Travel and Expense Master Guide (HTML)

Master Guide PUBLIC
Document Version 1.0 – 2013-12-20
SAP Cloud for Travel and Expense

November 2013 – Including HTML5
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Master Guide SAP Cloud for Travel and Expense

2 © 2012 SAP AG. All rights reserved. Typographic Conventions
Document History
The following table provides an overview of the most important document changes:
Version Date Change
1.0 2013-12-20 Initial version
SAP Cloud for Travel and Expense Master Guide

© 2012 SAP AG. All rights reserved. 3
Table of Contents
1 Introduction..............................................................................................................................................6
2 Business Scenario .................................................................................................................................... 8
3 Overview of SAP Cloud for Travel and Expense .................................................................................... 11

3.1 System Landscape ................................................................................................................................................. 11
3.2 Software Components .......................................................................................................................................... 12
3.3 System Requirements........................................................................................................................................... 16
3.4 Using SAP Cloud Applications Studio for Partner Development with SAP Cloud for Travel and
Expense .................................................................................................................................................................. 17
4 Implementation ...................................................................................................................................... 18
4.1 Define Project Scope ............................................................................................................................................. 18
4.2 Create Service Agent.............................................................................................................................................29
4.3 Fine-Tune Settings ............................................................................................................................................... 30
4.4 Integrate and Extend Settings ..............................................................................................................................36
4.5 Perform Integration Tasks .................................................................................................................................... 37
4.5.1 SAP ERP Integration .............................................................................................................................38
4.5.2 Business Warehouse Integration......................................................................................................... 41
4.5.3 Integration with other SAP Cloud Solutions .......................................................................................42
4.5.4 Other Integration Components............................................................................................................42
4.6 Go Live ....................................................................................................................................................................43
4.7 Implement a Change Project ................................................................................................................................44
4.7.1 Prepare a Change Project ....................................................................................................................44
4.7.2 Complete the Activity List ....................................................................................................................45
4.7.3 Cancel a Change Project ......................................................................................................................46
4.7.4 Simulate Merging a Change Project with Production ........................................................................ 47
4.7.5 Update a Change Project from the Production System ....................................................................48
4.8 Request an Additional System .............................................................................................................................48
4.9 Mobile Applications ...............................................................................................................................................49
5 Upgrade .................................................................................................................................................. 51
6 Security.................................................................................................................................................. 54
7 Monitoring .............................................................................................................................................. 55
7.1 Tasks in SAP Cloud for Travel and Expense........................................................................................................ 55
7.2 Tasks in SAP ERP...................................................................................................................................................56
8 Troubleshooting .....................................................................................................................................58
8.1 SAP ERP: Master Data Upload .............................................................................................................................58
8.1.1 Monitoring the Master Data Replication .............................................................................................58
8.1.2 Frequently Asked Questions ................................................................................................................58
8.1.3 Error Handling .......................................................................................................................................59

4 © 2012 SAP AG. All rights reserved. Table of Contents
8.2 Monitoring Posting Transactions between SAP Cloud for Travel and Expense and ERP ............................... 61
8.3 Credit Card Integration.......................................................................................................................................... 61
8.4 Online Booking Tools and Itinerary Management.............................................................................................. 66
8.4.1 GetThere ............................................................................................................................................... 66
8.4.2 Amadeus e-Travel Management (AeTM) ............................................................................................67
8.4.3 cytric by i:FAO....................................................................................................................................... 68
8.4.4 Traxo ...................................................................................................................................................... 68
8.5 Smart Receipt Recognition .................................................................................................................................. 69
8.5.1 Dos and Don'ts - How to Prepare Receipts for OCR Scanning and Photo ...................................... 69
8.5.2 Troubleshooting Errors........................................................................................................................ 69
8.6 Central Receipt Scanning and Electronic Invoices ............................................................................................ 70
8.7 Mobile Applications .............................................................................................................................................. 70
9 Support ....................................................................................................................................................71

Table of Contents © 2012 SAP AG. All rights reserved. 5
1 Introduction
Welcome to SAP Cloud for Travel and Expense, the most complete and adaptable cloud business solution for
handling travel and expenses!
SAP has prepared and released your SAP Cloud for Travel and Expense system, and you have received system
access information as well as your initial user and password. You can now start setting up your system.
About this Document
Use the Master Guide as the central starting point for your implementation and monitoring activities.
This document provides information about the following topics:
The SAP Cloud for Travel and Expense business scenario, its processes, and process steps
An overview of the system landscape and the relevant software components
How you set up and upgrade your SAP Cloud for Travel and Expense system
System security
Monitoring system tasks after you go live
Troubleshooting and support
Target Audience
This guide is intended for users who perform administrative functions for companies that are in the process of
setting up SAP Cloud for Travel and Expense.
It is also meant for service agents at SAP Cloud Managed Services, who assist companies during the initial setup
of their SAP Cloud for Travel and Expense tenant.
Partners, who develop solutions in SAP Cloud for Travel and Expense with the SAP Solutions OnDemand Studio
(PDI) to enhance specific areas of SAP Cloud for Travel and Expense, for example, such as trip requests and
expense reports.
Important Documents
The following table lists all important documents mentioned in this guide and their location:
Document Location
SAP Cloud for Travel and http://www.sme.sap.com/irj/scn/index?rid=/library/uuid/40baf9f1-6249-3110-

Expense Integration Guide 6ead-938106ac392b
SAP Cloud for Travel and Go to SAP Help Portal at http://help.sap.com under SAP Cloud SAP Cloud for
Expense Scenario Travel and Expense November 2013 Solution Help
Explorer (EN)

6 © 2012 SAP AG. All rights reserved. Introduction
Document Location
SAP Business ByDesign SAP Business Center at

Security Guide https://www.sme.sap.com/irj/sme/bydesign/sell?rid=/webcontent/uuid/c0
f86dc0-f7ec-2e10-a98d-a0da8baec51c
Built-in documentation From any work center in the solution, open the Help Center.
and videos
SAP Cloud Applications Go to the Help Portal at http://help.sap.com under Cloud Software Development
Studio Kits (SDKs).
What’s New Go to the Help Center in the solution and open the SAP Cloud for Travel and
Expense or Help for Administrators documentation; You can also find this on the
Help Portal
SAP NetWeaver Security http://service.sap.com/security SAP Security Guides SAP NetWeaver 7.0
Guide Network Security
Technical Connectivity http://service.sap.com/instguides Cloud Solutions from SAP SAP Cloud for
Guide for On-Demand Travel and Expense November 2013 Version
Solutions Technical Connectivity Guide for On-Demand Solution from SAP
Go to the Business Center and navigate to the SAP Cloud for Travel and Expense
Methodology - Prepare Phase page.
https://wiki.sme.sap.com/wiki/x/CIPYDw SAP ERP – B. Add-on / Notes
Implementation.
Technical Connectivity Guide for On-Demand Solutions
SAP Notes http://service.sap.com/notes

Introduction © 2012 SAP AG. All rights reserved. 7
2 Business Scenario
This chapter provides an overview of the supported scenario and its processes.
SAP Cloud for Travel and Expense is a Software as a Service (SaaS) offering that runs in the SAP private cloud. It
provides an SAP Cloud for Travel and Expense product suite, including the server landscape and system
maintenance.
Key Benefits
Allows the business traveler to conveniently manage travel anytime, anywhere

Provides integrated planning, booking, and approving of business trips based on travel policies and guidelines
Enables the traveler to find the most convenient travel options available, within corporate and regulatory
policies

8 © 2012 SAP AG. All rights reserved. Business Scenario
Streamlines the submission, approval, and reimbursement of travel expenses using the internet and mobile
devices
Increases both compliance with travel policies and general visibility into travel trends
Enables the deployment of a travel solution quickly and without the need for any extensive training, thus
reducing both IT and training expenditure
Integrates with SAP ERP FI and SAP ERP HCM to leverage financial processes for faster expense
reimbursement and cash management
Supported Processes
To get a brief overview of the supported processes, display an interactive presentation of the SAP Cloud for
Travel and Expense scenario by clicking here. (Make sure that you view the file in presentation mode.)
You can access the SAP Cloud for Travel and Expense desktop application using a desktop computer or laptop
(browser-based access using the internet).
You can access the SAP Cloud for Travel and Expense mobile apps using the following:
Tablets (Apple iPad)
Smartphones (Apple iPhone, RIM BlackBerry, Android)
Country Versions
In addition to the dedicated country versions listed below that are delivered with SAP Cloud for Travel and
Expense, you can create new country versions based on a generic template. You can then configure them to fit the
requirements of the new country.
Americas Asia/Pacific EMEA
Brazil (BR) Australia (AU) Austria (AT)
Canada (CN) China (CN) Belgium (BE)
Mexico (MX) India (IN) Denmark (DK)
United States (US) New Zealand (NZ) France (FR)
- - Germany (DE)
- - Ireland (IE)
- - Italy (IT)
- - Netherlands (NL)
- - Spain (ES)
Switzerland (CH)
Sweden (SE)
United Kingdom (UK)

Business Scenario © 2012 SAP AG. All rights reserved. 9
Language Versions
SAP Cloud for Travel and Expense is available in the following languages:
Chinese
Dutch (UI texts only, Help Center content in English)
English
French
German
Italian
Portuguese
Spanish

10 © 2012 SAP AG. All rights reserved. Business Scenario
3 Overview of SAP Cloud for Travel and
Expense
3.1 System Landscape
High-Level Landscape
Components
SAP Cloud for Travel and Expense
GetThere: Online Booking Tool
Amadeus
cytric by i:FAO
Traxo
Paymetric: Payment Card Tokenization
Central Receipt Scanning Service (e.g. Kofax)
OpenText: Smart Receipt Recognition Service
SAP ERP: Customer Financials and HCM systems
SAP Financials OnDemand
SAP NetWeaver Business Warehouse
Components
Transport layer security (HTTPS)

X.509 client certificates
SAP ERP / SAP Cloud for Travel and Expense

IDoc XML / SOAP
Web Services
SAP Process Integration (PI) optional
SAP ERP enablement with Travel Add-Ons

Overview of SAP Cloud for Travel and Expense © 2012 SAP AG. All rights reserved. 11
Connectivity and Support Backbone
SAP Data Center Customer Data Center
SAP Cloud for Travel and Expense SAP ECC 6.0x with SAP Cloud for Travel and Expense
Add-Ons
Proxy SAP Process Integration (PI) (optional)
Reverse proxy HTTPS Proxy
Reverse Proxy (for example, SAP Web Dispatcher*)
Load Balancer (optional)
3rd Party (not shown)

GetThere: Online Booking Tool
Amadeus
cytric by i:FAO
Traxo
Paymetric: Payment Card Tokenization
OpenText: Smart Receipt Recognition
Service
Central Receipt Scanning Service
3.2 Software Components
This section provides an overview of the components relevant for SAP Cloud for Travel and Expense.
SAP ERP
Your SAP ERP system must contain the following ABAP software components:

12 © 2012 SAP AG. All rights reserved. Overview of SAP Cloud for Travel and Expense
Note
If your FIN and HCM components don't reside in the same physical system, install the FIN components in
the FIN system and the HCM components in the HCM system.
Components are delivered on a quarterly basis. Make sure that you always install components from the
same quarterly delivery; that is, do not install one component from Q1 and another component from Q3.
You don't have to upgrade your ERP add-on components to the very latest support package (SP) with
every SAP Cloud for Travel and Expense upgrade; but we do recommend that that you always use the
latest available support packages to benefit from corrections and new functions.
SAP ERP Software Component Description
SAP_BASIS 700 SP18 or higher -
SAP_APPL 600 SP15 or higher SAP ECC 600 is fully supported. You do not need any
Enhancement Packages.
HR Support Package If you want to send expense report or taxation data to your SAP
HCM system, you need to install the appropriate HR Support
Package as described in SAP Note 1698035 'New user exit in the
function module PAYROLLTRAVELEXPNSESPOST'
ODTGEN 600 Optional add-on that installs a configuration wizard (Report

ODT_CREATE_CONNECTIVITY) for the ODT-ERP integration
which automates the ALE configuration to a large extent.
FI: Software Components for Master Data Replication
ODTFINCC 600 with SP 05 or higher Replication of Cost Centers using IDoc/XML Messages
ODTFINCO 600 with SP05 or higher SAP Cloud for Travel and Expense Add-on FIN Cost Object
Replication
Relevant for replication of FI cost objects (internal orders,
projects, and sales orders) if you use IDoc master data transfer.
NWS_EXT_FW 6.00 with SP10 or higher NWS Extraction Framework (for MS Excel sheet generation)
Install this add-on in every SAP ERP master data source system
(FIN or HCM) if you want to download master data using XML files.
TEM_FIN_EXT_CNT with SP05 or SAP Cloud for Travel and Expense Add-on FIN master data
higher Mandatory if you use FI posting.
HCM: Software Components for Master Data Replication
OTM_EXTR 100 with SP 05 or higher Replication of Employees using IDoc/XML Messages
NWS_EXT_FW 6.00 with SP10 or higher NWS Extraction Framework (for MS Excel sheet generation)
Install this add-on in every SAP ERP master data source system
(FIN or HCM) if you want to download master data using XML files.

HCM: Software Components for Master Data Replication
TEM_HCM_EXT_CNT 6.00 with SP05 SAP Cloud for Travel and Expense Add-on HCM master data
or higher This add-on is only required in your SAP ERP HCM system to
extract master data using XML files.
Software components for Receiving and Sending FI Posting Messages
DCFLPROC 600 with SP 01 or higher SAP Cloud for Travel and Expense Add-on Accounting Interface
Preprocessor
Note This add-on is only required in your SAP ERP FIN system.
If you are using SAP ERP EHP6
or higher, you don't have to
install this component.
TEMODFI 600 with SP09 or higher SAP Cloud for Travel and Expense Add-on Expense Report
Accounting Notification
Software Components for Receiving and Sending Expense Report Data to HCM
ODTHCMER 600 or higher Process Integration of FI posting objects/Expense Report to SAP

ERP HCM
Note
The installation of the components requires SAP Business Suite 6.0 or higher.
Note
If you want to use the currency exchange web service, software Component ESA ECC-SE (ESA FAST
TRACK ) is required:
- Minimum version ESA ECC-SE 602; preferable version is ESA ECC-SE 604 or higher.
- For lower versions than ESA ECC-SE 604, make sure that you read SAP Note 1818658.
- No matter which version is used, you must make sure to read SAP Note 1825806.
- To install or upgrade this component, see SAP Note 1162517 - Overview: Notes on Add-On ECC-SE
SAP Notes
Before you start installing the required components, you must read applicable SAP Notes. Make sure that you
always have the up-to-date version of each SAP Note, which you can find on the SAP Marketplace at
http://service.sap.com/notes. You can enter the SAP ERP Software Component Name as a search string to find
the notes.
The following SAP Notes are relevant for your implementation:
SAP Note Short Text
1515223 SAP NetWeaver Process Integration: Release Recommendation

SAP Note Short Text
1567897 Error 'EA/728/SOAP_MSGID_PREFIX_INVALID'
1269130 IDoc XML-HTTP SOAP: Problem with SOAP class
1510812 IDoc communication with SAP Business ByDesign
1452910 IDocs via SOAP are not started immediately
1560878 White list for SOAP Processer & IDoc SOAP Application
1621077 Web service security WSSProfile XML signature not applied
Front-End Components
Component Required Version
Browsers Windows 8, Windows Vista (32bit), Windows 7 (32/64bit):

Internet Explorer 9 and higher
Firefox
Chrome
MAC OS X (10.6 and higher)
Safari
Microsoft Silverlight 5 See note below.
Note
We strongly recommend that you always use the latest available versions, support packages, and patches
of operating systems and browsers.
For a detailed overview of all supported operating systems, browsers, and office suites, have a look at the
SAP ByDesign Business Center for cloud solutions from SAP at
https://wiki.sme.sap.com/wiki/pages/viewpage.action?pageId=132353015
If you experience problems using Microsoft Silverlight 5 with Firefox, adjust your Firefox proxy settings.
Use the same settings as for Microsoft Internet Explorer.
Mobile Apps Operating Systems
The following operating systems are supported:
Mobile Device Operating System
BlackBerry BlackBerry OS 5.x, 6.x and 7.x
Apple iPhone iOS 5 or higher
Apple iPad iOS 5 or higher
Android Android 2.3 or higher

CPU: 1GHz processor speed

Mobile Device Operating System
RAM: 512MB
The following BlackBerry devices are supported:
Bold Curve Curve 3G Torch
BlackBerry 9650 BlackBerry 8330 BlackBerry 9300 BlackBerry 9800
BlackBerry 9700 BlackBerry 8330m BlackBerry 9330 BlackBerry 9810
BlackBerry 9780 BlackBerry 8350i
BlackBerry 9900 BlackBerry 8520
BlackBerry 9930 BlackBerry 8530
Note
Torch BlackBerry 9800 and 9810 models do not support full touchscreen navigation.
The following BlackBerry resolutions are supported:
Screen Resolution Screen Resolution
320x240 480x320
480x360 360x400
360X480 640x480
3.3 System Requirements
Minimum Hardware Requirements
Pentium 4, 2.4 gigahertz (GHz) or faster

(recommended Intel Core 2 Duo (2.4 GHz with a 1066 megahertz (MHz) front-side bus) )
At least 1 gigabyte (GB) of RAM (2 gigabytes (GB) is recommended)
Network Requirements
A typical active user requires approx. 10 - 16 kbps, assuming normal working behavior.
Minimum Requirements:
Upstream: 2 mbps
Downstream: 2 mbps
Latency: 200ms or better
SAP Support might request wired networking during issue investigation.

Checking Hardware and Software Requirements
Make sure that your computer meets all hardware and software requirements to run SAP Cloud for Travel and
Expense. On the logon screen, choose Check My Computer Settings. This will open a help document, where you
can find out about recommended hardware and software requirements.
3.4 Using SAP Cloud Applications Studio for Partner

Development with SAP Cloud for Travel and Expense
SAP Cloud Applications Studio (formerly known as PDI) enables you as a partner to develop enhancements for
specific areas of SAP Cloud for Travel and Expense, such as trip requests, expense reports and auditing
conditions.
You can find a detailed description of the setup in here.
For a description on how to use extensibility and mashups, please refer to the Help Center in any SAP Cloud for
Travel and Expense system where you have Administrator rights, open the Help for Administrators and check the
chapter on Customization.

4 Implementation
The following sections are intended for administrators at companies that are in the process of setting up SAP
Cloud for Travel and Expense. They are also aimed at service agents at SAP Cloud Managed Services, who assist
companies during the initial setup of their SAP Cloud for Travel and Expense tenant.
You begin your implementation activities in a production system. This means that you scope your solution and go
live with this solution on the same system. However, changes in your requirements or the necessity to perform
tests can lead to the need for additional systems. You can request these from the Implementation Projects view in
the Business Configuration work center.
Brief Process Overview

1. You receive a SAP_INITUSER - a temporary user with which you scope your system.
2. After scoping, you create a service agent user - a temporary user with which you fine-tune your system
and set up the required administrator users.
3. All other admin activities are performed by users with the administrator business roles.
Note
SAP Cloud for Travel and Expense delivers two administrator roles - Travel Administrator and System
Administrator with default work center and view assignments.
o The System Administrator handles the more technical activities and content, such as integration and
replication tasks
o The Travel Administrator handles the more travel- and business-related activities of the
administrator.
Customers can use the default business roles or define their own business roles and assign these as best
suits their business requirements. In this documentation, we use the term administrator to refer
generically to both of these business roles.
4.1 Define Project Scope
As soon as you receive the notification e-mail from SAP Cloud Managed Services, you can use the URLs in the e-
mail - along with the user ID (SAP_INITUSER) and password - to access SAP Cloud for Travel and Expense.
Note
You only use this initial user temporarily to set up the tenant as described in this chapter. Do not use it to
perform administrative functions after go-live.
To begin scoping your system, log on to SAP Cloud for Travel and Expense with the initial user and go to Business
Configuration Implementation Projects. Select First Implementation, choose Edit Project Scope, and complete
the guided procedure as follows.

18 © 2012 SAP AG. All rights reserved. Implementation
Step 1: Country and Type of Business
Add the country version(s) you want to use in your company.

1. Click Edit Countries.
2. Select a country from the list of Available Countries and click the arrow pointing to the right to move
it to the list of Selected Countries.
Repeat this step for all the countries you want to use in your company.
3. Choose OK to go back to the previous screen.
SAP Cloud for Travel and Expense supports the following country versions:
Country Version Features
Austria Rule of twelfth for meal per diem

Day accumulation for meal per diem based on community codes
Rule of 5/5/15 and 183 for meal per diem (not supported)
Lodging – also has rule of 183 (not supported)
Statutory trip types
Mileage reimbursement accumulation within a calendar year
Temporary activity for domestic trips
Mileage recording for company car
Manual taxation - for expense report for trips to foreign segments,
Trip Type – 1: allows you to create business trips for which the day accumulation
will not be recorded by the system.
Shortening of meals per diem
24-hour aliquotation
Tax code group mapping
Australia Receipts reimbursement

Number of participants and reason in the analytics report
Mileage accumulation within a calendar year
Meals and lodging per diems
Configurable per diem regions – you can configure and reimburse different meal
and lodging per diem rates based on the region of travel.
Belgium Claim Meals Per Diem

Claim Lodging Per Diem
Claim Mileage
Claim Expenses Through Receipts
Brazil Receipt reimbursement

Meal per diems
Mileage accumulation
Configurable lodging per diem rates Configurable per diem regions – you can
configure and reimburse different meal per diem rates based on the region of
travel

Implementation © 2012 SAP AG. All rights reserved. 19
Canada Receipts with region-based tax code determination

Mileage rates: company and statutory rates are editable.
Configurable lodging per diem rates
China Receipts,
Company-specific meal per diems
Cash payment requirement- petty cash (not supported)
per diem rates based on the region of travel
Denmark Time-based meal deductions (not supported)

Mileage accumulation within a calendar year; per vehicle class
Lodging per diems
France Receipts, no per diems

Germany 3-month rule

Receipts with maximum amount
Meal per diems based on travel duration in hours
Receipt-based meal reimbursement using statutory meal per diems for
comparison (Verpflegungseinzelnachweis)
Deduction of nonmonetary compensation (Abzug von Sachbezügen)
Lodging per diems are reduced to zero when hotel receipt is added
India Receipts, company-specific meal and lodging per diems

Mileage rates with accumulation
Advance payment requirement
and lodging per diem rates based on the region of travel
Ireland Claim Meals Per Diem

Claim Mileage
Italy Taxable amounts not paid through due item, reported to Payroll. Only tax-free
amounts paid through due item (for receipts)
Deductibility for eligible receipts
Combined meal and lodging per diem (not supported)
Configurable vehicle classes
Statutory trip types
Mexico Mileage rates with deductibility calculation

Deductibility for eligible receipts (meals, lodging, car rental)
RFC number validation for employee (not supported)
Netherlands Receipts, no meal per diems

Lodging per diems
Configurable per diem regions –you can configure and reimburse different
lodging per diem rates based on the region of travel
New Zealand Claim Meals Per Diem

Claim Mileage
and lodging per diem rates based on the region of travel
Spain Receipts with region-based (company and destination) tax code determination
Supplier name and tax ID for receipts (not supported)
Mileage rates (taxable amounts not paid through due item, reported to Payroll.
Only tax free amounts paid through due item)
Meal per diems
Sweden Simple receipt reimbursement (excluding deductibility)

Meal per diem reimbursement (excluding ‘Travel By Air’)
Lodging per diem reimbursement
Mileage reimbursement
Expense deductibility - The system calculates the taxable and non-taxable
deductions on certain type of expenses such as entertainment, private lunch,
private dinner and private breakfast, based on the system configuration
Meal per diem deductions - If you had a complimentary meal, the system
computes the reduced meals per diem, based on your selection
Switzerland Meal per diems: both company and statutory rates editable
Time-based meal per diems
United Kingdom Receipts, no per diems

Mileage accumulation within a fiscal year; per vehicle class
Advisory VAT rates for mileage
United States Receipts with maximum amounts

Mileage reimbursement
Generic Country You can configure new country versions according to the requirements in the
Version respective country. You can configure mileage reimbursements with vehicle

classes and vehicle types, receipt reimbursement by gross amounts without tax
calculation. You cannot configure meals and lodging per diems. In contrast to
standard country versions, statutory settings (for example, statutory mileage
reimbursement rates) will have to be manually added if you need them.
Step 2: Implementation Focus
SAP Cloud for Travel and Expense is already preselected. No action required.
Step 3: Scoping
In the Scoping Element column, under Travel and Expenses, proceed as follows:
Scoping Element Options
Expense Reimbursement You have to activate this element in order to switch on your SAP
Cloud for Travel and Expense solution.
When you choose Expense Reimbursement, the system also
automatically activates:
Expense Reporting
Expense reporting allows your employees to claim business-
related expenses that are then processed in compliance with
the relevant country- and company-specific regulations.
Expense Input Channels
Approval and Posting Processes
Communication for Travel and Expenses
Reporting and Analytics for Travel and Expenses
Integration of Master Data (under Communication and
Information Exchange Integration with External Applications
and Systems)
Travel Planning When you choose Travel Planning, you can activate the following:
Trip Request
This scoping element is automatically activated but you can
deactivate it if you do not want to use it. If you want to use the trip
request process in your solution, activate Trip Request.
Note
This means that employees will have to request approval
for their planned business trip from their manager before
they book the required travel services.
Itinerary
If you want to use the trip itinerary process in your solution,

activate Itinerary.
Note
This allows your employees to book their trips in one of
the following online booking tools or to organize their trips
using an itinerary management tool:
o GetThere online booking system by Sabre
o Amadeus e-Travel Management (AeTM)
o cytric by i:FAO
o Traxo
For information about how to integrate the online booking tool of

your choice with your SAP Cloud for Travel and Expense system,
see the SAP Cloud for Travel and Expense Integration Guide.
In the Scoping Element column, under Communication and Information Exchange, proceed as follows:
Integration with External If you have other systems in your company, for example an SAP
Applications and Systems FIN system, you might want to integrate them with your SAP
Cloud for Travel and Expense solution. Here you can check out the
available integration scenarios and select the ones that apply to
your company:
Integration Scenarios for Cloud Solutions from SAP
Integration of Master Data
Integration into Expense Reporting Processes
Caution
Do not change any other existing scoping settings.
Step 4: Questions
In the Scoping Element column, under Travel and Expenses Expense Reimbursement, complete your scoping
decisions.
Note
Only answer the scoping questions listed in the following tables. Other scoping questions are not relevant
for SAP Cloud for Travel and Expense.
Refer to the overview and benefits in the Details section of each scoping question to find out more about
how the solution and decisions you make here can improve your business and help you streamline your
work.

Choose Expense Reporting and select the country versions for which you want to activate the
business options:
Create New Country Select this option if you want to define your own country-
Version specific expense report provision variant.
Claim miscellaneous If your company uses non-travel-related expense reports, you

expenses in: must select this option here for the relevant country.
If you don’t select it, your employees can only create travel-
related expense reports.
Note
This option is always preselected for generic country
versions.
Separate expense report for This option allows employees of your company to enter travel
each business trip in: expenses and non-travel related expenses incurred on a single
business trip.
Note
This option is always preselected for generic country versions.
Activity-dependent You can classify business trips according to the specific event or
reimbursement rates in: activity involved. Different events or activities may have different
reimbursement rates. For example, a training course might be
reimbursed at a lower rate than a customer visit.
Note
This option is always preselected for generic country
versions.
Reimbursement rates for This business option allows you to calculate and reimburse
mileage in: mileage costs incurred by an employee using a personal vehicle on
a business trip. It is relevant if you want to reimburse mileage at
rates other than the statutory rates.
Per diem rates for meals in: This business option allows you to calculate and reimburse meals
per diem to employees for business trips.
US Only: Meal per diem This business option enables you to either use the meal per diem
rates set by US federal rates established by US federal government organizations or
government define your own company-specific per diem rates.
If you do not activate this business option, you cannot use meal
per diem rates for the US country version.
Taxable benefits instead of This business option is relevant for country version Germany only.
meal per diem deductions This business option enables you to use the Taxable Benefits
in: expense types to handle statutory taxation for free meals in
Germany. The “Taxable Benefits” function automatically
generates expense types with nonmonetary compensation
amounts for free meals, and adds these to the expense report.

This business option is relevant, for example, if your employees
can claim non-travel-related expenses and need to report these to
payroll as taxable benefits.
Receipts instead of per You can calculate and reimburse expenses on meals based on
diem rates for meals in: receipts for business trips.
Note
Relevant for country versions Austria and Germany only.
Per diem rates for lodging This business option allows you to calculate and reimburse
in: lodging per diem to employees for business trips
Combined meal and lodging This business option allows you to calculate and reimburse
per diem rates in: lodging and meals per diem to employees for business trips.
Note
This option is relevant for country version Ireland only.
Intercompany Cost The Intercompany Cost Assignment business option enables you
Assignment to post travel expenses to the cost objects of partner companies,
Do you want to integrate for example, to projects, networks or sales orders.
your expense reports in
Select this option if you want to enable intercompany posting of
intercompany processes,
travel expenses to cost objects of partners.
such as projects with
partner companies?
Caution
Customers must ensure that their Financials receiving
system is correctly set up to handle intercompany cost
assignment from SAP Cloud for Travel and Expense.
Cost Center Restriction This business option enables you to specify that employees are
Do you want to restrict cost only allowed to post travel expenses to their own cost centers. The
assignment to the restriction does not apply to other cost objects.
employee's master cost
center when costs are
posted to cost centers?
Expense Report Submit by This business option enables travel assistants to submit expense
Assistant reports on behalf of other travelers who have added them as their
Do you want to allow travel assistant.
assistants to submit Do not select this option if you don't want travel assistants to be
expense reports on behalf able to submit other travelers' expense reports. Employees can
of other travelers? then receive an automatic e-mail notification when their travel
assistant has prepared an expense report ready to be submitted.
Choose Expense Input Channels and answer the following questions:
Credit Card This business option enables you to switch on integration with

Choose Expense Input Channels and answer the following questions:
Do you want to receive Paymetric, a third-party credit card service provider that
credit card data from facilitates the automatic and secure processing of expense-
Paymetric? related credit card data in SAP Cloud for Travel and Expense.
Smart Receipt If you want to enable automated optical character recognition of

Recognition receipt images sent to your solution by e-mail as attachments,
Do you want to enable select this option.
Smart Receipt Recognition?
Do you want to help If you want to help improve Smart Receipt Recognition, select this
improve Smart Receipt option.
Recognition? Your feedback will be forwarded to our partner.
This option also enables Image Recognition on some mobile
devices, if the respective app supports the function.
Electronic Invoice If you want to enable electronic invoices to be sent to SAP Cloud
Do you want to receive for Travel and Expense by travel brokers, select this option.
electronic invoices from This business option enables you to receive invoices sent by travel
your travel broker? brokers via e-mail or web service. Invoices are then analyzed using
optical character recognition capabilities to extract text relating to
employee ID, expense type, date, amount and currency,
Central Receipt Scanning If you want to enable central receipt scanning, select this otion.
Service Enabling this process means that a centrally-located electronic
Do you want to use a third- data service will scan paper receipts that you send by mail, and
party central receipt convert them to an electronic format, for example, PDF, JPG,
scanning service? BMP, and so on.
Automated Merge of If you want to enable the automatic merge of expenses, select this
Expenses option.
Do you want to enable This business option enables expenses received in SAP Cloud for
automatic merging of Travel and Expense from different sources to be automatically
expenses from different merged with existing expenses in expense reports if specific data
sources? matches are found. Merged expenses can be split again if
required.
Choose Approval and Posting Processes and select the countries of reporting for which you want
to activate the business options:
Allow approvers to approve You use this scoping element to make settings which influence the
their own travel documents approval process in your company. You can set it so that
in: approvers are not able to approve their own trips and expenses.
Note
By making this setting, you can reduce the possibility of
fraud at your company.

Choose Approval and Posting Processes and select the countries of reporting for which you want
to activate the business options:
Set up the manual posting If you select this option for the relevant country, your financial
transfer in: controller has to manually trigger the transfer of expense
reports to FI Posting from the Postings work center.
Otherwise, the system automatically transfers expense
reports.
Choose Communication for Travel and Expenses and answer the following question:
Expense Report Select this option if you want to use a printable version of an
The Expense Report Form is expense report submitted by an employee of your company.
used when you have chosen
Expense Report.
Choose Reporting and Analytics for Travel and Expenses and answer the following question:
Available Expense Reports Select this option if you want to be able to extract travel data – for
Do you want to expose data example, the amount of mileage claimed - from your solution and
sources to a Business send it to an analytics system, such as BW..
Warehouse (BW) system?
In the Scoping Element column, under Travel and Expenses Travel Planning, complete your scoping decisions.
Choose Trip Request and answer the following question:
Set up the e-mail Select this option for all the country versions for which you want
integration with your travel to enable the e-mail integration between the solution and the
agency corresponding travel agent.
Choose Travel Planning Itinerary and answer the following questions:
Tool for organizing trips for Select the online booking tool or itinerary management tool you
country version <country>: want to use for your country version:
GetThere
AeTM
Cytric by i:FAO
Traxo
Note
Here you decide for the generic country version which
tool you want to use. This decision is then set in the
template version and is copied to all new country
versions. If you want to use different booking tools with
your country versions, you must change this scoping
option before creating a new country version.
In the Scoping Element column, under Communication and Information Exchange Integration with SAP External
Applications and Solutions, complete your scoping decisions as follows:

Choose Integration Scenarios for Cloud Solutions from SAP and select the following options if
applicable:
Integration with Select this option if you want to integrate your solution with an
SuccessFactors Employee Employee Central solution.
Central
You can integrate your
solution with
SuccessFactors Employee
Central.
Integration with SAP Select this option if you want to integrate your solution with an
Cloud for Financials SAP Cloud for Financials solution.
You can integrate your
solution with SAP Cloud for
Financials solution.
Choose Integration of Master Data and answer the following questions:
Employee Data Select this option to allow replication of fundamental employee

Management in SAP ERP master data such as the name, organizational assignment, and the
Do you want to replicate agreed working time for employees from an external system.
employee data from an
external application to your Caution
cloud solution? This scoping question is relevant for the replication of
employee master data from both SAP ERP and non-SAP
ERP systems.
Cost Center and Profit Select this option to allow the replication of cost objects, cost
Center Data center and profit center data from SAP ERP or other source
Do you want to replicate systems.
cost objects, cost center
and profit center data from
an external application to
your cloud solution?
Exchange Rates Do you Select this option to allow the replication of currency exchange
want to replicate exchange rates from SAP ERP or other source systems.
rates from an external
application to your cloud
solution?
Choose Communication and Information Exchange People Collaboration, Intranet

and External Services and answer the following questions: (HTML5)
Communities, Document Management and External Services Do you want to

integrate SAP Jam with your SAP Cloud for Travel and Expense solution? SAP Jam is a
social collaboration tool that brings people together to enable easy exchange of ideas
and decision-making. Select Yes to allow your employees to invite other employees to
collaborate on their trip planning.

Choose Communication and Information Exchange People Collaboration, Intranet
and External Services and answer the following questions: (HTML5)
Choose Built-In Services and Support System Management Security and answer
the following question:
E-Mail SecurityDo you If this option is not selected by default, select Yes to allow
want to use encryption the system to encrypt outgoing e-mails, and check
and signatures for e- incoming e-mails for trustworthy signatures, using the
mails? S/MIME standard.
Step 5: Review
Check your data, choose Finish, and exit the guided procedure.
Step 6: Confirmation
1. In your First Implementation, choose Open Activity List.

2. Confirm your scoping settings by choosing Confirm Milestone: Design Accepted.
Your scoping settings are confirmed. Please note that this may take a few minutes.
4.2 Create Service Agent
Once you have confirmed your scoping settings, log out of SAP Cloud for Travel and Expense and log back on
again with the same initial user. The Business Partners work center will now be available; here you can create the
service agent user which you will use to carry out your fine-tuning settings.
Note
You only use this service user temporarily in order to fine-tune your system as described in section 4.3.
Do not use it to perform administrative functions after go-live.
Procedure
1. In Business Partners Service Agents, select New Service Agent.

2. In the corresponding fields, specify the first name and last name of the service agent.
3. Choose Save.
4. Choose Request User.
Edit Attributes of Service Agent User

To update the attributes of the service agent user, proceed as follows:
1. In Application and User Management, under User and Access Management, choose Business Users Go.
2. Select the applicable service agent user, and choose Edit Attributes.
3. Specify the appropriate attributes for the service agent user.

4. Change the entry in the User ID field to an ID that you can easily remember.
5. Specify and confirm the initial password for this user.
6. Save your entries.
Edit Access Rights of Service Agent User
Note
At a minimum, the service agent user must be assigned the three business roles listed in the table:
Business Role ID Business Role Name
/SAP/ODT/GENERIC Generic
/SAP/ODT/SYSTEMADMIN System Administrator
/SAP/ODT/TEMPSETUP Temporary System Setup
Assign the required business roles to the service agent user

1. In Application and User Management, under User and Access Management Business Users, highlight the
entry of the service agent user, and choose Edit Access Rights.
2. Under Business Role Assignment, assign the user the 3 business roles.
3. Save and confirm your entries.
You can now log on to SAP Cloud for Travel and Expense with your new service agent user and perform the steps
described in this chapter to set up your production tenant.
Specify Contact Data of Service Agent User

To allow SAP Support to help you with any incidents during the initial setup, add the contact data for the service
agent.
Note
This step is exclusively intended to authorize you to report incidents to the service provider. Do not use
this system access to perform any other steps with your service agent-based user!
Log on to the system with your service agent user and proceed as follows:
1. In Business Partners Service Agents, select the name(s) of the service agent(s) who are to report incidents
to SAP Support, and then choose Edit General.
2. Under In-House Communication, complete the Phone, Mobile, and E-Mail fields.
4.3 Fine-Tune Settings
Fine-tuning allows you to tailor the solution to your specific needs by checking predefined settings and entering
additional settings for your selected scope. Based on your scoping decisions, the system generates an activity list
that you need to complete in order to go live.

Procedure
1. In Business Configuration Implementation Projects, select First Implementation.

2. Choose Open Activity List.
3. In the guided procedure, go to Fine-Tune.
A list of all activities related to SAP Cloud for Travel and Expense appears.
Select Activities in Project to display only the relevant activities for your scope.
Task Description
Manage ERP Accounts and Here you can enter the symbolic accounts from the SAP ERP
Vendors system for expense accounts and specific credit card accounts.
Create New Country Version If you have scoped the generic country version, here you create
new country versions based on a generic country template. When
you choose Create, the country template is copied. It contains all
necessary basic settings and expense types. These basic settings
cannot be changed.
You can then review and adapt fine-tuning for the new countries
which are combined under activities with the suffix - Generic
Country Version.
Note
The new country version is displayed and can still be
deleted as long as it has not been used in expense
reporting.
Manage Expense Report Here you can define a maximum file size for expense report
Attachment Maximum File Size attachments.
Expense Reporting - <country> Here you can review and adapt the predefined settings for expense
reporting for each country version.
Expense Types
Define which types of expenses can be reported in an expense
report. You can make individual settings for each expense
type. Each expense type has to be assigned an expense
account under "Account determination" to allow expense
reimbursement using FI ERP.
Expense Reimbursement Groups
Defining expense reimbursement groups is a prerequisite if
you want to differentiate between the reimbursement
entitlements for different employee groups.
Synonym Groups
Defining synonym groups and synonyms for the different
expense types gives travelers the flexibility to use a variety of
terms when sending expenses by e-mail.
Expense Types Synonyms
You can map the synonym groups you defined to the expense

Task Description
types used in the country version.
For generic country versions within the activity, you will find all
your new country versions and can maintain the expense
types, reimbursement groups etc. for each new country.
Enable Fast Entry for One-Day You can specify for which country versions fast entry one-day trips
Trip should be enabled.
Credit Card Settings Here you can edit your country-independent credit card settings.
Edit Credit Card Issuers
You can edit the list of credit card issuers.
Manage Credit Card-Related Accounts
You can edit the accounts to be credited for expenses that are
paid by corporate credit cards.
Define Expense Types for Late Fees
You can specify for each country version which expense type is
to be used for late fees charged by credit card providers.
Manage AMEX Account Type Settings
If you import credit card files in the file format AMEX GL1025,
you must check to ensure that the pre-delivered settings for
each AMEX account type assignment meet your company's
requirements.
Smart Receipt Recognition You can switch Smart Receipt Recognition on and off for specific
country versions. You can also allow feedback to improve Smart
Receipt Recognition for specific countries of reporting.
Furthermore you can adjust mapping of Smart Receipt Recognition
expense types with your expense types. The required fine-tuning
for the smart receipt recognition service using OpenText is
described in section 10.2 Fine-Tune Settings of the SAP Cloud for
Travel and Expense Integration Guide.
Manage Merchant Category You can map merchant category codes to expense types. You can
Code Mapping -<country> also change the mapping for multiple expense types in one step
using the mass change function.
Activity-related Reimbursement Here you can define activities that are relevant for expense
reimbursement. The definition of activities is a prerequisite if you
want to specify different reimbursement rates or different
maximum amounts for expense types for different activities.
Note
For the generic country versions, activity-related
reimbursement is always in scope.

Task Description
Mileage Rates - <country> You can define company-specific mileage reimbursement rates for
business trips to different countries and regions. You can also view
the statutory mileage reimbursement rates. If you do not define a
company-specific rate, the statutory mileage reimbursement rates
will be used by the system.
Note
For new countries of reporting based on the generic
country version, the statutory mileage reimbursement
rates have to be entered manually here. This also applies
to the statutory vehicle classes, if needed.
Account Determination Groups
You can assign account determination groups to the different
reimbursement rate types. With the account determination
groups in account determination, you can control the general
ledger accounts to which expenses are posted.
Company-Specific Vehicle Types
You can define company-specific vehicle types here.
Reimbursement Rates
You can define company-specific mileage reimbursement
rates for business trips to different countries and regions. The
system will use the statutory mileage rates if you do not define
a company-specific rate.
Per Diem Rates for Meals - You can define company-specific per diem rates for meals on
<country> business trips to different countries and regions. If you do not
define a company-specific rate, the statutory per diem rates for
meals are used.
Note
These settings are not available for the generic country
versions.
Per Diem Rates for Lodging - You can define company-specific per diem rates for lodging on
<country> business trips to different countries and regions. If you do not
define a company-specific rate, the statutory per diem rates for
lodging are used.
Note
These settings are not available for the generic country
versions.
E-Mail and Fax Settings You can configure e-mail and fax settings and test your e-mail for
each country, including the new country versions.
You must configure e-mail settings for the process-integrated
output of business documents. If you selected fax as an output

Task Description
channel during scoping, you must configure fax settings.
You can send a test e-mail to verify that the automatic sending of e-
mails by the system has been set up correctly.
Set Audit and Approval Process You can specify the conditions under which expense reports need
for Expense Reports review or approval for each country version, including the new
country versions. The default scenario for each country requires
audit and approval, with no minimum amount.
You can change the audit and approval requirements for the
defaults, but not the amount. If you want a higher minimum
amount, add an additional scenario. No Distinction is only applied if
no Domestic or Abroad scenario exists.
In addition, you can define the sequence of auditing and approval
and specify a percentage of expense reports to be audited at
random.
Set Audit and Approval You can specify an amount for expense types for each country
Conditions for Expense Types version, including the new country versions. If travelers enter an
expense type exceeding this amount, then their expense report will
need to be approved or audited.
For example, you can specify that if a traveler enters a hotel
expense of over €200 for Germany, their expense report will
require approval, or if they enter a flight expense of over $400 for
the US, their expense report will need to be audited and approved.
E-Mail Encryption and Signature You can specify for each e-mail scenario whether the solution
Check should encrypt outgoing e-mails and/or check incoming e-mails for
trustworthy signatures.
Load Certificates and Activate You can upload the certificate of your trusted Certification
Signing and Encryption for E- Authority (CA) and activate the signature check and encryption of
Mails e-mails.
Set E-Mail Preferences You can set your company's preferences for sending and receiving
e-mails through SAP Cloud for Travel and Expense. You can specify
the actions for which automatic e-mail notifications are sent, set
reminder deadlines and enable employees to make their own
personalization options for some notifications.
Set Up E-Mail Templates You can preview the default template delivered by SAP Cloud for
Travel and Expense for the e-mail notifications that are
automatically sent to employees, and decide whether you want to
use it as it is or modify it. For example, you can include your own
brand or company logo, and personalize the product name and the
greeting.
Specify Paper Receipt You can specify for which country versions paper receipts must be
Requirement submitted with expense reports for auditing purposes. The default
setting is that no paper receipts are required. If you change this,
the auditor must confirm that paper receipts have been received

Task Description
before an expense report can be approved.
Number Ranges for Trip ID Number ranges control how the number of a new document or
data record is created. For example, when a new document is
added, you can set the system to create a document number
automatically, or have the user enter a number manually. Changing
a previously assigned number range can lead to problems in the
system. Create number ranges large enough to avoid future
complications or overlaps.
Online Booking Tools The required fine-tuning for the itinerary process using one of the
following booking tools, see the appropriate sections in the SAP
Cloud for Travel and Expense Integration Guide:
For GetThere online booking system by Sabre, see section
9.1.3 Fine-Tune Settings
For Amadeus eTravel Management, see section 9.2.3 Fine-
Tune Settings
For cytric by iFAO, see section 9.3.3 Fine-Tune Settings
For Traxo, see section 9.4 Integrating SAP Cloud for Travel and
Expense with Traxo
Code List Mapping for You can maintain mappings for configuration values used in data
Integration with External exchange between your cloud solution and an external application
Applications and Solutions or solution.
Time Zone Maintenance To reflect the operating hours and business day of your company,
select a time zone. Once the time zone is set, this is the default
time zone setting for all the users in your company.
The time zone you select is used, for example, to ensure that
background jobs run at night, so that they do not interfere with
your normal operating hours or to record organizational structure
changes at the time at which they become effective.
Exchange Rate Types Here you can create your own exchange rate types. By using
different rate types, you can store different exchange rates for the
same conversion type, for example, a middle rate for actual
postings and another middle rate for planning purposes.
Configure Beneficiary Types This option allows you to create new beneficiary types and adjust
and Spend Tracking the default settings for beneficiary types used in expense reporting
for entertainment and gift categories. You can also choose whether
you want to use the spend tracking process in your company and
adjust it to suit your company's reporting policies.
Note
This fine-tuning activity is optional therefore you don't see
it if you selected Activities in Project. To activate it in your
system, set the Show field to All Activities and choose Go.
Find the Configure Beneficiary Types and Spend Tracking

Task Description
activity in the list and choose Add to Project.
Tax on Goods and Services You selected tax calculation during scoping, which means you have
to check and adapt the tax settings, such as currency conversion
rate and tax codes for your country version.
Allowed MIME Types for You can define the MIME types for attachments and documents
Document Upload that can be uploaded to your solution.
Integration of Employee Data Here you can create your own settings for scheduling the
from SAP ERP to Your Cloud replication of employee data.
Solution
Integration of Cost Center Data Here you can create your own settings for scheduling the
from SAP ERP to Your Cloud replication of cost center data.
Solution
General Business Partners If you use business partners in your solution, you can check and
adapt the predefined settings, such as business partner attributes
and number ranges.
Number Ranges for Employees You can check and adapt the number ranges used for employees
and Service Agents and service agents.
Regions Here you can check and adapt the region codes.
Currencies You can check and adapt the predefined currencies to ensure that
they meet your company’s needs.
Additional Communication To communicate in languages other than the logon languages

Languages chosen during scoping, select additional languages from the list
available here.
Address Checks Make your settings here if you want inconsistent addresses for
master data, such as wrong country code or postal code length, to
be shown as warnings but saved nevertheless.
4.4 Integrate and Extend Settings
In the Integrate and Extend phase of your first implementation project, you as a system administrator can set up
the SAP Cloud for Travel and Expense solution to meet the specific requirements of your company.
Here you can define the following:
Template Maintenance
You can use form Master Template to manipulate logo, address and bank account information for the expense
report form. Optionally, you can access this function in the Application and User Management work center under
Business Flexibility.

4.5 Perform Integration Tasks
You can now start integrating SAP Cloud for Travel and Expense with your required components.
The following figure provides an overview of the supported external components:
Procedure
To successfully integrate SAP Cloud for Travel and Expense with external components, follow the procedures in
the SAP Cloud for Travel and Expense Integration Guide.
Caution
Make sure that you perform the required procedures in the exact sequence as described in the
integration guide.

4.5.1 SAP ERP Integration
The SAP ERP integration is required to import the master data to SAP Cloud for Travel and Expense. The following
table provides an overview of the supported import scenarios:
Import Options
You have the following replication options:
SAP ERP Systems

Replication using IDoc-XML Interface
This method is available for employees, cost centers, internal orders, project work breakdown structures
(WBS), reporting line units, networks, network activities and sales orders. We recommend that you use this
method for your initial and delta uploads of master data to SAP Cloud for Travel and Expense.
Replication using web services
This method supports replication of currency exchange rates and business partners (such as customers)
from SAP ERP.
File download using SAP ERP add-ons and upload using the Migration Workbench

This method is available for employees, cost centers, internal orders, currency exchange rates, business
partners, sales orders, networks, network activities and project WBS.
Non-SAP ERP Systems

You can import master data by uploading .xls files from the migration workbench.
In addition, you can use web services for replication of the following objects and scenarios:
Employee
Cost Center
Cost Objects such as internal orders, project WBS, networks, network activities and sales orders
Reporting Line Units
Posting expense reports to a FIN system
Posting expense reports to a HCM system including taxable amounts for payroll process
Receiving accounting notifications from a FIN system
Business Partners (such as customers)
Distributed Employment
Distributed employment in SAP Cloud for Travel and Expense enables you to manage the data of employees with
several consecutive and not overlapping employments in different companies, different countries and different
HR systems. All personnel numbers are linked in the SAP Cloud for Travel and Expense System by a unique
person-ID, sometimes also called employee-ID.

Posting Options
You can handle travel expense reimbursement through either SAP ERP Financials (vendor accounts) or SAP HCM
(payroll). SAP Cloud for Travel and Expense controls which data is posted to which ERP system depending on the
configured reimbursement scenario.
The following graphic provides an overview of the supported posting scenarios:
You have the following options to transfer expense-related data to ERP systems:
FI Vendor Payment
FI Vendor Payment and HR integration
HR payment and taxation plus FI G/L posting
File download of payment-relevant data
For SAP ERP systems, we recommend using the IDoc-XML replication. For non-SAP systems, we recommend
using web services.
Procedure
You can start the installation in the SAP Solution Manager.

For more information on the installation procedure, read the appropriate documentation in the online application
help.
You have to add the components based on the following instances to your productive system landscape using the
SAP Solution Manager as follows:

Instance Description Component
Master Data Replication (FI) File-based and XML-IDoc-based NWS_EXT_FW 6.00 SP010
replication of FI and CO master data or higher
ODTFINCC 600 SP05 or
higher
ODTFINCO 600 SP05 or
higher
TEM_FIN_EXT_CNT SP05 or
higher
Expense Reporting Accounting Required component for XML-Idoc-based DCFLPROC 600 SP01 or
replication of expense reports FI higher
Accounting and payment notification TEMODFI 600 SP09 or
from FI Accounting to SAP Cloud for higher
Travel and Expense
Master Data Replication (HCM) File-based and XML-IDoc-based NWS_EXT_FW 6.00 SP10 or
replication of HCM master data higher
OTM_EXTR 100 SP05 or
higher
TEM_HCM_EXT_CNT SP05
or higher
ExpenseReportHCM Optional component for XML-IDoc-based ODTHCMER 600

payment and taxation
To set up your ERP integration, follow the procedures in chapters 2 through 6 in the SAP Cloud for Travel and
Expense Integration Guide.
4.5.2 Business Warehouse Integration
You can extract expense report data and import this data into an SAP NetWeaver Business Warehouse (BW)
system for reporting purposes. The data that is extracted is expense report data and master data mappings.
To set up your SAP NetWeaver BW integration, follow the procedures in chapter 13 of the SAP Cloud for Travel
and Expense Integration Guide.

4.5.3 Integration with other SAP Cloud Solutions
The integration with other SAP Cloud Solutions can also be used to import the master data to SAP Cloud for
Travel and Expense. The following table provides an overview of the supported data flows. For more information
on integration with the other SAP Cloud Solutions, see the SAP Cloud for Travel and Expense Integration Guide.
4.5.4 Other Integration Components
SAP Cloud for Travel and Expense supports integration with:
Component Description
Paymetric™ Third-party credit card service provider that facilitates the automatic and
secure processing of expense files
GetThere online booking system Third-party online booking tool that allows you to search for real-time
by Sabre data for flights, hotels, car rental, and trains, Your bookings are then
replicated into the SAP Cloud for Travel and Expense solution.
Amadeus e-Travel Management Third-party online booking tool that allows you to search for real-time
data for flights, hotels, car rental, and trains, Your bookings are then
Cytric by i:FAO Third-party online booking tool that allows you to search for real-time
data for flights, hotels, car rental, and trains, Your bookings are then

Component Description
Traxo A third-party itinerary management system that organizes trips booked in

the internet. You can display the itineraries in SAP Cloud for Travel and
Expense.
OpenText A third-party smart receipt recognition service that interprets receipt

images sent by company employees by e-mail to SAP Cloud for Travel
and Expense, turning them into machine-readable information.
Central receipt scanning service Central receipt scanning service to import scanned documents and attach
them to expense reports, thereby simplifying and automating the process
of creating expense reports.
To set up integration with these components, follow the procedures in chapters 8 through 11 in the SAP Cloud for
Travel and Expense Integration Guide.
4.6 Go Live
In your production system, you have to complete your implementation project to go live.
Prerequisites
You have completed the procedures described in sections 4.1 through 4.6 of this guide.
Procedure
1. In Business Configuration Implementation Projects, select your First Implementation and choose Open
Activity List.
2. Follow the guided procedures to complete all required activities.
3. Close the implementation project by confirming completion of all milestones and activities.
Caution
You must review, and if necessary, adapt the checklist of all the activities that must be worked on or
completed before going live. Please note that you can extend the scope later in a change project, but you
can’t reduce it.
Result
The implementation project is completed and you are live with your SAP Cloud for Travel and Expense system.

4.7 Implement a Change Project
After the solution has gone live for the first time, you can prepare a change project to adapt the capabilities and
behavior of the solution. This involves:
Selecting scoping elements
Reviewing scoping questions
Identifying mandatory and optional activities for implementing the changes
The live solution is not affected by the changes until they are merged with the production system.
4.7.1 Prepare a Change Project
Prerequisite
You have completed the Confirm Go Live activity for your First Implementation project.
Procedure
1. In Business Configuration Implementation Projects, click New to create a new change project.
Note
To edit the scope of a change project you created previously, select the project and click Edit Project
Scope. The system then displays the Edit Change Project guided activity.
2. Follow the New Change Project guided procedure:
Step Value
1 Select Scenario Select a change scenario:

Extend Implemenation Focus
Add Country
Note
At this or any subsequent step of the guided procedure,
you can click Project Details to view either a Basic or
Complete overview of your change project.
2 Adjust Scoping Adjust the capabilities that you want in your solution.
For more information about the mandatory and optional scoping
elements for SAP Cloud for Travel and Expense, see section 4.1
Define Project Scope [page18].
3 Review Questions Answer the scoping questions for the adjustments you made in
the previous step.
For more information about the mandatory and optional scoping

Step Value
settings for SAP Cloud for Travel and Expense, see section 4.1
Define Project Scope [page18].
4 Complete Project Review the summary of changes and provide additional

Setup information about your change project as follows:
1. Under General Information, enter the Title and Description for
your change project.
2. Under How to Proceed, choose one of the two options:
o Option 1: Publish Changes to Your Production System
Without Generating an Activity List
When you choose this option, your project will be closed
and changes are effective immediately.
o Option 2: Implement Changes Using Activity List
Decide if you want to include Milestones or Instructional
Activities in your activity list.
Under Planned Implementation Timeline, select the Start
Date and End Date for your change project.
3. To save your changes, click Finish.
5 Confirmation Review your scoping results, and click Close.
Result
Based on your decisions, the system generates the activity list for your change project.
To start working on the activities in your activity list, click Open Activity List to Implement Changes. For more
information, see the next section Complete the Activity List.
To view a basic or detailed summary of your change project, click Display Project Details (Basic) or Display Project
Details (Complete).
4.7.2 Complete the Activity List
Once you have finished preparing an implementation project, you can start working with the activity list for the
project. The activity list is automatically generated by the system based on your scoping decisions, and the
activities are grouped by phases. This includes all mandatory implementation and project management activities
that you need to complete before your SAP Cloud for Travel and Expense change project can go live for the first
time, or before your changes can be merged with your live solution.
You can also add optional activities to the activity list and complete them. Most of these optional activities relate
to the Fine-Tune phase, but may also relate to other phases. Milestones have to be confirmed for your first
implementation project and your change projects (if you have included milestones in the activity list of your
change project) — these milestones give you guidance and allow you to track the status of your implementation.
For more information about the relevant fine-tune settings for SAP Cloud for Travel and Expense, see section 4.3
Fine-Tune Settings [page 30].

Prerequisites
You have finished preparing a change project as described in the previous section of this guide.
Procedure
1. Click Open Activity List to Implement Changes.
Note
If your change project includes the Add Country change scenario, you have to manually add business
options that are affected by this change scenario. These business options were already completed as part
of your first implementation project and therefore were not automatically added to the activity list of your
change project. Select the change project and click Open Activity List.
2. Follow the guided procedures to complete all required activities.
3. Close the change project by confirming completion of all milestones and activities.
Caution
You must review and, if necessary, adapt the checklist of all the activities that must be worked on or
completed before going live.
Result
The implementation of your change project is completed.
Note
Any scoping decisions you make as part of your change project are deployed when you complete the
Merge Changes with Production System activity in the activity list. After completing this activity, you
cannot adjust the scope of this change project.
Your new scope must also be compatible with the company- and country-specific settings you made in sections
4.4 Integrate and Extend Settings and 4.6 Go Live. To change these settings, you have to request an additional
system as described in section 4.8 Request an Additional System [page 48].
4.7.3 Cancel a Change Project
You can cancel a change project that has status Started if you find you no longer need it.
Note
The Cancel Project button is available only when the status of the change project is Started or Tested.

Procedure
1. In Business Configuration Implementation Projects, open your change project.

2. On the Project Overview screen, click Cancel Project and then confirm that you want to delete the change
project.
Result
The status of the change project is set to Canceled. The canceled project remains in the list on the Implementation
Projects view, but it can no longer be edited or implemented.
4.7.4 Simulate Merging a Change Project with Production
Before merging a change project with the production system, you can simulate the process to check whether any
issues would arise. The simulation does not affect the project or the production system.
Prerequisites
You have not yet completed the Merge System with Production System activity for the change project.
Procedure

2. On the Project Overview screen, click Actions and then choose Simulate Merge.
The Simulate Merge view is displayed.
3. Click Start Simulation.
Result
The status of the merge simulation is displayed.

To view the merge simulation report, which includes detailed information about the merge simulation
process and the issues that were identified, click the See Details link.
You can also access the merge simulation report from the Project Overview. Click Reports, and then choose
Simulation History.

4.7.5 Update a Change Project from the Production System
You can update a project with scoping and fine-tuning changes that have been made to the production system
since the change project was created. This is especially useful if a change project is implemented over a long
period of time, during which other change projects or immediate changes may have been applied to the
production system.
Procedure

2. On the Project Overview screen, click Actions and then choose Update Project from Production.
3. On the Update Scoping and Fine-Tuning from Production screen, click Start Update.
4. If conflicts are detected between the production system and the project, choose whether to keep the project
settings or the production settings.
Result
The status of the update is displayed.

To view the update report, which includes detailed information about the update process and the issues that
were encountered, click the See Details link.
You can access the update report from the Project Overview as well. Click Reports and then choose Update
History.
4.8 Request an Additional System
Although you are provided with a production system for your SAP Cloud for Travel and Expense solution, changes
in your requirements and scope can lead to the need for an additional system. For example, you want to change
your company- and country-specific settings in the course of a change project.
The additional system is an exact copy of your production system without the existing master data. You can use it,
for example, for testing or training purposes.
This option is available for your first implementation project that does not have a status of Live or Closed, as well
as for change projects that do not have a status of Closed.
Procedure
1. In Business Configuration Implementation Projects, select an open change project for which you want to
request a system.
2. Click Actions and select Request System.
3. On the Request System screen, select the Copy from Production System indicator. Select your preferred
downtime slot.

In order for a copy of your production system to be created, a downtime of your system is necessary.
The available downtime slots are displayed in a table. You can select one of the available slots or enter a
different start and end date and click Go.
The downtime slots available during the entered dates are displayed in the table.
4. Click Request System.
Result
Your system request is submitted. You can see the status of your request in the System Status column in the table
on the Implementation Projects view.
If you have requested several systems, you can see the status for each when you click on the system status link.
The Additional Systems screen gives you an overview of the status, the downtime slot, and the type of system you
requested.
4.9 Mobile Applications
You can download the SAP Cloud for Travel and Expense mobile apps from the respective stores as follows:
iOS
Install the SAP Cloud for Travel and Expense apps for the Apple® iPhone® and the Apple® iPad® from the
iTunes Store®. A notification will be displayed on-device when a new version of the app is available for
download.
BlackBerry
Install the SAP Cloud for Travel and Expense app for BlackBerry® smartphones from BlackBerry® App World™.
Note
When the application is deleted or a new version is installed, all SAP Cloud for Travel and Expense data
stored on the mobile device is deleted automatically, this includes the URL
Android
Install the application by downloading the application directly from the Google Play Store™
Note
SAP does not warrant that the software and/or features as described herein will be available without
interruption or permanently. SAP draws your attention to the fact that the availability is subject to the sole
discretion of the operator of the app store. The operator of the app store may, at any time and without
notice, restrict, interrupt, or prevent use of the software, or delete the software from your mobile device,
or require SAP to do any of the foregoing actions.
Authorizations
Users of the SAP Cloud for Travel and Expense mobile apps use the same URL address and logon credentials as
for the desktop application.

All travelers and approvers are automatically provided access rights for the relevant modules in the mobile apps
based on their assigned role in the desktop application.
In the Application and User Management work center, ensure that for each mobile work center view to be
accessed on a mobile device, the user of the mobile device is assigned the related desktop work center view. For
further information on how to assign access rights to mobile users, refer to the Business Users Quick Guide in the
Help Center from any work center.

5 Upgrade
This chapter is only relevant for existing SAP Cloud for Travel and Expense customers migrating from the August
2013 to the November 2013 Version.
Process
Upgrades to SAP Cloud for Travel and Expense are implemented by SAP Cloud CustomerCare to ensure the
highest quality of the productive system. The process starts for you with the upgrade to a test upgrade system -
which is based on a copy of your productive system - before the final upgrade of all productive systems is
performed.
For the test upgrade system, you are provided with the individual test system URL and offer an optional test
period. We recommend that you test the upgrade, but this is not mandatory. An upgrade test enables you to:
Address potential issues to SAP Cloud CustomerCare at an early stage of the upgrade process.
Determine the requirement of individual enablement scenarios for your users.
Achieve early awareness of enhancements and functional changes.
Incident Reporting
You can report a very high priority incident in the test upgrade tenant for the following reasons:
The problem has very serious consequences for a major business process.
Urgent work cannot be performed.
Security and access-related incidents occur.
If you identify a business critical issue with your upgrade test system, proceed as follows:
1. Report a very high priority incident in your upgrade test system with the incident short text starting with
OD-Travel - <your issue>.
2. Describe the issue in detail as well as the business impact.
3. Submit the incident by Thursday 10:00 am local time at the latest, the week before the productive upgrade is
planned.
Restrictions
SAP Cloud CustomerCare has taken measures to ensure minimum disruptions during the upgrade. You can
continue to use the SAP Cloud for Travel and Expense system at all times during the upgrade process (except
planned downtime windows).
Communication
SAP Cloud CustomerCare will inform you in advance of the upgrade.

Upgrade © 2012 SAP AG. All rights reserved. 51
All relevant SAP internal resources will be informed in parallel in order to be able to provide assistance if required.
You will then receive the following e-mails to guide you through the upgrade process:
1. Kickoff e-mail with your upgrade schedule for the tenants receiving an upgrade
2. Test upgrade e-mail communicating the test upgrade-URL
3. Successful productive upgrade e-mail during the scheduled upgrade weekend
New Functionality
For a list of all new functions in SAP Cloud for Travel and Expense as of November 2013, see What’s New in SAP
Cloud for Travel and Expense.
Caution
For new functions you want to use that require configuration settings in the Business Configuration work
center, you have to follow the relevant procedures as described in chapter 4 Implementation [page 18].
In your upgraded SAP Cloud for Travel and Expense system, you have to adjust the following features:
Customers upgrading to the November 2013 Version of SAP Cloud for Travel and Expense have to complete the
following activities:
Feature Action
Customer-specific reports and The technical names of some expense report statuses have been renamed.
extraction of data If you've built any reports based on expense report statuses Reimbursed or
to an SAP BW system Declined, these will have to be updated. The same applies for any selection
criteria that a key user or end user has saved for existing reports. Here's an
overview of all the statuses as of November 2013:
1 CO_IN_PREPARATION remains unchanged
2 CO_IN_AUDIT remains unchanged
3 CO_IN_APPROVAL remains unchanged
4 CO_RELEASED has been renamed from Pending
Reimbursement to Released for Reimbursement
5 CO_COMPLETED is now 5 CO_CANCELLED
6 CO_DECLINED is now 6 CO_REJECTED
7 CO_CANCELLED is now 7 CO_COMPLETED
8 CO_REJECTED is now 8 CO_DECLINED
If you have extracted any expense report data to an SAP NetWeaver BW
system, you need to reload it to ensure that you have the correct data there.
The following data sources are affected:
FINERMU01
FINERMU04
ODTERMU03
ODTERMU08
ODTEXPREPHEADB
*German Country Version Only* To ensure compliance with the new German tax law for travel expenses that
comes into effect as of 01/01/2014, you have to enter the new rates for

52 © 2012 SAP AG. All rights reserved. Upgrade
Feature Action
Enter new meals per diem rates meals per diems. The new rates are €12 for the first and last days of a trip,
and €24 for all the days in between.
You can update the rates in the fine-tuning activity Per diem rates for meals.
*German Country Version Only* If you have scoped the business option Taxable Benefit Items, and your
Enter new taxable benefits for company handles meal per diem deductions for non-travel-related expenses
meal deductions using the expense types T1B (breakfast), T2L (lunch) and T3D (dinner), you
have to manually enter the new amounts that apply for the taxable benefit
for meal deductions. These adjustments are required as a result of the new
German tax laws relating to travel expenses that comes into effect as of
01/01/2014.
The new amounts are €1.63 for breakfast, €3 for lunch, and €3 for dinner.
Additionally, you have to ensure that the expense category assigned to
these expense types is Meals.
1. Go to the fine-tuning activity Expense Reporting – Germany
Edit Expense Types.
2. Under Available Expense Types, select each of the expense types
one by one and, on the Definitions tab, check that the Expense
Category entered for each of these is Meals. If it is not, choose Add
Row and adjust this entry to Meals.
3. For each expense type, go to the Maximum Amounts tab and
choose Add Row.
4. Enter the new Valid From date of 01/01/2014 and the new amounts
€1.63 for breakfast, €3 for lunch, and €3 for dinner. When you
press Enter, the previous record will be delimited to 31/12/2013.
.
New support packages To take advantage of the new features in master data replication, install the
latest Support Packages for the SAP Cloud for Travel and Expense Add-On
components in your SAP ERP system.

Upgrade © 2012 SAP AG. All rights reserved. 53
6 Security
All information about security for SAP Cloud for Travel and Expense is now contained in the dedicated Security
Guide. You can find this on SAP Help Portal at http://help.sap.com/byd under <language> SAP Business
ByDesign November 2013 Setup and Configuration Security Guide.

54 © 2012 SAP AG. All rights reserved. Security
7 Monitoring
After you go live with SAP Cloud for Travel and Expense, you must manage the day-to-day travel and expense
activities, such as employee imports or credit card feeds. This chapter describes regular monitoring tasks in both
SAP Cloud for Travel and Expense and SAP ERP.
7.1 Tasks in SAP Cloud for Travel and Expense
Travel Administrators and System Administrators can perform all their administration activities from one central
location in the Cockpit work center.
In SAP Cloud for Travel and Expense, there are mandatory as well as optional administration tasks, depending on
how your business uses the SAP Cloud for Travel and Expense system.
The Travel Administrator also has direct access to daily and periodic tasks in the Travel Admin work center. To
learn more about monitoring, see the documentation for administrators in the Help Center.
The following table lists mandatory tasks:
Area Tasks Frequency
SAP ERP master data Monitor Business Communication On demand

synchronization Upload employee master data
Upload cost centers and other cost objects in SAP
Cloud for Travel and Expense
Automatically post travel expense reimbursements
to SAP ERP – by setting up trusted communication
channels, parallel G/L accounts, and logical systems
User and access Manage the access rights centrally. Access rights are On demand
management given in the form of work center access, which you
can assign / remove from your users
Unlock / deactivate / reactivate users and reset
password of business users
Manage employee imports
Cost assignments Monitor and manage cost centers On demand

Monitor other cost objects
Currency exchange rates Upload exchange rates from SAP ERP or create On demand
manually in SAP Cloud for Travel and Expense
Enter a specific exchange rate pair
Expense report posting Monitor expense report change log On demand

and accounting Use business communication monitor
notifications

Monitoring © 2012 SAP AG. All rights reserved. 55
Area Tasks Frequency
Expense types Set up expense types On demand

Monitor expense reports
Credit card feeds Monitor successfully und unsuccessfully imported If applicable daily
feeds
Manage corporate credit cards
Manage credit card transactions
Central Receipt Scanning Monitor unsuccessfully imported attachments from the Daily
central receipt scanning service
Electronic invoice Monitor all electronic invoices that have not yet been Daily
assigned to expense reports.
Assign invoices that could not be assigned to an
employee to the relevant employee.
Expose Data to BW Monitor data extraction On demand
Itinerary replication View background jobs Regularly

Monitor action items
Resolve erroneous replication runs On demand
Incident handling Review of incidents created by end users, clarify open Daily
questions with end user and search for possible
solutions in available resources
Process incidents which are automatically created by
the system, which report missing master data etc.
and which lead to processes being interrupted
Process incidents which are automatically created by
the system reporting inconsistencies
Check and release service tasks
Process incidents, forward them to SAP if necessary On demand
and react to replies from SAP
7.2 Tasks in SAP ERP
You can use the following transactions in SAP ERP to monitor tasks and to analyze errors with regard to FI
Posting.
Transaction Tasks Frequency
BD87 Check if IDocs for the specified message types below were processed Daily
Status for ALE correctly:
Messages For Outbound:
o FIN_DCFL_TV_PAY_CONF

56 © 2012 SAP AG. All rights reserved. Monitoring
o IDOC_ODTF_COBJ
For Inbound: FIN_DCFL_TV
For items with a red status light, follow the proposed solution and then
restart them.
SM37 You have scheduled program RBDMIDOC to analyze the change Regularly/
Simple Job pointers in your financials system. on demand
Selection You can use this transaction to check if the program runs correctly.

Monitoring © 2012 SAP AG. All rights reserved. 57
8 Troubleshooting
This chapter provides troubleshooting information to support you with your daily monitoring activities.
8.1 SAP ERP: Master Data Upload
8.1.1 Monitoring the Master Data Replication
In the ERP system, where you have started your replication report, go to transaction BD87 to see which outbound
messages have been automatically created. Take a note of the IDoc numbers.
In the SAP Cloud for Travel and Expense system, in the Application and User Management work center, use the
Web Service Message Monitoring to show the technical details of your messages.
In the Master Data Replication work center, select Import and then the objects you replicated, to display the
upgrade status and connectivity of your master data import.
The Cockpit work center in SAP Cloud for Travel and Expense provides you with a universal overview of all your
monitoring tasks. Here, you can find all the information of Application and User Management and the Web Service
Message Monitoring on one page.
8.1.2 Frequently Asked Questions
How can I change wrong employee or cost center data in the staging area?
An error that might occur quite often is that either the manager of a cost center has not been created in the SAP
Cloud for Travel and Expense system or the cost center to which an employee is assigned has not yet been
created. In this case, also upload the missing employees or cost centers. If all the necessary managers and cost
centers are uploaded and there are no additional errors after two days at the latest, the cost centers and
employees are activated by an automatic run.
You can also activate employees manually in Master Data Replication Import Employees. Select one
employee and choose Edit. Correct the data, and choose Replicate. To activate all employees on the list, choose
Trigger Replication.
To activate several cost centers at the same time, choose Master Data Replication Import Cost Centers, and
then Trigger Process Run. If you need to change data that cannot be changed at this point or if you need to change
many data sets, you can flag all cost centers or employees that are wrong as irrelevant. Then, you can go back to
the upload step and either import a new XML file, or copy the already existing one and modify it. After finishing the
migration of the changed data, you can either wait for the automatic run, or start the activation manually under
Master Data Replication Import Cost Centers.

58 © 2012 SAP AG. All rights reserved. Troubleshooting
How can I delete an employee from the SAP Cloud for Travel and Expense
system?
You cannot delete employees in SAP Cloud for Travel and Expense but you can set the access period end date of
an employee to a date in the past. As a result, the employee cannot be used any more in SAP Cloud for Travel and
Expense. You can do this manually by choosing Application and User Management Business Users. The select
the users and choose Edit Attributes.
You can overwrite the Termination Date after upload and before processing the file. This date is mapped to the
access period end date during processing of the data. You can also copy an existing field that has already been
processed to change this date for all or some of the entries.
8.1.3 Error Handling
Error in Migration Workbench (MWB): “Inconsistent values found in your

source file”
See the following error details in the Migration Workbench (MWB):

No Communication System has been defined for the logical system name contained in the
custom property LOGSYS of the xml.
This may happen if, for example, you upload employee data from a non-SAP system and have manually set the
LOGSYS property to a wrong value.
You cannot edit the LOGSYS property in the MWB; you have to upload a new file. When dealing with employee
data, you can download the file from the MWB, give the new file a different name, clear LOGSYS, and upload the file
again. (LOGSYS is optional in employee files.) Delete the original file from the MWB because it cannot be
processed.
Note
LOGSYS is mandatory for the upload of cost objects because FI integration is supported only with SAP
ERP systems. The LOGSYS property will be populated automatically when cost object data is extracted
from an SAP ERP system. You must have defined a corresponding communication system in the SAP
Cloud for Travel and Expense system.
Uploaded Employees are not visible under Manage Employees and User Details
This error can occur for the following reasons:

The upload of master data has not yet finished
Check in the front end in the Migration Workbench whether the file appears in the workbench with status In
Process.
Select the file and choose Execute Migration. This takes you to the current processing step:
1. Any error messages can be seen directly in the Migration Workbench. Typical error messages refer to
inconsistent data in the uploaded file, or to missing value mappings. Proceed as indicated in the error
message.

Troubleshooting © 2012 SAP AG. All rights reserved. 59
2. If there are no error messages, the previous processing step has finished and the system is waiting for
user interaction before continuing with the next step. To trigger the next step, choose Next. You can
choose Run in Background and later check the results of that step by choosing Execute Migration again
from the initial screen of the Migration Workbench.
Data has so far only been transferred to the staging area
As stated above, employees and cost centers are first uploaded to the staging area. This is the normal
behavior directly after upload, and not an error. Check the content of the staging area as follows:
Go to Master Data Replication Display Employees / Cost Centers:
o On the day of the upload, the Update Status field shows a yellow traffic light indicating that the record has
not yet been processed in the staging area.
o On the day after the upload, or after manual processing, the record should have disappeared from the list.
If it is still listed, the Update Status field should show a red traffic light.
Select the entry and check the log messages displayed in the lower part of the screen.
Data Remains in the Staging Area
As described in section 4.3.1 Core Master Data and Dependencies of the SAP Cloud for Travel and Expense
Integration Guide, uploaded data remains in the staging area until it is processed by the nightly background job.
You can manually trigger processing of data in the staging area by choosing Master Data Replication Import as
follows:
For employees:
1. Choose Employees.
2. Select an entry and choose Edit.
3. This leads you to the detail view of the employee data where you can edit values. Depending on the error
messages found on the previous screen, or that are available on the current screen when you choose
Process, you can try to correct the problem by changing the content of some fields. Be aware that this is
only a quick fix, and that the data probably needs to be corrected in the leading system. If manual
processing fails, choose Mark as irrelevant. This removes the record from the staging area and you can try
again with a new upload. If you do not remove the record, it blocks processing of subsequently uploaded
data for the same employee.
For cost centers:
Choose Cost Centers, and then Trigger Process Run.
This triggers processing for all cost centers in the staging area; which may take some time. Any errors will be
visible in the bottom part of the screen when you select an item in the list. If processing fails repeatedly, mark
the record(s) as irrelevant and upload the data again.
Note
As described in section 4.3.1 Core Master Data and Dependencies of the SAP Cloud for Travel and
Expense Integration Guide, you have to perform a number of manual steps in the staging area to activate
new employees and cost centers.

8.2 Monitoring Posting Transactions between SAP Cloud for
Travel and Expense and ERP
In SAP Cloud for Travel and expense in the Postings work center you can monitor the Expense Report postings
including all details and manually trigger postings.
In ERP you can monitor incoming postings in the ALE monitor (transaction BD87.
8.3 Credit Card Integration
The following table provides information about errors that can occur during credit card integration:
Error Message Description / Solution
Issuer code <credit card issuer The credit card issuer code contained in the imported expense file does
code> not found in SAP Cloud not exist in SAP Cloud for Travel and Expense. This prevents the file from
for Travel and Expense. Please being imported.
enter the credit card issuer in Solution:
"Manage Credit Card Issuers"
Set up a new credit card issuer in SAP Cloud for Travel and Expense with
and then click Start Import in
the relevant issuer code as follows:
"Monitor Credit Card Feeds".
1. In Business Configuration Implementation Projects First
Implementation. Choose Open Activity List Credit Card Settings,
choose Edit Credit Card Issuer.
2. The Credit Card Issuers worklist appears.
3. Choose Add Row.
4. Enter the required ID and name in Issuer ID and Issuer Name.
Note
The Issuer Name field is case-sensitive.
The credit card issuer is added to SAP Cloud for Travel and Expense.
You can either import the file manually or wait for the next scheduled
import.
File <File name> cannot be This error is triggered by one of the following:
imported; contact technical A communication error with the Paymetric web service
support
Incorrect user name
Incorrect password
Incorrect parameters for expense file
Any of the above cases will prevent the file from being imported. (and will
be specified in the log)
The cause of the error will be listed in the log.
Solution:
Contact SAP Cloud Managed Services. SAP Cloud Managed Services can

now do the following:
1. Check the technical log for the detailed error message.
2. Contact Paymetric and provide file name, customer and problem
details.
Amount <amount> not valid; The expense file contains invalid data (it does not comply with the credit
Please contact the credit card card issuer's defined file format) and therefore it cannot be parsed.
issuer regarding transaction The file will not be imported.
<credit card transaction
Solution:
number>.
Contact the credit card issuer, provide the problem details, and request a
Date format <date> is not valid. new file.
Please contact the credit card
You can either import the file manually or wait for the next scheduled
issuer regarding transaction
import.
<credit card transaction
number>.
Currency code <currency

code> does not exist. Please
contact the credit card issuer
regarding transaction <credit
card transaction number>
Payment type <payment type>

is not valid. Please contact the
credit card issuer regarding
transaction <credit card
transaction number>.
A technical error has occurred. An internal technical error in SAP Cloud for Travel and Expense.
Please contact technical The cause of this error can be one of the following (and will be specified in
support. the log):
The LCP or UUID is missing.
XSLT was not found; therefore conversion according to XSLT is not
possible.
Conversion of XML into ABAP XML failed.
Conversion of the flat file into ABAP XML failed.
Solution:
Report an incident.
Currency code <currency The currency code or country code provided in the file does not exist in
code> is not valid. Please SAP Cloud for Travel and Expense.
contact the credit card issuer Solution:
regarding transaction <credit
Contact the credit card issuer and provide the problem details.
card transaction number>.
Country code <country code>

is not valid. Please contact the
credit card issuer regarding

transaction <transaction
number>.
Please contact the credit card

Note
issuer to provide the master
data for credit card <last 4 Only relevant for Visa/US Bank/MasterCard files
digits>. The imported credit card transaction includes a card number that has not
been provided in the master data section previously.
Solution:
Contact the credit card issuer and provide the problem details.
Employee ID <employee ID>

Note
for credit card <credit card
number> is not valid. Please Only relevant for Visa/US Bank/MasterCard files
contact the credit card issuer Employee ID provided in the master data is invalid.
Solution:
Contact the credit card issuer regarding the invalid employee ID. To
correct the data without reimport, the admin can assign the valid
employee ID as follows:
In Travel Admin choose Feed Monitoring. Select the corresponding file
and click Edit Credit Card Transactions. Enter the valid employee ID for
the transaction in the transaction list. Save the data and choose Retry
Employee ID <employee ID>

Note
for credit card <credit card
number> is not valid. Please Only relevant for brands without master data (such as AMEX).
assign credit card to employee Employee ID provided in the transaction is invalid.
<employee> in "Manage
Solution:
Corporate Credit Cards" and
Contact the credit card issuer regarding the invalid employee ID.
inform the credit card issuer
regarding transaction Steps:
<transaction number>. To be able to assign this transaction to a specific employee in SAP Cloud
for Travel and Expense, the card number must be mapped to the relevant
employee. To correct the data, please proceed as follows:
1. In Travel Admin, choose the common task Manage Corporate Credit
Cards.
A list of existing corporate credit cards in SAP Cloud for Travel and
Expense appears.
2. In the Find field, type the required credit card number and choose Go.
3. Any credit card numbers that match the requested value will appear
in the worklist. Click the required credit card number. Select the
corresponding Employee ID and Name in the table row Employee.
The card is now assigned to the specified employee. Once a card is
assigned to a specific employee all imported transactions listed for
that card are assigned to the employee.

5. When the card is assigned, release the card-related transactions.
Choose Travel Admin Feed Monitoring, select the corresponding file and
choose Retry
Please assign credit card <last The imported credit card transaction includes a credit card number but
4 digits> to employee <first no employee ID.
name> <last name> in To assign this transaction to a specific employee in SAP Cloud for Travel
"Manage Corporate Credit and Expense, the card number must be mapped to the relevant
Cards". employee.
Solution:
1. In Travel Admin choose the common task Manage Corporate Credit
Cards.
A list of existing corporate credit cards in SAP Cloud for Travel and
Expense appears.
2. In the Find field, enter the required credit card number and choose
Go.
3. Any credit card numbers that match the requested value will appear
in the worklist. Click the required credit card number. Select the
corresponding Employee ID and Name in the table row Employee.
The card is now assigned to the specified employee. Once a card is
assigned to an employee, all imported transactions listed for that
card are assigned to the employee.
5. When the card is assigned, release the card-related transactions.
To do so, choose Travel Admin Feed Monitoring, select the
corresponding file and choose Retry.
Employee ID <employee ID> A transaction of type CTA (Central Travel Account) does not contain a
for <first name> <last name> is valid employee ID. Therefore, it cannot be assigned to an employee or an
not valid. Please assign employee’s expense report. This means that the transaction cannot be
employee ID in "Edit Credit saved in SAP Cloud for Travel and Expense
Card Transactions" and Solution:
contact your travel agency.
Contact the travel agency and make sure that the relevant employee ID is
correctly assigned to this transaction. When the transaction is re-
imported with the relevant employee ID assigned, it will be saved in SAP
To correct the data without reimport, the admin can assign the valid
employee ID as follows:
1. Go to Travel Admin Feed Monitoring.
2. Select the corresponding file and choose Edit Credit Card
Transactions.
3. Enter the valid employee ID for the corresponding transaction in the
transaction list.
4. Save the data and choose Retry

Employee ID is not valid. Please A transaction of type CTA (Central Travel Account) contains neither a
contact your travel agency valid employee ID nor a traveller name. Therefore, it cannot be assigned
regarding transaction to an employee or an employee’s expense report. This means that the
<transaction number>. transaction cannot be saved in SAP Cloud for Travel and Expense
Solution:
Contact the travel agency and make sure that the relevant employee ID is
correctly assigned to this transaction. When the transaction is re-
imported with the relevant employee ID assigned, it will be saved in SAP
Info: Card <last 4 digits> is

Note
already assigned to employee
<employee ID>. Please check Only relevant for Visa/US Bank/MasterCard files
the credit card master data in A master data record includes a card number that already exists in SAP
"Manage Corporate Credit Cloud for Travel and Expense and is already assigned to an employee.
Cards" and inform the credit The employee ID provided by the issuer differs from the employee ID
card issuer regarding employee assigned to the token in SAP Cloud for Travel and Expense.
ID <employee_id>.
Solution:
Transaction and corresponding expense are assigned to the token in SAP
Cloud for Travel and Expense. Check the credit card master data in
Manage Corporate Credit Cards. Contact the credit card issuer regarding
the invalid employee ID.
Assign the merchant category The imported credit card transaction includes a merchant category code
code <category code> to an that is not mapped to an expense type in SAP Cloud for Travel and
expense type on the "Map Expense.
Merchant Category Codes” Solution:
screen.
1. In Business Configuration Overview, enter Manage Merchant
Category Code Mapping - <Country> in the Find field.
A list of existing merchant category codes in SAP Cloud for Travel
and Expense appears.
2. Select a table row.
3. In Expense Type, click the arrow icon and select a list option.
The merchant category code is now mapped to the selected expense
type.
5. When the merchant category code is mapped, release the card-
related transactions.
Choose Travel Admin Feed Monitoring and in Action Items, select the
corresponding file and choose Retry.
Merchant category code The merchant category code in this transaction does not exist in SAP
<merchant category code> Cloud for Travel and Expense.
does not exist; Please report an Solution:
incident.
Contact SAP Cloud Managed Services. SAP Cloud Managed Services

adds the new merchant category code and deploys to all tenants.
Info: Transaction <transaction The newly-imported expense file contains a transaction that already
ID> was not imported because exists in SAP Cloud for Travel and Expense.
the transaction already exists. Solution: No action is required.
No action is required.
8.4 Online Booking Tools and Itinerary Management
8.4.1 GetThere
In Application and User Management Background Jobs, system administrators should regularly scan the job log
for errors. The Background Jobs screen displays a list of executed jobs. We recommend that you filter the list
using the All Jobs run in last Week and All Failed Jobs options.
In the list, check jobs of run type Synchronize OBE Run. To display the corresponding log for a job, choose View
Job Log.
See below for examples of errors you may come across in your daily work.
General Replication Errors
General errors refer to general malfunction that prevent the replication of all trips. General errors are
automatically retried by including the respective replication time frame in the next job run. If the root cause is not
resolved, the general error will persist for the next run. You have to resolve the error before a retry can be
successful.
Example
You receive the following error message:
Error while retrieving list of booking data IDs – Service provider invocation
timed out
This is typically due to network or service provider problems. If the issue persists for the next runs, you should
contact GetThere to check their systems.
Trip-Specific Replication Errors
Trip-specific errors relate to a single trip. The system creates an action item for each trip-specific error in a job
run. The action items allow you to retry faulty trips by exposing the action ProcessFailedItems.
To view the error information, click the Replication Error link. Then choose Actions Process Failed Items

For trip-specific errors, you additionally find an entry in the action items list. The information provided using
Replication Error link is equivalent to the job log. After fixing the issue, you should retry the trip synchronization by
choosing Process Failed Items You have to resolve the error before a retry can be successful.
Example
Employee number XXXX in locator YYYY is not valid
This error occurs when the SAP Cloud for Travel and Expense employee information is incorrect in the
GetThere user profile. The employee information in the GetThere user profile must match the SAP Cloud
for Travel and Expense employee number. If this is not the case, the trip cannot be correctly referenced in
SAP Cloud for Travel and Expense. To solve the issue, correct SAP Cloud for Travel and Expense
employee information in GetThere accordingly.
Logon to GetThere not Possible

If your employees report logon problems to the GetThere booking tool, please remind them to add SAP Cloud for
Travel and Expense to their list of trusted websites, and ensure that your browser allows pop-ups.
8.4.2 Amadeus e-Travel Management (AeTM)
In Application and User Management Background Jobs, system administrators should regularly scan the job log
for errors.
The Background Jobs screen displays a list of executed jobs. We recommend that you filter the list using the All
Jobs run in last Week and All Failed Jobs options.
In the list, check jobs of run type Synchronize OBE Run. To display the corresponding log for a job, choose View
Job Log.
See below for examples of errors you may come across in your daily work and possible solutions.
Replication Errors
The following types of replication errors can occur:

General errors
These errors refer to general malfunction that prevent the replication of all trips. General errors are
automatically retried. If the root cause is not resolved, the general error will persist for the next run. You have
to resolve the error before a retry can be successful.
Example
Error while retrieving list of booking data IDs – Service provider invocation
timed out
This is typically due to network or service provider problems. If the issue persists for the next runs, you may
contact Amadeus to check their systems.
Trip-specific replication errors

Trip-specific errors relate to a single trip, for example, if a trip cannot correctly be referenced in SAP Cloud for
Travel and Expense.
Example
Employee number XXXX in locator YYYY is not valid
This error occurs when the SAP Cloud for Travel and Expense employee information is incorrect in the
AeTM user profile. The employee information in the AeTM user profile must match the SAP Cloud for
Travel and Expense employee number. If this is not the case, the trip cannot be correctly referenced in
SAP Cloud for Travel and Expense. To solve the issue, correct SAP Cloud for Travel and Expense
employee information in AeTM accordingly. During the next replication run, this trip is then replicated
again.
Logon to AeTM not Possible
If your employees report logon problems to the AeTM booking tool, please remind them to add SAP Cloud for
Travel and Expense (https://*.travel.ondemand.com) and AeTM (https://*.amadeus.com) to their list of trusted
websites, and ensure that your browser allows pop-ups.
8.4.3 cytric by i:FAO
Troubleshooting for cytric works the same way as for the AeTM booking tool. For more information, please see
chapter 8.4.2 Amadeus e-Travel Management (AeTM) in this master guide.
8.4.4 Traxo
Q: Why does my trip from Traxo not reach SAP Cloud for Travel and Expense?
A: Make sure you have marked the trip as business trip, not as a private trip. SAP Cloud for Travel and Expense
only synchronizes business trips.
For more information on Traxo, please refer to the FAQ provided by Traxo at
https://www.traxo.com/web/faq#o1 .

8.5 Smart Receipt Recognition
8.5.1 Dos and Don'ts - How to Prepare Receipts for OCR

Scanning and Photo
For optimum results when scanning or taking Scanning - Dos and Don'ts
photos of receipts, follow the guidelines listed
in the table. Photo - Dos and Don'ts
Use a camera with 5 megapixel resolution One receipt per page
One receipt per photo Stick small receipts on white A4 paper
Use a monochrome background Stick without skewing
Use daylight if possible, or two light sources. Use transparent scotch for sticking receipt to the paper
Switch off the flash Optimal Scanner settings: 300 dpi; b/w,; compression fax
group IV
Adjust the focus well Do not use crumpled or creased receipts
Make sure the complete receipt is visible in Do not fold receipts

the display
Hold camera in parallel to the receipt Do not staple receipts
Don't shake the camera Do not add handwritten notes
Don't use camera with less than 2 megapixels ------
8.5.2 Troubleshooting Errors
As an administrator, you do not receive errors in the Work view or Cockpit work center related to smart receipt
recognition. This is because error notifications are sent directly to travelers who send receipt images which
cannot be processed successfully by Smart Receipt Recognition.
A system health check runs on a weekly basis in the background to monitor the communication between SAP
Cloud for Travel and Expense and OpenText. This health check is monitored by SAP Cloud Managed Services.
The health check checks if there are expense entries that have the status In process and that have been created
two to nine days previously. If entries are detected by the check, one of the following errors has occurred:
Error Solution
A connectivity failure between SAP Cloud Managed services will contact OpenText and provide the
SAP Cloud for Travel and problem details.
Expense and OpenText.
Corrupted data has been SAP Cloud Managed services will contact OpenText and provide the
received from OpenText. problem details.

Error Solution
Invalid data has been sent to SAP Cloud Managed services will contact system administrators and
OpenText. provide the problem details, for example, invalid expense type.
8.6 Central Receipt Scanning and Electronic Invoices
Errors relating to both the central receipt scanning service and the electronic invoice notification service are listed
as business tasks in Travel Admin Work or in the Cockpit work center. To solve these errors, follow the
instructions in the task description. In most cases it will be necessary to contact the central receipt scanning
service or the travel broker and provide the problem details.
8.7 Mobile Applications
How can I find version information?
To find the exact mobile app version of SAP Cloud for Travel and Expense that you are using, choose Options on
the Log On screen in the mobile app.
How can I recover data if the mobile app fails?
When you go online in the SAP Cloud for Travel and Expense mobile apps, your data is synchronized with the
server, and no further user interaction is required to recover the data.
How can I reset the app password on my mobile device?
1. From the Logon screen, choose Options.

2. In the System area, choose Reset App Password.
A confirmation message appears.
3. Choose Yes.
4. Enter your SAP Cloud for Travel and Expense web desktop application logon info and choose Logon.
Note
It may take a few minutes for the application to set up your user.
The App Password box appears.
5. Enter and confirm your new app password.

9 Support
System administrators are the single point of contact for SAP Support to supply your company with solutions to
issues that arise in your system. SAP Cloud for Travel and Expense provides all the tools that you as a system
administrator require to manage incidents reported by your users.
You can access Incidents from Application and User Management under Incidents and Service Tasks.
Support Process
1. A user reports an incident.

2. The incident is forwarded to the system administrator automatically.
3. The system administrator searches for possible solutions in the existing knowledge base areas and finds a
solution.
4. If no solution is available, the system administrator forwards the incident to SAP Support.
5. SAP Support solves the incident and contacts the system administrator with a proposed solution.
6. If SAP Support cannot solve the incident because more information is required, they can return the incident
to the system administrator with a request for more information.
7. The system administrator proposes the solution to the user.
8. The user confirms the solution.
9. The system administrator closes the incident.
Only administrators can forward the incident to SAP Support. As administrator, you must examine each
incident and attempt to find a solution. Once you ascertain that the knowledge base areas do not contain a
solution to the incident, you can forward the incident to SAP Support for additional support.
Support for Mobile Users
To get support for a technical error in the mobile app, go to the desktop application, create an incident and include
the following information with your error description:
Operating system
Device type and version
Application version
Country version
Language version
Log file
When logging is active and the technical error is reproduced, a file is created containing technical data to be
sent to SAP customer support in order to help resolve the error. Delete the log files once they are no longer
needed.

Support © 2012 SAP AG. All rights reserved. 71
Search for Solutions
Search for possible solutions in the built-in documentation. In the Help Center, all your tasks and the tasks of the
other supported roles are documented.
Search for solutions documented by SAP Cloud for Travel and Expense Support based on previous incidents.
Contact SAP Support
Create and monitor incidents in the Application and User Management work center.
In case of system downtime or escalation requests, call the Emergency Support Hotline. For more information,
see https://www.sme.sap.com/irj/sme/help.
For more information about providing support to your users and working with SAP Support, see the Help for
Administrators documentation in the Help Center.

72 © 2012 SAP AG. All rights reserved. Support
www.sap.com/contactsap
SAP Cloud for Travel and Expense Master GuideSAP Cloud for
Travel and Expense Master GuideSAP Cloud for Travel and
Expense Master Guide
© 2012 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any
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The information contained herein may be changed without prior
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SAP Cloud for Travel and Expense

Type Style Description

Example Emphasized words or expressions.

EXAMPLE Keys on the keyboard, for example, F 2 or E N T E R .

Master Guide SAP Cloud for Travel and Expense

Version Date Change

1.0 2013-12-20 Initial version

SAP Cloud for Travel and Expense Master Guide

2 Business Scenario .................................................................................................................................... 8

3 Overview of SAP Cloud for Travel and Expense .................................................................................... 11

Master Guide SAP Cloud for Travel and Expense

SAP Cloud for Travel and Expense Master Guide

About this Document

SAP Cloud for Travel and http://www.sme.sap.com/irj/scn/index?rid=/library/uuid/40baf9f1-6249-3110-

Master Guide SAP Cloud for Travel and Expense

SAP Business ByDesign SAP Business Center at

SAP Notes http://service.sap.com/notes

SAP Cloud for Travel and Expense Master Guide

Allows the business traveler to conveniently manage travel anytime, anywhere

Master Guide SAP Cloud for Travel and Expense

Americas Asia/Pacific EMEA

Brazil (BR) Australia (AU) Austria (AT)

Canada (CN) China (CN) Belgium (BE)

Mexico (MX) India (IN) Denmark (DK)

United States (US) New Zealand (NZ) France (FR)

United Kingdom (UK)

SAP Cloud for Travel and Expense Master Guide

Master Guide SAP Cloud for Travel and Expense

3.1 System Landscape

SAP Cloud for Travel and Expense

GetThere: Online Booking Tool

Paymetric: Payment Card Tokenization

Central Receipt Scanning Service (e.g. Kofax)

OpenText: Smart Receipt Recognition Service

SAP ERP: Customer Financials and HCM systems

SAP Financials OnDemand

SAP NetWeaver Business Warehouse

Transport layer security (HTTPS)

SAP ERP / SAP Cloud for Travel and Expense

SAP Cloud for Travel and Expense Master Guide

SAP Data Center Customer Data Center

Proxy SAP Process Integration (PI) (optional)

Reverse proxy HTTPS Proxy

Reverse Proxy (for example, SAP Web Dispatcher*)

Load Balancer (optional)

3rd Party (not shown)

3.2 Software Components

Master Guide SAP Cloud for Travel and Expense

SAP ERP Software Component Description

SAP_BASIS 700 SP18 or higher -

ODTGEN 600 Optional add-on that installs a configuration wizard (Report

FI: Software Components for Master Data Replication

HCM: Software Components for Master Data Replication

OTM_EXTR 100 with SP 05 or higher Replication of Employees using IDoc/XML Messages

SAP Cloud for Travel and Expense Master Guide