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Integration Guide Document Version: 1.

0 2013-08-22

PUBLIC

SAP Cloud for Travel


August 2013 Version

Typographic Conventions

Type Style 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.

Example EXAMPLE

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, F 2 or E N T E R .

Example

Example

<Example>

EXAMPLE

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SAP Cloud for Travel Typographic Conventions

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: http://service.sap.com/instguides Installation & Upgrade Guides On-Demand Solutions from SAP SAP Cloud for Travel August 2013 Version The following table provides an overview of the most important document changes: Version 1.0 Date 2013/08/22 Change Initial version

SAP Cloud for Travel Document History

Integration Guide 2012 SAP AG. All rights reserved.

Table of Contents

1 2 2.1 2.2 2.3 2.4 2.5 2.6

Introduction.............................................................................................................................................. 8 SAP Cloud for Travel: Integrating SAP ERP Systems........................................................................... 11 Set Up Communication System ............................................................................................................................ 11 Set Up Companies and Company Codes ............................................................................................................ 13 Set Up FIN Communication Arrangement .......................................................................................................... 13 Set Up HCM Communication Arrangement........................................................................................................ 16 Set Up Communication Arrangement for Replication of Employee Master Data ........................................... 17 Set Up Communication Arrangement for Replication of Currency Exchange Rates ...................................... 19 2.6.1 SAP ERP: Maintain Endpoints for Web Services ................................................................................ 19 2.6.2 SAP Cloud for Travel: Set Up Communication Arrangement ...........................................................20 SAP ERP: Setting Up FI Posting ............................................................................................................23 Define Logical System........................................................................................................................................... 23 Maintain RFC Destinations ................................................................................................................................... 23 3.2.1 Reimbursement Notifications ..............................................................................................................24 3.2.2 Cost Object Replication Using IDocs ................................................................................................... 25 3.2.3 Cost Center Replication Using IDocs .................................................................................................. 27 Maintain Port Definitions ......................................................................................................................................28 3.3.1 Maintain Partner Profile....................................................................................................................... 30 3.3.2 Maintain Distribution Model ................................................................................................................. 32 SAP ERP: Setting Up HCM Processing ................................................................................................ 34 Define Logical System...........................................................................................................................................34 Maintain RFC Destinations ................................................................................................................................... 35 Maintain Port Definitions ...................................................................................................................................... 37 4.3.1 Maintain Partner Profile........................................................................................................................ 37 4.3.2 Maintain Distribution Model .................................................................................................................39 Replicating Master Data from SAP ERP ............................................................................................... 41 Master Data Replication Using IDocs .................................................................................................................. 41 5.1.1 Replication Logic ................................................................................................................................... 41 5.1.2 Initial Replication ...................................................................................................................................44 5.1.3 Delta Replication ...................................................................................................................................45 5.1.4 Cost Centers ..........................................................................................................................................49 5.1.5 Internal Orders ...................................................................................................................................... 52 5.1.6 Projects ..................................................................................................................................................56 5.1.7 Networks and Network Activities ....................................................................................................... 60 5.1.8 Sales Orders ..........................................................................................................................................63 5.1.9 Employees ............................................................................................................................................. 67 5.1.10 Reporting Line Units ............................................................................................................................. 71 Replication of Master Data Using Web Services................................................................................................. 74 5.2.1 SAP Cloud for Travel: Fine-Tune Settings .......................................................................................... 74 5.2.2 SAP TravelOnDemand: Schedule Replication Run for Currency Exchange Rates ......................... 75

3 3.1 3.2

3.3

4 4.1 4.2 4.3

5 5.1

5.2

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SAP Cloud for Travel Table of Contents

5.3

5.2.3 Non-SAP Systems: Replicate Master Data Using Web Services ......................................................76 Manual Replication of Master Data ......................................................................................................................78 5.3.1 Core Master Data and Dependencies ..................................................................................................78 5.3.2 SAP ERP: Manual Download of Master Data...................................................................................... 80 5.3.3 SAP Cloud for Travel: Manual Upload of SAP ERP Data ................................................................... 82 5.3.4 Handling of Errors in Manual Master Data Uploads .......................................................................... 82 5.3.5 Reporting Line Units............................................................................................................................. 83 5.3.6 Employees............................................................................................................................................. 83 5.3.7 Cost Centers ......................................................................................................................................... 88 5.3.8 Currency Exchange Rates ................................................................................................................... 90 5.3.9 Internal Orders...................................................................................................................................... 93 5.3.10 Projects ................................................................................................................................................. 95 5.3.11 Networks and Network Activities.........................................................................................................97 5.3.12 Alternative Approvers .......................................................................................................................... 98 5.3.13 Business Partner Master Data ........................................................................................................... 101 Defining Business Settings for FI Posting.......................................................................................... 102 SAP ERP: Define Mapping of Employee to Vendor ...........................................................................................102 SAP ERP: Define Mapping of Payment Card Issuer to Vendor ........................................................................102 SAP ERP: Convert Employee ID..........................................................................................................................103 SAP Cloud for Travel: Manage SAP ERP Accounts...........................................................................................103 SAP ERP: Define G/L Account Determination ..................................................................................................104 SAP Cloud for Travel: Set Up Expense Types ...................................................................................................104 SAP ERP: Define Document Type.......................................................................................................................105 SAP ERP: Change Posting Date ......................................................................................................................... 106 SAP ERP: Configure Derivation of Tax Code in Central FI System................................................................. 106 SAP ERP: Activate Payment Notification........................................................................................................... 107 SAP ERP: Schedule Program to Send the Payment Notification .................................................................... 107 Defining Business Settings for HCM Processing ............................................................................... 108 SAP Cloud for Travel: Set Up Integration Configuration ..................................................................................108 SAP Cloud for Travel: Set Up Wage Types ....................................................................................................... 109 SAP Cloud for Travel: Adjust Number Range for Trip ID ................................................................................... 111 SAP ERP: Configure Interface to HR Payroll/DME ............................................................................................ 111 SAP ERP: Configure Data Medium Exchange Payment ................................................................................... 113 7.5.1 Set Up HCM Payment ......................................................................................................................... 113 7.5.2 Define G/L Account Determination ................................................................................................... 113 Integrating SAP Cloud for Travel with Credit Card Service Providers .............................................. 115 Overview ............................................................................................................................................................... 115 8.1.1 High-Level Workflow ........................................................................................................................... 115 8.1.2 Supported Credit Card Types .............................................................................................................117 8.1.3 Supported Credit Card Issuers ...........................................................................................................117 8.1.4 Managing American Express Account Type Settings ...................................................................... 118 Setting Up the Paymetric ExFTS Web Service .................................................................................................. 118 SAP Cloud for Travel: Viewing and Adding Credit Card Issuers ...................................................................... 119 SAP Cloud for Travel: Setting Up Communication Arrangement ...................................................................120 SAP ERP: Detokenizing Credit Card Transaction Data Files............................................................................ 121 8.5.1 SAP ERP: Detokenization Options ..................................................................................................... 121 8.5.2 SAP ERP: Detokenization Before Posting the FI Document (Option 1) .......................................... 122

6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 6.11 7 7.1 7.2 7.3 7.4 7.5

8 8.1

8.2 8.3 8.4 8.5

SAP Cloud for Travel Table of Contents

Integration Guide 2012 SAP AG. All rights reserved.

8.5.3 8.5.4 9 9.1

SAP ERP: Detokenize Using the Payment Medium Workbench (Option 2) .................................. 123 SAP ERP: Set up Connection to Paymetric Tokenization Server ................................................... 124

9.2

9.3

9.4

Integrating SAP Cloud for Travel with Third-Party Booking Tools and Itinerary Management Tools............................................................................................................................... 127 Integrating SAP Cloud for Travel with GetThere .............................................................................................. 127 9.1.1 SAP Cloud for Travel: Set Up Communication System ................................................................... 127 9.1.2 SAP Cloud for Travel: Set Up Communication Arrangement ......................................................... 128 9.1.3 SAP Cloud for Travel: Fine-Tune Settings ........................................................................................ 129 9.1.4 Set Up Pre-Trip Approval for Itineraries ........................................................................................... 130 9.1.5 GetThere: Maintain User Data ............................................................................................................131 9.1.6 Set Up Single Sign-On..........................................................................................................................131 Integrating SAP Cloud for Travel with Amadeus e-Travel Management ........................................................ 132 9.2.1 SAP Cloud for Travel: Set Up Communication System ................................................................... 132 9.2.2 SAP Cloud for Travel: Set Up Communication Arrangement ......................................................... 133 9.2.3 SAP Cloud for Travel: Fine-Tune Settings ........................................................................................ 134 9.2.4 AeTM: Maintain User Data.................................................................................................................. 135 9.2.5 Set Up Single Sign-On......................................................................................................................... 136 Integrating SAP Cloud for Travel with Cytric by i:FAO ..................................................................................... 136 9.3.1 SAP Cloud for Travel: Set Up Communication System ................................................................... 136 9.3.2 SAP Cloud for Travel: Set Up Communication Arrangement ......................................................... 137 9.3.3 SAP Cloud for Travel: Fine-Tune Settings ........................................................................................ 138 9.3.4 Cytric: Maintain User Data ................................................................................................................. 139 9.3.5 Set Up Single Sign-On......................................................................................................................... 140 Integrating SAP Cloud for Travel with Traxo..................................................................................................... 140 9.4.1 SAP Cloud for Travel: Fine-Tune Settings ........................................................................................ 140 9.4.2 Pre-Trip Approval for Itineraries ........................................................................................................ 143 9.4.3 Traxo: Maintain User Data .................................................................................................................. 143 Integrating SAP Cloud for Travel with Smart Receipt Recognition Services .................................. 144 Overview ............................................................................................................................................................... 144 10.1.1 High-Level Workflow ........................................................................................................................... 145 SAP Cloud for Travel: Fine-Tune Settings ......................................................................................................... 145 Integrating SAP Cloud for Travel with Central Receipt Scanning Services ..................................... 146 Overview ............................................................................................................................................................... 146 11.1.1 High-Level Workflow ........................................................................................................................... 147 SAP Cloud for Travel: Setting Up Communication Arrangements ................................................................. 147 Providing Information to the Third-party Central Receipt Scanning Service ................................................ 149 Integrating SAP Cloud for Travel with Electronic Invoice Notifications .......................................... 150 Overview ............................................................................................................................................................... 150 12.1.1 High-Level Workflow ............................................................................................................................ 151 SAP Cloud for Travel: Using E-Mail Communication......................................................................................... 151 SAP Cloud for Travel: Setting Up a Communication Arrangement ................................................................ 152 Integrating SAP Cloud for Travel with SAP NetWeaver Business Warehouse................................. 154 High-Level Overview ............................................................................................................................................ 154 SAP Cloud for Travel: Set Up Communication System ................................................................................... 155 SAP Cloud for Travel: Set Up Communication Arrangement.......................................................................... 156

10 10.1 10.2 11 11.1 11.2 11.3 12 12.1 12.2 12.3 13 13.1 13.2 13.3

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SAP Cloud for Travel Table of Contents

13.4 13.5 13.6 13.7 13.8

13.9 13.10

SAP Cloud for Travel: Expose Data Sources ..................................................................................................... 157 SAP NetWeaver BW: Create Logical System .................................................................................................... 158 SAP NetWeaver BW: Create ODP Source System............................................................................................ 158 SAP NetWeaver BW: Create Data Source ......................................................................................................... 159 SAP NetWeaver BW System: Extract Code Descriptions from a Flat File ...................................................... 161 13.8.1 SAP NetWeaver BW System: Create Source System...................................................................... 161 13.8.2 SAP NetWeaver BW System: Create DataSource............................................................................ 162 SAP Cloud for Travel: Check and View the Extracted Data..............................................................................164 SAP NetWeaver BW System: Set Up Web Service for Transfer of Expense Report Attachment Binary Data ........................................................................................................................................................... 165 Integrating SAP Cloud for Travel with SAP Financials OnDemand .................................................. 166 SAP Cloud for Travel: Set Up Scoping ...............................................................................................................166 SAP Cloud for Travel: Set Up Communication System....................................................................................166 SAP Cloud for Travel: Set Up Companies and Company Codes .....................................................................168 SAP Financials OnDemand: Set Up Scoping .....................................................................................................169 SAP Financials OnDemand: Set Up Communication System..........................................................................169 SAP Cloud for Travel: Set Up Communication Arrangement(s) ......................................................................171 SAP Financials OnDemand: Set Up Communication Arrangement ................................................................ 173 SAP Financials OnDemand: Set Up Replication for Cost Centers................................................................... 175 SAP Financials OnDemand: Set Up Replication for Projects ........................................................................... 176 SAP Cloud for Travel: Set Up Replication for Settlement Results................................................................... 176

14 14.1 14.2 14.3 14.4 14.5 14.6 14.7 14.8 14.9 14.10

SAP Cloud for Travel Table of Contents

Integration Guide 2012 SAP AG. All rights reserved.

Introduction

This guide describes how you integrate SAP Cloud for Travel with other components.

Note
When integrating SAP Cloud for Travel with the described components, you must take into account the dependencies between the activities in the different systems. These dependencies mean that you must carry out the integration activities in exactly the order as described in this guide. You can integrate SAP Cloud for Travel with: Existing SAP ERP systems Chapters 2 through 7 of this guide describe how to integrate SAP Cloud for Travel with an existing SAP ERP system. SAP Cloud for Travel supports SAP ERP systems as the source of FI and HR master data and currency exchange rates. For the import of this data, SAP Cloud for Travel provides automated tools. Furthermore, you benefit from the fully automated transfer to FI posting and HR payroll as target systems for expense reporting. Non-SAP ERP systems Chapters 5 and 6 of this guide include information about how to integrate SAP Cloud for Travel with non-SAP ERP systems.

Note
You can use a non-SAP ERP system for the HR master data transfer as long as the transfer files adhere to the .xml file formats as defined by SAP. The relevant information for the upload to SAP Cloud for Travel is included in this guide in the corresponding sections. Integration with non-SAP ERP systems involves a higher manual effort, and does not support all security features available for the integration with SAP ERP systems. Paymetric Chapter 8 describes how to integrate a third-party credit card service provider that facilitates the automatic and secure processing of expense files. Online Booking and Itinerary Management Tools Chapter 9 describes how to integrate a third-party online booking tool that allows you to search for real- time data for flight, hotel, car rental, and train companies, reserve, and finally book the selected items. The booked items are then replicated into the SAP Cloud for Travel solution. As an alternative you can also use the Traxo itinerary management tool Open Text Smart Receipt Recognition Service Chapter 10 describes how to integrate the smart receipt recognition service provided by OpenText. This service interprets receipt images sent by company employees by e-mail to SAP Cloud for Travel, turning them into machine-readable information. Central Receipt Scanning Services

Integration Guide 2012 SAP AG. All rights reserved.

SAP Cloud for Travel Introduction

Chapter 11 provides an overview of central receipt scanning, and describes how you configure the communication arrangement with the third-party central receipt scanning service. SAP NetWeaver Business Warehouse Chapter 12 describes integration with a SAP NetWeaver Business Warehouse system, and explains how you expose data from SAP Cloud for Travel.

Prerequisites
Before you start integrating SAP Cloud for Travel with the described components, you must have done the following: Installed all required components and SAP Notes For more information, see section 3.2 Software Components of the SAP Cloud for Travel Master Guide. Completed all onboarding steps for SAP Cloud for Travel For more information, see chapter 4 Implementation of the SAP Cloud for Travel Master Guide. Taken all necessary security measures For more information, see chapter 6 Security of the SAP Cloud for Travel Master Guide.

Target Group
The target group for this guide varies depending on the activities that must be carried out: Configuration activities in the SAP ERP system are typically carried out by an SAP ERP consultant. Configuration activities in SAP Cloud for Travel are typically carried out by an administrator. For the setup of a secure connection between SAP ERP and SAP Cloud for Travel, knowledge of system administration is required.

Transactions in SAP ERP


The following table lists the transactions you should be familiar with when setting up activities in SAP ERP: Transaction Code BD21 BD50 BD54 BD61 BD64 BD67 BD87 FBZP FK01 Description Maintain logical systems Activate Change Pointers for Message Type Maintain logical systems Activate Change Pointers Generally Display distribution model Maintain function module for inbound ALE-EDI Display iDoc status Customizing: Maintain Payment Program Create Vendor: Initial Screen

SAP Cloud for Travel Introduction

Integration Guide 2012 SAP AG. All rights reserved.

Transaction Code KS02 NWSDX NWSGX OYEB PA30 PRT3 SA38 SAINT SE16 SE38 SM36 SM49 SM59 SMICM SOAMANAGER SPAM SPRO SRTIDOC STMS STRUST WE19 WE20 WE21 WE42

Description Maintain Cost Centers Networked Solutions Initial Load Extraction Design Networked Solutions Initial Load Extraction Activate Event Linkage Maintain e-mail addresses and contact data Maintain FI Configuration: Automatic Posting - Procedures ABAP/4: Program Execution Add-On Installation Tool Data Browser ABAP Editor Define Background Job External operating System Commands Configuration of RFC Connections ICM Monitor SOA Management Support Package Manager Implementation Guide Customizing Register Service for SOAP Runtime Transport Management System Trust Manager Test Tool for IDoc Processing Partner Profiles Ports in IDdoc Processing Inbound Process Code

For more information about these transactions, see the relevant documentation in your SAP ERP system.

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SAP Cloud for Travel Introduction

SAP Cloud for Travel: Integrating SAP ERP Systems

2.1

Set Up Communication System

A communication system represents an external system for communication. For the integration of SAP Cloud for Travel with SAP ERP, you must define the SAP ERP client as a communication system.

Note
Complete this procedure for each of your SAP ERP FI and HR systems.

Procedure
1. 2. 3. In Application and User Management, under Input and Output Management, choose Communication Systems. The Communication Systems screen appears. Choose New. The New Communication System screen appears. Complete the fields as follows: Field ID Entry ID or name of the SAP ERP system to be connected.

Example
XXXCLNTYYY XXX represents the system ID and YYY the client number. SAP System Host Name Select this checkbox. Host name of SAP ERP installation.

Note
You can directly enter the host name of SAP ERP system you want to connect. However, for security reasons we recommend to use Reverse Proxy for SSL termination in front of the SAP ERP system. In case of direct connection to the SAP ERP system, you can find the host in transaction SMICM Goto Services. Use the entry for protocol HTTPS. System Access Type Select the Internet option.

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Field Technical Contact Internal Comment 4.

Entry [OPTIONAL]: Fill in the details of the employee who serves as technical contact in case support is needed. [OPTIONAL]: Enter any additional relevant information.

Under System Instance, complete the fields as follows: Field System Instance ID Entry ID or name describing the instance of your SAP ERP system. This is the ID or name of the IDoc logical system.

Example
XXXCLNTYYY XXX represents the system ID and YYY the client number. Business System ID IDoc Logical System ID ID or name of the SAP ERP system Correct name of the IDoc logical system ID

Note
The IDoc Logical System ID depends on how the logical system is maintained in SAP ERP. A common way to create this logical system could be XXXCLNTYYY, where XXX represents the system ID and YYY the SAP ERP client. Transaction BD54 lists all existing system names. You can assign the logical system to a client in Customizing as follows: SAP NetWeaver Application Server Link Enabling (ALE) Basic Settings Logical System to Client SAP Client Preferred Application Protocol 5. IDoc Interface / Application Logical Systems Assign

The number of the client of the SAP ERP system. Select the relevant value.

From the Actions menu, select the option Set to Active.

Caution
Once you have created the system and executed the initial replication of employee master data from this system, we recommend that you do not delete the system even if you create a new one with the same name. This results in problems for delta replication of employee master data.

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SAP Cloud for Travel SAP Cloud for Travel: Integrating SAP ERP Systems

2.2

Set Up Companies and Company Codes

The company and company codes you define in this section represent the company structure defined in your SAP ERP system.

Procedure
1. 2. In Application and User Management, choose the common task Edit Company Codes. The Edit: Company Code screen appears. Under Company, choose Add Row and complete the following fields: Field Company ID Company Name Country 3. 4. 5. Choose Save. Select the row of the company you have just defined, and under Details: Company Codes of Company <your company>, choose Add Row. Complete the relevant fields as follows: Field Company Code ID Entry Define your company code ID. You can define multiple company codes for each company. If possible, define identical IDs for company code and remote company code. Company Code Name Remote Company Code ID System Instance ID IDoc Logical System ID 6. Save your entries. Enter a name to describe the company code. Enter the company code ID as defined in SAP ERP. Search for and then select the relevant business instance. The system instance ID is displayed in this field. Filled automatically. Entry Enter a unique identifier for your company Enter a name for the company Select the relevant country from the list

2.3

Set Up FIN Communication Arrangement

The communication arrangement enables SAP ERP and SAP Cloud for Travel to send and receive notifications regarding both approved expense reports pending reimbursement, and confirmations of reimbursement transactions. It also enables SAP ERP to send master data about cost objects to SAP Cloud for Travel.

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The following procedure explains how to define a communication arrangement for the SAP ERP Financials Using IDoc scenario: Outbound Send a request for reimbursement (for an approved expense report) from SAP Cloud for Travel to SAP ERP. Inbound Send a confirmation from SAP ERP to SAP Cloud for Travel that the reimbursement transaction took place and payment was triggered.

Prerequisites
You have set up a communication system for data exchange with SAP ERP as described in section 2.1 Set Up Communication System [page 11]. You have started the business configuration, so that the required communication scenario can be selected in the steps of the guided procedures described below. You know the ID and password of an RFC-enabled user of the SAP ERP backend, which allows them to create the IDocs in SAP ERP (for this purpose, assign available roles SAP_TEMOD_FIN_INTEGRATION and SAP_TEMOD_FIN_INTEGRATION_2 to this user).

Procedure
1. 2. In Application and User Management under Input and Output Management, choose Communication Arrangements. Choose New, and follow the guided procedure: Step 1 Select Communication Scenario 2 Define Business Data Action Choose SAP ERP Financials Using IDoc. System Instance ID: Select the ID you created when you set up the communication system. Company ID: This field is usually filled automatically. If not, enter the relevant company ID. 3 Define Technical Data Communication Method: This field might be filled automatically with Direct Connection. If not, just select Direct Connection manually. INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select IDoc. Authentication Method: Choose one of the two options: User ID and Password The user ID is generated by the system and cannot be changed. Choose Edit Credentials and enter the password for the user twice. (Remember user and password for later use in the SAP ERP system).

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SAP Cloud for Travel SAP Cloud for Travel: Integrating SAP ERP Systems

Step

Action SSL Client Certificate Choose Edit Credentials, and enter the password for the user twice. On the Certificate tab, upload the relevant certificate. OUTBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Format Conversion. Authentication Method: Choose one of the following options: User ID and Password Maintain the user ID of an SAP ERP backend user that is RFCenabled and can create IDocs in SAP ERP using the web interface. (For the required authorization, assign roles SAP_TEMOD_FIN_INTEGRATION and SAP_TEMOD_FIN_INTEGRATION_2). Choose Edit Credentials, and enter the password for the SAP ERP RFC user. SSL Client Certificate Authentication: Select and download the relevant certificate. Host Name: The system displays the host name as entered in the previous step: vmw3663.dmzwdf.sap.corp Click the button Edit Advanced Settings. On the Outbound tab, complete the Port field. You can find the value in transaction SMICM in the SAP ERP system under Goto Services (Shift+F1). Use the port for the https connection from there. Path: /sap/bc/srt/idoc?sap-client=<ERP client>

4 Review 5 Confirmation

Check your data for completeness and choose Finish. Confirm your entries.

Testing Your Connection to the SAP ERP System


1. 2. 3. 4. In Application and User Management under Input and Output Management, choose Communication Arrangements. In the list of communication arrangements, select SAP ERP Financials Using IDoc, and choose Edit. Go to Technical Data and choose Edit Advanced Settings. On the Outbound tab, choose Check Connection.

If you receive the following system message, the outbound connection from SAP Cloud for Travel to SAP ERP is up and running: Ping successful

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2.4

Set Up HCM Communication Arrangement

The communication arrangement enables SAP ERP and SAP Cloud for Travel to send notifications regarding the transfer of taxable amounts to Payroll Processing, and direct Data Medium Exchange (DME) payments. The following procedure explains how to set up a communication arrangement for the SAP ERP HCM Using IDoc scenario.

Prerequisites
You have defined a communication system for data exchange with SAP ERP as described in section 2.1 Set Up Communication System [page 11]. You have started the business configuration, so that the required communication scenario can be selected in the steps of the guided procedures described below. You have the ID and password of an RFC-enabled user of the SAP ERP backend, which allows them to create/process the IDocs in SAP ERP.

Procedure
1. 2. 3. In Application and User Management under Input and Output Management, choose Communication Arrangements. Choose New. Follow the guided procedure: Step 1 Select Scenario 2 Define Business Data Action Choose SAP ERP HCM Using IDoc. System Instance ID: Select the ID you created when you set up the communication system. Company ID: This field is usually filled automatically. If not, enter the relevant company ID. 3 Define Technical Data Communication Method: Select Direct Connection. OUTBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Format Conversion. Authentication Method: Choose one of the following options: User ID and Password Maintain the user ID of an SAP ERP backend user that is RFCenabled and can create IDocs in SAP ERP using the web interface. Choose Edit Credentials, and enter the password for the SAP ERP RFC user. SSL Client Certificate Authentication: Select and download the relevant certificate.

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SAP Cloud for Travel SAP Cloud for Travel: Integrating SAP ERP Systems

Step

Action Host Name: The system displays the host name as entered in the previous step: vmw3663.dmzwdf.sap.corp Click the button Edit Advanced Settings. On the Outbound tab, complete the Port field. You can find this value using transaction SMICM in the SAP ERP system under Goto Services (Shift+F1). Use the port for the https connection from there. Path: /sap/bc/srt/idoc?sap-client=<ERP client>

4 Review 5 Confirmation

Check your data for completeness and choose Finish. Confirm your entries.

Testing Your Connection to the SAP ERP System


1. 2. 3. 4. In Application and User Management under Input and Output Management, choose Communication Arrangements. In the list of communication arrangements, select SAP ERP HCM Using IDoc, and choose Edit. Go to Technical Data and choose Edit Advanced Settings. On the Outbound tab, choose Check Connection.

If you receive the following system message, the outbound connection from SAP Cloud for Travel to SAP ERP is up and running:

Ping successful

2.5

Set Up Communication Arrangement for Replication of Employee Master Data

The communication arrangement enables you to transfer employee master data from SAP ERP to SAP Cloud for Travel.

Prerequisites
You have defined a communication system for data exchange with SAP ERP as described in section 2.1 Set Up Communication System [page 11]. You have started the business configuration, so that the required communication scenario can be selected in the steps of the guided procedures described below. You have the ID and password of an RFC-enabled user of the SAP ERP backend, which allows them to create/process the IDocs in SAP ERP.

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Procedure
1. 2. 3. In Application and User Management under Input and Output Management, choose Communication Arrangements. Choose New. Follow the guided procedure: Step 1 Select Scenario 2 Define Business Data 3 Define Technical Data Action Choose Employee Master Data Replication. System Instance ID: Select the ID you created when you set up the communication system. Communication Method: Select Direct Connection. INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select IDoc. Authentication Method: Choose one of the following options: User ID and Password Maintain the user ID of an SAP ERP backend user that is RFCenabled and can create IDocs in SAP ERP using the web interface. Choose Edit Credentials, and enter the password for the SAP ERP RFC user. SSL Client Certificate Authentication: Select and download the relevant certificate. 4 Review 5 Confirmation Check your data for completeness and choose Finish. Confirm your entries.

Testing Your Connection to the SAP ERP System


1. 2. 3. 4. In Application and User Management under Input and Output Management, choose Communication Arrangements. In the list of communication arrangements, select Employee Master Data Replication, and choose Edit. Go to Technical Data and choose Edit Advanced Settings. On the Inbound tab, choose Check Service. If you receive the following system message Check successful, the inbound connection from SAP Cloud for Travel to SAP ERP is up and running.

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SAP Cloud for Travel SAP Cloud for Travel: Integrating SAP ERP Systems

2.6

Set Up Communication Arrangement for Replication of Currency Exchange Rates

The communication arrangement enables you to transfer currency exchange rates from SAP ERP to SAP Cloud for Travel using a web service. To prepare the replication using a web service, you have to maintain endpoints accordingly.

Note
In order to use web services for replicating currency exchange rates, you must have installed the ECC-SE add-on in your SAP ERP system. To do this, implement SAP Note 1162517.

2.6.1

SAP ERP: Maintain Endpoints for Web Services

The access URL of the endpoint is required during the configuration of the on-demand system in order to establish synchronous requests.

Note
Depending on your SAP ERP release, the texts on the user interface in the transaction SOAMANAGER might differ from the texts in the procedure below. The following table shows the differences that might occur between different releases: Integration Guide Service Administration SSL (HTTPS, Transport Channel Security) Your SAP ERP System Application and Scenario Communication SSL over HTTP (Transport Channel Security)

Procedure
1. 2. 3. 4. 5. Run transaction SOAMANAGER and, on the Application and Scenario Communication tab, choose Single Service Administration. In the Search Pattern field, enter ExchangeRateByExchangeRateQueryResponse_In , and choose Go. Select the row with this entry and choose Apply Selection. On the Configuration tab, choose Create Service. In the SOA Management dialog box, enter a service name, a description, and a binding name.

Example
Copy the first part of the service name (in this case, ExchangeRateByQuery) into the service name field, enter a meaningful description, such as Currency Exchange Rates into the description field, and simply enter binding into the Binding Name field. This information (service name & binding name) is required in a later stage of the setup process. 6. 7. Choose Apply Settings. On the Provider Security tab, complete the fields as follows:

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o Under Communication Security, select the SSL (HTTPS, Transport Channel Security) checkbox. o Under Transport Channel Authentication, select the authentication type you are using (User ID/Password or SSL Client Certificate). 8. 9. Save your entries. On the Overview tab, under General Attributes, click Open WSDL document for selected binding. You see the relevant information - which is required in a later stage of the setup process- after soap:address location: <wsdl:service name="ExchangeRateQuery"> - <wsdl:port name="binding" binding="tns:binding"> <soap:address location="https://vmw3663.dmzwdf.sap.corp:44370/sap/bc/srt/xip/ sap/ecc_exchgratebyer_qr/500/exchangeratequery/binding" /> </wsdl:port>

10. In the XML file the system displays in a new browser window, scroll down to the end of the file.

2.6.2

SAP Cloud for Travel: Set Up Communication Arrangement

You can now make the corresponding configuration settings in the SAP Cloud for Travel system for the information exchange with SAP ERP.

Prerequisites
You have defined a communication system for data exchange with SAP ERP as described in section 2.1 Set Up Communication System [page 11]. You have started the business configuration, so that the required communication scenario can be selected in the steps of the guided procedures described below. You have activated the replication of exchange rates in your project scope. You have the ID and password of an RFC-enabled user in the SAP ERP backend.

Procedure
1. 2. In Application and User Management under Input and Output Management, choose Communication Arrangements. Choose New, and follow the guided procedure: Step 1 Select Scenario 2 Define Business Data Action Choose Request Exchange Rate From External Source. System Instance ID Select the ID you created when you set up the communication system. Company ID

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Step

Action This field is usually filled automatically. If not, enter the relevant company ID:

3 Define Technical Data

Communication Method: Select Direct Connection. OUTBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Format Conversion. Authentication Method: Choose one of the following options: User ID and Password Maintain the user ID of an SAP ERP backend user with SAP_ALL authorizations that is RFC-enabled. Choose Edit Credentials, and enter the password for the SAP ERP RFC user. SSL Client Certificate Authentication: Choose SAP Business ByDesign System Key Pair and download the relevant certificate. Host Name: The system displays the host name as entered in the previous step: vmw3663.dmzwdf.sap.corp Choose Edit Advanced Settings. On the Outbound tab, complete the Port field. You can find this value using transaction SMICM in the SAP ERP system under Goto Services (Shift+F1). Use the port for the https connection from there. Path: /sap/bc/srt/xip/sap/ecc_exchgratebyer_qr/<Client in ERP System>/<Service Name>/<Binding Name> Example: /sap/bc/srt/xip/sap/ecc_exchgratebyer_qr/500/exchangeratequery/b inding Service URL: https://<HostName>:<Port>/sap/bc/srt/xip/sap/ecc_exchgratebyer_qr/< Client in ERP System>/<Service Name>/<Binding Name> Example: https://vmw3663.dmzwdf.sap.corp:44370/sap/bc/srt/xip/sap/ecc_exc hgratebyer_qr/500/exchangeratequery/binding Replace the variables with the following values: Client in ERP System The number of the target client in your ERP system Service Name The service name you have entered in transaction SOAMANAGER (see section 5.7.1 Maintain Endpoints). Binding Name The binding name you have entered in transaction SOAMANAGER (see section 5.7.1 Maintain Endpoints).

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Step

Action You can also reuse the Service URL for Services.

4 Review 5 Confirmation

Check your data and choose Finish. Confirm your entries.

Testing Your Connection to the SAP ERP System


1. 2. 3. 4. In Application and User Management under Input and Output Management, choose Communication Arrangements. In the list of communication arrangements, select Request Exchange Rate From External Source, and choose Edit. Go to Technical Data and choose Edit Advanced Settings. On the Outbound tab, choose Check Connection. If you receive the following system message, the outbound connection from SAP Cloud for Travel to SAP ERP is up and running: Ping successful

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SAP ERP: Setting Up FI Posting

After you have set up the communication arrangements in SAP Cloud for Travel, you must make the corresponding settings in SAP ERP to enable receiving requests for reimbursements (inbound) from SAP Cloud for Travel, and sending notifications confirming the reimbursement is done (outbound) to SAP Cloud for Travel. You also must make the settings for the replication of cost objects from SAP ERP using IDocs.

3.1

Define Logical System

This section guides your SAP ERP expert or consultant in creating a logical system representing your SAP Cloud for Travel system.

Note
Logical systems are defined as cross-client systems.

Procedure
1. 2. Run transaction BD54 and choose New Entries. Create a logical system that identifies your SAP Cloud for Travel system, as shown in the following table: Field Logical System Entry Enter the logical system name as defined in the field My System of the communication arrangement of your SAP Cloud for Travel system. To find this information in SAP Cloud for Travel go to Application and User Management and under Input and Output Management choose Communication Arrangements. Display any of the communication arrangements you created in step 2.3 Set Up FIN Communication Arrangement [page 13]. Example: 0KRICSG Name Travel OD System

3.2

Maintain RFC Destinations

You must maintain an RFC destination to assign the endpoint information of SAP Cloud for Travel for both business documents - Confirmation of Reimbursement (Outbound) and Request for Reimbursement (Inbound).

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In addition, you must maintain a second RFC destination for the cost object replication (Outbound), if you want to replicate your cost objects (internal order, projects, and sales orders) automatically using IDoc XML messages. SAP recommends using this replication procedure.

Note
If your cost object master data is stored in a non-SAP ERP system, or if you want to use the manual, filebased data replication for other reasons, you do not need to create the second RFC destination.

3.2.1

Reimbursement Notifications

To maintain the RFC destination, complete the following procedure.

Procedure
1. 2. Run transaction SM59, select HTTP Connections to External Server and choose Create. Complete the header fields as follows: Field RFC Destination Connection Type Description 3. Value <system ID of the on-demand server>_ FIN_DCFL_TV_PAY_CONF G Example 0KRICSG_FIN_DCFL_TV_PAY_ CONF -

HTTP connection to the SAP Cloud for Travel system for payment confirmation

On the Technical Settings tab, complete the fields as follows: Field Target Host Path Prefix Service no. Value <HTTP connection to the Web Dispatcher of the on-demand system> /sap/bc/srt/scs/sap/expensereimburseme ntconfirmat1 <HTTP service port of the Web Dispatcher of the on-demand server> 443 Then press Enter to continue. Proxy Host Proxy Service Proxy User If used, contact your local network istrator for the appropriate value. If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator Example my300021.travel.ondemand.co m -

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Field

Value for the appropriate value.

Example

Proxy Password 4.

If used, contact your local network administrator for the appropriate value.

On the Logon&Security tab, complete the fields as follows: Field Logon procedure SSL SSL Certificate Value Select Basic Authentication. Active Select the client certificate that you used when creating a communication arrangement in the SAP Cloud for Travel system. In case of user/password, this must be set to ANONYM SSL Client (Anonymous). You then have to use the user and password as defined in the communication arrangement.

Note
On the Logon & Security tab, you can enter a user and password to log on to the SAP Cloud for Travel system. However, you can also log on using an SSL Client Certificate. In this case, select Do Not Use a User. In both cases, make the same entries for SSL as described in above table. 5. After saving, you can execute a connection test. If the setup is correct, you receive the following message: Detail Status HTTP Response Status Text Duration Test Call Value 415 Unsupported Media Type

3.2.2

Cost Object Replication Using IDocs

To maintain the RFC destination, perform the following steps.

Procedure
1. 2. Run transaction SM59, select HTTP Connections to External Server and choose Create. Complete the header fields as follows:

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Field RFC Destination Connection Type Description 3.

Value <system ID of the on-demand server>_ IDOC_ODTF_COBJ G HTTP connection to the SAP Cloud for Travel system for cost object replication

Example 0KRICSG_IDOC_ODTF_COBJ -

On the Technical Settings tab, complete the fields as follows: Field Target Host Path Prefix Service no. Value <HTTP connection to the Web Dispatcher of the on-demand system> /sap/bc/srt/scs/sap/costobjectreplicat ionusingidoc <HTTP service port of the Web Dispatcher of the SAP Cloud for Travel server> 443 Then tap Enter to continue. Proxy Host Proxy Service Proxy User Proxy Password If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value. Example qqqcust805.dev.saphosting.de -

4.

On the Logon&Security tab, complete the fields as follows: Field Logon procedure SSL SSL Certificate Value Select Basic Authentication and confirm the message that appears. Active Select the client certificate that you used when creating a communication arrangement in the SAP Cloud for Travel system. In case of user/password, this must be set to ANONYM SSL Client (Anonymous) You then have to use the user and password as defined in the communication arrangement.

Note
On the Logon & Security tab page, you can enter a user and password to log on to the SAP Cloud for Travel system. However, you can also log on using an SSL Client Certificate. In this case, select Do Not Use a User. In both cases, make the same entries for SSL as described in above table.

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5.

After saving, you can execute a connection test. If the setup is correct, you receive the following message: Detail Status HTTP Response Status Text Duration Test Call Value 415 Unsupported Media Type

3.2.3

Cost Center Replication Using IDocs

To maintain the RFC destination, perform the following steps.

Procedure
1. 2. Run transaction SM59, select HTTP Connections to External Server and choose Create. Complete the header fields as follows: Field RFC Destination Connection Type Description 3. Value <system ID of the on-demand server>_ IDOC_ODTF_CCTR G HTTP connection to the SAP Cloud for Travel system for cost center replication Example 0HS6M0L_IDOC_ODTF_CCTR -

On the Technical Settings tab, complete the fields as follows: Field Target Host Path Prefix Service no. Value <HTTP connection to the Web Dispatcher of the on-demand system> /sap/bc/srt/scs/mom/organisationalcent rerepl1 <HTTP service port of the Web Dispatcher of the SAP Cloud for Travel server> 443 Then tap Enter to continue. Proxy Host Proxy Service Proxy User If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value. Example an4cust306.dev.sapbydesign.com -

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Field Proxy Password 4.

Value If used, contact your local network administrator for the appropriate value.

Example -

On the Logon&Security tab, complete the fields as follows: Field Logon procedure SSL SSL Certificate Value Select Basic Authentication and confirm the message that appears. Active Select the client certificate that you used when creating a communication arrangement in the SAP Cloud for Travel system. In case of user/password, this must be set to ANONYM SSL Client (Anonymous) You then have to use the user and password as defined in the communication arrangement.

Note
On the Logon & Security tab page, you can enter a user and password to log on to the SAP Cloud for Travel system. However, you can also log on using an SSL Client Certificate. In this case, select Do Not Use a User. In both cases, make the same entries for SSL as described in above table. 5. After saving, you can execute a connection test. If the setup is correct, you receive the following message: Detail Status HTTP Response Status Text Duration Test Call Value 415 Unsupported Media Type

3.3

Maintain Port Definitions

You have to maintain the port definition for both the expense report reimbursement notification (step 2 below) and the IDoc replication of cost centers and other cost objects (step 3 below) if required.

Prerequisites
You have performed the steps described in section 3.2 Maintain RFC Destinations [page 23].

Procedure
1. Run transaction WE21, choose XML HTTP, and then Create. For the reimbursement notifications, complete the fields as shown in the following table:

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Field Port Description

Value <system ID of the on-demand server>_01 <system ID of the on-demand server>_FIN_DCFL_TV_PAY_CONF or different description RFC destination that you created in section 3.2.1 Reimbursement Notifications [page 24]. Application/x-sap.idoc

Example 0KRICSG_01 0KRICSG_FIN_DCFL_TV_PAY_CONF

RFC Destination

0KRICSG_FIN_DCFL_TV_PAY_CONF

Content Type

The option Application/x-sap.idoc is only available if you have implemented SAP Note 1510812. Read this SAP Note for more information.

SOAP Protocol 2. 3. Save your entries.

Activate this checkbox.

In transaction WE21, choose XML HTTP, and then Create. For the replication of cost centers and other cost objects using IDocs, complete the fields as shown in the following table: Field Port Description Value <system ID of the on-demand server>_02 <system ID of the on-demand server>_IDOC_ODTF_COBJ or different description RFC destination that you created in section 3.2.2 Cost Object Replication Using IDocs [page 25] and section 3.2.3.Cost Object Replication Using IDocs [page 26]. Application/x-sap.idoc Example 0KRICSG_02 0KRICSG_IDOC_ODTF_COBJ

RFC Destination

0KRICSG_IDOC_ODTF_COBJ

Content Type

The option Application/x-sap.idoc is only available if you have implemented SAP Note 1510812. Read this SAP Note for more information.

SOAP Protocol 4. 5. Save your entries.

Activate this checkbox.

In transaction WE21, choose XML HTTP, and then Create. For the replication of cost centers and other cost objects using IDocs, complete the fields as shown in the following table: Field Port Value <system ID of the on-demand Example 0KRICSG_03

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Field

Value server>_03

Example

Description

<system ID of the on-demand server>_IDOC_ODTF_CCTR or different description RFC destination that you created in section 3.2.2 Cost Object Replication Using IDocs [page 25] Application/x-sap.idoc

0KRICSG_IDOC_ODTF_CCTR

RFC Destination

0KRICSG_IDOC_ODTF_CCTR

Content Type

The option Application/x-sap.idoc is only available if you have implemented SAP Note 1510812. Read this SAP Note for more information.

SOAP Protocol 6. Save your entries.

Activate this checkbox.

3.3.1

Maintain Partner Profile

Prerequisites
You have run transaction WE42 and defined the inbound process code by maintaining the following data: Field Process code Identification Option ALE Processing type Value FIN_DCFL_TV DCFL_IDOC_INPUT Processing with ALE Service Processing by function module

You have run transaction BD67 and assigned the function module to the inbound process code as follows: Field Process Code Function Module Object Type (under Application Object) You have activated the event receiver linkage in transaction OYEB. For more information, see SAP Note 168276. Value FIN_DCFL_TV DCFL_IDOC_INPUT BKPF

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Procedure
1. 2. Run transaction WE20, select Partner Type LS and choose Create. Create a partner profile - or adapt the fields and values for the partner profile you have created before - as follows: Field Partner No. Partner Type Type Agent Language 3. Value <partner number of the on-demand Logical System> LS (Logical System) Organizational Unit or User Enter the job (person or group of persons) to be notified in case of errors. EN Example 0KRICSG O or US 50010120 -

Choose Enter to continue, and maintain outbound parameters as follows: o Outbound parameters for message type FIN_DCFL_TV_PAY_CONF Field Message Type Receiver Port Output Mode Basic Type Value FIN_DCFL_TV_PAY_CONF Choose the XML HTTP port that you created in section Maintain Port Definition. Transfer IDoc immed. FIN_DCFL_TV_PAY_CONF Example 0KRICSG_01 -

o Outbound parameters for message type ODTF_COBJ Field Message Type Receiver Port Output Mode Basic Type Value ODTF_COBJ Choose the XML HTTP port that you created in section Maintain Port Definition. Transfer IDoc immed. ODTF_COBJ01 Example 0KRICSG_02 -

o Outbound parameters for message type ODTF_CCTR Field Message Type Receiver Port Output Mode Basic Type 4. Value ODTF_CCTR Choose the XML HTTP port that you created in section Maintain Port Definition. Transfer IDoc immed. ODTF_CCTR01 Example 0KRICSG_03 -

Maintain inbound parameters for message type FIN_DCFL_TV as follows:

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Field Message Type Process Code Cancel Processing After Syntax Error

Value FIN_DCFL_TV FIN_DCFL_TV

Example If you select Cancel Processing After Syntax Error, the IDoc Interface terminates the processing if a syntax error is found. If you do not select the syntax check, the IDoc Interface continues the processing. You receive a message that a syntax error was found. It is up to you whether you want to use this function or not.

Processing by Funtion Module

Trigger Immediately

3.3.2
1. 2. 3.

Maintain Distribution Model

Run transaction BD64 and switch to edit mode. Choose Create Model View. Create a model view - or adapt the distribution model you have created before - as follows: Field Short text Technical Name Value ERP Cloud for Travel Integration ERP_TEMOD

4. 5. 6.

Switch to Edit mode. In the Distribution Model list, choose ERP - Cloud for Travel Integration o Fields and values for message type FIN_DCFL_TV_PAY_CONF: Field Sender Value Logical system of SAP ERP: <SID>CLNT<client number> Receiver Message Type <Receiver logical system of the on-demand system> FIN_DCFL_TV_PAY_CONF 0KRICSG Example NWCCLNT127 Add Message Type. Add message types FIN_DCFL_TV_PAY_CONF and ODTF_COBJ with the data shown in the following tables:

o Fields and values for message type ODTF_COBJ:

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Field Sender

Value Logical system of SAP ERP: <SID>CLNT<client number>

Example NWCCLNT127

Receiver Message Type

<Receiver logical system of the on-demand system> ODTF_COBJ

0KRICSG -

o Fields and values for message type ODTF_CCTR: Field Sender Value Logical system of SAP ERP: <SID>CLNT<client number> Receiver Message Type 7. <Receiver logical system of the on-demand system> ODTF_CCTR 0KRICSG Example NWCCLNT127

To check if the service /sap/bc/srt/idoc (Inbound SOAP for IDoc) is active, proceed as follows: 1. 2. Run transaction SICF and, in the Service Path field, enter /sap/bc/srt/idoc. Choose Execute.

If the service is displayed in gray, it is inactive. To activate the service, right-click the service name and, from the context menu, choose Activate Service. 8. Run transaction SRTIDOC and make sure that the SOAP runtime service is activated and registered as follows: Field Register Service URI SOAP Application Name of Web Service Definition Call Address (ICF Path) 9. Choose Execute. Value This indicator must be selected. urn:sap-com:soap:runtime:application:idoc GENERIC

/sap/bc/srt/idoc

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SAP ERP: Setting Up HCM Processing

After you have set up the communication arrangements in SAP Cloud for Travel, you must make the corresponding settings in SAP ERP to receive taxable and payable amounts and direct Data Medium Exchange (DME) payments.

Prerequisites
You have installed the relevant SAP ERP addons as described in section 3.2 Software Components of the SAP Cloud for Travel Master Guide.

4.1

Define Logical System

This section guides your SAP ERP expert or consultant in creating a logical system representing your SAP Cloud for Travel system.

Note
If you have already defined logical systems for the setup of FI postings (as described in section 3.1 of this guide), you can skip this section and go directly to section 4.2.

Procedure
1. 2. Run transaction BD54 and choose New Entries. Create a logical system that identifies your SAP Cloud for Travel system, as shown in the following table.

Note
If you have already defined logical systems for the setup of FI postings (as described in section 3.1 of this guide), you can skip this section and go directly to section 4.2. 3. Field Logical System Entry Enter the logical system name as defined in the field My System of the communication arrangement of your SAP Cloud for Travel system. To find this information in SAP Cloud for Travel go to Application and User Management under Input and Output Management , choose Communication Arrangements and display any of the communication arrangements you created in step Set Up HCM Communication

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Field

Entry Arrangement [page 16]. Example: 0HS6KO8

Name

Travel OD System

4.2

Maintain RFC Destinations

You must maintain an RFC destination in order to enable the replication of employees and reporting line units using IDocs. To maintain the RFC destination, complete the following procedure.

Procedure
1. 2. Run transaction SM59, select HTTP Connections to External Server and choose Create. Complete the header fields as follows: Field RFC Destination Value For employees: <system ID of the on-demand server>_ IDOC_OTM_HREE For reporting line units: <system ID of the on-demand server>_ IDOC_OTM_HRRLU Connection Type Description 3. G Example 0HS6MOL_IDOC_OTM_HREE

HTTP connection to the SAP Cloud for Travel system for employee replication

On the Technical Settings tab, complete the fields as follows: Field Target Host Path Prefix Value <HTTP connection to the Web Dispatcher of the on-demand system> For employees: /sap/bc/srt/scs/sap/humancapitalmanage mentmasterd1 For reporting line units: /sap/bc/srt/scs/mom/organisationalcent rerepl1 Example qqqcust805.dev.saphosting.de -

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Field Service no.

Value <HTTP service port of the Web Dispatcher of the on-demand server> 443 Then press Enter to continue.

Example -

Proxy Host Proxy Service Proxy User Proxy Password 4.

If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value. If used, contact your local network administrator for the appropriate value.

On the Logon&Security tab, complete the fields as follows: Field Logon Procedure SSL SSL Certificate Value Select Basic Authentication and confirm the message that appears. Active Select the client certificate that you used when creating a communication arrangement in the SAP Cloud for Travel system. In case of user/password, this must be set to ANONYM SSL Client (Anonymous). You then have to use the user and password as defined in the communication arrangement.

Note
On the Logon & Security tab page, you can enter a user and password to log on to the SAP Cloud for Travel system. However, you can also log on using an SSL Client Certificate. In this case, select Do Not Use a User. In both cases, make the same entries for SSL as described in above table. 5. After saving, you can execute a connection test. If the setup is correct, you receive the following message: Detail Status HTTP Response Status Text Duration Test Call Value 415 Unsupported Media Type

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4.3

Maintain Port Definitions

You have to maintain the port definition for replicating employees and reporting line units.

Prerequisites
You have performed the steps described in section 4.2 Maintain RFC Destinations.

Procedure
1. Run transaction WE21, choose XML HTTP, and then Create. For the reimbursement notifications, complete the fields as shown in the following table: Field Port Description Value <system ID of the on-demand server>_11 For employees: <system ID of the on-demand server>_IDOC_OTM_HREE For reporting line units: <system ID of the on-demand server>_IDOC_OTM_HRRLU RFC Destination Content Type RFC destination that you created in section 4.2 Maintain RFC Destination Application/x-sap.idoc 0KRICSG_ IDOC_OTM_HREE The option Application/x-sap.idoc is only available if you have implemented SAP Note 1510812. Read this SAP Note for more information. Example 0KRICSG_11 0KRICSG_IDOC_OTM_HREE

SOAP Protocol 2. Save your entries.

Activate this checkbox.

4.3.1

Maintain Partner Profile

Prerequisites
You have run transaction WE42 and defined the inbound process code by maintaining the following data: Field Process code Value ODTH_ER

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Field Identification Option ALE Processing type

Value IDOC_INPUT_ODTH_ER Processing with ALE Service Processing by function module

You have run transaction BD67 and assigned the function module to the process code as follows: Field Process Code Function Module Object Type Value ODTH_ER IDOC_INPUT_ODTH_ER BUS7001

You have activated the event receiver linkage in transaction OYEB. For more information, see SAP Note 168276.

Procedure
1. 2. Run transaction WE20, select Partner Type LS, and choose Create. Create a partner profile - or adapt the fields and values for the partner profile you have created before in section 3.3.1 - as follows: Field Partner No. Partner Type Type Agent Language 3. Value <partner number of the on-demand logical system> LS (Logical System) Organizational Unit or User Enter the job (person or group of persons) to be notified in case of errors. EN Example 0KRICSG

O or US 50010120

Maintain inbound parameters for the message type ODTH_ER as follows: Field Message Type Process Code Cancel Processing After Syntax Error Value ODTH_ER ODTH_ER If you select Cancel Processing After Syntax Error, the IDoc interface terminates the processing if a syntax error is found. If you do not select the syntax check, the IDoc interface continues the processing. You receive a message that a syntax error was found. It is up to you whether you want to use this function.

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Field Processing by Function Module 4.

Value Trigger Immediately

[OPTIONAL]: If you want to manipulate the transferred IDoc information, run transaction SE19 and implement enhancement spot ODTH_ES_UPDATE_ER_DATA, BAdI BADI_ODTH_UPDATE_ER_DATA. For example, the BAdI allows you to convert the incoming person ID into the PERNR that is known in SAP ERP HCM. You can also get a list of all receipts with information such as their respective expense types, amounts, and currencies, in case you need to assign them to different wage types in your payroll system.

5.

Maintain outbound parameters as follows: o Outbound parameters for message type OTM_HREE and OTM_HRRLU Field Message Type Value For employees: OTM_HREE For reporting line units: OTM_HRRLU Receiver Port Output Mode Basic Type Choose the XML HTTP port that you created in section Maintain Port Definition. Transfer IDoc immed. OTM_HREE01 OTM_HRRLU01 0KRICSG_11 Example -

4.3.2
1. 2. 3.

Maintain Distribution Model

Run transaction BD64 and switch to edit mode. Choose Create Model View. Create a model view - or adapt the distribution model you have created before in section 3.3.2 - as follows: Field Short text Technical Name Value ERP Cloud for Travel Integration ERP_TEMOD

4. 5. 6.

Switch to Edit mode. In the Distribution Model list, choose ERP - Cloud for Travel Integration Add Message Type. Add message types OTM_HREE and OTM_HRRLU with the data shown in the following table: Field Sender Value Logical system of SAP ERP: Example NWCCLNT127

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Field

Value <SID>CLNT<client number>

Example

Receiver Message Type

<Receiver logical system of the ondemand system> For employees: OTM_HREE For reporting line units: OTM_HRRLU

0KRICSG -

7.

To check if the service /sap/bc/srt/idoc (Inbound SOAP for IDoc) is active, proceed as follows: 1. 2. Run transaction SICF and, in the Service Path field, enter /sap/bc/srt/idoc. Choose Execute. If the service is displayed in gray, it is inactive. To activate the service, right-click the service name and, from the context menu, choose Activate Service.

8.

Run transaction SRTIDOC and make sure that the SOAP runtime service is activated and registered as follows: Field Register Service URI SOAP Application Name of Web Service Definition Call Address (ICF Path) Value This indicator must be selected. urn:sap-com:soap:runtime:application:idoc GENERIC

/sap/bc/srt/idoc

9.

Choose Execute.

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Replicating Master Data from SAP ERP

This chapter describes how to replicate master data from SAP ERP (and, where applicable, non-SAP ERP systems) and upload it to SAP Cloud for Travel. To use SAP Cloud for Travel productively, you have to make sure that it contains all relevant employee data and cost centers, currency exchange rates, internal orders, projects, networks, network activities, and sales orders. You can transfer master data from SAP ERP to SAP Cloud for Travel as follows: Replication of master data using IDoc messages You can use this replication type for employees, internal orders, projects, networks, network activities, sales orders, and reporting line units. For more information about the replication of these objects, see section 5.1. Web services for currency exchange rates You can use this replication type for currency exchange rates. Manual replication of master data using file download The manual replication of sales orders and employee complete data using .xml files is currently not supported. For more information about this replication type, see section 5.3.

5.1

Master Data Replication Using IDocs

This section describes how to replicate employee and cost object master data from your SAP ERP system to SAP Cloud for Travel by using IDoc messages. This type of replication is mandatory for sales orders, and SAP recommends that you also use it as your preferred replication method for employees, cost centers, internal orders, projects, networks, network activities, and reporting line units.

5.1.1

Replication Logic

The automatic replication of master data supports the initial replication of master data objects, as well as the delta upload of changed objects.

High-Level Workflow
The recommended procedures are as follows: Employees 1. 2. Trigger the complete initial replication run. Schedule job for the delta replication.

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Caution
Always proceed in this order. If you perform step 2 before you have completed step 1, you risk losing information about any changes that have occurred since the initial replication. Cost Objects 1. 2. 3. Use sample data to replicate cost objects using the relevant selection report for the initial load. Set up and check that delta replication is working for changed and new cost objects. Trigger the complete initial replication.

Caution
Always proceed in this order. If you perform step 3 before you have completed step 2, you risk losing information about any changes that have occurred since the initial replication.

Prerequisites
You have completed the relevant procedures in the following sections: o 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11], o 3 SAP ERP: Setting Up FI Posting [page 23] o 4 SAP ERP: Setting Up HCM Processing [page 34]. You have created a role with authorization B_ALE_MAST in your SAP ERP system, and assigned this role to the user who will perform the replication steps. You have implemented SAP Note 1721074.

Employees and Dependencies


Master data for employees depends on cost center data. If the uploaded file does not contain a valid cost center ID for an employee, then the record will not be imported. You have to correct the data and repeat the import.

Core Cost Objects and Dependencies


Master data for internal orders, projects, networks, network activities, and sales orders depends on employee data. If the uploaded file does not contain a valid employee ID for a cost object, then the record will not be imported. You have to correct the data and repeat the import. Reporting line units need to have a manager and employees assigned. During the replication process of other cost objects and reporting line units, employees designated as managers are automatically assigned the approver role.

Data Privacy
When using IDoc XML messages, all information is exchanged using an encrypted communication channel (https). Logon credentials for the receiving system can be either user ID/password or a certificate (as defined in your communication arrangement).

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In addition, there are authorization checks for the replication process. For the replication of master data using IDocs for the initial export and the scheduled background jobs, authorization object B_ALE_MAST is required. p_message_type is the specific message type for the different objects: 'B_ALE_MAST' ID 'EDI_MES' FIELD p_message_type. Message Type OTM_HREE OTM_HRRLU ODTF_CCTR ODTF_COBJ_INTERNAL_ORDER ODTF_COBJ_PROJECT_WBS_ELEMENT ODTF_COBJ_NETWORK ODTF_COBJ_SALES_ORDER_ITEM Description Employees Reporting line units Cost centers Internal orders Projects (Work Breakdown Structure Elements) Networks and network activities Sales orders

Create a role in your SAP ERP system, and assign it to the users that will be able to access this functionality.

Logging
IDoc XML messages that have been created and sent out are logged in the following tables: OTM_IDOC_LOG_EE - Employees and reporting line units (object type P for employees and O for reporting line units) ODTF_IDOC_LOG_CC - Cost Centers ODTF_IDOC_LOG_IO Internal orders ODTF_IDOC_LOG_PJ - Projects ODTF_IDOC_LOG_NH - Network headers ODTF_IDOC_LOG_NA - Network activities ODTF_IDOC_LOG_SO Sales orders The log tables provide information about which object has been sent in which IDoc. It also includes the timestamp of the last transfer.

Error Analysis and Handling


Employees There are two types of errors you may have to resolve: Error in SAP Cloud for Travel For example, if the relevant cost center is not active in the system yet, you have to upload the cost center and activate it in SAP Cloud for Travel. You can then use the Recheck function to check if the error has been resolved. If so, choose Process. Error in SAP ERP

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If an error occurs that you cannot resolve in SAP Cloud for Travel, you need to correct it in the SAP ERP source system. After successful correction, you have to transport the relevant objects again. Error messages which have been created during initial replication and during delta replication are written to the business application log. You can find them via transaction Analyze Application Log (transaction SLG1). Enter object OTM_HCM_EE and subobject OTM_HCM_EE in the entry screen of the application, and choose Execute to find the errors. Cost Objects Cost object data must be maintained in the SAP ERP system and then transferred to SAP Cloud for Travel. Errors in master data transfer may occur due to the interdependency of the data, or due to an incorrect setup of data in the SAP ERP system. To view and process failed imports in SAP Cloud for Travel go to Master Data Replication Objects or Cost Centers. There are two types of errors you may have to resolve: Error in SAP Cloud for Travel For example, if the responsible employee is not active in the system yet, you have to upload the employee and activate it in SAP Cloud for Travel. You can then use the Recheck function to check if the error has been resolved. If so, choose Process. Error in SAP ERP If an error occurs that you cannot resolve in SAP Cloud for Travel, you need to correct it in the SAP ERP source system. After successful correction, you have to transport the relevant objects again. Display Other Cost

The system displays all objects with open or failed import requests in the temporary storage area.

5.1.2

Initial Replication

SAP provides selection reports for transferring cost objects from your SAP ERP system to SAP Cloud for Travel. The following reports are available: Selection Report OTM_TRIGGER_EMPL_REPL OTM_TRIGGER_RLU_REPL ODTF_REPL_CC ODTF_REPL_CO_INTERNAL_ORDER ODTF_REPL_CO_PROJECT_WBS_EL ODTF_REPL_CO_NETWORK ODTF_REPL_CO_SALESORDER_ITM Description Extract employees from SAP ERP for replication to SAP Cloud for Travel. Extract reporting line units from SAP ERP for replication to SAP Cloud for Travel. Extract cost centers from SAP ERP for replication to SAP Cloud for Travel. Extract internal orders from SAP ERP for replication to SAP Cloud for Travel. Extract projects (WBS elements) from SAP ERP for replication to SAP Cloud for Travel. Extract networks and network activities form SAP ERP for replication to SAP Cloud for Travel Extract sales order items from SAP ERP for replication to SAP Cloud

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Selection Report

Description for Travel.

Procedure
1. In your SAP ERP system, prepare the initial export of your objects using the relevant report. For each object (employee, internal order, project, network, network activity, sales order, or cost center) there is a specific report to select all or only a specific range of selection criteria. 2. Define your selection criteria. For the initial replication, the system checks all variants and creates IDoc XML messages that contain all master data objects that fulfill the selection criteria. An IDoc XML message is created for each replication variant if master data objects have been selected.

Note
For the initial replication, the Company Code field and FI Posting Allowed indicator are mandatory for cost objects. For detailed information, see the relevant sections in this chapter. 3. 4. Run your selection report for the initial replication. In SAP Cloud for Travel, view the results of the replication. If required, resolve any errors.

5.1.3

Delta Replication

To benefit from the automatic delta replication using IDocs, you have to complete the steps in this section.

Activating Change Documents


You need to manually activate the creation of change documents in the SAP ERP system configuration for the relevant master data objects. Activate only those change documents for the objects you need. Object Internal order Procedure 1. 2. In Customizing for Controlling, choose General Controlling Production Start-Up Preparation, and execute Activate Change Documents for Groups. On the Change View Maintenance of Change Document Indicators in Set Classes screen, activate the Change Documents indicator for set class 0103 Order Groups. In Customizing for Project System, choose Structures Operative Structures Work Breakdown Structure (WBS), and execute Create Project Profile. On the Change View Project Profile: Overview screen, choose a Project Profile. On the Control tab under Basic Data, activate ChangeDocuments.

Project

1. 2. 3.

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Object

Procedure

Note
Activating change documents can impact the performance of your system, and over time it produces a considerable amount of data in your database. To track these and all other change documents, run transaction SE16 and check tables CDHDR (Change Document Header) and CDPOS (Change Document Position). Network and network activities 1. In Customizing for Project System, choose Structures Operative Structures Settings for Networks and execute Specify Parameters for Network Type. 2. On the Change View Network type parameters: Overview screen, choose a Profile. 3. On the Network type parameters Detail screen under Status Change Documents, activate Change Documents.

Note
o Activating change documents can impact the performance of your system, and over time it produces a considerable amount of data in your database. To track these and all other change documents, run transaction SE16 and check tables CDHDR (Change Document Header) and CDPOS (Change Document Position). o Change documents are only written for networks that are released. Partially released ones are ignored. This means delta replication only works for networks and activities that have been (fully) released. o In case the responsible manager of the networks is determined via the related projects, the change documents for projects should be activated as well. (see table row above) Cost center / Sales order Reporting line units Changes to these objects are always tracked. No action required. 1. In Customizing, choose Personnel Management Basic Settings, and execute Activate Change Doc. 2. Make the following settings: Plan Version 01 01 Or Plan Version 01 01 01 01 O Type O O O S Info Type 1000 1001 1001 1001 Subtype * A002 B012 A008 Active X X X X O Type 0 * Info Type 1000 1001 Subtype * * Active X X Organizational Management

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Activating Change Pointers


After you have activated the relevant change documents for the cost objects you want to replicate, you need to activate the respective change pointers. 1. 2. Run transaction BD61 and, under Activation Status, select the Change pointers activated - generally indicator. Run transaction BD50 and, on the Change View Activate Change Pointers for Message Type: Overview screen, activate the change pointers of the message types as required: Message Type OTM_HREE OTM_HRRLU ODTF_CCTR ODTF_COBJ_INTERNAL_ORDER ODTF_COBJ_PROJECT_WBS_ELEMENT ODTF_COBJ_NETWORK ODTF_COBJ_SALES_ORDER_ITEM Description Relevant for the replication of employees. Relevant for the replication of reporting line units. Relevant for the replication of cost centers. Relevant for the replication of internal orders. Relevant for the replication of projects (Work Breakdown Structure Elements). Relevant for the replication of networks and network activities Relevant for the replication of sales order items.

Note
Activating change pointers can impact the performance of your system, and over time it produces a considerable amount of data in your database. To track these and all other change pointers, run transaction SE16 and check table BDCP2.

Recommendation
We recommend that you specify only relevant change pointers in order to reduce the system workload and to avoid performance or storage problems.

Scheduling Delta Replication Runs


Changes to employees and cost objects will be tracked in change pointers. The changes will be collected periodically and will then be replicated to SAP Cloud for Travel. You need to define these periodic jobs for each cost object type individually. The time interval for replicating changes into SAP Cloud for Travel can be adjusted for each master data object. You simply need to create individual background jobs for these objects. The periodic job checks the available change pointers, and matches them with the existing replication variants. The delta replication only works for master data objects that have a change pointer set and that match the search criteria of the replication variant. If both criteria are fulfilled, the replication variant puts the whole master data object in an IDoc XML message. For each replication variant, an individual IDoc XML message is created. The master data objects that are being replicated to SAP Cloud for Travel overwrite the existing master data object in the target system. The change pointers for employees and cost objects are reset unless an error occurs during the respective replication run.

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To schedule the delta replication run, proceed as follows: 1. Run transaction BD21 (Creating IDoc Type from Change Pointers) and, in the Message type field, enter one of the following message types. Message Type OTM_HREE OTM_HRRLU ODTF_CCTR ODTF_COBJ_INTERNAL_ORDER ODTF_COBJ_PROJECT_WBS_ELEMENT ODTF_COBJ_NETWORK ODTF_COBJ_SALES_ORDER_ITEM 2. Description Update employees Update reporting line units Update cost centers Update internal orders Update projects (Work Breakdown Structure Elements) Update networks and network activities Update sales orders

Create a variant for report RBDMIDOC for each message type (choosing Save as Variant after entering each message type), and enter a name and description. For example: Field Variant Name Description Description Z_ODTF_COBJ_IO Internal Orders to Cloud for Travel

3.

Run transaction SM36 and, under General data, enter a Job name using the following naming convention: o Cost Objects RBDMIDOC_ODTF_COBJ_<YOUR_OBJECT> Examples: o For cost centers: RBDMIDOC_ODTF_COBJ_COST_CENTER o For internal orders: RBDMIDOC_ODTF_COBJ_INTERNAL_ORDER. o For projects: RBDMIDOC_ODTF_COBJ_PROJECTS o For networks: RBDMIDOC_ODTF_COBJ_NETWORKS o For sales orders: RBDMIDOC_ODTF_COBJ_SALES_ORDER o Employees RBDMIDOC_OTM_HREE_<EMPLOYEE_IDENTIFIER>

Note
To enter multiple jobs, you have to re-run transaction SM36 and enter each job individually. 4. Choose Step, and on the Create Step 1 screen, complete the fields as follows: Field Name Variant 5. Save your entries and go back. Value Enter RBDMIDOC. Select the variant you have defined.

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Choose Start Condition. On the Start Time dialog box, choose Immediate, select the Periodic job indicator and then choose Period values. 6. 7. On the Period Values dialog box, choose an appropriate value and save your entries. For example select 10 minutes. To get the minutes, choose from Other Period. Confirm the dialog box by choosing Save and, on the Define Background Job screen, save your entries again. This periodic job will now check the system for available changes, matches them with the selection criteria in the report variants, and then create IDoc XML messages that will be sent to the target systems. 8. Run transaction SM37 to monitor the scheduled and completed job runs. Cost Objects and Reporting Line Units only Your change pointers are now being processed, but IDoc messages are still not being sent to SAP Cloud for Travel. To set this up, you have to save at least one variant to the relevant selection report: 1. Run transaction SE38 and call up your selection report (for example, ODTF_COBJ_INTERNAL_ORDER). The following settings are mandatory: Field Company Code Only FI Posting Allowed CCs Delta Replication Settings group box Choose Receiving System group box 2. Value Enter a company code that is already maintained in SAP Cloud for Travel. Activate this indicator. Activate the Use Variant for Delta replication Using Change Pointers indicator. Maintain the Receiving Partner Number.

[OPTIONAL]: Implement BAdIs as required: o Implement the available BAdI (ODTF_CO_REPL_IDOC COST_CENTERS, ODTF_CO_REPL_IDOC_INTNL_ORDERS, ODTF_CO_REPL_IDOC_PROJECT_WBS, ODTF_CO_REPL_IDOC_NETWORK, or ODTF_CO_REPL_IDOC_SALES_ORDERS) for your cost objects to restrict selection criteria and/or to modify replication data. Example implementations are available for the replication of staffing lists, the determination of a responsible manager for projects and for sales order items, for example. o Implement HROTM_RLU_REPLICATION for your reporting line orders. o To reduce the amount of written change pointers, you can implement the available BAdI BDCP_BEFORE:WRITE for one or several of the message types mentioned above.

3.

In SAP Cloud for Travel, view and manage the imported objects.

You can now replicate your cost objects using IDocs. The following sections include detailed procedures for each cost object type. For example configurations, see Examples of Replication Using IDocs.

5.1.4

Cost Centers

This section explains the replication of cost centers using IDocs.

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5.1.4.1
Prerequisites

SAP ERP: Execute Initial Replication of Cost Centers

You have completed chapters 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11] and 3 SAP ERP: Setting Up FI Posting [page 23]. Procedure 1. 2. Run transaction SE38 and call up selection report ODTF_REPL_CC. On the selection screen, define your replication criteria as required. This section describes fields requiring explanation: o Responsible Manager Field Set Responsible Manager in BAdI Logical System Value If this indicator is active, you must implement BAdI ODTF_CO_REPL_IDOC_COST_CENTERS to set the employee ID of the person responsible. Enter the logical system from which the person responsible is replicated. To identify this logical system in SAP Cloud for Travel, proceed as follows: 1. 2. In Application and User Management choose the common task Edit Company Codes. Select the company for which the manager works. The system displays the logical system ID under Details: Company Codes of <yourcompany> in the IDoc Logical System ID column. Example: Q16CLNT500 o Delta Replication Settings This group box is only relevant for the delta replication. You can ignore it for the initial replication. o Choose Receiving System Fields Receiv. Partner No. Value Enter the remote system to which the data will be replicated. You need to specify the remote system that you have created for SAP Cloud for Travel. Note You can create multiple variants of the selection report with the same selection criteria but with different receiving systems. This allows you to replicate the same master data to multiple target systems. o Transmission Start

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Fields Transmission Start Date

Value The transmission start date is very important for the replication of cost center master data. Trips can only be assigned to this cost center on or after this date. We recommend that you use this transmission start date as the starting date for all future initial and delta replication runs.

o Test and Log Parameters Indicator Write Error Log for Skipped Data Sets Test Mode (List selected data only) Description If this indicator is active, any data sets that are not replicated will be logged in the report list. Activated by default. If this indicator is active, no data will be replicated in the target system. Only a list will be shown of the data records that would have been replicated. 3. Choose Execute.

5.1.4.2

SAP ERP: Set Up Delta Replication of Cost Centers

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replication of cost centers.

Prerequisite
You have completed the steps in section 5.1.3 Delta Replication [page 45].

Procedure
1. 2. Run transaction SE38 and define your criteria in selection report ODTF_REPL_CC. Generally, you should use the same selection criteria as for the initial replication. In addition, complete the fields in the Delta Replication Settings group box as follows: Delta Replication Settings Indicator Use Variant for Delta Replication Using Change Value If you activate this indicator, you specify that you want to use this report variant for the replication of changes.

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Indicator Pointers Replicate all Updated Cost Objects Independent of Selection Criteria

Value You should normally activate this setting when you have created variants. If you activate this indicator, the system will replicate all cost objects of this type that have been replicated before and that have been changed in the meantime. You need to activate this indicator to ensure that objects are being replicated even if their status has been changed to Posting Not Allowed in the meantime, for example.

3.

Save the selection criteria as a variant.

Caution
Do not execute the report manually to trigger delta processing! The saved variant will be called automatically by the job you have defined and scheduled as described in section 5.1.3 Delta Replication [page 45].

5.1.4.3

SAP Cloud for Travel: View and Manage Cost Centers

After a few minutes you can log on to your SAP Cloud for Travel system and see the cost centers that have been replicated.

Prerequisites
You have carried out the initial replication by successfully executing report ODTF_REPL_CC in SAP ERP. You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure
To view successfully imported cost centers, in Master Data Replication To process erroneous imports, in Master Data Replication Display Display Cost Centers.

Cost Centers.

A list of all cost centers with open import requests in the temporary storage area appears. Changes to your cost centers are replicated as defined and scheduled in your report variant. You are now done with the activities related to cost centers. You can proceed with section 5.1.5 Internal Orders [page 52].

5.1.5

Internal Orders

This section explains the replication of internal orders using IDocs.

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Prerequisites
You have completed chapters 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11] and 3 SAP ERP: Setting Up FI Posting [page 23]. You have already imported and activated the employees responsible for the internal orders in SAP Cloud for Travel.

5.1.5.1
1. 2.

SAP ERP: Execute Initial Replication of Internal Orders

Run transaction SE38 and call up selection report ODTF_REPL_CO_INTERNAL_ORDER. On the selection screen, define your replication criteria as required. This section describes fields requiring explanation: o Internal Order Fields Company Code FI Posting Allowed Value Specify company codes that are maintained in SAP Cloud for Travel. This is a required input field. Activated by default. If this indicator is not active, cost objects will be transferred, but travelers in SAP Cloud for Travel cannot use them to assign their costs. o Responsible Manager Fields Read User from Field VERAA_USER and Map to Employee ID locally Value If this indicator is active, the information which identifies the employee ID of the person responsible, will be read from field VERAA_USER and mapped to the employee ID using info type 0105 in your local client. If this indicator is active, the information which identifies the employee ID of the person responsible, will be read from field USER2. If this indicator is active, you must implement BAdI ODTF_CO_REPL_IDOC_INTNL_ORDERS to set the employee ID of the person responsible. Enter the logical system from which the person responsible is replicated. To identify this logical system in SAP Cloud for Travel, proceed as follows: 1. 2. In Application and User Management choose the common task Edit Company Codes. Select the company for which the responsible

Read Employee ID from Field USER2 Set Responsible Manager in BAdI Logical System

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Fields

Value works. The system displays the logical system ID under Details: Company Codes of <yourcompany> in the IDoc Logical System ID column. Example: Q16CLNT500

The information about which person is responsible for the internal order is important for the approval workflow in SAP Cloud for Travel.

Note
Without a valid person responsible, a cost object will not be replicated in SAP Cloud for Travel. Cost objects will not be created if the corresponding employees IDs are not active in SAP Cloud for Travel. o Delta Replication Settings This group box is only relevant for the delta replication. You can ignore it for the initial replication. o Choose Receiving System Fields Receiv. Partner No. Value Enter the Partner no. you have created in your partner profile as described in section 3.3.1 Save your entries. In transaction WE21, choose XML HTTP, and then Create. For the replication of cost centers and other cost objects using IDocs, complete the fields as shown in the following table: Field Port Description Value <system ID of the ondemand server>_03 <system ID of the ondemand server>_IDOC_ODTF_CCTR or different description RFC destination that you created in section 3.2.2 Cost Object Replication Using IDocs [page 25] Application/x-sap.idoc Example 0KRICSG_03 0KRICSG_IDOC_ODTF_CCTR

RFC Destination

0KRICSG_IDOC_ODTF_CCTR

Content Type

The option Application/xsap.idoc is only available if you have implemented SAP Note 1510812. Read this SAP Note for more information.

SOAP Protocol 3.

Activate this checkbox.

Save your entries.

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Fields

Value Maintain Partner Profile [page 29]. Example: 0KRICSG

Note
You can create multiple variants of the selection report with the same selection criteria, but with different receiving systems. This allows you to replicate the same master data to multiple target systems if required. o Test and Log Parameters Indicator Write Error Log for Skipped Data Sets Test Mode (List selected data only) Description If this indicator is active, any data sets that are not replicated will be logged in the report list. Activated by default. If this indicator is active, no data will be replicated in the target system. Only a list will be shown of the data records that would have been replicated. 4. Choose Execute.

5.1.5.2

SAP ERP: Set Up Delta Replication of Internal Orders

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replication of internal orders.

Prerequisite
You have completed the steps in section 5.1.3 Delta Replication [page 45].

Procedure
1. 2. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_INTERNAL_ORDER. Generally, you should use the same selection criteria as for the initial replication. In addition, complete the fields in the Delta Replication Settings group box as follows: Delta Replication Settings Indicator Use Variant for Delta Replication Using Change Pointers Value If you activate this indicator, you specify that you want to use this report variant for the replication of changes. You should normally activate this setting when you have

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Indicator

Value created variants.

Replicate all Updated Cost Objects Independent of Selection Criteria

If you activate this indicator, the system will replicate all cost objects of this type that have been replicated before and that have been changed in the meantime. You need to activate this indicator to ensure that objects are being replicated even if their status has been changed to Posting Not Allowed in the meantime, for example.

3.

Save the selection criteria as a variant.

Note
Do not execute the report manually to trigger delta processing! The saved variant will be called automatically by the job you have defined and scheduled as described in section 5.1.3 Delta Replication [page 45].

5.1.5.3

SAP Cloud for Travel: View and Manage Internal Orders

After a few minutes you can log on to your SAP Cloud for Travel application and see the replicated internal orders.

Prerequisites
You have carried out the initial replication by successfully executing report ODTF_REPL_CO_INTERNAL_ORDER in SAP ERP. You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure
To view successfully imported internal orders go to Master Data Replication To view and process erroneous imports go to Master Data Replication Display Other Cost Objects.

Display

Other Cost Objects.

A list of all internal orders with open import requests in the temporary storage area appears. Changes to your internal orders are replicated as defined and scheduled in your report variant. You are now done with the activities related to internal orders. You can proceed with section 5.1.6 Projects [page 56].

5.1.6

Projects

This section explains the replication of projects using IDocs.

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5.1.6.1

SAP ERP: Execute Initial Replication of Projects

Prerequisites
You have completed chapters 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11] and 3 SAP ERP: Setting Up FI Posting [page 23]. You have already imported and activated the employees responsible for the projects in SAP Cloud for Travel.

Procedure
1. 2. Run transaction SE38 and call up selection report ODTF_REPL_CO_PROJECT_WBS_EL. On the selection screen, define your replication criteria as required. This section describes fields requiring explanation: o Project Header Fields Internal Project Number Project Definition Description User of Person Responsible Name of Person Responsible o WBS Element Fields Company Code WBS Element Number WBS Element Description FI Posting Allowed o Responsible Manager Fields Read Employee ID from Field VERNR Value If this indicator is active, the information which identifies the employee ID of the person responsible will be read from field VERNR. (See Info Type 0105 in your HR system). If this indicator is active, you must implement BAdI ODTF_CO_REPL_IDOC_PROJECT_WBS to set the employee ID of the person responsible. Value Enter the relevant company code. Enter the internal ID. Enter the external ID. Enter a text for the WBS element. Required for initial export. Value Enter the internal ID. Enter the external ID. Enter a text for the project header. Enter the user ID of the person responsible. Enter the name of the person responsible.

Set Responsible Manager in BAdI

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Fields Logical System

Value Enter the logical system from which the responsible manager is replicated. To identify this logical system in SAP Cloud for Travel, proceed as follows: 1. 2. In Application and User Management, choose the common task Edit Company Codes. Select the company for which the responsible works. The system displays the logical system ID under Details: Company Codes of <yourcompany> in the IDoc Logical System ID column. Example: Q16CLNT500

o Delta Replication Settings This group box is only relevant for the delta replication. You can ignore it for the initial replication. o Choose Receiving System Fields Receiv. Partner No. Value Enter the remote system to which the data is to be replicated. You need to specify the remote system that you have created for SAP Cloud for Travel.

Note
You can create multiple variants of the selection report with the same selection criteria but with different receiving systems. This allows you to replicate the same master data to multiple target systems. o Test and Log Parameters Indicator Write Error Log for Skipped Data Sets Test Mode (List selected data only) Description If this indicator is active, any data sets that are not replicated will be logged in the report list. Activated by default. If this indicator is active, no data will be replicated in the target system. Only a list will be shown of the data records that would have been replicated.

3.

Choose Execute.

5.1.6.2

SAP ERP: Set Up Delta Replication of Projects

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replication of projects.

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Prerequisite
You have completed the steps in section 5.1.3 Delta Replication [page 45].

Procedure
1. 2. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_PROJECT_WBS_EL. Generally, you should use the same selection criteria as for the initial replication. In addition, complete the fields in the Delta Replication Settings group box as follows: Delta Replication Settings Indicator Use Variant for Delta Replication Using Change Pointers Value If you activate this indicator, you specify that you want to use this report variant for the replication of changes. You should normally activate this setting when you have created variants. If you activate this indicator, the system will replicate all cost objects of this type that have been replicated before and that have been changed in the meantime. You need to activate this indicator to ensure that objects will be replicated even if their status has been changed to Posting Not Allowed in the meantime, for example. 3. Save the selection criteria as a variant.

Replicate all Updated Cost Objects Independent of Selection Criteria

Note
Do not execute the report manually to trigger delta processing! The saved variant will be called automatically by the job you have defined and scheduled as described in section 5.1.3 Delta Replication [page 45].

5.1.6.3

SAP Cloud for Travel: View and Manage Projects

After a few minutes you can log on to your SAP Cloud for Travel system and see the projects that have been replicated.

Prerequisites
You have carried out the initial replication by successfully executing report ODTF_REPL_CO_PROJECT_WBS_EL in SAP ERP. You have scheduled periodic jobs for the delta replication in SAP ERP.

SAP Cloud for Travel Replicating Master Data from SAP ERP

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Procedure
To view successfully imported projects go to Master Data Replication To process erroneous imports, in Master Data Replication Import Display Other Cost Objects.

Other Cost Objects..

A list of all projects with open import requests in the temporary storage area appears. Changes to your projects are replicated as defined and scheduled in your report variant. You are now done with the activities related to projects. You can proceed with section 5.1.7 Networks and Network Activities This section explains the replication of networks and network activities using IDocs. The same replication report is used for networks and network activities. In the customizing of network types, it is defined whether networks headers or network activities are used for cost collection. In the first case the headers are replicated and in the latter case the activities. The replication of "other cost objects" requires a responsible manager necessary for approving costs in Cloud for Travel. Unfortunately networks and network activities do not have a responsible manager in ERP directly. In case a WBS (project work break-down structure) is assigned to the network, its manager is used as default. In all other cases the BADI ODTF_CO_REPL_IDOC_NETWORK has to be used for the manager determination. These WBSs do not need to be replicated. Only the managers determined via these WBSs have to be replicated as well.

5.1.6.4

SAP ERP: Execute Initial Replication of Networks and Network Activities

Prerequisites
You have completed the tasks described in chapters 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11] and 3 SAP ERP: Setting Up FI Posting [page 23]. You have already imported and activated the employees responsible for the WBSs in SAP Cloud for Travel.

Procedure
1. 2. Run transaction SE38 and call up selection report ODTF_REPL_CO_NETWORK. On the selection screen, define your replication criteria as required. o Network Fields Network FI Posting Allowed Select Headers Select Activities o Assignments Value Enter the internal ID. Required for initial export. If this is checked, cost relevant headers are replicated If this is checked, cost relevant activities are replicated

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Fields Controlling Area Company Code Business Area Plant WBS Element

Value Enter the internal ID. Enter the relevant company code. Enter the internal ID. Note that WBS can be nested. We only select networks and network activities via the directly assigned WBS.

Profit Center o Responsible Manager Fields Logical System

Value Enter the logical system from which the responsible manager is replicated. To identify this logical system in SAP Cloud for Travel, proceed as follows: 1. 2. In Application and User Management, choose the common task Edit Company Codes. Select the company for which the responsible manager works. The system displays the logical system ID under Details: Company Codes of <yourcompany> in the IDoc Logical System ID column. Example: Q16CLNT500

o Test and Log Parameters Indicator Write Error Log for Skipped Data Sets o Use IDocs for Replication Select this to use IDoc replication. o Delta Replication Settings This group box is only relevant for the delta replication. You can ignore it for the initial replication. o Choose Receiving System Fields Receiv. Partner No. Value Enter the remote system to which the data is to be replicated. You need to specify the remote system that you have created for SAP Cloud for Travel. Description If this indicator is active, any data sets that are not replicated will be logged in the report list.

Note
You can create multiple variants of the selection

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Fields

Value report with the same selection criteria but with different receiving systems. This allows you to replicate the same master data to multiple target systems.

3.

Choose Execute.

5.1.6.5

SAP ERP: Set Up Delta Replication of Networks and Network Activities

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replication of networks and network activities.

Prerequisite
You have completed the steps in section 5.1.3 Delta Replication [page 45].

Procedure
1. 2. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_NETWORK. Generally, you should use the same selection criteria as for the initial replication. In addition, complete the fields in the Delta Replication Settings group box as follows: Delta Replication Settings Indicator Use Variant for Delta Replication Using Change Pointers Value If you activate this indicator, you specify that you want to use this report variant for the replication of changes. You should normally activate this setting when you have created variants. If you activate this indicator, the system will replicate all cost objects of this type that have been replicated before and that have been changed in the meantime. You need to activate this indicator to ensure that objects will be replicated even if their status has been changed to Posting Not Allowed in the meantime, for example. 3. Save the selection criteria as a variant.

Replicate all Updated Cost Objects Independent of Selection Criteria

Note
Do not execute the report manually to trigger delta processing!

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The saved variant will be called automatically by the job you have defined and scheduled as described in section 5.1.3 Delta Replication [page 45].

5.1.6.6

SAP Cloud for Travel: View and Manage Networks

After a few minutes you can log on to your SAP Cloud for Travel system and see the networks that have been replicated.

Prerequisites
You have carried out the initial replication by successfully executing report ODTF_REPL_CO_NETWORK in SAP ERP. You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure
To view successfully imported networks go to Master Data Replication Display Other Cost Objects.

A list of all networks or network activities with open import requests in the temporary storage area appears. Changes to your networks or network activities are replicated as defined and scheduled in your report variant.

Note
To process erroneous imports, go to Master Data Replication Sales Orders [page 60]. Import Other Cost Objects.

5.1.7

Networks and Network Activities

This section explains the replication of networks and network activities using IDocs. The same replication report is used for networks and network activities. In the customizing of network types, it is defined whether networks headers or network activities are used for cost collection. In the first case the headers are replicated and in the latter case the activities. The replication of "other cost objects" requires a responsible manager necessary for approving costs in Cloud for Travel. Unfortunately networks and network activities do not have a responsible manager in ERP directly. In case a WBS (project work break-down structure) is assigned to the network, its manager is used as default. In all other cases the BADI ODTF_CO_REPL_IDOC_NETWORK has to be used for the manager determination. These WBSs do not need to be replicated. Only the managers determined via these WBSs have to be replicated as well.

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5.1.7.1

SAP ERP: Execute Initial Replication of Networks and Network Activities

Prerequisites
You have completed the tasks described in chapters 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11] and 3 SAP ERP: Setting Up FI Posting [page 23]. You have already imported and activated the employees responsible for the WBSs in SAP Cloud for Travel.

Procedure
4. 5. Run transaction SE38 and call up selection report ODTF_REPL_CO_NETWORK. On the selection screen, define your replication criteria as required. o Network Fields Network FI Posting Allowed Select Headers Select Activities o Assignments Fields Controlling Area Company Code Business Area Plant WBS Element Value Enter the internal ID. Enter the relevant company code. Enter the internal ID. Note that WBS can be nested. We only select networks and network activities via the directly assigned WBS. Profit Center o Responsible Manager Fields Logical System Value Enter the logical system from which the responsible manager is replicated. To identify this logical system in SAP Cloud for Travel, proceed as follows: 6. In Application and User Management, choose the Value Enter the internal ID. Required for initial export. If this is checked, cost relevant headers are replicated If this is checked, cost relevant activities are replicated

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Fields

Value common task Edit Company Codes. 7. Select the company for which the responsible manager works. The system displays the logical system ID under Details: Company Codes of <yourcompany> in the IDoc Logical System ID column. Example: Q16CLNT500

o Test and Log Parameters Indicator Write Error Log for Skipped Data Sets o Use IDocs for Replication Select this to use IDoc replication. o Delta Replication Settings This group box is only relevant for the delta replication. You can ignore it for the initial replication. o Choose Receiving System Fields Receiv. Partner No. Value Enter the remote system to which the data is to be replicated. You need to specify the remote system that you have created for SAP Cloud for Travel. Description If this indicator is active, any data sets that are not replicated will be logged in the report list.

Note
You can create multiple variants of the selection report with the same selection criteria but with different receiving systems. This allows you to replicate the same master data to multiple target systems. 8. Choose Execute.

5.1.7.2

SAP ERP: Set Up Delta Replication of Networks and Network Activities

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replication of networks and network activities.

Prerequisite
You have completed the steps in section 5.1.3 Delta Replication [page 45].

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Procedure
9. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_NETWORK. Generally, you should use the same selection criteria as for the initial replication. 10. In addition, complete the fields in the Delta Replication Settings group box as follows: Delta Replication Settings Indicator Use Variant for Delta Replication Using Change Pointers Value If you activate this indicator, you specify that you want to use this report variant for the replication of changes. You should normally activate this setting when you have created variants. If you activate this indicator, the system will replicate all cost objects of this type that have been replicated before and that have been changed in the meantime. You need to activate this indicator to ensure that objects will be replicated even if their status has been changed to Posting Not Allowed in the meantime, for example. 11. Save the selection criteria as a variant.

Replicate all Updated Cost Objects Independent of Selection Criteria

Note
Do not execute the report manually to trigger delta processing! The saved variant will be called automatically by the job you have defined and scheduled as described in section 5.1.3 Delta Replication [page 45].

5.1.7.3

SAP Cloud for Travel: View and Manage Networks

After a few minutes you can log on to your SAP Cloud for Travel system and see the networks that have been replicated.

Prerequisites
You have carried out the initial replication by successfully executing report ODTF_REPL_CO_NETWORK in SAP ERP. You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure
To view successfully imported networks go to Master Data Replication Display Other Cost Objects.

A list of all networks or network activities with open import requests in the temporary storage area appears. Changes to your networks or network activities are replicated as defined and scheduled in your report variant.

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Note
To process erroneous imports, go to Master Data Replication Import Other Cost Objects.

5.1.8

Sales Orders

This section explains the replication of sales orders using IDocs.

Note
The manual replication of sales orders using .xml files is currently not supported.

5.1.8.1

SAP ERP: Execute Initial Replication of Sales Orders

Prerequisites
You have completed chapters 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11] and 3 SAP ERP: Setting Up FI Posting [page 23]. You have already imported and activated the employees responsible for the sales orders in SAP Cloud for Travel.

Procedure
1. 2. Run transaction SE38 and call up selection report ODTF_REPL_CO_SALESORDER_ITM. On the selection screen, define your replication criteria as required: This section describes fields requiring explanation: o Sales Order Item Fields FI Posting Allowed o Responsible Manager Fields Partner Type Prio 1 Value Enter the partner type. If you leave the field empty, the employee ID must be set manually in BAdI ODTF_CO_REPL_IDOC_SALES_ORDERS. Partner Type Prio 2 Enter the partner type. If you leave the field empty, the employee ID must be set manually in BAdI Value Required for initial export.

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Fields

Value ODTF_CO_REPL_IDOC_SALES_ORDERS

Partner Type Prio 3

Enter the partner type. If you leave the field empty, the employee ID must be set manually in BAdI ODTF_CO_REPL_IDOC_SALES_ORDERS

Partner Type Prio 4

Enter the partner type. If you leave the field empty, the employee ID must be set manually in BAdI ODTF_CO_REPL_IDOC_SALES_ORDERS

Logical System

Enter the logical system from which the employee ID is replicated. To identify this logical system in SAP Cloud for Travel, proceed as follows: 1. 2. In Master Data Replication (Common Task). . Edit Company

Select the company for which the employee works. The system displays the logical system ID under Details: Company Codes of <yourcompany> in the IDoc Logical System ID column. Example: Q16CLNT500

o Delta Replication Settings This group box is only relevant for the delta replication. You can ignore it for the initial replication. o Choose Receiving System Fields Receiv. Partner No. Value Enter the remote system to which the data shall be replicated. You need to specify the remote system that you have created for SAP Cloud for Travel. Note You can create multiple variants of the selection report with the same selection criteria but different receiving systems. This allows you to replicate the same master data to multiple target systems. o Test and Log Parameters Indicator Write Error Log for Skipped Data Sets Test Mode (List selected data Description If this indicator is active, any data sets that are not replicated will be logged in the report list. Activated by default.

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Indicator only)

Description If this indicator is active, no data will be replicated in the target system. Only a list will be shown of the data records that would have been replicated.

3.

Choose Execute.

5.1.8.2

SAP ERP: Set Up Delta Replication of Sales Orders

After you have entered the relevant selection criteria, you can save them as a variant for the automatic replication of sales orders.

Prerequisite
You have completed the steps in section 5.1.3 Delta Replication [page 45].

Procedure
1. 2. Run transaction SM38 and define your criteria in selection report ODTF_REPL_CO_SALESORDER_ITM. Generally, you should use the same selection criteria as for the initial replication. In addition, complete the fields in the Delta Replication Settings group box as follows: Delta Replication Settings Indicator Use Variant for Delta Replication Using Change Pointers Value If you activate this indicator, you specify that you want to use this report variant for the replication of changes. You should normally activate this setting when you have created variants. If you activate this indicator, the system will replicate all cost objects of this type that have been replicated before and that have been changed in the meantime. You need to activate this indicator to ensure that objects will be replicated even if their status has been changed to Posting Not Allowed in the meantime, for example. 3. Save the selection criteria as a variant.

Replicate all Updated Cost Objects Independent of Selection Criteria

Caution
Do not execute the report manually to trigger delta processing! The saved variant will be called automatically by the job you have defined and scheduled as described in section 5.1.3 Delta Replication [page 45].

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5.1.8.3

SAP Cloud for Travel: View and Manage Sales Orders

After a few minutes you can log on to your SAP Cloud for Travel system and see the sales orders that have been replicated.

Prerequisites
You have carried out the initial replication by successfully executing report ODTF_REPL_CO_ SALESORDER_ITM in SAP ERP. You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure
To view successfully imported sales orders, go to Master Data Replication To process erroneous imports, go to Master Data Replication Import Display Other Cost Objects.

Other Cost Objects.

A list of all internal orders with open import requests in the temporary storage area appears. Changes to your projects are replicated as defined and scheduled in your report variant.

5.1.9

Employees

You can use report OTM_TRIGGER_EMPL_REPL_CE to extract employee master data from the SAP ERP system and to write them to IDocs which can then be transferred to an SAP Cloud for Travel system.

5.1.9.1
1. 2. 3.

SAP ERP: Execute Initial Replication of Employees

Run transaction SE38 and call up selection report OTM_TRIGGER_EMPL_REPL. In the Selection Criteria groupbox, complete the fields as required. See the field help for details. In the Receiver Settings groupbox, in the Receiv. Partner No. field, enter the remote system to which the data will be replicated. You need to specify one of the remote systems that you have created for SAP Cloud for Travel. In the Receiver Settings groupbox, choose Configuration. In customizing view OnDemand Transfer of Employee Master Data (V_OTM_HREE_C01), configure which data attributes should be transferred to the SAP Cloud for Travel system, and also from which data sources in the SAP ERP system the data should be read.

4.

Caution
The transmission start date is very important for the replication of employee master data. Your users will only be able to create trips that take place on or after this date.

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By default, the date in the Transmission Start field is the current date (that is, today's date). If you want, you can change it to another date of your choosing. Regardless of whether you use the default or choose a new date, we recommend that you then use this transmission start start as the starting date for all future initial and delta replication runs. 5. [OPTIONAL]: Implement available BAdIs as required. To manage the BAdi implementations call transaction SE18 (BAdI Builder) in SAP ERP and maintain the BAdI HROTM_EMPL_BUSINESS_ROLES. BAdI HROTM_EMPL_BUSINESS_ADDRESS Description You can overwrite business address attributes - such as e-mail, phone, or building - with your own implementation. You can overwrite personal details attributes such as first name, middle name, or academic title. You can define which SAP Cloud for Travel business roles shall be assigned during the master data replication. See also the note below that explains how business roles can be assigned or revoked. You can overwrite private address attributes such as street number or postal code. You can extract employee groupings from the SAP ERP system and send them to the SAP Cloud for Travel system. The supported groupings include, for example, Expense Type Expense Reporter Group Code and Enterprise Mileage Reimbursement Expense Reporter Group Code. You can overwrite attributes of an employee's cost center assignment with your own implementation. You can restrict the employees who are transferred to SAP Cloud for Travel. We recommended that you implement this BAdI if you want to restrict the usage of SAP Cloud for Travel to certain sections of your company. This BAdI allows you to: Overwrite the logon user (identity) of the employee for the SAP Cloud for Travel system Define your own employee IDs for your employees Lock or unlock the user of employees in the SAP Cloud for Travel system HROTM_EMPL_COSTCENTER You can check the consistency of cost centers which are assigned to your employees before you send the assignment to the SAP Cloud for Travel system. You can tell the system that change pointers should also be written for additional infotypes.

HROTM_EMPL_PERSONAL_DETAILS HROTM_EMPL_BUSINESS_ROLES

HROTM_EMPL_PRIVATE_ADDRESS HROTM_EMPL_TRAVEL_POLICIES

HROTM_EMPL_ORG_ASSIGNMENT HROTM_EMPL_ORGANIZATION_FILTER

HROTM_EMPL_EMPLOYEEID

HROTM_EMPL_CHANGEPOINTER

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For more information about the BAdIs, read the documentation provided for report OTM_TRIGGER_EMPL_REPL_CEin the SAP ERP system.

Note
SAP delivers the role /SAP/ODT/GENERIC. Customers can copy this role and change it to their requirements, in which case it is renamed to GENERIC. The system always tries to assign the GENERIC role first, if it is not available /SAP/ODT/GENERIC is assigned. Action Fundamental XML file-based replication (max. 1 role can be assigned) If the role field is filled, the contained role plus the role GENERIC are set. If the role field is empty, the roles TRAVELER and GENERIC are set. Complete Idoc-XML and web-service-based replication (multiple roles can be assigned) If the role table is filled, the contained roles plus the role GENERIC are set. If the role table is empty, the roles TRAVELER and GENERIC are set.

Create

Update

If the role field is filled, the role will be added. In all cases the role GENERIC is added if missing.

If the role table is filled, the new content is compared to the roles that were successfully replicated last ime. Additional roles are added. Roles that were replicated last time but are not contained in the current replication are deleted. Please note, that GENERIC cannot be deleted.

6.

In the Output Control groupbox, complete the fields as follows: Indicator Test Run (No IDoc Creation) Description Activated by default. If this indicator is active, no data will be replicated in the target system. Only a list will be shown of the data records that would have been replicated. If this indicator is active, the report creates a message for erroneous employee data.

Create Messages 7. Choose Execute.

After the report has completed, you can perform the following checks: Run transaction BD87 to check the IDocs in the Status Monitor of ALE messages. Check the entries in the business application log for employees which could not be processed due to errors.

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5.1.9.2
1. 2. 3.

SAP ERP: Set Up Delta Replication of Employees

You start the delta replication with report Creating IDoc Type from Change Pointers (RBDMIDOC). Run transaction SE38 and call up report RBDMIDOC. Start the report and enter IDoc message type OTM_HREE. Choose Execute. The same functionality which is processed by the initial replication is also processed. Configuration and BAdIs are effective as well. Change pointers are set to Processed for successfully processed employees.

5.1.9.3

SAP Cloud for Travel: View and Manage Employees

After a few minutes you can logon to your SAP Cloud for Travel application and see the employees that have been replicated.

Prerequisites
You have carried out the initial replication by successfully executing report OTM_TRIGGER_EMPL_REPL_CEin SAP ERP. You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure
To view successfully imported employees or process erroneous imports, go to Master Data Replication Employees. A list of all employees with open import requests in the temporary storage area appears. Changes to your employees are replicated as defined in your selection report. You are now done with the activities related to employees. Display

5.1.9.4

SAP Cloud for Travel: Assign User Roles

When all the employee records are available in SAP Cloud for Travel, you have to assign one of the supported roles to specific users. The following procedure describes how to assign a role to the users in SAP Cloud for Travel.

Example
All employees in the organization are defined as travelers (each employee might get to travel or submit an expense report sometime) but only a few employees have the role of financial controller or auditor. Note

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We recommend that you handle access rights by assigning roles to users rather than by assigning work centers and views directly to users. The advantages of assigning access rights through roles are considerable: o It eliminates the risk of a user accidently having authorizations to read or edit data to which he or she should not have unrestricted access. o There is much less maintenance effort involved when you have to edit access rights later, for example, after an upgrade. You only have to edit the access rights associated with the role and not the individual users access rights.

Procedure
1. 2. 3. 4. 5. In Application and User Management, under User and Access Management , choose Business Users. Search for the employee by name. A list of search results appears. Select the relevant employee and choose Edit Access Rights. The Edit Access Rights: <USER NAME> screen appears. Under Business Role Assignment, assign the user role by selecting the relevant checkbox (or checkboxes). Save your entries.

For information on roles and authorizations, see the relevant documentation in the Application and User Management work center and in the Security section of the SAP Cloud for Travel Master Guide.

5.1.10

Reporting Line Units

You can upload reporting line units to SAP Cloud for Travel, and then assign employees to these reporting line units in addition to a cost center. The employee's main assignment will still be to the cost center, but assigning them to a reporting line unit as well allows you to maintain an organizational structure in SAP Cloud for Travel which better reflects that of your company.

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To each reporting line unit, you can also assign: A line manager A hierarchy

5.1.10.1

SAP ERP: Execute Initial Replication

Prerequisites
You have completed the activities described in chapters 2 SAP Cloud for Travel: Integrating SAP ERP Systems [page 11] and 3 SAP ERP: Setting Up FI Posting [page 23]. You have already imported and activated the employees assigned as managers in SAP Cloud for Travel.

Procedure
1. 2. Run transaction SE38 and then call up report OTM_TRIGGER_RLU_REPL. Enter your selection criteria as required.

Note
In the Reporting Line Unit group box, you have to enter information in at least one of the fields in order for the replication to work. In the Replication Settings group box, the Start Date is particularly important. Once you choose a start date for the initial replication, we recommend you also use it as the start date for all delta replication from now on. 3. Choose Execute.

5.1.10.2

SAP ERP: Set Up Delta Replication

After you have executed the initial replication of reporting line units, you can save the selection criteria as a variant for future automatic replication.

Prerequisites
You have completed the steps in section 5.1.3 Delta Replication [page 45].

Procedure
1. Run transaction SE38 and then call up report OTM_TRIGGER_RLU_REPL.

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2. 3.

Enter your selection criteria. We recommend that you use the same criteria as you did for the initial replication, in particular the start date. Make the following settings in the IDoc Settings group box under Data Replication Settings. Indicator Use Variant for Delta Replication Using Change Pointers Value If you activate this indicator, you specify that you want to use this report variant for the replication of changes. You should normally activate this setting when you create variants. If you activate this indicator, the system will replicate all reporting line units that have been replicated before and that have been changed in the meantime. You need to activate this indicator to ensure that objects will be replicated even if they have been deleted or moved to another reporting line unit hierarchy that is not relevant for replication.

Replicate all Updated RLUs in addition to Selection Criteria

4.

Save the selection criteria as a variant.

Caution
Do not execute the report manually to trigger delta replication! The saved variant will be called automatically by the job you have defined and scheduled as described in section 5.1.3 Delta Replication [page 45].

5.1.10.3

SAP Cloud for Travel: View and Manage Reporting Line Units

After a few minutes, you can log on to your SAP Cloud for Travel system and verify that the reporting line units have been replicated.

Prerequisites
You have carried out the initial replication by successfully executing report OTM_TRIGGER_RLU_REPL. You have scheduled periodic jobs for the delta replication in SAP ERP.

Procedure
To view the successfully imported reporting line units, go to ,Master Data Replication Structure (Common Task) . To process erroneous imports, go to Master Data Replication Import Show Organizational

Reporting Line Units.

A list of all reporting line units with open import requests in the temporary storage area appears. Changes to your projects are replicated as defined and scheduled in your report variant.

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5.2

Replication of Master Data Using Web Services

This section describes how to replicate currency exchange rates using a web service.

Prerequisites
You have defined a communication system for data exchange with SAP ERP as described in section 2.1 Set Up Communication System [page 11]. You have completed section 2.6 Set Up Communication Arrangement for Replication of Currency Exchange Rates [page 11]. You have activated the replication of exchange rates in your project scope. You have the ID and password of an RFC-enabled user in the SAP ERP backend.

Procedure
1. 2. Run transaction SE38 and then call up the report OTM_TRIGGER_RLU_REPL. Enter the following information as required:

5.2.1

SAP Cloud for Travel: Fine-Tune Settings

In SAP ERP, several exchange rate types can exist. In SAP Cloud for Travel, however, only rate type 001 is available by default. You can use the Code List Mapping for Integration between SAP ERP and your SAP On Demand solution activity to assign the default type to the relevant exchange rate type from SAP ERP.

Procedure
1. 2. 3. 4. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation

On the Activity List: First Implementation screen, choose Fine-Tune. Choose the entry for Code List Mapping for Integration between SAP ERP and your SAP On Demand solution. Under Code List Mapping Definition, add a new row and complete the columns as follows: Column Mapping ID Local Data Type Name External Data Type Value Z1 ExchangeRateTypeCode RST

5.

Under Code List Mapping Rule, proceed as follows:

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Column Mapping Rule 6.

Value Map Individual Codes

Under Code List Mapping, add a new row and create the code list mapping as follows: Column Local Code External Code Value 001 Enter the name of the rate type from SAP ERP

7.

Save your entries.

If you want to transfer several exchange rate types from SAP ERP to SAP Cloud for Travel, you have to create a new local code before the mapping can be transferred from the local code to the external code 1. 2. 3. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation Exchange Rate Types.

On the Activity List: First Implementation screen, choose Fine-Tune On the Exchange Rate Types screen, enter the following values: Column Exchange Rate Type Description Value Z( Z (..)

Use the name of the rate type from SAP ERP

4.

Save your entries.

5.2.2

SAP TravelOnDemand: Schedule Replication Run for Currency Exchange Rates

This section describes how to replicate currency exchange rates from SAP ERP to SAP Cloud for Travel using web services.

Procedure
To replicate currency exchange rates, proceed as follows: 1. 2. In Travel Admin Exchange Rate Requests. To schedule a new run, choose Schedule.

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5.2.3

Non-SAP Systems: Replicate Master Data Using Web Services

You can also use web services interfaces to exchange information with other systems based on web service messages. SAP Cloud for Travel currently supports the following replication of master data and scenarios for nonSAP systems: Employee Cost center Cost objects such as internal orders, projects, and sales orders Posting expense reports to a FIN system Posting of expense reports into a HCM system, including taxable amounts for payroll process Receiving accounting notification from FIN system Business partners (see section 5.2.3.1 Replicating Business Partner Master Data below) Please note that this functionality is currently available on a project-by-project basis. If you would like to use this option, please contact your SAP sales representative.

5.2.3.1 5.2.3.1.1
1. 2.

Replicating Business Partner Master Data Setting Up Communication System


Input and Output Management , choose Communication Systems.

To integrate SAP Cloud for Travel with your source system, you need to define it as a communication system first. In Application and User Management Choose New and enter the following information: Field ID SAP System Host Name System Access Type Technical Contact Internal Comment 3. 4. Value ID or name of the source system to be connected. Leave this checkbox empty. [OPTIONAL]: Host name of the source system. Select the Internet option. [OPTIONAL]: Fill in the details of the employee who serves as technical contact in case support is needed. [OPTIONAL]: Enter any additional relevant information.

Choose Actions and then Set to Active. Save your entries.

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5.2.3.1.2

Setting Up Communication Arrangement

To start using the communication system you have defined, you must set up the communication arrangement for the inbound web service. When importing business partner master data, you have to do this separately for both accounts and contacts as necessary. 1. 2. In Application and User Management Arrangements. Input and Output Management , choose Communication

Choose New, follow the guided procedure and enter the following information: Step 1 Select Scenario Action Choose one of the following scenarios: Manage Accounts Manage Contacts 2 Define Business Data 3 Define Technical Data System Instance ID: Select the ID you created when you set up the communication system. Communication Method: Select Direct Connection. INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Web Service. Authentication Method: Choose one of the following options: User ID and Password The user ID is generated by the system and cannot be changed. Choose Edit Credentials and enter the password for the user twice. SSL Client Certificate Authentication: Select and download the relevant certificate. Choose Edit Credentials and enter the password for the user twice. On the Certificate tab, upload the relevant certificate. 4 Review 5 Confirmation Check your data and choose Finish. Confirm your entries.

Downloading WSDL File A Web Service Description Language (WSDL) file is required to set up communication between your source system and SAP TravelOnDemand. To download the file, proceed as follows: 1. 2. 3. 4. In Application and User Management Arrangements. Input and Output Management , choose Communication

In the list of communication arrangements, select Manage Accounts or Manage Contacts as necessary. Under Inbound Communication Services, select Manage Accounts or Manage Contacts as necessary.. Choose Download WSDL. Enter a name for the file and then save it.

Note
Make sure that SAP Cloud for Travel is added to the list of trusted sites in your internet browser.

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5.3

Manual Replication of Master Data

This section explains the manual replication of master data from SAP ERP.

Note
SAP recommends to use the approaches described in sections 5.1 and 5.2 as your preferred replication method. The manual replication of sales orders using .xml files is currently not supported.

5.3.1

Core Master Data and Dependencies

Employees and Cost Centers


Master data for employee and cost center establishes the essential core for working with SAP Cloud for Travel. Without this master data, the application cannot be used. There is a dependency between employee and cost center, which has some impact on data upload: Every employee must be assigned to a valid cost center. Every cost center must have a manager, and this manager must be a valid employee.

During initial setup, neither employees nor cost centers are available in the system. You can upload the master data, but it will stay inactive and remain in what is known as the staging area. This staging area is processed by a nightly background job that recognizes dependencies and resolves deadlock situations. After successful processing, the data is available for productive use. Due to their interdependency, the creation of employee and cost center occurs in the following sequence: 1. Create Cost Center without link to Responsible Person

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2. 3.

Create Employee with reference to the corresponding Cost Center (creating users and e-mail notifications on the fly) Assign Responsible Person to Cost Centers (backlink to Employee)

Note
For technical reasons, it is not currently possible to fully process all new employee and cost center data in the same night. The employees will be available and valid the next morning, but the cost centers will still not have a manager. If you cannot wait until the next day, you can trigger the missing processing step for the cost centers in Master data Replication Import Cost Centers by choosing Trigger Process Run. Be aware that processing may take some time if the data volume is high. During productive usage of SAP Cloud for Travel, the same situation may arise as during initial setup: you need to import new cost centers and new employees into the system, where the managers of new cost centers are also new employees and new employees are assigned to new cost centers. When the data volume is high, SAP recommends that you proceed as described above - that is, wait at least until the nightly background job has been processed. If the uploaded files contain only a few records, however, you can manually execute the whole process as follows: 1. In Master data Replication Import centers in the staging area. In Master data Replication Process. Import Cost Centers, choose Trigger Process Run. This will process all cost

The result will be that the new cost centers are in the system, but without managers. 2. Employees, select an employee, choose Edit, and on the next screen

You have to repeat this step for each employee you want to activate in the system immediately. Make sure to process at least all the employees that are managers of the newly imported cost centers. 3. To add the managers to the cost centers, repeat step 1. If you import new employees for existing cost centers, only step 2 is necessary to make the employees immediately available in the SAP Cloud for Travel system. Likewise, if you import new cost centers for which the manager already exists as an employee in SAP Cloud for Travel, only step 1 is necessary and will immediately yield cost centers with properly assigned managers. During the replication process of other cost objects and reporting line units, employees designated as managers are automatically assigned the approver role.

Other Cost Objects: Internal Orders and Projects

Employee

Other Cost Objects

Responsible person that is assigned to this cost object


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Master data for internal orders and projects also depends on employee data. However, the situation is simpler than for cost centers because the dependency is only one way (employees do not need to be assigned to a valid project, internal order, or sales order).

Note
If the uploaded file does not contain a valid employee ID for such a cost object, then the record simply will not be imported. You have to correct the data and repeat the import. The manual replication of sales orders using .xml files is currently not supported.

Currency Exchange Rates


Currency exchange rates are largely independent of the master data, and so do not require staging area support either. However, they are vital for maintaining all input data on travel costs.

5.3.2

SAP ERP: Manual Download of Master Data

Authorizations
In the interest of security, you should ensure that not every system administrator has the authorization to extract employee-related master data or accounting objects. You can use authorization object NWS_AUTH to restrict access to this functionality in SAP ERP. The authorization object consists of the following authorization fields: Field TCD Value Transaction NWSDX for data extraction NWSGX for maintenance of extraction objects (required for the implementation of certain SAP notes) NWS_PROJ Scope Enter the following technical names: TEMEXHCM for employee master data TEMEXFIN for FIN objects NWS_OBJ Technical name of the objects: If your scope is TEMEXHCM, enter EMPLOYEE_FUND (Employee Basic Data). If your scope is TEMEXFIN, enter one or more of the following: o COST_CENTERS o INTERNAL_ORDERS o PROJECTS For the exchange rate extractor, no authorization check for this object is needed. Create a role in your SAP ERP system and assign the users that will be able to access this functionality.

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Working with Extractors


You can start data extraction from transaction NWSDX. You first select the scope, and then choose one of the following options: Travel On Demand Extraction: HCM objects (Technical name: TEMEXHCM) Travel On Demand Extraction: FIN objects (Technical name: TEMEXFIN) Once you have selected the scope, select an object name and choose Generate Object. You must do this for every object you want to extract from SAP ERP. Within each scope, you will find dedicated extractors for the different types of master data. When starting an extractor you can specify some selection criteria and additional control parameters. SAP recommends that you save variants for each of your extractors. Each variant should contain appropriate selection criteria, and ideally the selection results of variants neither overlap nor omit any master data.

Example
For employee extraction, you can restrict the selection to certain company codes. If you have three company codes, 0001, 0002, and 0003, it makes sense to have the following set of variants: o One variant for 0001 o One for 0002 o One for 0003 It would not make sense to have variants for 0001+0002 and 0002+0003 (company code 0002 contained in both variants), or to have variants only for 0001 and for 0003 (company code 0002 not covered by any variant). Using these variants whenever you extract master data has two advantages: It reduces the data volume per download It supports consistent downloads as part of your recurring tasks as system administrator.

Note
If you receive a dump when starting an extractor from transaction NWSDX, see SAP Note 1585336. This SAP Note refers to a program name for an extractor that is not relevant for SAP Cloud for Travel; however, the included procedure is the same for all extractors.

Extraction Logging
If you select the object-specific parameter Log skipped records on the selection screen of the extractor, a log entry will be created for each record that meets the selection criteria but is not extracted. The key of the record and the reason why it is skipped will then be written into the extraction log. The log of the last extraction can be accessed by choosing the link in the Last Extraction field of the extractor and then Display Log.

Note
We recommend that you activate logging only for test purposes and only for small data volumes because it has an impact on performance. To delete logs for an extractor, select the extractor in the Object column of the selected scope, and then choose Delete Log.

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Encryption/Decryption
For security reasons, SAP recommends that you transfer all master data in encrypted form. At download time, extractors offer you the option of writing files in encrypted format. As system administrator, you need to provide a password. When you upload to SAP Cloud for Travel, the password will be required for proper upload decryption. Make sure you follow the SAP standard guidelines for creating secure passwords.

Note
The upload side of SAP Cloud for Travel will accept both encrypted and non-encrypted files. This ensures that non-encrypted files from non-SAP master data sources can also be consumed. However, this means that master data provided by non-SAP ERP systems is currently not as wellprotected as master data from SAP ERP systems.

5.3.3

SAP Cloud for Travel: Manual Upload of SAP ERP Data

Data downloaded from SAP ERP is uploaded to SAP Cloud for Travel semi-automatically, and requires manual post-processing only in the event of errors. Since master data upload is both a part of system setup and a recurring task during productive usage, the corresponding tasks can be found in the Master Data Replication work center under Manual Replication. For consistency reasons, the types of master data that you can import from SAP ERP cannot be maintained manually in SAP Cloud for Travel. If there are errors in the data in SAP Cloud for Travel, you have to correct the data in SAP ERP, export them and then import the new file into SAP Cloud for Travel.

Note
Imports overwrite one another. This means if you do not import files in the same sequence in which you created them in SAP ERP, the result will be obsolete data in SAP Cloud for Travel. To re-establish consistency between SAP ERP and SAP Cloud for Travel, you must extract the data again, using the Include previous records or Enforce full extraction features respectively, and then import again into SAP Cloud for Travel.

5.3.4

Handling of Errors in Manual Master Data Uploads

Errors in master data transfer may occur due to the interdependency of the data or due to an incorrect setup of data in the SAP ERP system. In general, master data must be maintained in the SAP ERP system and then transferred back to SAP Cloud for Travel. However, there are specific errors that need to be corrected in SAP Cloud for Travel by using the staging area user interface. To view and process erroneous imports in SAP Cloud for Travel, go to Master Data Replication. For specific cases and user interface details, see chapter 8 Troubleshooting of the SAP Cloud for Travel Master Guide.

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5.3.5

Reporting Line Units

You can upload reporting line units to SAP Cloud for Travel, and then assign employees to these reporting line units in addition to a cost center. The employee's main assignment will still be to the cost center, but assigning them to a reporting line unit as well allows you to maintain an organizational structure in SAP Cloud for Travel which better reflects that of your company. To each reporting line unit, you can also assign: A line manager A hierarchy

Prerequisites
You have implemented BadI HROTM_EMPL_ORG_ASSIGNMENT in your SAP ERP system.

Procedure
1. 2. 3. 4. 5. Download the data migration template from SAP Service Marketplace at http://service.sap.com/ondemand under SAP Cloud for Travel May 2013 Version Data Migration Template - Reporting Line Units. In your SAP ERP system, retrieve the names and technical information of the relevant reporting line units. Enter this information (including the employees you want to assign to the reporting line units) in the data migration template, and save the template in XML format. In SAP Cloud for Travel, go to Master data Replication template. Go to Master data Replication Import Import Reporting Line Units and upload the

Reporting Line Units, and choose Replicate All.

Result
The reporting line units are uploaded to SAP Cloud for Travel. When you upload your employees (as described in section 5.1.9 Employees), you can verify the assignments and hierarchy of the reporting line units in Master data Replication Show Organizational Structures (common task).

5.3.6

Employees

This section describes how to manually transfer employees from SAP ERP to SAP Cloud for Travel.

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5.3.6.1

Extraction Logic

The employee master data records need to fulfill certain prerequisites. Otherwise, they are not considered for the extraction, regardless of the selection criteria that were entered in the extraction transaction. You need to maintain the following info types: o Info type 0001 (Organizational Assignment) o Info type 0002 (Personal Data) o Info type 0006 (Addresses) with one of the following subtypes: o '1' Permanent Address o '2' HOME Address o '3' Mailing Address o You can obtain the office data and the system preferences from the data stored under System -> User Profile -> Own Data. Caution The company e-mail address must not exceed 40 characters. If the address is longer than 40 characters, the system generates a new user ID. The user then has to use this system-generated ID to log on to the SAP Cloud for Travel. If you do not store the company e-mail address of your employees as described above, you need to implement BAdI TOD_HCM_GET_OFFICE_COMM_DATA (Employees extractor: Get office communication data for an employee). In this case, the workplace address, office phone, and company email address must all be provided by the BAdI. The expense groups are taken from features ODT01 to ODT09. Employee data During initial download, all records that fit the given selection criteria are extracted. During subsequent downloads, by default only those records are extracted which were created or for which changes relevant for SAP Cloud for Travel occurred on or after the day of the last extraction (delta download). If you want to overrule this default behavior, select the Enforce full extraction indicator. Time dependency of employee data During initial download, an employee is exported only if there is an entry in table HR Master Record: Infotype 0001 (Org. Assignment) (PA0001) valid on the current day. During subsequent downloads, if there is no valid record for the current date, the last valid record for that employee is used. Data consistency between SAP ERP and SAP Cloud for Travel Users in SAP Cloud for Travel can only be created based on the employee master data records that exist in SAP ERP. A manual creation of employees or users in SAP Cloud for Travel is not supported. Administrative changes to existing employees (such as role assignment, or assignment of an additional e-mail address is still possible). There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud for Travel - for example, because the file with the extracted data was corrupted before it was uploaded to SAP Cloud for Travel. To repair this, you can select the Enforce Full extraction indicator. If you have this option activated, extraction behaves the same way as during initial download.

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Note
SAP Cloud for Travel sends notification e-mails to the new users containing their user IDs and initial passwords. With this information, users can immediately log on to the system. Make sure that your system is prepared for productive use before you perform a mass upload of employee data. If you use another SAP HCM system for the download of employee master data, you must have a separate communication system for it in place. Otherwise the upload will not work. For more information about setting up a communication system, see section 2.1 Set Up Communication System [page 11]. The extraction data can be modified using BAdI NWS_EXT_DATA_EXTRACTION from the enhancement spot NWS_EXT_ES_DATA_EXTRACTION. There is an example class: CL_ODT_EXAMPLE_EMPLOYEE_BASIC.

5.3.6.2
1. 2. 3. 4. 5. 6.

SAP ERP: Extract Employees

Run transaction NWSDX and, in the Scope field, select Travel On Demand Extraction: HCM objects. From the list of objects, select Employee Basic Data. Choose Execute Extraction. On the Employee Basic Data screen, you can restrict your search. Under Object-Specific Parameters, select Enforce full extraction and Log skipped records, if required. In the Program Parameters section, in the Split output after # of records field, enter the number of records after which the system will create a new file.

Example
If you set the value in this field to 200, and there are 560 employees, three files will be created: two that include 200 records each and one that includes 160 records. 7. Choose Execute. In the dialog box, enter a file name and save the .xml file to your local computer. A message indicating how many records were extracted appears.

Note
If the .xml files are created in non-encrypted form at SAP ERP download time, SAP recommends that you store them on encrypted disk partitions. This ensures that only authorized staff has access to this sensitive data. For disk encryption, you can use any product of your choice. As a freeware product you may consider, for example www.truecypt.org. These products ensure that any file written to the above mentioned disk partitions is encrypted. In turn, it will be decrypted as soon as it is read and uploaded to SAP Cloud for Travel. The upload of the data to SAP Cloud for Travel is not critical, as the connection used here is protected (encrypted) via SSL (HTTPS protocol). 8. To encrypt the employee data, choose Yes in the dialog box.

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5.3.6.3

SAP Cloud for Travel: Import Employees

The following procedure describes how to import the employee records by using the .xml file extracted from SAP ERP. As there are dependencies between employee master data and cost centers, you should upload both master data types consecutively. The data records are uploaded to a staging area first. Here, the system checks the master data for consistency. Each cost center referenced in an employee master data record needs to have a matching cost center master data record. Conversely, each person responsible assigned to a cost center needs to have a matching employee master data record.

Procedure
1. 2. In Master data Replication Import Employees.

The Migrate Employee Snapshot-Based Data screen appears. Choose Upload and then one of the following options: o Data from Migration Template o Data from Text File 3. In the dialog box, browse to the file containing the employee master data records that you have extracted from SAP ERP, and choose Upload again. The file appears now in the Source Files table. 4. Select the row for this file and choose Execute Migration. A progress bar indicating the process appears, as well as a multiple-step wizard showing you the current step of the process. 5. Follow the instructions provided by the wizard and complete the migration process. When requested, maintain the mapping between the values used in SAP ERP and in SAP Cloud for Travel. Once you have maintained the mapping, the system remembers it and only asks again if unknown values are contained in an upload. You can now view the status of records imported to SAP Cloud for Travel. To do so, in Master data Replication Import , choose Employees. The employee master data records that have been uploaded will be post-processed in a nightly background job. This job triggers the following actions in SAP Cloud for Travel: o Consistency check o Creation of system users o Assignment of user roles (the default role is Traveler) o Sending notification e-mails to the users with the logon data (the password is sent in a separate e-mail)

6.

5.3.6.4

Import Employees from Non-SAP ERP Systems

If you do not have an SAP ERP system, you need to enter (copy and paste) all employee master data records into the XML template and use this file for the upload. You cannot enter or maintain employee master data in SAP Cloud for Travel. This is to ensure consistency of employee master data across the different systems.

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Procedure
1. 2. 3. You can retrieve an empty XML template for employee upload from the Service Marketplace: Data Replication Template - Employees. Fill the template with your data. In Master data Replication Import , choose Employees. On the Migrate Employee Basic Data screen, upload the XML template to SAP Cloud for Travel.

5.3.6.5

Cloud for TravelSAP Cloud for TravelSAP Cloud for Travel: Assign User Roles

When all the employee records are available in SAP Cloud for Travel (that is, after completion of the nightly background job), you have to assign one of the supported roles to specific users.

Example
All employees in the organization are defined as travelers (each employee might get to travel or submit an expense report sometime) but only a few employees have the role of financial controller or auditor.

Note
We recommend that you handle access rights by assigning roles to users rather than by assigning work centers and views directly to users. The advantages of assigning access rights through roles are considerable: o It eliminates the risk of a user accidently having authorizations to read or edit data to which he or she should not have unrestricted access. o There is much less maintenance effort involved when you have to edit access rights later, for example, after an upgrade. You only have to edit the access rights associated with the role and not the individual users access rights. The following procedure describes how to assign a role to the users in SAP Cloud for Travel.

Procedure
1. 2. 3. 4. 5. 6. Go to Application and User Management Business.

Enter search criteria - for example, the name or the employee ID. The Employee List appears, containing all matching records that were successfully imported. Select a user and choose Edit. The User Details: <USER NAME> screen appears. Under Access Details Save your entries. Access As, select the checkbox (or checkboxes) that reflects the user role.

For information on roles and authorizations, see the relevant documentation in the Application and User Management work center and in the Security section of the SAP Cloud for Travel Master Guide.

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5.3.7

Cost Centers

This section describes how to manually transfer cost centers from SAP ERP to SAP Cloud for Travel.

5.3.7.1

Extraction Logic

This section explains the extraction logic for cost centers. Prerequisites for initial download The cost center master data records need to fulfill certain prerequisites, otherwise they will not be considered for the extraction, regardless of the selection criteria entered in the extraction transaction. The following data needs to be maintained in the SAP ERP system: o A valid person responsible needs to be maintained o No posting locks must be active (see tab Control in SAP ERP cost center maintenance) which means that posting of actual costs must be allowed for this cost center.

Note
In SAP ERP, you can define several validity periods for a cost center. The current version of SAP Cloud for Travel, however, supports only one validity period for cost centers. As such, SAP Cloud for Travel stores only the most recent validity period transferred from SAP ERP. This means that, in certain cases, travelers can select a cost center which is no longer valid at the time of the trip, or not be able to select a cost center which, at the time of the trip, would have been still valid.

Recommendation
If you use several validity periods for cost centers, or if you occasionally change the status of the posting lock, we recommend that you proceed as follows: Replicate your changes immediately before or after the point in time when the status change becomes effective. In addition, travelers should finalize their expense reporting as early after completion of the trip as possible. Determination of the correct person responsible The employee master data records in SAP Cloud for Travel have the same employee ID as the employee master records in your SAP ERP system. To be able to use the cost centers from SAP ERP in SAP Cloud for Travel, the employee ID of the person responsible for the cost center must be determined. There is no default logic for this. You need to implement method IF_TOD_FIN_DET_ID_CC_RESP~DETERMINE_RESPONSIBLE (Determine responsible PERNR of a cost center) of BAdI TOD_FIN_DET_ID_CC_RESPONSIBLE. If you know the user name of the responsible person, function module ODT_GET_PERNR_FOR_USER can serve as a guideline for your implementation. You may need to call remotely from your FIN system to your HCM system to retrieve the employee ID. Subsequent downloads

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During subsequent downloads, by default the only records extracted are those that were newly created or for which changes relevant for SAP Cloud for Travel occurred on or after the day of the last extraction (delta download). If you want to change this default behavior, ensure to select the Include previous records indicator. Time dependency of cost center data During initial download, a cost center is exported only if it is valid on the current day. During subsequent downloads, if there is no valid record for a previously exported cost center for the current date, the last valid record for that cost center is used. Cost center description (short text) The description (short text) of a cost center is extracted in the language of the corresponding company code. If the description is not maintained in that language, the cost center ID and a default text are written into the description field of the export file. Data consistency between SAP ERP and SAP Cloud for Travel The cost centers in SAP Cloud for Travel can only be created based on the cost center master data records that exist in SAP ERP. Manual creation of cost centers in SAP Cloud for Travel is not supported. There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud for Travel, for example, because the file with the extracted data was corrupted before it was uploaded to SAP Cloud for Travel. To repair this, you can select the Include Previous Records indicator. If you have this option activated, not only the delta is extracted but also everything that has ever been extracted (regardless of whether any changes occurred in the meantime).

5.3.7.2
1. 2. 3. 4. 5.

SAP ERP: Extract Cost Centers

Run transaction NWSDX and, in the Scope field, choose TOD_FIN Travel On Demand Extraction: FIN objects. From the list of objects, choose COST_CENTERS. Choose Execute Extraction. The Extraction COST_CENTERS screen appears. Here you can restrict your search. Under Object-Specific Parameters, you can select the Include previous records and Log skipped records indicators if required. Under Program Parameters, in the Split output after # of records field, you can enter the number of records after which the system will create a new file.

Example
If you set the value in this field to 50, and there are 85 cost centers, two files will be created: one that includes 50 records and one that includes 35 records. 6. In the dialog box, enter a file name and save the .xml file to your local computer. A message indicating how many records were extracted appears.

Note
The description of cost centers will always be extracted in the language maintained for the company code (field T001-SPRAS). If there is no text available in this language, then the description will be filled with the IDs of the controlling area and cost center, plus a text indicating that there was no description in the given language. If the .xml files are created in non-encrypted form at ERP download time, we recommend that

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you store them on encrypted disk partitions. This ensures that only authorized staff have access to this sensitive data. 7. To encrypt cost center data, choose Yes in the dialog box.

5.3.7.3

SAP Cloud for Travel: Import Cost Centers

You can only create the cost centers in SAP Cloud for Travel based on the cost center master data records that exist in SAP ERP. The following procedure describes how to import the cost center records by using the .xml file extracted from SAP ERP.

Prerequisite
You have performed the activities described in section 2.2 Set Up Companies and Company Codes [page 13].

Procedure
1. 2. 3. 4. In Master Data Replication Choose Actions Import Cost Centers, choose Upload Cost Centers.

Create, specify a file name, and choose Create. Download.

On the Edit Source File screen, choose Save and Close. Select your new (empty) file and choose Actions

Note
Make sure that your browser settings permit the download. You can enter your data into this file and upload it to SAP Cloud for Travel as follows: 1. 2. In Master Data Replication Import Cost Centers. Assign the Approver role to all cost center owners as described in section SAP Cloud for Travel: Assign User Roles [page 87].

5.3.8

Currency Exchange Rates

This section describes how to manually transfer currency exchange rates from SAP ERP to SAP Cloud for Travel.

5.3.8.1

Extraction Logic

This section explains the extraction logic for currency exchange rates. Data Selection

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In the extraction process, you can enter date ranges that are related to the validity date of the exchange rates. During the download, all records meeting the given selection criteria are extracted. Even in cases when you extract exchange rates with the same validity date multiple times, this would be recognized in the upload by the system. Nevertheless you should try to narrow down the date range in the extraction process to reduce the amount of downloaded records to the required minimum. Negative Exchange Rates It is not possible to upload negative exchange rates. Therefore all negative exchange rates in SAP ERP are converted during download to positive exchange rates. For example, USD/EUR = -0,75 will be transformed to EUR/USD = 1,33. Exchange Rate Factors In SAP ERP, it is possible to maintain exchange rate factors (example: EUR:JPY = 1:100). This is not possible in SAP Cloud for Travel. For that reason, these factors will be used to calculate the exchange rates during download. Validity Date and Exchange Rate History If the .xml upload file contains a currency whose Valid from date is older than the Valid from date for this currency in SAP Cloud for Travel, the uploaded rates can be found using View Exchange Rate History. Valid Currencies Not all currencies that are available in SAP ERP or can be created in SAP ERP can be replicated to SAP Cloud for Travel. Only the three-letter ISO codes for official currencies currently in use are allowed.

5.3.8.2

SAP ERP: Extract Currency Exchange Rates

To be able to use the same currency exchange rates from SAP ERP in SAP Cloud for Travel, you have to download all relevant currency exchange rate data records from the SAP ERP system and upload them to SAP Cloud for Travel.

Procedure
1. 2. 3. Run transaction NWSDX and, in the Scope field, select Travel On Demand Extraction: FIN objects. From the list of objects, select EXCHANGE_RATES, and choose Execute Extraction. On the Extraction EXCHANGE_RATES screen, you can restrict your search. Fields Primary Selection section Exch. rate type field Value You can specify which exchange rate type shall be used. You can enter M to use the standard translation at the average rate, or select a different type based on your requirements. You can select one or multiple currencies that shall be extracted. You can enter the number of records after which the system will create a new file.

Primary Selection section From currency and To currency fields Program Parameters section Split output after # of records field

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Example
If you set the value in this field to 50, and there are 85 currency exchange rates, two files are created: One that includes 50 records and one that includes 35 records. 4. 5. 6. Choose Execute. In the dialog box, enter a file name and save the .xml file to your local computer. A message indicating how many records were extracted appears. On the Networked Solutions Initial Load Extraction screen select the object EXCHANGE_RATES and choose Display Statistic. A dialog box appears and provides you with detailed information of the last extraction. 7. 8. In the File Statistic table select the entry and choose Display Log. If the table Message Supplement contains error messages (such as File includes missing ISO codes) you need to open the generated XML file with an appropriate application (for example, Microsoft Excel) and correct these errors manually before uploading these data records to SAP Cloud for Travel.

5.3.8.3

SAP Cloud for Travel: Import Currency Exchange Rates

You can enter currency exchange rates manually or upload them using the .xml file extracted from SAP ERP. The following describes how you can import the currency exchange rate records by using the .xml file extracted from SAP ERP. 1. 2. 3. In Travel Admin under Common Tasks , choose Update Exchange Rates. Choose Import - From Microsoft Excel and select the file to be uploaded. Choose Save.

5.3.8.4

Import Currency Exchange Rates from Non-SAP ERP Systems

If you do not have an SAP ERP system, you can either maintain all currency exchange rates manually in SAP Cloud for Travel, or you can use the same XML template as used by SAP ERP. If you choose the .xml option, you need to enter (copy and paste) the required information manually in the template. For more information, see the following documents: Upload Currency Exchange Rates from non-SAP ERP Systems Template Go to SAP Service Marketplace at https://service.sap.com, then choose Installation & Upgrade Guides Demand Solutions from SAP SAP Cloud for Travel August 2012 Version. Download the Sample File: Currency Exchange Rates Upload file. On-

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5.3.8.5
1. 2. 3. 4.

SAP Cloud for Travel: Manually Create Currency Exchange Rates

In Travel Admin under Common Tasks , choose Update Exchange Rates. On the Exchange Rates for Foreign Currencies screen, choose Add Row. Select the new line you created, and complete the fields in table Current Exchange Rates. Save your entries.

For more information, see Setting Up Exchange Rates in the Help Center.

5.3.9

Internal Orders

This section describes how to manually transfer internal orders from SAP ERP to SAP Cloud for Travel.

Note
We recommend that you transfer internal orders using the IDoc replication method as described in section 5.1 Master Data Replication Using IDocs [page 41]. This section explains the extraction logic for internal orders. Data extraction of internal orders and projects follows the same principles.

5.3.9.1

Extraction Logic

This section explains the extraction logic for the manual replication of internal orders. Prerequisites for initial download The internal order and project master data records need to fulfill certain prerequisites. If they do not, they will not be considered for the extraction, regardless of the selection criteria entered in the extraction transaction. The following data needs to be maintained in the SAP ERP system: o A valid person responsible needs to be maintained (see next bullet point for details) o Posting of actual costs must currently be allowed Determination of the correct person responsible The employee master data records in SAP Cloud for Travel have the same employee ID as the employee master records in your SAP ERP system. To be able to use the internal orders from SAP ERP in SAP Cloud for Travel, the employee ID of the person responsible for the internal order must be determined. There is no default logic for this. You need to implement method IF_TOD_FIN_DET_ID_IO_RESP~DETERMINE_RESPONSIBLE (Determine responsible PERNR of an internal order) of BAdI TOD_FIN_DET_ID_IO_RESPONSIBLE. The function module ODT_GET_PERNR_FOR_USER can serve as a guideline for your implementation. However, you may need to call remotely from your FIN system to your HCM system to retrieve the employee ID if you only have the user name. Subsequent downloads

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During subsequent downloads, by default the only records extracted are those which are new or for which changes relevant for SAP Cloud for Travel occurred on or after the day of the last extraction (delta download). If you want to change this default behavior, make sure that you select the Include previous records indicator. Data consistency between SAP ERP and SAP Cloud for Travel Internal orders in SAP Cloud for Travel can only be created based on the internal order master data records that exist in SAP ERP. Manual creation of these objects in SAP Cloud for Travel is not supported. There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud for Travel, for example, because the file with the extracted data was corrupted before it was uploaded to SAP Cloud for Travel. To repair this, you can select the Include Previous Records indicator. If you have this option activated, not just the delta is extracted but also everything that has ever been extracted (regardless of whether any changes occurred in the meantime).

5.3.9.2
1. 2. 3. 4. 5.

SAP ERP: Extract Internal Orders

Run transaction NWSDX and, in the Scope field, select TOD_FIN Travel On Demand Extraction: FIN. From the list of objects, choose INTERNAL ORDERS and choose Execute Extraction. On the Extraction INTERNAL_ORDERS screen, you can restrict your search. In the Object-Specific Parameters section, you can select the indicators Include previous records and Log skipped records if required. In the Program Parameters section, in the Split output after # of records field, you can enter the number of records after which the system will create a new file.

Example
If you set the value in this field to 50, and there are 85 internal orders, two files will be created: One that includes 50 records and one that includes 35 records. 6. In the dialog box, enter a file name and save the .xml file to your local computer. A message indicating how many records were extracted appears.

5.3.9.3

SAP Cloud for Travel: Import Internal Orders

The following procedure describes how to import internal order records by using the .xml file extracted from SAP ERP. You can only create internal orders in SAP Cloud for Travel that are based on the internal order master data records that exist in SAP ERP.

Prerequisite
You have imported the employee responsible for the internal order.

Procedure
1. In Master Data Replication, under Manual Replication, choose Other Cost Objects.

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2.

Choose Upload. In the dialog box, browse to the file containing the employee master data records that you have extracted from SAP ERP, and choose Upload again. The file appears now in the Source Files table. Select the row for this file and choose Execute Migration. A progress bar appears, as well as a multiple-step wizard showing you the current step of the process. Follow the instructions provided by the wizard and complete the migration process. When requested, maintain the mapping between the values used in SAP ERP and in SAP Cloud for Travel. Do not change the suggested values; simply confirm them. Once you have maintained the mapping, the system will remember it and only ask again if some unknown values are contained in an upload. You can see the imported internal orders in Master Data Replication,Display Other Cost Objects.

3. 4.

5.3.10 Projects
This section describes how to manually transfer projects from SAP ERP to SAP Cloud for Travel.

Note
We recommend that you transfer projects using the available IDoc replication as described in section 5.1 Master Data Replication Using IDocs [page 41]. This section explains the extraction logic for projects. Data extraction of internal orders and projects follows the same principles.

5.3.10.1

Extraction Logic

Prerequisites for initial download The project master data records need to fulfill certain prerequisites. If they do not, they will not be considered for the extraction, regardless of the selection criteria entered in the extraction transaction. The following data need to be maintained in the SAP ERP system: o A valid person responsible need to be maintained (see also next bullet point for details). o Posting of actual costs must currently be allowed Determination of the correct person responsible (Project) The employee master data records in SAP Cloud for Travel must the same Employee ID as the employee master records in your SAP ERP system. To be able to use the projects from SAP ERP in SAP Cloud for Travel, the employee ID of the person responsible for the project must be determined. By default, the content of the field Number of the responsible person (project manager) (field PRPS-VERNR) is used, but you may override this if you implement method IF_TOD_FIN_DET_ID_WBS_RESP~DETERMINE_RESPONSIBLE Determine responsible PERNR of a WBS element (project) of BAdI TOD_FIN_DET_ID_WBS_RESPONSIBLE. Subsequent downloads

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During subsequent downloads, by default the only records extracted are those which are newly or for which changes relevant for SAP Cloud for Travel occurred on or after the day of the last extraction (delta download). If you want to change this default behavior, make sure you select the Include Previous Records indicator. Data consistency between SAP ERP and SAP Cloud for Travel Projects in SAP Cloud for Travel can only be created based on the project master data records that exist in SAP ERP. A manual creation of these objects in SAP Cloud for Travel is not supported. There may be inconsistencies between the master data in SAP ERP and the master data in SAP Cloud for Travel, for example, because the file with the extracted data was corrupted before it was uploaded to SAP Cloud for Travel. To repair this, you can select the Include Previous Records indicator. If you have this option activated, not only the delta is extracted but also everything that has ever been extracted (regardless of whether any changes occurred in the meantime).

5.3.10.2
1. 2. 3. 4.

SAP ERP: Extract Projects

Run transaction NWSDX and, in the Scope field, select TOD_FIN Travel On Demand Extraction: FIN. From the list of objects, select PROJECTS, and choose Execute Extraction. The Extraction PROJECTS screen appears where you can restrict your search. In the Object-Specific Parameters section, select the Include Previous Records and Log Skipped Records indicators, if required. In the Program Parameters section, in the Split output after # of records field, you can enter the number of records after which the system will create a new file.

Example
If you set the value in this field to 50, and there are 85 projects, two files will be created: one that includes 50 records and one that includes 35 records. 5. In the dialog box, enter a file name and save the .xml file to your local computer. A message appears indicating how many records were extracted.

5.3.10.3 SAP Cloud for Travel: Import Projects


The projects in SAP Cloud for Travel can only be created based on the project master data records that exist in SAP ERP. The following procedure describes how to import the project records by using the .xml file extracted from SAP ERP.

Prerequisite
You have already imported the employee responsible for the project.

Procedure
1. 2. In Master Data Replication, under Manual Replication, choose Other Cost Objects. Choose Upload.

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3.

In the dialog box, browse to the file containing the employee master data records that you have extracted from SAP ERP, and choose Upload again. The file now appears in the Source Files table. Select the row for this file and choose Execute Migration. A progress bar indicating the process appears, as well as a multiple-step wizard showing you the current step of the process.

4.

5. 6.

Follow the instructions provided by the wizard and complete the migration process. When requested, maintain the mapping between the values used in SAP ERP and in SAP Cloud for Travel. Do not change the suggested values, simply confirm them. Once you have maintained the mapping, the system will remember it and only ask again if some unknown values are contained in an upload. Unlike employee imports, project imports do not produce inactive data in SAP Cloud for Travel. You can immediately see the imported projects in Master Data Replication,Display Other Cost Objects.

5.3.11

Networks and Network Activities

Using report ODTF_REPL_CO_NETWORK, you can download networks in a CSV file. Instead of a receiver system, a file name has to be provided. Optionally the CSV file can be encrypted (this is recommended for productive data.) You can then upload the generated file.

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Procedure
1. 2. 3. In Master Data Replication, under Manual Replication, choose Other Cost Objects. Choose Upload. In the dialog box, browse to the file containing the networks that you have extracted from SAP ERP, and choose Upload again. The file now appears in the Source Files table. 4. Select the row for this file and choose Execute Migration. A progress bar indicating the process appears, as well as a multiple-step wizard showing you the current step of the process. 5. 6. Follow the instructions provided by the wizard and complete the migration process. When requested, maintain the mapping between the values used in SAP ERP and in SAP Cloud for Travel. Do not change the suggested values, simply confirm them. Once you have maintained the mapping, the system will remember it and only ask again if some unknown values are contained in an upload. Unlike employee imports, network imports do not produce inactive data in SAP Cloud for Travel. You can immediately see the imported projects in Master Data Replication,Display Other Cost Objects.

5.3.12 Alternative Approvers


This section describes how to manually assign approvers in SAP Cloud for Travel, overwriting the default assignment of approvers according to owners of cost objects.

Note
You can upload and assign multiple approvers at once. However, we recommend that you upload and assign no more than 1000 approvers at any one time, otherwise performance issues and timeouts may occur.

5.3.12.1
Prerequisites

Create List of Approvers

You have downloaded the Microsoft Excel template Template for Manually Uploading Approvers from http:service.sap.com/ondemand under SAP Cloud for Travel.

Procedure
1. 2. Open the template and go to the Work Distribution Rules tab. Enter the following information about the approvers:

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Work Category

Work Distribution Rule ID

Valid From

Valid To

Priority

Employee ID

ODT_CUSTO M_DEFINED_ APPROVER

Enter a designation for the approver.

Enter a valid-from date:

Enter a valid-to date.

Enter the employee ID of the approver.

Note
When entering the valid-from date, be aware of the following: o The date has to fall within the access period of the approver. For example, if an approver's access period starts on 05/01/2012, you can't enter a valid-from date of 04/31/2012. o If you don't specify a valid-from date, today's date is used by default.

Note
When entering the valid-to date, be aware of the following: o The date has to fall within the access period of the approver. For example, if an approver's access period ends on 10/01/2012, you can't enter a valid-to date of 10/02/2012. o If you don't specify a valid-to date, today's date is used by default.

Example
Work Category Work Distribution Rule ID Valid From Valid To Priority Employee ID

ODT_CUSTOM_DEFINED_ APPROVER ODT_CUSTOM_DEFINED_ APPROVER

APPROVER_ 01 APPROVER_ 02

01/01/2012

12/31/2015

0 0

APP000001 APP000002

Once you have entered all required approvers, you need to specify which employees they will act as approvers for. 3. Go to the Work Distr. Rules Details tab and enter the following mandatory information: Work Category ODT_CUSTOM_ DEFINED_APPR OVER Work Distribution Rule ID Enter the designation of one of the approvers you defined in the previous step. Characteristic EMPLOYEE Include or Exclude I Type 1 From Identifier Enter the employee's ID.

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4. Save your entries, and close the file.

5.3.12.2
1. 2. 3. 4. 5.

Upload List of Approvers


Approver Assignment Manually Assign Approvers.

Once you have created your list of approvers, you're ready to upload it to SAP Cloud for Travel. In SAP Cloud for Travel, go to Travel Admin Choose Upload. Browse to the Microsoft Excel file, enter a description if necessary, and choose Upload again. Choose Execute Migration. Follow the onscreen instructions to complete the migration of the file.

As soon as the file has finished migrating, the new approver / employee relationships you defined are active in SAP Cloud for Travel.

Note
If you upload another Microsoft Excel file, the information in this file overwrites all the previous information you uploaded. For example, if you want to add a new approver / employee pair, and upload a Microsoft Excel file with just this line, it will overwrite all the previous lines you previously uploaded and you will be left with only the new line. For this reason, it is important that you ensure the information in the Microsoft Excel file contains information on all current manually assigned approver / employee pairs in your company before you upload it.

5.3.12.3

Edit List of Approvers

It may occur that you need to make changes to the list of approvers you uploaded. If these changes are minor for example, if one approver leaves the company and you simply need to assign someone new you have the option of using the following method rather than uploading an entirely new Microsoft Excel file. 1. 2. In SAP Cloud for Travel, go to Travel Admin Approver Assignment Manually Assign Approvers. A list of all the approvers you assigned in your Microsoft Excel file appears. Choose Edit and, depending on what you want to do, proceed as follows: Task To assign new employees to an approver Steps 1. Click on the approver's name. A list of all the employees assigned to that approver appears. 2. Choose Add Item. 3. Search for the employee, and choose OK. 4. Once you have added all necessary new employees, choose Save. To unassign employees from an approver 1. Click on the approver's name. A list of all the employees assigned to that approver appears. 2. Highlight the employee you want to unassign, and choose

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Task

Steps Remove. 3. Once you have unassigned all necessary employees, choose Save.

To replace an approver

1. Click the icon beside the approver's name. 2. Search for the new approver by name or ID, then choose Go. 3. Double-click the new approver's name. The new approver is assigned, and is now responsible for all the same employees as the old approver.

Note
If you upload a new Microsoft Excel file, the information in that file overwrites all information you have specified previously, including changes you make in Manage Manually Assigned Approvers. For example, APPROVER_01 leaves your company, so in Manage Manually Assigned Approvers you remove APPROVER_01 and replace him with APPROVER_03. Several weeks later, you upload a new Microsoft Excel file in which APPROVER_01 is mistakenly still entered as an approver. The information in the Microsoft Excel file overwrites the earlier changes you made, and APPROVER_01 is once again assigned as an approver in the system even though he no longer works at your company. For this reason, it is important that you ensure the information in the Microsoft Excel file is always up to date before you upload it.

5.3.13
1. 2. 3. 4.

Business Partner Master Data


Manual Replication, choose Customers.

In Master Data Replication

The Migrate Customers screen appears. Choose Actions and then Download to download the Microsoft Excel template in .xml format. Make your entries in the template by following the instructions on the Introduction worksheet. Once you have the file with the business partner master data records that you have extracted from your source system, click Upload. In the dialog box, browse to the file, and click Upload again. The file appears now in the Source Files table. 5. Select the row for this file and click Execute Migration. A progress bar indicating the process appears, as well as a multiple-step wizard showing you the current step of the process. 6. Follow the instructions provided by the wizard and complete the migration process.

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Defining Business Settings for FI Posting

6.1

SAP ERP: Define Mapping of Employee to Vendor

The SAP Cloud for Travel system sends the personnel number of the employee who is going to be reimbursed. In the Financials system, a payables item is created for the vendor that is assigned to the employee. This is true when you handle payments from your FI system. If you also use SAP ERP HCM in your central financials system, you can execute the report RPRAPA00 to get the vendor accounts for the employee master data automatically created. If the employee numbers in your SAP Cloud for Travel system are not equal to the employee numbers in your SAP ERP HCM system, or if you use a legacy HCM system, you have to execute the following steps to create the vendor accounts: 1. To enter a personnel number, even though no employee info type exists in the system, you have to disable the value check in the vendor master. You do this in Customizing for Personnel Management Organizational Management Basic Settings Data Model Enhancement Relationship Maintenance Maintain Relationships. Open the Relationship Abbreviation folder and set entry PERNR EXCHK to space. 2. 3. Create a vendor in your central financials system using transaction FK01. In the accounting information view, enter the personnel number from your SAP Cloud for Travel system for this vendor.

6.2

SAP ERP: Define Mapping of Payment Card Issuer to Vendor

SAP Cloud for Travel allows the use of company credit cards for paying expense items. In this scenario, expenses are reimbursed directly to the credit card. If you want to use this business process, you have to map the Alias Vendor defined for the payment card issuer in your SAP Cloud for Travel system to a vendor account in your central financials system.

Procedure
1. You define the account determination in Customizing for Financial Accounting (New) Travel Management Travel Expenses Transfer to Accounting Conversion of Symbolic Account to Expense Account.

Note
If switch EA-TRV is inactive, this Customizing path is unavailable. In this case, access the Customizing activity directly using transaction PRT3. 2. 3. In the following screen, choose Customer/vendor trip costs postings (/transaction HRP). Enter your chart of accounts.

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4.

In the General modification field, enter the Alias Vendor from your SAP Cloud for Travel system, and in the Account field enter the desired vendor account from your central financials system.

6.3

SAP ERP: Convert Employee ID

When replicating employee master data, you can use BAdI HROTM_EMPL_EMPLOYEEID to replace the employee ID that comes from your HCM system with a different ID. You might do this, for example, if you use more than one HCM system and the employee IDs are not unique. If you have implemented BAdI HROTM_EMPL_EMPLOYEEID to replace the personnel number in your HCM system with a different ID, you now need to convert this ID back to the employee ID that is known in the FI system.

Procedure
You define the replacement of the employee ID in Customizing under Cross-Application Components Predefined ALE Business Processes SAP Cloud for Travel with Integrated SAP ERP Financials Business AddIns for Customer Adjustments in the Central FI System BAdI: Consider Customer-Specific Fields in the Central FI System.

6.4

SAP Cloud for Travel: Manage SAP ERP Accounts

Once an expense report is approved, the employee is reimbursed. To enable the recording of the financial postings resulting from the reimbursement process, you need to specify in SAP Cloud for Travel which G/L accounts are involved in those transactions in SAP ERP. In SAP Cloud for Travel, you can only use symbolic accounts, not the actual G/L accounts. That's why you have to map symbolic accounts to actual G/L accounts. You can add new symbolic accounts, and view and edit the descriptions of symbolic accounts you already copied from SAP ERP.

Prerequisite
You have set up G/L accounts in your financials system.

Procedure

1. 2. 3.

In Business Configuration

Implementation Projects, choose First Implementation.

Choose Open Activity List and, in the Fine-Tune step of the guided procedure, call up Manage ERP Accounts and Vendors. Click Manage ERP Accounts and Vendors.

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On the Accounts tab, a list of existing G/L accounts in SAP Cloud for Travel appears. 4. Do one of the following: o To edit account details, select a table row. You can modify the description but not the Account ID. o To remove an account, select a table row, and choose Delete.

Note
You cannot remove an account if it has already been used in a saved document. o To add an account, choose Add Row and complete the following fields: o Account ID the symbolic representation of the account used in SAP ERP for recording financial transactions related to expenses. o Description 5. Save your entries.

6.5

SAP ERP: Define G/L Account Determination

In SAP Cloud for Travel, expenses are assigned to General Ledger Account Aliases, which are just symbolic accounts or representations of actual G/L accounts. To use the standard account determination functionality from your central financials system, you have to map these symbolic accounts to actual G/L accounts.

Procedure
1. Go to Customizing under Financial Accounting (New) Travel Management Accounting Conversion of Symbolic Account to Expense Account Travel Expenses Transfer to

Note
If switch EA-TRV is inactive, this Customizing path is unavailable. In this case, access the Customizing activity directly using transaction PRT3. 2. 3. 4. On the following screen, either choose Trip costs postings, expense accounts or run transaction HRT. Enter your chart of accounts. On the Maintain FI Configuration: Automatic Posting - Rules screen select General Modification and save.

Enter the General Ledger Account ID from your SAP Cloud for Travel system in the General Modification field, and the relevant GL account number from your central financials system in the Account field.

6.6

SAP Cloud for Travel: Set Up Expense Types

SAP Cloud for Travel comes with a set of predefined expense types for the most common expenses, such as Hotel, Train, and Breakfast. As a system administrator, you can add new expense types. When adding a new expense type, setting an account is mandatory.

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Procedure
1. 2. 3. 4. 5. Go to Business Configuration Implementation Projects, choose First Implementation.

Choose Open Activity List and in the Fine-Tune step of the guided procedure, call up Expense Reporting <Country Version>. Choose Edit expense types. A list of existing expense types appears. Choose Add Row and enter all the necessary information on the tabs under Details below. On the Definition tab, enter the Valid From and Valid To dates. Select the Expense Category.

Note
The expense category determines what information the traveler has to enter. For example, anything with the Lodging expense category requires the traveler to enter check-in / checkout dates and number of nights, the Entertainment expense category requires the traveler to enter the number of attendees, and so on. 6. Select the appropriate checkbox under the following table columns: o Used in Receipt - Based Expense Reports o Used in Period- Based Expense Reports o Used in Trip-Based Expense Reports 7. 8. 9. Select the appropriate Tax Code Group and Payment/Taxation. [OPTIONAL]: On the Maximum Amounts tab, specify a maximum amount that employees will be allowed to spend on this expense type. On the Account Determination tab, enter the Expense account for this expense type.

10. Save your entries.

6.7

SAP ERP: Define Document Type

To transfer expense reports from SAP Cloud for Travel to the Accounts Payable (FI-AP) component of your SAP ERP financials system, you must make Customizing settings. You have to define under which document type the travel expenses are posted in your central Financials system.

Procedure
You define the document type in customizing under Cross-Application Components Predefined ALE Business Processes Cross-Application Business Processes SAP Cloud for Travel with Integrated SAP ERP Financials Define Document Type for Travel Expenses . For more information, see the documentation of this customizing activity.

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6.8

SAP ERP: Change Posting Date

You use BAdI BADI_DCFL_FIN_PREP_TV to change the posting date of an expense report in the case that the financial period of the expense report has been already closed.

Note
If you change the posting date of an expense report, reconciliation between the SAP Cloud for Travel system and the FI system is no longer possible, since the posting date is different in the two systems.

Prerequisite
You have implemented SAP Note 1654289.

Procedure
You change the posting date in Customizing under Cross-Application Components Predefined ALE Business Processes Cross-Application Business Processes SAP Cloud for Travel with Integrated SAP ERP Financials Business Add-Ins for Customer Adjustments in the Central FI System BAdI: Change Posting Date for Expense Reports. For more information, see the documentation of this Customizing activity.

6.9

SAP ERP: Configure Derivation of Tax Code in Central FI System

You must define tax code mappings if the expense reports that are transferred from your SAP Cloud for Travel system into the central FI system contain tax data and you want to post them on separate accounts. Depending on your country version of SAP Cloud for Travel, you might have to make country-specific tax settings. You can see a list of all these country-specific tax settings on SAP Service Marketplace at http://service.sap.com/ondemand -> SAP Cloud for Travel -> November 2012 Version -> 06g Country-Specific Tax Settings.

Note
If the expense reports in your SAP Cloud for Travel system do not contain tax-relevant information - for example, for the US - you can ignore this activity.

Procedure
You define the tax code mapping in Customizing under Cross-Application Components Predefined ALE Business Processes Cross-Application Business Processes SAP Cloud for Travel with Integrated SAP ERP Financials Configure Derivation of Tax Code in Central FI System. For more information, see the documentation of this Customizing activity.

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6.10 SAP ERP: Activate Payment Notification


Expense reports sent to your financials system trigger the posting of payable items for the employee in the financials system. When payable items are cleared (which is normally done by the automatic payment run), the employee is reimbursed. This information can be sent to the SAP Cloud for Travel system using a payment notification. Whenever a payable item of an employee is cleared, this is tracked by creating a so-called ALE change pointer. In other words: if you want the financials system to send payment notifications, you have to activate these change pointers.

Procedure
To activate the change pointer, execute the following Customizing activities: 1. Activate the change pointer in Customizing for SAP NetWeaver under Application Server IDoc Interface / Application Link Enabling (ALE) Modelling and Implementing Business Processes Master Data Distribution Replication of Modified Data Activate Change Pointers Generally. Activate the change pointer for the message type used by the PaidConfirmation message. You do this in Customizing for SAP NetWeaver under Application Server IDoc Interface / Application Link Enabling (ALE) Modelling and Implementing Business Processes Master Data Distribution Replication of Modified Data Activate Change Pointers for Message Type. Set message type FIN_DCFL_TV_PAY_CONF to active.

2.

3.

If the corresponding table entry does not exist, you need to create it.

6.11

SAP ERP: Schedule Program to Send the Payment Notification

To send payment notifications for cleared payable items tracked by the change pointer, you have to regularly schedule the program that analyzes the change pointers in your financials system. This program creates IDocs for the specified message type from the change pointers, sends them to the recipient (SAP Travel On Demand) system, and flags the change pointers for this message type as processed. Note that the program uses the distribution model to determine the recipient group for this message type.

Procedure
To run the report, use transaction BD21 (program RBDMIDOC - Creating IDOC Type from Change Pointers) and enter message type FIN_DCFL_TV_PAY_CONF. We recommend that you schedule the program regularly (at least after each payment run) to provide up-to-date data for the SAP Cloud for Travel system. If this cannot be done for performance reasons, then it should at least be synchronized with the company payment runs. If the company reimburses travel expenses on specific dates only, the report that sends the payment notifications should be scheduled for the same date. For more information, see the SAP Library for SAP NetWeaver at http://help.sap.com and search for Job Scheduling Explained.

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Defining Business Settings for HCM Processing

This chapter is only relevant for payments and/or taxation using SAP ERP HCM. It addresses your HR system administrator and your HR consultant.

Prerequisites
You have set up your SAP ERP HCM communication system as described in section 2.1 Set Up Communication System. You have set up the communication arrangement for your SAP ERP HCM system as described in section 2.4 Set Up HCM Communication Arrangement. You have completed all the activities described in chapter 4 SAP ERP: Setting Up HCM Processing.

7.1

SAP Cloud for Travel: Set Up Integration Configuration

To use the supported SAP ERP HCM scenarios productively in your SAP Cloud for Travel system, you have to define your integration type based on company level - and configure it accordingly.

Note
In a productive environment, changing the integration type (for example, from FI payment to HR payment) will not have any effect on expense reports that have already been transferred. In addition, any subsequent transfers of these expense reports will always use the same integration type as the initial transfer.

Procedure
1. 2. In Application and User Management under Input and Output Management, choose Integration Configuration. Choose New and complete the fields as follows: Column Company Code ID Description Select the company code you have defined in section 2.2 Edit Company [page 13]. Examples: TRAVEL_ODW3_US1_01 TRAVEL_ODW3_DE1_01 Integration Type Select your relevant integration type:

SAP Cloud for Travel Defining Business Settings for HCM Processing

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Column

Description 1. FI Vendor Payment / No HR Integration 2. FI Vendor Payment / HR Taxation 3. FI G/L Posting / HR Taxation and Payment 4. FI Integration using XLS File Download

HCM System ID

This field is only relevant for integration types 2 and 3. Select the HCM communication system you have set up in section 2.1 Set Up Communication System [page 11]. Example: Q16CLNT500

HCM Company Code

This field is only relevant for integration types 2 and 3. When the company code ID in the HCM system differs from the FI company code ID, you can maintain the HCM company code here. When company code IDs are identical in FI and HR, you do not have to maintain this field.

Account Code and Name

This field is only relevant for integration type 3. Bank reconciliation account to be used instead of vendor account. Payment is done using the HCM system. Choose one of the following options: 1 - Manual Transfer via Posting Work Center You trigger the transfer to the FI and HCM systems manually from the Posting work center. 2 - Automatic Transfer after Approval After approval workflow is completed, the transfer to the FI and HCM systems is triggered automatically.

Posting Transfer Type

Enhanced Statistical Object Processing

Statistical objects are used to keep track of costs assigned to a particular cost center. If you select this checkbox, when a statistical object is transferred from FI to SAP Cloud for Travel, the FI posting is automatically enhanced to include the cost center of the relevant employee.

3.

Save your entries.

7.2

SAP Cloud for Travel: Set Up Wage Types

You can define the wage types SAP Cloud for Travel uses to transfer expense-related amounts to SAP ERP HCM Payroll.

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If your company pays lower per diem rates than the statutory rate, you can clear these income-related expenses with other per diem rates for which the company pays more than the statutory rate. In the fields below, enter the wage type alias codes as you have defined them in your HCM system.

Procedure
1. 2. 3. 4. In Application and User Management choose Manage Expense Report Wage Types (Common Task). Select the communication system you have created for the SAP ERP HCM payroll scenario. Select the country of reporting. Under Wage Types Details, complete the fields as follows: Field Meals Per Diem Tax Exempt Meals Per Diem Flat Rate Taxation Description Meals per diem amount on which no taxes are due. This amount is taxed at a fixed percentage defined by the local tax authority. In Germany, for example, meals per diem are taxed at a flat rate if the reimbursement amount is not more than twice the taxexempt amount. Meals Per Diem Additional Amount Mileage Tax Exempt Mileage Taxable Amount Accommodation Tax Exempt Accommodation Additional Amount Non-Monetary Compensation Tax Exempt Receipt All meals per diem amounts exceeding the flat rate taxation rate are fully taxed. Mileage amount on which no taxes are due. Mileage amount exceeding the tax-exempt amount is fully taxed. Accommodation amount on which no taxes are due. Accommodation amount exceeding the tax-exempt amount is fully taxed. Employee benefits such as free coffee or discounted parking. All travel expenses not to be taxed by employee. For example, flight costs. Taxable Receipt Statistical 3-Month Rule All travel expenses to be taxed by employee. This indicator is relevant for country version Germany only. If this indicator is not selected, all tax-exempt and flat-rate taxable expense receipts are turned into taxable amounts, if all criteria are fulfilled. Trip Provision Variant 5. Save your entries. Provision variant as defined in the Customizing of your HCM system.

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7.3

SAP Cloud for Travel: Adjust Number Range for Trip ID

You can use this fine-tune activity to define the start value for the counter of your trip IDs. This is relevant in case you integrate SAP Cloud for Travel with your SAP HCM payroll system where the OnPremise travel management process is already in use. It ensures that there will be no clash between the trip IDs coming from SAP Cloud for Travel and trip IDs that have been or will be created in SAP ERP HCM.

Procedure
1. 2. 3. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation

On the Activity List: First Implementation screen, choose Fine-Tune. Call up activity Number Range For Trip ID and, in the From Number field, enter the number you want your interval for trip IDs to start with.

Note:
If this activity is not yet assigned to your implementation project, search for it by putting the show filter to "Activities not in project". When you have found it, click on it and add it to your project. When you then go back to the activities in your project, you are able to change it. 4. If you set the start number of the number range in SAP Cloud for Travel, you have to make sure that the numbers do not overlap with the number ranges used in your SAP ERP HCM System. This is not restricted to the number ranges of employees (personnel areas) you are using in your on-demand system, since problems can occur if an employee changes the personnel area or is added to SAP Cloud for Travel.

7.4

SAP ERP: Configure Interface to HR Payroll/DME

This section is relevant for integration types FI Vendor Payment/HR Taxation and FI G/L Posting/HR Taxation and Payment. SAP offers the option to transfer trips from the SAP Cloud for Travel system to the SAP ERP payroll accounting system as a partial copy. For this option, the interface of BUS7001 Method POST is available. Due to the fact that SAP Cloud for Travel doesnt know the SAP ERP payroll status, you have to add some information to the partial copy. You can do this using the enhancement spot TRIP_EXTERNAL_TO_PAYROLL.

Prerequisites
You have implemented SAP Note 1698035 in your HCM system. You are using HR payroll accounting, and you have maintained the following settings in your HCM system: o Infotype 0000 Actions o Infotype 0001 Organizational Assignment o Infotype 0003 Payroll Status o Personnel Areas (table T500P)

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o Payroll areas (table T549A) o Payroll Periods (table T549Q) o Payroll control record

Procedure
1. 2. 3. In Customizing, choose Financial Accounting (New) Travel Expenses Control Travel Expenses Control Select the relevant country. Maintain feature Travel Parameters for Trip Costs Parameters (TRVPA) as follows: o Set entry PA3 to 1. o Set entry L+G to 1, 2, 3, or 4. Travel Management Travel Expenses Dialog and Set Up Feature TRVPA for Travel Expenses Parameters.

Note
For more information about the travel parameters, in your HR payroll accounting system, run transaction PE03 and check the provided documentation. 4. 5. Activate the standard interface in payroll calculation (function ASREI) for travel management. You can use the values for the following fields from the system configuration in your SAP ERP HCM payroll accounting system: o Country Grouping (MOLGA) o Payroll Year 1 (ABRJ1) o Payroll Period 1 (ABRP1) o Period modifier 1 (PERM1) o Payroll Area 1 (ABKR1) o Start of Settlement Period 1 (BEGP1) o End of Settlement Period 1 (ENDP1) o Payroll Year 2 (ABRJ2) o Payroll Period 2 (ABRP2) o Period modifier 2 (PERM2) o Payroll Area 2 (ABKR2) o Start of Settlement Period 2 (BEGP2) o End of Settlement Period 2 (ENDP2) 6. Adapt the settings for the following items to watch the configuration of your SAP ERP system: o Trip Provision Variant (MOREI) o Trip Schema (SCHEM)

Caution
This is an essential step you have to perform manually in order to successfully complete the set up. We provide an implementation example class CL_EXTERNAL_TO_PAYROLL_EXAMPLE within the enhancement spot TRIP_EXTERNAL_TO_PAYROLL.

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Note
To use this implementation example, you must have installed SAP ERP 6.0 enhancement package 4. If you haven't installed this enhancement package, please create your own implementation instead. For more information see SAP Note 1698035, or in Customizing choose Financial Accounting (New) Travel Management Business Add-Ins and User Exits in Travel Management Posting BAdI: Post Trip Using BUS7001, Method Post.

7.5

SAP ERP: Configure Data Medium Exchange Payment

This section is only relevant for integration type FI G/L Posting/HR Taxation and Payment.

7.5.1

Set Up HCM Payment

In your HR payroll accounting system, run transaction SM30 and maintain the following settings: Table T706B1 T706B4 View V_706B1 V_T706B4 V_T706B4_A T702N T702G V_T702N_A V_T702G Description Travel expense types for receipts Travel expense types: assignment of wage types for receipts Travel expense types: assignment of wage types for per diems Accounting control in expert view Statutory trip types

7.5.2

Define G/L Account Determination

In SAP Cloud for Travel, bank reconciliation accounts for payments via SAP ERP HCM are assigned to General Ledger Account Aliases, which are just symbolic accounts or representations of actual G/L accounts. To use the standard account determination functionality from your central financials system, you have to map these symbolic accounts to actual G/L accounts. If you use SAP ERP FI General Ledger with SAP ERP HCM payments, you have to create the corresponding account. (Integration type FI G/L Posting/HR Taxation and Payment).

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Procedure
1. Go to Customizing under Financial Accounting (New) Travel Management Accounting Conversion of Symbolic Account to Expense Account. Travel Expenses Transfer to

Note
If switch EA-TRV is inactive, this Customizing path is unavailable. In this case, access the Customizing activity directly using transaction PRT3. 2. 3. 4. 5. On the following screen, either choose Trip costs postings, expense accounts, or run transaction HRT. Enter your chart of accounts. On the Automatic Posting Accounts screen, choose Goto Rules, and select General Modification. Enter the General Ledger Account ID from your SAP Cloud for Travel system in the General Modification field, and the relevant GL account number from your central financials system in the Account field.

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Integrating SAP Cloud for Travel with Credit Card Service Providers

To import expense-related credit card data (expense files) into SAP Cloud for Travel, you need to set up a thirdparty Web service. This section describes how you configure the communication with a Paymetric solution.

8.1

Overview

Paymetric is a third-party credit card service provider that facilitates the automatic and secure processing of expense files. SAP Cloud for Travel supports integration with a Paymetric solution. When SAP Cloud for Travel receives expense files from a credit card issuer, it does so through a Paymetric tokenization and file import web service. This Web service, namely the Expense File Tokenization Service (ExFTS), removes credit card numbers from expense files received directly from credit card issuers. This ensures only the tokens are stored in SAP Cloud for Travel and in the companys on-premise SAP ERP systems.

Note
SAP Cloud for Travel offers an SAP ERP business add-in (BAdI) that allows the company to detokenize card numbers for payment processing. Detokenization is an optional process. It is only required if you use Split Payment. Detokenization requires a signed client certificate. The company submits a certificate signing request (CSR) to Paymetric. Paymetric then provides the signed client certificate file directly to the company. Once you have activated the communication arrangement, your integration with Paymetric is active.

8.1.1
1. 2. 3. 4.

High-Level Workflow

Paymetric receives expense files from the credit card issuers on the customer's behalf. Card numbers are immediately replaced with tokens generated by a Paymetric solution. SAP Cloud for Travel downloads files from Paymetric using the ExFTS Web Service. The customer interfaces with SAP Cloud for Travel only. Once the integration with Paymetric is active, when expense files are imported, only tokens are stored in SAP Cloud for Travel and in the companys on-premise SAP ERP systems. The following diagram illustrates the process components and workflow:

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Note
Paymetric provides a cardholder data tokenization solution that is reviewed, audited, and certified to be compliant with the Payment Card Industry Data Security Standard (PCI DSS). Furthermore, Paymetric guarantees that it will continue to follow PCI DSS requirements and adhere to best practices for security. This ensures that all credit card numbers are stored in a Paymetric secured server and SAP Cloud for Travel only handles token numbers, as described in the diagram below:

5.

The travelers new credit card details are entered under Personalize My Credit Cards Add Card in a secure Paymetric mashup. A token generated in Paymetric is returned to SAP Cloud for Travel and all the Travelers credit cards are shown as tokens under Personalize My Credit Cards. Paymetric receives the expense files from the credit card issuers (providers) via SFTP (Secure File Transfer Protocol) on behalf of the SAP Cloud for Travel solution, parses the file to replace the full raw credit card numbers with tokens, and stores the credit card numbers in return for a token in internal secured storage. Paymetric makes the tokenized files available in a synchronous Web service that SAP Cloud for Travel pulls, according to its internal pre-defined scheduler. The authentication of the pulling service is done using a user name and password provided by Paymetric during the customer onboarding process. During a service call, if a new tokenized file is ready on the Paymetric server, the service returns the tokenized file immediately. Otherwise, the service returns with no data. SAP Cloud for Travel stores the tokens and includes them in the accounting notification message that is sent to the SAP ERP Financials module to create a corresponding accounting document for a given credit card transaction, depending of the credit card type. The token is only transferred for the credit card type Split Payment. For more information about credit card types, see Adding Credit Card-Related Accounts in the Help Center of SAP Cloud for Travel. In the case of Split Payment, the on-premise system requires access to the full credit card number, since this is used for payment processes. Accordingly, before the posting document is created in SAP ERP, another

6.

7.

8.

9.

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Paymetric Web service is called to retrieve the full credit card numbers from the tokens. For the detokenization process, authentication is based on certificate exchange. The three detokenization options are explained in section 8.6.1 SAP ERP: Detokenization Options [page 121]. 10. If travel costs have to be reimbursed directly to a credit card (as is required with Split Payment), the amount is transferred to the credit card issuing company. To enable the credit card issuer to debit the amount from the correct credit card, the credit card number needs to be transferred to the credit card issuer as well. This can be done by using text fields (for example, the note to payee) of the payment medium (for example, the remittance slip). See sections 8.6.2 SAP ERP: Detokenization Before Posting the FI Document (Option 1) [page 122] and 8.6.3 SAP ERP: Detokenize Using the Payment Medium Workbench (Option 2) [page 123] for details of the reimbursement.

Note
The SAP Cloud for Travel communication to Paymetric is implemented using a synchronous Outbound. Process Agent (OPA) whereby the communication data is saved in a Communication Arrangement (CA) instance that is created by the SAP Cloud for Travel customers system administrator for Paymetric (for more information, see section 8.5 SAP Cloud for Travel: Setting Up Communication Arrangement.

8.1.2

Supported Credit Card Types

The following credit card types are available: Personal corporate credit cards with personal liability and payment (paid by employee) Personal corporate credit cards with company liability and payment (paid by company) Additionally we support the following credit card types: o AMEX (format AMEX GL1025) Central corporate cards with company liability and payment. For more information Additionally we support the following credit card types:, see section 8.1.4 Managing American Express Account Type Settings. o Airplus (format AIRPLUS.CDF3AP): Lodged Cards (Central corporate card with company liability and payment) o MasterCard (format MC.CDF3): Central corporate card with company liability and payment o US Bank (format VCF4.0) For US Bank files we also support so-called Diversion Accounts. For all transactions posted to a diversion account, a reconciliation account with the card clearing type Company-Paid Credit Card will be used.

8.1.3

Supported Credit Card Issuers

SAP Cloud for Travel supports the import of expense files through ExFTS for the following credit card issuers and file formats: Credit Card Issuer AMEX File Type Flat File Format AMEX GL1025 * (see note)

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Credit Card Issuer US Bank VISA MasterCard AirPlus

File Type Flat Flat Xml Flat

File Format VISA.USBC VISA.VCF4 MC.CDF3 AIRPLUS.CDF3AP

SAP Cloud for Travel triggers the automatic import of expense files on a daily basis, provided that the credit card issuer is able to send a daily feed.

Note
If you import credit card files in the file format AMEX GL1025, you must check to ensure that the predelivered settings for each AMEX account type assignment meet your company's requirements. These settings are listed in the table in Section 8.1.4.

8.1.4

Managing American Express Account Type Settings


If you import credit card files in the file format AMEX GL1025, you must check to ensure that the predelivered settings for each AMEX account type assignment meet your company's requirements. The column Payment Type specifies whether the credit card is a central corporate card or a personal corporate card. A central corporate credit card is used by your travel center, which books and pays for certain travel services (typically flights and rail connections). The company receives the bill for this card and holds full liability for making the payments. A personal corporate credit card can be paid either by the company or by the employee.

1. 2. 3.

In Business Configuration -> Implementation Projects , select your project and choose Open Activity List. In the Fine-Tune phase, choose Credit Card Settings from the list of activities. On the Credit Card Settings screen, choose Manage amex account type settings. A list of existing credit card accounts in SAP Cloud for Travel appears.

4. In the Payment Type column, you can select the relevant payment type.

8.2

Setting Up the Paymetric ExFTS Web Service

To activate the Paymetric Web service, you need to perform the tasks described in this section with both Paymetric and your credit card issuer. Step 1 Credit Card Issuer: Register for Service 2 Credit Card Issuer: Description Contact your credit card issuer and register for a file import service. Your credit card issuer will send you an application form, and ask for your approval to export files to SAP through Paymetric. Send your credit card issuer the completed application form.

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Step Send Application Form 3 Paymetric: Register for Service

Description

Contact Paymetric and register for the service. You will be asked to sign a contractual agreement, and to fill out a registration form (ExFTS Onboarding Request Form). After you send the completed form, Paymetric will perform the following steps: 11. Paymetric sends you your credentials to be used for the file import service for SAP Cloud for Travel. You enter these credentials when you set up the communication arrangement for Paymetric (for more information, see section SAP Cloud for Travel: Set Up Communication Arrangements [page 120]). 12. Paymetric sends your credit card issuer the SFTP folder account details. 13. Paymetric provides you with instructions for generating a certificate signing request (CSR), which also generates a private key.

4 Paymetric: Generating Client Certificates

The Paymetric Web service uses client certificates to identify the source of the Web service call. For more information, see section SAP ERP: Add SSL Certificate to Trust Center [page 124]. Permission Levels You need to provide a separate CSR for each permission level or combination of levels you require. For example, if you want an encrypt certificate and an encrypt/decrypt certificate, you would submit two CSRs with the appropriate permissions selected.

5 Paymetric: Obtain credit card Issuer IDs.

Contact Paymetric and ask them to send you the required IDs for the credit card issuers that your company works with. You will need this information when you add credit card issuers to SAP Cloud for Travel. For more information, see section Error! Reference source not found. [page Error! Bookmark not defined.].

8.3

SAP Cloud for Travel: Viewing and Adding Credit Card Issuers

You need to verify that at least one credit card issuer is available for importing credit card transaction data through Paymetric.

Procedure
1. 2. 3. 4. Choose Business Configuration Overview.

Search for the activity in the Find field and click Go to see the list of settings. Choose Credit Card Settings, and Edit credit card issuers. A list of existing credit card feeds in SAP Cloud for Travel appears. Choose Add Row.

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5. 6.

Enter the required ID in Issuer ID, and the required name in Issuer Name. This field is case-sensitive. Save your entries. The credit card issuer is added to SAP Cloud for Travel.

8.4

SAP Cloud for Travel: Setting Up Communication Arrangement

To set up a communication arrangement between SAP Cloud for Travel and Paymetric, follow the procedure below.

Caution
Do not create more than one communication arrangement for your scenario.

Procedure
1. 2. 3. 4. 5. 6. 7. 8. 9. In Application and User Management Choose New. In the Communication Scenarios table, select Credit Card Service Provider and choose Next. Under System Instance ID, enter PAYMETRIC. In Company ID, if it is not displayed by default, enter your company ID and choose Next. In Authentication Method, select User ID and Password. Choose Edit Credentials and enter the user name and password issued to you by Paymetric. Choose Next. Review the communication arrangement details. Input and Output Management , choose Communication Arrangement.

All existing communication arrangements appear on the page.

10. Choose Finish.

Ensuring Exclusive Credit Card File Import


Caution
To ensure that credit card files are imported into the current SAP Cloud for Travel tenant only and to no other tenants, follow the procedure below. 1. 2. In Travel Admin under Credit Cards, choose Feed Monitoring. Choose Exclusive File Import -> Enable. The system saves your entries automatically.

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Testing Your Connection to Paymetric


1. 2. 3. 4. In Application and User Management Arrangements. Input and Output Management , choose Communication

In the list of communication arrangements, select Credit Card Service Provider, and choose Edit. Select the Technical Data tab, and choose Edit Advanced Settings. On the Outbound tab, choose Check Connection. If you receive the following system message, your test was successful: Error accessing service: Service Ping ERROR: Bad Request (400)

8.5

SAP ERP: Detokenizing Credit Card Transaction Data Files

This section describes how to retrieve the full credit card numbers from the tokenized credit card transaction data files sent to the SAP ERP Financials module from SAP Cloud for Travel.

Note
Detokenization is an optional process step. It is only required if you use Split Payment.

8.5.1

SAP ERP: Detokenization Options

If travel costs have to be reimbursed directly to a credit card, the amount is transferred to the credit card issuing company. To enable the credit card issuer to debit the amount on the correct credit card, the credit card number needs to be transferred to the credit card issuer as well. This can be done by using text fields (for example, the note to payee) of the payment medium (for example, the remittance slip). Since the expense report only contains a tokenized number, it has to be detokenized beforehand to retrieve the real credit card number. For more information, see section 8.6.2 SAP ERP: Detokenization Before Posting the FI Document (Option 1) [page 122]. There are several options for detokenizing credit card numbers that can be printed on the payment medium. Each option has a different impact on compliance with the Payment Card Industry Data Security Standard (PCI DSS). Option 1: Detokenizing before posting the payables item In this case, the token is detokenized when the expense report is processed in SAP ERP Financial Accounting. The credit card number is stored in the FI document. Taking into account the PCI standard, this means that everyone authorized to display FI documents and documents of follow-on processes (such as the payment) can see the detokenized number. Furthermore, the number is stored without encryption in several database tables in SAP ERP Financials. If you choose this option, you only need to perform a few steps manually. For instructions, see section 8.6.2 SAP ERP: Detokenization Before Posting the FI Document (Option 1) [page 122].

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Option 2: Detokenizing when creating the payment medium using the Payment Medium Workbench1 In this case the token is detokenized when creating the payment medium during the payment process. Taking into account the PCI standard, this means that the credit card number is not stored in any financial documents. However, it is stored in the payment medium and can be seen by anyone authorized to display payment medium files. If you choose this option, some manual implementation work must be performed and you must use the Payment Medium Workbench for the payment method that is used when paying the payables item. Option 3: Detokenizing outside the SAP ERP system In this case, the SAP system creates the payment medium files containing the token. An external program has to be implemented that reads the payment mediums, calls the detokenization server via a Web service and replaces the token with the credit card number. The payment medium files should then be stored somewhere it cannot be accessed by the SAP system. This variant is the safest in terms of PCI compliance. However, there is no support by predelivered standard programs. For more information, see SAP Note 1631706.

8.5.2

SAP ERP: Detokenization Before Posting the FI Document (Option 1)

If you choose to detokenize the credit card token before posting the financials document, you need to implement and activate the Business Add-In (BAdI) Change Texts from FI Line Items in the Central FI System. This BAdI is used to call the Paymetric detokenization server via web-service. In general, you can use the BAdI to change the text (field BSEG-SGTXT) of the document lines of the FI documents that the system creates when posting expense reports in the central FI system. If the text starts with a * (asterisk), the payment run by default prints this text to the Note to Payee text of the payment medium. Hence, you can use the BAdI to store the detokenized credit card number in the text field to have it printed on the Note to Payee text of the payment medium. If you use the example implementation class CL_DCFL_SGTXT_EXAMPLE_TV_IMPL of the BAdI, there is no further implementation work to be done to detokenize the credit card token and to store it in the FI document. As explained in the previous section SAP ERP: Detokenization Options [page 121] - if you choose this option, you need to consider PCI compliance.

Procedure
In Customizing, choose Cross-Application Components Predefined ALE Business Processes CrossApplication Business Processes SAP Cloud for Travel with Integrated SAP ERP Financials Business Add-Ins for Customer Adjustments in the Central FI System BAdI: Change Texts from FI Line Items in the Central FI System.

1 The Payment Medium Workbench (PMW) is a tool used to configure and create payment media sent by organizations to their house banks.

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8.5.3

SAP ERP: Detokenize Using the Payment Medium Workbench (Option 2)

Prerequisites
To use this option (option 2), you need to verify that the Payment Medium Workbench is in use. To do this, follow the steps below.

Procedure
1. Run transaction FBZ and choose Pmnt methods in country. The Change View: Payment Method/Country: Overview screen appears. This screen contains a list of payment methods in use in your company, sorted by country. Double-click a table row. If Use payment medium workbench is selected, the Payment Medium Workbench is in use. 2. 3. In the selection tree, select Note to Payee by Origin. The Change View "Note to Payee by Origin": Overview screen appears. Choose Note to Payee. The Change View: Note to Payee: Overview screen appears. This screen contains a list of all note to payee types available for the selected payment method. If no note to payee type exists, create one. 4. 5. Double-click the note to payee type in use. The Change View: Note to payee: Details screen appears. If Note to payee layout using funct. module is in use, the relevant function module is displayed. You need to modify this function module (see step 6). If Note to payee layout using Customizing is in use, choose Note to payee layout using funct. module and create a new function module. You can copy, for example, the function module FI_PAYMEDIUM_ACH_DETAILS and delete its implementation. Then, enter the new function module in the input field next to Note to payee layout using funct. module. Please note that the customizing settings used previously for the note to payee layout will no longer work, so you need to implement (code) the customizing settings again in the function module. 6. Save your changes. You need to modify the function module that is used so that the tokens delivered in FPAYP-SGTXT are detokenized to credit card numbers. The credit card number must then be stored in T_PAYMENT_DETAILSTEXT. You can use the method IF_DCFL_FIN_SGTXT_TV~CHANGE_SGTXT of class CL_DCFL_SGTXT_EXAMPLE_TV_IMPL to call the Paymetric detokenization server via a web service.

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8.5.4

SAP ERP: Set up Connection to Paymetric Tokenization Server SAP ERP: Add SSL certificate to Trust Center

8.5.4.1

The encryption on the transport layer is achieved through HTTPS using SSL certificates. The certificates have to be added to the Trust Center.

Procedure
1. Get the required certificate path, using one of the following options: o Contact Paymetric to receive the certificates. o Get the certificates using a Web browser as follows: 5. In the address bar, enter the URL: https://prd01.xisecurenet.com//XiSecureWS . 6. In the new browser window, choose the padlock icon in the top right or bottom left of your browser. 7. Choose the Certificate Path tab. Copy each of the displayed certificates to your hard drive in Base64 format. 2. 3. 4. 5. Run transaction STRUST, and select SSL Client SSL Client (Anonymous). Choose the Import button and upload the stored certificates of the certificate path in Base64 format. Choose Add to Certificate List. Run transaction SMICM to restart the Internet Connection Server. (If you use SAP_BASIS 731, you can choose Administration ICM Exit Hard Global)

8.5.4.2
1. 2. 3. 4. 5. 6. 7. 8.

SAP ERP: Create PSE for WS-Security

Authentication is done using certificates. For this, you have to create a PSE (Personal Security Environment). Run transaction STRUST and, in the selection tree, select WS Security Standard. Choose Environment . Enter the value PAYMET and a description, such as WS Security Paymetric. A new entry in the selection tree of the Trust Manager is created (marked with a red cross). Right-click the new entry and choose Create. In the pop-up window, fill in the required fields. Make sure that you choose RSA as an algorithm with a key length of 1024. Double-click the newly-added PSE (PAYMET WS Security Paymetric) and choose Edit Request. This function creates a certificate request (CSR) for the newly-added PSE. Create Certificate

Choose save as local file and store the CSR on your hard drive with the .csr file extension. Send this file to Paymetric for signing. Also request the CA (Certificate Authority) certificate they will use for signing the CSR. When you have received the signed CSR and the CA certificate, import them to the trust center as follows: 5. Call the transaction STRUST.

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6. In the selection tree, double-click the newly-added PSE (PAYMET WS Security Paymetric) and choose Edit Import Certificate Response. 7. In the dialog, choose Load local file All files to view all files in the hard drive folder. Browse for the CSR response file you received from Paymetric (should have the file extension .csr). Select this file to import the CSR response. The imported text should start with -----BEGIN CERTIFICATE----- and end with -----END CERTIFICATE-----. Copy this text to the clipboard because you will have to insert it again. 8. Choose Load local file All files again and browse for the CA certificate you received from Paymetric (should have the file extension .cer). This will overwrite the content you imported before. The new content should again start with ----BEGIN CERTIFICATE----- and end with -----END CERTIFICATE-----. 9. Move the cursor to the beginning of the text editor window and paste the copied text of the CSR response file from the clipboard. 10. To import both the CSR response and the CA certificate, choose OK. For more information, see the SAP Library for SAP NetWeaver on the SAP Help Portal at http://help.sap.com and search for Creating the Standard SSL Client PSE.

8.5.4.3
1. 2. 3. 4. 5. 6. 7.

SAP ERP: Define Logical Port

Request the WSDL for the detokenization server from Paymetric. Run transaction SOAMANAGER. Navigate to Business Administration, and choose Web Service Administration. In the Search Pattern field, enter CO_DCFL_XI_CCARD_DETOKENIZE_TV. Select the entry found, and choose Apply Selection. Navigate to Configuration and choose Create Logical Port. In the SOA Management window, enter the following settings: o New Service Name: <any name>, for example, Paymetric. o Logical Port Name: DETOKEN_01 o Configuration Type: WSDL Based Configuration o WSDL Base: Via File o WSDL Location: Choose Browse and select the WSDL file you received from Paymetric.

8. 9.

Navigate to Consumer Security and enter the name of the newly-created PSE (PAYMET) in the Signing Key field. Navigate to Transport Settings and enter or verify the following values: Field URL Access Path URL Protocol Information Computer Name of Access URL Value /XiSecureWS HTTPS prd01.xisecurenet.com

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Field Port Number of Access URL Name of Proxy Host Port Number of Proxy Host 10. Choose Save.

Value 443 Enter the proxy host if a proxy is used in your network, for example, proxy Enter the proxy port number in case a proxy is used in your network, for example, 8080

SAP ERP: Test Detokenization Connectivity


1. 2. Run transaction SE38, enter the DCFL_DETOKEN_TEST program and choose Execute. In the upper text box, type either a valid or an invalid token and choose Execute. o If you enter a valid token, you should receive the plain credit card number. o If you enter an invalid token, you should receive a parsing-related error message. For more information, see SAP Note 1649016.

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Integrating SAP Cloud for Travel with Third-Party Booking Tools and Itinerary Management Tools

This chapter describes how you configure the communication with third-party booking tools. SAP Cloud for Travel supports integration with the following online booking tools: GetThere online booking system by Sabre Amadeus e-Travel Management (AeTM) Cytric by I:FAO Traxo Once you have completed all the steps described below, your integration with the online booking tool of your choice is active.

Prerequisites
You have signed a contractual agreement with the online booking tool of your choice to productively use their online booking solution. You have activated Itinerary as a supported scenario during your scoping process as described in section 4.2 Define Project Scope in the SAP Cloud for Travel Master Guide. You have added SAP Cloud for Travel to your list of trusted websites, and your browser allows pop-ups.

9.1 9.1.1

Integrating SAP Cloud for Travel with GetThere SAP Cloud for Travel: Set Up Communication System

To integrate SAP Cloud for Travel with the GetThere online booking tool, you have to define the external system as a communication system.

Procedure
1. 2. In Application and User Management, choose Communication Systems. The system displays all existing communication systems. Choose New and, on the New Communication System screen, complete the fields as follows:

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Field ID Host Name System Access Type 3. 4.

Value OBT_GETTHERE webservices.sabre.com Internet

In the Technical Contact section, enter the contact details of the person responsible for this system (optional). In the System Instance section, enter OBT_<country version> in the free text field for all country versions of GetThere that you want to use. For example, to use country version United States, enter OBT_US. This is the value used to identify your communication partner in the system.

5. 6.

In the Preferred Application Protocol field, select 5 - Web Service. Choose Actions Set to Active, and save your entries.

9.1.2

SAP Cloud for Travel: Set Up Communication Arrangement

To start using the communication system you have defined in the previous step, you must set up the communication arrangements for the outbound communication services. The following procedure explains how to define a communication arrangement for the Online Booking Tool GetThere scenario.

Caution
For each country version of GetThere that you want to use, you must set up a separate communication arrangement.

Procedure
1. 2. In Application and User Managementchoose Communication Arrangements. Choose New, follow the guided procedure and enter the following information: Value Choose the Online Booking Tool - GetThere scenario. System Instance ID: Enter OBT_<country version> for the country version of GetThere that you want to use. For example, OBT_US. 3 Define Technical Data Communication Method: Select Direct Connection OUTBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Format Conversion Authentication Method: Select User ID and Password User ID:

Step 1 Select Scenario 2 Define Business Data

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Step

Value Enter the user name as supplied by GetThere, then click Edit Credentials and enter the password you have received. Host Name: The system displays the host name as entered in the previous step: webservices.sabre.com

4 Review 5 Confirmation

Check your data and choose Finish. Confirm your entries.

9.1.3

SAP Cloud for Travel: Fine-Tune Settings

To tailor the solution to your specific needs before going live, you need to check predefined settings and enter additional settings for your selected scope.

Procedure
1. 2. 3. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation

On the Travel and Expenses screen, choose Fine-Tune. Under Activity Group: Cash Flow Management, choose the entry for GetThere with the respective country version that you want to use, for example, GetThere - US (Online Booking Tool) or GetThere - DE (Online Booking Tool).

Note
You can choose only from those country versions of GetThere that you selected when defining the project scope as described in the SAP Cloud for Travel Master Guide. 4. On the Online Booking Tool screen, complete the relevant input fields as follows for each country version: Field Provider Logon Method Value This is not an entry field. The system displays the relevant provider name. By default, the logon method EXT Logon at external provider site is selected. This logon method means that you call the GetThere booking tool in SAP Cloud for Travel and log on in the external tool directly. We recommend that you do not change this selection.

Note
If you want to use trip requests and itineraries, you must switch the logon method to INT Logon in SAP Cloud for Travel. That is, you log on to GetThere in SAP Cloud for Travel. This method allows you to transfer additional information such as trip ID, travel

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Field

Value dates, and destination together with your logon data when you use the trip request in SAP Cloud for Travel.

Domain Site/Community Subsite 5. Save your entries.

The system displays the relevant domain name. You can change the domain name if required. Enter as provided by GetThere. Enter as provided by GetThere.

9.1.4

Set Up Pre-Trip Approval for Itineraries

If you want to set up the approval workflow for itineraries in the GetThere booking tool, you need to activate this option in both SAP Cloud for Travel and GetThere.

9.1.4.1

SAP Cloud for Travel: Set Up Pre-Trip Approval

To set up the approval process for travel itineraries in SAP Cloud for Travel, follow the procedure below.

Procedure
1. 2. 3. 4. 5. In Business Configuration Go to 3 Scoping Choose Next. Go to 4 Questions Travel and Expenses Travel Planning Itinerary, and specify for which country version you would like to activate the itinerary approval process. To review and to confirm your settings, complete the guided procedure. Implementation Projects, choose Edit Project Scope. Travel Planning and activate Itinerary.

Travel and Expenses

9.1.4.2

GetThere: Set Up Pre-Trip Approval

Get in touch with your respective GetThere site administrator to have Suspended Bookings during the implementation phase activated. With Suspended Bookings, the On Hold function is deactivated and your employees only see the Purchase function in GetThere. This means that the booked service will only be confirmed by GetThere after the approval manager has approved the booked service in SAP Cloud for Travel. If the manager declines the booking, the booked service will be automatically canceled in GetThere and the traveler be informed by e-mail accordingly.

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9.1.5

GetThere: Maintain User Data

Prerequisites
The employee IDs of your employees are available in SAP TravelOnDemand. Your employees have a user profile in the GetThere booking tool.

Procedure
Before they can use the online booking tool, you have to perform the following activities for employees: Enter their Employee ID from SAP Cloud for Travel in their respective GetThere user profile. This is a mandatory step. Depending on your company, this step can also be performed by the individual employees. In GetThere, choose Personal Information. Under Name, Address and Phone Number, in the Employee Number field, enter the SAP Cloud for Travel Employee ID. Enter an e-mail address, so they can receive confirmation of their bookings. This is an optional step. In GetThere, choose Personal Information. Under Name, Address and Phone Number, in the E-mail Address field, enter the e-mail address.

Note
We strongly recommend that you use this option, particularly if you use the pre-trip approval process. As soon as GetThere confirms a booking, the status of your employees trip automatically changes to Booked. If employees have entered an e-mail address in their GetThere profile, they receive an e-mail confirmation with their final itinerary details. If your employees have not entered an e-mail address in their GetThere profile, they have to check with their travel agent for final itinerary and ticketing details. In this case, they need to communicate the Booking ID of their trip to the travel agent. Depending on the internet browser you are using in your company, add https://*.getthere.net to their list of trusted websites.

9.1.6

Set Up Single Sign-On

If you use single sign-on (SSO) for the SAP Cloud for Travel desktop application, you can make additional settings so that users can also navigate directly from SAP Cloud for Travel to GetThere without having to enter any additional logon information.

Note
If you use GetThere with SSO the trip request scenario is not supported, this means that when you have requested a trip in SAP Cloud for Travel and you want to book the trip, SSO will log you on automatically to GetThere, but the trip data is not taken over.

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Prerequisites
You have set up single sign-on for the SAP Cloud for Travel desktop application. You have gotten in touch with your respective GetThere site administrator and requested that they set up single sign-on from their side.

Procedure
6. 7. 8. In SAP Cloud for Travel under Business Configuration Implementation Projects, choose Open Activity List.

Go to Fine-Tune and choose GetThere - <Country Version> (Online Booking Tool). Under Logon Method, choose Logon with Single Sign-On. Under URL in the Domain field you must replace the default entry (https://wx1.getthere.net/DispatcherServlet) by the redirect login URL of the respective Identity Provider (IdP), as GetThere currently only supports IdP-initiated SSO-flow. For example if you use OKTA (https://mycompany.okta.com/app/template_saml/<kdrOptjOBCTEIRSTKCO>/sso/saml) or Microsoft AD FS 2.0 (https://<adfs.customer.com>/adfs/ls/IdPInitiatedSignOn.aspx?loginToRp=https://server.getthere.net/l ogin/saml/post.act) as IdP, you have to adapt the highlighted part of the URL to the customer-specific situation.

9.

10. Save your entries.

9.2

Integrating SAP Cloud for Travel with Amadeus e-Travel Management SAP Cloud for Travel: Set Up Communication System

9.2.1

To integrate SAP Cloud for Travel with the Amadeus e-Travel Management (AeTM) online booking system, you have to define the external system as a communication system.

Procedure
1. 2. In Application and User Management, choose Communication Systems. The system displays all existing communication systems. Choose New and, on the New Communication System screen, complete the fields as follows: Field ID Host Name Value OBT_AETM integrationmiddleware.amadeus.com

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Field System Access Type 3. 4.

Value Internet

In the Technical Contact section, enter the contact details of the person responsible for this system (optional). In the System Instance section, enter OBT_<country version> in the System Instance ID field for all country versions of AeTM that you want to use. For example, to use country version United States, enter OBT_US. This is the value used to identify your communication partner in the system.

5. 6.

In the Preferred Application Protocol field, select 5 - Web Service. Choose Actions Set to Active, and save your entries.

9.2.2

SAP Cloud for Travel: Set Up Communication Arrangement

To start using the communication system you have defined in the previous step, you must set up the communication arrangements for the outbound communication services.

Note
For each country version of AeTM that you want to use, you must create a separate communication arrangement.

Procedure
1. 2. In Application and User Management choose Communication Arrangements. Choose New, follow the guided procedure and enter the following information: Step 1 Select Scenario 2 Define Business Data 3 Define Technical Data Value Choose the Online Booking Tool - Amadeus e-Travel Management scenario. System Instance ID: Enter OBT_<country version> for the country version of AeTM that you want to use. Communication Method: Select Direct Connection OUTBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Format Conversion Authentication Method: Select User ID and Password User ID: Enter the user name as supplied by AeTM, then click Edit Credentials and enter the password you have received. Host Name: The system displays the host name as entered in the previous step: integrationmiddleware.amadeus.com

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Step

Value

4 Review 5 Confirmation

Check your data and choose Finish. Confirm your entries.

9.2.3

SAP Cloud for Travel: Fine-Tune Settings

To tailor the solution to your specific needs before going live, you need to check predefined settings and enter additional settings for your selected scope.

Procedure
1. 2. 3. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation

On the Activity List: First Implementation screen, choose Fine-Tune. In the table, choose the entry for the AeTM booking tool with the respective country version that you want to use, for example, AeTM - US (Online Booking Tool) or AeTM - DE (Online Booking Tool).

Note
You can choose only from those country versions of AeTM that you selected when defining the project scope as described in the SAP Cloud for Travel Master Guide. 4. On the Access Details for AeTM - <Country Version> (Online Booking Tool) screen, complete the relevant input fields as follows for each country version: Field Provider Logon Method Value This is not an entry field. The system displays the relevant provider name. By default, the logon method INT Logon at external provider site is selected. This logon method means that you call the AeTM booking tool in SAP Cloud for Travel and log on in the external tool directly. We recommend that you do not change this selection.

Note
If you want to use trip requests and itineraries, you must use the logon method INT Logon in SAP Cloud for Travel. That is, you log on to AeTM in SAP Cloud for Travel. This method allows you to transfer additional information such as trip ID, travel dates (start and end date), destination, and trip type together with your logon data when you use the trip request in SAP Cloud for Travel. Domain The system displays the relevant domain name. You can change the

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Field

Value domain name, if required.

Site/Community 5. Save your entries.

Enter as provided by Amadeus.

9.2.4

AeTM: Maintain User Data

Prerequisites
The employee IDs of your employees are available in SAP TravelOnDemand. Your employees have a user profile in the AeTM online booking tool.

Procedure
Before they can use the online booking tool, you have to perform the following activities for employees: Enter their Employee ID from SAP Cloud for Travel in their respective AeTM user profile. This is a mandatory step. Depending on your company, this step can also be performed by the individual employees. In AeTM, choose Personal Information. Under Name, Address and Phone Number, in the Employee Number field, enter the SAP Cloud for Travel Employee ID. If you as system administrator want to enter the Employee ID for all employees in your company centrally, proceed as follows: 1. 2. 3. 5. 7. Log on to the online booking tool using your Admin user, and navigate to the Admin Page. In the tree view on the left, expand User Profile Management and choose Modify User. Search for the user you want to change and navigate to the next page. Skip the second page with the Role and Community Assignments. Save your entries.

4. Skip the first page with the Account Changes and the Community. 6. On the third page, under Custom Fields, enter the Employee ID in the corresponding field. Enter an e-mail address to receive booking confirmation. This is an optional step. In AeTM, choose Personal Information. Under Name, Address and Phone Number, in the E-mail Address field, enter the e-mail address.

Note
We strongly recommend that you use this option, particularly if you use the pre-trip approval process. As soon as AeTM confirms a booking, the status of your employees trip automatically changes to Booked. If employees have entered an e-mail address in their AeTM profile, they receive an e-mail confirmation with their final itinerary details.

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If your employees have not entered an e-mail address in their AeTM profile, they have to check with their travel agent for final itinerary and ticketing details. In this case, they need to communicate the Booking ID of their trip to the travel agent. Depending on the internet browser you are using in your company, add Amadeus to their list of trusted websites.

9.2.5

Set Up Single Sign-On

If you use single sign-on (SSO) for the SAP Cloud for Travel desktop application, you can make additional settings so that users can also navigate directly from SAP Cloud for Travel to AeTM without having to enter any additional logon information.

Prerequisites
You have set up single sign-on for the SAP Cloud for Travel desktop application. You have gotten in touch with your respective AeTM site administrator and requested that they set up single sign-on from their side.

Procedure
1. 2. 3. 4. In SAP Cloud for Travel under Business Configuration Under Logon Method, choose Logon with Single Sign-On. Save your entries. Implementation Projects, choose Open Activity List.

Go to Fine-Tune and choose AeTM - <Country Version> (Online Booking Tool).

9.3 9.3.1

Integrating SAP Cloud for Travel with Cytric by i:FAO SAP Cloud for Travel: Set Up Communication System

To integrate SAP Cloud for Travel with the Cytric booking system, you have to define the external system as a communication system.

Procedure
1. 2. In Application and User Management, choose Communication Systems. The system displays all existing communication systems. Choose New and enter the following communication in the Basic Information section:

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Field ID Host Name System Access Type 3. 4.

Value OBT_Cytric Enter the host name i:FAO has provided to you. Internet

In the Technical Contact section, enter the contact details of the person responsible for this system (optional). In the System Instances section, enter the following: o In the System Instance ID field, enter OBT_<country version> for all country versions of Cytric that you want to use. This is the value used to identify your communication partner in the system. o In the Preferred Application Protocol field, select 5 - Web Service.

5.

Choose Actions

Set to Active, and save your entries.

9.3.2

SAP Cloud for Travel: Set Up Communication Arrangement

To start using the communication system you have defined in the previous step, you must set up the communication arrangements for the outbound communication services. Note For each country version of Cytric that you want to use, you must create a separate communication arrangement.

Procedure
1. 2. In Application and User Management choose Communication Arrangements. Choose New, follow the guided procedure and enter the following information: Value Choose the Online Booking Tool - i:FAO cytric scenario. System Instance ID: Enter OBT_<country version> for the country version of cytric that you want to use.

Step 1 Select Scenario 2 Define Business Data

3 Define Technical Data

Communication Method: Select Direct Connection Outbound Communication: Basic Settings Application Protocol: Select Format Conversion Authentication Method: Select User ID and Password User ID: Enter the user name as supplied by cytric , then click Edit Credentials and enter the password you have received. Host Name: The system displays the host name as entered in the previous step:

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Step

Value Please refer to the data i:FAO provided to you.

4 Review 5 Confirmation

Check your data and choose Finish. Confirm your entries.

9.3.3

SAP Cloud for Travel: Fine-Tune Settings

To tailor the solution to your specific needs before going live, you need to check predefined settings and enter additional settings for your selected scope.

Procedure
1. 2. 3. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation

On the Activity List: First Implementation screen, choose Fine-Tune. Under Activities, choose the entry for the Cytric online booking tool and the respective country version that you want to use, for example, Cytric - US (Online Booking Tool) or Cytric - DE (Online Booking Tool).

Note
You can choose only from those country versions of Cytric that you selected when defining the project scope as described in the SAP Cloud for Travel Master Guide. 4. On the Online Booking Tool screen, complete the relevant input fields as follows for each country version: Field Provider Logon Method Value This is not an entry field. The system displays the relevant provider name. By default, the logon method EXT Logon at external provider site is selected. This logon method means that you call the Cytric booking tool in SAP Cloud for Travel and log on in the external tool directly. We recommend that you do not change this selection. An alternative login mode is Single Sign On (SSO). SSO allows you to directly log on to Cytric without having to enter your username and password. In addition, depending on the navigation scenario, data is passed to Cytric. If you navigate from a trip request to Cytric, the Trip ID, start and end dates, the departure and destination locations are automatically copied, so that this data will be displayed in the search screen. If you navigate from an existing Itinerary to Cytric, that specific itinerary will be displayed instead of the standard start page. However, SSO has to be set up first. See the SAP Cloud for Travel Master Guide, chapter on User Administration and Authentication -> Single Sign On (SSO). Domain Enter the URL for the navigation as provided to you by i:FAO.

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Field

Value

Note
Be aware that the URL in the domain which is used for navigation is different from the URL in the communication arrangement.

Site/Community 5. Save your entries.

Enter as provided by i:FAO.

9.3.4

Cytric: Maintain User Data

Prerequisites
The employee IDs of your employees are available in SAP TravelOnDemand. Your employees have a user profile in the Cytric online booking tool.

Procedure
Before employees can use the online booking tool, the following settings must be done: 1. Maintain the SAP Cloud for Travel employee ID in every user's respective Cytric user profile. This is a mandatory step. If it complies to your company's guidelines, the following step can be completed by the individual employee: 2. 3. 4. In Cytric, choose My User Profile. Under *My SAP HR Profile Data* in the in the Employee Number field, enter the SAP Cloud for Travel employee ID. Provide an e-mail address in order to allow that booking confirmations are sent to you. This is an optional step. In Cytric, choose My User Profile/Personal Data. Under *Business Address - eMail* enter Name, Address and Phone Number, in the E-mail Address field, enter the e-mail address. Note We strongly recommend that you use this option, particularly if you use the pre-trip approval process. As soon as Cytric confirms a booking, the status of your employees trip automatically changes to Booked. If employees have entered an e-mail address in their Cytric profile, they receive an e-mail confirmation with their final itinerary details. If your employees have not entered an e-mail address in their Cytric profile, they have to check with their travel agent for final itinerary and ticketing details. In this case, they need to communicate the Booking ID of their trip to the travel agent.

Note
Depending on the internet browser you are using in your company, add https://*.net to their list of trusted websites.

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9.3.5

Set Up Single Sign-On

If you use single sign-on (SSO) for the SAP Cloud for Travel desktop application, you can make additional settings so that users can also navigate directly from SAP Cloud for Travel to AeTM without having to enter any additional logon information.

Prerequisites
You have set up single sign-on for the SAP Cloud for Travel desktop application. You have gotten in touch with your respective AeTM site administrator and requested that they set up single sign-on from their side.

Procedure
5. 6. 7. 8. In SAP Cloud for Travel under Business Configuration Implementation Projects, choose Open Activity List.

Go to Fine-Tune and choose Cytric - <Country Version> (Online Booking Tool). Under Logon Method, choose Logon with Single Sign-On. Save your entries.

9.4 9.4.1

Integrating SAP Cloud for Travel with Traxo SAP Cloud for Travel: Fine-Tune Settings

To tailor the solution to your specific needs before going live, you need to check predefined settings and enter additional settings for your selected scope. Traxo integration is based on two levels of trust. On the one hand, the SAP system and the Traxo system have to trust each other. On the other hand, travelers have to authorize the SAP system to act on their behalf to enable Traxo integration for their accounts. While the second step needs to be performed by each user individually, this integration guide focuses on the first step, which is usually performed by a system administrator. You can choose between two versions of Traxo: The co-branded version of Traxo is subject to a contract between the customers of SAP Cloud for Travel and Traxo directly, in which all details of the co-brand site are determined. The free version of Traxo is based on the current Traxo website, which is publicly available and cannot be customized. It contains advertising.

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Procedure for Co-Branded Version of Traxo


1. 2. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation

On the Activity List: First Implementation screen, choose Fine-Tune. Under Activity Group: SAP Cloud for Travel, choose the entry for Traxo with the respective country version that you want to use. You can choose only from those country versions of Traxo that you selected when defining the project scope as described in the SAP Cloud for Travel Master Guide. On the "Client Registration for OAUTH web Services" find the line for service provider Traxo. If the traffic light is red, click on Register Client. In the popup OAuth Client Credentials, enter Client ID and Client Secret as provided by Traxo and save.

Procedure for the Free Version of Traxo


In order to establish the trust between Traxo and the connecting SAP system, the SAP system needs to be registered on the Traxo API Portal. The registration will provide you with a set of credentials known as the Client ID and Client Secret. You will need this information to complete the fine-tuning in SAP Cloud for Travel. As a second security feature, Traxo requires you to maintain the target callback URL in the Traxo API account to prevent CSRF attacks. You can change the callback URL for an existing Traxo API account. The following section describes how to get a new Traxo API account and how to set it up.

Note
SAP does not warrant that the software and/or features as described in the following procedure will be available without change. SAP would like to point out that availability is subject to the sole discretion of Traxo. If you encounter any difficulties with the procedure, please address these to the Traxo support.

Register a new Traxo API Account

Note
Keep in mind that it is a good idea to have one set of credentials per system to avoid constantly changing the callback URL. 1. 2. 3. 4. Go to https://traxo.3scale.net/ and sign up with a new e-mail address. You will receive a confirmation e-mail. Use this e-mail to confirm your new Traxo API account. Sign in with your account and go to the dashboard. You can access the API Access Details on the right, where you can see the client ID and client secret for your account. You will need this information in the fine-tuning step in SAP .

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5.

In the Redirect URL section, you have to provide the callback URL for your system. It should look something like this: https://my123123travel.ondemand.com:443/sap/byd/oauth/traxo

Note
The easiest way to sign in to SAP Cloud for Travel is to copy the address from the address line, remove everything after the .com and add :443/sap/byd/oauth/traxo to this URL and you're good to go. 6. This step is optional: In the Properties section at the bottom of the page, you can provide details for your system. These details are shown when the user authentication is triggered by SAP .

7.

This will result in the following UI during the authentication:

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Note
If you want to have more than one set of credentials, you have to register with different e-mail addresses. One e-mail address per API registration. You can use the same Traxo user account (not API access) for different SAP systems. There is no need to create a different Traxo user account for each traveler in each system. If you access that one Traxo account from different systems, users need to enter their credentials more often.

9.4.2

Pre-Trip Approval for Itineraries

A pre-trip approval is not supported by Traxo, because all trips that are collected in Traxo are already booked. You can use a trip request for a pre-trip approval.

9.4.3

Traxo: Maintain User Data

Prerequisites
Your employees have a user account in Traxo or create one. Your employees must allow SAP Cloud for Travel to access their user account at Traxo. This step can only be performed by the individual employees on their homepage Depending on the internet browser you are using in your company, add https://www.traxo.com to their list of trusted websites.

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10 Integrating SAP Cloud for Travel with Smart Receipt Recognition Services

To support integration between SAP Cloud for Travel and a third-party smart receipt recognition service, you only need to activate the option and fine-tune the project settings. You do not need to set up a third-party Web service, nor do you need to configure the communication with the third-party smart receipt recognition service. This section describes how you fine-tune the project settings.

10.1

Overview

SAP Cloud for Travel supports integration with a smart receipt recognition service provided by OpenText. This service interprets receipt images sent by company employees by e-mail to SAP Cloud for Travel, turning them into machine-readable information. Once you have activated and confirmed the option in the project scoping settings, your integration with the smart receipt recognition service provided by OpenText is active. For more information, see the SAP Cloud for Travel Master Guide.

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10.1.1
1. 2. 3. 4.

High-Level Workflow

How does the smart receipt recognition process work? The employee attaches a receipt image to a blank e-mail message (empty message body) either with or without subject line (empty subject line and message body) and sends it to SAP Cloud for Travel. SAP Cloud for Travel stores the receipt image as an unassigned expense either with expense information from the subject line or without. SAP Cloud for Travel automatically forwards the receipt image to OpenText through a web service. The status of an expense is set to "Automatic Recognition in Process". Using character recognition software, the OpenText service captures and extracts expense data from the receipt image. The OpenText service classifies and verifies data by expense type, date, amount, and currency. It also derives itemization information if you use this function. If successful, the OpenText service sends the expense data back to SAP Cloud for Travel.

Note
If the OpenText service cannot interpret the receipt image, the receipt remains stored as an unassigned expense. 5. SAP Cloud for Travel adds the information received from OpenText to the expenses. For expenses that came with a subject line, the data that came with it (expense type, amount, currency, date) always remain unchanged and only additional information like itemization is added. For expenses that came with an empty subject, expense tpye, amount, currency, date and eventually itemization will be added.. If you want to help OpenText improving the recognition rate, you can activate the feedback for Smart Receipt Recognition., thus allowing OpenText to use your customer's receipts for training the system. The SAP Cloud for Travel communication with the OpenText service is implemented using an asynchronous Outbound Process Agent (OPA) and an Inbound Process Agent (IPA) whereby the communication data is saved in a Communication Arrangement (CA) instance that is created automatically when deploying SAP Cloud for Travel.

6.

10.2 SAP Cloud for Travel: Fine-Tune Settings


To tailor the solution to your specific needs before going live, you need to check predefined settings and enter additional settings for your selected scope.

Procedure
1. 2. 3. 4. 5. In Business Configuration project. Implementation Projects, choose Open Activity List for your First Implementation

On the Activity List: First Implementation screen, choose Fine-Tune. Group by Activity Group. Under Activity Group: Cloud for Travel, select the entry for smart receipt recognition. On the Smart Receipt Recognition Mapping screen, view and edit the enablement of smart receipt recognition, enablement of feedback and field mapping of the listed expense types as needed for each country version. Save your entries.

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11

Integrating SAP Cloud for Travel with Central Receipt Scanning Services

To receive receipt image data (scanned documents) into SAP Cloud for Travel, you need to set up a third-party Web service. This section describes how you configure the communication with a third-party central receipt scanning service.

Prerequisite
You have signed a contractual agreement with a third-party central receipt scanning service to productively use their central receipt scanning solution.

11.1

Overview

SAP Cloud for Travel supports integration with a central receipt scanning service to import scanned documents and attach them to expense reports thereby simplifying and automating the process of creating expense reports. This service has to be switched on in Scoping. Why is this required? Financial authorities, for example in Germany, demand that all documents are scanned in sufficient quality for auditing purposes. In some companies the policy is to scan all documents centrally as not all employees at companies have access to the required equipment for scanning documents. SAP Cloud for Travel provides this integrated service to process documents sent by a third-party provider. When SAP Cloud for Travel receives scanned documents from a third-party central receipt scanning service, it does so through a file import web service.

Note
The system administrator can either download a certificate from SAP Cloud for Travel and send it to the third-party central receipt scanning service or the central receipt scanning service can provide the system administrator with the certificate directly, and this is then uploaded in the system. Once you have activated the communication arrangement, your integration with the third-party central receipt scanning service is active. When an employee sends receipts to a central scanning service, the scanned document is automatically added to their expense report based on the bar code details. In order to allow the information from central scanning to be sent to SAP Cloud for Travel, you need to activate this option between SAP Cloud for Travel and the central scanning service.

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11.1.1
1. 2. 3. 4.

High-Level Workflow

How does the central receipt scanning process work? The employee submits an expense report in SAP Cloud for Travel and prints out a cover page for the central receipt scanning service (that includes a bar code) and attaches all their receipts. The employee mails the receipts to their recognized central receipt scanning service. This is not dependent on the status of the expense report. The documents are scanned by the central receipt scanning service, and the scanned file is sent to SAP Cloud for Travel using the Web Service. The scanned file is automatically attached to the expense report (based on the bar code) and the expense report continues to the next step in the approval and reimbursement workflow.

The SAP Cloud for Travel communication with the third-party central receipt scanning service is implemented using an asynchronous Inbound Process Agent (IPA) whereby the communication data is saved in a Communication Arrangement (CA) instance that is created automatically when deploying SAP Cloud for Travel.

11.2

SAP Cloud for Travel: Setting Up Communication Arrangements

To set up a communication arrangement between SAP Cloud for Travel and the third-party central receipt scanning service, follow the procedure below. Depending on the chosen authentication method, you need to either: Upload a certificate provided by the third-party central receipt scanning service (recommended). Download a certificate in SAP Cloud for Travel and deliver it to the third-party central receipt scanning service. Define a password for the user _SAP_ODT_DS which is predefined in the communication arrangement and provide both user ID and password to the third-party central receipt scanning service.

Caution
Do not create more than one communication arrangement for your scenario.

Procedure with Certificate


1. 2. 3. 4. 5. In Application and User Management, choose Communication Arrangements. All existing communication arrangements appear on the page. In the table, select Central Receipt Scanning Service. Choose Edit Credentials. The Edit Communication Account screen appears. Choose the Certificate tab. Continue with the integration using one of the methods below.

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Method 1: Upload a Certificate


1. 2. 3. 4. Choose Upload Certificate. The Open dialog box appears. Browse to the certificate received from the central receipt scanning service. Choose Open. Choose OK.

Method 2: Download a Certificate


1. 2. Choose Create and Download Key Pair. The Save as dialog box appears. Browse to the location where you want to save the certificate, and enter a file name.

Note
The certificate is saved with a .pfx file extension. 3. 4. 5. 6. 7. Choose Save. A password dialog box appears. For security purposes you will be requested to enter and confirm your password. Choose OK. Choose OK. Send the .pfx certificate and password to the central receipt scanning service used by your company.

Procedure with password


1. 2. 3. 4. 5. 6. In Application and User Management , choose Communication Arrangements. All existing communication arrangements appear on the page. In the list, select Central Receipt Scanning Service. Choose Edit Credentials. The Edit Communication Account screen appears. Choose the Change Password tab. Enter a password for the user _SAP_ODT_DS and confirm it. Choose OK.

Testing Your Connection


1. 2. 3. In Application and User Management, choose Communication Arrangements. In the list of communication arrangements, select Central Receipt Scanning Service, and choose Check Completeness. If you receive the system message Check successful, your completeness check is successful.

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11.3

Providing Information to the Third-party Central Receipt Scanning Service

You must provide the following information to the third-party central receipt scanning service in order to enable the use of the file import web service: WSDL (Web Services Description Language) of the web service and communication data. To provide the WSDL, proceed as follows: 1. 2. 3. 4. In Application and User Management, choose Communication Arrangements. In the list of communication arrangements, select Central Receipt Scanning Service. In the Inbound Communication table, select Download WSDL to download the WSDL file. Send this file and the downloaded certificate and password, or this file and the user ID and password to the third-party central receipt scanning service. With this information the third-party provider is able to send scanned documents using the web service. When using the web service the third-party provider will be prompted for the following data: Bar code received from the employee File name and MIME type of the document. The following MIME types are supported by the web service: o application/pdf o image/jpeg o image/tiff

Note
The scanned document must not exceed a file size of 2.5 MB.

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12

Integrating SAP Cloud for Travel with Electronic Invoice Notifications

SAP Cloud for Travel enables third-party travel vendors to send invoices for travel-related services electronically to the customer, and thus reduce the effort required by travelers to submit expenses. The electronic documents are sent by the third-party service provider to SAP Cloud for Travel either by e-mail or a pre-configured web service.

Note
Electronic invoices are not requests for payment; they are simply notifications of expenses that travelers have incurred. This section describes how you configure the communication for the electronic invoice notification service.

Prerequisites
In scoping, you have activated the Electronic Invoice business option as described in section 12.2 Set Up Communication System [page 11]. If you want to use the e-mail option, you have communicated the e-mail address < e-invoice@[domain]> to your service provider. (In the e-mail address, replace [domain] with the tenant domain, for example einvoice@qn6-cust306.mail.dev.sapbydesign.com).

12.1

Overview

Booking accommodation and travel requirements is often done some time before the trip takes place. The electronic invoice business option enables third-party travel vendors to send invoices for tickets, hotel bookings, and other services electronically to SAP Cloud for Travel, and thus speed up the cost assignment process and save travelers the effort of manually submitting expenses. The electronic documents sent by e-mail or using a pre-configured web service are analyzed by an optical character recognition program on receipt to extract data, such as employee ID and expense type. The employee ID is then used to assign the documents to the relevant employees. SAP Cloud for Travel supports integration with an optical character recognition service provided by OpenText. This service interprets the electronic documents received by e-mail or web service and turns them into machinereadable information. Invoices that cannot be unmistakably assigned can be assigned manually by the administrator.

Caution
SAP Cloud for Travel will not automatically assign data extracted from invoices to expense reports. Assignment to expense reports is done by the employee.

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Once you have activated and confirmed the option in the project scoping settings, your integration is active. For more information, see the SAP Cloud for Travel Master Guide.

12.1.1
1. 2.

High-Level Workflow

How does the electronic invoice process work? The travel vendor books a travel-related service, for example, hotel accommodation, for an employee for an upcoming trip and charges the corporate credit card. The travel vendor sends the invoice to SAP Cloud for Travel either by e-mail or using the dedicated web service. This is not a request for payment, but serves notification purposes. If the notification is sent by e-mail, no further validation of the sender takes place. If communication is done using a web service, either a password or a certificate can be used for access authorization. SAP Cloud for Travel automatically forwards the invoice image to optical character recognition (OCR) service, through a web service. The status of an expense is set to Automatic Recognition in Process. Using character recognition software, the OCR service captures and extracts expense data from the receipt image. It classifies and verifies data by expense type, date, amount, and currency. It also derives itemization information if you use this function. If successful, the OCR service sends the expense data back to SAP Cloud for Travel.

3. 4.

Note
If the OCR service cannot interpret the image, the invoice remains stored as an unassigned expense. 5. If the employee can be uniquely identified, the expense invoice is automatically assigned and appears in the employee's list of unassigned expenses, ready to be assigned to an expense report. If the employee cannot be identified, the invoice appears in the administrator's worklist and can be assigned manually to the relevant employee. The electronic image of the invoice is stored as an attachment with the expense report. Later, when the credit card file is imported, a second expense is created automatically which is automatically merged to the expense that was created from the invoice, if you have activated this scoping option.

6.

The SAP Cloud for Travel communication with the third-party electronic invoice processing service is implemented using an asynchronous Inbound Process Agent (IPA) whereby the communication data is saved in a Communication Arrangement (CA) instance that is created automatically when deploying SAP Cloud for Travel.

12.2 SAP Cloud for Travel: Using E-Mail Communication


Travel vendors can send electronic invoices to SAP Cloud for Travel by e-mail. If you want to use the e-mail option, you simply send the service provider the e-mail address: < e-invoice@[domain]>. (In the e-mail address, replace [domain] with the tenant domain, for example e-invoice@qn6-cust306.mail.dev.sapbydesign.com. If the invoice notification is sent by e-mail, no further validation of the sender takes place.

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12.3 SAP Cloud for Travel: Setting Up a Communication Arrangement


To set up a communication arrangement between SAP Cloud for Travel and the third-party service, follow the procedure below. Depending on the chosen authentication method, you need to either: Upload a certificate provided by the third-party travel vendor (recommended). Download a certificate in SAP Cloud for Travel and deliver it to the travel vendor. Define a password for the user _SAP_ODT_EI which is predefined in the communication arrangement and provide both user ID and password to the travel vendor.

Caution
Do not create more than one communication arrangement for your scenario.

Procedure with Certificate


1. In Application and User Management under Input and Output Management, choose Communication Arrangements. All existing communication arrangements appear in a table. 2. 3. 4. Select Electronic Invoice. Choose Edit Credentials. The Edit Communication Account screen appears. Choose the Certificate tab and continue with the integration using one of the methods below.

Method 1: Upload a Certificate


1. 2. 3. 4. Choose Upload Certificate. The Open dialog box appears. Browse to the certificate received from the travel broker. Choose Open. Choose OK.

Method 2: Download a Certificate


1. 2. Choose Create and Download Key Pair. The Save as dialog box appears. Browse to the location where you want to save the certificate, and enter a file name.

Note
The certificate is saved with a .pfx file extension. 3. 4. 5. Choose Save. A password dialog box appears. For security purposes, you will be requested to enter and confirm your password. Choose OK twice.

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6.

Send the .pfx certificate and password to the electronic invoice notification service used by your company.

Procedure with Password


1. In Application and User Management under Input and Output Management, choose Communication Arrangements. All existing communication arrangements appear in a table. 2. 3. 4. 5. In the list, select Electronic Invoice. Choose Edit Credentials. The Edit Communication Account screen appears. On the Change Password tab, enter a password for the user _SAP_ODT_EI and confirm it. Choose OK.

Testing Your Connection


1. 2. 3. In Application and User Management under Input and Output Management, choose Communication Arrangements. In the list of communication arrangements, select Electronic Invoice, and choose Check Completeness. If you receive the system message Check successful, your completeness check is successful.

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13

Integrating SAP Cloud for Travel with SAP NetWeaver Business Warehouse

As system administrator, you want to 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. This chapter describes which steps you have to perform to integrate SAP Cloud for Travel with an SAP NetWeaver Business Warehouse system.

Prerequisites
You are using the SAP NetWeaver Business Warehouse 7.30, SP5. You have activated the scoping as described in section 4.2 of the SAP Cloud for Travel Master Guide. You have created a user with authorization to use the following transactions in the BW system: o STRUST. For more information, see the following SAP documentation: Trust Manager. o Common BW transactions, such as RSA1. For more information, see section Authorizations in the SAP NetWeaver 7.3 library.

13.1

High-Level Overview

How does the integration process work? The recommended procedure is as follows: 1. 2. 3. 4. 5. 6. 7. Set up the communication system and communication arrangement. Define which data sets are to be exposed in the BW system. Transfer your data to the BW system. Check if data was sent successfully to the BW system. Prepare the BW system for the integration with SAP Cloud for Travel. Import data from SAP Cloud for Travel into the BW system. To make the extracted data readable in the BW system, upload code lists (available in pre-filled excel sheets that are made available in Service Marketplace ) to the BW system together with the data from SAP Cloud for Travel. For the transfer of binary data for expense report attachments, a web service consumer proxy must be set up in the BW system. This integration is available on a project-by.project basis only; it is not provided by a standard component.

8.

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13.2 SAP Cloud for Travel: Set Up Communication System


To integrate SAP Cloud for Travel with an SAP NetWeaver BW system, you have to define the external system as a communication system.

Procedure
1. 2. In Application and User Management, choose Communication Systems. The Communication Systems screen appears. Choose New, and, on the New Communication System screen, complete the fields as follows:: Field ID Value ID or name of the BW system to be connected.

Example
XXXYYY XXX represents the system ID and YYY the client number, for example, CIA003. SAP System Host Name Select this checkbox. Host name of SAP BW installation.

Note
It is possible to directly enter the host name of BW system you want to connect. However, for security reasons we recommend to use Reverse Proxy for SSL termination in front of the SAP BW system. In case of direct connection to the BW system, the host name can be found in transaction SMICM under Goto Services. Use the entry for protocol HTTPS. System Access Type Technical Contact Internal Comment 3. 4. Select the Internet option. [OPTIONAL]: Fill in the details of the employee who serves as technical contact in case support is needed. [OPTIONAL]: Enter any additional relevant information.

In the System Instance section, enter the ID or name describing the instance of your BW system. This is the value used to identify your communication partner in the system. Choose Actions Set to Active, and save your entries.

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13.3 SAP Cloud for Travel: Set Up Communication Arrangement


To start using the communication system you have defined in the previous step, you must set up the communication arrangement for the inbound web service.

Procedure
1. 2. In Application and User Management, choose Communication Arrangements. Choose New, follow the guided procedure and enter the following information: Step 1 Select Scenario 2 Define Business Data 3 Define Technical Data Value Choose the Analytics Integration scenario. System Instance ID: Select the ID you created when you set up the communication system. Communication Method: Select Direct Connection INBOUND COMMUNICATION: BASIC SETTINGS Application Protocol: Select Web Service. Authentication Method: Choose one of the following options: User ID and Password The user ID is generated by the system and cannot be changed. Choose Edit Credentials and enter the password for the user twice. (Remember user and password for later use in the BW system). SSL Client Certificate Authentication: Select and download the relevant certificate. Choose Edit Credentials, and enter the password for the user twice. On the Certificate tab, upload the relevant certificate. 4 Review 5 Confirmation Check your data and choose Finish. Confirm your entries.

Downloading WSDL File


The SAP NetWeaver BW administrator requires a Web Service Description Language (WSDL) file to set up communication between the BW system and SAP TravelOnDemand. To download the file, proceed as follows: 1. 2. 3. 4. In Application and User Management, choose Communication Arrangements. In the list of communication arrangements, click Analytics Integration. On the Communication Arrangement Overview: Analytics Integration screen, under Inbound Communication Services, select Analytics Integration. Choose Download WSDL. Enter a name for the file, and save it.

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Note
Make sure that SAP Cloud for Travel is added to the list of trusted sites in your internet browser. 5. Repeat steps 3 and 4 for the entry Analytics Integration: Expense Report Attachments under Inbound Communication.

13.4 SAP Cloud for Travel: Expose Data Sources


As system administrator for Analytics, you can now define which data sources are to be exposed for data replication.

Procedure
1. 2. In Business Analytics , Design Data Sources, choose Expose Data Sources.

Select the relevant entry from the list of available data sources, and choose Expose. The following data sources from SAP Cloud for Travel are available: Data sources containing expense report data o Expense Report Header o Expense Report Cost Assignment o Expense Report Mileage o Expense Report Expense - Expense Cost Assignment - Expenses by Beneficiary Data Export o Expense Report Destination o Expense Report Attachment (Meta Data) Data sources containing mapping of SAP Cloud for Travel IDs with remote IDs o Cost Center ID Mapping o Cost Object ID Mapping o Business Partner ID Mapping o Expense Type Code List Data sources containing language-dependent texts for code values o Expense Report Beneficiary Type Code o Expense Type Code List o Expense Report Provisioning Variant Code o Mileage Reimbursement Vehicle Class Code o Expense Report Type Code Note that you can download further language-dependent code value descriptions as described in chapter 13.8.

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13.5 SAP NetWeaver BW: Create Logical System


In order to replicate data to the BW system, you have to create a logical system that is associated with the SAP Cloud for Travel system.

Procedure
1. Run transaction SPRO, and in Customizing for SAP NetWeaver, choose Business Warehouse Source Systems General Connection Settings Define Logical System. The system displays a list of available logical systems. 2. 3. 4. To create your own logical system for SAP Cloud for Travel, choose New Entries. In the Log. System and Name columns, enter the technical name of your system and a description. Save your entries. Links to Other

13.6 SAP NetWeaver BW: Create ODP Source System


You can now create SAP Cloud for Travel as a source system for Operational Data Provisioning (ODP). It will use the logical system you created in the previous section to connect to your SAP Cloud for Travel application.

Prerequisites
You have received the WSDL file from the SAP Cloud for Travel system administrator. You have activated the SOAP management service. Depending on your authentication method, you have received the following information from the SAP Cloud for Travel system administrator: User ID/Password as described in section 12.3 Setting Up Communication Arrangement. SSL Client Certicate o GTE CyberTrust Global Root certificate o Cybertrust SureServer Standard Validation CA certificate o You have received the PKCS#12 key pair file. o Your BW system supports .p12 as a personal Security Environment (PSE) file type. o You have run transaction STRUST to import the required certificates.

Procedure
1. 2. 3. Run transaction RSA1, and choose Modeling Expand the Operational Data Provider folder. Select the Operational Data Provider folder and choose Create. Source Systems.

The system displays a list of available source systems organized by folders.

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4.

In the dialog box, complete the fields as follows: Field Logical System Name Source System Name Type and Release Value Enter the name of the system you have created in section 12.5 Create Logical System. Enter a name for your SAP Cloud for Travel source system. No entry required. Ignore.

5. 6. 7. 8. 9.

Choose Enter, and save your entries. When the system prompts you to specify a communication channel, select HTTP/SOAP. The system displays the SOA Manager. Import the WDSL file you downloaded as described in section 12.3 Setting Up Communication Arrangement. In the Select Content (Application to be Extracted) dialog box, double-click the BYD_MDAV option. If the system does not display the source system you have created, choose Refresh.

13.7

SAP NetWeaver BW: Create Data Source

You can now prepare your BW system to use the data replicated from SAP Cloud for Travel. In this step, you create a DataSource object which will extract the data from your SAP Cloud for Travel source system and transfer it to the BW system.

Caution
You have to execute the steps described in the procedure below for each data source you want to expose.

Procedure
1. 2. 3. Run transaction RSA1, and choose Modeling Choose New Sheet. [OPTIONAL]: Create an InfoArea for the objects containing data from SAP Cloud for Travel. DataSources.

The system displays the DataSource repository.

Recommendation
If you do not create an InfoArea for your SAP Cloud for Travel data sources, they will appear under Unassigned Nodes. 4. 5. 6. [OPTIONAL]: Create an application component. Choose Modelling Source Systems Create Data Sources DS Repository. Choose Create and complete the fields as follows: Field Data Source Source System Value Enter a name for the data source to be replicated. Enter ID or name of the SAP Cloud for Travel system to be

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Field

Value connected.

Example
XXXYYY XXX represents the system ID and YYY the client number, for example, QN4306. Data Type DataSource 7. Choose Master Data Attributes. (not relevant for the following processes)

To configure the DataSource, maintain the following tabs: Tab General Info Action To easily indentify your data sources, enter meaningful names in the Short Description, Medium Description, and Long Description fields. [OPTIONAL]: If you have defined an application component in step 4, select your component. Extraction To connect your BW DataSource to the data sources you have exposed in your SAP Cloud for Travel application, complete the fields as follows: In the Delta Process field, select Delta Only Via Full Upload (ODS or InfoPackage Selection) In the Direct Access field, select No DTP Allowed for Direct Access

Note
ODP source systems do not support direct access using the data transfer process (DTP) for data replication. The Real-Time field is a read-only field; it displays the Real-Time Data Acquisition Is Not Supported value.

Note
ODP source systems do not support real-time data acquisition. In the Adapter field, enter Extraction from SAP System by Operational Data Provisioning In the Operational Data Provider field, select the relevant entry from the list of exposed data sources from the SAP Cloud for Travel system. Proposal [OPTIONAL]: This tab shows you the data structure of the SAP Cloud for Travel data source. Define which fields you require in the data target and how the data target is to be set up to meet your reporting requirements.

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Tab

Action Clarify whether the data source contains the required fields.

Fields Preview

[OPTIONAL]: If you do not agree with the proposal, you can change the data types on this tab. [OPTIONAL]: To view the data from your SAP Cloud for Travel system, choose Read Preview Data.

Note
You have to activate the data source to preview the content; ignore yellow warning messages the system may display. 8. Save your entries. If you have not defined a application component, the DataSource appears in the Unassigned Nodes folder. If your DataSource does not appear in the list, choose Refresh. 9. Check, maintain, and create InfoObjects. Fields in the SAP Cloud for Travel data source have to be mapped to an InfoObject of an InfoCube, DataStore Object, or SAP NetWeaver master data table. Check whether the target InfoObjects exist in the BW system and the data type formats match. For more information on these activities, see the application help.

13.8 SAP NetWeaver BW System: Extract Code Descriptions from a Flat File
To make the extracted data readable in the BW system (since it is mostly codes that are extracted), you can upload code descriptions in a flat file to the BW system, too together with the data from SAP Cloud for Travel. SAP provides pre-filled Microsoft Excel sheets you can use for this purpose. These files cannot be changed. You can download the available .zip files with the code descriptions from the SAP Service Marketplace at https://service.sap.com, under Installation & Upgrade Guides On-Demand Solutions from SAP SAP Cloud for Travel August 2012 Version: Expense Report Category Expense Report Expense Category Code Expense Report Status Code

13.8.1

SAP NetWeaver BW System: Create Source System

You can now prepare your BW system to use the data replicated from the flat file. In this step, you create a DataSource object which will extract the data from your SAP Cloud for Travel source system and transfer it to the BW system.

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Procedure
1. 2. 3. 4. Run transaction RSA1, and choose Modeling Source Systems.

The system displays the DataSource repository. In the Source Systems column, expand the File folder. Right-click the File folder and choose Create. Complete the fields as follows: Field Logical System Name Value Enter a name for your extractor.

Example
FF_LOG_SYS Source System Name Enter the name of the source system to be connected.

Example
FF_SRC_SYS Type and Release 5. Save your entries. After successful completion, you can see your new source system in File folder of the Source Systems list. If you cannot see it, choose Refresh to update the list. Leave empty. No action required.

13.8.2 SAP NetWeaver BW System: Create DataSource


You can now create a DataSource that is associated with the source system you have created in the previous step. The DataSource is responsible for establishing the extraction method, the file location, the data separator within the file, and the file encoding, among other options.

Procedure
1. 2. Run transaction RSA1, and choose Modeling DataSources. The system displays the DataSource repository. Choose Create and complete the fields as follows: Field Data Source Source System Value Enter a name for the data source to be replicated. Enter ID or name of the SAP Cloud for Travel system to be connected.

Example
XXXYYY XXX represents the system ID and YYY the client number, for

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Field

Value example, QN4306.

Data Type DataSource 3.

Choose Master Data Attributes.

To configure the DataSource, maintain the following tabs: Tab General Info Action To easily identify your data sources, enter meaningful names in the Short Description, Medium Description, and Long Description fields. [OPTIONAL]: If you have defined an application component in section 12.7 xxx, select your component. Extraction To connect your BW DataSource to the data sources you have exposed in your SAP Cloud for Travel application, complete the fields as follows: In the Delta Process field, select the appropriate value. For example: Delta Only Via Full Upload (ODS or InfoPackage Selection) In the Direct Access field, select the appropriate value. For example: No DTP Allowed for Direct Access The Real-Time field is a read-only field; it displays the Real-Time Data Acquisition Is Not Supported value. In the Adapter field, enter the location of your flat file. 1. Select one of the following options: o Load Binary File from Local Workstation o Load Binary File from Apllication Server o Load Text-type File from Local Workstation o Load Text-type File from Application Server o Load Microsoft Excel File (XLS) from Local Workstation 2. To browse to your file, choose Properties.

In the Header Rows to be Ignored field, enter 1. As long as the structure of your file is the same as mentioned in the beginning of this section, the field should have the value 1. You can ignore the first row because it is a header row; therefore it is merely descriptive and it does not contain any data. Nevertheless, it is useful for a step described later in the procedure. Character Set Settings, should always be Default Setting, as long as the System Codepage below makes sense according to your file

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Tab

Action In the Data Format field, select Separated with Separator (for Example, CSV). Set the separator to semicolon (;).

Proposal

The system proposes the fields according to your data. It analyzes your data and proposes data types, as well as names for your fields these names are based on the names of your header row. You can also choose Load Example Data to see your data at the same time you see the systems proposal. You can change the proposal made by the system and, among other things, you can associate Template InfoObjects to your fields. Here you can preview your data as long as you have saved and activated your DataSource before.

Fields

Preview 3. Save your entries.

So, at this point, your data is on the BW side and it resides in the Persistent Staging Area (PSA). In order to use it further, you need to create an InfoProvider (e.g. an InfoCube or a DSO), a Transformation and a DTP to transfer the data from the PSA to the InfoProvider. Finally you can build reports on top of the InfoProvider. For more information on these activities, see the application help.

13.9 SAP Cloud for Travel: Check and View the Extracted Data
As system administrator for Analytics, you can monitor the status of the data replication runs from the SAP NetWeaver BW system against data sources that are exposed in SAP Cloud for Travel. When the SAP NetWeaver BW administrator initiates a data replication run against the exposed data sources in the solution, SAP Cloud for Travel creates an entry in the table of the Monitoring view in Application and User Management. In Business Analytics, choose Monitoring to view information about the data that has been replicated.

Example
SAP Cloud for Travel creates an entry when the SAP NetWeaver BW administrator executes the following actions: o Previews data of a DataSource in the SAP NetWeaver BW system by clicking Read Preview Data on the Preview tab of a DataSource. o Executes a data transfer process for a target object.

Note
SAP Cloud for Travel does not recognize the SAP NetWeaver BW administrator as the creator of the replication run in the Replicated By field, but rather the technical user that is created for the communication arrangement that is used to communicate with the SAP NetWeaver BW system. You have successfully set up the integration with your SAP NetWeaver BW system. Your BW consultant can now use standard BW functionality to model your data in line with your company's reporting requirements.

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13.10 SAP NetWeaver BW System: Set Up Web Service for Transfer of Expense Report Attachment Binary Data
If you want to transfer binary data for expense report attachments from SAP Cloud for Travel, you have to set up a web service. There is no standard SAP component for this, so it has to be done on a project-by-project basis. Once set up, this web service retrieves the binary data of an attachment - as specified by its UUID (unique identifier) that is part of the metadata provided by data source Expense Report Attachment (Meta Data).

Procedure
1. 2. 3. Run transaction SE80 and, by following the wizard, generate a web service (or enterprise service) consumer proxy based on the WSDL you downloaded in section 12.3. Run transaction SOAMANAGER, and create a web service configuration - including a logical port - for the generated consumer proxy. Implement coding (for example, a report) that does the following: 1. 2. Executes the web service after attachment UUIDs have been retrieved by data source Expense Report Attachment (Meta Data). Processes the attachment binary data.

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14 Integrating SAP Cloud for Travel with SAP Financials OnDemand

If you have both SAP Cloud for Travel and SAP Financials OnDemand in productive use, you can integrate the two systems. This integration allows you to replicate cost center data and projects from your SAP Financials OnDemand system to SAP Cloud for Travel, and to send settlement results from your SAP Cloud for Travel system to SAP Financials OnDemand. To integrate the two systems, please carry out the steps in the same order as they are listed below.

Note
To complete the configuration, you need to have administrator rights in both systems. Please ensure that you are assigned to the Business Configuration, Master Data Replication, and Application and User Management work centers in SAP Financials OnDemand and the System Administrator business role in SAP Cloud for Travel.

14.1

SAP Cloud for Travel: Set Up Scoping

In SAP Cloud for Travel, the integration with SAP Financials OnDemand is always scoped, so you do not have to activate this. However, you can view the option in scoping by following the procedure below.

Procedure
1. 2. 3. 4. In Business Configuration Choose Edit Project Scope. In 3 Scoping, open the section entitled Communication and Information Exchange. Open the Integration with SAP Financials OnDemand section and ensure that the associated checkboxes in the Select column are ticked. Implementation Projects, select your current implementation project.

14.2 SAP Cloud for Travel: Set Up Communication System


A communication system represents an external system for communication. For the integration of SAP Cloud for Travel with SAP Financials OnDemand, you must now define the SAP Financials OnDemand client as a communication system.

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Procedure
1. 2. 3. In Application and User Management choose Communication Systems. The Communication Systems screen appears. Choose New. The New Communication System screen appears. Complete the fields as follows: Field ID Entry ID or name of the SAP ERP system to be connected.

Example
XXXCLNTYYY XXX represents the system ID and YYY the client number. SAP System Host Name Select this checkbox. Host name of SAP Financials OnDemand installation.

Note
You can directly enter the host name of SAP Financials OnDemand system to which you want to connect. The host name is the first part of the URL for your SAP Financials OnDemand system, for example XXXcustYYY.dev.sapbydesign.com. System Access Type Technical Contact Internal Comment 4. Select the Internet option. [OPTIONAL]: Fill in the details of the employee who serves as technical contact in case support is needed. [OPTIONAL]: Enter any additional relevant information.

Under System Instance, add one row only and complete the fields as follows: Field System Instance ID Entry ID or name describing the instance of your SAP Financials OnDemand system.

Example
XXXCLNTYYY This field has to be filled with the short tenant ID of the SAP Financials OnDemand system. You can find the short tenant ID in existing communication arrangements of the SAP Financials OnDemand system to be integrated in the My System field. Note that this field only appears in manually created communication arrangements for application integration and you may have to create a communication arrangement in SAP Financials OnDemand to find the ID. See section ?? for information on how to access and create communication

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Field

Entry arrangements in the Financials OnDemand system.

Business System ID IDoc Logical System ID SAP Client Preferred Application Protocol

This field can be filled with the same value as the System Instance ID. This field can be filled with the same value as the System Instance ID. Enter the client of the system you are connecting to. This is the same as YYY above. [OPTIONAL] Select Web Service.

From the Actions menu, select the option Set to Active and then Save.

14.3 SAP Cloud for Travel: Set Up Companies and Company Codes
To ensure that the two systems can effectively communicate with one another and replicate the required data, the companies and company codes must be mapped. You enter the companies and company codes from the SAP Financials OnDemand system in the SAP Cloud for Travel system.

Note
For every company in SAP Financials OnDemand, you need to create one company and one company code in SAP Cloud for Travel, so you may need to run through the procedure below several times.

Procedure
1. In your SAP Cloud for Travel system, go to Application and User Management (Common Task). The Edit: Company Code screen appears. 2. 3. 4. 5. 6. Under Company, choose Add Row. Enter the Company ID, Company Name, and Country of the company. The name and ID do not have to be the same as they are in SAP Financials OnDemand; you are free to choose what you enter here. Save the company. Select the company you have just created and click Add Row in the Details section of the screen. The Company Code Name must be the same as the Company Name in the SAP Financials OnDemand. The Company Code ID and the Remote Company Code ID should be the same and must be the same as the Company ID from SAP Financials OnDemand. Note that you can find a list of the companies relevant for mapping in SAP Financials OnDemand under General Ledger Companies. EditCompany Codes

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7.

Enter the System Instance ID you used when you set up the communication system. See section ??. The IDOC Logical System ID is filled automatically, if it is required. The system takes the IDOc from the communication system. Save your entries.

8.

14.4 SAP Financials OnDemand: Set Up Scoping


To enable the integration of SAP Financials OnDemand and SAP Cloud for Travel, you must make certain settings in scoping.

Procedure
1. 2. 3. 4. 5. 6. 7. 8. 9. In Business Configuration Choose Edit Project Scope. In 3 Scoping, open the section entitled Communication and Information Exchange. Open the Integration with SAP Cloud for Travel section and ensure that the associated checkboxes in the Select column are ticked. Skip to 5 Review and click Finish to save your project scope. If you wish to use the Intercompany scenario, ensure that it is also scoped by following this procedure: Follow steps 1 and 2 as described above. In 4 Questions, open the section entitled Travel and Expenses. Open Expense Reimbursement Expense Reporting and scroll down on the right to find the question about Intercompany and ensure that it is selected. Implementation Projects, select your current implementation project.

14.5 SAP Financials OnDemand: Set Up Communication System


A communication system represents an external system for communication. For the integration of SAP Financials OnDemand with SAP TravelOnDemand, you must define the SAP Cloud for Travel client as a communication system.

Procedure
1. 2. 3. In Application and User Management choose Communication Systems. The Communication Systems screen appears. Choose New. The New Communication System screen appears. Complete the fields on this screen as follows:

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Field ID

Entry ID or name of the SAP Cloud for Travel system to be connected.

Example
XXXCLNTYYY XXX represents the system ID and YYY the client number. SAP System Host Name Select this checkbox. Host name of SAP Cloud for Travel installation.

Note
You can directly enter the host name of SAP Cloud for Travel system to which you want to connect. The host name is the first part of the URL for your SAP Cloud for Travel system, for example XXX-custYYY.dev.sapbydesign.com. System Access Type Technical Contact Internal Comment 4. Select the Internet option. [OPTIONAL]: Fill in the details of the employee who serves as technical contact in case support is needed. [OPTIONAL]: Enter any additional relevant information.

Under System Instance, complete the fields as follows: Field System Instance ID Entry This field has to be filled with the short tenant ID of the SAP Cloud for Travel system. You can find the short tenant ID in existing communication arrangements of the SAP Cloud for Travel system to be integrated in the My System field. Note that this field only appears in manually created communication arrangements for application integration and you may have to create a communication arrangement in SAP Cloud for Travel to find the ID. See section ?? for information on how to access and create communication arrangements in the Cloud for Travel system. This field can be filled with the same value as the System Instance ID. This field can be filled with the same value as the System Instance ID. Enter the client of the system you are connecting to. This is the same as YYY above. [OPTIONAL] Select Web Service.

Business System ID IDoc Logical System ID SAP Client Preferred Application Protocol 5.

From the Actions menu at the top of the screen, select the option Set to Active.

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14.6 SAP Cloud for Travel: Set Up Communication Arrangement(s)


The following procedure explains how to define a communication arrangement for the transfer of data between SAP Cloud for Travel and SAP Financials OnDemand: Outbound Send settlement results to SAP Financials OnDemand. Inbound Receive cost centers and projects from SAP Financials OnDemand.

Note
The communication arrangements in SAP Cloud for Travel are company-specific, so please create one communication arrangement for each company you created in the previous step.

Procedure
1. 2. In Application and User Management, choose Communication Arrangements. Choose New, and follow the guided procedure: Step 1 Select Scenario 2 Define Business Data Action Choose Financials Using Web Services. System Instance ID Select the ID you created when you set up the communication system. Company ID Enter the company ID of the company you mapped from FIN OD. Remember that you need to create one communication arrangement per company. 3 Define Technical Data Communication Method: This field might be filled automatically with Direct Connection. If not, just select Direct Connection manually. INBOUND COMMUNICATION: BASIC SETTINGS Inbound Communication Enabled: Select the checkbox. Application Protocol: Select Web Service. Authentication Method: Choose one of the following options. Note that SSL Is the more secure option of the two: User ID and Password Maintain a password for the user by choosing Edit Credentials. The user ID is generated by the system and cannot be changed. Enter the password for the user twice. (Remember the user and password for later use in SAP Financials OnDemand). SSL Client Certificate Come back to this later: You need choose Edit Credentials and upload the certificate that you download when you create the corresponding communication arrangement

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Step

Action in SAP Financials OnDemand. OUTBOUND COMMUNICATION: BASIC SETTINGS Outbound Communication Enabled: Select the checkbox. Application Protocol: Select Format Conversion. Authentication Method: Choose the same authentication method as on the Inbound side: User ID and Password Come back to this later: You need to choose Edit Credentials to enter the user and password you maintain on the Inbound side in SAP Financials OnDemand when creating the communication arrangement there. SSL Client Certificate Authentication: Choose SAP Business ByDesign System Key Pair. Then download the certificate that will be used by choosing Download Certificate. Host Name: The system displays the host name you entered when creating the communication system. Choose Edit Advanced Settings. Check that the port and the path on the Outbound side have been specified. This data is in the inbound side of the other system. Check the services that you want to activate under Inbound and Outbound. In normal cases, all available services should be selected.

4 Review 5 Confirmation

Check your data and choose Finish. Confirm your entries.

Testing Your Connection to the SAP Financials OnDemand System


When you have entered all of your data, including all of the required users and passwords or SSL certificates, you can check your connection to SAP Financials OnDemand. 1. 2. 3. 4. In Application and User Management, choose Communication Arrangements. In the list of communication arrangements, select Financials Using Web Services, and choose Edit. Go to Technical Data and choose Edit Advanced Settings. On the Outbound tab, choose Check Connection. If you receive the following system message, the outbound connection from SAP Cloud for Travel to SAP Financials is up and running: Ping successful

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14.7 SAP Financials OnDemand: Set Up Communication Arrangement


The following procedure explains how to define a communication arrangement for the transfer of data between SAP Financials OnDemand and SAP Cloud for Travel: Outbound Send cost center data, projects, and project tasks from SAP Financials OnDemand to SAP Cloud for Travel. Inbound Send settlement results for travel from SAP Cloud for Travel to SAP Financials OnDemand to show that the reimbursement transaction took place and the payment was triggered.

Procedure
1. 2. In Application and User Management, choose Communication Arrangements. Choose New, and follow the guided procedure: Step 1 Select Scenario 2 Define Business Data 3 Define Technical Data Action Choose Cloud for Travel Integration. System Instance ID: Select the ID you created when you set up the communication system. Communication Method: This field might be filled automatically with Direct Connection. If not, just select Direct Connection manually. INBOUND COMMUNICATION: BASIC SETTINGS Inbound Communication Enabled: Select the checkbox. Application Protocol: Select Web Service. Authentication Method: Choose one of the two options, depending on what you selected in your SAP Cloud for Travel communication arrangement(s): User ID and Password Maintain a password for the user by choosing Edit Credentials. The user ID is generated by the system and cannot be changed. Enter the password for the user twice. (Remember the user and password for later use in SAP Cloud for Travel). Now you can enter this user ID and password on the Outbound side of the communication arrangement you created in SAP Cloud for Travel. SSL Client Certificate Choose Edit Credentials, and upload the certificate you downloaded from the SAP Cloud for Travel system earlier on the Certificate tab. OUTBOUND COMMUNICATION: BASIC SETTINGS Outbound Communication Enabled: Select the checkbox.

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Step

Action Application Protocol: Select Format Conversion. Authentication Method: Choose the relevant option: User ID and Password Enter the user ID and password that you created on the Inbound side when you were creating your communication arrangement in SAP Cloud for Travel. SSL Client Certificate Authentication: Choose SAP Business ByDesign System Key Pair. Then download the certificate that will be used by choosing Download Certificate. Now you can upload this certificate on the Inbound side of the communication arrangement in SAP Cloud for Travel. Host Name: The system displays the host name as entered in the previous step. Choose Edit Advanced Settings. Select the services that you want to activate under Inbound and Outbound. In normal cases, all available services should be selected. Do not change the other default values.

4 Review 5 Confirmation

Check your data for completeness and choose Finish. Confirm your entries.

Testing Your Connection to the SAP Cloud for Travel System


When you have entered all of your data, including all of the required users and passwords or SSL certificates, you can check your connection to SAP Financials OnDemand. 1. 2. 3. 4. Go to Application and User Management Communication Arrangement.

In the list of communication arrangements, select Cloud for Travel Integration, and choose Edit. Go to Technical Data and choose Edit Advanced Settings. On the Outbound tab, choose Check Connection.

If you receive the following system message, the outbound connection from SAP Financials OnDemand to SAP Cloud for Travel is up and running: Ping successful

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14.8 SAP Financials OnDemand: Set Up Replication for Cost Centers


You have set up the connection between SAP Financials OnDemand and SAP Cloud for Travel and you can now do the initial load of your cost centers, that is, you can replicate your cost centers from SAP Financials OnDemand to SAP Cloud for Travel.

Note
You only need to trigger this replication once for each company. Any new cost centers or changes to cost centers after your initial replication will be replicated to SAP Cloud for Travel automatically within a few seconds. Note that they will not be available immediately. Depending on your system settings, they may only be activated once a day, for example. You can monitor what has been replicated and whether there have been any problems with replications in the Master Data Replication work center in SAP Financials OnDemand.

Procedure
1. 2. 3. 4. In your SAP Financials OnDemand system, go to Master Data Replication The Cost Center Export Runs screen appears. Choose New Cost Center Export Run. On the screen that appears, enter a Run Description of your choice and select the Company for which you want the cost centers to be replicated. [Optional] You can do a Test Run if you want to view a log showing which cost centers will be replicated to which systems before you do the real replication, Note You need to do the initial load once for each company in your SAP Financials OnDemand system. Cost Center Export.

5. 6.

Result
You can find successfully replicated cost centers in SAP Cloud for Travel under Master Data Replication Cost Centers. Display

In SAP Cloud for Travel, replications with errors and successfully replications can be found under Master Data Replication Import Cost Centers. In SAP Financials OnDemand, you can find information about the troubleshooting of cost center export runs, in the Cost Center Export Runs Quick Guide document provided in the Help Center of your SAP Financials OnDemand system.

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14.9 SAP Financials OnDemand: Set Up Replication for Projects


You have set up the connection between SAP Financials OnDemand and SAP Cloud for Travel and you can now do the initial load of your projects, that is, you can replicate your projects from SAP Financials OnDemand to SAP Cloud for Travel. In SAP Cloud for Travel projects are referred to as cost objects.

Note
You only need to trigger this replication once. Any new projects or changes to projects after your initial replication will be replicated to SAP Cloud for Travel automatically within a few seconds. Note that they will not be available immediately. Depending on your system settings, they may only be activated once a day, for example.

Procedure
1. 2. In your SAP Financials OnDemand system, go to Project Management The Projects screen appears. Choose Export To Cloud for Travel. The New Project Replication to SAP Cloud for Travel popup appears. None of the fields are required fields. - If you leave the Project ID field empty or enter a star, all released projects listed on the Projects screen are replicated to SAP Cloud for Travel. - If there were problems with the replication of a project, you can trigger the replication of that particular project again by entering the Project ID here. Choose OK. This triggers the replication. Projects.

3.

Result
You can find successfully replicated projects in SAP Cloud for Travel under Master Data Replication Display Other Cost Objects. In the Show dropdown, select projects. Here, you can view cost object details, view additional companies (if you use the intercompany scenario), and add and remove a staffing list using Edit. In SAP Cloud for Travel, replications with errors and successful replications can be found under Master Data Replication Import Other Cost Objects. If the Consistency Status is red, you can determine the error by choosing Recheck. An error message with detailed information should appear. If the Update Status is yellow, the object that creates the real cost object based on the replication request has not run yet. You can start it manually by choosing Trigger Process Run.

14.10 SAP Cloud for Travel: Set Up Replication for Settlement Results
You have set up the connection between SAP Financials OnDemand and SAP Cloud for Travel and you can now set up your systems to automatically or manually replicate your expense reports as settlement results from SAP

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Cloud for Travel to SAP Financials OnDemand. Note that there is a separate section on project-related expenses, where fewer settings are required.

SAP Cloud for Travel: Set Up Integration Configuration Procedure


To use the scenario productively in your SAP Cloud for Travel system, you now define your integration type based on the company code. 1. 2. 3. In your SAP Cloud for Travel system, go to Application and User Management On the screen that appears, choose New. On the Set Up Integration Configuration screen, select the Company Code ID of the for which you want the settlement results to be replicated, If you want to send the information for more than one company, you should create an integration configuration for each company. The Validity Start Date is optional. Select the entry FI Vendor Payment/No HR Integration from the Integration Type dropdown. In the Posting Transfer Type field, you specify whether you want the settlement results to be set automatically or whether you want to trigger this manually for each settlement result later in SAP Cloud for Travel in the Postings work center. We recommend the automatic option. The Enhanced Statistical Object Processing field should not be selected. The No Confirmation Expected field should be selected. Save your entries. Integration Configuration.

4. 5. 6.

7. 8. 9.

SAP Cloud for Travel: Make Settings in Business Configuration for Accounts Procedure
After an expense report is approved, the employee is reimbursed. To enable the recording for the financial postings resulting from the reimbursement process, you now define which G/L accounts will be involved in those transactions. 1. 2. 3. 4. 5. 6. In your SAP Cloud for Travel system, go to Business Configuration Overview.

On the screen that appears, enter Account in the Find field and choose Go. Click on the Manage ERP Accounts and Vendors activity that appears as a result of the search. On the screen that appears, click on Manage ERP Accounts and Vendors again. On the Accounts tab of the screen that appears, create the cost accounts that you want to use by choosing Add Row and entering an account ID and an account description. Save your changes.

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SAP Cloud for Travel: Make Settings in Business Configuration for Expenses Procedure
SAP Cloud for Travel comes with a predefined set of expense types for the most common expenses. Here, you can assign the G/L account(s) that you created in the previous step to an expense type. Note that you may need to carry out this procedure more than once, as it has to be done for every country in which there is a company. 1. 2. 3. 4. 5. In your SAP Cloud for Travel system, go to Business Configuration Click on the Edit Expense Types activity for the relevant country. On the screen that appears, click on Edit Expense Types. For each expense type listed on the screen that appears, maintain the relevant G/L account you previously created on the Account Determination tab by choosing the account from the dropdown list in the Expense Account field. Note that a 1 will have been added in front of the code of your G/L account by the system. Save your changes. Overview.

On the screen that appears, enter Expense in the Find field and choose Go.

6.

SAP Financials OnDemand: Make Settings in Business Configuration Procedure


You now switch to the SAP Financials OnDemand system to make the rest of the settings. 1. 2. 3. 4. 5. 6. 7. 8. 9. In your SAP Financials OnDemand system, go to Business Configuration Select the Fine-Tune phase, enter Chart in the Find field and choose Go. Click on the Charts of Accounts, Financial Reporting Structures, Account Determination activity that appears. On the screen that appears, click on Edit Account Determination Groups. In the Group Types by Ledgers section of the screen, choose Costs and select Groups for General Expenses, In the Groups for General Expenses section of the screen, choose Add Row. Enter the Group ID. This corresponds to the account you created in SAP Cloud for Travel with a 1 in front of it. Enter the same description you used previously. Do not select any of the selectable fields. Repeat this for all of the accounts you created to group your expenses in SAP Cloud for Travel. Implementation Projects.

Select your implementation project from the list and choose Open Activity List.

10. Save your changes. 11. In the Group Types by Ledgers section of the screen, choose General Ledger and select Groups for Other Liabilities. 12. Add a row and enter one of your accounts as described above (with a 1 in front of it??). 13. Save your changes. 14. Return to the Charts of Accounts, Financial Reporting Structures, Account Determination activity screen. 15. Under Account Determination, choose Costs. 16. Maintain account determinations for Costs and General Ledger. Use the Change Subledger dropdown to switch from one to the other. 17. Maintain the account determinations on the General Expenses tab. 18. To do so, choose Add Row and enter the accounts you created in SAP Cloud for Travel with a 1 in front of them and map them to the corresponding General Expenses.

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19. Save your changes.

Result
When you create an expense report in SAP Cloud for Travel the corresponding settlement results are now either posted automatically or manually to the SAP Financials OnDemand system, depending on the setting you selected when creating the Integration Configuration in SAP Cloud for Travel. To see what has not yet been posted or to manually post, go to the Postings work center in SAP Cloud for Travel. In SAP Financials OnDemand, posted settlement results can be found under General Ledger Closing Cockpit Source Documents. In the Advanced Search, you select the Related Source Document Type Expense Report and the Company ID. Project-related expense reports can be found under Project Management Projects Time and Expenses. If postings do not arrive, you can check for technical errors in the Business Communication Monitoring views of both systems. If necessary, create an incident from this view. In both systems, this view is under Application and User Management.

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