Expense Scenarios with SAP Cloud for Travel and Expense

August 19, 2014 Yingwu Gao

This explains the expense scenarios in more detail for SAP Cloud for Travel and Expense Integration rapid-deployment solution. This is based on previous post Onboarding SAP Cloud for Travel and Expense with Accelerated Integration.

 

The solution covers the main processes around the integration of employee master data, financial master data, and expense business processes. The expense scenarios depend on employee and financial related master data replication. Employee master data replication is from SAP ERP HCM to SAP Cloud for Travel and Expense, including initial data replication and delta data replication, for Employee and organization data. Financial master data replication is from SAP ERP FI to SAP Cloud for Travel and Expense, including initial data replication and delta data replication, for cost center, cost objects (internal orders, projects, networks and network activities, sales orders), currency exchange rate, and business partners data.

 

Beyond the master data replication, it specifically defines the following three expense scenarios with SAP ERP and SAP Cloud for Travel and Expense.

 

FI Vendor Payment

 

This scenario is a common expense process scenario, the integration is between SAP ERP FI and SAP Cloud for Travel and Expense, and may not integrate with SAP ERP HCM at all. It requires FI vendor account to be created or mapped in SAP ERP FI. The expense related account data and G/L are posted to SAP ERP FI for payment and reimbursement, payment is through SAP ERP FI (A/P), then payment and reimburse notification is sent back to SAP Cloud for Travel and Expense.

 

Followed by the travel planning and booking business processes within SAP Cloud for Travel and Expense, this scenario handles the transactional expense business processes and data integration involving the expense posting and reimburse notification between SAP Cloud for Travel and Expense and SAP ERP FI, through either the SAP middleware PI or direct P2P (point to point) without middleware.

 

Traveler/employee has requested a trip, booked the trip, and completed the trip, then claims the expense in SAP Cloud for Travel and Expense. Once it's approved, the system automatically posts the expense related account data with G/L to SAP ERP FI. Each traveler/employee is treated as a vendor in SAP ERP FI, the payment and reimbursement is executed toward the vendor account, reimbursement notification then sent back to SAP Cloud for Travel and Expense, so that the traveler/employee receives the reimbursement confirmation as a message in SAP Cloud for Travel and Expense.

scenario1.jpg


FI Vendor Payment with HR Taxation

 

This scenario is a typical expense process scenario using SAP ERP FI for vendor payment and integrated HR taxation with SAP ERP HCM, the integration is between SAP ERP FI, SAP ERP HCM, and SAP Cloud for Travel and Expense. It requires FI vendor account to be created or mapped in SAP ERP FI, and payroll interface to be configured. The expense related account data and G/L are posted to SAP ERP FI for payment and reimbursement, tax related data is posted to SAP ERP HCM for HR taxation, payment is through SAP ERP FI (A/P), then payment and reimburse notification is sent back to SAP Cloud for Travel and Expense.

 

Followed by the travel planning and booking business processes within SAP Cloud for Travel and Expense, this scenario handles the transactional expense business processes and data integration involving the expense posting and reimburse notification between SAP Cloud for Travel and Expense and SAP ERP FI, tax posting from SAP Cloud for Travel and Expense to SAP ERP HCM, through either the SAP middleware PI or direct P2P (point to point) without middleware.

 

Traveler/employee has requested a trip, booked the trip, and completed the trip, then claims the expense in SAP Cloud for Travel and Expense. Once it's approved, the system automatically posts the expense related account data with G/L to SAP ERP FI, and the tax related data to SAP ERP HCM for HR processing. Each traveler/employee is treated as a vendor in SAP ERP FI, the payment and reimbursement is executed toward the vendor account, reimbursement notification then sent back to SAP Cloud for Travel and Expense, so that the traveler/employee receives the reimbursement confirmation as a message in SAP Cloud for Travel and Expense.

scenario2.jpg

 

HR Payment and Taxation with FI G/L Posting

 

This scenario is a expense process scenario using SAP ERP HCM for HR payment and taxation, and SAP ERP FI for G/L posting, the integration is between SAP ERP HCM, SAP ERP FI, and SAP Cloud for Travel and Expense. It requires payroll interface and payroll payment configured in SAP ERP HCM, and FI vendor account to be created or mapped in SAP ERP FI,. The expense related account data and tax are posted to SAP ERP HCM for payment and taxation, G/L data is posted to SAP ERP FI, payment/reimburse is through SAP ERP HCM (HR payroll).

 

Followed by the travel planning and booking business processes within SAP Cloud for Travel and Expense, this scenario handles the transactional expense business processes and data integration involving the expense and tax related posting from SAP Cloud for Travel and Expense to SAP ERP HCM, G/L posting from SAP Cloud for Travel and Expense to SAP ERP FI, through either the SAP middleware PI or direct P2P (point to point) without middleware.

 

Traveler/employee has requested a trip, booked the trip, and completed the trip, then claims the expense in SAP Cloud for Travel and Expense. Once it's approved, the system automatically posts the expense related account data with tax to SAP ERP HCM for payment and taxation processing, and the G/L data to SAP ERP FI for accounting purpose. The payment and reimbursement is executed toward the mapped expense account.

scenario3.jpg

 

The three scenarios are transactional data integration scenarios in the expense business process. The master data replication needs to done before the business processes to be executed. The data transaction is through IDoc, for posting to SAP ERP FI and/or SAP ERP HCM. Predefined contents for the integration scenarios are provided for faster onboarding, including the guided configuration, best practices, PI contents, etc. Partners or implementers may choose one of the scenarios that is a best fit for customer's business requirements, system landscape, and preference.

 

The expense scenarios can be implemented either through the middleware SAP NetWeaver Process Orchestration (PI) running on-premise, or direct point to point (P2P) integration between SAP ERP on-premise and SAP Cloud for Travel and Expense.

 

SAP Cloud for Travel and Expense Integration rapid-deployment solution will be available in 2014 Q4.

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