This blog attempts to provide a high-level overview of SAP Travel Management solutions.
Travel Management Terminology:
SAP ERP Travel Management - Classic ERP Travel Management
SAP Travel Management in SAP S/4HANA Compatibility Scope - Classic SAP ERP Travel Management may be used for a limited time (ending Dec 31, 2025) in SAP S/4HANA (On-Premise) deployments in a compatibility mode (compatibility scope provides you with limited use rights to run certain classic SAP ERP solutions on SAP S/4HANA). See SAP Note 2269324 - Compatibility Scope Matrix for SAP S/4HANA for additional details, scope item 133, and 2976262 - S4TWL – SAP Travel Management in SAP S/4HANA Compatibility Scope). SAP Travel Management in SAP S/4HANA Compatibility Scope is not available for SAP S/4HANA Cloud Public Edition or SAP S/4HANA Cloud Private Edition. SAP Travel Management in SAP S/4HANA Compatibility Scope is available only for SAP S/4HANA (On-Premise).
SAP Travel Management for SAP S/4HANA - the “new” Travel Management solution for SAP S/4HANA, was first made available for SAP S/4HANA 2022 deployments. See SAP note 2719018 - S4TWL - SAP Travel Management in SAP S/4HANA Suite.
Brief history:
SAP Concur is SAP’s strategic and innovative go-forward solution for Travel and Expense management processes. Customers currently using SAP ERP Travel Management (FI-TV) are urged to consider implementing a SAP Concur-based solution when planning their SAP S/4HANA transformation project.
SAP Travel Management in SAP S/4HANA Compatibility Scope is an option for customers looking to continue using existing SAP ERP Travel Management capabilities in a SAP S/4HANA environment. Please note that usage rights are limited (expiring at the end of 2025), and not all classic ERP capabilities are available in SAP S/4HANA. This solution is available only for SAP S/4HANA (On-Premise) deployments.
SAP Travel Management for SAP S/4HANA is a new SAP S/4HANA-based solution available since the release SAP S/4HANA 2022 (The FIORI apps “Travel Expenses” and “Travel Request” have been available since SAP S/4HANA 2022, but ultimately, SAP S/4HANA 2023 is the recommended go-to release for travel development. SAP Travel Management for SAP S/4HANA is not available for SAP S/4HANA Cloud Public Edition. SAP Travel Management for SAP S/4HANA is available for SAP S/4HANA Cloud Private Edition and SAP S/4HANA (On-Premise) as an option for customers who cannot move to SAP Concur immediately. SAP Travel Management for SAP S/4HANA is comparable to SAP Travel Management in SAP S/4HANA Compatibility Scope; however, this SAP S/4HANA-based solution delivers new FIORI applications based on Fiori Element Framework with CDS views and ABAP RESTful Programming Model (RAP) Technology. The new Fiori Applications (V3) are based on the same customizing as the previous Fiori versions (V1 & V2 and WebDynpro).
List of new Fiori applications (See SAP note 2719018 - S4TWL - SAP Travel Management in SAP S/4HANA Suite)
My Travel Requests for Business Traveler (Fiori ID F6015)
"My Travel Requests" is a transactional app that allows the Business Traveler to manage their own travel requests in real time, using their desktop or mobile device. The Business Traveler can create a new or copy an existing travel request; including additional destinations, cost assignments, estimated costs, advances, travel services and travel planning.
The Business Traveler can also perform the following actions:
- Submit travel requests (including attachments) to your organizational manager
- Browse existing travel requests in detail
- Edit existing travel requests and resubmit
- Delete existing travel requests
My Travel Plans for Business Traveler (Fiori ID F6768)
"My Travel Plans" is a transactional app that allows the Business Traveler to manage their own travel plans in real time, using their desktop or mobile device. The Business Traveler can display, delete, cancel, or create a new travel plan. A travel plan helps book travel services like Flight, Hotel, Car, or Train via a third-party partner, GDS (Global Distribution Service).
The Business Traveler can also perform the following actions:
- Browse existing travel plan with PDF
- Create a new Travel Plan including reservation items (Flight/Hotel/Car/Train), ticketing, and pricing information
- Delete or Cancel existing travel plan when possible
My Travel and Expenses for Business Traveler (Fiori ID F6190)
With the transactional app “My Travel and Expenses for the Business Traveler”, the Business Traveler can view and submit their travel and non-travel expenses.
The Business Traveler can also perform the following actions:
- Create, change, and submit expense reports
- Simplify expense report creation by using the copy trip function
- Manage attachments on expense report level as well as on receipt level
- Capture receipts using a device camera
- Assign expenses using the receipt buffer allowing multiple selection
- Access all types of expenses, including per diems and mileage
- Assign attendees to expenses
- Itemize receipts with all fields available in the claim, including attendees
- Deduct personal expenses from receipts
- Manage multi-destination and multi-currency expense reports
- Split costs among several cost objects
- Handle expense reports on behalf of other employees
- Save and edit expense reports in draft mode
- Use advances functionality to manage per diem
- View credit card receipts even before creating a new expense. This enables you to delete any personal expenses before creating your new expense.
- Edit foreign currency rates
My Credit Card Transactions (Fiori ID F6506)
"My Credit Card Transactions" is a transactional application that allows the Business Traveler to view and manage the list of their credit card transactions.
The Business Traveler are able to:
- Delete private expenses
- Assign a credit card transaction to an existing expense report
- Create a new expense report based on the transactions selected
My Travel Requests Travel Assistant (App ID F0409B)
"My Travel Requests" is a transactional app that allows a travel assistant to manage travel requests in real time, using their desktop or mobile device.
Travel Assistants are able to:
- Submit travel requests (including attachments) to an organizational manager
- Browse existing travel requests in detail
- Edit existing travel requests and resubmit
- Delete existing travel requests
Travel Plans for Travel Assistant (Fiori ID F6771)
"My Travel Plans" is a transactional app that allows a travel assistant to display, delete, cancel, or create a new travel plan in real time, using their desktop or mobile device on-behalf of people.
A travel plan helps the assistant to book travel services like Flight, Hotel, Car, or Train via a third-party partner, GDS (Global Distribution Service).
The travel assistant can perform the following actions:
- Browse existing travel plan with PDF
- Create a new Travel Plan including reservation items (Flight/Hotel/Car/Train), ticketing, and pricing information
- Delete or Cancel existing travel plan when possible
Travel and Expenses for Travel Assistant (Fiori ID F0584B)
With the transactional app My Travel and Expenses a travel assistant can view and submit travel and non-travel expenses for the assigned Business Traveler.
The assistant can perform the following actions:
- Create, change, and submit expense reports
- Simplify expense report creation by using the copy trip function
- Manage attachments on expense report level as well as on receipt level
- Capture receipts using a device camera
- Assign expenses using the receipt buffer allowing multiple selection
- Access all types of expenses, including per diems and mileage
- Assign attendees to expenses
- Itemize receipts with all fields available in the claim, including attendees
- Deduct personal expenses from receipts
- Manage multi-destination and multi-currency expense reports
- Split costs among several cost objects
- Handle expense reports on behalf of other employees
- Save and edit expense reports in draft mode
- Use advances functionality to manage per diem
- View credit card receipts even before creating a new expense. This enables you to delete any personal expenses before creating a new expense.
- Edit foreign currency rates
Note: The use of Fiori apps for SAP Travel Management for SAP S/4HANA is not mandatory (however Fiori use is recommended for optimum performance and future capability). Existing transaction codes, such as PR05 (Travel Expense Manager), PREC (Travel Expenses Accounting Program), PRRW (Post Accounting Data), and PRFI (Posting to Financial Accounting) are available in S/4HANA and have not been deprecated. Transaction PRAA (creating HR master records as vendor master records) however is not available since vendors have been replaced by Business Partners. See SAP Note 2719018 - S4TWL - SAP Travel Management in SAP S/4HANA Suite for a complete list of transactions marked as deprecated for SAP Travel Management for SAP S/4HANA as well as potential successor transaction codes.
Key Implementation Notes and Comments
Key Notes relating to Badi Processing:
3381999 - S/4HANA Travel Expenses FIORI Application: No validation messages and BAdI errors ignored -corrects BAdIs (see note) not receiving standard validation messages.
Key Notes relating to Field Extensibility:
3296253 - Enablement of Custom Logic for Key User Extensibility option in S/4HANA FIORI app MTR - enables the Key User Extensibility option for S/4HANA FIORI apps "My Travel Requests for Business Traveler" and "Travel Requests for Travel Assistant."
3395265 - S/4HANA Travel and Expenses Fiori Applications MTE: extensibility field not saved when mor... – corrects fields for extensibility not correctly saved when there is more than one version of the trip.
3406142 - S/4HANA Travel Expense Management Fiori Applications: extensibility - corrects unexpected behavior with standard or extensibility error handling.
3385941 - S/4HANA Travel Expenses FIORI Application: Receipt custom fields not copied - custom fields are not propagated to the new/copied Receipt
Key Notes relating to performance improvements:
3346769 - S/4HANA Travel and Expenses Fiori Applications: features calculation improvements – corrects high processing time in the backend when modifying fields at the header or receipt level.
3346372 - S/4HANA Travel and Expenses Fiori Applications: features calculation improvements – corrects high processing time in the backend when interacting with a travel expense (creating an expense, editing an expense, saving an expense, submitting an expense) or when the travel expense contains several per-diem deduction lines.
3314752 - S/4Hana Travel Expenses Fiori Applications performance improvements - Reduce calls to simu... – improved expenses simulation processing
3327124 - S/4HANA Travel and Expenses Fiori Applications: performance improvements for Mileages and ... – performance improvements for SAP S/4HANA My Travel and Expenses (MTE) for Business Traveler and Travel and Expenses for Travel Assistant Fiori Applications.
Miscellaneous program error corrections:
3291698 - S/4HANA Travel and Expenses Fiori Applications: Inconsistent fields in Copy popups - corrects pre-filled fields when you want to copy a travel expense
3348735 - S/4HANA Travel and Expenses Fiori Applications: MTE Field control for receipts read-only f... – corrects some fields appearing to be editable although they should be read-only ( Paid By Company, Expense Type Name ).
3395445 - S/4Hana Travel Expense Management Fiori Applications - Receipt messages get improperly ass... - this note (available as a pilot release) corrects duplicate messaging when new entries for Travel Expense receipts are added.
3394294 - S/4HANA Travel Expense Management Fiori Applications: dump upon creation or copy of a rece... – corrects duplicate entries program error.
Summary:
- SAP Concur is SAP’s strategic and innovative go-forward solution for Travel and Expense management processes.
Customers transitioning to SAP S/4HANA that are not able to deploy Concur have two main options for Travel Management:
- SAP Travel Management for S/4HANA has been available since SAP S/4HANA 2022. Recommendations are for projects to deploy SAP Travel Management for SAP S/4HANA, starting with the SAP S/4HANA 2023 release (if possible) to eliminate the need for some initial product corrections.
- SAP Travel Management in SAP S/4HANA Compatibility Scope Usage rights will only be available for On-Premise customers until the end of 2025. Therefore, due to the limited time this solution is available, it is not recommended for new transformation projects.
Brought to you by the SAP S/4HANA RIG and the SAP S/4HANA Customer Care Team
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