SAP Cloud for Travel and Expense

Transcription

1 Document Version PUBLIC November 2013

2 Typographic Conventions Type Style Example Example EXAMPLE Example Example <Example> EXAMPLE Description Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options. Textual cross-references to other documents. Emphasized words or expressions. Technical names of system objects. These include report names, program names, transaction codes, table names, and key concepts of a programming language when they are surrounded by body text, for example, SELECT and INCLUDE. Output on the screen. This includes file and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system. Keys on the keyboard, for example, F2 or ENTER SAP AG. All rights reserved. Typographic Conventions

3 Document History Before you start working with this document, make sure you have the latest version. You can find the latest version at the following location: Cloud Solutions from SAP November 2013 Version The following table provides an overview of the most important document changes: Version Date Change Initial version Updates to section 3.2 Software Components: Table with software components was updated Updates to section SAP ERP Integration: Table with software components was updated Updates to section 4.2 Create Service Agent: Subsection Specify Contact Data of Service Agent User was corrected Update to section 3.2 Software Components (specifically regarding component ESA ECC-SE) Document History 2012 SAP AG. All rights reserved. 3

4 Table of Contents 1 Introduction Business Scenario Overview of System Landscape Software Components System Requirements Using SAP Cloud Applications Studio for Partner Development with SAP Cloud for Travel and Expense Implementation Define Project Scope Create Service Agent Fine-Tune Settings Integrate and Extend Settings Perform Integration Tasks SAP ERP Integration Business Warehouse Integration Integration with other SAP Cloud Solutions Other Integration Components Go Live Implement a Change Project Prepare a Change Project Complete the Activity List Cancel a Change Project Simulate Merging a Change Project with Production Update a Change Project from the Production System Request an Additional System Mobile Applications Upgrade Security Monitoring Tasks in Tasks in SAP ERP Troubleshooting SAP ERP: Master Data Upload Monitoring the Master Data Replication Frequently Asked Questions Error Handling SAP AG. All rights reserved. Table of Contents

5 8.2 Monitoring Posting Transactions between and ERP Credit Card Integration Online Booking Tools and Itinerary Management GetThere Amadeus e-travel Management (AeTM) cytric by i:fao Traxo Smart Receipt Recognition Dos and Don'ts - How to Prepare Receipts for OCR Scanning and Photo Troubleshooting Errors Central Receipt Scanning and Electronic Invoices Mobile Applications Support Table of Contents 2012 SAP AG. All rights reserved. 5

6 1 Introduction Welcome to, the most complete and adaptable cloud business solution for handling travel and expenses! SAP has prepared and released your system, and you have received system access information as well as your initial user and password. You can now start setting up your system. About this Document Use the as the central starting point for your implementation and monitoring activities. This document provides information about the following topics: The business scenario, its processes, and process steps An overview of the system landscape and the relevant software components How you set up and upgrade your system System security Monitoring system tasks after you go live Troubleshooting and support Target Audience This guide is intended for users who perform administrative functions for companies that are in the process of setting up. It is also meant for service agents at SAP Cloud Managed Services, who assist companies during the initial setup of their tenant. Partners, who develop solutions in with the SAP Solutions OnDemand Studio (PDI) to enhance specific areas of, for example, such as trip requests and expense reports. Important Documents The following table lists all important documents mentioned in this guide and their location: Document SAP Cloud for Travel and Expense Integration Guide SAP Cloud for Travel and Expense Scenario Explorer (EN) Location Cloud Solutions from SAP SAP Cloud for Travel and Expense November 2013 Version Go to SAP Help Portal at under SAP Cloud SAP Cloud for Travel and Expense November 2013 Solution Help SAP AG. All rights reserved. Introduction

7 Document SAP Business ByDesign Security Guide Built-in documentation and videos SAP Cloud Applications Studio What s New SAP NetWeaver Security Guide Technical Connectivity Guide for On-Demand Solutions SAP s Location SAP Business Center at f86dc0-f7ec-2e10-a98d-a0da8baec51c From any work center in the solution, open the Help Center. Go to the Help Portal at under Cloud Software Development Kits (SDKs). Go to the Help Center in the solution and open the SAP Cloud for Travel and Expense or Help for Administrators documentation; You can also find this on the Help Portal SAP Security Guides SAP NetWeaver 7.0 Network Security Cloud Solutions from SAP SAP Cloud for Travel and Expense November 2013 Version Technical Connectivity Guide for On-Demand Solution from SAP Go to the Business Center and navigate to the Methodology - Prepare Phase page. SAP ERP B. Add-on / s Implementation. Technical Connectivity Guide for On-Demand Solutions Introduction 2012 SAP AG. All rights reserved. 7

8 2 Business Scenario This chapter provides an overview of the supported scenario and its processes. is a Software as a Service (SaaS) offering that runs in the SAP private cloud. It provides an product suite, including the server landscape and system maintenance. Key Benefits Allows the business traveler to conveniently manage travel anytime, anywhere Provides integrated planning, booking, and approving of business trips based on travel policies and guidelines Enables the traveler to find the most convenient travel options available, within corporate and regulatory policies SAP AG. All rights reserved. Business Scenario

9 Streamlines the submission, approval, and reimbursement of travel expenses using the internet and mobile devices Increases both compliance with travel policies and general visibility into travel trends Enables the deployment of a travel solution quickly and without the need for any extensive training, thus reducing both IT and training expenditure Integrates with SAP ERP FI and SAP ERP HCM to leverage financial processes for faster expense reimbursement and cash management Supported Processes To get a brief overview of the supported processes, display an interactive presentation of the SAP Cloud for Travel and Expense scenario by clicking here. (Make sure that you view the file in presentation mode.) You can access the desktop application using a desktop computer or laptop (browser-based access using the internet). You can access the mobile apps using the following: Tablets (Apple ipad) Smartphones (Apple iphone, RIM BlackBerry, Android) Country Versions In addition to the dedicated country versions listed below that are delivered with SAP Cloud for Travel and Expense, you can create new country versions based on a generic template. You can then configure them to fit the requirements of the new country. Americas Asia/Pacific EMEA Brazil (BR) Australia (AU) Austria (AT) Canada (CN) China (CN) Belgium (BE) Mexico (MX) India (IN) Denmark (DK) United States (US) New Zealand (NZ) France (FR) - - Germany (DE) - - Ireland (IE) - - Italy (IT) - - Netherlands (NL) - - Spain (ES) Switzerland (CH) Sweden (SE) United Kingdom (UK) Business Scenario 2012 SAP AG. All rights reserved. 9

10 Language Versions is available in the following languages: Chinese Dutch (UI texts only, Help Center content in English) English French German Italian Portuguese Spanish SAP AG. All rights reserved. Business Scenario

11 3 Overview of SAP Cloud for Travel and Expense 3.1 System Landscape High-Level Landscape Components GetThere: Online Booking Tool Amadeus cytric by i:fao Traxo Paymetric: Payment Card Tokenization Central Receipt Scanning Service (e.g. Kofax) OpenText: Smart Receipt Recognition Service SAP ERP: Customer Financials and HCM systems SAP Financials OnDemand SAP NetWeaver Business Warehouse Components Transport layer security (HTTPS) X.509 client certificates SAP ERP / IDoc XML / SOAP Web Services SAP Process Integration (PI) optional SAP ERP enablement with Travel Add-Ons Overview of 2012 SAP AG. All rights reserved. 11

12 Connectivity and Support Backbone SAP Data Center Proxy Reverse proxy Customer Data Center SAP ECC 6.0x with Add-Ons SAP Process Integration (PI) (optional) HTTPS Proxy Reverse Proxy (for example, SAP Web Dispatcher*) Load Balancer (optional) 3rd Party (not shown) GetThere: Online Booking Tool Amadeus cytric by i:fao Traxo Paymetric: Payment Card Tokenization OpenText: Smart Receipt Recognition Service Central Receipt Scanning Service 3.2 Software Components This section provides an overview of the components relevant for. SAP ERP Your SAP ERP system must contain the following ABAP software components: SAP AG. All rights reserved. Overview of

13 If your FIN and HCM components don't reside in the same physical system, install the FIN components in the FIN system and the HCM components in the HCM system. Components are delivered on a quarterly basis. Make sure that you always install components from the same quarterly delivery; that is, do not install one component from Q1 and another component from Q3. You don't have to upgrade your ERP add-on components to the very latest support package (SP) with every upgrade; but we do recommend that that you always use the latest available support packages to benefit from corrections and new functions. SAP ERP Software Component Description SAP_BASIS 700 SP18 or higher - SAP_APPL 600 SP15 or higher HR Support Package ODTGEN 600 SAP ECC 600 is fully supported. You do not need any Enhancement Packages. If you want to send expense report or taxation data to your SAP HCM system, you need to install the appropriate HR Support Package as described in SAP 'New user exit in the function module PAYROLLTRAVELEXPNSESPOST' Optional add-on that installs a configuration wizard (Report ODT_CREATE_CONNECTIVITY) for the ODT-ERP integration which automates the ALE configuration to a large extent. FI: Software Components for Master Data Replication ODTFINCC 600 with SP 05 or higher ODTFINCO 600 with SP05 or higher NWS_EXT_FW 6.00 with SP10 or higher TEM_FIN_EXT_CNT with SP05 or higher Replication of Cost Centers using IDoc/XML Messages Add-on FIN Cost Object Replication Relevant for replication of FI cost objects (internal orders, projects, and sales orders) if you use IDoc master data transfer. NWS Extraction Framework (for MS Excel sheet generation) Install this add-on in every SAP ERP master data source system (FIN or HCM) if you want to download master data using XML files. Add-on FIN master data Mandatory if you use FI posting. HCM: Software Components for Master Data Replication OTM_EXTR 100 with SP 05 or higher NWS_EXT_FW 6.00 with SP10 or higher Replication of Employees using IDoc/XML Messages NWS Extraction Framework (for MS Excel sheet generation) Install this add-on in every SAP ERP master data source system (FIN or HCM) if you want to download master data using XML files. Overview of 2012 SAP AG. All rights reserved. 13

14 HCM: Software Components for Master Data Replication TEM_HCM_EXT_CNT 6.00 with SP05 or higher Add-on HCM master data This add-on is only required in your SAP ERP HCM system to extract master data using XML files. Software components for Receiving and Sending FI Posting Messages DCFLPROC 600 with SP 01 or higher If you are using SAP ERP EHP6 or higher, you don't have to install this component. TEMODFI 600 with SP09 or higher Add-on Accounting Interface Preprocessor This add-on is only required in your SAP ERP FIN system. Add-on Expense Report Accounting Notification Software Components for Receiving and Sending Expense Report Data to HCM ODTHCMER 600 or higher Process Integration of FI posting objects/expense Report to SAP ERP HCM The installation of the components requires SAP Business Suite 6.0 or higher. If you want to use the currency exchange web service, software Component ESA ECC-SE (ESA FAST TRACK ) is required: - Minimum version ESA ECC-SE 602; preferable version is ESA ECC-SE 604 or higher. - For lower versions than ESA ECC-SE 604, make sure that you read SAP No matter which version is used, you must make sure to read SAP To install or upgrade this component, see SAP Overview: s on Add-On ECC-SE SAP s Before you start installing the required components, you must read applicable SAP s. Make sure that you always have the up-to-date version of each SAP, which you can find on the SAP Marketplace at You can enter the SAP ERP Software Component Name as a search string to find the notes. The following SAP s are relevant for your implementation: SAP Short Text SAP NetWeaver Process Integration: Release Recommendation SAP AG. All rights reserved. Overview of

15 SAP Short Text Error 'EA/728/SOAP_MSGID_PREFIX_INVALID' IDoc XML-HTTP SOAP: Problem with SOAP class IDoc communication with SAP Business ByDesign IDocs via SOAP are not started immediately White list for SOAP Processer & IDoc SOAP Application Web service security WSSProfile XML signature not applied Front-End Components Component Browsers Microsoft Silverlight 5 Required Version Windows 8, Windows Vista (32bit), Windows 7 (32/64bit): Internet Explorer 9 and higher Firefox Chrome MAC OS X (10.6 and higher) Safari See note below. We strongly recommend that you always use the latest available versions, support packages, and patches of operating systems and browsers. For a detailed overview of all supported operating systems, browsers, and office suites, have a look at the SAP ByDesign Business Center for cloud solutions from SAP at If you experience problems using Microsoft Silverlight 5 with Firefox, adjust your Firefox proxy settings. Use the same settings as for Microsoft Internet Explorer. Mobile Apps Operating Systems The following operating systems are supported: Mobile Device Operating System BlackBerry BlackBerry OS 5.x, 6.x and 7.x Apple iphone Apple ipad Android ios 5 or higher ios 5 or higher Android 2.3 or higher CPU: 1GHz processor speed Overview of 2012 SAP AG. All rights reserved. 15

16 Mobile Device Operating System RAM: 512MB The following BlackBerry devices are supported: Bold Curve Curve 3G Torch BlackBerry 9650 BlackBerry 8330 BlackBerry 9300 BlackBerry 9800 BlackBerry 9700 BlackBerry 8330m BlackBerry 9330 BlackBerry 9810 BlackBerry 9780 BlackBerry 8350i BlackBerry 9900 BlackBerry 8520 BlackBerry 9930 BlackBerry 8530 Torch BlackBerry 9800 and 9810 models do not support full touchscreen navigation. The following BlackBerry resolutions are supported: Screen Resolution 320x x X480 Screen Resolution 480x x x System Requirements 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) Network Requirements A typical active user requires approx kbps, assuming normal working behavior. Minimum Requirements: Upstream: 2 mbps Downstream: 2 mbps Latency: 200ms or better SAP Support might request wired networking during issue investigation SAP AG. All rights reserved. Overview of

17 Checking Hardware and Software Requirements Make sure that your computer meets all hardware and software requirements to run SAP Cloud for Travel and Expense. On the logon screen, choose Check My Computer Settings. This will open a help document, where you can find out about recommended hardware and software requirements. 3.4 Using SAP Cloud Applications Studio for Partner Development with SAP Cloud Applications Studio (formerly known as PDI) enables you as a partner to develop enhancements for specific areas of, such as trip requests, expense reports and auditing conditions. You can find a detailed description of the setup in here. For a description on how to use extensibility and mashups, please refer to the Help Center in any SAP Cloud for Travel and Expense system where you have Administrator rights, open the Help for Administrators and check the chapter on Customization. Overview of 2012 SAP AG. All rights reserved. 17

18 4 Implementation The following sections are intended for administrators at companies that are in the process of setting up SAP Cloud for Travel and Expense. They are also aimed at service agents at SAP Cloud Managed Services, who assist companies during the initial setup of their tenant. You begin your implementation activities in a production system. This means that you scope your solution and go live with this solution on the same system. However, changes in your requirements or the necessity to perform tests can lead to the need for additional systems. You can request these from the Implementation Projects view in the Business Configuration work center. Brief Process Overview 1. You receive a SAP_INITUSER - a temporary user with which you scope your system. 2. After scoping, you create a service agent user - a temporary user with which you fine-tune your system and set up the required administrator users. 3. All other admin activities are performed by users with the administrator business roles. delivers two administrator roles - Travel Administrator and System Administrator with default work center and view assignments. o The System Administrator handles the more technical activities and content, such as integration and replication tasks o The Travel Administrator handles the more travel- and business-related activities of the administrator. Customers can use the default business roles or define their own business roles and assign these as best suits their business requirements. In this documentation, we use the term administrator to refer generically to both of these business roles. 4.1 Define Project Scope As soon as you receive the notification from SAP Cloud Managed Services, you can use the URLs in the e- mail - along with the user ID (SAP_INITUSER) and password - to access. You only use this initial user temporarily to set up the tenant as described in this chapter. Do not use it to perform administrative functions after go-live. To begin scoping your system, log on to with the initial user and go to Business Configuration Implementation Projects. Select First Implementation, choose Edit Project Scope, and complete the guided procedure as follows SAP AG. All rights reserved. Implementation

19 Step 1: Country and Type of Business Add the country version(s) you want to use in your company. 1. Click Edit Countries. 2. Select a country from the list of Available Countries and click the arrow pointing to the right to move it to the list of Selected Countries. Repeat this step for all the countries you want to use in your company. 3. Choose OK to go back to the previous screen. supports the following country versions: Country Version Features Austria Rule of twelfth for meal per diem Day accumulation for meal per diem based on community codes Rule of 5/5/15 and 183 for meal per diem (not supported) Lodging also has rule of 183 (not supported) Statutory trip types Mileage reimbursement accumulation within a calendar year Temporary activity for domestic trips Mileage recording for company car Manual taxation - for expense report for trips to foreign segments, Trip Type 1: allows you to create business trips for which the day accumulation will not be recorded by the system. Shortening of meals per diem 24-hour aliquotation Tax code group mapping Australia Receipts reimbursement Number of participants and reason in the analytics report Mileage accumulation within a calendar year Meals and lodging per diems Belgium Claim Meals Per Diem Configurable per diem regions you can configure and reimburse different meal and lodging per diem rates based on the region of travel. Claim Lodging Per Diem Claim Mileage Claim Expenses Through Receipts Brazil Receipt reimbursement Meal per diems Mileage accumulation Configurable lodging per diem rates Configurable per diem regions you can configure and reimburse different meal per diem rates based on the region of travel Implementation 2012 SAP AG. All rights reserved. 19

20 Country Version Features Canada Receipts with region-based tax code determination China Receipts, Mileage rates: company and statutory rates are editable. Mileage accumulation within a calendar year Configurable lodging per diem rates Company-specific meal per diems Cash payment requirement- petty cash (not supported) Configurable per diem regions you can configure and reimburse different meal per diem rates based on the region of travel Denmark Time-based meal deductions (not supported) Mileage accumulation within a calendar year; per vehicle class Lodging per diems France Receipts, no per diems Germany 3-month rule Mileage accumulation within a calendar year Receipts with maximum amount Meal per diems based on travel duration in hours Receipt-based meal reimbursement using statutory meal per diems for comparison (Verpflegungseinzelnachweis) Deduction of nonmonetary compensation (Abzug von Sachbezügen) Lodging per diems are reduced to zero when hotel receipt is added India Receipts, company-specific meal and lodging per diems Mileage rates with accumulation Advance payment requirement Ireland Claim Meals Per Diem Configurable per diem regions you can configure and reimburse different meal and lodging per diem rates based on the region of travel Claim Lodging Per Diem Claim Mileage Claim Expenses Through Receipts Italy Taxable amounts not paid through due item, reported to Payroll. Only tax-free amounts paid through due item (for receipts) Deductibility for eligible receipts Combined meal and lodging per diem (not supported) Configurable vehicle classes Statutory trip types Mileage accumulation within a calendar year Mexico Mileage rates with deductibility calculation SAP AG. All rights reserved. Implementation

21 Country Version Features Deductibility for eligible receipts (meals, lodging, car rental) RFC number validation for employee (not supported) Mileage accumulation within a calendar year Configurable lodging per diem rates Netherlands Receipts, no meal per diems Lodging per diems New Zealand Claim Meals Per Diem Configurable per diem regions you can configure and reimburse different lodging per diem rates based on the region of travel Claim Lodging Per Diem Claim Mileage Claim Expenses Through Receipts Configurable per diem regions you can configure and reimburse different meal and lodging per diem rates based on the region of travel Spain Receipts with region-based (company and destination) tax code determination Supplier name and tax ID for receipts (not supported) Mileage rates (taxable amounts not paid through due item, reported to Payroll. Only tax free amounts paid through due item) Meal per diems Configurable lodging per diem rates Sweden Simple receipt reimbursement (excluding deductibility) Meal per diem reimbursement (excluding Travel By Air ) Lodging per diem reimbursement Mileage reimbursement Expense deductibility - The system calculates the taxable and non-taxable deductions on certain type of expenses such as entertainment, private lunch, private dinner and private breakfast, based on the system configuration Meal per diem deductions - If you had a complimentary meal, the system computes the reduced meals per diem, based on your selection Switzerland Meal per diems: both company and statutory rates editable Time-based meal per diems Mileage accumulation within a calendar year United Kingdom Receipts, no per diems Mileage accumulation within a fiscal year; per vehicle class Advisory VAT rates for mileage United States Receipts with maximum amounts Mileage reimbursement Generic Country Version You can configure new country versions according to the requirements in the respective country. You can configure mileage reimbursements with vehicle Implementation 2012 SAP AG. All rights reserved. 21

22 Country Version Features classes and vehicle types, receipt reimbursement by gross amounts without tax calculation. You cannot configure meals and lodging per diems. In contrast to standard country versions, statutory settings (for example, statutory mileage reimbursement rates) will have to be manually added if you need them. Step 2: Implementation Focus is already preselected. No action required. Step 3: Scoping In the Scoping Element column, under Travel and Expenses, proceed as follows: Scoping Element Expense Reimbursement Travel Planning Options You have to activate this element in order to switch on your SAP Cloud for Travel and Expense solution. When you choose Expense Reimbursement, the system also automatically activates: Expense Reporting Expense reporting allows your employees to claim businessrelated expenses that are then processed in compliance with the relevant country- and company-specific regulations. Expense Input Channels Approval and Posting Processes Communication for Travel and Expenses Reporting and Analytics for Travel and Expenses Integration of Master Data (under Communication and Information Exchange Integration with External Applications and Systems) When you choose Travel Planning, you can activate the following: Trip Request This scoping element is automatically activated but you can deactivate it if you do not want to use it. If you want to use the trip request process in your solution, activate Trip Request. Itinerary This means that employees will have to request approval for their planned business trip from their manager before they book the required travel services. If you want to use the trip itinerary process in your solution, SAP AG. All rights reserved. Implementation

23 Scoping Element Options activate Itinerary. This allows your employees to book their trips in one of the following online booking tools or to organize their trips using an itinerary management tool: o GetThere online booking system by Sabre o Amadeus e-travel Management (AeTM) o cytric by i:fao o Traxo For information about how to integrate the online booking tool of your choice with your system, see the Integration Guide. In the Scoping Element column, under Communication and Information Exchange, proceed as follows: Scoping Element Integration with External Applications and Systems Options If you have other systems in your company, for example an SAP FIN system, you might want to integrate them with your SAP Cloud for Travel and Expense solution. Here you can check out the available integration scenarios and select the ones that apply to your company: Integration Scenarios for Cloud Solutions from SAP Integration of Master Data Integration into Expense Reporting Processes Caution Do not change any other existing scoping settings. Step 4: Questions In the Scoping Element column, under Travel and Expenses Expense Reimbursement, complete your scoping decisions. Only answer the scoping questions listed in the following tables. Other scoping questions are not relevant for. Refer to the overview and benefits in the Details section of each scoping question to find out more about how the solution and decisions you make here can improve your business and help you streamline your work. Implementation 2012 SAP AG. All rights reserved. 23

24 Choose Expense Reporting and select the country versions for which you want to activate the business options: Create New Country Version Claim miscellaneous expenses in: Select this option if you want to define your own countryspecific expense report provision variant. If your company uses non-travel-related expense reports, you must select this option here for the relevant country. If you don t select it, your employees can only create travelrelated expense reports. This option is always preselected for generic country versions. Separate expense report for each business trip in: This option allows employees of your company to enter travel expenses and non-travel related expenses incurred on a single business trip. This option is always preselected for generic country versions. Activity-dependent reimbursement rates in: You can classify business trips according to the specific event or activity involved. Different events or activities may have different reimbursement rates. For example, a training course might be reimbursed at a lower rate than a customer visit. This option is always preselected for generic country versions. Reimbursement rates for mileage in: Per diem rates for meals in: US Only: Meal per diem rates set by US federal government Taxable benefits instead of meal per diem deductions in: This business option allows you to calculate and reimburse mileage costs incurred by an employee using a personal vehicle on a business trip. It is relevant if you want to reimburse mileage at rates other than the statutory rates. This business option allows you to calculate and reimburse meals per diem to employees for business trips. This business option enables you to either use the meal per diem rates established by US federal government organizations or define your own company-specific per diem rates. If you do not activate this business option, you cannot use meal per diem rates for the US country version. This business option is relevant for country version Germany only. This business option enables you to use the Taxable Benefits expense types to handle statutory taxation for free meals in Germany. The Taxable Benefits function automatically generates expense types with nonmonetary compensation amounts for free meals, and adds these to the expense report SAP AG. All rights reserved. Implementation

25 This business option is relevant, for example, if your employees can claim non-travel-related expenses and need to report these to payroll as taxable benefits. Receipts instead of per diem rates for meals in: You can calculate and reimburse expenses on meals based on receipts for business trips. Relevant for country versions Austria and Germany only. Per diem rates for lodging in: Combined meal and lodging per diem rates in: This business option allows you to calculate and reimburse lodging per diem to employees for business trips This business option allows you to calculate and reimburse lodging and meals per diem to employees for business trips. This option is relevant for country version Ireland only. Intercompany Cost Assignment Do you want to integrate your expense reports in intercompany processes, such as projects with partner companies? The Intercompany Cost Assignment business option enables you to post travel expenses to the cost objects of partner companies, for example, to projects, networks or sales orders. Select this option if you want to enable intercompany posting of travel expenses to cost objects of partners. Caution Customers must ensure that their Financials receiving system is correctly set up to handle intercompany cost assignment from. Cost Center Restriction Do you want to restrict cost assignment to the employee's master cost center when costs are posted to cost centers? Expense Report Submit by Assistant Do you want to allow travel assistants to submit expense reports on behalf of other travelers? This business option enables you to specify that employees are only allowed to post travel expenses to their own cost centers. The restriction does not apply to other cost objects. This business option enables travel assistants to submit expense reports on behalf of other travelers who have added them as their assistant. Do not select this option if you don't want travel assistants to be able to submit other travelers' expense reports. Employees can then receive an automatic notification when their travel assistant has prepared an expense report ready to be submitted. Choose Expense Input Channels and answer the following questions: Credit Card This business option enables you to switch on integration with Implementation 2012 SAP AG. All rights reserved. 25

26 Choose Expense Input Channels and answer the following questions: Do you want to receive credit card data from Paymetric? Smart Receipt Recognition Do you want to enable Smart Receipt Recognition? Do you want to help improve Smart Receipt Recognition? Electronic Invoice Do you want to receive electronic invoices from your travel broker? Central Receipt Scanning Service Do you want to use a thirdparty central receipt scanning service? Automated Merge of Expenses Do you want to enable automatic merging of expenses from different sources? Paymetric, a third-party credit card service provider that facilitates the automatic and secure processing of expenserelated credit card data in. If you want to enable automated optical character recognition of receipt images sent to your solution by as attachments, select this option. If you want to help improve Smart Receipt Recognition, select this option. Your feedback will be forwarded to our partner. This option also enables Image Recognition on some mobile devices, if the respective app supports the function. If you want to enable electronic invoices to be sent to SAP Cloud for Travel and Expense by travel brokers, select this option. This business option enables you to receive invoices sent by travel brokers via or web service. Invoices are then analyzed using optical character recognition capabilities to extract text relating to employee ID, expense type, date, amount and currency, If you want to enable central receipt scanning, select this otion. Enabling this process means that a centrally-located electronic data service will scan paper receipts that you send by mail, and convert them to an electronic format, for example, PDF, JPG, BMP, and so on. If you want to enable the automatic merge of expenses, select this option. This business option enables expenses received in SAP Cloud for Travel and Expense from different sources to be automatically merged with existing expenses in expense reports if specific data matches are found. Merged expenses can be split again if required. Choose Approval and Posting Processes and select the countries of reporting for which you want to activate the business options: Allow approvers to approve their own travel documents in: You use this scoping element to make settings which influence the approval process in your company. You can set it so that approvers are not able to approve their own trips and expenses. By making this setting, you can reduce the possibility of fraud at your company SAP AG. All rights reserved. Implementation

27 Choose Approval and Posting Processes and select the countries of reporting for which you want to activate the business options: Set up the manual posting transfer in: If you select this option for the relevant country, your financial controller has to manually trigger the transfer of expense reports to FI Posting from the Postings work center. Otherwise, the system automatically transfers expense reports. Choose Communication for Travel and Expenses and answer the following question: Expense Report The Expense Report Form is used when you have chosen Expense Report. Select this option if you want to use a printable version of an expense report submitted by an employee of your company. Choose Reporting and Analytics for Travel and Expenses and answer the following question: Available Expense Reports Do you want to expose data sources to a Business Warehouse (BW) system? Select this option if you want to be able to extract travel data for example, the amount of mileage claimed - from your solution and send it to an analytics system, such as BW.. In the Scoping Element column, under Travel and Expenses Travel Planning, complete your scoping decisions. Choose Trip Request and answer the following question: Set up the integration with your travel agency Select this option for all the country versions for which you want to enable the integration between the solution and the corresponding travel agent. Choose Travel Planning Itinerary and answer the following questions: Tool for organizing trips for country version <country>: Select the online booking tool or itinerary management tool you want to use for your country version: GetThere AeTM Cytric by i:fao Traxo Here you decide for the generic country version which tool you want to use. This decision is then set in the template version and is copied to all new country versions. If you want to use different booking tools with your country versions, you must change this scoping option before creating a new country version. In the Scoping Element column, under Communication and Information Exchange Integration with SAP External Applications and Solutions, complete your scoping decisions as follows: Implementation 2012 SAP AG. All rights reserved. 27

28 Choose Integration Scenarios for Cloud Solutions from SAP and select the following options if applicable: Integration with SuccessFactors Employee Central You can integrate your solution with SuccessFactors Employee Central. Integration with SAP Cloud for Financials You can integrate your solution with SAP Cloud for Financials solution. Select this option if you want to integrate your solution with an Employee Central solution. Select this option if you want to integrate your solution with an SAP Cloud for Financials solution. Choose Integration of Master Data and answer the following questions: Employee Data Management in SAP ERP Do you want to replicate employee data from an external application to your cloud solution? Cost Center and Profit Center Data Do you want to replicate cost objects, cost center and profit center data from an external application to your cloud solution? Exchange Rates Do you want to replicate exchange rates from an external application to your cloud solution? Select this option to allow replication of fundamental employee master data such as the name, organizational assignment, and the agreed working time for employees from an external system. Caution This scoping question is relevant for the replication of employee master data from both SAP ERP and non-sap ERP systems. Select this option to allow the replication of cost objects, cost center and profit center data from SAP ERP or other source systems. Select this option to allow the replication of currency exchange rates from SAP ERP or other source systems SAP AG. All rights reserved. Implementation

29 Step 5: Review Check your data, choose Finish, and exit the guided procedure. Step 6: Confirmation 1. In your First Implementation, choose Open Activity List. 2. Confirm your scoping settings by choosing Confirm Milestone: Design Accepted. Your scoping settings are confirmed. Please note that this may take a few minutes. 4.2 Create Service Agent Once you have confirmed your scoping settings, log out of and log back on again with the same initial user. The Business Partners work center will now be available; here you can create the service agent user which you will use to carry out your fine-tuning settings. You only use this service user temporarily in order to fine-tune your system as described in section 4.3. Do not use it to perform administrative functions after go-live. Procedure 1. In Business Partners Service Agents, select New Service Agent. 2. In the corresponding fields, specify the first name and last name of the service agent. 3. Choose Save. 4. Choose Request User. Edit Attributes of Service Agent User To update the attributes of the service agent user, proceed as follows: 1. In Application and User Management, under User and Access Management, choose Business Users Go. 2. Select the applicable service agent user, and choose Edit Attributes. 3. Specify the appropriate attributes for the service agent user. 4. Change the entry in the User ID field to an ID that you can easily remember. 5. Specify and confirm the initial password for this user. 6. Save your entries. Edit Access Rights of Service Agent User At a minimum, the service agent user must be assigned the three business roles listed in the table: Implementation 2012 SAP AG. All rights reserved. 29

30 Business Role ID /SAP/ODT/GENERIC Business Role Name Generic /SAP/ODT/SYSTEMADMIN /SAP/ODT/TEMPSETUP System Administrator Temporary System Setup Assign the required business roles to the service agent user 1. In Application and User Management, under User and Access Management Business Users, highlight the entry of the service agent user, and choose Edit Access Rights. 2. Under Business Role Assignment, assign the user the 3 business roles. 3. Save and confirm your entries. You can now log on to with your new service agent user and perform the steps described in this chapter to set up your production tenant. Specify Contact Data of Service Agent User To allow SAP Support to help you with any incidents during the initial setup, add the contact data for the service agent. This step is exclusively intended to authorize you to report incidents to the service provider. Do not use this system access to perform any other steps with your service agent-based user! Log on to the system with your service agent user and proceed as follows: 1. In Business Partners Service Agents, select the name(s) of the service agent(s) who are to report incidents to SAP Support, and then choose Edit General. 2. Under In-House Communication, complete the Phone, Mobile, and fields. 3. Save your entries. 4.3 Fine-Tune Settings Fine-tuning allows you to tailor the solution to your specific needs by checking predefined settings and entering additional settings for your selected scope. Based on your scoping decisions, the system generates an activity list that you need to complete in order to go live. Procedure 1. In Business Configuration Implementation Projects, select First Implementation. 2. Choose Open Activity List. 3. In the guided procedure, go to Fine-Tune. A list of all activities related to appears. Select Activities in Project to display only the relevant activities for your scope SAP AG. All rights reserved. Implementation

31 Task Manage ERP Accounts and Vendors Create New Country Version Description Here you can enter the symbolic accounts from the SAP ERP system for expense accounts and specific credit card accounts. If you have scoped the generic country version, here you create new country versions based on a generic country template. When you choose Create, the country template is copied. It contains all necessary basic settings and expense types. These basic settings cannot be changed. You can then review and adapt fine-tuning for the new countries which are combined under activities with the suffix - Generic Country Version. The new country version is displayed and can still be deleted as long as it has not been used in expense reporting. Manage Expense Report Attachment Maximum File Size Expense Reporting - <country> Here you can define a maximum file size for expense report attachments. Here you can review and adapt the predefined settings for expense reporting for each country version. Expense Types Define which types of expenses can be reported in an expense report. You can make individual settings for each expense type. Each expense type has to be assigned an expense account under "Account determination" to allow expense reimbursement using FI ERP. Expense Reimbursement Groups Defining expense reimbursement groups is a prerequisite if you want to differentiate between the reimbursement entitlements for different employee groups. Synonym Groups Defining synonym groups and synonyms for the different expense types gives travelers the flexibility to use a variety of terms when sending expenses by . Expense Types Synonyms You can map the synonym groups you defined to the expense types used in the country version. For generic country versions within the activity, you will find all your new country versions and can maintain the expense types, reimbursement groups etc. for each new country. Enable Fast Entry for One-Day Trip You can specify for which country versions fast entry one-day trips should be enabled. Implementation 2012 SAP AG. All rights reserved. 31

32 Task Credit Card Settings Description Here you can edit your country-independent credit card settings. Edit Credit Card Issuers You can edit the list of credit card issuers. Manage Credit Card-Related Accounts You can edit the accounts to be credited for expenses that are paid by corporate credit cards. Define Expense Types for Late Fees You can specify for each country version which expense type is to be used for late fees charged by credit card providers. Manage AMEX Account Type Settings If you import credit card files in the file format AMEX GL1025, you must check to ensure that the pre-delivered settings for each AMEX account type assignment meet your company's requirements. Smart Receipt Recognition Manage Merchant Category Code Mapping -<country> Activity-related Reimbursement You can switch Smart Receipt Recognition on and off for specific country versions. You can also allow feedback to improve Smart Receipt Recognition for specific countries of reporting. Furthermore you can adjust mapping of Smart Receipt Recognition expense types with your expense types. The required fine-tuning for the smart receipt recognition service using OpenText is described in section 10.2 Fine-Tune Settings of the SAP Cloud for Travel and Expense Integration Guide. You can map merchant category codes to expense types. You can also change the mapping for multiple expense types in one step using the mass change function. Here you can define activities that are relevant for expense reimbursement. The definition of activities is a prerequisite if you want to specify different reimbursement rates or different maximum amounts for expense types for different activities. For the generic country versions, activity-related reimbursement is always in scope. Mileage Rates - <country> You can define company-specific mileage reimbursement rates for business trips to different countries and regions. You can also view the statutory mileage reimbursement rates. If you do not define a company-specific rate, the statutory mileage reimbursement rates will be used by the system. For new countries of reporting based on the generic country version, the statutory mileage reimbursement SAP AG. All rights reserved. Implementation

33 Task Per Diem Rates for Meals - <country> Description rates have to be entered manually here. This also applies to the statutory vehicle classes, if needed. Account Determination Groups You can assign account determination groups to the different reimbursement rate types. With the account determination groups in account determination, you can control the general ledger accounts to which expenses are posted. Company-Specific Vehicle Types You can define company-specific vehicle types here. Reimbursement Rates You can define company-specific mileage reimbursement rates for business trips to different countries and regions. The system will use the statutory mileage rates if you do not define a company-specific rate. You can define company-specific per diem rates for meals on business trips to different countries and regions. If you do not define a company-specific rate, the statutory per diem rates for meals are used. These settings are not available for the generic country versions. Per Diem Rates for Lodging - <country> You can define company-specific per diem rates for lodging on business trips to different countries and regions. If you do not define a company-specific rate, the statutory per diem rates for lodging are used. These settings are not available for the generic country versions. and Fax Settings Set Audit and Approval Process for Expense Reports You can configure and fax settings and test your for each country, including the new country versions. You must configure settings for the process-integrated output of business documents. If you selected fax as an output channel during scoping, you must configure fax settings. You can send a test to verify that the automatic sending of e- mails by the system has been set up correctly. You can specify the conditions under which expense reports need review or approval for each country version, including the new country versions. The default scenario for each country requires audit and approval, with no minimum amount. You can change the audit and approval requirements for the defaults, but not the amount. If you want a higher minimum Implementation 2012 SAP AG. All rights reserved. 33

34 Task Set Audit and Approval Conditions for Expense Types Encryption and Signature Check Load Certificates and Activate Signing and Encryption for E- Mails Set Preferences Set Up Templates Specify Paper Receipt Requirement Number Ranges for Trip ID Online Booking Tools Description amount, add an additional scenario. No Distinction is only applied if no Domestic or Abroad scenario exists. In addition, you can define the sequence of auditing and approval and specify a percentage of expense reports to be audited at random. You can specify an amount for expense types for each country version, including the new country versions. If travelers enter an expense type exceeding this amount, then their expense report will need to be approved or audited. For example, you can specify that if a traveler enters a hotel expense of over 200 for Germany, their expense report will require approval, or if they enter a flight expense of over $400 for the US, their expense report will need to be audited and approved. You can specify for each scenario whether the solution should encrypt outgoing s and/or check incoming s for trustworthy signatures. You can upload the certificate of your trusted Certification Authority (CA) and activate the signature check and encryption of s. You can set your company's preferences for sending and receiving s through. You can specify the actions for which automatic notifications are sent, set reminder deadlines and enable employees to make their own personalization options for some notifications. You can preview the default template delivered by SAP Cloud for Travel and Expense for the notifications that are automatically sent to employees, and decide whether you want to use it as it is or modify it. For example, you can include your own brand or company logo, and personalize the product name and the greeting. You can specify for which country versions paper receipts must be submitted with expense reports for auditing purposes. The default setting is that no paper receipts are required. If you change this, the auditor must confirm that paper receipts have been received before an expense report can be approved. Number ranges control how the number of a new document or data record is created. For example, when a new document is added, you can set the system to create a document number automatically, or have the user enter a number manually. Changing a previously assigned number range can lead to problems in the system. Create number ranges large enough to avoid future complications or overlaps. The required fine-tuning for the itinerary process using one of the SAP AG. All rights reserved. Implementation

35 Task Code List Mapping for Integration with External Applications and Solutions Time Zone Maintenance Exchange Rate Types Configure Beneficiary Types and Spend Tracking Description following booking tools, see the appropriate sections in the SAP Cloud for Travel and Expense Integration Guide: For GetThere online booking system by Sabre, see section Fine-Tune Settings For Amadeus etravel Management, see section Fine- Tune Settings For cytric by ifao, see section Fine-Tune Settings For Traxo, see section 9.4 Integrating SAP Cloud for Travel and Expense with Traxo You can maintain mappings for configuration values used in data exchange between your cloud solution and an external application or solution. To reflect the operating hours and business day of your company, select a time zone. Once the time zone is set, this is the default time zone setting for all the users in your company. The time zone you select is used, for example, to ensure that background jobs run at night, so that they do not interfere with your normal operating hours or to record organizational structure changes at the time at which they become effective. Here you can create your own exchange rate types. By using different rate types, you can store different exchange rates for the same conversion type, for example, a middle rate for actual postings and another middle rate for planning purposes. This option allows you to create new beneficiary types and adjust the default settings for beneficiary types used in expense reporting for entertainment and gift categories. You can also choose whether you want to use the spend tracking process in your company and adjust it to suit your company's reporting policies. This fine-tuning activity is optional therefore you don't see it if you selected Activities in Project. To activate it in your system, set the Show field to All Activities and choose Go. Find the Configure Beneficiary Types and Spend Tracking activity in the list and choose Add to Project. Tax on Goods and Services Allowed MIME Types for Document Upload Integration of Employee Data from SAP ERP to Your Cloud Solution You selected tax calculation during scoping, which means you have to check and adapt the tax settings, such as currency conversion rate and tax codes for your country version. You can define the MIME types for attachments and documents that can be uploaded to your solution. Here you can create your own settings for scheduling the replication of employee data. Implementation 2012 SAP AG. All rights reserved. 35

36 Task Integration of Cost Center Data from SAP ERP to Your Cloud Solution General Business Partners Number Ranges for Employees and Service Agents Regions Currencies Additional Communication Languages Address Checks Description Here you can create your own settings for scheduling the replication of cost center data. If you use business partners in your solution, you can check and adapt the predefined settings, such as business partner attributes and number ranges. You can check and adapt the number ranges used for employees and service agents. Here you can check and adapt the region codes. You can check and adapt the predefined currencies to ensure that they meet your company s needs. To communicate in languages other than the logon languages chosen during scoping, select additional languages from the list available here. Make your settings here if you want inconsistent addresses for master data, such as wrong country code or postal code length, to be shown as warnings but saved nevertheless. 4.4 Integrate and Extend Settings In the Integrate and Extend phase of your first implementation project, you as a system administrator can set up the solution to meet the specific requirements of your company. Here you can define the following: Template Maintenance You can use form Master Template to manipulate logo, address and bank account information for the expense report form. Optionally, you can access this function in the Application and User Management work center under Business Flexibility. 4.5 Perform Integration Tasks You can now start integrating with your required components. The following figure provides an overview of the supported external components: SAP AG. All rights reserved. Implementation

37 Procedure To successfully integrate with external components, follow the procedures in the Integration Guide. Caution Make sure that you perform the required procedures in the exact sequence as described in the integration guide SAP ERP Integration The SAP ERP integration is required to import the master data to. The following table provides an overview of the supported import scenarios: Implementation 2012 SAP AG. All rights reserved. 37

38 Import Options You have the following replication options: SAP ERP Systems Replication using IDoc-XML Interface This method is available for employees, cost centers, internal orders, project work breakdown structures (WBS), reporting line units, networks, network activities and sales orders. We recommend that you use this method for your initial and delta uploads of master data to. Replication using web services This method supports replication of currency exchange rates and business partners (such as customers) from SAP ERP. File download using SAP ERP add-ons and upload using the Migration Workbench This method is available for employees, cost centers, internal orders, currency exchange rates, business partners, sales orders, networks, network activities and project WBS. Non-SAP ERP Systems You can import master data by uploading.xls files from the migration workbench. In addition, you can use web services for replication of the following objects and scenarios: Employee SAP AG. All rights reserved. Implementation

39 Cost Center Cost Objects such as internal orders, project WBS, networks, network activities and sales orders Reporting Line Units Posting expense reports to a FIN system Posting expense reports to a HCM system including taxable amounts for payroll process Receiving accounting notifications from a FIN system Business Partners (such as customers) Distributed Employment Distributed employment in enables you to manage the data of employees with several consecutive and not overlapping employments in different companies, different countries and different HR systems. All personnel numbers are linked in the System by a unique person-id, sometimes also called employee-id. Posting Options You can handle travel expense reimbursement through either SAP ERP Financials (vendor accounts) or SAP HCM (payroll). controls which data is posted to which ERP system depending on the configured reimbursement scenario. The following graphic provides an overview of the supported posting scenarios: Implementation 2012 SAP AG. All rights reserved. 39

40 You have the following options to transfer expense-related data to ERP systems: FI Vendor Payment FI Vendor Payment and HR integration HR payment and taxation plus FI G/L posting File download of payment-relevant data For SAP ERP systems, we recommend using the IDoc-XML replication. For non-sap systems, we recommend using web services. Procedure You can start the installation in the SAP Solution Manager. For more information on the installation procedure, read the appropriate documentation in the online application help. You have to add the components based on the following instances to your productive system landscape using the SAP Solution Manager as follows: Instance Description Component Master Data Replication (FI) File-based and XML-IDoc-based replication of FI and CO master data NWS_EXT_FW 6.00 SP010 or higher ODTFINCC 600 SP05 or higher ODTFINCO 600 SP05 or higher TEM_FIN_EXT_CNT SP05 or SAP AG. All rights reserved. Implementation

41 Instance Description Component higher Expense Reporting Accounting Required component for XML-Idoc-based replication of expense reports FI Accounting and payment notification from FI Accounting to SAP Cloud for Travel and Expense DCFLPROC 600 SP01 or higher TEMODFI 600 SP09 or higher Master Data Replication (HCM) File-based and XML-IDoc-based replication of HCM master data NWS_EXT_FW 6.00 SP10 or higher OTM_EXTR 100 SP05 or higher TEM_HCM_EXT_CNT SP05 or higher ExpenseReportHCM Optional component for XML-IDoc-based payment and taxation ODTHCMER 600 To set up your ERP integration, follow the procedures in chapters 2 through 6 in the SAP Cloud for Travel and Expense Integration Guide Business Warehouse Integration 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. To set up your SAP NetWeaver BW integration, follow the procedures in chapter 13 of the SAP Cloud for Travel and Expense Integration Guide Integration with other SAP Cloud Solutions The integration with other SAP Cloud Solutions can also be used to import the master data to SAP Cloud for Travel and Expense. The following table provides an overview of the supported data flows. For more information on integration with the other SAP Cloud Solutions, see the Integration Guide. Implementation 2012 SAP AG. All rights reserved. 41

42 4.5.4 Other Integration Components supports integration with: Component Paymetric GetThere online booking system by Sabre Amadeus e-travel Management Cytric by i:fao Traxo OpenText Description Third-party credit card service provider that facilitates the automatic and secure processing of expense files Third-party online booking tool that allows you to search for real-time data for flights, hotels, car rental, and trains, Your bookings are then replicated into the solution. Third-party online booking tool that allows you to search for real-time data for flights, hotels, car rental, and trains, Your bookings are then replicated into the solution. Third-party online booking tool that allows you to search for real-time data for flights, hotels, car rental, and trains, Your bookings are then replicated into the solution. A third-party itinerary management system that organizes trips booked in the internet. You can display the itineraries in SAP Cloud for Travel and Expense. A third-party smart receipt recognition service that interprets receipt images sent by company employees by to SAP Cloud for Travel and Expense, turning them into machine-readable information SAP AG. All rights reserved. Implementation

43 Component Central receipt scanning service Description Central receipt scanning service to import scanned documents and attach them to expense reports, thereby simplifying and automating the process of creating expense reports. To set up integration with these components, follow the procedures in chapters 8 through 11 in the SAP Cloud for Travel and Expense Integration Guide. 4.6 Go Live In your production system, you have to complete your implementation project to go live. Prerequisites You have completed the procedures described in sections 4.1 through 4.6 of this guide. Procedure 1. In Business Configuration Implementation Projects, select your First Implementation and choose Open Activity List. 2. Follow the guided procedures to complete all required activities. 3. Close the implementation project by confirming completion of all milestones and activities. Caution You must review, and if necessary, adapt the checklist of all the activities that must be worked on or completed before going live. Please note that you can extend the scope later in a change project, but you can t reduce it. Result The implementation project is completed and you are live with your system. 4.7 Implement a Change Project After the solution has gone live for the first time, you can prepare a change project to adapt the capabilities and behavior of the solution. This involves: Selecting scoping elements Reviewing scoping questions Identifying mandatory and optional activities for implementing the changes Implementation 2012 SAP AG. All rights reserved. 43

44 The live solution is not affected by the changes until they are merged with the production system Prepare a Change Project Prerequisite You have completed the Confirm Go Live activity for your First Implementation project. Procedure 1. In Business Configuration Implementation Projects, click New to create a new change project. To edit the scope of a change project you created previously, select the project and click Edit Project Scope. The system then displays the Edit Change Project guided activity. 2. Follow the New Change Project guided procedure: Step Value 1 Select Scenario Select a change scenario: Extend Implemenation Focus Add Country At this or any subsequent step of the guided procedure, you can click Project Details to view either a Basic or Complete overview of your change project. 2 Adjust Scoping Adjust the capabilities that you want in your solution. For more information about the mandatory and optional scoping elements for, see section 4.1 Define Project Scope [page18]. 3 Review Questions Answer the scoping questions for the adjustments you made in the previous step. For more information about the mandatory and optional scoping settings for, see section 4.1 Define Project Scope [page18]. 4 Complete Project Setup Review the summary of changes and provide additional information about your change project as follows: 1. Under General Information, enter the Title and Description for your change project. 2. Under How to Proceed, choose one of the two options: o Option 1: Publish Changes to Your Production System SAP AG. All rights reserved. Implementation

45 Step Value Without Generating an Activity List When you choose this option, your project will be closed and changes are effective immediately. o Option 2: Implement Changes Using Activity List Decide if you want to include Milestones or Instructional Activities in your activity list. Under Planned Implementation Timeline, select the Start Date and End Date for your change project. 3. To save your changes, click Finish. 5 Confirmation Review your scoping results, and click Close. Result Based on your decisions, the system generates the activity list for your change project. To start working on the activities in your activity list, click Open Activity List to Implement Changes. For more information, see the next section Complete the Activity List. To view a basic or detailed summary of your change project, click Display Project Details (Basic) or Display Project Details (Complete) Complete the Activity List Once you have finished preparing an implementation project, you can start working with the activity list for the project. The activity list is automatically generated by the system based on your scoping decisions, and the activities are grouped by phases. This includes all mandatory implementation and project management activities that you need to complete before your change project can go live for the first time, or before your changes can be merged with your live solution. You can also add optional activities to the activity list and complete them. Most of these optional activities relate to the Fine-Tune phase, but may also relate to other phases. Milestones have to be confirmed for your first implementation project and your change projects (if you have included milestones in the activity list of your change project) these milestones give you guidance and allow you to track the status of your implementation. For more information about the relevant fine-tune settings for, see section 4.3 Fine-Tune Settings [page 30]. Prerequisites You have finished preparing a change project as described in the previous section of this guide. Implementation 2012 SAP AG. All rights reserved. 45

46 Procedure 1. Click Open Activity List to Implement Changes. If your change project includes the Add Country change scenario, you have to manually add business options that are affected by this change scenario. These business options were already completed as part of your first implementation project and therefore were not automatically added to the activity list of your change project. Select the change project and click Open Activity List. 2. Follow the guided procedures to complete all required activities. 3. Close the change project by confirming completion of all milestones and activities. Caution You must review and, if necessary, adapt the checklist of all the activities that must be worked on or completed before going live. Result The implementation of your change project is completed. Any scoping decisions you make as part of your change project are deployed when you complete the Merge Changes with Production System activity in the activity list. After completing this activity, you cannot adjust the scope of this change project. Your new scope must also be compatible with the company- and country-specific settings you made in sections 4.4 Integrate and Extend Settings and 4.6 Go Live. To change these settings, you have to request an additional system as described in section 4.8 Request an Additional System [page 48] Cancel a Change Project You can cancel a change project that has status Started if you find you no longer need it. The Cancel Project button is available only when the status of the change project is Started or Tested. Procedure 1. In Business Configuration Implementation Projects, open your change project. 2. On the Project Overview screen, click Cancel Project and then confirm that you want to delete the change project SAP AG. All rights reserved. Implementation

47 Result The status of the change project is set to Canceled. The canceled project remains in the list on the Implementation Projects view, but it can no longer be edited or implemented Simulate Merging a Change Project with Production Before merging a change project with the production system, you can simulate the process to check whether any issues would arise. The simulation does not affect the project or the production system. Prerequisites You have not yet completed the Merge System with Production System activity for the change project. Procedure 1. In Business Configuration Implementation Projects, open your change project. 2. On the Project Overview screen, click Actions and then choose Simulate Merge. The Simulate Merge view is displayed. 3. Click Start Simulation. Result The status of the merge simulation is displayed. To view the merge simulation report, which includes detailed information about the merge simulation process and the issues that were identified, click the See Details link. You can also access the merge simulation report from the Project Overview. Click Reports, and then choose Simulation History Update a Change Project from the Production System You can update a project with scoping and fine-tuning changes that have been made to the production system since the change project was created. This is especially useful if a change project is implemented over a long period of time, during which other change projects or immediate changes may have been applied to the production system. Implementation 2012 SAP AG. All rights reserved. 47

48 Procedure 1. In Business Configuration Implementation Projects, open your change project. 2. On the Project Overview screen, click Actions and then choose Update Project from Production. 3. On the Update Scoping and Fine-Tuning from Production screen, click Start Update. 4. If conflicts are detected between the production system and the project, choose whether to keep the project settings or the production settings. Result The status of the update is displayed. To view the update report, which includes detailed information about the update process and the issues that were encountered, click the See Details link. You can access the update report from the Project Overview as well. Click Reports and then choose Update History. 4.8 Request an Additional System Although you are provided with a production system for your solution, changes in your requirements and scope can lead to the need for an additional system. For example, you want to change your company- and country-specific settings in the course of a change project. The additional system is an exact copy of your production system without the existing master data. You can use it, for example, for testing or training purposes. This option is available for your first implementation project that does not have a status of Live or Closed, as well as for change projects that do not have a status of Closed. Procedure 1. In Business Configuration Implementation Projects, select an open change project for which you want to request a system. 2. Click Actions and select Request System. 3. On the Request System screen, select the Copy from Production System indicator. Select your preferred downtime slot. In order for a copy of your production system to be created, a downtime of your system is necessary. The available downtime slots are displayed in a table. You can select one of the available slots or enter a different start and end date and click Go. The downtime slots available during the entered dates are displayed in the table. 4. Click Request System SAP AG. All rights reserved. Implementation

49 Result Your system request is submitted. You can see the status of your request in the System Status column in the table on the Implementation Projects view. If you have requested several systems, you can see the status for each when you click on the system status link. The Additional Systems screen gives you an overview of the status, the downtime slot, and the type of system you requested. 4.9 Mobile Applications You can download the mobile apps from the respective stores as follows: ios Install the apps for the Apple iphone and the Apple ipad from the itunes Store. A notification will be displayed on-device when a new version of the app is available for download. BlackBerry Install the app for BlackBerry smartphones from BlackBerry App World. When the application is deleted or a new version is installed, all data stored on the mobile device is deleted automatically, this includes the URL Android Install the application by downloading the application directly from the Google Play Store SAP does not warrant that the software and/or features as described herein will be available without interruption or permanently. SAP draws your attention to the fact that the availability is subject to the sole discretion of the operator of the app store. The operator of the app store may, at any time and without notice, restrict, interrupt, or prevent use of the software, or delete the software from your mobile device, or require SAP to do any of the foregoing actions. Authorizations Users of the mobile apps use the same URL address and logon credentials as for the desktop application. All travelers and approvers are automatically provided access rights for the relevant modules in the mobile apps based on their assigned role in the desktop application. In the Application and User Management work center, ensure that for each mobile work center view to be accessed on a mobile device, the user of the mobile device is assigned the related desktop work center view. For further information on how to assign access rights to mobile users, refer to the Business Users Quick Guide in the Help Center from any work center. Implementation 2012 SAP AG. All rights reserved. 49

50 5 Upgrade This chapter is only relevant for existing customers migrating from the August 2013 to the November 2013 Version. Process Upgrades to are implemented by SAP Cloud CustomerCare to ensure the highest quality of the productive system. The process starts for you with the upgrade to a test upgrade system - which is based on a copy of your productive system - before the final upgrade of all productive systems is performed. For the test upgrade system, you are provided with the individual test system URL and offer an optional test period. We recommend that you test the upgrade, but this is not mandatory. An upgrade test enables you to: Address potential issues to SAP Cloud CustomerCare at an early stage of the upgrade process. Determine the requirement of individual enablement scenarios for your users. Achieve early awareness of enhancements and functional changes. Incident Reporting You can report a very high priority incident in the test upgrade tenant for the following reasons: The problem has very serious consequences for a major business process. Urgent work cannot be performed. Security and access-related incidents occur. If you identify a business critical issue with your upgrade test system, proceed as follows: 1. Report a very high priority incident in your upgrade test system with the incident short text starting with OD-Travel - <your issue>. 2. Describe the issue in detail as well as the business impact. 3. Submit the incident by Thursday 10:00 am local time at the latest, the week before the productive upgrade is planned. Restrictions SAP Cloud CustomerCare has taken measures to ensure minimum disruptions during the upgrade. You can continue to use the system at all times during the upgrade process (except planned downtime windows). Communication SAP Cloud CustomerCare will inform you in advance of the upgrade SAP AG. All rights reserved. Upgrade

51 All relevant SAP internal resources will be informed in parallel in order to be able to provide assistance if required. You will then receive the following s to guide you through the upgrade process: 1. Kickoff with your upgrade schedule for the tenants receiving an upgrade 2. Test upgrade communicating the test upgrade-url 3. Successful productive upgrade during the scheduled upgrade weekend New Functionality For a list of all new functions in as of November 2013, see What s New in SAP Cloud for Travel and Expense. Caution For new functions you want to use that require configuration settings in the Business Configuration work center, you have to follow the relevant procedures as described in chapter 4 Implementation [page 18]. In your upgraded system, you have to adjust the following features: Customers upgrading to the November 2013 Version of have to complete the following activities: Feature Customer-specific reports and extraction of data to an SAP BW system *German Country Version Only* Action The technical names of some expense report statuses have been renamed. If you've built any reports based on expense report statuses Reimbursed or Declined, these will have to be updated. The same applies for any selection criteria that a key user or end user has saved for existing reports. Here's an overview of all the statuses as of November 2013: 1 CO_IN_PREPARATION remains unchanged 2 CO_IN_AUDIT remains unchanged 3 CO_IN_APPROVAL remains unchanged 4 CO_RELEASED has been renamed from Pending Reimbursement to Released for Reimbursement 5 CO_COMPLETED is now 5 CO_CANCELLED 6 CO_DECLINED is now 6 CO_REJECTED 7 CO_CANCELLED is now 7 CO_COMPLETED 8 CO_REJECTED is now 8 CO_DECLINED If you have extracted any expense report data to an SAP NetWeaver BW system, you need to reload it to ensure that you have the correct data there. The following data sources are affected: FINERMU01 FINERMU04 ODTERMU03 ODTERMU08 ODTEXPREPHEADB To ensure compliance with the new German tax law for travel expenses that comes into effect as of 01/01/2014, you have to enter the new rates for Upgrade 2012 SAP AG. All rights reserved. 51

52 Feature Enter new meals per diem rates *German Country Version Only* Enter new taxable benefits for meal deductions New support packages Action meals per diems. The new rates are 12 for the first and last days of a trip, and 24 for all the days in between. You can update the rates in the fine-tuning activity Per diem rates for meals. If you have scoped the business option Taxable Benefit Items, and your company handles meal per diem deductions for non-travel-related expenses using the expense types T1B (breakfast), T2L (lunch) and T3D (dinner), you have to manually enter the new amounts that apply for the taxable benefit for meal deductions. These adjustments are required as a result of the new German tax laws relating to travel expenses that comes into effect as of 01/01/2014. The new amounts are 1.63 for breakfast, 3 for lunch, and 3 for dinner. Additionally, you have to ensure that the expense category assigned to these expense types is Meals.. 1. Go to the fine-tuning activityexpense Reporting Germany Edit Expense Types. 2. Under Available Expense Types, select each of the expense types one by one and, on the Definitions tab, check that the Expense Category entered for each of these is Meals. If it is not, choose Add Row and adjust this entry to Meals. 3. For each expense type, go to the Maximum Amounts tab and choose Add Row. 4. Enter the new Valid From date of 01/01/2014 and the new amounts 1.63 for breakfast, 3 for lunch, and 3 for dinner. When you press Enter, the previous record will be delimited to 31/12/ Save your entries. To take advantage of the new features in master data replication, install the latest Support Packages for the Add-On components in your SAP ERP system SAP AG. All rights reserved. Upgrade

53 6 Security All information about security for is now contained in the dedicated Security Guide. You can find this on SAP Help Portal at under <language> SAP Business ByDesign November 2013 Setup and Configuration Security Guide. Security 2012 SAP AG. All rights reserved. 53

54 7 Monitoring After you go live with, you must manage the day-to-day travel and expense activities, such as employee imports or credit card feeds. This chapter describes regular monitoring tasks in both and SAP ERP. 7.1 Tasks in Travel Administrators and System Administrators can perform all their administration activities from one central location in the Cockpit work center. In, there are mandatory as well as optional administration tasks, depending on how your business uses the system. The Travel Administrator also has direct access to daily and periodic tasks in the Travel Admin work center. To learn more about monitoring, see the documentation for administrators in the Help Center. The following table lists mandatory tasks: Area Tasks Frequency SAP ERP master data synchronization Monitor Business Communication Upload employee master data On demand Upload cost centers and other cost objects in SAP Cloud for Travel and Expense Automatically post travel expense reimbursements to SAP ERP by setting up trusted communication channels, parallel G/L accounts, and logical systems User and access management Manage the access rights centrally. Access rights are given in the form of work center access, which you can assign / remove from your users On demand Unlock / deactivate / reactivate users and reset password of business users Manage employee imports Cost assignments Monitor and manage cost centers Monitor other cost objects Currency exchange rates Upload exchange rates from SAP ERP or create manually in Enter a specific exchange rate pair On demand On demand Expense report posting and accounting notifications Monitor expense report change log Use business communication monitor On demand SAP AG. All rights reserved. Monitoring

55 Area Tasks Frequency Expense types Set up expense types Monitor expense reports Credit card feeds Monitor successfully und unsuccessfully imported feeds Manage corporate credit cards Manage credit card transactions On demand If applicable daily Central Receipt Scanning Monitor unsuccessfully imported attachments from the central receipt scanning service Daily Electronic invoice Monitor all electronic invoices that have not yet been assigned to expense reports. Assign invoices that could not be assigned to an employee to the relevant employee. Daily Expose Data to BW Monitor data extraction On demand Itinerary replication View background jobs Monitor action items Resolve erroneous replication runs Incident handling Review of incidents created by end users, clarify open questions with end user and search for possible solutions in available resources Process incidents which are automatically created by the system, which report missing master data etc. and which lead to processes being interrupted Process incidents which are automatically created by the system reporting inconsistencies Check and release service tasks Process incidents, forward them to SAP if necessary and react to replies from SAP Regularly On demand Daily On demand 7.2 Tasks in SAP ERP You can use the following transactions in SAP ERP to monitor tasks and to analyze errors with regard to FI Posting. Transaction Tasks Frequency BD87 Status for ALE Messages Check if IDocs for the specified message types below were processed correctly: For Outbound: o FIN_DCFL_TV_PAY_CONF Daily Monitoring 2012 SAP AG. All rights reserved. 55

56 SM37 Simple Job Selection o IDOC_ODTF_COBJ For Inbound:FIN_DCFL_TV For items with a red status light, follow the proposed solution and then restart them. You have scheduled program RBDMIDOC to analyze the change pointers in your financials system. You can use this transaction to check if the program runs correctly. Regularly/ on demand SAP AG. All rights reserved. Monitoring

57 8 Troubleshooting This chapter provides troubleshooting information to support you with your daily monitoring activities. 8.1 SAP ERP: Master Data Upload Monitoring the Master Data Replication In the ERP system, where you have started your replication report, go to transaction BD87 to see which outbound messages have been automatically created. Take a note of the IDoc numbers. In the system, in the Application and User Management work center, use the Web Service Message Monitoring to show the technical details of your messages. In the Master Data Replication work center, select Import and then the objects you replicated, to display the upgrade status and connectivity of your master data import. The Cockpit work center in provides you with a universal overview of all your monitoring tasks. Here, you can find all the information of Application and User Management and the Web Service Message Monitoring on one page Frequently Asked Questions How can I change wrong employee or cost center data in the staging area? An error that might occur quite often is that either the manager of a cost center has not been created in the SAP Cloud for Travel and Expense system or the cost center to which an employee is assigned has not yet been created. In this case, also upload the missing employees or cost centers. If all the necessary managers and cost centers are uploaded and there are no additional errors after two days at the latest, the cost centers and employees are activated by an automatic run. You can also activate employees manually in Master Data Replication Import Employees. Select one employee and choose Edit. Correct the data, and choose Replicate. To activate all employees on the list, choose Trigger Replication. To activate several cost centers at the same time, choose Master Data Replication Import Cost Centers, and then Trigger Process Run. If you need to change data that cannot be changed at this point or if you need to change many data sets, you can flag all cost centers or employees that are wrong as irrelevant. Then, you can go back to the upload step and either import a new XML file, or copy the already existing one and modify it. After finishing the migration of the changed data, you can either wait for the automatic run, or start the activation manually under Master Data Replication Import Cost Centers. Troubleshooting 2012 SAP AG. All rights reserved. 57

58 How can I delete an employee from the system? You cannot delete employees in but you can set the access period end date of an employee to a date in the past. As a result, the employee cannot be used any more in SAP Cloud for Travel and Expense. You can do this manually by choosing Application and User Management Business Users. The select the users and choose Edit Attributes. You can overwrite the Termination Date after upload and before processing the file. This date is mapped to the access period end date during processing of the data. You can also copy an existing field that has already been processed to change this date for all or some of the entries Error Handling Error in Migration Workbench (MWB): Inconsistent values found in your source file See the following error details in the Migration Workbench (MWB): No Communication System has been defined for the logical system name contained in the custom property LOGSYS of the xml. This may happen if, for example, you upload employee data from a non-sap system and have manually set the LOGSYS property to a wrong value. You cannot edit thelogsys property in the MWB; you have to upload a new file. When dealing with employee data, you can download the file from the MWB, give the new file a different name, clearlogsys, and upload the file again. (LOGSYS is optional in employee files.) Delete the original file from the MWB because it cannot be processed. LOGSYS is mandatory for the upload of cost objects because FI integration is supported only with SAP ERP systems. TheLOGSYS property will be populated automatically when cost object data is extracted from an SAP ERP system. You must have defined a corresponding communication system in the SAP Cloud for Travel and Expense system. Uploaded Employees are not visible under Manage Employees and User Details This error can occur for the following reasons: The upload of master data has not yet finished Check in the front end in the Migration Workbench whether the file appears in the workbench with status In Process. Select the file and choose Execute Migration. This takes you to the current processing step: 1. Any error messages can be seen directly in the Migration Workbench. Typical error messages refer to inconsistent data in the uploaded file, or to missing value mappings. Proceed as indicated in the error message SAP AG. All rights reserved. Troubleshooting

59 2. If there are no error messages, the previous processing step has finished and the system is waiting for user interaction before continuing with the next step. To trigger the next step, choose Next. You can choose Run in Background and later check the results of that step by choosing Execute Migration again from the initial screen of the Migration Workbench. Data has so far only been transferred to the staging area As stated above, employees and cost centers are first uploaded to the staging area. This is the normal behavior directly after upload, and not an error. Check the content of the staging area as follows: Go to Master Data Replication Display Employees / Cost Centers: o On the day of the upload, the Update Status field shows a yellow traffic light indicating that the record has not yet been processed in the staging area. o On the day after the upload, or after manual processing, the record should have disappeared from the list. If it is still listed, the Update Status field should show a red traffic light. Select the entry and check the log messages displayed in the lower part of the screen. Data Remains in the Staging Area As described in section Core Master Data and Dependencies of the Integration Guide, uploaded data remains in the staging area until it is processed by the nightly background job. You can manually trigger processing of data in the staging area by choosing Master Data Replication Import as follows: For employees: 1. Choose Employees. 2. Select an entry and choose Edit. 3. This leads you to the detail view of the employee data where you can edit values. Depending on the error messages found on the previous screen, or that are available on the current screen when you choose Process, you can try to correct the problem by changing the content of some fields. Be aware that this is only a quick fix, and that the data probably needs to be corrected in the leading system. If manual processing fails, choose Mark as irrelevant. This removes the record from the staging area and you can try again with a new upload. If you do not remove the record, it blocks processing of subsequently uploaded data for the same employee. For cost centers: Choose Cost Centers, and then Trigger Process Run. This triggers processing for all cost centers in the staging area; which may take some time. Any errors will be visible in the bottom part of the screen when you select an item in the list. If processing fails repeatedly, mark the record(s) as irrelevant and upload the data again. As described in section Core Master Data and Dependencies of the SAP Cloud for Travel and Expense Integration Guide, you have to perform a number of manual steps in the staging area to activate new employees and cost centers. Troubleshooting 2012 SAP AG. All rights reserved. 59

60 8.2 Monitoring Posting Transactions between SAP Cloud for Travel and Expense and ERP In SAP Cloud for Travel and expense in the Postings work center you can monitor the Expense Report postings including all details and manually trigger postings. In ERP you can monitor incoming postings in the ALE monitor (transaction BD Credit Card Integration The following table provides information about errors that can occur during credit card integration: Error Message Issuer code <credit card issuer code> not found in SAP Cloud for Travel and Expense. Please enter the credit card issuer in "Manage Credit Card Issuers" and then click Start Import in "Monitor Credit Card Feeds". Description / Solution The credit card issuer code contained in the imported expense file does not exist in. This prevents the file from being imported. Solution: Set up a new credit card issuer in with the relevant issuer code as follows: 1. In Business Configuration Implementation Projects First Implementation. Choose Open Activity ListCredit Card Settings, choose Edit Credit Card Issuer. 2. The Credit Card Issuers worklist appears. 3. Choose Add Row. 4. Enter the required ID and name in Issuer ID and Issuer Name. The Issuer Name field is case-sensitive. 5. Save your entries. The credit card issuer is added to. You can either import the file manually or wait for the next scheduled import. File <File name> cannot be imported; contact technical support This error is triggered by one of the following: A communication error with the Paymetric web service Incorrect user name Incorrect password Incorrect parameters for expense file Any of the above cases will prevent the file from being imported. (and will be specified in the log) The cause of the error will be listed in the log. Solution: Contact SAP Cloud Managed Services. SAP Cloud Managed Services can SAP AG. All rights reserved. Troubleshooting

61 Error Message Amount <amount> not valid; Please contact the credit card issuer regarding transaction <credit card transaction number>. Date format <date> is not valid. Please contact the credit card issuer regarding transaction <credit card transaction number>. Description / Solution now do the following: 1. Check the technical log for the detailed error message. 2. Contact Paymetric and provide file name, customer and problem details. The expense file contains invalid data (it does not comply with the credit card issuer's defined file format) and therefore it cannot be parsed. The file will not be imported. Solution: Contact the credit card issuer, provide the problem details, and request a new file. You can either import the file manually or wait for the next scheduled import. Currency code <currency code> does not exist. Please contact the credit card issuer regarding transaction <credit card transaction number> Payment type <payment type> is not valid. Please contact the credit card issuer regarding transaction <credit card transaction number>. A technical error has occurred. Please contact technical support. Currency code <currency code> is not valid. Please contact the credit card issuer regarding transaction <credit card transaction number>. An internal technical error in. The cause of this error can be one of the following (and will be specified in the log): The LCP or UUID is missing. XSLT was not found; therefore conversion according to XSLT is not possible. Conversion of XML into ABAP XML failed. Conversion of the flat file into ABAP XML failed. Solution: Report an incident. The currency code or country code provided in the file does not exist in. Solution: Contact the credit card issuer and provide the problem details. Country code <country code> is not valid. Please contact the credit card issuer regarding Troubleshooting 2012 SAP AG. All rights reserved. 61

62 Error Message transaction <transaction number>. Please contact the credit card issuer to provide the master data for credit card <last 4 digits>. Employee ID <employee ID> for credit card <credit card number> is not valid. Please contact the credit card issuer Employee ID <employee ID> for credit card <credit card number> is not valid. Please assign credit card to employee <employee> in "Manage Corporate Credit Cards" and inform the credit card issuer regarding transaction <transaction number>. Description / Solution Only relevant for Visa/US Bank/MasterCard files The imported credit card transaction includes a card number that has not been provided in the master data section previously. Solution: Contact the credit card issuer and provide the problem details. Only relevant for Visa/US Bank/MasterCard files Employee ID provided in the master data is invalid. Solution: Contact the credit card issuer regarding the invalid employee ID. To correct the data without reimport, the admin can assign the valid employee ID as follows: In Travel Admin choose Feed Monitoring. Select the corresponding file and click Edit Credit Card Transactions. Enter the valid employee ID for the transaction in the transaction list. Save the data and choose Retry Only relevant for brands without master data (such as AMEX). Employee ID provided in the transaction is invalid. Solution: Contact the credit card issuer regarding the invalid employee ID. Steps: To be able to assign this transaction to a specific employee in SAP Cloud for Travel and Expense, the card number must be mapped to the relevant employee. To correct the data, please proceed as follows: 1. In Travel Admin, choose the common task Manage Corporate Credit Cards. A list of existing corporate credit cards in SAP Cloud for Travel and Expense appears. 2. In the Find field, type the required credit card number and choose Go. 3. Any credit card numbers that match the requested value will appear in the worklist. Click the required credit card number. Select the corresponding Employee ID and Name in the table row Employee. 4. Save your entries. The card is now assigned to the specified employee. Once a card is assigned to a specific employee all imported transactions listed for that card are assigned to the employee SAP AG. All rights reserved. Troubleshooting

63 Error Message Please assign credit card <last 4 digits> to employee <first name> <last name> in "Manage Corporate Credit Cards". Employee ID <employee ID> for <first name> <last name> is not valid. Please assign employee ID in "Edit Credit Card Transactions" and contact your travel agency. Description / Solution 5. When the card is assigned, release the card-related transactions. Choose Travel AdminFeed Monitoring, select the corresponding file and choose Retry The imported credit card transaction includes a credit card number but no employee ID. To assign this transaction to a specific employee in SAP Cloud for Travel and Expense, the card number must be mapped to the relevant employee. Solution: 1. In Travel Admin choose the common task Manage Corporate Credit Cards. A list of existing corporate credit cards in SAP Cloud for Travel and Expense appears. 2. In the Find field, enter the required credit card number and choose Go. 3. Any credit card numbers that match the requested value will appear in the worklist. Click the required credit card number. Select the corresponding Employee ID and Name in the table row Employee. 4. Save your entries. The card is now assigned to the specified employee. Once a card is assigned to an employee, all imported transactions listed for that card are assigned to the employee. 5. When the card is assigned, release the card-related transactions. To do so, choose Travel AdminFeed Monitoring, select the corresponding file and choose Retry. A transaction of type CTA (Central Travel Account) does not contain a valid employee ID. Therefore, it cannot be assigned to an employee or an employee s expense report. This means that the transaction cannot be saved in Solution: Contact the travel agency and make sure that the relevant employee ID is correctly assigned to this transaction. When the transaction is reimported with the relevant employee ID assigned, it will be saved in SAP Cloud for Travel and Expense. To correct the data without reimport, the admin can assign the valid employee ID as follows: 1. Go to Travel AdminFeed Monitoring. 2. Select the corresponding file and choose Edit Credit Card Transactions. 3. Enter the valid employee ID for the corresponding transaction in the transaction list. 4. Save the data and choose Retry Troubleshooting 2012 SAP AG. All rights reserved. 63

64 Error Message Employee ID is not valid. Please contact your travel agency regarding transaction <transaction number>. Info: Card <last 4 digits> is already assigned to employee <employee ID>. Please check the credit card master data in "Manage Corporate Credit Cards" and inform the credit card issuer regarding employee ID <employee_id>. Description / Solution A transaction of type CTA (Central Travel Account) contains neither a valid employee ID nor a traveller name. Therefore, it cannot be assigned to an employee or an employee s expense report. This means that the transaction cannot be saved in Solution: Contact the travel agency and make sure that the relevant employee ID is correctly assigned to this transaction. When the transaction is reimported with the relevant employee ID assigned, it will be saved in SAP Cloud for Travel and Expense. Only relevant for Visa/US Bank/MasterCard files A master data record includes a card number that already exists in SAP Cloud for Travel and Expense and is already assigned to an employee. The employee ID provided by the issuer differs from the employee ID assigned to the token in. Solution: Transaction and corresponding expense are assigned to the token in SAP Cloud for Travel and Expense. Check the credit card master data in Manage Corporate Credit Cards. Contact the credit card issuer regarding the invalid employee ID. Assign the merchant category code <category code> to an expense type on the "Map Merchant Category Codes screen. Merchant category code <merchant category code> does not exist; Please report an incident. The imported credit card transaction includes a merchant category code that is not mapped to an expense type in SAP Cloud for Travel and Expense. Solution: 1. In Business Configuration Overview, enter Manage Merchant Category Code Mapping - <Country> in the Find field. A list of existing merchant category codes in SAP Cloud for Travel and Expense appears. 2. Select a table row. 3. In Expense Type, click the arrow icon and select a list option. 4. Save your entries. The merchant category code is now mapped to the selected expense type. 5. When the merchant category code is mapped, release the cardrelated transactions. Choose Travel Admin Feed Monitoring and in Action Items, select the corresponding file and choose Retry. The merchant category code in this transaction does not exist in SAP Cloud for Travel and Expense. Solution: Contact SAP Cloud Managed Services. SAP Cloud Managed Services SAP AG. All rights reserved. Troubleshooting

65 Error Message Info: Transaction <transaction ID> was not imported because the transaction already exists. Description / Solution adds the new merchant category code and deploys to all tenants. The newly-imported expense file contains a transaction that already exists in. Solution: No action is required. No action is required. 8.4 Online Booking Tools and Itinerary Management GetThere In Application and User Management Background Jobs, system administrators should regularly scan the job log for errors. The Background Jobs screen displays a list of executed jobs. We recommend that you filter the list using the All Jobs run in last Week and All Failed Jobs options. In the list, check jobs of run type Synchronize OBE Run. To display the corresponding log for a job, choose View Job Log. See below for examples of errors you may come across in your daily work. General Replication Errors General errors refer to general malfunction that prevent the replication of all trips. General errors are automatically retried by including the respective replication time frame in the next job run. If the root cause is not resolved, the general error will persist for the next run. You have to resolve the error before a retry can be successful. Example You receive the following error message: Error while retrieving list of booking data IDs Service provider invocation timed out This is typically due to network or service provider problems. If the issue persists for the next runs, you should contact GetThere to check their systems. Trip-Specific Replication Errors Trip-specific errors relate to a single trip. The system creates an action item for each trip-specific error in a job run. The action items allow you to retry faulty trips by exposing the action ProcessFailedItems. To view the error information, click the Replication Error link. Then choose Actions Process Failed Items Troubleshooting 2012 SAP AG. All rights reserved. 65

66 For trip-specific errors, you additionally find an entry in the action items list. The information provided using Replication Error link is equivalent to the job log. After fixing the issue, you should retry the trip synchronization by choosing Process Failed Items You have to resolve the error before a retry can be successful. Example You receive the following error message: Employee number XXXX in locator YYYY is not valid This error occurs when the employee information is incorrect in the GetThere user profile. The employee information in the GetThere user profile must match the SAP Cloud for Travel and Expense employee number. If this is not the case, the trip cannot be correctly referenced in. To solve the issue, correct employee information in GetThere accordingly. Logon to GetThere not Possible If your employees report logon problems to the GetThere booking tool, please remind them to add SAP Cloud for Travel and Expense to their list of trusted websites, and ensure that your browser allows pop-ups Amadeus e-travel Management (AeTM) In Application and User Management Background Jobs, system administrators should regularly scan the job log for errors. The Background Jobs screen displays a list of executed jobs. We recommend that you filter the list using the All Jobs run in last Week and All Failed Jobs options. In the list, check jobs of run type Synchronize OBE Run. To display the corresponding log for a job, choose View Job Log. See below for examples of errors you may come across in your daily work and possible solutions. Replication Errors The following types of replication errors can occur: General errors These errors refer to general malfunction that prevent the replication of all trips. General errors are automatically retried. If the root cause is not resolved, the general error will persist for the next run. You have to resolve the error before a retry can be successful. Example You receive the following error message: Error while retrieving list of booking data IDs Service provider invocation timed out This is typically due to network or service provider problems. If the issue persists for the next runs, you may contact Amadeus to check their systems. Trip-specific replication errors SAP AG. All rights reserved. Troubleshooting

67 Trip-specific errors relate to a single trip, for example, if a trip cannot correctly be referenced in SAP Cloud for Travel and Expense. Example You receive the following error message: Employee number XXXX in locator YYYY is not valid This error occurs when the employee information is incorrect in the AeTM user profile. The employee information in the AeTM user profile must match the SAP Cloud for Travel and Expense employee number. If this is not the case, the trip cannot be correctly referenced in. To solve the issue, correct employee information in AeTM accordingly. During the next replication run, this trip is then replicated again. Logon to AeTM not Possible If your employees report logon problems to the AeTM booking tool, please remind them to add SAP Cloud for Travel and Expense ( and AeTM ( to their list of trusted websites, and ensure that your browser allows pop-ups cytric by i:fao Troubleshooting for cytric works the same way as for the AeTM booking tool. For more information, please see chapter Amadeus e-travel Management (AeTM) in this master guide Traxo Q: Why does my trip from Traxo not reach? A: Make sure you have marked the trip as business trip, not as a private trip. only synchronizes business trips. For more information on Traxo, please refer to the FAQ provided by Traxo at Troubleshooting 2012 SAP AG. All rights reserved. 67

68 8.5 Smart Receipt Recognition Dos and Don'ts - How to Prepare Receipts for OCR Scanning and Photo For optimum results when scanning or taking photos of receipts, follow the guidelines listed in the table. Photo - Dos and Don'ts Use a camera with 5 megapixel resolution One receipt per photo Use a monochrome background Use daylight if possible, or two light sources. Switch off the flash Adjust the focus well Make sure the complete receipt is visible in the display Hold camera in parallel to the receipt Don't shake the camera Scanning - Dos and Don'ts One receipt per page Stick small receipts on white A4 paper Stick without skewing Use transparent scotch for sticking receipt to the paper Optimal Scanner settings: 300 dpi; b/w,; compression fax group IV Do not use crumpled or creased receipts Do not fold receipts Do not staple receipts Do not add handwritten notes Don't use camera with less than 2 megapixels Troubleshooting Errors As an administrator, you do not receive errors in the Work view or Cockpit work center related to smart receipt recognition. This is because error notifications are sent directly to travelers who send receipt images which cannot be processed successfully by Smart Receipt Recognition. A system health check runs on a weekly basis in the background to monitor the communication between SAP Cloud for Travel and Expense and OpenText. This health check is monitored by SAP Cloud Managed Services. The health check checks if there are expense entries that have the status In process and that have been created two to nine days previously. If entries are detected by the check, one of the following errors has occurred: Error A connectivity failure between SAP Cloud for Travel and Expense and OpenText. Corrupted data has been received from OpenText. Solution SAP Cloud Managed services will contact OpenText and provide the problem details. SAP Cloud Managed services will contact OpenText and provide the problem details SAP AG. All rights reserved. Troubleshooting

69 Error Invalid data has been sent to OpenText. Solution SAP Cloud Managed services will contact system administrators and provide the problem details, for example, invalid expense type. 8.6 Central Receipt Scanning and Electronic Invoices Errors relating to both the central receipt scanning service and the electronic invoice notification service are listed as business tasks in Travel Admin Work or in the Cockpit work center. To solve these errors, follow the instructions in the task description. In most cases it will be necessary to contact the central receipt scanning service or the travel broker and provide the problem details. 8.7 Mobile Applications How can I find version information? To find the exact mobile app version of that you are using, choose Options on the Log On screen in the mobile app. How can I recover data if the mobile app fails? When you go online in the mobile apps, your data is synchronized with the server, and no further user interaction is required to recover the data. How can I reset the app password on my mobile device? 1. From the Logon screen, choose Options. 2. In the System area, choose Reset App Password. A confirmation message appears. 3. Choose Yes. 4. Enter your web desktop application logon info and choose Logon. It may take a few minutes for the application to set up your user. The App Password box appears. 5. Enter and confirm your new app password. Troubleshooting 2012 SAP AG. All rights reserved. 69

70 9 Support System administrators are the single point of contact for SAP Support to supply your company with solutions to issues that arise in your system. provides all the tools that you as a system administrator require to manage incidents reported by your users. You can access Incidents from Application and User Management under Incidents and Service Tasks. Support Process 1. A user reports an incident. 2. The incident is forwarded to the system administrator automatically. 3. The system administrator searches for possible solutions in the existing knowledge base areas and finds a solution. 4. If no solution is available, the system administrator forwards the incident to SAP Support. 5. SAP Support solves the incident and contacts the system administrator with a proposed solution. 6. If SAP Support cannot solve the incident because more information is required, they can return the incident to the system administrator with a request for more information. 7. The system administrator proposes the solution to the user. 8. The user confirms the solution. 9. The system administrator closes the incident. Only administrators can forward the incident to SAP Support. As administrator, you must examine each incident and attempt to find a solution. Once you ascertain that the knowledge base areas do not contain a solution to the incident, you can forward the incident to SAP Support for additional support. Support for Mobile Users To get support for a technical error in the mobile app, go to the desktop application, create an incident and include the following information with your error description: Operating system Device type and version Application version Country version Language version Log file When logging is active and the technical error is reproduced, a file is created containing technical data to be sent to SAP customer support in order to help resolve the error. Delete the log files once they are no longer needed SAP AG. All rights reserved. Support

71 Search for Solutions Search for possible solutions in the built-in documentation. In the Help Center, all your tasks and the tasks of the other supported roles are documented. Search for solutions documented by Support based on previous incidents. Contact SAP Support Create and monitor incidents in the Application and User Management work center. In case of system downtime or escalation requests, call the Emergency Support Hotline. For more information, see For more information about providing support to your users and working with SAP Support, see the Help for Administrators documentation in the Help Center. Support 2012 SAP AG. All rights reserved. 71

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