free text form. Statuses in More Detail In Table File Statuses you can find further explanations about statuses of the upload files, which can give you an insight into what is happening before, during, or after the replication. File Statuses Status of the file Status of the products in the file This means Not Started All of the products are Not Started. The file is ready for replication SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Master Data Replication

219 Status of the file Status of the products in the file This means Outdated At least one product is Outdated and the rest of the products are also Outdated or Irrelevant. The file is not considered for replication. Irrelevant All of the products are Irrelevant. The file is not considered for replication. Failed At least one product Failed the replication. Failed products are eligible for another replication attempt. You can process the file, mark it as irrelevant or mark it as outdated. In Process Successful At least one product is Not Started and the rest of the products are either Successful, Outdated or Irrelevant. At least one product is Successful and the rest of the products are Outdated or Irrelevant. The file is ready for replication. The file has been replicated to the solution. In Table Product Statuses you can find further explanations about statuses of the products before and after the replication. Product Statuses Status of the product Not Started Outdated Irrelevant Failed This means The product is ready for replication. The same product has been uploaded with a more recent file so this product is no longer considered for replication. The product is no longer considered for replication. For example, you upload a file but then realize that a product with the wrong data is replicated by mistake. You then mark that product as irrelevant and start the replication of the file again. There was an issue, but you can try and correct it by doing one of the following: If the product data in the file is wrong, for example a product name is missing, you can correct the data in the template, upload it again and start the replication of the file. If you make changes to an existing file, make sure you rename the file. If the same product appears twice in one file (same product ID, but other fields different), you can mark one of the duplicate entries as Irrelevant and replicate the other. Successful The product has been replicated to the solution and is available in the product catalog Employee Replication Requests Quick Guide In the Employee view of the Master Data Replication work center, administrators have an overview of the replication process of employee data transferred from the remote system to the target system. Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 219

220 In this document, the source system from which you replicate employee data is referred to as a remote system. During the initial upload of employee data, the complete set of data is replicated to the SAP solution. After the initial upload of employee data from the remote system to the target system, all the changes made in the remote system are replicated to the target system during a scheduled daily run. The Employee view provides an overview of employee data with the status of the replication request and allows you to manually edit and submit failed replication requests that were not automatically uploaded into the target system due to errors in the data. If there are replication requests with errors, we strongly recommend you correct them in the remote system from which the data originates. From this view, you can also create new replication requests for individual employees, but it is not recommended that you do this manually. Tasks View Employee Replication Requests The Employee List screen provides you with an overview of employee replication requests. By default, the Show filter is set to Failed/Not Started; only employee replication requests that are not yet started or that were unsuccessful are displayed. To filter the status differently, select another option from the Show filter. If you want to perform a more specific search, use the Advanced search option. In the table, you can see all the replication requests that match your search criteria. The table can contain, for example, the following fields: Remote Employee ID represents an employee ID as it has been defined in the remote system. Based On Snapshot indicates whether the complete, most current employee data has been taken on a specific date or whether the complete employee history is contained in the replication request. Remote Org Unit ID represents the ID of the employee's org unit as it has been defined in the remote system. Relevant indicates whether the selected employee data is to be replicated or not. Remote System Instance ID shows the ID of the remote system from which you are transferring employee data. Current Indicator indicates whether the selected employee data is the most up-to-date information that is replicated to the target system. For additional columns that are not provided by default, go to Personalize This Screen. In the log section at the bottom of the screen, you can see details for an individual employee replication request. This section is particularly useful for failed requests since it can give you an indication as to what the problem is. Edit and Replicate Snapshot-Based Employee Data If you need to check or edit an employee replication request, then carry out the following steps: 1. Select an entry with the Based On Snapshot checkbox selected and click Edit. 2. All sections of the replication request based on a snapshot are available for change except for the following: Under Personal Data you cannot change Remote Employee ID and Remote System Instance ID. The Replication Request section cannot be changed. The Replication Status and Instruction section cannot be changed SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Master Data Replication

221 3. If the selected employee data should not be replicated or if further information needs to be added but is currently unavailable, you can click Mark as Irrelevant to indicate that you do not want the entry to be processed. As soon as the entry becomes relevant for replication, click Mark as Relevant to make it part of the replication process again. 4. Save your changes. 5. Optionally, you can start the replication process for the currently selected entry by clicking Replicate on the Employee in Replication Request screen. This replicates the selected entry only. 6. When you have made all the changes, you can replicate all the relevant employee replication requests by clicking Replicate All on the Employee List screen. The replicated employee data you see in your target system is defined in the remote system. You cannot define what data is to be replicated in the target system. In other words, depending on the settings in the remote system, you might receive either the most current data or older data. Replicate Employee Data you can replicate employee data from employee central to the cloud for customer system. For more information see, Replicate Employee Data Edit and Replicate Complete Employee Data If you need to check or edit an employee replication request that contains complete employee data, then carry out the following steps: You can edit only one employee replication request at a time. 1. Select an entry with the Based On Snapshot checkbox deselected and click Edit. 2. You have to consider the following limitations when editing the complete employee data: Under General, all details of the replication request are available for change except for the following: Under Personal Data, you cannot change Remote Employee ID and Remote System Instance ID. Under Replication Request, you cannot change File Name and Creation Date. The Replication Status and Instruction section cannot be changed. Under Organizational Assignment, the Alternative Org Assignment checkbox cannot be changed. All other tabs and sections can be changed. 3. If the selected employee data should not be replicated or if further information needs to be added but is currently unavailable, you can click Mark as Irrelevant to indicate that you do not want the entry to be processed. As soon as the entry becomes relevant for replication, click Mark as Relevant to make it part of the next replication process. 4. Save your changes. 5. Optionally, you can start the replication process for the currently selected entry by clicking Replicate on the Employee in Replication Request screen. This replicates only the selected entry. 6. When you have made all the changes, you can replicate all of the relevant employee replication requests by clicking Replicate All on the Employee List screen. Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 221

222 Create and Replicate a New Snapshot-Based Replication Request We do not recommend that you use this option. You should create and replicate only in exceptional cases or if you need to perform tests. On the Employee List screen, you have the option of manually creating employee replication requests that are based on a specific date starting from which the complete, most current employee data is selected and transferred from the remote system. 1. Click Actions and select New Snapshot-Based Data Replication Request. 2. On the Employee in Replication Request screen, make your entries in all the relevant fields. All sections of the replication request based on a snapshot are available for new entries except for the Replication Request and the Replication Status and Instruction sections. 3. If the selected employee data should not be replicated or if further information needs to be added but is currently unavailable, you can click Mark as Irrelevant to indicate that you do not want the entry to be processed. As soon as the entry becomes relevant for replication, click Mark as Relevant to make it part of the replication process again. 4. Save your changes. At this point, your newly-created employee replication request is displayed in the table on the Employee List screen with the Based On Snapshot checkbox selected. 5. Optionally, you can start the replication process for the currently selected entry by clicking Replicate on the Employee in Replication Request screen. This replicates the selected entry only. 6. When you have made all the changes, you can replicate all the relevant employee replication requests by clicking Replicate All on the Employee List screen. Create and Replicate a New Complete Replication Request We do not recommend that you use this option. You should create and replicate only in exceptional cases or if you need to perform tests. On the Employee List screen, you have the option of manually creating employee replication requests that contain the entire history of the employee data from the remote system. 1. Click Actions and select New Complete Data Replication Request. 2. On the Employee in Replication Request screen, make your entries in all the relevant fields. You have to consider the following limitations when entering the complete employee data: Under General, all details of the replication request are available for new entries except for the following: Under Replication Request, you cannot change File Name and Creation Date. The Replication Status and Instruction section cannot be changed. Under Organizational Assignment, you cannot change Alternative Org Assignment. 3. If the selected employee data should not be replicated or if further information needs to be added but is currently unavailable, you can click Mark as Irrelevant to indicate that you do not want the entry to be processed. As soon as the entry becomes relevant for replication, click Mark as Relevant to make it part of the replication process again. 4. Save your changes. At this point, your newly-created employee replication request is displayed in the table on the Employee List screen with the Based On Snapshot checkbox deselected. 5. Optionally, you can start the replication process for the currently selected entry by clicking Replicate on the Employee in Replication Request screen. This replicates the selected entry only. 6. When you have made all the changes, you can replicate all the relevant employee replication requests by clicking Replicate All on the Employee List screen SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Master Data Replication

223 Upload Snapshot-Based Data To upload employee replication requests that are based on a specific date starting from which the complete, most current employee data is selected and transferred from the remote system, click Actions and select Upload Snapshot-Based Data. This option starts the migration tool that opens up in a new window. For more information about how to use the migration tool, see Guide to the Data Migration Tool. Upload Complete Data To upload employee replication requests that contain the entire history of the employee data from the remote system, click Actions and select Upload Complete Data. This option starts the migration tool that opens up in a new window. For more information about how to use the migration tool, see Guide to the Data Migration Tool. View and Upload Data from Employee Central Employee Central is a module of the SuccessFactors(tm) an SAP company's Business Execution Suite. The Upload Data From Employee Central screen gives you an overview of employee data uploads initiated via mass data run object processes (MDRO). The current upload status as well as the upload start date and the selection date are displayed in the table. The Details section is particularly useful for failed requests, since it can give you an indication as to what the problem is. On the Upload Data From Employee Central screen, you can also manually upload data from Employee Central for either one individual employee or for several employees. To do so, carry out the following steps: 1. Click Upload Data. 2. On the dialog box that appears next, you have two possibilities: Individual Upload if you want to upload the complete data of only one employee, enter the remote employee ID of that particular employee into the Remote Employee ID field. Mass Upload if you want to upload the complete data of all employees whose data has been changed in the period between a date you enter here and the actual upload start date, then enter a date into the Selection Date field. 3. Click OK to start the immediate upload. If you have entered a remote employee ID in step 2, you see the same ID in the Remote Employee ID field in the table on the Upload Data From Employee Central screen. In this case the Selection Date field is empty. If you have entered a selection date in step 2, then that particular date is displayed in the table on the Upload Data From Employee Central screen and the Remote Employee ID field is now empty for all the entries that were part of that upload request Reporting Line Unit Replication Requests Quick Guide In the Reporting Line Unit view of the Master Data Replication work center, administrators have an overview of the replication process of reporting line unit data transferred from the remote system to the target system. In this document, the source system from which you replicate reporting line unit data is referred to as a remote system. Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 223

224 During the initial upload of reporting line unit data, the complete set of data is replicated to the SAP solution. After the initial upload, any changes made in the remote system are replicated to the target system automatically. The Reporting Line Unit view provides an overview of reporting line unit data with the status of the replication request and allows you to manually edit and submit failed replication requests that were not automatically uploaded into the target system due to errors in the data. If there are replication requests with errors, we strongly recommend you correct them in the remote system from which the data originates. From this view you can also create new replication requests for individual reporting line units, but it is not recommended that you do this manually. Tasks Display Reporting Line Unit Replication Requests The Reporting Line Unit List screen provides you with an overview of the reporting line unit replication requests. By default, the Show filter is set to Failed/Not Started; only replication requests that are not yet started or that were unsuccessful are displayed. To filter the status differently, select another option from the Show filter. If you want to perform a more specific search, use the Advanced search option. In the table, you can see all the replication requests that match your search criteria. The table can contain, for example, the following fields: Remote Reporting Line Unit ID represents the reporting line unit ID as it has been defined in the remote system. Remote Manager ID represents the ID of the manager in charge of the reporting line unit as it has been defined in the remote system. Relevant indicates whether the selected reporting line unit data is to be replicated or not. For additional columns that are not provided by default, go to Personalize This Screen. In the log section at the bottom of the screen, you can see details for an individual reporting line unit replication request. This section is particularly useful for failed requests, since it can give you an indication as to what the problem is. Edit and Replicate a Reporting Line Unit Replication Request If you need to check or edit a reporting line unit replication request that contains errors, then carry out the following steps: You can edit only one reporting line unit replication request at a time. 1. Select an entry from the table and click Edit. 2. Under General, you can only set the Delete Indicator checkbox if you want the current replication request to be deleted with the next replication process. The remaining details on this tab cannot be changed. All other tabs and sections can be changed. 3. If the selected reporting line unit data should not be replicated or if further information needs to be added but is currently unavailable, you can click Mark as Irrelevant to indicate that you do not want the entry to be processed. As soon as the entry becomes relevant for replication, click Mark as Relevant to make it part of the next replication process. 4. Save your changes SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Master Data Replication

225 5. Optionally, you can start the replication process for the currently selected entry by clicking Replicate on the Reporting Line Unit in Replication Request screen. This replicates the selected entry only. 6. When you have made all the changes, you can replicate all the relevant reporting line unit replication requests by clicking Replicate All on the Reporting Line Unit List screen. Create and Replicate a Reporting Line Unit Replication Request We do not recommend that you use this option. You should create and replicate only in exceptional cases or if you need to perform tests. On the Reporting Line Unit List screen, you have the option of manually creating reporting line unit replication requests. To do so, proceed as follows: 1. Click New Replication Request. 2. On the Reporting Line Unit in Replication Request screen make your entries in all the relevant fields. You have to consider the following limitations when entering the complete reporting line unit data: Under General, all details of the replication request are available for new entries except for the following: The Replication Request section cannot be changed. Under Replication Status, you cannot change Replication Status and Relevance. All other tabs and sections can be changed. 3. If the selected reporting line unit data should not be replicated, or if further information needs to be added but is currently unavailable, you can click Mark as Irrelevant to indicate that you do not want the entry to be processed. As soon as the entry becomes relevant for replication, click Mark as Relevant to make it part of the replication process again. 4. Save your changes. At this point, your newly-created reporting line unit replication request is displayed in the table on the Reporting Line Unit List screen with the status Not Started. 5. Optionally, you can start the replication process for the currently selected entry by clicking Replicate on the Reporting Line Unit in Replication Request screen. This replicates the selected entry only. 6. When you have made all the changes, you can replicate all the relevant reporting line unit replication requests by clicking Replicate All on the Reporting Line Unit List screen. Master Data Replication P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 225

226 11 Business Analytics 11.1 Introduction to Reports In, you can run reports which provide you with an immediate, live overview of all travel-related and expense-related information, as well as system-related information. The amount of information displayed by a report depends on your role; for example, if you're a traveler you can display a breakdown of all the expenses you yourself have claimed throughout the year, whereas if you're a manager you can display the same information for multiple employees. You can access reports from the Reports view of any work center. If you are a business user, such as a traveler or approver, you might want to check the reports listed in the Business Reports [page 227] section. If you are a system administrator or travel administrator, you might want to check the reports listed in the Technical Reports [page 227] section. Working with Reports You can read all about using the basic and advanced functions of reports in the following help documentation: Area Help Documentation Basic information Overview of Analytics Working with Reports in a Web Browser Working with Reports and Plans in Microsoft Excel Navigating in reports Add a Field to a Report Working with Selections Table Settings Chart Settings Characteristic Settings Key figures and system administrator tasks Key Figure Settings Aggregation Conversion Formulas Conditions Exceptions Exception Aggregation Data Sources SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Analytics

227 Business Reports The following reports are available in. Please note that depending on your user role and your company settings you might not have access to all of these. Report Expense Reports Overview of Settlement Amounts Expense Reports By Destination Expenses by Beneficiary Expense Reports Input VAT Refund Expense Reports Taxable and Tax-Exempt Amounts for Payroll 3 Month Rule: Overview of Trips to Same Location Expense Reports Expenses and Reimbursements Expense Reports by Cost Object Travel Expense Budget Consumption Displays Information about all aspects of travel. This report is highly customizable, so depending on your requirements you can display a high-level overview such as a list of the countries to which employees have travelled to, or something very specific such as how many employees from a particular project spent on taxis in New York in a particular month. Read more. Expenses grouped by the country or city in which they were incurred. Read more. Expenses grouped by an attendee of an entertainment event, or a recipient of a gift. Read more. Expenses incurred abroad, and how much VAT you may be able to claim back from foreign tax authorities. Read more. Expenses which have been reimbursed, indicating which ones are taxable and which are taxexempt. Read more. The employees that have travelled multiple times to the same location within a 3 month period, and how many tax-free and taxable days their expenses are subject to as a result. Read more. Details of the expense reports, such as expense types for each settlement, and reimbursements rates. Read more. Expenses per employee assigned to a cost object, such as a cost center or internal order. Read more. Details of the budget use for a specific cost center or cost object, in a certain period. Read more. Technical Reports As an administrator in, you might find the following technical reports useful in your daily work. The reports can show you, for example a list of all users in the system, comparison of created and solved incidents, or the downtimes of your system for a selected month. Report Access Rights Change Log All Current Access Rights All Current Users Average Availability (Productive System) Displays All changes of access rights assigned to users in a given period. All access rights currently assigned to users. A list of all users currently stored in the system. Details about the average availability of your productive system. Business Analytics P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 227

228 Report Created vs. Solved Incidents - Last 12 Months Created vs. Solved Incidents - Last 3 Months Downtime Details (Productive System) Incident History - Last 12 Months Incident History - Last 3 Months My Current Access Rights Open Incidents Software History User Activation and Deactivation Log Displays A comparison of created versus solved incidents in the last 12 months. A comparison of created versus solved incidents in the last 3 months. Details of the downtimes in your productive system for the selected calendar month. Processing times of requesters and providers for closed incidents in the last 12 months. Processing times of requesters and providers for closed incidents in the last 3 months. The access rights you currently have. A list of open incidents and whether initial response time (IRT) and message processing time (MPT) have been exceeded. Information about the entire history of your system, including change data, product version data, patches, and support packages. All changes made to the validity of users in the system in a given period Design KPI Quick Guide In the Design KPI work center view, administrators can create and manage key performance indicators (KPIs). Key performance indicators are selected key figures from reports that have been restricted using specified selections for which you can define reference and target values along with thresholds. Business users can view KPIs by personalizing the Overview view of the Home work center and using the SAP Business in Focus application. For information about the SAP Business in Focus app, see the SAP Business in Focus documentation. Business Background For information about KPI values and thresholds, see here. Tasks Manage KPIs Create and edit KPIs You can create KPIs either by copying existing KPIs and adapting them or creating your own custom KPIs SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Analytics

229 All available KPIs delivered by SAP or customer-created KPIs are displayed. Template KPIs are delivered by SAP. To use template KPIs, you need to copy them and adapt them to your business requirements. For information about creating and editing KPIs, see here. You can delete KPIs that are no longer in use. Maintain life cycle status The life cycle status of KPIs helps you keep track of the KPIs you create. The life cycle status of a KPI only affects its visibility to business users using the SAP Business in Focus app, not its visibility on the Overview work center view. When you set the status of a KPI to maintenance or obsolete, you can write a message that is displayed on the app. The maximum length of the message is 120 characters. Status Available Maintenance Obsolete Result on the SAP Business in Focus app The KPI is visible to business users on the SAP Business in Focus app. On the app, the KPI tile does not display data. Instead, only the life cycle message is displayed. No details screen is available for the KPI. On the app, the KPI tile displays data. The life cycle message is also displayed. The details screen is available for the KPI. Set Up KPIs For information about the end-to-end process of setting up KPIs, see here. Preview KPIs You can preview customer-created KPIs. The preview is similar to how the KPI is viewed by business users who use the SAP Business in Focus app. You can also view the context report in one of the Web browser options Design Reports Quick Guide In the Design Reports view, administrators can create and edit their own reports to suit their business requirements and processes. You can access the Design Reports view from the Business Analytics or Administrator work centers. Background You use Analytics objects in the system to create your reports. Data from key figures and characteristics in a data source or a key figure group serves as the basis for your reports. For more information, see Overview of Analytics. You can decide whether report data sent by is to be encrypted. If you want to encrypt outgoing s, you must make changes to your scoping. From the Encryption and Signature Check fine-tune activity, you can specify for the Analytics - Send Report Data, Broadcasting outgoing scenario whether outgoing s are encrypted and whether they are signed. For more information, see Configuration: Load Certificates and Activate Signing and Encryption for s [page 92] and Configuration: Encryption and Signature Check [page 89]. Business Analytics P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 229

230 Tasks Create a Report By clicking New, the following options are available. Report Allows you to create a browser-based report based on a data source or key figure group using the Report Wizard. For more information, see Working with Reports Using the Report Wizard. Report As Copy Allows you to create a report based on a selected report using the Report Wizard. When you create a report based on a selected browser-based report, if you do not assign a valid report ID, the system generates a report ID. For more information, see Working with Reports Using the Report Wizard. Microsoft Excel-Based Report Allows you to create a Microsoft Excel-based report using Microsoft Excel. For more information, see Working with Reports and Plans in Microsoft Excel. Edit a Report By clicking Edit With, the following options are available depending on the report type. Report Wizard Allows you to edit browser-based reports that you or other administrators have created. For more information, see Working with Reports Using the Report Wizard. Web Browser Allows you to execute ad hoc analyses and to change the layout of delivered reports and reports that you or other administrators have created. Note that when administrators open reports in a Web browser in the Business Analytics work center, only generated test data is displayed to ensure that they do not have access to sensitive data. Business users see real data when they open reports from the relevant Reports work center view. For more information, see Working with Reports in a Web Browser. Microsoft Excel Allows you to execute ad hoc analyses and to edit Microsoft Excel-based reports. Note that when administrators open reports in Microsoft Excel in the Business Analytics work center, only generated test data is displayed to ensure that they do not have access to sensitive data. Business users see real data when they open reports from the relevant Reports work center view. For more information, see Working with Reports in Microsoft Excel. Assign a Report After you have created a report, you must assign it to make it available to business users and other administrators. You can create and maintain report assignments by clicking Assign. For more information, see Assign A Report. Create a Navigation Target You can create navigation targets in a selected target report to which business users can navigate from a source report. For more information, see Create or Edit a Navigation Target SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Analytics

231 Review Report Assignments From the Design Reports work center view, by clicking Assignment Overview, you can review the report assignments made by you and SAP by sorting, grouping, or filtering the list. Note that from the list, you can only delete report assignments in the current version of the solution. You can remove up to 20 assignments at a time. To make assignments, see the Assign a Report section of the document. If you require the report ID, you can personalize the list by clicking Personalize This Screen. See Also Add an Extension Field to a Data Source or Report 11.4 Design Data Sources Quick Guide In the Design Data Sources work center view, administrators can create and edit their own data sources to suit their business requirements and processes and to use the data sources for reporting. You can access the Design Data Sources view from the Business Analytics or Administrator work centers. Business Background You use Analytics objects in the system to create your own reports. Data from key figures and characteristics in data sources serves as the basis for reports. For more information, see Overview of Analytics. For information about data sources, see Data Sources. Tasks Create a Combined Data Source For information about this task, see Create or Edit a Combined Data Source. Create a Joined Data Source For information about this task, see Create and Edit a Joined Data Source. Preview a Data Source You can preview the data of data sources in a Web browser. In the preview mode, administrators can view the data similar to how end users view the data in a report. From the preview mode, administrators can then navigate to the Report Wizard from which they can create a report based on the data source. By default, key figures available with a data source are displayed in columns, rows are empty, and characteristics available with the data source are listed in the Not Currently Shown list. Since you preview the data similar to how end users view the data in a report, the functions available are the same as those available when working with a report in a Web browser; the Business Analytics P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 231

232 range of functions available however are limited to those required to preview data in the data source. For example, when previewing a data source, the functions available for saving and managing report views are not available. For more information, see Viewing Reports with the Web Browser Option. Create a Key Figure For information about this task, see Create and Edit a Key Figure. Create a Report For information about this task, see Working with Reports Using the Report Wizard. See Also Add an Extension Field to a Data Source or Report 11.5 Design Key Figures Quick Guide In the Design Key Figures work center view, administrators have an overview of calculated and restricted key figures and key figure structures available in data sources. You can access the Design Key Figures view from the Business Analytics and/or Administrator work center. Business Background An overview of calculated and restricted key figures in the system enables administrators to determine which data sources suit the business requirements for reports. It also enables administrators to determine whether they need to create any restricted or calculated key figures. For more information, see Overview of Analytics. Tasks Create and Edit a Key Figure For more information about this task, see here Monitoring Quick Guide The Monitoring work center view enables administrators to monitor data sources that have been exposed for data replication to an external SAP NetWeaver Business Warehouse (BW) system. You can access the Monitoring view from the Business Analytics work center. Exposing data sources for data replication to an external SAP NetWeaver BW system is useful, for example, when a parent company, which runs an SAP ERP system, wants to create and run reports on the data gathered from its SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Analytics

233 subsidiary companies, which run the solution. The data from data sources in the solution is replicated to the SAP NetWeaver BW system of the parent company. Tasks Expose Data Sources in the Design Data Sources Work Center View In the Design Data Sources work center view, administrators can expose or not expose data sources for data replication accordingly. To expose or hide data sources for data replication, click Expose and choose the relevant entry. For data sources that you expose, ensure that you also expose data sources that contain master data that is referenced by the selected data source. You can find a list of any referenced data sources for the data source to be exposed under Details on the Referenced Data Sources tab page. Monitor the Replication of Data of Exposed Data Sources You can monitor the status of the data replication runs from the SAP NetWeaver BW system against data sources that are exposed in the solution. When the SAP NetWeaver BW administrator initiates a data replication run against the exposed data sources in the solution, the solution system creates an entry in the table of the Monitoring work center view. For example, the SAP NetWeaver BW administrator previews data of a DataSource in the SAP NetWeaver BW system by clicking Read Preview Data on the Preview tab page of a DataSource. The solution system creates an entry accordingly. Note that the system not does recognize the SAP NetWeaver BW administrator as the creator of the replication run in the Replicated By field, but rather the technical user that is created for the communication arrangement that is used to communicate with the SAP NetWeaver BW system. When you monitor the status of replication runs against data sources that are exposed in the solution, the following statuses are possible: Status OK Open Errors Description The run is successful. The run is not yet complete. The run cannot be completed. You can check the log of the run by selecting the relevant entry and clicking Details. Possible reasons for errors are: The relevant data source is no longer exposed. Check in the Design Data Sources work center view if the data source is still exposed. The SAP NetWeaver BW administrator stopped the run. A technical error has occurred either in the SAP NetWeaver BW system. The fine-tune activity for the function is no longer in scope for the solution. Business Analytics P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 233

234 See Also Design Data Sources Quick Guide [page 229] Integrating Analytics with an SAP NetWeaver Business Warehouse System 11.7 Broadcasts Quick Guide In the Broadcasts work center view, you can immediately broadcast reports by and create schedules for when you want reports to be broadcast. You can access the Broadcasts work center view from the Business Analytics work center. Business Background Broadcasting reports by enables business users to frequently analyze report data without necessarily having to log on to the system and navigate to the report. There are two scenarios: Periodic Scheduling Periodic scheduling is useful if you want to broadcast a report on a regular basis. For example, a sales manager want to send sales reports to his field sales representatives on a monthly basis. He informs his administrator to set up a schedule by which the report is broadcast each month. Ad-Hoc Broadcasting Ad-hoc broadcasting is useful if a specific report requires the attention of multiple users. Note that you can decide if report data sent by is to be encrypted. If you want to encrypt outgoing s, you must make changes to your scoping. From the Encryption and Signature Check fine-tune activity, you can specify for the Analytics - Send Report Data, Broadcasting outgoing scenario whether outgoing s are encrypted and whether they are signed. For more information, see the following documents: Configuration: Load Certificates and Activate Signing and Encryption for s [page 92] and Configuration: Encryption and Signature Check [page 89]. Tasks Create a Broadcast 1. From the Broadcasts work center view, click New 2. On the following screen, enter a name for the broadcast and select the relevant report. 3. Add recipients SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Analytics

235 For recipients who have a user in the solution, you can decide if the recipients are to receive data according to their authorizations or according to the authorizations of the user who creates the broadcast by checking the User specific indicator. Note that if the report is to be broadcast using the authorizations of the user who creates the broadcast, ensure that the user has access rights to the work center views to which the report is assigned in order to start the report. Using Broadcast Bursting Bursting feature allows you to broadcast reports to multiple recipients by . If you have maintained the addresses of the recipients in the master data, you can select a characteristic in whose attributes the addresses are maintained. The system can determine the recipients from this information. When you select the checkbox Use Broadcast Bursting, the section to add addresses of the recipients is hidden. For the new field Attribute For , select one of the relevant attributes from the list. Now, the report will be automatically sent to all the relevant recipients, without you having to add each individual addresses. Unlike a normal broadcast, entire data is not sent to all recipients. The report data is filtered for each recipient based on their addresses, which is identified by the values of the attribute you select. This ensures that every recipient only receives the data filtered for their address. If you wish to send the entire data to all the recipients, create a regular broadcast. 4. Under Format and Content, select if the report is to be broadcast as an attachment or as a link. If you want to broadcast the report as an attachment, note that reports broadcast in XML and CSV format open by default using Microsoft Excel. If you want to broadcast the report as a URL, you must also specify how the report is to be viewed. Reports can viewed in one of the Web browser options or using Microsoft Excel. If the broadcast report is to be viewed on a mobile device, we recommend the HTML format. 5. Decide if the report is to be broadcast now or if it is to be broadcast periodically. If you want broadcast the report ad-hoc, select No Schedule. If you want to schedule the broadcast for the report, select Periodically, and set how frequently the report is to be broadcast along with the start and end date for the schedule. The system saves the broadcast or schedule. You can then view the broadcast or schedule from the Broadcasts work center view. Manage Broadcasts and Schedules From the Broadcasts work center view, under Actions, you can edit, delete, or change the status of a schedule. You can also start, pause, or resume broadcasts and schedules. You can also edit broadcasts and schedules by clicking Edit. Business Analytics P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 235

236 11.8 Hints for Joining or Combining Travel-Related Data Sources If you want to build a report based on information from several data sources in your solution, you first have to join or combine existing data sources to form a new data source. When joining or combining data sources, you need to consider what information you want to display in the report and then use the correct join conditions to ensure that the data sources are joined or combined correctly. When joining or combining data sources to display information on... Trip requests Itineraries Expense reports A combination of all three document types above Use this as the join condition... Trip Request Itinerary Detail ID Expense Report ID Trip UUID This is intended to be used only as a technical attribute for joining or combining data sources. Do not add it to a report otherwise SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Business Analytics

237 12 Service Control Center 12.1 Service Control Center Quick Guide The Service Control Center enables you to monitor your SAP Store orders, system availability and system maintenance schedule, your user subscriptions, and maintain your contact details. Views in the Service Control Center SAP Store Orders Maintenance Schedule [page 238] Systems [page 240] System Availability [page 239] User Subscriptions For User Subscriptions in, search for Monitoring Expense Report Usage in in the Help Center. Contact Details [page 241] 12.2 Monitoring Expense Report Usage in SAP Cloud for Travel and Expense Here you can compare the number of expense reports purchased by your company with the actually consumed number of expense report. For example, your company signed a contract for the purchase of a certain number of expense reports per contract year, for a period of 4 years. You have to check from time to time if more or less expense reports have been created by your employees doesn't exceed the number purchased. If the number of expense reports under Consumed Volume exceeds the number under Purchased Volume the status is red and you are asked to contact SAP or an SAP partner to request additional expense report licenses. If less expense reports have been consumed than purchased, no action is required and the status is green. To access this view, go to the Service Control Center work center and choose User Subscriptions. On the Expense Reports Usage screen, you can monitor the usage of expense reports for the following time periods: Overall Validity Period Represents the complete time period of the contract for which your company has purchased expense reports. In the Purchased Volume column, the full number of purchased expense reports is displayed as well as the number of consumed expense reports to date. Current Validity Period Service Control Center P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 237

238 Represents only one year of the overall time period - this is the current contract year. Here, only the full number of purchased and consumed expense reports for the current year are displayed. Previous Validity Period Represents the previous contract year to the one displayed under Current Validity Period. The numbers displayed in the columns Purchased Volume and Consumed Volume are only valid for one contract year Maintenance Schedule Quick Guide The Maintenance Schedule view gives you an overview of the maintenance activities for your productive and nonproductive systems. The schedule is available in both calendar and list format, each as subview of the Maintenance Schedule view. You can access this view from the Service Control Center work center. Tasks Work with the Maintenance Schedule: Calendar Here you can get a clear overview of the maintenance schedule for you systems in a calendar format. The maintenance activities are color-coded, so you can see at a glance what events have been scheduled for which system. There are four different types of maintenance activities: Maintenance: A regular period of maintenance, as agreed in your contract. Upgrade: A period of downtime that is required when installing a newer version of your SAP solution. Emergency: A non-schedule period of maintenance that is required due to issues with the system. Service Operations: A downtime scheduled due to additional service requests, such as copying a system, or a request for a test system. Work with the Maintenance Schedule: List (Basic) There are two versions of the List subview basic and advanced. The default is advanced. You can change from the Basic version by clicking on Advanced, which is in the top right corner of the content area of the screen. Use the Show function to display information for productive systems, non-productive systems, or for all systems. Use the Group By function and select System ID to display the maintenance schedule by system ID, and get an overview for each system. To see more information about a maintenance schedule item, simply highlight one of the items in the list. The details are automatically displayed at the bottom of the content area. Work with the Maintenance Schedule: List (Advanced) In addition to the functions available in the basic version of this view, you can also restrict the information that is shown by choosing Productive, Non-Productive, or All Systems, entering dates in the Date From/To fields and then clicking Go. The default selection is usually for the current month and productive systems. If you select alternative dates and system types, but then wish to display the default selection, click Reset and then Go. Create Queries SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Service Control Center

239 When you use the selection criteria to restrict the information to be displayed it is called a query. You can save this query to view again in the future. To restrict the information to be displayed: 1. From the Show dropdown list select a system type. 2. Enter the period for which you want to restrict the schedule information. 3. Click Go. The information displayed is for the period and system type that you selected. 4. To save this particular set of selection criteria, click Save Query. 5. In the dialog, enter a name for the query. To set this query as the default that is shown each time you log on, check the box Use As Default Query. Organize Queries Here you can delete a query if you no longer require it, or you can change the default query that is displayed. To delete a query, click Organize Queries, select the query you want to delete and then click on Delete. Note that you can only delete queries that you have created yourself. The three standard queries Productive Systems, Non-Productive Systems, and All Systems cannot be deleted and the Delete button will be deactivated if you select one of them. To change the default query that is displayed when you go into the Maintenance Schedule view, click Organize Queries. In the dialog, under Select Query Name, select the query that you want to set as default from the dropdown list. Then click OK. The next time you go into the Maintenance Schedule view, this query will be displayed System Availability Quick Guide In the Service Control Center work center, the System Availability view shows the average availability of your productive system and also gives details on any downtimes. Tasks View the Average Availability of the Productive System The average availability of the productive system for the previous twelve months is displayed here in an embedded report. Here you can ensure the availability of the system is in accordance with the availability percentage as defined in the service level agreement of your customer contract. You can view the data in chart or table format. To switch formats, simply click on the table or chart icon in the top left corner of the embedded report. For more information, see the documentation about embedded reports. View Productive System Downtimes The downtimes of your productive system for the current month are displayed here in an embedded report. Here you can check to see if the system downtimes exceed those agreed upon in the service level agreement of your customer contract. You can view the data in chart or table format. To switch formats, simply click on the table or chart icon in the top left corner of the embedded report. For more information, see the documentation about embedded reports. Service Control Center P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 239

240 12.5 Systems Quick Guide In the Service Control Center work center, the Systems view gives you an overview of your active and decommissioned systems, and their current status. Tasks Sort System Information Active and Decommissioned Systems You can display all of your systems, or the active or decommissioned systems. Select what you want to display from Show dropdown list, and then click Go. An active system is one that is available for use. A decommissioned system is one that has been taken out of commission and can no longer be used. You can group the information by choosing System Type from the Group By dropdown list. System Types The systems will either be productive or non-productive systems. Non-productive systems include test systems and development systems, for example. System Status This refers to the operational and request status of a system. Operational Status Running: The system is operational and running as normal. Maintenance: The system is operational but is currently being maintained, for example, due to an upgrade or repairs. Request Status Requested: The system has been requested, but is not yet operational. Decommissioned: The system is not operational and is no longer being used. View System Details To get more information about a system, select the required system and click on View, or click directly on the system ID. In the System Overview screen you see more detailed information about the system. General Information Here you can see the system status, how long the system has been running and on what date it was requested. It also contains a URL to the system, which you can click on to take you directly to the system itself. Next Maintenance Activity This section gives some details on the next maintenance event for the system, including the dates for when it is planned and the type of maintenance that will be carried out. If you need more information on the maintenance events for this system, go to the Maintenance Schedule view. Contractual Maintenance Period Here you have a summary of the maintenance period, as agreed in your contract. The maintenance period consists of the day the maintenance is to be carried out, the start time, and the duration of the maintenance SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Service Control Center

241 Service Requests for this System All service requests for this particular system are detailed in this section. Here you can see the initial request for the system, if you have requested that the system be maintained, or decommissioned, as well as any requests for restore points, setting a system back to a restore point, or deletion of a restore point. Use Show to display All Requests, or ones that are In Process or Completed. Available Restore Points A restore point is a snapshot of the system data that is saved at a specific point in time. In the event of a problem, you can request that the system data be restored to this point in time. This section shows the restore points that are available to you and when exactly they were created. Manage Systems There are three functions in your productive system that allow you to easily manage your productive and test systems. Request Creation You can request creation of a new system from Business Configuration, or directly in the Systems view of the Service Control Center. For more information related to Business Configuration, see here. As of August 2013, there is a new procedure for requesting systems. For existing customers, there is no change. For new customers, you are provided a test system first and can request a productive system on the basis of the test system. The number of systems that you can request free of charge depends on your systems package. The standard system package includes one productive system and one test system. Customers with the Enterprise Private Edition can have up to ten productive systems and are allowed one test system per productive system. You can acquire additional systems at any time. For more information on the above system packages and additional services, please contact your SAP sales representative. Request Termination Use this function to delete a system. Ensure that you do not have any partner solutions in the system before deleting it. Once you delete a system, all partner solutions in that system are irretrievably lost. Copy Solution Profile This function allows you to easily copy a solution profile to a new system. You can use this function for your change projects, when copying your implementation project to a test system for example Contact Details Quick Guide In the Service Control Center work center, the Contact Details view gives you an overview of the information maintained for your contacts. You can access this view from the Service Control Center work center. There are three contact types: IT Contact: A contact person in your organization who gives you system information and to whom you report downtimes. Service Control Center P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 241

242 SAP Store Buyer: A contact person in your organization who is authorized to procure solutions on your behalf in the SAP Store. During initial implementation, you can assign service agents as contacts of the type SAP Store Buyer to allow them to purchase partner solutions. Once employees are available, we strongly recommend that you change the contact assignment to an employee assignment. After go-live, we recommend that you only assign employees as SAP Store buyers. Commercial Contact: A contact person in your organization who is authorized to order services from SAP, such as purchasing additional licenses. Tasks Assign a Contact to a Contact Type To assign contacts to contact types in this view, do the following: 1. Click Create Contact Assignment The Assign Contact to Contact Type screen opens. 2. From the Contact Type dropdown list box, choose the contact type. 3. Under Contact Information, click on the value help icon and then select the contact to whom you want to assign this type. 4. Ensure that all mandatory fields have been filled out. Ensure that the contact has an address. If it is not maintained, get the contact in question to add the address under Home Self-Services Self-Services Overview Company Address Book Edit My Contact Data 5. Then click Send Changes to save the changes or Send Changes and Close to save the changes and close the screen. Not every user or employee is automatically available as a contact in the value help. If you want to assign a contact and they are not available in the list you have the following options: If you are an administrator Assign the person you wish to be a contact to the Incident view of the Application and User Management work center. This will ensure they are then automatically available for selection as a contact person in the value help. If you cannot assign the contact because their details are incomplete, update the details in the Personnel Administration work center, in the Regular Tasks view under Personal Changes. Changes to contact person details may take several hours to appear in the system. If you are not an administrator Report an incident to get the person included as a contact in the value help. For more information, see Report an Incident. Register the person as a contact in the Business Center. Create a New Contact To create a new contact: 1. Click on Create Contact Assignment 2. In the Assign Contact to Contact Type screen, click on Assign to New Contact SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Service Control Center

243 3. In the Assign New Contact to Contact Type screen, select the contact type from the dropdown list box, fill in the details in the mandatory fields (marked with an *) under General Information, and, under Communication Details, ensure that you enter an address and select a correspondence language from the dropdown list box. 4. Click Send Changes or Send Changes and Close. 5. In the Contact Details view click Refresh. The contact you created now appears in the list with the status Requested. Edit the Details of a Contact To edit the details of a contact select a contact in the list and click Edit. If you have already requested changes for a particular contact, then it is not possible to edit this contact until the request has been processed. It is also not possible to edit the contact details of an administrator. Remove a Contact Assignment To deassign a contact from a contact type, click on Remove Contact Assignment. Then click on Confirm in the confirmation dialog to send the changes. There must always be at least one commercial contact, one IT contact, and one SAP Store buyer assigned in the Contact Details view. View Company Details for a Contact To view the company address and communication details of a contact, select the contact and click on View Company Details. The address details are used for the purpose of delivering SAP services, such as sending a quote or invoices by mail. Ensure that the details are correct. If they are not correct, create an incident. For more information, see Report an Incident. Service Control Center P U B L I C 2014 SAP SE or an SAP affiliate company. All rights reserved. 243

244 13 Copyright / Legal Notice 2014 SAP SE or an SAP affiliate company. All rights reserved. Important Disclaimers and Legal Information Coding Samples Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP intentionally or by SAP's gross negligence. Accessibility The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does not apply in cases of wilful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP. Gender-Neutral Language As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible. Internet Hyperlinks The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency (see: ) To view the copyright in its entirety, along with important disclaimers and legal information, see Copyrights and Copyright Agent SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Copyright / Legal Notice

245 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. Please see index.epx for additional trademark information and notices. icon courtesy of W3C, see creativecommons.org/licenses/by/3.0/.