SUGAMYA END USER DOCUMENT FOR HUMAN CAPITAL MANAGEMENT. Travel and Expenses
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1 ERP - PROJECT SUGAMYA END USER DOCUMENT FOR HUMAN CAPITAL MANAGEMENT Travel and Expenses
2 TABLE OF CONTENTS 1.1 DOCUMENT HISTORY DISTRIBUTION SAVE TRAVEL PRIVILEGES PURPOSE HELPFUL HINTS PROCEDURAL STEPS RESULTS COMMENTS APPLY TRAVEL REQUEST PURPOSE HELPFUL HINTS PROCEDURAL STEPS... 9 ESS LINK: 9 LOGON TO PORTAL: RESULTS COMMENTS APPLY TRAVEL REQUEST PURPOSE HELPFUL HINTS PROCEDURAL STEPS ESS LINK: 17 LOGON TO PORTAL: RESULTS COMMENTS APPLY EXPENSE REQUEST PURPOSE HELPFUL HINTS PROCEDURAL STEPS ESS LINK: 22 LOGON TO PORTAL: RESULTS COMMENTS APPROVE EXPENSE REQUEST PURPOSE HELPFUL HINTS PROCEDURAL STEPS ESS LINK: 29 LOGON TO PORTAL: RESULTS COMMENTS TRAVEL EXPENSES SETTLEMENT PURPOSE... 33
3 7.2 HELPFUL HINTS PROCEDURAL STEPS RESULTS COMMENTS CREATE POSTING PURPOSE HELPFUL HINTS PROCEDURAL STEPS RESULTS COMMENTS MANAGE POSTING PURPOSE HELPFUL HINTS PROCEDURAL STEPS RESULTS COMMENTS... 39
4 Document Control This is a controlled document and will be maintained on UJVNL portal. Changes to this document will be recorded below and must be published to all interested parties. 1.1 DOCUMENT HISTORY Version Date Author VERSION DETAILS V Vinay Kumar First ISSUE 1.2 DISTRIBUTION Date Name Purpose MS. Anupama For Information Mr. Ankit For Information
5 2 SAVE TRAVEL PRIVILEGES END USER DOCUMENT 2.1 PURPOSE Employee will always raise Travel request on Employee self-service to take prior approval of the business trip/travel/ Employee will raise a travel request from ESS by updating the below mentioned details as per the SAP standard travel application, Trip date & Time Start and End date of Travel Trip destination (with in the state or Out of State) Number of travel services required (Flights, Rail, Hotel/Guest house) Trip reason & Trip Activity etc. Travel Advance if required Estimated total cost of trip Additional details / comments for the trip. Employee will be updating all the mandatory fields and send the form for approval. Employee will be raising the travel request based on their travel privileges decided by the organization for every post/payband/grade pay. This process is to save travel privileges for the employee. 2.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 2.3 PROCEDURAL STEPS Menu Path Transaction Code PA30 PA30 Go to PA30
6 Enter Employe ID and Go to Travel Privileges Infotype Enter the Validity Period Click on create button
7 Select the grouping from Help Click on save button -
8 2.4 RESULTS Record has been created 2.5 COMMENTS Now employee can apply for Travel and expense request from their ESS Portal.
9 3 APPLY TRAVEL REQUEST END USER DOCUMENT 3.1 PURPOSE Employee can access to the portal and apply for the travel request. 3.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 3.3 PROCEDURAL STEPS Menu Path Transaction Code ESS - > UJVNL ESS - > Travel and Expenses - > Travel Work Center NA ESS LINK: LOGON TO PORTAL: The Employee should follow the steps below to enter portal o o Select internet explorer icon and double click on it. Enter the site address the system will display the screen as follows: o o Enter the EP user ID given (Ex: vinay), password and click on Log On Icon. Now system will take you to the home page of your Portal as shown below.
10 Go to Trave and Expenses
11 Below screen be shown Below screen will be shown
12 Click on Create Travel Request, below screen will be shown Enter mandatory details Trip date & Time Start and End date of Travel Trip destination (with in the state or Out of State) Trip reason & Trip Activity etc. Travel Advance if required Estimated total cost of trip Additional details / comments for the trip. Enter Additional destinations
13 Additional Destination Click on accept.
14 Click on Enter Estimated Costs, below screen will appear Click on accept
15 Select Save and Send for Approval.
16 3.4 RESULTS Travel request sent for approval. 3.5 COMMENTS
17 4 APPLY TRAVEL REQUEST END USER DOCUMENT 4.1 PURPOSE Approver can access to the portal and approve the travel requests raised by Sub ordinates. 4.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 4.3 PROCEDURAL STEPS Menu Path Transaction Code ESS - > UJVNL ESS - > Travel and Expenses - > Travel Work Center NA ESS LINK: LOGON TO PORTAL: The Employee should follow the steps below to enter portal o o Select internet explorer icon and double click on it. Enter the site address the system will display the screen as follows: o o Enter the EP user ID given (Ex: dgm_test), password and click on Log On Icon. Now system will take you to the home page of your Portal as shown below.
18 Click on Manager Self-Service Click on Work Overview
19 Below screen will appear
20 Click on work item, below screen will appear Click on Approve travel request of User 5
21 Select Approve travel request to approve, Click ok. 4.4 RESULTS Request approved. 4.5 COMMENTS
22 5 APPLY EXPENSE REQUEST END USER DOCUMENT 5.1 PURPOSE Employee can access to the portal and apply for the expense request. 5.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 5.3 PROCEDURAL STEPS Menu Path Transaction Code ESS - > UJVNL ESS - > Travel and Expenses - > Travel Work Center NA ESS LINK: LOGON TO PORTAL: The Employee should follow the steps below to enter portal o o Select internet explorer icon and double click on it. Enter the site address the system will display the screen as follows: o o Enter the EP user ID given (Ex: vinay), password and click on Log On Icon. Now system will take you to the home page of your Portal as shown below.
23 Go to Trave and Expenses
24 Below screen be shown Below screen will be shown When the travel request is approved, link will appear to submit the Travel expenses -
25 Click on Create travel Expense Report END USER DOCUMENT Select the Schema
26 Above screen will appear. Click on Enter Receipts, below screen will appear Click on Accept Review the Expense type details -
27 System will calculate the meals and per dim and will show the total expense amount to be reimbursed. Select Save and Send for Approval. 5.4 RESULTS Expense request sent for approval.
28 5.5 COMMENTS NA
29 6 APPROVE EXPENSE REQUEST END USER DOCUMENT 6.1 PURPOSE Approver can access to the portal and approve the expense requests raised by Sub ordinates. 6.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 6.3 PROCEDURAL STEPS Menu Path Transaction Code ESS - > UJVNL ESS - > Travel and Expenses - > Travel Work Center NA ESS LINK: LOGON TO PORTAL: The Employee should follow the steps below to enter portal o o Select internet explorer icon and double click on it. Enter the site address the system will display the screen as follows: o o Enter the EP user ID given (Ex: dgm_test), password and click on Log On Icon. Now system will take you to the home page of your Portal as shown below.
30 Click on Manager Self-Service Click on Work Overview
31 Below screen will appear
32 Click on work item, below screen will appear END USER DOCUMENT Click on Approve travel request of User 5 Select Approve travel request to approve, Click ok. 6.4 RESULTS Request approved. 6.5 COMMENTS
33 7 TRAVEL EXPENSES SETTLEMENT 7.1 PURPOSE Travel administrator can settle all the approved travel expenses. 7.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 7.3 PROCEDURAL STEPS Menu Path Transaction Code PR05 PR05 Go to Tcode PR05 Select the Trip to be settled, Click on Settle.
34 Requst Settled. 7.4 RESULTS Expense Request Settled. 7.5 COMMENTS NA.
35 8 CREATE POSTING 8.1 PURPOSE Posting the results to Finance 8.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 8.3 PROCEDURAL STEPS Menu Path Transaction Code PRFI PRFI T-code for Create Posting Run PRFI Enter all the required parameters as shown below. It can also be done a test run (Posting run as Simulation) before production to avoid the errors.
36 Press button. You will get the following message. 8.4 RESULTS Posting Created. 8.5 COMMENTS
37 9 MANAGE POSTING 9.1 PURPOSE Posting the results to Finance 9.2 HELPFUL HINTS Press F1 for help Press F4 for getting input values R Required O Optional C Conditional 9.3 PROCEDURAL STEPS Menu Path Transaction Code PRRW PRRW T-code for Manage Posting Run PRRW Execute. Select the Posting Document 65 and click on
38 Select Post Immediately and come back to the original screen and press on Run 65 to view the FICO documents. You will get the following message. Select Back and select posted document (Document number 81)
39 Document Display in FI Display the Document in FI through transaction FB RESULTS Positng entries created in the Finance. 9.5 COMMENTS NA.
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