AC275 TravelManagement Travel Planning

AC275 Travel Management-Travel Planning
AC275
R/3 System Release 46C 05/01/2001
AC275 Travel Management-Travel Planning.................................................................................................................0-1

Copyright....................................................................................................................................................................0-2
Financial Accounting I...........................................................................................................................................0-4
Course Prerequisites...............................................................................................................................................0-5
Target Group...........................................................................................................................................................0-6
Course Overview........................................................................................................................................................1-1
Course Goal............................................................................................................................................................1-2
Overview of Travel Planning.....................................................................................................................................2-1
Overview of Travel Planning: Unit Objectives......................................................................................................2-2
Course Overview Diagram.....................................................................................................................................2-3
Overview of Travel Planning: Business Scenario..................................................................................................2-4
The Travel Management Environment...................................................................................................................2-5
Overall Travel Management Process......................................................................................................................2-6
Cost Advantages.....................................................................................................................................................2-7
Data Flow and Future Role of the Travel Agency..................................................................................................2-8
System Infrastructure.............................................................................................................................................2-9
The Concept of Travel Planning...........................................................................................................................2-10
Travel Policy -> Travel Profiles...........................................................................................................................2-11
Travel Preferences: Examples..............................................................................................................................2-12
HR Infotypes for Travel Planning 1 (Mini Master)..............................................................................................2-13
HR Infotypes for Travel Planning 2 (Mini Master)..............................................................................................2-14
Overview of Travel Planning: Unit Summary......................................................................................................2-15
Overview of Travel Planning Exercises...............................................................................................................2-16
Overview of Travel Planning Solutions...............................................................................................................2-17
Entry and Approval ofTravel Requests and Plans......................................................................................................3-1
Entry and Approval ofTravel Requests and Plans: Unit Objectives.......................................................................3-2
Entry and Approval ofTravel Requests and Plans: Business Scenario...................................................................3-4
Function Overview.................................................................................................................................................3-5
Organizational Structures.......................................................................................................................................3-6
The Travel Plan......................................................................................................................................................3-7
Plan and Book a Trip: Process Scenario.................................................................................................................3-8
The Travel Manager (1)..........................................................................................................................................3-9
The Travel Manager (2): Personal Settings..........................................................................................................3-10
The Infocenter.......................................................................................................................................................3-11
The Travel Manager (3): Create Travel Request..................................................................................................3-12
Travel Manager (4): Request: Choose Travel Items.............................................................................................3-13
Travel Manager (5): Approve Travel Request......................................................................................................3-14
Travel Manager (6): Functions in the Travel Plan................................................................................................3-15

Travel Manager (7): Book Travel Services..........................................................................................................3-16
The Planning Manager (1)....................................................................................................................................3-17
Planning Manager (2): Functions in the Travel Plan............................................................................................3-18
Planning Manager (3): Approve Travel Plan........................................................................................................3-19
Planning Manager (4):Approval via SAP Business Workflow.........................................................................3-20
Functions (1): Flight - Availability Query............................................................................................................3-21
Functions (2): Flight - Availability List................................................................................................................3-22
Functions (3): Flight - Reserve Seat.....................................................................................................................3-23
Functions (4): Determine Airfare.........................................................................................................................3-24
Functions (5): Best-Price Flight...........................................................................................................................3-25
Functions (6): Hotel - Availability Query.............................................................................................................3-26
Functions (7): Hotel - List of Rooms...................................................................................................................3-27
Functions (8): Car Rental - Availability Query....................................................................................................3-28
Functions (9): Car Rental - List of Vehicles.........................................................................................................3-29
Synchronization Between SAP and GDS.............................................................................................................3-30
Synchronization of Booking Data........................................................................................................................3-31
AIR Synchronization: Import and Processing.....................................................................................................3-32
Entry and Approval ofTravel Requests and Plans: Unit Summary......................................................................3-33
Exercises...............................................................................................................................................................3-34
Solutions...............................................................................................................................................................3-37
RFC Destination and Travel PlanningMaster Data....................................................................................................4-1
RFC Destination and Travel PlanningMaster Data: Unit Objectives.....................................................................4-2
RFC Destination and Travel PlanningMaster Data: Business Scenario.................................................................4-4
Implementation Guide (IMG).................................................................................................................................4-5
Overview................................................................................................................................................................4-6
RFC Destination.....................................................................................................................................................4-7
Travel Planning Control Parameters.......................................................................................................................4-8
Geographical Situation...........................................................................................................................................4-9
Travel Service Provider (1): Flight.....................................................................................................................4-10
Travel Service Provider (2): Hotel......................................................................................................................4-11
Travel Service Provider (3): Enterprise-Specific Hotel Catalog..........................................................................4-12
Travel Service Provider (4): Car Rental...............................................................................................................4-13
Travel Service Provider Agreements - Customer Programs.................................................................................4-14
Contact Persons....................................................................................................................................................4-15
RFC Destination and Travel PlanningMaster Data: Unit Summary....................................................................4-16
Structure of Enterprise-Specific Travel Policy...........................................................................................................5-1
Structure of Enterprise-Specific Travel Policy: Unit Objectives...........................................................................5-2

Structure of Enterprise-Specific Travel Policy: Business Scenario.......................................................................5-4
Overview................................................................................................................................................................5-5
Travel Policy: Examples.........................................................................................................................................5-6
Trip Rules: WHERE May WHICH Provider Be Booked?.....................................................................................5-7
Class Rules:Which CLASS for which DURATION?............................................................................................5-8
Priorities and Their Consideration in Dialog..........................................................................................................5-9
Trip Activity Types...............................................................................................................................................5-10
Travel Profile (1)..................................................................................................................................................5-11
Travel Profile (2): A Complete Set of Rules and Priorities - Example...............................................................5-12
Travel Profile (3): Assignment of the Hotel Catalog............................................................................................5-13
Hotel: Hotel/Room Selection Control..................................................................................................................5-14
Travel Profile (4): Assignment to Travelers.........................................................................................................5-15
Travel Profile User Group...............................................................................................................................5-16
Setting Price-Controlled Availability Queries......................................................................................................5-17
Enterprise-Specific Methods of Payment.............................................................................................................5-18
Enterprise-Specific PNR Elements.......................................................................................................................5-19
Structure of Enterprise-Specific Travel Policy: Unit Summary...........................................................................5-20
Exercises...............................................................................................................................................................5-21
Solutions...............................................................................................................................................................5-23
Reproduction of Agreements withTravel Service Providers......................................................................................6-1
Reproduction of Agreements withTravel Service Providers: Unit Objectives.......................................................6-2
Reproduction of Agreements withTravel Service Providers: Business Scenario...................................................6-4
Overview................................................................................................................................................................6-5
Defining Allowed Entries for Enterprise-Specific Airfare Rates...........................................................................6-6
Routing...................................................................................................................................................................6-7
Defining Allowed Entries for Enterprise-Specific Hotel Rates..............................................................................6-8
Enterprise-Specific Rates for the Hotel Catalog....................................................................................................6-9
Defining Allowed Entries for Enterprise-Specific Car Rental Rates...................................................................6-10
Defining Enterprise-Specific Airfare Discounts...................................................................................................6-11
Reproduction of Agreements withTravel Service Providers: Unit Summary......................................................6-12
Dialog and Planning Control......................................................................................................................................7-1
Dialog and Planning Control: Unit Objectives.......................................................................................................7-2
Dialog and Planning Control: Business Scenario...................................................................................................7-4
Overview................................................................................................................................................................7-5
Feature TRVCP.......................................................................................................................................................7-6
Price and Availability Strategies (1): Settings........................................................................................................7-7
Price and Availability Strategies (2): Details..........................................................................................................7-8

Display Strategies for Hotel Rates.........................................................................................................................7-9
Dialog and Planning Control: Unit Summary......................................................................................................7-10
Authorization Management........................................................................................................................................8-1
Authorization Management: Unit Objectives.........................................................................................................8-2
Authorization Management: Business Scenario.....................................................................................................8-4
Profile Generator: Managing Authorizations.........................................................................................................8-5
Activity Groups: Authorization Concept................................................................................................................8-6
Activity Groups: Maintain Authorizations.............................................................................................................8-7
Authorization Object for Travel Planning (F_TRAVL).........................................................................................8-8
Fields AUTHP and AUTHC...................................................................................................................................8-9
Activity Groups: Assignment to Users.................................................................................................................8-10
Travel Management Activity Groups: Menus......................................................................................................8-11
Authorization Management: Unit Summary........................................................................................................8-12
Conclusion..................................................................................................................................................................9-1
Course Objectives...................................................................................................................................................9-2
Recommended Follow-up Activities......................................................................................................................9-3
Appendix..................................................................................................................................................................10-1
What Reporting Possibilities are Provided in Travel Planning?..........................................................................10-2
Travel Planning Information System....................................................................................................................10-3
Travel Management Queries................................................................................................................................10-4
Query Output Lists...............................................................................................................................................10-5
SAP BW provides ................................................................................................................................................10-6
Business Information Warehouse Architecture....................................................................................................10-7
BW Business Content for Travel Managers.........................................................................................................10-8
Business Explorer - Execute Query....................................................................................................................10-10
Integration in Travel Management Customizing................................................................................................10-11
What Expense Report Data is Generated from What Plan Data?......................................................................10-12
Travel Management as a Decoupled System......................................................................................................10-13
GLOSSARY.......................................................................................................................................................10-14
0
AC275 Travel Management-Travel Planning
AC275
Travel Management - Travel
Planning
SAP AG 1999
R/3 System
Release 4.6B
September 2000
Material number 5003 8573
0.2
Copyright
Copyright 2001 SAP AG. All rights reserved.

Neither this training manual nor any part thereof may
be copied or reproduced in any form or by any means,
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consent of SAP AG. The information contained in this
document is subject to change and supplement without prior
notice.
All rights reserved.
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0.3
Financial Accounting I
Level 2
AC010
5 days
AC200
3 days
General Ledger/
Accounts Payable/
Accounts Receivable
Configuration
Financial Accounting and

Reporting
@AC010a
Change Vendor
or Customer
Master Data via
Internet
1h
@AC200a
Interest
Calculation of
open and/or
cleared items
AC305
HR051
1 day
Human Resources
Essentials I
HR052
Human Resources
Essentials II
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4 days
Asset Accounting
AC220
2 days
2h
Level 3
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2 days
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1 day
Additional Financial
Functionality
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2 days
Periodic Processing in
Accounts Payable/
Accounts Receivable
@ACxxxx
more
e-learnings
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5 days
Special Purpose Ledger

AC270
3 days
Travel Management
Travel Expenses
AC275
2 days
Travel Management
Travel Planning
0.4
Course Prerequisites
AC270 Travel Management - Travel Expenses
SAP AG 1999
0.5
Target Group
Participants:
Consultants, project teams
Duration: 1 day
SAP AG 1999
The training material is not intended for autodidactic learning, but should only be considered a
supplement to the instructor's explanations. That is why sufficient room has been left for your
notes.
The exercises are only meant to be a supplement to the examples covered during the course. It is
possible that there is not enough time during the course to do all of the exercises. In this case you can
use them after the course to practise and reinforce what you have learned.
1
Course Overview
Contents:
Course goal
Course objectives
Course content
Course overview diagram
Main business scenario
SAP AG 1999
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AC275 1
1.2
Course Goal
This course will prepare you to:

Work with the application component Travel Planning
(processing travel requests, querying available travel

services, booking travel services)
Reproduce enterprise-specific travel policy in the
system using Travel Management Customizing
SAP AG 1999
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AC275 2
2
Overview of Travel Planning
Contents:
The Travel Management Environment
Integration of Travel Planning in the overall Travel
Management process
Cost Advantages
The future role of the travel agency
The concept of Travel Planning
HR master data for Travel Planning
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AC275 1
2.2
Overview of Travel Planning: Unit Objectives
At the conclusion of this unit, you will be

able to explain:
How SAP Travel Planning is integrated in the
overall SAP Travel Management process and the
entire SAP System
Which HR master data is required for the use of
Travel Planning
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AC275 2
2.3
Course Overview Diagram
Course Overview
Entry and Approval of
Travel Requests and Plans
RFC Destination and Travel Planning
Master Data
Structure of Enterprise-Specific
Travel Policy
Reproduction of Agreements with
Travel Service Providers
Dialog and Planning Control
Authorization Management
Conclusion
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AC275 3
2.4
Overview of Travel Planning: Business Scenario
Travel Planning is to be implemented in your

enterprise. The relevant master data has to be
created for all travelers
Discuss the role/scope of the tasks that the travel
agency/travel center should take on in your
enterprise
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AC275 4
2.5
The Travel Management Environment
Approve
Entry of
Advances
General trip data

Trip itinerary
Required travel items
Estimated total cost
Comments
Account assignment
Booking
and
reservation
system
Request and approval using

SAP Business Workflow
Travel Planning
Flights
Hotels
Car Rental
Train (curr. Germany)
Credit card
clearing
Amex, others are
supported
Optical
archive
Travel Expenses
Per diems
Miles/kms distribution
Receipts
Advances
Cost distribution
Travel
Expense
Controlling
Reports
Statistics
Bus. Info.
Warehouse
Data transfer via ALE:

Financial Accounting, Cost Accounting,
HR Payroll, Funds Management
SAP AG 1999
The SAP Travel Management accompanies all the processes for handling trips and integrates them in the
settlement, taxation and reimbursement cycle. This includes not only the requesting, planning and
booking of trips, but also the settlement of travel expenses and the transfer of the settlement results to
other business functional areas.
The modular structure of Travel Management makes it possible for you to use any combination of the
individual sub-areas, whereby Travel Expenses functions as the basic component. The optimum benefit
is attained using all three sub-areas, entering the HR master data only once.
The usage of SAP Business Workflow supports the decentralized entry of trip facts. The advantage of this
is that all the persons involved in the approval process are linked via the Sap System, increasing the
efficiency of the approval process.
You can implement the current release of SAP Travel Management independently of the R/3 application
infrastructure. The SAP ALE technology (Application Link Enabling) provides the necessary
communication to the R/3 applications of earlier releases.
In addition to various reporting possibilities in Travel Management itself, the SAP Travel Management is
also linked to the SAP Business Information Warehouse.
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AC275 5
2.6
Overall Travel Management Process
Activities in the enterprise:
Trip
needed
Business
reasons
require that
you take a
trip.
Request
trip
You make a
travel request,
which has to be
approved by
your
superior
Plan
and book
a trip
You enter
destination
tripand
time.
You book
flight, hotel
room
or
car rental
via a
Global
Distribution
System
(GDS)
T
R
I
P
Add
new
trip facts
You supplement
the remaining
.
trip facts.
You check
the trip and
approve it
for
settlement
Settle
trip
The system
.
settles the
trip.
You can
print a
statement
for the
employees
Fin. Accounting
Cost Accounting
Taxation
Payment
Posting
travel expenses in
Financial
Accounting.
Trip results are
transferred to
Cost Accounting
Taxation via
payroll
Processing with SAP Travel Management

Travel
Request
Travel
Planning
Travel
Expenses
SAP AG 1999
This graphic illustrates the overall Travel Management process, including the components of the SAP
System in which you maintain the data.
At the conclusion of a process chain the trip facts for a business trip have been entered in the SAP
System without redundancies. The travel planning data is entered in the system for approval or
reservation/booking purposes. The documents are generated from the reserved travel services. The travel
expenses incurred during the trip are settled via the SAP System and transferred for further processing to
Financial Accounting, Controlling, Cash Budget Management and, if necessary, to HR Payroll.
In this course the main focus is on Travel Planning.
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AC275 6
2.7
Cost Advantages
Not dependent on travel
agency opening hours
Efficient internal
communication
Advantages for
Travel Planning
process
Automatic
check of
travel policy
Negotiating advantages
due to simplified analysis
of the travel services used
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Cost advantages arise in internal communication in particular due to the integration of Travel Planning
with the SAP Business Workflow, using which the approval processes can be identified uniquely and the
complex approval procedure can be implemented in the system with ease.
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AC275 7
2.8
Organizational Unit
Travel Agency
User
Ticket/Billing
SAP Travel Planning

- Approval
- Booking
- Settlement
Travel agency expert
Data Flow and Future Role of the Travel Agency
- Travel manager
- Quality assurance
Ticket Data
SAP R/3 Server
Booking
Booking record (PNR)
External
reservation system
SAP AG 1999
The use of Travel Planning provides an important strategic advantage for the role of the travel manager
in the enterprise: The Travel Planning volume statistics and reporting tools deliver sound arguments for
negotiating rates with service providers. The travel manager is relieved of many routine tasks and can
thus concentrate on strategically important tasks, such as system and quality management as well as the
controlling and optimization of in-house processes.
As the booking record (PNR = Passenger Name Record) is sent to the travel agency, a booking can, if
necessary, be optimized subsequently. Consequently the travel agency maintains its qualitative role, and
is, at the same time, relieved of routine tasks, such as the booking of trips, and can concentrate on the
organization of more complex business trips.
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AC275 8
2.9
System Infrastructure
Local data
Hotel
catalog
R/3
Employee
via remote
connection
Connected
reservation system
Travel
Agency
Travel
Agency
SAP AG 1999
The productive system can be connected to the external reservation system (currently AMADEUS) in
two ways:
Internet
Special direct connection to the reservation system
Data can also be stored locally (for example, certain hotel data that is not available via the reservation
system).
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AC275 9
2.10
The Concept of Travel Planning
SAP
Travel Planning
Travel
policy
Travel
preferences
Enterprise-
Person-specific
specific
Rules for routes,
trip destinations,
trip categories,
(flight, hotel,
car rental),
trip duration,
etc.
Specifications for
flight preferences,
hotel preferences,
car rental pref.,
customer programs
In Infotypes or
during data entry
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The general concept of Travel Planning is based on two things:

Reproduction of enterprise-specific travel policy in the Customizing of Travel Planning
Specification of employee-specific data in the Infotypes of the SAP HR module
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AC275 10
2.11
Travel Policy -> Travel Profiles
= Enterprise-specific rules for the use of travel
services
Travel policies (trip rules) are stored in the R/3 Travel Planning
System in Travel Profiles.
Travel profiles are flexible instruments for dealing with the rules
depending on the user groups.
These include, among other things:
Trip segments and destinations (cities, regions, countries)
Classes (flight, hotel and car rental classes)
Trip duration
Priorities
Defaults in travel profile can
override personal
preferences (such as room
category)
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AC275 11
2.12
Travel Preferences: Examples
Flights
Smoker/Non-smoker
Seat position/seat requirements
Requirements for care suitable for
challenged persons
Preset departure location
Hotels
Bed type
Room category
Car Rental
Air-conditioning
Non-smoker
Manual shift / automatic
Preferred make of car
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AC275 12
2.13
HR Infotypes for Travel Planning 1 (Mini Master)
Infotype
Name
0001
0002
Organizational Assignment
Personal Data
0017
0006
Travel Privileges
Addresses
0009
Bank Details
0027
0470
Cost Distribution
Travel Profile
0471
Flight Preference
0472
0473
Hotel Preference
Car Rental Preference
0475
Customer Program
Mandatory
Optional
SAP AG 1999
The personnel action setting for Travel Planning contains the necessary Infotypes for using the SAP
Travel Planning component. When Infotypes are first entered a step-by-step sequence is followed.
Existing HR master data can be changed or added to at any time.
Every employee for whom a trip is to be booked using Travel Planning requires at least the following
Infotypes:
Organizational Assignment (0001)
Personal Data (0002)
Travel Privileges (0017)
Addresses (0006): This Infotype should always be maintained before booking, because the Telephone
number field in this Infotype is used when creating the booking record. This Infotype is also used in
Travel Expenses, together with the Infotype Bank Details (0009), when settled trips are to be
reimbursed to vendor accounts via Financial Accounting (FI).
The Cost Distribution (0027) Infotype is used in Travel Expenses for distributing the total costs to
different cost centers.
The Infotypes 0470 to 0475, specific to Travel Planning, reflect the personal preferences of each
individual employee.
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AC275 13
2.14
HR Infotypes for Travel Planning 2 (Mini Master)
Infotype
Name
0001
0002
Organizational Assignment
Personal Data
0017
0006
Travel Privileges
Addresses
0009
Bank Details
0027
0470
Cost Distribution
Travel Profile
0471
Flight Preference
0472
0473
Hotel Preference
Car Rental Preference
0475
Customer Program
Mandatory
Travel Planning
SAP AG 1999
Although Infotypes 0470 to 0475 are optional, they enable the individual preferences of each employee
to be taken into consideration when a business trip is booked.
The Infotype Flight Preferences (0471) contains flight-specific information, such as preferred meals or
seat position and the preferred departure airport.
The Infotype Hotel Preferences (0472) contains information about the preferred room or hotel category.
The Infotype Car Rental (0473) contains information about the preferred make of car or trim with or
without air-conditioning.
The Infotype Customer Program (0475) can be created more than once, as it refers to all the provider
categories. Here you can store data on frequent flyers or on special car rental or hotel customer
programs.
The Infotype Travel Profile (0470) allows the direct assignment of a travel profile to an employee.
The additional Infotype Communication (0105), subtype 0001 is used for the direct assignment of
system users to the active SAP System (SAP Business Workflow, SAP Office and ESS). Subtype 0011 is
used in Credit Card Clearing.
The Travel Planning action includes the Travel Expenses mini master action.
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AC275 14
2.15
Overview of Travel Planning:
Unit Summary
You are now able to:

Understand the uses and the process of Travel
Planning within the overall Travel Management
process
Set up HR master data for travelers
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AC275 15
2.16Overview of Travel Planning Exercises

Unit: Overview of Travel Planning
Topic: HR Master Data / Travel Preferences
At the conclusion of these exercises, you will be able to:

Maintain the Infotypes for travel preferences
2-1
HR Master Data for Travel Planning:

2-1-1 Look at the HR master data for Travel Planning.
2-1-2 Specify the travel preferences for employee Chris Miller (personnel number
980##):
Flight Preferences (Infotype 0471):
Enter a preferred meal.
Specify the preferred seat position.
Enter Frankfurt as the standard departure airport.
Hotel Preferences (Infotype 0472):
Enter a preferred bed type, room category and whether you prefer a non-smoker
room.
Car Rental Preferences (Infotype 0473):
Enter your preferences for a smoker/non-smoker vehicle, air-conditioning and
transmission.
Travel Profile (Infotype 0470):
Create the Travel Profile ##_STAND for your personnel number 980##.
Customer Program (Infotype 0475):
For the airline Lufthansa, enter the customer program Miles & More with any
customer number.
## = Group number
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AC275 16
2.17Overview of Travel Planning Solutions

Unit: Overview of Travel Planning
Topic: HR Master Data / Travel Preferences
2-1
HR Master Data for Travel Planning:

2-1-1 In the SAP Menu, choose Accounting Financial Accounting Travel
management Person-related master data Maintain (Travel Planning).
Specify the personnel number and choose Enter.
2-1-2 Specify flight/hotel/rental car preferences, Travel Profile and Customer
Program:
In the Maintain HR master data screen, select the Infotype Flight Preference (or Hotel/Car
Rental Preference).
Choose Edit Create.
Enter the preferences from the exercise.
Save your entries and exit the Infotype.
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AC275 17
3
Contents:
Overview
Travel manager
Travel request
Approval of request
Travel plan
Planning manager
Travel plan
Approval of plan
Connection to SAP Business Workflow
Functions of Travel Planning scenarios

Synchronization of Travel Planning
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AC275 1
3.2
Travel Requests and Plans: Unit Objectives
At the conclusion of this unit, you will be able to:

Set up user roles for Travel Planning
Request trips with the travel manager
Request and book travel services with the travel
manager and with the planning manager
Approve travel requests and travel plans
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AC275 2
3.3
Course Overview
Master Data
Travel Policy
Conclusion
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AC275 3
3.4
Travel Requests and Plans: Business Scenario
Decentral entry:
As a part of your job, you have to take frequent
trips. You want to request permission for your trip
from your superior and then choose and book the
travel services you need yourself.
Mixed central entry:
You are responsible for smooth processing of the
trips of all of the employees in a team. You request
the relevant trips for them, and, when they have
been approved, book the necessary travel services.
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AC275 4
3.5
Function Overview
11
Request a trip
Travel manager
Determine available travel services
22
Travel manager
Planning manager
Book selected travel services
33
44
55
Travel manager
Planning manager
Approve travel requests

Travel manager
Approve travel plans

Planning manager
Workflow (for planning manager)
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AC275 5
3.6
Organizational Structures
Mixed
central
entry
Decentral
entry
Traveler
Travel Assistant
Request
Request ++
plan
plan
Create and
change
travel requests +
plans
Create and
change
travel requests +
plans
Approving
Manager
Check
and approve
trips
Check
and approve
trips
SAP AG 1999
The scenarios of SAP R/3 Travel Planning are primarily oriented toward the following organizational
structures of trip data entry:
Mixed central entry
Decentral entry
The organizational structures mentioned are supported by the rules that are defined in the standard
Travel Management System and that you can adapt (as copy references) to suit your purposes. An
activity group (as of 4.6C: role) describes an appropriately defined set of transactions. These
transactions represent the scope of functions typically required by the user at his workplace. The
following activity groups are already set in the standard system:
Traveler
SAP_FI_TV_TRAVELER_AG
Travel Assistant
Travel Administrator
SAP_FI_TV_ADMINISTRATOR_AG
Approving Manager
SAP_FI_TV_APPROVING_MANAGER_AG
Payer of Trip Advances

Travel System Manager
SAP_FI_TV_TRAVEL_ASSISTANT_AG
SAP_FI_TV_ADVANCE_PAYER_AG
SAP_FI_TV_SYSTEM_MANAGER_AG
The roles differ in their tasks - consequently also in the entries in their role-specific menus - and in their
authorizations.
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AC275 6
3.7
The Travel Plan
WHY?
Purpose,
activity
WHO?
Travel
plan
Personnel
number
WHERE?
Destination(s)
When a travel plan

is booked, it produces a
booking code
(Passenger Name Record
= PNR),
which is used to identify
the travel plan and all
relevant data
in the connected
reservation
system
Book
TRAVEL
SERVICES?
Flight
Hotel
Car rental
SAP AG 1999
The travel plan represents the framework for all actions in Travel Planning. To carry out price and
availability queries and book travel services, you have to create a travel plan for the relevant trip. In the
travel plan, general trip data, such as personnel number, destination and purpose for trip, and trip
activity, is also stored.
Every travel plan is stored with a trip number in the system, which uniquely identifies it and the travel
services it contains.
In Travel Planning's integration with Travel Expenses, the number of the travel plan is identical to the
number of the trip to be settled.
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3.8
Plan and Book a Trip: Process Scenario
Ticket
Travel plan
Yes
Book
Flights:
best-price
query
Enter
general
trip
data
OK?
Yes
No
Selection
Yes
Enter
data
on flight/
car rental
hotel
General
availability
query
OK?
OK?
No
Cancel
item
Cancel
item
Confirm
cancelation
No
Cancel/
Change
item
General
trip data
Service selection
Reservation / Cancelation
SAP AG 1999
With the Travel Planning entry scenarios travel manager and planning manager you can perform the
following functions:
Check availability of flights, hotel rooms and car rentals; (+ only in Germany: request the train
schedule of the German Railway) (Query)
Determine the most economical flights for the entire trip (Best-Price query)
Carry out online booking of flights, hotels and car rentals (Book/Confirm)
Cancel reserved services and, if relevant, rebook, if you need to change arrangements for a planned
trip (Cancel/Delete)
Edit the traveler's travel-specific master data in which travel preferences are stored (Planning
manager -> Environment -> HR -> Master Data)
Via the infocenter you can obtain current information on currencies, per diems, the traveler's
organizational data and, possibly, assigned contact persons (Planning manager -> Extras ->
Infocenter).
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3.9
The Travel Manager (1)
Infocenter
Open/Close
overview area
Travel manager
Change
Display
Delete
Personal
settings
Change
Personnel no.
Welcome to R/3 Travel Management

Overview table*
with following
entries:
Trip/Trip object
Reason
Status
Trip number
Amount/Currency
Trip country
Departure/Return date
Departure/Return time
Posting run
Creating a travel request

Planning a trip
Creating a travel expense report
Initial screen: Create trip objects

Subsequent screens: Edit a trip object
* During editing of travel requests and travel plans an overview of the respective trip segments and requested
travel services is displayed here instead of the overview of all trips
SAP AG 1999
SAP Easy Access Menu: Accounting -> Financial accounting -> Travel management -> Travel manager
In the travel manager the employee has a complete overview of all of his/her trips and the
corresponding trip objects. There are three kinds of trip objects: travel requests, travel plans and
travel expense reports.
Each of these objects can be created and changed from the travel manager.
The employee uses the travel request to state the intention to take a business trip and can then
forward it to an internal travel center.
The travel plan can be used to plan a trip in detail and to book travel services. This process takes the
travel preferences that are stored in the system as infotypes into consideration. A travel plan can be
created by either an internal travel center or the relevant employee.
The travel expense report contains all the trip facts relevant for settlement of travel expenses. They
make up the basis for calculating reimbursement amounts, in accordance with the applicable countryspecific legislation, and for posting them to Accounting. If amounts that are liable for income tax are
incurred, they can be forwarded to Payroll.
Depending on how the management of business travel is organized in an enterprise, all trip objects or
only a part of them can play a role in the business travel process. You control the usage of objects in
Customizing for SAP Travel Management under Integration of Travel Planning and Travel Expenses ->
Activate request/plan/expense report in travel manager.
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AC275 9
3.10
The Travel Manager (2): Personal Settings
Travel manager
Settings for User MILLERC

My trip overview
Display trips
Width of overview area
Display graphics (reduces performance)

Max. number of entries in my values
Account assignment objects
Country and region
Text fields
SAP AG 1999
Via Travel manager -> Extras -> Settings you can specify your own personal settings for screen display
and personal possible entries (F4 Help).
You can specify the following personal settings for the travel manager:
Which trips are to be shown in the list of all trips:
All trips
Trips of the last twelve months
All trips of the current year
How should the overview area be displayed when the travel manager is started:
Standard width, Current setting as personal standard, or Remember last setting
Suppress overview area
How many entries are to be stored in personal possible entries (F4 Help):
For text fields, country and region fields and account assignment objects, you can specify how
many of the values you use should be remembered and displayed by the system when you call your
personal possible entries.
If you do not wish to use personal possible entries, enter the value 'zero' in these fields.
(C) SAP AG
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3.11
The Infocenter
Travel Manager + Planning Manager
Per trip country:
information on
current
meals and
accommodations
per diems,
miles/kms rates
Information on the traveler

Infocenter
Contact person
Rates
Per diems
Traveler
Person
In-house contact person in the

expense department/travel center
Organ. assignment
Communication
Simple
conversion
of currencies
SAP AG 1999
The infocenter is available to you in both the planning manager and the travel manager.
Via Travel manager -> Extras -> Infocenter
You can carry out currency translation
You can obtain the latest information on
Organizational data of the traveler
Expense per diems for each trip provision variant
Contact persons assigned to help you in the expenses department or the travel center
For a contact person to be called, you must already have stored one in Customizing for Travel
Management under Travel Planning -> Master data -> Define contact person (or, Travel Expenses ->
Master data -> Define contact person). Contact persons support the traveler in case of enterprise-specific
questions regarding the planning or settlement of trips.
You can differentiate the responsibilities of contact persons according to a number of different criteria,
such as according to company code, trip provision variant or name of traveler.
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3.12
The Travel Manager (3): Create Travel Request
Travel Request: Chris Miller, Trip 000001532
Travel request
Request trip
Trip beginning
Trip end
1. Destination
Country
Reason
[Automatically, an
overview of request data
is gradually built up
here as entries are
made in the right
section of the screen.]
Activity
Additional destinations
Trip advance
Cost assignment, if other than master cost assignment
Comments
Costs
Request transportation / accommod.
SAP AG 1999
The travel request includes entries regarding:

Trip date and time
Trip destination and reason for trip
Additional destinations of the trip (trip itinerary)
Advances required for the trip
A cost center to which the travel expenses are to be allocated that is different from the master cost
center
Additional comments about the trip
The number of travel services required (flight, hotel room,...)
Possibly, the estimated total costs for the trip
Since the type and number of transportation and accommodation items required for the trip can be
specified in the travel request, it can be used by the travel agency or center as a copy reference for
making the necessary bookings, if the traveler does not have authorization to book travel services using
SAP Travel Planning.
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AC275 12
3.13
Travel Manager (4): Request: Choose Travel Items
Flight depart.
Frankfurt, Germany
Sunday 03.05.00, 00:00 h
Arrival Boston, USA
Trip advance
Cost assignment, if other than master cost assignment
Comments
Costs
Request transportation / accommod.

Depart. flight
Boston, USA
Sunday 03.06.00, 00:00 h

Arrival Chicago, USA
Destination
Boston
Chicago
Atlanta
FlghtToDest Return flgt
Hotel
Car rental
Boston
Flight to dest.
Return flight
Hotel
Date
Check-in
Check-out
Loc./City
Country
Copy
Delete
Car rental
SAP AG 1999
Request transportation / accommodations:

Choose the service to be requested by clicking on the relevant pushbutton in the overview screen. The
relevant area of the editing field under the matrix opens automatically. The system sets the default
values from general trip data in the date fields, which you can change if necessary.
To request a travel item, simply choose Copy. The service you choose then also appears in the
overview on the left side of the screen.
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AC275 13
3.14
Travel Manager (5): Approve Travel Request
Example procedure:
Traveler
Karen
1. Create travel request
and enter
- General trip data
- Advances (optional)
- Travel items (opt.)
Trip status:
Requ.entered/
to be settled
Susan
1. Receipt of travel
request in
relevant
communication
module (inbox,
fax,...)
2. Save travel request

3. Send travel request
Approving manager
2. Approve
travel request
Trip status:
Request approved/
to be settled
SAP AG 1999
Sending: When the travel request has been created and saved, you can send it to a superior for approval
(Edit -> Send mail/fax). In order to use this function, you must already have set up the SAP
Communication Interface.
Approval: As a superior you can directly approve travel requests in the travel manager. You set the
relevant authorizations via the Travel Expenses authorization object P_TRAVL.
Status: Release 4.6B: The status of the travel request can be seen in the status of the corresponding
travel expense report, which is automatically created at the same time:
Save the request -> Status Request entered/to be settled
Approve the request -> Status Request approved/to be settled
Status: Release 4.6C: The statuses of the travel request and the travel expense report are set separately. If an
advance that is requested in an approved travel request is changed and the travel request is saved again, the status
of the travel expense report is reset from Request approved/to be settled to Request entered/to be settled and the
approval status of the travel request is again Open. If changes made in the request do not have relevance for
possible advances, the approval status of the request is also reset to Open when the changes are saved, but the
status of the expense report remains Request approved/to be settled.
For the automatic transfer of a requested advance via FI to be possible, the relevant travel request must
already have been approved.
(C) SAP AG
AC275 14
3.15
Travel Manager (6): Functions in the Travel Plan
Travel manager: Create travel plan via
Planning a business trip
Send
Travel plan: Chris Miller, Trip 000001532
Price
Best-Price flight
Confirm
Request ticket
Infocenter
Authorization for these functions depends in part on
Customizing and settings in the authorization object
SAP AG 1999
Send: You can send the complete travel plan, including selected flights, hotels and car rentals.
Prerequisite: the communication interface has already been set up.
Price: Prices can not be included in the flight availability query, because the airfare depends on the
combination of all flights needed for a trip. Therefore, do not choose the Price function until after you
have chosen all necessary flights.
Best-Price flight: This gives you the four most economical flight connections for the relevant route.
Note: In the travel manager, to just select several flights without starting an availability query, enter
the data for the first flight in the Reserve flight section and then choose the Flight pushbutton (=
Add an additional flight).
Confirm: This books, definitively, the flights, hotels, and car rentals that you have prereserved for
final booking in an availability query. This function also must be carried out if travel services that
have already been booked are canceled, so that the cancelation is forwarded to the reservation system.
Request ticket: This requests that a ticket be issued by the relevant travel agency, as soon as no more
changes in the booking are to be expected. The booking code (PNR) is then entered in a processing
queue at the travel agency, if the relevant settings for this are stored in Customizing (Travel Planning
-> Master Data -> Control parameters Travel Planning -> Define sales offices and Define
resubmission for ticket issue (Queue) ).
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3.16
Travel Manager (7): Book Travel Services
Travel plan: Chris Miller, Trip 000001532
Travel plan
Request trip
Reserve flight
Reserve hotel
City
[Automatically, an
overview of plan data
is gradually built up
here as entries are
made in the right
section of the screen.]
Check-in
Check-out
Hotel data
Name
Chain
Area No restrictions
Query
Cancel
Optional search
entries
Hotel
Delete
Preferences
Notes
Reserve car rental
SAP AG 1999
Availability queries for individual travel services such as flight, hotel or car rental and the booking of
these services are carried out using the travel plan.
Functions for choosing travel services:
Query: This starts a standard availability query for the specified data.
Cancel: This cancels a travel service. If the travel service has the status Reserved or Reserved and
confirmed, you also have to confirm the cancelation (Travel plan -> Confirm), so that the cancelation
is active in the connected reservation system.
Hotel / Flight / Car rental: This adds another item to the travel services, in other words, the entry
fields are ready for new entries.
Delete: This deletes a request item in status Open.
Preferences: This is for entering personal preferences (such as non-smoker seats): it overrides the
entries from the respective infotype, provided the enterprise-specific trip rules stored in the system
allow this to happen.
Notes: - Short infos to the travel agency, such as: "Please issue the ticket by
XX.XX.XX at the latest. The travel agency sees these comments in the PNR (see
glossary).
- Comments for the approving manager (reason for trip, additional information...)
- Notes for the traveler (such as a memorandum)
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AC275 16
3.17
The Planning Manager (1)
Travel plan Edit Goto Extras Environment System Help
You can do the following

with a travel plan:
Planning manager
Pers.no.
Name
Active
employee
IDES AG
New York
Change
Existing travel plans

Trip no. Start date Time End
Create
Time Destin. Reason St Book.
200018
10.14.00 7:50 10.18.00 17:00 Chicago
Training
200029
12.17.00 12:00 12.22.00 14:00 Boston
Site visit
Display
Cancel
Delete
Approve
Authorization for these functions depends on

SAP AG 1999
You use the planning manager only to edit travel plans.

You can choose the following functions in the overview area of the planning manager. The functions
refer in each case to an entire travel plan.
Create
Change
Display
Cancel: From the overview screen you can cancel an entire travel plan including all (booked) travel
services. Within a travel plan, however, you can only cancel individual travel services.
Delete: From the overview screen you can delete an entire travel plan including all travel services, if
the travel services contained in it have not yet been queried or already canceled. (Status Open)
Approve: You can approve an entire travel plan from the overview screen without having to open it in
editing mode.
In the overview table, icons show you whether a request or an advance already exists for a travel plan.
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AC275 17
3.18
Planning Manager (2): Functions in the Travel Plan
Travel plan
Edit
Goto
Extras System
Help
Price
Travel
travel
Createmanager:
travel planCreate
for Chris
Millerplan via
Planen einer Dienstreise
Personnel
no.
Trip reason
Destination
Activity
Flight
Best-Price flight
Book
Hotel
Car rental
Notes
SAP Travel Planning
Choose the travel services you need
by using the pushbuttons
Infocenter
[Menu] Travel plan ->
Request ticket
[Menu] Edit ->
Booking details
Authorization for these functions depends in part on

SAP AG 1999
Best-Price flight: This gives you the four most economical flight connections for the relevant route.
Note: To create several flights in the planning manager for which a best-price query is to be
performed all at once, choose the Flight pushbutton, enter the necessary data and choose Copy.
Repeat this procedure as often as necessary until you have entered all required flights and then
choose the Best-Price flight pushbutton.
Price: Prices can not be included in the flight availability query, because the airfare depends on the
combination of all flights needed for a trip. Therefore, do not choose the Price function until after you
have chosen all necessary flights.
Book: This books, definitively, the flights, hotels, and car rentals that you have chosen in an availability
query. This function also must be carried out if travel services that have already been booked are
canceled, so that the cancelation is forwarded to the reservation system.
Notes: - Short infos to the travel agency, such as: "Please issue the ticket by
XX.XX.XX at the latest. The travel agency sees these comments in the PNR (see
glossary).
- Comments for the approving manager (reason for trip, additional information...)
- Notes for the traveler (such as a memorandum)
Request ticket: This requests that a ticket be issued by the relevant travel agency, as soon as no more
changes in the booking are to be expected.
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3.19
Planning Manager (3): Approve Travel Plan
Approve
Planning manager
Pers.no.
Name
Active
employee
IDES AG
New York
Existing travel plans

Trip no. Start date Time End
Time Destin. Reason St
200018
10.14.00 7:50 10.18.00 17:00 Chicago
Training
200029
12.17.00 12:00 12.22.00 14:00 Boston
Site visit
Approved
Rejected
SAP AG 1999
In the initial screen of the planning manager you can select individual travel plans and approve or
reject them.
To do so, choose the Approve pushbutton or, in the menu, Travel plan -> Approve
The next time the person who created the travel plan calls the planning manager, he can tell by the
approval status in the overview table whether the travel plan has been approved or rejected.
For the Approve travel plan function to be available in the planning manager, your user has to be
assigned the relevant authorization via the authorization object (see the unit Authorization Management).
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3.20
Planning Manager (4):
Approval via SAP Business Workflow
Superior
Enter travel plan
Travel
plan
E-Mail
E-Mail
Employee
E-Mail
Change travel plan
Check
travel plan
Automatic
forwarding
to travel agency
for editing
Travel plan
approved
Automatic
cancelation
of
travel plan
Travel plan
rejected
Travel plan
returned for
correction
SAP AG 1999
In addition to individual approval in the planning manager, travel plans can be approved via SAP
Business Workflow Approve travel plan. The process in detail:
The travel planning data is entered in the system by the employee. When the travel plan is saved,
Workflow is started.
This sends the relevant travel plan as a work item to the SAP Office inbox of the responsible
approving manager. The system automatically determines the responsible superior on the basis of the
structure that has been maintained. The superior has the following options:
Approval: If the superior approves the travel plan, the traveler is informed of this in an
automatically generated mail. The booking record (PNR) with the reservation information in the
travel plan is sent to a processing queue at the connected travel agency.
Rejection: If the travel plan is rejected, the superior writes a message that the traveler receives as
an e-mail. The booking of the travel services in the travel plan is canceled.
Correction: If corrections are necessary, the superior writes a message as a workflow attachment.
The employee receives a work item with this attachment. When the work item is processed, it starts
the transaction to change the travel plan.
In the standard system the workflow template WS1000087 is supplied for you to adapt to suit your
requirements.
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3.21
Functions (1): Flight - Availability Query
From
To
Depart.flight
Ret. flight on
at
at
Flight Availability
Flight connections on ...
Display by
Class
FBES
Query
Copy
Notes
Date
Time
To
UA 3512 (LH) 16:55 Boston (BOS) 05:45 Frankfurt (FRA)
...
...
...
Reserve flight
Flight to dest.
Flight no.From
from ...
to ...
Duration
6:50
Depart.
Dep.airport
Dest.airport
Flight information
Query
Cancel
Hotel
Delete
Preferences
Notes
SAP AG 1999
Dialog
In the planning manager, choose the Flight pushbutton. In the dialog box that appears, start the
availability query by choosing the Query (Avail.) pushbutton.
In the travel manager, start the availability query using the Query pushbutton in the expandable
Reserve flight data area on the right side of the screen (Editing section).
Availability query
Planning manager only: you can query the availability of the departure and return flights in one step.
In the Display by (Departure/Arrival) field you can specify whether the search is to be conducted on
the basis of the arrival or the departure time.
Via Flight information you can display more information, such as the meals offered on a selected
flight.
In the list of available flights there can also be the availability result "On waiting list". Such a flight
can still be booked; the important thing is the provider's response. In other words, the booking does
not take place until the flight status in the travel plan is set to Reserved and confirmed.
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AC275 21
3.22
Functions (2): Flight - Availability List
Flight Availability
Flight
class
Flight
Departure location
Arrival location
number
Priority specifications
Selection of
the available
classes for a
flight
Airline
+ flight number
(+ operating
airline)
Flight booking
only possible
to waiting
list
SAP AG 1999
(C) SAP AG
AC275 22
Flight information
Flight
duration
in
hours and
minutes
Specification
by
enterprise, as
to which flights
are to be
chosen with
which priorities
(Customizing)
Detailed information
on the selected
flight connection
Flight to dest.
Request data for flight to destination
Return flight (if requested)
F = First
B = Business
E = Economy
S = Special rate
3.23
Functions (3): Flight - Reserve Seat
1. Call selected flight
in overview
2.
Seat
Seat Reservation
Flight no.
From
to
Date
Time
Class
Vacant seats
Your request
5. Click vacant (green/blue)

seat in seat map
6. Continue
AA0071
Frankfurt
Dallas
05/14/XX
10:20
N
53
Legend
Vac. non-smoker seat
Vac. smoker seat
Seat occupied
Exit left
Exit right
Wing zone
35A
35A
Cancel seat
SAP AG 1999
If you have chosen a flight via a standard availability or Best-Price Flight query, you can call the flight
item again in the overview of travel services via mouse click and choose a seat.
To do so, choose one of the green boxes in the seat map (green: vacant non-smoker seat, blue: vacant
smoker seat). After confirmation, the number of the selected seat is displayed as Your request. Use
Continue to return to the overview of travel services.
Status of seat reservation
Chosen: Seat chosen, flight not yet booked
Requested: Seat chosen, flight booked, but seat reservation not yet confirmed by provider
Reserved: Seat chosen, flight booked, reservation confirmed by provider
Canceled: Reserved seat was canceled
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3.24
Functions (4): Determine Airfare
Price
This determines the airfare.

Do not call until all flights are selected.
A price has to exist before a ticket can be issued.
Prices of all travel services booked in the travel
plan are listed simultaneously.
From the price overview you can
Display airfare details
Send the list
Save the list as a PC file
SAP AG 1999
The prices in the connected reservation system can not be included in the flight availability query,
because the airfare depends on the combination of all flights needed (such as flight to destination and
return flight) for a trip.
Therefore, do not try to determine the total airfare until after all flights have been chosen. When you
have performed all necessary availability queries and chosen the relevant flights (and they at least have
prereserved status), choose the Price pushbutton.
Via the Price function all booked travel services are indicated. You see the total price for the trip.
Price not available:
If the system can not determine a price for the flights you have chosen, you are asked if you want to
rebook in another booking class. For rebookings like this, different strategies for consideration of
travel profiles can be stored in Customizing (Travel Management -> Travel planning -> Dialog and
Planning Control Travel Planning Control Define price and availability strategies).
The airfare must be established for you to be able to request the ticket later.
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3.25
Functions (5): Best-Price Flight
Best-Price
Flight
Flight recommendation
Flight recommendations
on 10.14.00
From
to
on 10.15.00
From
to
Class
Frankfurt International (FRA), Germany

London Heathrow (LHR), Great Britain
London Heathrow (LHR), Great Britain
Frankfurt International (FRA), Germany
FlightNo.
Departure
Arrival
Recommend. 1
Negotiated airfare, restricted
Recommend. 2
Negotiated airfare, restricted
Recommend. 3
Standard airfare
Recommend. 4
Standard airfare
Duration
SAP AG 1999
If you are not looking for a particular flight, but just want to see the most economical flights for a trip,
you can use the Best-price flight function. The best-price query is not only possible for individual
flights, but also - and this is a great advantage - for requesting several flights for one trip, because the
determination of an airfare depends on various different parameters, such as:
Flight to destination and return flight / stopovers or combined flight segments (round trips)
Number of trip days and the length of stay
The Best-price flight function determines the most economical price for the total of all flights in a
travel plan, while taking into consideration the special booking restrictions on individual flights and
the enterprise-specific travel policies stored in Customizing.
If you perform a flight search via Best-price flight after you have already chosen exact flights via a
standard availability query, the flight data already chosen is overwritten by the selection of a Best-price
flight.
You can activate the Best-price flight function and other settings in Customizing for Travel Management
under Travel Planning Dialog and Planning Control Travel Planning Control Define price and
availability strategies.
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3.26
Functions (6): Hotel - Availability Query
Location
Check-in
Check-out
Hotel data
Name
Chain
Area
Query
Copy
Preferences
Hotel Availability: Hotel List

Hotel List - New York
List of available rooms
Check-in: 09.16.2000
Check-out: 09.20.2000
Name
Area
SAP AG 1999
Hotel info
Room prices from...
Further hotels
Location: Enter the name of a city or the corresponding IATA code. The system can only recognize
locations that are defined by means of an IATA location.
Name, Chain, Area: These are used as restrictive search criteria (optional). In the Name field you can
enter more than one name (or parts of a name). The system then searches for all hotel names that contain
one or more of these terms.
Preferences: Before the query, you can specify certain preferences additionally (such as "Non-smoker
room"), that override the hotel preferences specified in infotype 0472.
Hotel information: This lets you call further information about the selected hotel (such as fees and
surcharges, general hotel provisions, guarantee conditions for reservations, etc.).
Further hotels: If you have not specified search criteria, the system chooses about 30 available hotels
randomly (due to its principle of maintaining provider neutrality). To view additional hotels, choose
Further hotels.
The available hotels are listed according to certain selection priorities that you can set in Customizing,
such as: "Entry in hotel catalog" (GREEN) and "Reason required" (RED).
You can control these display priorities in Customizing for Travel Planning under Trip Rules and
Profiles -> Travel Profiles -> Define priorities.
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3.27
Functions (7): Hotel - List of Rooms
Hotel Availability: Room List

Room list - Aladdin Hotel
Check-in: 16.09.2000
Check-out: 20.09.2000
Room Furnishing
<Rate type>
Suite with standard furnishing
Bath and/or shower, minimum furnishing
Bath and/or shower, standard furnishing
...
...
...
...
Price Curr. Status
Green:
Room is available
Yellow:
Availability
to be determined
by provider system response
within 24 h
Plus sign:
Click for details
on room types
SAP AG 1999
If the preference icon appears with the status of a hotel room, this room complies with the traveler's
personal preferences.
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3.28
Functions (8): Car Rental - Availability Query
Date
Time
Pick-up in
Drop-off in
Car rental provider
Pick-up address
Drop-off address
Query
Copy
Car rental provider

Car rental location
Area of branch office
Pick-up = Drop-off ?
Car rental branch...
Branch
Branch
Preferences
Car Rental: List of Branch Offices

No restrictions
Airport
Airport terminal
City center
Car rental list New York

Car rental provider
Address
Company policy
City-North
City - East
City-West
City-South
List of available vehicles
Query
SAP AG 1999
Pick-up in and Drop-off in: Enter the relevant location (for example, New York). You can only search in
locations that are registered with the IATA as IATA locations.
You have to specify an exact time and the exact branch office at which you want to pick up or return the
vehicle. The selection of a car rental provider is optional. If you do not specify a branch office, the
system searches for branch offices according to the specified value for airport terminal.
Preferences: Before the query, you can specify certain Preferences (such as "With air-conditioning"),
which override any car rental preferences specified in infotype 0473.
Branch: To specify an exact branch office, choose the Branch search button. Then you can delimit the
branch office location (to airport, center of town, etc....) and, via Car rental branch... have a list of
available branch offices displayed. If you choose a branch office, you are shown a list of the vehicles
available there, from which you can choose one.
The branch office lists of the available car rental companies are compiled according to certain selection
priorities that you can set in Customizing, such as: "According to company policy" (GREEN) and
"Reason required" (RED).
You can control these display priorities in Customizing for Travel Planning under Trip Rules and
Profiles -> Travel Profiles -> Define priorities.
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3.29
Functions (9): Car Rental - List of Vehicles
Car Rental Availability: Vehicle List
05.09.2000, 19:51
Time of
query
Vehicle list
Avis Rent a Car, Nice
Pick-up: 10.20.2000, 07:00, Nice

Airport terminal
Drop-off: 10.22.2000, 14:00, Nice
Airport terminal
VehCode Vehicle description
Price Curr. Limit
Fee
Rate type: WEEKEND
Curr.
Economy, Two-door, Manual shift, Without air-conditioning
Status
Vehicle
fits the
specified
preferences
for car rental
Economy, Two-door, Manual shift, Without air-conditioning

Mini, Two-door, Manual shift, With air-conditioning
Economy, Four-door, Manual shift, Without air-conditioning
Compact, Four-door, Manual shift, With air-conditioning
Rate description
Green:
Model is available
Yellow:
Availability
to be determined
by provider system response
within 24 h
Infos on distance restrictions, drop-off rules, special rates, etc.
SAP AG 1999
Legend of list entries:

VehCode: Industry-specific code (ACRISS code)
Vehicle description: Vehicle attributes (according to ACRISS code)
Price: Price based on the rate type (such as WEEKEND -> Price for weekend)
Curr.: Currency
Limit: Distance limitations (number + either K for kilometers / M for miles)
Fee: Surcharge for exceeding miles/kilometers limitation (fee per additional mile/km )
Status:
This specifies whether the vehicle corresponds with personal car rental preferences
The status also indicates whether the vehicle is available immediately or whether the availability
must be checked by the provider first.
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3.30
Synchronization Between SAP and GDS
Why is synchronization of the data in SAP R/3 Travel Planning

and the data in the relevant reservation system so important?
Creation of a new booking (PNR)
External
System
at the
airport
For ex.:
an external
travel agency
Confirmation of
waiting list flight
Synchronization
Changes made to a booking (PNR),

that was created in SAP R/3
Travel Planning
SAP
System
Synchronization guarantees that the data in SAP Travel

Planning and the reservation system corresponds
at all times. The data is therefore always 100 % available for reporting!
SAP AG 1999
Synchronization is an important prerequisite for consideration of booking records (PNRs - Passenger

Name Record Locators) that are created or changed externally outside of the SAP System. It
guarantees total correspondence between SAP Travel Planning data and the data in the external
reservation system.
Online synchronization: When a booked travel plan is called again, it is updated (Restriction: this is
only possible up to 3 days after the last travel sevice in the plan has taken place.)
Offline synchronization: The connection with the AMADEUS Reservation System offers
synchronization by means of the AMADEUS Interface Record (AIR).
For more information on Synchronization, see the SAP Library (4.6C) under Accounting Financial
accounting Travel management Travel Planning Synchronization of SAP Travel Planning and
the connected reservation system.
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3.31
PNR
Synchronization
API Server
SAP
API Client
Synchronization of Booking Data
AMADEUS
DIALOG
SAP
travel plan
PNR
API client
Ticket
issue
AIR
AIR
version
AIR
creation
AIR
Synchronization
AIR
SAP AG 1999
Synchronization with AIR:

The AIR (AMADEUS Interface Record) is created on the basis of the ticket: When a ticket has been
isued, the reservation system sends the AIR to the sales office that created the travel plan, and
consequently, the PNR. Every time a PNR is changed, an updated AIR is created that contains the
necessary price and travel information.
Advantages:
Synchronization of the PNR via the AIR is guaranteed at all times.
There are no time restrictions on the synchronization of a travel plan.
There are no authorization problems with bookings that are created externally.
The consideration of information on externally created or changed bookings, makes the reporting
data in SAP Travel Planning complete and dependable.
Prerequisite:
To use AIR synchronization you need the additional Amadeus Software ProPrinter, which you can
obtain at no cost (via Internet or delivered when AMADEUS Gateway Software is installed).
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3.32
AIR
Synchronization: Import and Processing
External creation
of a booking (PNR)
External modification
of a booking (PNR)
AIR is
created
ProPrinter
directory:
automatic
storage of AIRs
Reservation System
SAP System
TP10
Import of AIRs via batch job

and automatic processing
of identifiable
AIRs
SAP System
TP12
Updated
travel plans
in SAP
Travel Planning
Manual processing
of
unidentified AIRs
SAP AG 1999
Two parameters are needed to identify an AIR in the SAP System: the trip number and/or the personnel
number. This data is available for identification of an AIR, if, for example, it was specified in a
comment line in the PNR or in a customer profile stored with Amadeus, or the system can identify an
exact personnel number by means of the passager name in the PNR.
When AIRs are imported from the ProPrinter directory to the SAP System, the system checks
automatically whether the trip number and/or the personnel number is known (transaction TP10).
AIRs that can not be uniquely identified must processed manually (transaction TP12).
Note: The ProPrinter must be installed on the same server as the RFC server.
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3.33
Travel Requests and Plans: Unit Summary

Request trips with the travel manager
Request and book travel services with the travel
manager and with the planning manager
Approve travel requests and travel plans
Set up synchronization of booking data
SAP AG 1999
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3.34Exercises
Unit: Entry and Approval of
Topic: Plan and Book a Trip
Determine the availability of the required travel services and
book offers
As an employee in an enterprise, you take business trips. You

choose the relevant travel services and book them online.
3-1
Travel manager: Planning a trip

You have received an e-mail from your superior that your trip to Boston has been
approved. You now want to book the necessary travel services via the travel manager.
3-1-1 Create a travel plan (personnel number 980##).
3-1-2 Perform availability queries for flights, hotels and car rental:
Dates will be supplied by the instructor.
Flight:
to destination: Frankfurt - Boston

Return: Boston - Frankfurt
flight
You want direct flights for the flight to destination and the return
with Lufthansa in Business Class.
Determine the price of the flights using the relevant pushbutton.

Hotel:
Boston
You want a hotel in the Sheraton hotel chain.

After choosing a provider, use the plus sign in the room list to display details about
the room you choose.
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Car Rental: Boston
You want the cheapest vehicle offered by Avis,

Hertz or Alamo.
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3-1-3 Book the whole trip definitively, by confirming your choices via the relevant
pushbutton. Save the travel plan.
## = Group number
3-2
Planning manager: Determine the most economical flight and reserve a seat
This time you want to book a round trip flight Frankfurt - New York. Your enterprise
requires you to choose the most economical offer.
3-2-1 Create a new travel plan (personnel number 980xx).

3-2-2 Enter the flight to destination and the return flight and copy them to the travel plan.
3-2-3 Now determine the most economical offers for the entire trip and choose the best offer.
3-2-4 Reserve a seat on the flight to destination and the return flight.
3-2-5 Book your trip. Then save the travel plan.
## = Group number
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3.35Solutions
Unit: Entry and Approval of
Topic: Plan and Book a Trip
3-1
Travel manager: Plan a trip

3-1-1 In the SAP Menu, choose Accounting Financial accounting Travel
management Travel manager Plan a business trip.
3-1-2 In the Request trip data area enter the following:
Trip beginning:
Will be supplied by the instructor!
Trip end:
1. Destination:
Country:
BOSTON
USA
Flight to destination:
Expand the Reserve flight data area.
Enter the flight departure and arrival dates and add the destination airport.
Choose Query.
Select a flight according to the information given and choose Enter.

Return flight:
In the Reserve flight data area, also choose the Create flight pushbutton and repeat the query
and selection procedure.
Price determination:
In the upper pushbutton bar, choose Price.
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Hotel:
Expand the Reserve hotel data area and enter the following data:
Location: BOSTON
Check-in: Will be supplied by the instructor
Check-out:
Hotel Chain:
SHERATON
Choose Query.
Select a hotel and choose Enter.
Select a room. The

preferences.
Click on the plus sign at the beginning of the line with the room. You see the details about the
room. Close the detail display.
To choose the selected room, choose Enter.
icon shows you if the room furnishing complies with your hotel
Car Rental:
Expand the Reserve car rental data area and enter the following data:
Pick-up in:
BOSTON
Date:
Will be supplied by the instructor
Time:
Any time
Drop-off in:
BOSTON
Date:
Time:
Any time
Choose Query.
Select a car rental company and choose Enter.
Select the most economical car rental. The

your preferences.
Choose Enter.
icon shows you if the vehicle complies with
3-1-3 Choose Confirm in the upper pushbutton bar and save your entries.
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3-2
Planning manager: Determine the most economical flight and reserve a seat
3-2-1 In the SAP Menu, choose Accounting Financial accounting Travel
management Travel planning Planning manager Create travel plan.
3-2-2 Choose the Flight pushbutton and enter the following:
From: FRANKFURT
To:
NEW YORK
Flight to destination on:
Return flight on:
Will be supplied by the instructor
Choose Copy.
Choose Best-Price flight in the upper pushbutton bar.
Choose an offer.
3-2-3 Reserve seat
Click on the flight in the overview of all travel services.
In the dialog box choose Seat and choose the place where you would like to sit.
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4
Master Data
Contents:
Implementation Guide (IMG)
RFC Destination
Travel Planning Control Parameters
Geographical Situation
Contact Persons
SAP AG 1999
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4.2
Master Data: Unit Objectives

Explain the basic structure of Customizing for
Travel Planning and the fundamental Customizing
objects that it is based on
Set up a connection with the current external
reservation system in Customizing
Explain the master data that is the basis for the
rules system of Travel Planning
SAP AG 1999
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4.3
Course Overview
Master Data
Travel Policy
Conclusion
SAP AG 1999
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4.4
Master Data: Business Scenario
Before you can use SAP Travel Planning, you must

go through Customizing steps to make the external
reservation system available to the R/3 System.
In Customizing, you also have to adapt the master
data for Travel Planning to suit your enterprise.
SAP AG 1999
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4.5
Implementation Guide (IMG)
SAP Reference IMG
Project IMG
FI
CO
SD
MM
HR
PS
PP
HR
MM
PS
...
FI
Partial Project
View
TRV
Project
001
SAP AG 1999
The implementation of new application components is supported by the SAP Reference IMG or the
Project IMG. You use the IMG to process individual Customizing activities.
Customizing is the procedure with which you
Implement the SAP Module in your enterprise quickly, safely and economically
Adapt the enterprise-independent functionalities in the standard sysem to the specific business
requirements of your enterprise
Document and manage the phases of implementation and adaptation with a simple tool for project
control
The Customizing activities can be performed directly from the IMG. There also is documentation on
each activity available to you in the IMG.
In addition, functions are available to you for project management and documentation.
To implement Travel Management, activate the application component Travel Management in your
Project IMG. The necessary environment is then automatically generated.
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4.6
Overview
RFC Destination
Master Data
Define Contact Persons
SAP AG 1999
In this part of the IMG you specify the values that are permissible for Travel Planning in your enterprise.
By setting up the RFC Destination and Travel Planning Control Parameters, you establish the
connection with the global reservation system (for Release 4.6B, that of the company AMADEUS).
The Geographical Situation allows you to adapt your enterprise-specific rules to restrict or extend
specific locations.
The Travel Service Providers section comprises a catalog of flight, hotel and car rental providers that are
registered with the global reservation system and that offer booking through this reservation system.
Contact persons are meant to provide travelers with the support and information they need when
processing travel plans.
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4.7
RFC Destination
Customer
Reservation System
SAP Gateway
RFC Server
API Server
RFC Calls
RFC Client
SAP R/3
Travel Planning
Amadeus Gateway
API Client
PNR
Ticket
issue
SAP AG 1999
The definition of an RFC Destination (Remote Function Call) is the technical requirement for a
connection with the API Server (Application Programm Interface) of the connected reservation system
(currently AMADEUS); it thus makes up the basis for the usage of booking functions within SAP R/3
Travel Planning. It represents a logical connection with the SAP-Gateway, the system that controls the
actual communication with the API Server of the Amadeus System and coordinates dataflow.
Different RFC calls are channeled by the SAP Gateway. It is the "bridge" between the various R/3
Systems in your company and external programs with which the R/3 Systems want to communicate. To
actually access the availability data for flights, hotels or car rentals, however, it is also necessary for the
RFC calls to be "translated" into Windows NT-referrable RPC calls (Remote Procedure Calls). This is
done by the Amadeus Gateway, which then is able to address the API Server of the reservation system.
Thus, the exchange of data between the actual reservation system and the R/3 application is ensured.
Usually, the SAP Gateway and the Amadeus Gateway are both installed on the same computer.
The values for the RFC Destination are only set up once in Customizing. The creation of RFC
destinations should be carried out in a Travel Planning implementation project in cooperation with the IT
Basis, since this is when the technical requirements are established so that SAP Travel Planning can be
supplied with data from the external reservation system.
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4.8
GDS*
Virtual
office ID
Virtual
office ID
Productive
office ID
Travel center
SAP AG
1999
*GDS
- Company ID
- Organizational ID
- User ID
Enterprise
User
group
RFC
Destination
SAP Travel Planning
(Global Distribution System) = connected reservation system
In the Travel Planning Control Parameters you store the departments that actually communicate with
each other at the business process level. The following Cusomizing elements are needed:
Definition of the sales office (= Office ID): this identifies the place where a service is created (the
travel center, for example). To channel the bookings that are created from the SAP System efficiently
in the GDS, a so-called virtual office ID is requested and linked with the productive office ID that
already exists at the travel center.
Definition of API access parameters: they uniquely identify the enterprise that is using R/3 Travel
Planning to the GDS. For this purpose the company ID, the organizational ID and the user ID are
requested in the GDS. This information is assigned in Customizing to the above defined sales offices.
In this way the GDS can recognize which travel centers are responsible for bookings, etc.
Definition of user groups: they serve to restrict or extend the access rights of persons involved in the
planning process in SAP Travel Planning (such as employees, assistants, or travel managers). These
user groups are maintained using the transaction SU01 (IMG: Tools Administration User
maintenance User). The necessary parameter TRP_User is always delivered with the value
blank to minimize maintenance effort.
In the IMG step Define API access parameters of user groups you assign all three elements to each
other.
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4.9
(IATA location)
FRA
FRA
RHM
RHM
(Rhein-Main
(Rhein-Main Region)
Region)
(Country-subdividing region)
(Country)
DE
DE
(Cross-country region)
EU
EU
(Hierarchy of regions)
EU
Rest of the world
SAP AG 1999
The system of geographical situations is meant to give you an opportunity to adapt your enterprisespecific travel policies with regard to special geographical requirements.
This layered concept has the advantage of grouping options, ranging from the smallest element, the IATA
location, to an all-inclusive view of travel policy (where one policy is applicable for the whole world).
IATA locations serve as the basis for flight, hotel and car rental reservations and represent the smallest
geographical unit in SAP Travel Planning.
A superordinate hierarchy of regions helps you group together or exclude extensive country groups (for
example, one policy applicable for Europe and another for the rest of the world).
SAP delivers the IATA locations mentioned in the standard system. For more information see the IMG
path Travel Management Travel Planning Master Data Geographical Situation.
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4.10
Travel Service Provider (1): Flight
Definition of
Airlines
Definition of
Customer Programs
Lufthansa (LH)
Miles & More (M&M)
Air France (AF)
Frequence Plus (FP)
United Airlines (UA)
Mileage Plus (MP)
SAP AG 1999
To carry out a flight booking, the reservation system needs a code with a fixed definition that specifies
the airline. This is a two-place code that corresponds with the industrial standard.
The airlines available in the currently connected reservation system, AMADEUS, are correctly
maintained in the standard system and can be updated at any time.
Customer programs are programs offered by airlines for frequent fliers. They can be considered in the
system during booking if they are stored for the relevant employee in the infotype Customer Programs
(0475) with the corresponding customer number.
If the customer number is stored in the reservation system, a check is performed.
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4.11
Travel Service Provider (2): Hotel
Definition of
Hotel Chains
Hilton Hotel (HH)
Definition of
Customer Programs
HHonors (HH)
Definition of
Hotel Rates
Definition of
Room Classes
Company rate (COR)

Standard rate (RAC)
Weekend rate (WKD)
Tourist class (T)

Standard (S)
Better standard (G)
Luxury (L)
SAP AG 1999
To carry out a hotel booking, the reservation system needs a code with a fixed definition that specifies
the hotel chain. This is a two-place code that corresponds with the industrial standard.
The hotel chains available in the currently connected reservation system, AMADEUS, are correctly
maintained in the standard system and can be updated at any time.
Customer programs are programs offered by hotel chains. They can be considered in the system during
booking if they are stored for the relevant employee in the infotype Customer Programs (0475) with the
corresponding customer number. If the customer number is stored in the reservation system, a check is
performed.
The hotel providers that exist in the reservation system offer different rates for different target groups.
In Customizing, under Travel Planning Master Data Hotels Define hotel rates, you can find a
list of rates that is widely valid. If a customer wants to store his own special company rate, this rate has
to be maintained specifically in Customizing and entered in the reservation system by the hotel so that
the relevant customer can use the rate.
Room classes are enterprise-specific values that are used within the structure of an enterprise's policies.
The room classes are based on the room types that are specified in the industry standards and that you
can assign to your room classes under Travel Planning Master Data Hotels Define assignment
of room classes to room types.
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4.12
Travel Service Provider (3): Enterprise-Specific
Hotel Catalog
A Trip to Munich
Preferred
Hotel XX
Hotel catalog
Neutral
view
Reservation
system
SAP AG 1999
In the enterprise-specific hotel catalog you can store data on certain accommodations businesses that
are to be given special consideration during availability queries or booking. Such entries are useful, for
example, if your enterprise has negotiated specific rates with the relevant service provider.
As a result of the provider neutrality of the reservation system AMADEUS, when a hotel availability
query is performed, a limited number of randomly chosen available hotel providers is transferred to the
R/3 Travel Planning System. It is therefore possible that none of the hotels are displayed that were
assigned highest priority via the travel profile, even if they are available at the time of the query. By
compiling a hotel catalog, you can prevent this kind of problem.
In the Customizing step Set possible entries for enterprise-specific rate of hotel catalog in the Rates and
Discounts section, you can store the special rates (see Unit 5).
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4.13
Travel Service Provider (4): Car Rental
Definition of
Car Rental Companies
Europcar (EP)
Definition of
Car Rental Classes
Small car
Middle class car
Definition of
Customer Programs
Privilege Preferred (PP)
Vehicle Specifications
Vehicle class
Vehicle type
Transmission type
Air-conditioning
SAP AG 1999
To carry out a car rental booking, the reservation system needs a code with a fixed definition that
specifies the car rental provider. This is a two-place code that corresponds with the industrial standard.
The car rental providers available in the currently connected reservation system, AMADEUS, are
correctly maintained in the standard system and can be updated at any time.
Customer programs are programs offered by car rental providers. They can be considered in the system
during booking if they are stored for the relevant employee in the infotype Customer Programs (0475)
with the corresponding customer number. If the customer number is stored in the reservation system, a
check is performed.
The customer can define the car rental classes himself. SAP delivers default values in the standard
system. You can adapt these values and assign them in the next step to the vehicle specification set in the
industry standards on the basis of four criteria (Travel Planning Master Data Travel service
provider Car Rental Sector Define assignment of car rental class to vehicle specification).
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4.14
Travel Service Provider Agreements Customer Programs
Steigenberger (SR)
Lufthansa (LH)
Miles & More (M&M)
Agreement
SAP AG 1999
A travel service provider may offer not only its own customer program, but also, in some cases, certain
customer programs in connection with other travel service providers with which it has contract
agreements.
In the above example, there is an additional agreement with the hotel chain Steigenberger (SR) regarding
the Lufthansa (LH) customer program Miles&More.
If the customer number for M&M has been maintained in infotype Customer Program (0475) and the
agreement has been stored in Customizing, this customer number will be taken into consideration when a
hotel booking is made.
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4.15
Contact Persons
Responsibilities for Standard Role travel_pladm Travel Planning Administrator

Description
Name
Status
Travel Planning Administrator A-L
Priority
Code
01
travel_pladm
travel_pladm
Full responsibility...
Becker
Hauser
Schmidt
Travel Planning Administrator M-Z
Antoni
Linn
Parker
...
travel_pladm
Full responsibility...
01
travel_pladm
travel_pladm
travel_pladm
SAP AG 1999
Contact persons for planning of travel expenses are created in two steps:
First, the responsibilities must be specified, for example, Travel Planning Administrator
A-L.
Then you assign each responsibility a personnel number, for example, or a user. For more information,
see the IMG activity Define contact persons.
Caution: In the Contact person register of the infocenter, the data stored in the user master record
(transaction SU01 User maintenance) is displayed. If you do not assign an explicit user to a
responsibility, but, instead, a personnel number, you have to define a user for this personnel number in
the infotype Communication (0105).
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4.16
Master Data: Unit Summary

Explain the basic structure of Customizing for
Travel Planning and the fundamental Customizing
objects that it is based on
Set up a connection with the current external
reservation system in Customizing
Explain the master data that is the basis for the
rules system of Travel Planning
SAP AG 1999
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5
Travel Policy
Contents:
Concepts for Reproduction of Enterprise-Specific Travel
Policies
Defining Trip and Class Rules
Creating Travel Profiles
SAP AG 1999
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5.2
Travel Policy: Unit Objectives

Reproduce the travel regulations used in an
enterprise in the system
SAP AG 1999
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5.3
Course Overview
Master Data
Travel Policy
Conclusion
SAP AG 1999
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5.4
Travel Policy: Business Scenario
The enterprise has, for example, established travel

regulations for the following areas:
There are different regulations for different groups
of persons.
The regulations are to be stored time-dependently.
For trips to certain regions, only certain flight,
room, and car rental classes may be booked.
The classes that may be booked depend also on
the duration of the flight or stay.
SAP AG 1999
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5.5
Overview
Trip Rules and Profiles

Trip and Class Rules
Trip and Class Rules for Flight
Trip and Class Rules for Hotel
Trip and Class Rules for Car Rental
Travel Profiles
SAP AG 1999
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5.6
Travel Policy: Examples
Flight Booking Classes:
Domestic flights:
Economy Class
(If Economy not available:
higher flight classes allowed)
International flights:
Business Class
Hotel Catalog
Accommodations in a hotel in the hotel catalog;
if no catalog hotel available: Sheraton or Hilton
Car Rental:
Worldwide Hertz, in Europe also Europcar allowed,
in Madrid also I T S Cars
For trip duration > 7 days: Luxury class car allowed
SAP AG 1999
To store regulations of this kind in the system, the enterprise travel policies must be applied in the rules
and profiles of SAP Travel Planning as explained further on.
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5.7
Trip Rules:
WHERE May WHICH Provider Be Booked?
Define trip rule:

Short name?
Name?
Rule A
Set allowed entries

for trip rule:
Where, or from where to where?
With which provider?
DE IT
Provider A
DE GB
Provider F
Provider R
Rule B
Provider Q
Rule C
DE SE
Provider S
Provider L
SAP AG 1999
Trip Rule
= An enterprise-specific regulation that specifies the usage of a travel service category (flight, hotel, car
rental) and the possible providers depending on the trip destination
The trip rule valuates and prioritizes the results returned to SAP Travel Planning by an availability
query in an external reservation system. It is not used as a filter during the availability check.
In Customizing for SAP Travel Planning you specify the trip rules for flight, hotel and car rental
separately.
In the respective Customizing activities Define trip rule for <flight, hotel, car rental>, you specify the
short name and the name of the rules. In the activities Set allowed entries for rip rule <flight, hotel
car rental> you specify which provider may be booked in which region or for which route.
The trip rules are grouped later - together with class rules and priorities - in profiles that you assign to
specific travelers via their personnel numbers.
Note:
To control compliance with travel regulations for hotels, you should not use trip rules. Instead, use the
enterprise-specific hotel catalog, because the trip rule for hotel could be "by-passed" (see also the slide
"Hotel: Hotel/Room Selection Control").
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5.8
Class Rules:
Which CLASS for which DURATION?
"Define class rules":

Short name?
Name?
How long is flight time /

hotel stay / car usage ?
Which class is allowed when?
Class rule
for flight
Flight duration < 4 h

Flight duration > 4 h
Class rule
for hotel
Hotel stay < 4 Tage
Standard
Hotel stay > 4 days
Better Standard
Class rule for

car rental
Set allowed entries for

class rule:
Business Class
First Class
Usage < 4 days
Small car
Usage > 4 days
Middle class car
SAP AG 1999
Class rule
= An enterprise-specific rule that controls the selection of travel services per employee
A class rule defines service classes (such as room classes or flight cabin classes) per travel service
category that can be booked by a traveler depending on duration.
Example: The travelers in group Z are supposed to choose the flight class B (Business) for all flights
that last longer than four hours. If no Business Class flights are available, First Class flights are
allowed. For this, the following settings are necessary:
Class rule:
B (Business) [must already have been created in the activity
Define class rule for flight]
Min. flight dur. in h:
04:00
Flight cabin rule: Business/First [for more information on flight cabin rules, see F1
Help for the field.]
Room classes and Car rental classes are enterprise-specific classifications. They are created by
assigning one or more room types or vehicle classes that are differentiated according to industry
standards in an external reservation system. You define the enterprise-specific room and car rental
classes, before you edit class rules, in the IMG under Travel Planning Master Data Travel
Service Provider (see Unit 3).
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5.9
Priorities and Their Consideration in Dialog
Customizing
(Define priorities)
Highest priority
Middle priority
Reason required
Forbidden
...
Availability Query in the Application

Travel Manager / Planning Manager
List of Available Flights
Customizing
(Define message
treatment of priorities)
For ex.:
Top priority:
Highest priority
Top priority
Selected priority:
Reason required
Reason required
Subsequent activity:
Reason (text)
Dialog box with text editor appears
SAP AG 1999
In the IMG activity Define priorities you specify which priorities there should be in the system.
These defined priorities then make up the modules with which travel profiles are constructed (IMG
activity Define assignment of travel profiles to trip and class rules).
After that, in the IMG activity Define message treatment of priorities, you have the possibility to specify
how the system should react in Travel Planning dialog if the specified priority is complied with or not.
The following system responses are possible:
Success message
Information message
Error message
Reason (text) -> Text editor for entry of explanation
Reason (code)
You specify system messages depending on different user groups.
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5.10
Trip Activity Types
Meeting
Seminar
Customer visit
Trip Activity Types

...
Training
etc.
SAP AG 1999
Trip activity types are additional criteria for detailed representation of travel policies in Customizing for
SAP Travel Planning.
The activity types for Travel Planning do not necessarily have to correspond with the activity types for
Travel Expenses.
In Customizing for Travel Management you can assign the Travel Planning trip activity types to those in
Travel Expenses. This supports integration with Travel Expenses, in other words, the assignment is
necessary so that the correct receipts and per diems are known in the automatically generated travel
expense report.
You do these settings in IMG chapter Integration of Travel Planning and Travel Expenses under Define
assignment of trip schema to travel plan type.
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5.11
Travel Profile (1)
Trip
rule
Class
Priority
rule
Travel Profile
Time limitable
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AC275 11
Trip
activity
type
5.12
Travel Profile (2): A Complete Set of Rules and
Priorities - Example
Travel Profile DE_ALL

For
trip activity type
Customer visit
...
Other
trip activity
types
apply
apply
For
trip activity type
Training
Provider A allowed
for region Europe
(trip rule)
Class B is allowed
from 05:00 h
(class rule)
Compliance with
rules has Priority 1
SAP AG 1999
Non-compliance triggers message 123

(as an error message, for example)
Definition of travel profiles

The travel profile contains a grouping of trip and class rules, priorities and trip activity types that have
been defined beforehand. It is assigned to individual employees (via infotype 0470) or via feature
TRVCP.
All regulations stored in the travel profile are automatically considered in availability queries and trip
bookings for the relevant traveler.
Time Limitation
You can impose time limits on groupings within a travel profile. This has the advantage that you can
easily store changes in travel regulations within a profile without causing overwriting of the profile.
Thus, the automatic change from rule A to rule B is effected and the changes are documented historically
in the system.
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5.13
Travel Profile (3): Assignment of the Hotel Catalog
Definition of the Hotel Catalog
Hotel A
Hotel B
Hotel C
Hotel D
Hotel E
Hotel F
Hotel G
Hotel H
...
Assignment of Catalog Hotels

to Travel Profile
Hotel A
Hotel B
Hotel C
Hotel D
Hotel E
...
If activity X at location Y
If activity R at location S
Travel
profile
DE_ALL
If activity L at location M
SAP AG 1999
IMG activity Define assignment of travel profiles to hotel catalog items:

The assignment of catalog hotels to travel profiles is mandatory, if you want to use the hotel catalog.
Activity type: For which trip activities should this catalog hotel be displayed in an availability query?
Location: For which destinations should this catalog hotel be displayed in an availability query?
Class rule: Which room class should be booked in this hotel for a specific profile?
Setting up a hotel catalog
You compile the hotel catalog in IMG activity Define enterprise-specific hotel catalog (under Travel
Planning Master Data Travel service provider Hotels). The hotels you create there are
displayed first in availability queries. If no rooms are available in the catalog hotels, the user can switch
to a Standard query in the connected reservation system (see Unit 3).
Switching the hotel catalog on or off
You activate the hotel catalog for each individual user group (IMG activity Define price and availability
strategies). Further differentiations as to how the list of catalog hotels should be displayed are possible.
For more information, see the F1 Help in the same IMG activity.
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5.14
Hotel: Hotel/Room Selection Control
Negotiated
Hotel Rates
Enterprise-Specific
Hotel Catalog
+ Compliance with regulations during selection/
booking is guaranteed; by-passing is
not possible
+ Assignment of a hotel to an IATA
location other than one defined in
reservation system
+ Easiest control method

+ If special company rates exist
availability query to R/3;
If no special company rates exist
automatic standard query .
+ Differentiation via travel profile
No differentiation per user group or

travel profile possible
+ Hotel catalog can be switched on or off

via user group
Greater maintenance effort required
Selection from hotel list does not show
whether room is available
Hotel/
Room
Control
Trip Rules
SAP AG 1999
not to be recommended, because available

hotels returned are chosen at random
( Provider neutrality of external reservation
system)
Risk that trip rules can be by-passed
.
To reproduce the in-house travel regulations regarding hotels in SAP Travel Planning, you have the
following options:
Control via trip rules
Control via hotel catalog
Control via enterprise-specific hotel rates
For the hotel sector, SAP recommends controlling compliance with travel regulations via maintenance of
a hotel catalog. In connection with the reservation system AMADEUS this has a clear advantage
compared with control by means of trip rules:
As a result of the provider neutrality of the external reservation system, when a hotel availability
query is performed, a limited number of randomly chosen available hotel providers is transferred to
the R/3 Travel Planning System. Thus it is possible that none of the hotels with highest priority via trip
rules in the travel profile are displayed, even if they are available at the time of the query.
By compiling a hotel catalog, you can prevent this kind of problem.
Alternatively, you can also control compliance with hotel regulations via enterprise-specific hotel
rates. As soon as you store entries in the IMG step Define allowed entries for enterprise-specific hotel
rates, in availability queries for specific locations, the system checks to see if special negotiated rates
exist. If so, the reservation system only returns hotels with these special room rates to SAP Travel
Planning.
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5.15
Travel Profile (4): Assignment to Travelers
Travel Profile XYZ
Feature TRVCP
Organizational Travel Profiles
(Travel Planning)
Infotype 0470
(Travel Profile)
Travel Profile
DE_ALL
TRVCP Organizational Travel Profiles (Travel Planning)
BUKRS
Company code
0001
SAP A.G. (BUKRS 0001)

WERKS
Personnel area
DE01
Personnel area DE01
DE_ALL
...
SAP AG 1999
Assignment of travel profiles

You can assign travel profiles to employees in two different ways:
Via infotype 0470 (Travel Profile)
Assignable per individual employee
Time-limitable per individual employee
Via feature TRVCP (Organizational travel profiles (Travel Planning)
Assignable per organizational unit
See Unit 6 (Dialog Control)
Note:
Feature TRVCP only becomes active if no travel profile has been stored for the relevant employee in
infotype 0470 (Travel Profile).
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5.16
Travel Profile User Group
User group TRP_USER
Travel profile
Meaning
Controls SAP Travel Planning for

system users (such as department
secretary, travel agency...)
Controls Travel Planning for the

traveler
Assignment
To user
To personnel number
Time
limitation
Not possible
Possible
Controlled
Customizing
objects
API parameters
Message treatment of
priorities
Price and availability strategies
Display strategy for hotel rates
Default
"Blank", for standard user
Trip rules and class rules

Assignment of hotel
catalog entries
Settings for pricecontrolled availability
queries, companyspec. payment methods
Company-spec. PNR elements
No default
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Note:
Since the user group Standard user ("blank") is assigned to every user as a default, the Customizing
settings for this user group should always be maintained and up to date.
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5.17
Setting Price-Controlled Availability Queries
Example:
Provider:
AF (Air France)
Geographical origin:
Paris
Geographical destination: Hamburg

Selection criteria:
Consider
exclusively
Flight recommendation
Best-price flight
for route Paris-Hamburg
SAP AG 1999
Via the IMG activity Specify settings for price-controlled availability query you can control the Bestprice flight function. As a reminder: Via the best-price query, the user is shown the four most economical
flights for the relevant route.
You can, for example, set the following parameters:
Activation of the price-controlled availability query
Consideration or exclusion of certain providers
Consideration of direct flights
You can make these entries dependent on certain flight routes and/or flight classes.
It is also possible to time-limit settings for the price-controlled availability query.
For more information, see the IMG documentation on this step.
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5.18
Enterprise-Specific Methods of Payment
Travel
profile A
Travel
profile B
per
Travel
profile C
Credit card
Cash
Invoice
Travel
profile D
SAP AG 1999
Enterprise-Specific Methods of Payment

The methods of payment are assigned to the employee via the relevant travel profile in infotype 0470
(Travel Profile). This makes it possible for you to specify certain payment methods for individual
employees.
The specification of payment methods depends on the travel service category (flight/hotel/car rental) and
- optionally - on an exact provider.
Credit card: For the payment method credit card you should store the credit card number in the
Additional specifications field because some travel service providers only book if a valid credit card
number is specified. The credit card numbers are automatically checked in the connected reservation
system and serve as a reservation guarantee for the provider.
Invoice: If a special agreement exists with a travel service provider, the relevant customer number must
be specified for payment method "R" (invoice) to enable unique identification to the provider.
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5.19
Enterprise-Specific PNR Elements
Booking Code (PNR):
RP / -FRAS02001/FRAS02001
AA/GS
19MAR00/1656Z
Y3G5UC
1 .Miller/Chris MRS
2 SR 102 C 02APR 7 ZRHJFK HK1
A 1030A 105P
*1A/
3 SR 103 C 03APR 1 JFKZRH HK1
4W 835P1015A+1 *1A/
4 AP 06227-230586 -B
5 TK OK19MAR/FRAS02001
6 SSR RQST SR HN1 ZRHJFK/15D, P1/S2
7 SSR RQST SR HN1 JRKZRH/11A, P1/S3
8 RM */SAP / TN=0002001102
9 RM */SAP / PID=00029286
10 FK FRAS02001
11 AM Schloss Street 10, 69190 Walldorf, DE
Additional information for travel agency and/or travel service

provider, such as
Traveler's travel profile
Confidential information for travel center that books
...
SAP AG 1999
In Customizing you can store company-specific text elements that are included in the booking code
(PNR) as a text line and sent with the booking. These comments serve primarily as additional
information for the travel center doing the booking or, possibly, for the travel service provider.
You define these PNR elements for each travel profile.
Depending on the class and the type of the comments, this information is visible for different groups of
persons, for example:
Class RM: for everyone who can call the PNR
Class RM, type C: only for the travel center whose identification was used for booking
Class OSI: for the travel center doing the booking and the relevant providers, mainly airlines
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5.20
Travel Policy: Unit Summary

Reproduce the travel regulations used in an
enterprise in the system
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5.21Exercises
Unit: Structure of Enterprise-Specific
Travel Policy
Topic: Creating a Class Rule and Assigning It to an
Existing Travel Profile
Analyze and change an existing trip rule
Understand the effect of the changes in the application
You learn how the travel regulations of an enterprise are

reproduced in the system.
4-1
Implementation Guide (IMG) for Travel Planning

After analyzing the utilization of different routes, your company's Travel Management
department decided on the airline Lufthansa (LH) to be used exclusively for national
destinations in the Travel Profile.
Furthermore, as a result of an analysis of the route Germany North America (and back)
the contract with Delta Airlines (DL) was not extended. Instead, an offer by American
Airlines (AA) was added to the program.
You are requested to adapt the existing Travel Profile ##_STAND to suit the Travel
Management specifications.
4-1-1 Call the IMG activity Set allowed entries for trip rule for flight, make the changes
for the national trip rule for flight ## _DOM and save your entries.
4-1-2 In the same IMG activity access the international trip rule ##_INT, make the
required changes and save your entries.
## = Group number
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4-2
Planning manager: Planning a trip

Test your Customizing settings by creating a new travel plan in the planning manager for
round trips for both of the routes Frankfurt Munich and Frankfurt New York.
4-2-1 Create both travel plans (personnel number 980##).
4-2-2 Perform availability queries for the flights:
For the availability list, pay special attention to the respective changes in
the display of airlines in the different priorities.
## = Group number
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5.22 Solutions
Unit: Structure of Enterprise-Specific
Travel Policy
Topic: Creating a Class Rule and Assigning It to an
Existing Travel Profile
4-1
Implementation Guide (IMG) for Travel Planning

4-1-1
In the SAP Menu, choose Tools AcceleratedSAP Customizing Edit
Project Display SAP Reference IMG.
In the IMG, choose Financial Accounting Travel Management Travel
Planning Trip Rules and Profiles Trip Rules Trip and Class Rules for
Flights.
Click on
to call the activity Set allowed entries for flight trip rules, copy the
entry ##_DOM and add the following value:
Provider code:Lufthansa (LH)
Confirm with Enter. The initial view reappears. Now delete the original entry
##_DOM and save your entries.
4-1-2
Select the two entries ##_INT with the provider name Delta Airlines, delete them
and save your entry.
Choose New Entries:
Trip rule: ##_INT
Provider code: AA (American Airlines)
Geographical type: 2 (Country)
Origin: DE (Germany)
Geographical type: 3 (Cross-country region)
Destination: NAM (North America)
Save your entries and return to the initial view.
Now select the entry you have just created, choose Copy and make the following
replacements:
Geographical type: 3 (Cross-country region)
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Origin: NAM (North America)

Geographical type: 2 (Country)
Destination: DE (Germany)
Confirm your entry with Enter and save.
4-2
Planning manager: Planning a trip

4-2-1
In the SAP Menu, choose Accounting Financial accounting Travel
management Travel planning Planning manager Create travel plan.
4-2-2
Choose the Flight pushbutton and enter the following:
From: Frankfurt (FRA)To:
Munich (MUC)
Note: Dates will be supplied by the instructor.

Choose Query.
You can now see in the list of available flights that for flights with the priority
National company policy only the airline Lufthansa is displayed.
Terminate your entries here, return to the flight request, and start the query:
From: Frankfurt (FRA)
To:
New York (NYC)
Note: Dates will be supplied by the instructor.
Here again you will recognize the changes in your settings in the priority
International company policy.
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6
Contents:
Enterprise-Specific Rate Agreements
Enterprise-Specific Airfare Discounts
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6.2
Travel Service Providers: Unit Objectives

Reproduce enterprise-specific rates and discounts in
the system
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6.3
Course Overview
Master Data
Travel Policy
Conclusion
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6.4
Travel Service Providers: Business Scenario
An enterprise has negotiated special rates or discounts

with flight, hotel or car rental providers. For these
agreements to be considered during selection or
booking of travel services, they must be stored in the
system.
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6.5
Overview
Rates and Discounts

Enterprise-Specific Rate Agreements
Defining Allowed Entries for Enterprise-Specific
Airfare Rates
Hotel Rates
Enterprise-Specific Rates for the Hotel Catalog
Car Rental Rates
Defining Enterprise-Specific Airfare Discounts
SAP AG 1999
In this unit you store special contract agreements that you have reached with travel service providers.
A distinction is made between negotiated rates and fixed discounts that can be applied when services are
booked.
The goal in rate negotiations with service providers is to attain adequate pricing for the relevant
enterprise. The contracts set up between enterprises and travel service providers for flights, hotels or car
rentals usually offer better general conditions.
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6.6
Airfare Rates
Customer
Airline
Negotiated Rate Agreement
(Nego Fare)
Rate component (ABCDE)

Rate type (One-way / Return)
Rate category (Nego/Private/Local)
Cabin class (Economy)
Booking class (L)
Price
IATA Location:
Frankfurt (FRA)
IATA Location:
London (LON)
SAP AG 1999
In order to initially maintain an enterprise-specific airfare rate in Customizing, certain parameters are
needed that can be found in the relevant contracts between the customer and the airline.
In SAP Travel Planning three different rate types are distinguished:
Nego fares: Agreements that are stored in the reservation system
Private fares: Same as Nego fares, but used in the Americas
Local fares: Airfares that are not known to the reservation system (stored locally in the SAP System)
The parameters named on the slide above are obligatory for maintenance of contract data.
For more precise identification of the contract agreement regarding a nego fare the company-specific
rate number (Corporate ID) can also be maintained.. If a private fare is created, a passenger category
(Passenger Type Code) must also be assigned.
In enterprises' policies these negotiated rates are often considered obligatory, even if there could possibly
be cheaper rates for the queried route. The program supports this functionality, so that these rates are
applied in any case.
If the negotiated rate is only valid for certain specific flight segments, you can carry out optional
adaptations via the Routing function.
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6.7
Routing
Valid for the Negotiated Rate
Routing
Route 1
Route 2
Route 3
Route
segment 1
Route
segment 1
Route
segment 1
Start - Stopover
Start Destination
Start - Stopover
Route
segment 2
Stopover Stopover
Route
segment 3
Route
segment 2
Stopover Destination
Stopover Destination
SAP AG 1999
The Routing function enables you to specify certain route courses for which an enterprise-specific
airfare rate or discount is to apply.
A routing is made up of routes. For each routing variant you can specify several alternative routes, for
which the negotiated rate or discount applies in the same way.
A route, on the other hand, either consists of a direct route (a non-stop flight) or individual consecutive
route segments (transit flights). Route segments describe, for example, the route sections: start stopover, stopover - stopover, or stopover - destination.
An example of a routing on the basis of transit routes would be:

Route from Hamburg to Sydney:
Route segment 1: Hamburg - Zurich with Swissair / Lufthansa, Booking class H / B
Route segment 2: Hamburg - Zurich with Swissair / Lufthansa, Booking class H / B
Route segment 3: Singapore - Sydney with Quantas / Ansett, Booking class Y
Maintenance of these tables requires a thorough knowledge in the field of rate agreements between
airlines and enterprises.
Via the transaction TP04, you have direct access to maintenance of routings.
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6.8
Hotel Rates
Hotel Chain
Customer
Negotiated hotel rate
Hotel
Location (for ex., IATA location)
SAP AG 1999
Negotiated hotel rates are contract agreements between hotel chains or individual hotels and customers.
They authorize a customer enterprise to apply a certain rate depending on location and validity period.
Important: If the provider and the customer reach an agreement, the hotel provider has to inform the
reservation system that the negotiated rate is to be valid for the relevant customer enterprise. You store
the rate parameters in the IMG under Travel Planning Rates and Discounts Define allowed entries
for enterprise-specific hotel rates.
A hotel rate can apply for the whole world in general or be restricted to the extent that it only applies for
a single IATA location.
In the section Travel Planning Dialog and Planning Control Define price and availability
strategies, you can specify that enterprise-specific hotel rates be considered in availability queries in the
connected reservation system. In an availability query the system checks to see if negotiated rates are
known to the reservation system and if there are offers that correspond with these rates. The system then
lists the hotel providers, distinguishing between company and standard rates.
In the view Travel Planning Dialog and Planning Control Define display method for hotel rates
you can store which hotel rates are to be applied per user group. This filtering also applies for the hotel
catalog.
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6.9
Enterprise-Specific Rates for the Hotel Catalog
Hotel Chain
Customer
Negotiated hotel rate

Hotel
Local
Hotel Catalog
Hotel data
Room data
Rate data
SAP AG 1999
Negotiated hotel rates can also be set up within your local hotel catalog. In this case it is important to
make sure that the actual rate name is entered in Customizing under Travel Planning Master Data
Hotels Define hotel rates.
In the view Enterprise-Specific Rates for Hotel Catalog, you assign the general data of your catalog
hotels the corresponding contract data regarding the negotiated rate. Even room data is sometimes found
in these contracts. You can, however, omit this information if the contract only refers to usage of the
specific company rate without further description of room data.
The advantage with this view is that if the contract conditions guarantee room availability, you have a
right to a room even if the direct query with the reservation system does not permit booking (in the case
of special seasons or trade fairs, for example).
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6.10
Car Rental Rates
Customer
Car Rental Provider

Negotiated Car Rental Rate
Location (for ex., IATA location)
SAP AG 1999
In this section you can store car rental rates that your enterprise has negotiated with individual car rental
providers.
You can find part of the data required for this activity in the relevant rate agreement. The rate code must
be registered with the corresponding car rental companies. It does not have to be maintained in the
connected reservation system AMADEUS because it is directly forwarded to the provider.
Via the settings in Customizing activity Define price and availability strategies you can then specify,
depending on the user group, whether and how these rates are to be considered during an availability
query or booking.
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6.11
Defining Enterprise-Specific Airfare Discounts
Customer
Airline
Negotiated
Discount Agreement
Rate component (ABCDE)

Rate type (One-way / Return)
Cabin class (Economy)
Booking class (L)
Discount type: 50 DEM / 15%

IATA Location:
Frankfurt (FRA)
IATA Location:
London (LON)
SAP AG 1999
This IMG activity lets you have the system take discounts (such as annual bonuses or business volume
bonuses) that your enterprise has negotiated with individual airlines into consideration in R/3 Travel
Planning.
You can choose between different discount types:
Percentage discount only or fixed discount amount only or a combination of both values. In this last
case, you can also specify whether the fixed discount amount is to be deducted first, before the
percentage is applied.
Many contracts specify furthermore explicitly when the discount can be applied and when not.
If the rule is activated, the negotiated discount is applied directly during the reservation process. The
discount is deducted immediately during the price query in the connected reservation system and the
price returned to R/3 Travel Planning is already correspondingly reduced. If this indicator is not active,
the standard price is calculated for all reservations. The discount is then not applied until, at the end of
the year, annual settlement between your enterprise and the provider with whom the enterprise-specific
discount was negotiated is carried out. Then your enterprise is reimbursed for the total of all discounts
for the travel services with this provider for the entire year. The R/3 System writes the theoretical price
to the database so that it can be evaluated.
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6.12
Travel Service Providers: Unit Summary

Reproduce enterprise-specific rates and discounts in
the system
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7
Contents:
Setting up feature TRVCP
Defining price and availability strategies
Defining display strategy for hotel rates
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7.2
Dialog and Planning Control: Unit Objectives

Control the assignment of the travel profile using
feature TRVCP
Make settings for the price and availability query
in entry transactions
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7.3
Course Overview
Master Data
Travel Policy
Conclusion
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7.4
Dialog and Planning Control: Business Scenario
Your enterprise would like to assign the travel

policy reproduced in the system to certain user
groups
The policy is to be taken into consideration by the
system automatically when selecting and booking
flights, hotels and rental cars
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7.5
Overview

Travel Planning Control
Set up feature TRVCP for Travel Planning
Define price and availability strategies
Define display strategy for hotel rates
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7.6
Feature TRVCP
TRVCP
Organizational Travel Profiles (Travel Planning)

BUKRS Company code
0001
SAP A.G. (BUKRS 0001)

WERKS Personnel area
DE01 Personnel area DE01

DE_ALL
0002
0003
SAP AG 1999
Set up the feature TRVCP in the Customizing for Travel Planning under Dialog and Planning Control
Travel Planning Control Set up feature TRVCP for Travel Planning.
Features contain rules that mainly used by the application component Human Resources (HR). They are
mostly used to set default values.
The feature TRVCP is portrayed as a decision tree and is used to assign a travel profile to employees
(travelers). The travel profile is assigned per organizational unit according to the company code on the
highest level.
Note:
The assignment of the travel profile via the feature TRVCP is only valid if there is no entry in Infotype
0470 (Travel Profile).
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7.7
Price and Availability Strategies (1): Settings
Filter according to travel profile

when displaying available
services ?
User
group
A
(e.g. standard
user)
Activation of best-price flight

query ?
Defaults (provider and booking
class) for selecting round trip
flights ?
Consideration of negotiated rates
(hotel + car rental) ?
Consideration of hotel catalog ?
User
group
B
Available services according to

class rules only (hotel + car
rental) ?
...
(e.g. travel agency

clerk)
SAP AG 1999
Customizing view Define price and availability strategies:

Depending on the user group, you can define different rules for displaying the available travel services
and for the Best-price flight query type. This has the advantage that a standard user, such as the
traveler, can display and select a smaller section of available services than the travel agency clerk,
who possibly requires an overview of all the available services.
Your first priority is to define whether, and how, the following parameters are to be taken into
consideration:
Travel profile
Class rules
Negotiated rates
Best-price flight
Hotel catalog
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7.8
Price and Availability Strategies (2): Details
Flight
Display
strategies of
availability
Neutral
Highest priority
All priorities
Hotel
Neutral
Highest priority
All priorities
Activation of
price-controlled
availability
(variants)
Consideration
of class rules
Conditions for
procedure
dealing with
round trip flight
Consideration
of negotiated
rates
Hotel catalog
(if activated)
Neutral
Highest priority
All priorities
Consideration
of class rules
Consideration
of negotiated
rates
Car rental
Neutral
Highest priority
All priorities
Consideration
of class rules
Consideration
of negotiated
rates
Provider list with
the cheapest
vehicle
SAP AG 1999
The variants of the price-controlled availability query indicate the different ways that the Best-price
flight function can be used in Travel Planning:
Inactive
Active, without taking existing travel profiles into consideration
Active, taking travel profile into consideration
Active, taking into consideration the parameters defined in Customizing under Specify settings for
price-controlled availability query (see also Structure of Enterprise-Specific Travel Policy)
Depending on the rates negotiated with the airline carrier, it can occur that not only the provider, but also
the operating airline must be one and the same airline carrier. This can be taken into consideration in the
Customizing view Define price and availability strategies in the Round trip flight field.
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7.9
Display Strategies for Hotel Rates
Rate ABC
Only
User group
Standard user
poss. for
certain
hotel/hotel chain
Rate ABC
Rate DEF
Rate WXY
User group
Power user
poss. for
certain
hotel/hotel chain
Rate ABC
Rate BCD
Rate CDE
Rate DEF
...
Different
views for the
list of
available
rooms

Rate ABC
Rate WXY
Rate XYZ
Rate UVW
Rate XYZ
SAP AG 1999
In the IMG activity Define Display Strategy for Hotel Rates you control which hotel rates are to be
displayed to the user during an availability query. The control thus depends on the user group (see unit
Structure of Enterprise-Specific Travel Policy).
Using the display strategies for hotel rates you can prevent a traveler or travel assistant from seeing hotel
rates during an availability query that are in the connected reservation system but are not relevant for the
traveler (or travel assistant) making the query. This means, for example, that a traveler who wants to
make a booking, does not see the rates MIL (rate for military dependents) or SRS (senior citizen rate).
These rates could, however, be of interest to a travel agency clerk for comparing prices.
For this you access the hotel rates defined in Customizing in the following activities:
(Master Data Travel service provider Hotels ) Define hotel rates:
All hotel rates registered in the external reservation system (public rates, negotiated rates and rates
negotiated for the hotel catalog)
The entry blank in the Rate field means that all the rates found are displayed.
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7.10
Dialog and Planning Control: Unit Summary

Control the assignment of the travel profile using
feature TRVCP
Make settings for the price and availability query
in entry transactions
Set up certain display strategies for hotel rates
SAP AG 1999
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8
Contents:
Authorization Concept
Working with Activity Groups
SAP AG 1999
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8.2
Authorization Management: Unit Objectives

Explain and maintain the authorizations for Travel
Planning
SAP AG 1999
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8.3
Course Overview
Master Data
Travel Policy
Conclusion
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8.4
Authorization Management: Business Scenario
The travelers in your enterprise can book the travel

services for their trips themselves but they can not
approve travel plans. You have to assign the
relevant authorizations.
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8.5
Profile Generator: Managing Authorizations
Profile
Generator
Create, Display
or Change
Activity Groups*
Authorizations
User-Specific menu
Assignment to Users
*As of Release 4.6C: Role
SAP AG 1999
You use the profile generator to generate and manage "activity groups" (as of 4.6C "roles"), which
contain specific sets of authorizations. Activity groups also include role-specific menus that only contain
the functions required by the relevant activity group. This simplifies navigation and makes it easier to
call the menu options that the user needs most frequently.
You assign the users to activity groups that have already been set up. When the users call the system, the
appropriate menu is offered and they have all of the relevant authorizations.
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8.6
Activity Groups: Authorization Concept
Maintenance of Activity Groups

Activity group
SAP_FI_TV_ADMINISTRATOR
Description
Travel Assistant
Description
Menu
Authorizations
Created
User
Last change
User
HAHN
MAYER
Date
03.01.2000
03.16.2000
08:30:02
Time
16:08:02
Time
Information on Authorization Profile
Profile name
T_80000027
Profile text
Profile for activity group SAP_FI_TV_ADMINISTRATOR
Status
Current version is generated
User
Date
Maintain Authorization Data and Generate Profiles

Change authorization data
Call screen Maintain Activity Groups: Authorizations

SAP AG 1999
Creating authorizations and authorization profiles
With the profile generator authorizations are automatically created on the basis of the menu functions
chosen beforehand. The profile generator can, however, not propose suitable "default values" for all
authorizations of all enterprises. Therefore, manual post-processing by the authorizations administrator
in cooperation with the relevant departments and the revision department is usually necessary. By using
organizational levels you can maintain larger numbers of authorization fields at one time and simplify
manual processing considerably.
When the authorizations have been maintained according to the company's requirements, the
authorization profile can be generated. The authorizations do not go into effect until then. A profile can
contain a maximum of 150 authorizations. If this number is exceeded, the profile generator automatically
creates more profiles for the activity group. The name of the profile (Note no. 16466) is made up of 12
characters, of which the first 10 can be changed during initial generation; the remaining two characters
are used as counters. You can not use an underline symbol (_) for the second character of this name.
By clicking on the circled field you can call the screen shown on the next slide.
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8.7
Activity Groups: Maintain Authorizations
Maintain Activity Groups: Authorizations

Changed
Open
Maintain:
Maintained Org.level...
Unmaintained org.levels
SAP_FI_TV_TRAVELER
+
-
FI Trav.Management:Trav.Man.Administrator
Manual Travel Planning

Manual Travel Planning
Authorization level
Personnel number check
Company code
Cost center
Personnel area
Employee group
Employee subgroup
Employee grouping for Travel
Organizational key
+
+
Open fields Status: Unchanged
Cross Application Authorization Objects

Financial Accounting
Manual
Manual
-
Information
*
0
*
*
*
*
*
*
*
Manual Travel Expenses

Manual Travel Expenses
SAP AG 1999
The section of the authorization profile shown above for the activity group Travel Management
Administrator gives you an example of pregenerated SAP profiles.
You can change these authorizations to suit your enterprise's requirements.
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8.8
Authorization Object for Travel Planning
(F_TRAVL)
F_TRAVL
Field
Meaning
Values (Examples)
AUTHC
Authorization level
R, W, B
AUTHP
Personnel number check
BUKRS
Company code
KOSTL
Cost center
PERSA
Personnel area
PERSG
Employee group
PERSK
Employee subgroup
PTZUO
Employee grouping for Travel Man.
VDSK1
Organizational key
SAP AG 1999
To control access rights to objects in Travel Planning you have the authorization object: Travel Planning
(F_TRAVL).
The authorization object Travel Planning contains 9 fields (protected system elements), in which you
can assign authorizations (values). The values within a field are checked in an OR link. The values
between fields are checked in an AND link.
You can define any number of authorizations for each authorization object, by storing a set of
permissible values for the fields in an object.
A user can only carry out actions for Travel Planning if the authorization check is successful for him/her
for every field stored in the object.
The values for authorization fields BUKRS, KOSTL, PERSA, PERSG, PERSK and VDSK1 come from
infotype 0001 (Organizational Assignment); the value for field PTZUO is filled from the entries in
infotype 0017 (Travel Privileges).
The fields AUTHP and AUTHC are explained on the next slide.
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8.9
Fields AUTHP and AUTHC
Field AUTHC
Authorization Level
Values
R
Read (Display travel plans)
Maintain R/3 data

(Create/Change travel plans)
Approve travel plans
Book in connected
reservation system
Book approved trips in the
connected reservation system
C
*
Field AUTHP
Personnel Number Check
Values
O
Own personnel number only
All personnel numbers except own
All operations
All personnel numbers
SAP AG 1999
The field AUTHP (authorization level) determines the functions in Travel Planning for which the user
has authorization. You have to enter each of the relevant values individually. None of the values contain
other values automatically.
When Travel Planning is called, the system first checks to see if at least a read authorization exists
(authorization level R). If so, more detailed authorization checks take place within the transactions.
With the field AUTHC (personnel number check) you control whether a user may only fulfill tasks in
Travel Planning for his/her own personnel number or for other specific personnel numbers. The
following values can be assigned in this field:
O
Only the user's own personnel number may be maintained;
Example: decentral concept
E
All personnel numbers but the user's own may be maintained;
Example: department secretary
*
All personnel numbers may be maintained;
Example: central concept
If you want to define the characteristic O or E for a user in the authorization field Personnel number
check, you have to already have entered the link between the personnel number and the relevant user in
infotype Communication (0105), subtype System user name SAP System (0001).
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8.10
Activity Groups: Assignment to Users
Change Activity Groups
Other activity group
Information
Activity group
SAP_FI_TV_TRAVEL_MANAGER
Description
Travel Manager
Attributes
Menu
Authorizations
Selection
User ID
MILLER
User name
Chris Miller
User
Personalization
User
synchronization
From
02.01.2000
To
12.31.9999
SAP AG 1999
Prerequisite: Before you can assign users, they have to already exist in the system. For more
information see Create and maintain user master records (Pushbutton: Information).
User: In the User tab page you enter the users to whom the activity groups or the relevant authorization
profiles are to be assigned.
Selection: Via Selection you can display a multiple selection list of the existing users in the system.
Caution: Never enter generated profiles directly in the user master record!
(Transaction User maintenance)
User synchronization: Via the User synchronization pushbutton you can enter the profile automatically
in the respective user master records.
For all user roles contained in the standard SAP System the authorization data is already completely
maintained. In all customer-specific value fields, such as company code, plant, but also authorization
groups and some other authorization fields, the value '*' has been entered. This made it possible to
pregenerate usable authorization profiles.
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8.11
Travel Management Activity Groups: Menus
Travel
Assistant
Traveler
Menu
Travel Man.
Administrator
Menu
Travel manager
Menu
Travel manager
Travel Planning- Travel Planningrelevant

relevant
HR Master
HR Master
Data
Data
Travel Expenses- Travel Expensesrelevant
relevant
HR Master
HR Master
Data
Data
Approving
Manager
Travel System
Manager
Menu
Planning
manager
Approval
of trips
Travel Expenses
manager
Info system
Trip Advance
Payer
Menu
All options
in menu
Travel
Management
Menu
Trip
advances
Travel Planningrelevant
HR Master
Data
Travel Expensesrelevant
HR Master
Data
SAP AG 1999
For users of the SAP System to work with user-specific or workplace-related menus, they have to be
assigned to an activity group (user role) by means of the profile generator.
The activity groups of Travel Management shown above are pregenerated in the standard system and can
be copied and modified. This applies for the following activity groups:
Traveler
SAP_FI_TV_TRAVELER_AG
Travel Assistant
Travel Administrator
SAP_FI_TV_ADMINISTRATOR_AG
Approving Manager
SAP_FI_TV_APPROVING_MANAGER_AG
Payer of Trip Advances

Travel System Manager
SAP_FI_TV_TRAVEL_ASSISTANT_AG
SAP_FI_TV_ADVANCE_PAYER_AG
SAP_FI_TV_SYSTEM_MANAGER_AG
The role-specific menus of the activity groups are presented above. You can display the role-specific
menu in the initial screen of the R/3 System via the User menu pushbutton, if your user has been
assigned the relevant activity group.
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8.12
Authorization Management: Unit Summary

Explain and maintain the authorizations for Travel
Planning
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9
Conclusion
Course Overview
Overview
Master Data
Travel Policy
Conclusion
SAP AG 1999
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9.2
Course Objectives

Describe all essential business processes involved in
requesting a trip, choosing and booking travel services

online and the relevant approval processes. The course
offers an opportunity to get practical experience in
using these actions in the SAP System.
Define how the processing of trips in your company
and cooperation with travel agencies can be made

more efficient by using Travel Planning.
See how Travel Planning applies your company's travel
policiy as well as enterprise-specific rates, discounts

and data from providers' customer programs when
travel services are booked.
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9.3
Recommended Follow-up Activities
Go through the exercises using IDES data or your own data

Read on-line documentation
Read IMG documentation
Read release notes
SAP AG 1999
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10
Appendix
Contents:
Additional slides covering the following topics:
Reporting
Integration of Travel Planning and Travel Expenses
Decoupling using ALE (Application Link Enabling)
Glossary
SAP AG 1999
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10.2
What Reporting Possibilities are Provided in Travel
Planning?
Reports by Provider
-> What business volumes are achieved
using which hotel chains / car rental
companies?
Geographical Reports
What contingents are required for
locations/regions/countries (across
all providers)?
An analysis of this data

strengthens the negotiating basis
for talks with service providers
SAP AG 1999
The main job of the Reporting tool in Travel Planning is to support the travel manager of an enterprise
carry out his or her strategic tasks. These include, for example:
Determining/planning requirements and procuring travel services
Negotiating with service providers and drawing up special conditions
Analyzing booking and settlement data relevant to management
Working out in-house travel policy
Organizing internal, trip-specific processes and booking types
Monitoring efficiency
Predefined queries and reports are available in the R/3 System for this. The connection to the Business
Information Warehouse (BW) also enables the data to be reported in the BW System.
You can also call the Travel Management queries and reports from the Manager's Desktop of HR
Personnel Management.
For more information about the Manager's Desktop functions, see Help -> SAP Library -> Human
Resources -> Personnel Management -> Managers Desktop.
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10.3
Travel Planning Information System

Travel Management

Travel planning
Information system
Flights
Hierarchical Overview of Flights by Airlines
Overview of flights by airlines
Overview of flights by locations
Ticket Information for Flights
Hotels
Business Volume with Hotel Chains, Hierarchical
Business Volume with Hotel Chains
Business Volume by Hotel Location
Car Rental
Business Volume with Car Rental Companies
Business Volume by Rental Locations
Global Reports
Overview of Planned Trips
Tools
SAP AG 1999
You
will find the predefined reports and queries for SAP Travel Planning in the SAP Easy Access Menu
under
Accounting -> Financial Accounting -> Travel Management -> Travel planning -> Information
system
or
Information systems -> Accounting -> Financial Accounting -> Travel Management -> Travel
Planning
The predefined reports for Travel Planning in the standard delivery system are almost all queries. Only
the Hierarchical Overview of Flights by Airlines and the Business Volume with Hotel Chains,
Hierarchical are ABAP reports.
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10.4
Travel Management Queries
Information system
Flights
Hotels
Car rentals
Global reports
Tools
User
User group (SAPQUERY/FT)
Functional area (/SAPQUERY/FITV)
Logical DB
PTRVP
Query
SAP AG 1999
The functional area /SAPQUERY/FITV is delivered based on the Travel Management logical database
PTRVP. This functional area includes both Travel Expenses and Travel Planning. A functional area
collates the table fields and, for example, the long texts for key fields and work fields that are relevant
for reporting.
The user group /SAPQUERY/FT contains the queries defined in the functional area delivered by SAP (in
the global query area, as cross-client objects).
You can call the query transaction for the special Travel Management user group via the menu option
Tools. You can create your own, customer-specific queries here.
By transporting the functional area and the user group to the standard area you can also create queries
that are only available in one client.
For more information on creating SAP queries, see Help -> SAP Library -> Human Resources ->
Reporting in Human Resources Management -> HR Reporting Tools -> BC - SAP Query and the
QuickViewer.
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10.5
Query Output Lists
"Flights by locations" query
Define statistic
Definition
of query
Field
Flight dep.loc.(cde)
Dep. location flight
No.of Flights (add.field ...)
Airline (code)
Flight cabin class
...
No Srt
1
De
Su
...
% Len Text
25
...
Statistics: "No.of flights by departure location"
Output
of query
(statistics)
From
Departure location
Number
CPH
FRA
HAM
MUC
MXP
NAP
...
Copenhagen
Frankfurt
Hamburg
Munich
Milan, Malpensa
Naples
...
1
9
1
2
1
1
...
Proportion
in %
5,6 %
50,0 %
5,6 %
11,1 %
5,6 %
5,6 %
...
SAP AG 1999
The output of a query can consist of several lists:

a basic list
several statistics
several ranked lists
The query "Flights by location" (see above) is thus made up of the statistics "Number of flights by
departure location", "Number of flights by arrival location" and "Number of flights by city pairs".
A basic list can be compiled from the functional area fields using the graphical Query Painter.
You define a statistic by specifying the sequence and sorting of the fields that are to be output.
For a ranked list you specify the sequence of the fields and a numerical field as criteria.
When the query is executed all records that match the selection options are output in the basic list
individually and used to calculate the statistics and ranked lists.
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10.6
SAP BW provides ...
Powerful analysis of information

- innovative, intuitive user interface
- powerful OLAP analysis functions
- for all user types
Comprehensive Business Content

- information models, reports and
extractors
- metadata repository
- company comparison value
R/3
Sonst.
End-to-end data warehousing solutions

- extraction of R/3 data and external data
- fully automated
- central control
SAP AG 1999
The SAP Business Information Warehouse allows you to analyze data from operation R/3 applications or
any other business applications (even data from external sources, such as databases, online services and
the Internet).
SAP Business Information Warehouse supports Online Analytical Processing (OLAP) and is, due to its
structure, particularly suitable for processing large volumes of operational and historical data.
The Business Content function is optimized for core areas and processes and allows you to analyze the
relationships in every area of your company.
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10.7
Business Information Warehouse Architecture
Business
Business
Explorer
Explorer
3rd
3rd party
party OLAP
OLAP
client
client
BAPI
OLAP
OLAP Processor
Processor
Administrator
Workbench
Metadata
Repository
Staging
Staging Engine
Engine
Database
Business
Information
Warehouse
Server
BAPI
R/3
File
R/2
Legacy
Provider SAP BW
SAP AG 1999
Another, more powerful, way of reporting the data from Travel Management is to use the SAP data
warehouse, the Business Information Warehouse (BW).
Using this type of reporting the data can, if necessary, be extracted from several R/3 systems into a
special BW System. There it is stored in an optimum form for reporting. Reporting can then be carried
out efficiently and flexibly using an analytical processor.
Further advantages are:
a faster reporting run can be guaranteed via BW
the data from different source systems is available in BW for reporting via a single interface
Business Content for Travel Management

Business Warehouse reporting is available for Travel Management from BW Release 2.0A.
The extraction of data from the R/3 System is supported beginning with R/3 Release 4.5B.
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10.8
BW Business Content for Travel Managers
Travel Planning
Travel expenses:
Planning data
Travel
Expenses
InfoSources
Travel expenses:
Totals and receipts
Planning data
Trip totals and

receipts
Flight bookings
Overview of
travel expenses
Car rental
bookings
InfoCubes
Number of trips
Travel expense
receipts
Hotel bookings
Workbooks
+ Queries
SAP AG 1999
Source data from SAP Travel Planning:

InfoSource Travel Expenses: Planning Data
Transaction data from travel plans created using SAP Travel Planning. The data that matches the
settings in the extractor is transferred to BW Business Content (in other words, if no filter has been set
in the extractor all available data is transferred).
The following is an example of one of the predefined queries:
Query Flight Bookings:
This query displays all the flight bookings made using the the SAP application component Travel
Planning via the connected reservation system. The number of flights booked for each departure
location is displayed, whereby you can also include the airline, date of departure and arrival location
of the flight.
You can also delimit the report to:
- Display by quarter
- Display by calendar year
You can use this query to answer the following questions:
- Which airlines do our travelers prefer to use?
- Which cabin classes are booked most frequently?
- Which are the routes flown most frequently by our travelers?
- Can these specifications be used to negotiate special major customer rates?
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10.9
Business Explorer - Execute Query
File
Edit
Flights.xls
View
Insert
Format
Tools
Data
Window
Flight Bookings
Key date
Status of data
Airline
Departure location
Flight arrival
location
Dep.location (cntry)
Arr.location (cntry)
Cabin class
CalYear/Quarter
Cabin Class
Airline/Calendar Year
No.of Bookings
No.of Bookings
No.of Bookings
Total
Result
Total
Result
Result
SAP AG 1999
You can use the Business Explorer to call queries in BW. The query is reproduced in a special Excel
form using macros. In the upper area are the user-defined characteristics that you can use to filter or
expand the data.
The lower area is the results area. Here the data is displayed according to the filter or expansion criteria
you used in the upper area.
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10.10
Integration in Travel Management Customizing
Integration of Travel Planning - Travel Expenses

Activate request/plan/expense report in travel manager.
Define travel planning for trip provision variants
Define assignment of exp.code to trav.serv.prov.category 3

Define assignment of trip schema to travel plan
Numbering
compare next
slide
SAP AG 1999
Set the parameters for the integration of Travel Planning and Travel Expenses in Travel Management
Customizing using the IMG views listed above. These are explained in more detail on the following
slide.
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10.11
What Expense Report Data is Generated from What
Plan Data?
For
For each
each trip
trip provision
provision variant
variant
What is active?
Travel req. active?
Travel plan active?

Exp. report active?
2 Data transfer
Travel Plan
Travel service
Travel Exp.Report
e.g. C (rental car) generates
(Travel manager)
from plan to
expenses active?
Assignments - What is generated from what?
Travel plan type
e.g. Domestic
generates
Expenses receipt
MTWG (rental car

receipt)
Trip schema
Domestic trip
schema
SAP AG 1999
Due to the integration of Travel Planning and Travel Expenses trip data can be transferred from the
travel plan of a trip to the travel expense report of this trip, whereby the expense receipts are generated
automatically. When you create a travel plan the system automatically creates a travel expense report in
the background, which is then available for processing later. In the standard delivery the integration is
activated for all trip provision variants.
If specified in the travel plan, the following data is transferred:
General trip data (time, destination, reason, and so on)
Stopovers
Cost distribution
Expense receipts (generated from the travel services booked in the travel plan)
The integration of Travel Planning and Travel Expenses covers all the entry transactions in these two
components.
The data transfer is only made once and only in one direction. This means that changes made to the
travel plan after the travel expense report has been created are not automatically updated in the expense
report. These changes have to be entered in the expense report manually.
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10.12
Travel Management as a Decoupled System
Required releases statuses for the interfaces
Master data
3.1G Replication
via ALE
Travel
Booking
4.5A AC interface1
all
File transfer1,2
Reimbursement, 4.0A
Additional amounts
HR
4.0A: Replication of master data

(Generation of vendors in ACC possible)
ACC
Input help (F4 help) only possible for acc.assignment object,

if this is replicated in the Travel System
2 4.0A, B: Verification of acc.assignment obj.; file transfer via ALE
1
SAP AG 1999
Systems with different release statuses can be linked together using Application Link Enabling (ALE)
technology. A Travel Management System can thus be run on a more recent release status than HR or FI
without the need for multiple maintenance of data.
The release statuses shown above refer to the minimum release status required. This means, for example,
in the case of the HR master data replication, that the system must have at least release status 3.1G. The
required Infotypes from Travel Planning must then be entered in the 4.6 system. To reimburse travel
expenses or control the additional amounts one of the systems must have at least release status 4.0A.
For posting to FI the new AC interface can be used by both sides beginning with release 4.5A.
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10.13GLOSSARY
10.14Action
Series of Infotypes that are added, changed, partially or completely deleted or delimited in the HR System, for the
reason specified (hiring, change in cost center, leaving, and so on).
The sequence of the Infotypes that are edited using these actions is defined in the HR System.
10.15Business trip
A change of location, including trip to and from an employee's home and regular place of work due to a temporary
professional task performed by the employee.
10.16Class rule
An enterprise-specific rule that controls the selection of travel services per employee
A class rule defines service classes (such as room classes or flight cabin classes) per travel service category that can be
chosen by an employee depending on duration.
10.17Country-subdividing region
Partial area of a country in which several IATA locations contained in it are grouped.
Country-subdividing regions are R/3-specific and, unlike IATA locations, user definable. They are used as restrictive
criteria for determining company-specific trip rules for the corresponding transportation and accommodations types.
10.18Cross-country region
Combination of several countries and their IATA locations.
Cross-country regions are R/3-specific and, unlike IATA locations, user definable. They are used as restrictive criteria
for determining company-specific trip rules for the corresponding transportation and accommodations types.
10.19Customer program
Travel service provider's offer program with special travel conditions.
Customer programs are agreements based on certain criteria, such as, for example, the frequency or volume of the
travel services, that a company becomes from a provider.
In the flight sector the most common customer programs are Frequent Flyer Programs, that offer more favorable
conditions for frequent flyers, such as the Lufthansa Miles & More Program.
10.20Document (Financial Accounting)

Proof of a business transaction. A distinction is made between original documents and data processing (DP)
documents:
Original documents include incoming invoices, bank statements and carbon copies of outgoing invoices.
DP documents include accounting, sample and recurring entry documents. Whereas the accounting document is a
representation of the original document in the system, sample and recurring entry documents are merely templates
to simplify entry of accounting transactions.
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10.21Employee trip
An employee's business trip.
An employee trip includes the change of location to and from another location due to a temporary external activity.
Example:
Employee: Chris Miller
Trip duration: from 01.03.1999 10 am to 01.05.1999 10.15 pm
Main destination: ABC AG, Hamburg, Germany
Trip type statutory: Business trip
Travel expenses reimbursement type: accommodations - single
meals - per diem
travel costs - flat rate
Distance traveled: 678 kms
10.22Feature
Objects in the system that determine certain values by querying different personnel and data structure fields within an
enterprise.
The values are "return values" or "results". They are used to determine defaults and control certain system processes.
In this way, features improve system flexibility.
The most important types of features are those that:
determine default values
control system processes
determine how lists are displayed in reporting
10.23IATA location
A location that has been registered by the IATA (International Air Transport Association) and assigned an IATA code.
IATA locations serve as the basis for flight, hotel and car rental reservations and represent the smallest geographical
unit in SAP Travel Planning. An IATA location can, for example, be a city, and/or an airport or a train station.
10.24Information type (= Infotype)

A quantity of data grouped according to their contents.
In the Human Resources component the aim is to be able to process person-related data according to business
requirements in an effective structure.
From a technical point-of-view Infotypes reflect in their data structure a collection of related data records that can be
identified by a four-character code (for example, Infotype Addresses (0006)).
So that employee data can be analyzed with relation to the past, Infotypes can be stored time-dependently.
For the user Infotypes appear as entry masks, using which he or she can maintain the Infotype records. You can
maintain Infotypes individually or using fast entry.
You have the following possibilities for processing Infotype records:
Create
Change
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AC275 15
Copy
Delimit
Delete
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AC275 16
10.25Passenger Name Record (PNR)

The booking code of the global reservation system AMADEUS connected to SAP Travel Planning.
The PNR transfers information about the relevant time and location data for the transportation or overnight stay
service to the travel center or affected provider. In the PNR additional information about the traveler or special service
requests can also be included.
One PNR is created for each travel plan in R/3 Travel Planning.
10.26Receipt
Original document (such as a hotel receipt) used by travelers to enter their trip facts in the Travel Management
System.
10.27Sales office
Office or agency of a travel service provider. The sales office has access to the Amadeus System and is identified via
an office ID specified by Amadeus.
10.28Travel profile
A combination of an enterprise's travel policies as represented in the SAP System.
The travel profile helps to control compliance with trip rules when the Travel Planning application component is used.
It is assigned to individual employees via Infotype 0470 (Travel Profile) or via feature TRVCP.
10.29Travel policy
Rule within an enterprise for regulating business trips.
10.30Trip destination
Location (town/city & country) in which a business trip takes place.
A distinction is made between the main destination and one (or more) stopovers.
10.31Trip rule
An enterprise-specific regulation that determines the usage of a travel service category (flight, hotel or car rental)
depending on the trip destination
A trip rule can be defined, for example, saying that a certain car rental company must be chosen for all destinations
outside of Germany.
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AC275 TravelManagement Travel Planning

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AC275 TravelManagement Travel Planning

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AC275 Travel Management-Travel Planning

R/3 System Release 46C 05/01/2001

AC275 Travel Management-Travel Planning.................................................................................................................0-1

Travel Manager (6): Functions in the Travel Plan................................................................................................3-15

Course Overview Diagram.....................................................................................................................................5-3

Price and Availability Strategies (2): Details..........................................................................................................7-8

Copyright 2001 SAP AG. All rights reserved.

Financial Accounting and

Special Purpose Ledger

AC270 Travel Management - Travel Expenses

Consultants, project teams

This course will prepare you to:

(processing travel requests, querying available travel

system using Travel Management Customizing

At the conclusion of this unit, you will be

Travel Planning is to be implemented in your

General trip data

Request and approval using

Data transfer via ALE:

Processing with SAP Travel Management

In this course the main focus is on Travel Planning.

SAP Travel Planning

Travel agency expert

Data Flow and Future Role of the Travel Agency

SAP R/3 Server

Booking record (PNR)

The general concept of Travel Planning is based on two things:

You are now able to:

2.16Overview of Travel Planning Exercises

At the conclusion of these exercises, you will be able to:

HR Master Data for Travel Planning:

2.17Overview of Travel Planning Solutions

HR Master Data for Travel Planning:

Choose Edit Create.

Enter the preferences from the exercise.

Save your entries and exit the Infotype.

Functions of Travel Planning scenarios

At the conclusion of this unit, you will be able to:

Determine available travel services

Book selected travel services

Approve travel requests

Approve travel plans

Payer of Trip Advances

When a travel plan

Welcome to R/3 Travel Management

Creating a travel request

Initial screen: Create trip objects

Settings for User MILLERC

Width of overview area

Display graphics (reduces performance)

Information on the traveler

In-house contact person in the

Travel Request: Chris Miller, Trip 000001532

Request transportation / accommod.

The travel request includes entries regarding:

Request transportation / accommod.

Sunday 03.06.00, 00:00 h

FlghtToDest Return flgt

Request transportation / accommodations:

2. Save travel request

resubmission for ticket issue (Queue) ).

Travel plan: Chris Miller, Trip 000001532

Reserve car rental

You can do the following