travel management in sap configuration

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Configuring SAP FI-TV for Business Travel

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• Configure FI-TV for business-specific policies
• Set up travel requests, travel planning, and travel expenses
• Work with the master data and transactions that govern travel

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Chapter 9. Travel Management Configuration

The Travel Management module covers all the activities surrounding travel. In this chapter, we will cover the important configuration steps for three areas of Travel Management: raising a travel request, planning travel, and settling travel expenses. We will also learn to configure the following important Travel Management functions:

• Planning a trip
• Booking a trip
• Settling expenses incurred for the trip in detail

Travel Management – features and functions

The standard functionalities of SAP Travel Management are equipped to plan a travel destination, book travel trips, settle expenses via payroll or finance, and also transfer the expenditure data to other modules such as controlling, payroll, and fund management. ...

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SAP Travel Request Configuration

Sap travel request.

The overall process of travel management consists of the functionalities of requesting a travel trip, planning and booking a trip, and settling the trip.

The following SAP HR training guides on how to configure travel Requests in SAP. In our previous tutorials, we learned about an overview of S AP travel management .

SAP travel requests process the services with the help of Web Dynpro ABAP user interfaces. The travel request consists of the following details.

• Data and Time of the travel trip requested.
• Reason for a travel trip.
• Destination of travel
• Details of a cost center.
• Estimation of cost trips.
• Travel through Bus, Rail, Flight, and so on.

The travel trip is requested or booked through the different sales offices by grouping the employees by the external reservation system.

1. Define Groupings for Access to External Reservation system

Step 1: – Enter the transaction code “SPRO” in the command field and enter to continue.

Step 2: – Select “SAP Reference IMG”

Step 3: – Follow the IMG Path.

SAP Customizing Implementation Guide >> Financial Accounting >> Travel Management >> travel request >> Travel Request ESS >> Other travel services >> Define Groupings for Access to External reservation system .

Step 4: – On the change view “grouping for determining Sales offices overview screen, click on new entries to define new groupings as per business requirements.

Step 5: – On the new entries screen, update the grouping id and description of grouping.

Click on the save button and save the data.

2. Define Other Travel Services

Travel service keys like flight, hotel, bus, and so on can be defined by using the following navigation method.

IMG>> Financial Accounting >> Travel Management >> travel request >> Travel Request ESS >> Other travel services >> Define other Travel Services.

On change View other travel services overview screen, click on new entries to define new travel services.

On the new entries, the screen updates the following information.

• Sales office Dept: – Update  Groupings for Access to External reservation system  id that we have configured in the above step.
• Code: – Update the new code for travel service
• Name:- Update the descriptive text of the travel service key.
• Field control: – Select the option to control the field.

Click on the save button and save the configured entries.

3. Assign Groupings for Access to External Reservation System

Here we are going to assign a sales office, reservation system, and logical system to the group of employees.

Travel Management >> travel request >> Travel Request ESS >> Other travel services >>Assign Groupings for Access to External Reservation System

On the process feature TRVOF decision tree screen, click on create button.

In the next screen, choose node type for new nodes and update all the details and save the data.

Define Travel Mediums and Estimated costs to be Approved

You can define estimated costs and mediums of travel by using the following navigation.

SAP Customizing Implementation Guide >> Financial Accounting >> Travel Management >> travel request >> Travel Request ESS >> Define Travel Mediums and Estimated costs to be Approved.

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Travel and Expense Management

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Connect travel, expense, and invoice management for total visibility and control

Submit and approve expenses on the go, capture travel regardless of where it's booked, and get ahead of vendor payments.

Automated, faster processes

One view of spend

Integrated spend data

Connected business travel

Transparent travel data

Intuitive online booking

• Automated, connected accounts payable

Electronic invoice capture

On-time vendor payments

Product Overview

Connect all your travel and spend data in one place to simplify spend management and control cash flow proactively.

• Concur Expense
• Concur Travel
• Concur Invoice

Simplify the spend management process, from system implementation to expense reporting and expense tracking, with user-friendly tools.

Get a single end-to-end view of all employee spend to better manage budgets, forecast accurately, and make more strategic business decisions.

Create, submit, and approve expense reports from any device, in the office, at home, or on the go.

SAP Concur helps us achieve our goals by allowing us to scale our organization and improve productivity as our employee population keeps growing. We are delivering quick, easy, and fully auditable T&E functionality to our employees. Reema Mukherjee, Director of Finance Systems and Solutions at VMware

• Watch the video

Connect your corporate travel management ecosystem and see how much you’re spending with user-friendly tools and applications.

Gain visibility into all travel data to boost compliance, capture trips however they’re booked, and support Duty of Care requirements.

Plan and book business travel, monitor itinerary changes, and share travel plans all from a mobile app.

What SAP Concur solutions provide is a seamless solution, from the moment you book your travel to the moment you come back home. Helder de Freitas, Travel Specialist, Discovery

Automated, connected accounts payable  

Automate vendor invoice management to eliminate paper, reduce tedious manual tasks, prevent costly errors, and give employees valuable time back.

Integrate with your existing ERP or accounting system and connect with solutions from other vendors across the procure-to-pay lifecycle.

Track and control the timing of payments to pay vendors on time and take advantage of early payment discounts.

We now have a full picture of our spend, and don’t have to look into two or three different systems to merge and verify the information. That also makes reporting and overall fiscal governance easier as well. Everything we need to see is in one place. Kevin Stevens, Executive Director of Procurement Services, The University of Alabama

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SAP Concur is recognized with peer review awards

Our solutions for travel and expense management earned multiple 2023 industry leadership awards based on customer reviews.

See how customers are succeeding with SAP Concur

What are analysts saying about sap concur solutions, 2022 idc report: the business value of sap concur solutions.

To evaluate the real-world effectiveness of SAP Concur solutions, IDC conducted in-depth interviews with several leading worldwide organizations using the solutions to optimize their business travel and expense reporting and operations.

• Read the IDC report

Explore our latest innovations

New sabre experience in concur travel.

Provide comprehensive car, hotel, and air booking services using a new Sabre experience that includes improved workflows, NDC airline content, and more.

AI-generated cost estimates in Concur Request

Estimate business trip costs automatically and accurately so employees don’t need to spend time and effort researching the cost of each aspect of their trip.

• See travel and expense innovations

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Bianka Woelke is group vice president of Application Product Management at SAP.

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