Upload of Travel Expense Per Diems from a File
SAP Travel Management
www.sap.com
TABLE OF CONTENTS
USE ................................................................................................................................................................... 3
PREREQUISITES ............................................................................................................................................. 3
SCOPE OF FUNCTIONS .................................................................................................................................. 3
Selection ................................................................................................................................................................ 3
Select Table ............................................................................................................................................................ 3
Field: "Simulation - No DB Changes" ...................................................................................................................... 4
Field: "Display unchanged values in log"................................................................................................................. 4
Options used to export data from file.................................................................................................................. 4
Special options for trip areas ................................................................................................................................... 4
Special options for Meals per diems by hours ......................................................................................................... 4
Special options for Meals per diems by time ........................................................................................................... 4
Important note for entering options: ........................................................................................................................ 5
Warning ................................................................................................................................................................... 5
Options used to save data to the database ........................................................................................................ 5
Example .................................................................................................................................................................. 5
Warning ................................................................................................................................................................... 6
Standard Variants .................................................................................................................................................. 6
Activities ................................................................................................................................................................ 6
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UPLOAD OF TRAVEL EXPENSE PER DIEMS FROM A FILE
Report
RPR_UPDATE_PER_DIEMS_FROM_FILE
Short text
Upload Travel Expenses Per Diems/ Flat Rates from File
Title
Upload of Travel Expense Per Diems from a File
USE
You can use this upload to import travel expenses per diems, including any current legal changes, as
supplied by SAP using the SAP Service Marketplace, into the SAP System.
SAP cannot accept any liability for incorrect or incomplete data. Customers are responsible for any
further processing of enterprise-specific information.
Customers can import the per diems provided into the appropriate test client of their SAP System. This
operation must be completed separately for each table (for example T7060 for trip areas) and trip
provision variant (for example 23 for Sweden), as required.
If the changes are made actively, then they will be written to a customizing request. This can then be
tested and imported into the productive system.
Country-specific report variants, that propose the selection criteria recommended to you by SAP, have
been created for the countries listed below. Select the appropriate report variant for your country and
change the corresponding parameters according to your Customizing settings.
PREREQUISITES
To be able to upload the data, you must have saved the appropriate file from the SAP Service
Marketplace as a local file on your local computer (for example A:\T706O.TXT).
The current files can be found on the SAP Service Marketplace under http://service.sap.com/tmdownloads. To go directly to the download files for a specific country, enter the corresponding URL as
listed below:
•
•
•
•
•
•
Austria:
Denmark:
Germany:
Norway:
Portugal:
Sweden:
http://service.sap.com/TM-AT
http://service.sap.com/TM-DK
http://service.sap.com/TM-DE
http://service.sap.com/TM-NO
http://service.sap.com/TM-PT
http://service.sap.com/TM-SE
Alternatively, you can also generate your own file with your trip areas, and/or meals and
accommodation per diems using the report RPR_CREATE_PER_DIEMS_FILE. You can also use this
report to create a back-up version of your file and then import your file into any other system using
report RPR_UPDATE_PER_DIEMS_FROM_FILE.
SCOPE OF FUNCTIONS
Selection
Select Table
You can import the following travel expense tables:
1. Trip Areas (Table T706O)
2. Accommodation per diems (Table T706U)
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UPLOAD OF TRAVEL EXPENSE PER DIEMS FROM A FILE
3. Meals per diems by hours (Table T706V)
4. Meals per diems by time (Table T706H)
Field: "Simulation - No DB Changes"
If you select this field (default setting) the upload will be simulated, this means that the data will not be
transferred to the database. It is recommended that you always execute a simulation run first, to
ensure that the data is correct. You should only deactivate this field and execute the actual run when
the data is correct and no errors have occurred.
Field: "Display unchanged values in log"
This option enables you to decide whether all entries that exist in the file should be displayed as lines
in the log (status 'unchanged'), or whether you only want to see those lines that need to be changed.
Options used to export data from file
The trip provision variants, as entered in the file, are always required. For the data supplied by SAP,
this value is equal to the country grouping from HR (for example 01 for Germany, 02 for Switzerland,
and so on).
If you select the field Further Selections you are provided with further selection criteria appropriate to
the selected table. This is only required if you do not want to upload all of the entries in the file, for
example if you only want texts in a specific language, or when you only want to change an individual
key value (see below).
Special options for trip areas
Language key: You can choose to upload all languages saved in the file or to only upload specific
language keys (for example DE for German and EN for English).
You can change entries and descriptions when you upload trip areas, depending on the options
selected, however it is not possible to delete data that is not in the file. This is because the key fields
for trip areas (Isocodes) can change due to legal requirements and SAP always uses the most up-todate Isocodes in Customizing. It is possible, for example, that there is no entry for the trip area ZR Zaire in the standard SAP Customizing as it has been replaced by the Isocode CD - Congo.
Special options for Meals per diems by hours
• No. of Days
• No. of Hours (for example, 24 = complete day) - This option is relevant for Germany, Denmark,
Norway and Austria. If you select the number of hours as being 24 (complete day), you can then
distribute the per diems according to hours, and calculation formula, using report RPR706VC. You
make the settings for scaling by hours in Customizing for Travel Management under: Travel
Expenses -> Travel Reimbursement Amounts -> Reimbursement Amounts for Meals ->
Reimbursement Amounts for Meals/Hours -> Per Diems for Meals.
Special options for Meals per diems by time
•
•
•
No. of Days
From Time
To Time - This option is relevant for Sweden. If you select the number of days as 99 (the maximum
entry for per diems) you can then distribute the per diems according to time using report
RPR706HC. You make the settings for scaling per diems for meals in Customizing for Travel
Management under: Travel Expenses -> Travel Reimbursement Amounts -> Reimbursement
Amounts for Meals -> Reimbursement Amounts for Meals/Time -> Per Diems for Meals.
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UPLOAD OF TRAVEL EXPENSE PER DIEMS FROM A FILE
Important note for entering options:
If you leave an option empty this means that all data records, containing this option will be selected.
Examples:
1. Field: Trip Country / Country Group = Blank
Result: All Trip countries in table T706O are selected.
2. Field: Trip Country / Country Group = AD
Result: Only the trip country AD = Andorra will be selected.
3. Field: Trip Country / Country Group = AD to AF Result:
All Countries between AD and AF will be selected.
Warning
Note that when an upload takes place, all data record with the validity period end date of 31.12.9999
will be uploaded. Correspondingly only those records with this validity end date will be changes in the
database. If you want to enter legal changes that are valid only for different time periods, for example
changes valid for 01.12.1999 and 01.01.2000, you must upload two individual files with the
appropriate changes one after the other in the correct chronological order. These files are saved in the
SAP Service Marketplace.
Options used to save data to the database
The required entry here is always the trip provision variant and the key used for it in your system (for
example DE rather than 01). You can copy the data from the file to another trip provision variant.
If you want to change other key fields, you need to select the field 'Change key values'.
This then provides you with further selection fields for individual key values. As soon as you select a
field, the entry field for this key value appears and you must enter a value.
The block with the options for reading the file contains the parameters of the standard SAP
Customizing settings, for example Trip Type - stat. is blank for the German trip provision variant. If you
have defined a different key for the German trip provision variant in your Customizing, you can convert
these parameters using the options for saving entries to the database. This enables you to copy key
fields.
Example
The SAP Standard Customizing is set up so that the field Trip Type - statutory is blank whereas the
customer system is set so that the trip type is 'R' - 'Business Trip':
"Options used to read data from file"
Trip Type - Statutory: 'Blank' (empty field)
"Options used to save data to database":
"Change key values" activated
"Change trip type - Statutory", Value = 'R' activated
This converts the entry 'Blank' in standard Customizing to an 'R' in the customer's Customizing.
This function is particularly relevant for all customers that implemented Travel Expense Management
before R/3 Release 4.5. A series of key fields were changed in the standard Customizing for R/3
Release 4.5 (for example the trip type statutory was changed from 'R' to 'Blank' and the trip type enterprise-specific from '0' to 'blank'). For customers, that implemented Travel Expense Management
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UPLOAD OF TRAVEL EXPENSE PER DIEMS FROM A FILE
before these changes were made it is now possible to use the same data by changing the
corresponding key values. The variants with addition "<Rel. 4.5" are provided to do this.
In addition to the standard system only provides a blank enterprise-specific trip type for all trip
provision variants. If customers have created their own enterprise-specific trip types, they can use this
report to copy data, for example tax-exempt amounts to all enterprise-specific trip types.
Warning
If you want to change key values, it is important to ensure that only the data for one individual key
value is read by making the appropriate settings for the parameter is the block 'Options used to read
data from file'. If, for example, the file contains the entries for trip types A and B and you want to copy
the trip type B to C, you should only select the trip type B. If you accidentally select A and B, for
example due to not entering a selection option, then the table key will no longer be unique and this will
lead to errors. The program will restrict the selection to an individual value in order to avoid this.
Standard Variants
The standard System contains report variants for several countries.
Activities
1. Select the country-specific report variant from the report menu by choosing Go to -> Variants ->
Get, and selecting the appropriate country.
2. Change the parameters according to your Customizing settings.
3. Run the report as a simulation; to do this select the field Simulation - No DB Changes.
4. Execute the productive run by deactivating the field Simulation - No DB Changes.
5. Transport the changed records.
6