ac275 travelmanagement travel planning

8/9/2019 AC275 TravelManagement Travel Planning

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AC275 Travel Management-Travel Planning

AC275

R/3 System Release 46C 05/01/2001

0


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AC275 Travel Management-Travel Planning.................................................................................................................0-1

Copyright.................................................................................................................................................................... 0-2

Financial Accounting I...........................................................................................................................................0-

Cour!e Prere"ui!ite!...............................................................................................................................................0-5

Target #roup...........................................................................................................................................................0-$

Cour!e %vervie&........................................................................................................................................................1-1

Cour!e #oal............................................................................................................................................................1-2

%vervie& o' Travel Planning.....................................................................................................................................2-1

%vervie& o' Travel Planning( )nit %*+ective!......................................................................................................2-2

Cour!e %vervie& ,iagram.....................................................................................................................................2-

%vervie& o' Travel Planning( u!ine!! /cenario..................................................................................................2-

The Travel Management nvironment...................................................................................................................2-5

%verall Travel Management Proce!!......................................................................................................................2-$

Co!t Avantage!.....................................................................................................................................................2-7

,ata Flo& an Future ole o' the Travel Agency..................................................................................................2-3

/y!tem In'ra!tructure.............................................................................................................................................2-4

The Concept o' Travel Planning...........................................................................................................................2-10

Travel Policy - Travel Pro'ile!...........................................................................................................................2-11

Travel Pre'erence!( 6ample!..............................................................................................................................2-12

In'otype! 'or Travel Planning 1 8Mini Ma!ter9..............................................................................................2-1

In'otype! 'or Travel Planning 2 8Mini Ma!ter9..............................................................................................2-1

%vervie& o' Travel Planning( )nit /ummary......................................................................................................2-15

%vervie& o' Travel Planning 6erci!e!...............................................................................................................2-1$

%vervie& o' Travel Planning /olution!...............................................................................................................2-17

ntry an Approval o'Travel e"ue!t! an Plan!......................................................................................................-1

ntry an Approval o'Travel e"ue!t! an Plan!( )nit %*+ective!.......................................................................-2

Cour!e %vervie& ,iagram.....................................................................................................................................-

ntry an Approval o'Travel e"ue!t! an Plan!( u!ine!! /cenario...................................................................-

Function %vervie&.................................................................................................................................................-5

%rgani:ational /tructure!.......................................................................................................................................-$

The Travel Plan......................................................................................................................................................-7

Plan an oo; a Trip( Proce!! /cenario.................................................................................................................-3

The Travel Manager 819..........................................................................................................................................-4

The Travel Manager 829( Per!onal /etting!..........................................................................................................-10

The In'ocenter.......................................................................................................................................................-11

The Travel Manager 89( Create Travel e"ue!t..................................................................................................-12

Travel Manager 89( e"ue!t( Choo!e Travel Item!.............................................................................................-1

Travel Manager 859( Approve Travel e"ue!t......................................................................................................-1


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Travel Manager 8$9( Function! in the Travel Plan................................................................................................-15

Travel Manager 879( oo; Travel /ervice!..........................................................................................................-1$

The Planning Manager 819....................................................................................................................................-17

Planning Manager 829( Function! in the Travel Plan............................................................................................-13

Planning Manager 89( Approve Travel Plan........................................................................................................-14

Planning Manager 89(Approval via /AP u!ine!! uery.............................................................................................................-2$

Function! 879( otel - ?i!t o' oom!...................................................................................................................-27

Function! 839( Car ental - Availa*ility >uery....................................................................................................-23

Function! 849( Car ental - ?i!t o' @ehicle!.........................................................................................................-24/ynchroni:ation et&een /AP an #,/.............................................................................................................-0

/ynchroni:ation o' oo;ing ,ata........................................................................................................................-1

AI /ynchroni:ation( Import an Proce!!ing.....................................................................................................-2

ntry an Approval o'Travel e"ue!t! an Plan!( )nit /ummary......................................................................-

6erci!e!............................................................................................................................................................... -

/olution!............................................................................................................................................................... -7

FC ,e!tination an Travel PlanningMa!ter ,ata....................................................................................................-1

FC ,e!tination an Travel PlanningMa!ter ,ata( )nit %*+ective!.....................................................................-2

Cour!e %vervie& ,iagram.....................................................................................................................................-

FC ,e!tination an Travel PlanningMa!ter ,ata( u!ine!! /cenario.................................................................-

Implementation #uie 8IM#9.................................................................................................................................-5

%vervie&................................................................................................................................................................-$

FC ,e!tination.....................................................................................................................................................-7

Travel Planning Control Parameter!.......................................................................................................................-3

#eographical /ituation...........................................................................................................................................-4

Travel /ervice Provier 819( Flight.....................................................................................................................-10

Travel /ervice Provier 829( otel......................................................................................................................-11

Travel /ervice Provier 89( nterpri!e-/peci'ic otel Catalog..........................................................................-12

Travel /ervice Provier 89( Car ental...............................................................................................................-1

Travel /ervice Provier Agreement! - Cu!tomer Program!.................................................................................-1

Contact Per!on!....................................................................................................................................................-15

FC ,e!tination an Travel PlanningMa!ter ,ata( )nit /ummary....................................................................-1$

/tructure o' nterpri!e-/peci'ic Travel Policy...........................................................................................................5-1

/tructure o' nterpri!e-/peci'ic Travel Policy( )nit %*+ective!...........................................................................5-2


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/tructure o' nterpri!e-/peci'ic Travel Policy( u!ine!! /cenario.......................................................................5-

%vervie&................................................................................................................................................................5-5

Travel Policy( 6ample!.........................................................................................................................................5-$

Trip ule!( uerie!......................................................................................................5-17nterpri!e-/peci'ic Metho! o' Payment.............................................................................................................5-13

nterpri!e-/peci'ic PB lement!.......................................................................................................................5-14

/tructure o' nterpri!e-/peci'ic Travel Policy( )nit /ummary...........................................................................5-20

6erci!e!............................................................................................................................................................... 5-21

/olution!............................................................................................................................................................... 5-2

eprouction o' Agreement! &ithTravel /ervice Provier!......................................................................................$-1

eprouction o' Agreement! &ithTravel /ervice Provier!( )nit %*+ective!.......................................................$-2

Cour!e %vervie& ,iagram.....................................................................................................................................$-

eprouction o' Agreement! &ithTravel /ervice Provier!( u!ine!! /cenario...................................................$-

%vervie&................................................................................................................................................................$-5

,e'ining Allo&e ntrie! 'or nterpri!e-/peci'ic Air'are ate!...........................................................................$-$

outing................................................................................................................................................................... $-7

,e'ining Allo&e ntrie! 'or nterpri!e-/peci'ic otel ate!..............................................................................$-3

nterpri!e-/peci'ic ate! 'or the otel Catalog....................................................................................................$-4

,e'ining Allo&e ntrie! 'or nterpri!e-/peci'ic Car ental ate!...................................................................$-10

,e'ining nterpri!e-/peci'ic Air'are ,i!count!...................................................................................................$-11

eprouction o' Agreement! &ithTravel /ervice Provier!( )nit /ummary......................................................$-12

,ialog an Planning Control......................................................................................................................................7-1

,ialog an Planning Control( )nit %*+ective!.......................................................................................................7-2


,ialog an Planning Control( u!ine!! /cenario...................................................................................................7-

%vervie&................................................................................................................................................................7-5

Feature T@CP.......................................................................................................................................................7-$

Price an Availa*ility /trategie! 819( /etting!........................................................................................................7-7


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Price an Availa*ility /trategie! 829( ,etail!..........................................................................................................7-3

,i!play /trategie! 'or otel ate!.........................................................................................................................7-4

,ialog an Planning Control( )nit /ummary......................................................................................................7-10

Authori:ation Management........................................................................................................................................3-1

Authori:ation Management( )nit %*+ective!.........................................................................................................3-2


Authori:ation Management( u!ine!! /cenario.....................................................................................................3-

Pro'ile #enerator( Managing Authori:ation!.........................................................................................................3-5

Activity #roup!( Authori:ation Concept................................................................................................................3-$

Activity #roup!( Maintain Authori:ation!.............................................................................................................3-7

Authori:ation %*+ect 'or Travel Planning 8FDTA@?9.........................................................................................3-3

Fiel! A)TP an A)TC...................................................................................................................................3-4

Activity #roup!( A!!ignment to )!er!.................................................................................................................3-10

Travel Management Activity #roup!( Menu!......................................................................................................3-11

Authori:ation Management( )nit /ummary........................................................................................................3-12Conclu!ion.................................................................................................................................................................. 4-1

Cour!e %*+ective!...................................................................................................................................................4-2

ecommene Follo&-up Activitie!......................................................................................................................4-

Appeni6..................................................................................................................................................................10-1


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0

SAP AG 1999

AC275 Travel Management-Travel Planning

AC275AC275

Travel Management - Travel

Planning

Travel Management - Travel

Planning

/y!tem elea!e .$

/eptem*er 2000

Material num*er 500 357


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0.2

SAP AG 1999

Copyright 2001 SAP AG. All rights reserved.

either this training man!al nor any part thereo" may

#e $opied or reprod!$ed in any "orm or #y any means%

or translated into another lang!age% &itho!t the prior

$onsent o" SAP AG. The in"ormation $ontained in this

do$!ment is s!#'e$t to $hange and s!pplement &itho!t prior

noti$e.

All rights reserved.

Copyright

Traemar;!(

/ome !o't&are prouct! mar;ete *y /AP A# an it! i!tri*utor! contain proprietary !o't&are

component! o' other !o't&are venor!.

Micro!o't=


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&orl. All other prouct! mentione are traemar;! or regi!tere traemar;! o' their re!pective

companie!.

,e!ign( /AP Communication! Meia


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0.3

SAP AG 1999

(inan$ial A$$o!nting )

Financial Accounting and

Reo!ting

AC010 5 days

Asset Accounting

AC*05 4 days

Secial Pu!ose "edge!

#uman Resou!ces

$ssentials %

+,051 1 day

evel *evel 2

&!a'el (anagement&!a'el $)enses

AC270 3 days

&!a'el (anagement&!a'el Planning

AC275 2 days

AC////

mo!e

e*lea!nings

AC010a

C+ange ,endo!

o! Custome!

(aste! -ata 'ia

%nte!net

#uman Resou!ces

$ssentials %%

+,052 2 days

@@

@@

1 h

Gene!al "edge!/Accounts Paya.le/Accounts Recei'a.leConigu!ation

AC200 3 days

Pe!iodic P!ocessing in

Accounts Paya.le/

Accounts Recei'a.le

AC201 2 days

Financial Closing

AC205 2 days

/ h

AC220 5 days

Additional FinancialFunctionality

AC20 1 day

AC200a

%nte!estCalculation ooen and/o!clea!ed items @@

2 h


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0.4

SAP AG 1999

AC270 Travel Management - Travel /penses

Co!rse Prere!isites


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0.5

SAP AG 1999

Target Gro!p

Parti$ipants3

Cons!ltants% pro'e$t teams

4!ration3 1 day

The training material i! not intene 'or autodidactic learning *ut !houl only *e con!iere a

supplement to the instructors e!planations. That i! &hy !u''icient room ha! *een le't 'or your

note!.

The e6erci!e! are only meant to *e a !upplement to the e6ample! covere uring the cour!e. It i!

po!!i*le that there i! not enough time uring the cour!e to o all o' the e6erci!e!. In thi! ca!e you can

u!e them a'ter the cour!e to practi!e an rein'orce &hat you have learne.


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"

SAP AG 1999

Co!rse goal

Co!rse o#'e$tives

Co!rse $ontent

Co!rse overvie& diagram

Main #!siness s$enario

Contents3

Co!rse vervie&

8C9 /AP A# AC275 1


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".2

SAP AG 1999

This $o!rse &ill prepare yo! to3

6or &ith the appli$ation $omponent Travel Planning

8pro$essing travel re!ests% !erying availa#le travel

servi$es% #ooing travel servi$es9

,eprod!$e enterprise-spe$i"i$ travel poli$y in the

system !sing Travel Management C!stomi:ing

Co!rse Goal

8C9 /AP A# AC275 2


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2

SAP AG 1999

The Travel Management nvironment

)ntegration o" Travel Planning in the overall Travel

Management pro$ess

Cost Advantages

The "!t!re role o" the travel agen$y

The $on$ept o" Travel Planning

+, master data "or Travel Planning

Contents3

vervie& o" Travel Planning

8C9 /AP A# AC275 1


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2.2

SAP AG 1999

+o& SAP Travel Planning is integrated in the

overall SAP Travel Management pro$ess and the

entire SAP System

6hi$h +, master data is re!ired "or the !se o"

Travel Planning

At the $on$l!sion o" this !nit% yo! &ill #e

a#le to e/plain3

vervie& o" Travel Planning3 ;nit #'e$tives

8C9 /AP A# AC275 2


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2.3

SAP AG 1999

Co!rse vervie&


ntry and Approval o"

Travel ,e!ests and Plans

,(C 4estination and Travel Planning

Master 4ata

Str!$t!re o" nterprise-Spe$i"i$

Travel Poli$y

,eprod!$tion o" Agreements &ith

Travel Servi$e Providers

4ialog and Planning Control A!thori:ation Management

Con$l!sion

Co!rse vervie& 4iagram

8C9 /AP A# AC275


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2.4

SAP AG 1999

Travel Planningis to #e implemented in yo!r

enterprise. The relevant master data has to #e

$reated "or all travelers

4is$!ss the role


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2.5

SAP AG 1999

Credit $ard$learingAme/% others ares!pported

pti$al

ar$hive 4ata trans"er via A3(inan$ial A$$o!nting% Cost A$$o!nting%

+, Payroll% (!nds Management

Per diems

Miles


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2.#

SAP AG 1999

ou mae a

t!a'el !euest

+ic+ +as to .e

a!o'ed .yyou!

sue!io!

,e!est,e!esttriptrip

TripTripneededneeded

usiness

!easons

!eui!e t+at

you tae a

t!i7

.

SettleSettle

triptrip

&+e system

settles t+e

t!i7

ou can

!int a

statemento! t+e

emloyees

.

Addne&trip "a$ts

ou sulement

t+e !emaining

t!i acts7

ou c+ec

t+e t!i and

a!o'e it

o!

settlement

(in. A$$o!nting(in. A$$o!nting

Cost A$$o!ntingCost A$$o!nting

Ta/ationTa/ation

PaymentPayment

Posting

t!a'el e)enses in

Financial

Accounting7

&!i !esults a!e

t!anse!!ed to

Cost Accounting

&a)ation 'ia

ay!oll

ou .oo

lig+t +otel

!oomo!

ca! !ental

'ia aGlo.al

-ist!i.ution

System

8G-S

ou ente!

destination

andt!i time7

Pro$essing &ith SAP Travel Management

TravelTravel

,e!est,e!est

TravelTravel

/penses/penses

verall Travel Management Pro$ess

TravelTravel

PlanningPlanning

Plan

and #oo

a trip

T

,

)

P

A$tivities in the enterprise3

Thi! graphic illu!trate! the overall Travel Management proce!! incluing the component! o' the /AP

/y!tem in &hich you maintain the ata.

At the conclu!ion o' a proce!! chain the trip 'act! 'or a *u!ine!! trip have *een entere in the /AP

/y!tem &ithout reunancie!. The travel planning ata i! entere in the !y!tem 'or approval or

re!ervation*oo;ing purpo!e!. The ocument! are generate 'rom the re!erve travel !ervice!. The travel

e6pen!e! incurre uring the trip are !ettle via the /AP /y!tem an tran!'erre 'or 'urther proce!!ing to

Financial Accounting Controlling Cash Budget Managementan i' nece!!ary to! Payroll.

In thi! cour!e the main 'ocu! i! on Travel Planning.

8C9 /AP A# AC275 $


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2.7

SAP AG 1999

Advantages "or

Travel Planning

pro$ess

""i$ient internal

$omm!ni$ation

ot dependent on travel

agen$y opening ho!rs

egotiating advantages

d!e to simpli"ied analysis

o" the travel servi$es !sed

A!tomati$

$he$ o"

travel poli$y

Cost Advantages

Co!t avantage! ari!e in internal communication in particular ue to the integration o' Travel Planning

&ith the /AP u!ine!!


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2.$

SAP AG 1999

SAP Travel Planning

- Approval

- =ooing

- Settlement - Travel manager

- >!ality ass!ran$e

rgani:ational ;nit Travel Agen$yTi$et


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2.%

SAP AG 1999

System )n"rastr!$t!re

,


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2."0

SAP AG 1999

SAPTravel Planning

The Con$ept o" Travel Planning

Travel

pre"eren$es

Person-spe$i"i$

Spe$i"i$ations "or

"light pre"eren$es%hotel pre"eren$es%

$ar rental pre".%

$!stomer programs

)n )n"otypes or

d!ring data entry

Travel

poli$y

nterprise-spe$i"i$

,!les "or ro!tes%trip destinations%

trip $ategories%

8"light% hotel%

$ar rental9%

trip d!ration%

et$.

The general concept o' Travel Planning i! *a!e on t&o thing!(

eprouction o' enterpri!e-!peci'ic travel policy in the Cu!tomi:ing o' Travel Planning

/peci'ication o' employee-!peci'ic ata in the In'otype! o' the /AP moule

8C9 /AP A# AC275 10


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2."2

SAP AG 1999

Travel Pre"eren$es3 /amples

(lights

Smoer


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2."3

SAP AG 1999

rgani:ational Assignment

Personal 4ata

Travel Privileges

Addresses

=an 4etails

Cost 4istri#!tion

Travel Pro"ile

(light Pre"eren$e

+otel Pre"eren$e

Car ,ental Pre"eren$e

C!stomer Program

)n"otype)n"otype

Mandatory

ptional

ame

0001

0002

0017

000

000@

0027

070

071

072

07*

075

+, )n"otypes "or Travel Planning 1 8Mini Master9

The per!onnel action !etting 'or Travel Planning contain! the nece!!ary In'otype! 'or u!ing the /AP

Travel Planning component.


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2."4

SAP AG 1999

rgani:ational Assignment

Personal 4ata

Travel Privileges

Addresses

=an 4etails

Cost 4istri#!tion

Travel Pro"ile

(light Pre"eren$e

+otel Pre"eren$e

Car ,ental Pre"eren$e

C!stomer Program

)n"otype)n"otype

Mandatory

Travel Planning

ame

0001

0002

0017

000

000@

0027

070

071

072

07*

075

+, )n"otypes "or Travel Planning 2 8Mini Master9

Although In'otype! 070 to 075 are optional they ena*le the iniviual pre'erence! o' each employee

to *e ta;en into con!ieration &hen a *u!ine!! trip i! *oo;e.

The In'otype Flight Pre'erence! 80719 contain! 'light-!peci'ic in'ormation !uch a! pre'erre meal! or

!eat po!ition an the pre'erre eparture airport.

The In'otype otel Pre'erence! 80729 contain! in'ormation a*out the pre'erre room or hotel category.

The In'otype Car ental 8079 contain! in'ormation a*out the pre'erre ma;e o' car or trim &ith or

&ithout air-conitioning.

The In'otype Cu!tomer Program 80759 can *e create more than once a! it re'er! to all the provier

categorie!. ere you can !tore ata on 're"uent 'lyer! or on !pecial car rental or hotel cu!tomer

program!.

The In'otype Travel Pro'ile 80709 allo&! the irect a!!ignment o' a travel pro'ile to an employee.

The aitional In'otype Communication 801059 !u*type 0001 i! u!e 'or the irect a!!ignment o'!y!tem u!er! to the active /AP /y!tem 8/AP u!ine!!


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2."5

SAP AG 1999

;nderstand the !ses and the pro$ess o" Travel

Planning &ithin the overall Travel Management

pro$ess

Set !p +, master data "or travelers

Bo! are no& a#le to3

vervie& o" Travel Planning3;nit S!mmary

8C9 /AP A# AC275 15


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2."#&vervie' o( Travel Planning )!ercises

*nit+ &vervie' o( Travel Planning

Topic+ , Master ata / Travel Pre(erences

At the conclu!ion o' the!e e6erci!e! you &ill *e a*le to(

Maintain the In'otype! 'or travel pre'erence!

2-" , Master ata (or Travel Planning+

2-1-1 ?oo; at the ma!ter ata 'or Travel Planning.

2-1-2 /peci'y the travel pre'erence! 'or employee Chri! Miller 8per!onnel num*er

430KK9(

lig1t Pre(erences n(otpe 047"+

nter a pre'erre meal./peci'y the pre'erre !eat po!ition.

nterFrankfurta! the !tanar eparture airport.

,otel Pre(erences n(otpe 0472+

nter a pre'erre *e type room category an &hether you pre'er a non-!mo;erroom.

Car ental Pre(erences n(otpe 0473+

nter your pre'erence! 'or a !mo;ernon-!mo;er vehicle air-conitioning an

tran!mi!!ion.

Travel Pro(ile n(otpe 0470+

Create the Travel Pro'ile KKD/TAB, 'or your per!onnel num*er 430KK.

Customer Program n(otpe 0475+

For the airline ?u'than!a enter the cu!tomer program Mile! L More &ith any

cu!tomer num*er.

KK J #roup num*er

8C9 /AP A# AC275 1$


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2."7&vervie' o( Travel Planning 6olutions

*nit+ &vervie' o( Travel Planning

Topic+ , Master ata / Travel Pre(erences

2-" , Master ata (or Travel Planning+

2-1-1 In the /AP Menu choo!eAccounting Financial Accounting Travel

management Person-related master data Maintain (Travel Planning).

/peci'y the per!onnel num*er an choo!eEnter%

2-1-2 6peci( (lig1t/1otel/rental car pre(erences Travel Pro(ile and Customer

Program+ In theMaintain ! master data!creen !elect the In'otype Flight Pre'erence 8or otelCar

ental Pre'erence9.

Choo!eEditCreate.

nter the pre'erence! 'rom the e6erci!e.

/ave your entrie! an e6it the In'otype.

8C9 /AP A# AC275 17


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3

SAP AG 1999

vervie&

Travel manager

Travel re!est

Approval o" re!est

Travel plan

Planning manager

Travel plan

Approval o" plan

Conne$tion to SAP =!siness 6or"lo&

(!n$tions o" Travel Planning s$enarios

Syn$hroni:ation o" Travel Planning

Contents3

ntry and Approval o"Travel ,e!ests and Plans

8C9 /AP A# AC275 1


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3.2

SAP AG 1999

Set !p !ser roles "or Travel Planning

,e!est trips &ith the travel manager

,e!est and #oo travel servi$es &ith the travel

managerand &ith theplanning manager

Approve travel re!ests and travel plans

At the $on$l!sion o" this !nit% yo! &ill #e a#le to3

ntry and Approval o"Travel ,e!ests and Plans3 ;nit #'e$tives

8C9 /AP A# AC275 2


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3.3

SAP AG 1999

Co!rse vervie&





Master 4ata


Travel Poli$y



4ialog and Planning Control A!thori:ation Management

Con$l!sion


8C9 /AP A# AC275


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3.4

SAP AG 1999

Decentral entry:

As a part o" yo!r 'o#% yo! have to tae "re!ent

trips. Bo! &ant to re!est permission "or yo!r trip

"rom yo!r s!perior and then $hoose and #oo the

travel servi$es yo! need yo!rsel".

Mixed central entry:

Bo! are responsi#le "or smooth pro$essing o" the

trips o" all o" the employees in a team. Bo! re!est

the relevant trips "or them% and% &hen they have#een approved% #oo the ne$essary travel servi$es.

ntry and Approval o"Travel ,e!ests and Plans3 =!siness S$enario

8C9 /AP A# AC275


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3.5

SAP AG 1999

(!n$tion vervie&

4etermine availa#le travel servi$es

Travel manager

Planning manager222

=oo sele$ted travel servi$es

Travel manager

Planning manager***

Approve travel re!ests

Travel manager

,e!est a trip

Travel manager111

Approve travel plans

Planning manager

6or"lo& 8"or planning manager9

555

8C9 /AP A# AC275 5


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3.#

SAP AG 1999

rgani:ational Str!$t!res

,e!est

plan

,e!est

plan

Traveler

Mi/ed$entralentry

4e$entralentry

Travel AssistantApprovingManager

Che$and approve

trips

Che$and approve

trips

Create and

$hange

travel re!ests

plans

Create and

$hange

travel re!ests

plans

The !cenario! o' /AP Travel Planning are primarily oriente to&ar the 'ollo&ing organi:ational

!tructure! o' trip ata entry(

Mi6e central entry

,ecentral entry

The organi:ational !tructure! mentione are !upporte *y the rule! that are e'ine in the !tanar

Travel Management /y!tem an that you can aapt 8a! copy re'erence!9 to !uit your purpo!e!. An

activit group as o( 4.#C+rolee!cri*e! an appropriately e'ine !et o' tran!action!. The!e

tran!action! repre!ent the !cope o' 'unction! typically re"uire *y the u!er at hi! place. The

'ollo&ing activity group! are alreay !et in the !tanar !y!tem(

Traveler /APDFIDT@DTA@?DA#

Travel A!!i!tant /APDFIDT@DTA@?DA//I/TABTDA#

Travel Amini!trator /APDFIDT@DA,MIBI/TAT%DA#

Approving Manager /APDFIDT@DAPP%@IB#DMABA#DA#

Payer o' Trip Avance! /APDFIDT@DA,@ABCDPAEDA#

Travel /y!tem Manager /APDFIDT@D/E/TMDMABA#DA#

The role! i''er in their tas8s- con!e"uently al!o in the entrie! in their role-!peci'ic menu! - an in their

aut1ori9ations.

8C9 /AP A# AC275 $


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3.7

SAP AG 1999

The Travel Plan

Travel

plan

6hen a travel plan

is #ooed% it prod!$es a

#ooing $ode

8Passenger ame ,e$ord

D P,9%

&hi$h is !sed to identi"y

the travel plan and all

relevant data

in the $onne$tedreservation

system

6+E

Personnel

n!m#er

6+BE

P!rpose%a$tivity

6+,E

4estination8s9

=oo

T,AF

S,F)CSE

(light

+otel

Car rental

The tra&el #lanrepre!ent! the 'rame 'or all action! in Travel Planning. To carry out price an

availa*ility "uerie! an *oo; travel !ervice! you have to create a travel plan 'or the relevant trip. In the

travel plan general trip ata !uch a! per!onnel num*er e!tination an purpo!e 'or trip an trip

activity i! al!o !tore.

very tra&el #lani! !tore &ith a trip num*er in the !y!tem &hich uni"uely ienti'ie! it an the travel

!ervice! it contain!.

In Travel Planning! integration &ith Travel 6pen!e! the num*er o' the travel plan i! ientical to the

num*er o' the trip to *e !ettle.

8C9 /AP A# AC275 7


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3.$

SAP AG 1999

Plan and =oo a Trip3 Pro$ess S$enario

Travel plan

nter

general

trip

data Sele$tion

=oo=oo

Can$elCan$el

itemitem

Ti$etTi$et

Con"irmCon"irm

$an$elation$an$elation

(lights3

#est-pri$e

!ery

General

trip data

Service selection

Can$elCan$el

itemitem

Reservation / Cancelation

E

General

availa#ility

!ery

es

;o

E

es

;o

E

es

;o

Can$elill ?e supplied ? t1e instructor

"ri# end4

6% -estination4 ;&6T&C

1 7(ille!/C+!is (RS

2 SR 102 C 02APR @ R#HFI #I1 A 1030A 105P J1A/

3 SR 103 C 03APR 1 HFIR# #I1 4 ?35P1015AD1 J1A/

4 AP 0622@*2305?6 *

5 &I


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5.20

SAP AG 1999

,eprod!$e the travel reg!lations !sed in an

enterprise in the system


Str!$t!re o" nterprise-Spe$i"i$Travel Poli$y3 ;nit S!mmary

8C9 /AP A# AC275 20


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5.2")!ercises

*nit+ 6tructure o( )nterprise-6peci(ic

Travel Polic

Topic+ Creating a Class ule and Assigning t to an

)!isting Travel Pro(ile

At the conclu!ion o' the!e e6erci!e! you &ill *e a*le to(

Analy:e an change an e6i!ting trip rule

)ner!tan the e''ect o' the change! in the application

Eou learn ho& the travel regulation! o' an enterpri!e are

reprouce in the !y!tem.

4-" mplementation Duide MD (or Travel Planning

A'ter analy:ing the utili:ation o' i''erent route! your company! Travel Management

epartment ecie on the airline ?u'than!a 8?9 to *e u!e e6clu!ively 'or nationale!tination! in the Travel Pro'ile.

Furthermore a! a re!ult o' an analy!i! o' the route #ermany S Borth America 8an *ac;9

the contract &ith ,elta Airline! 8,?9 &a! not e6tene. In!tea an o''er *y American

Airline! 8AA9 &a! ae to the program.

Eou are re"ue!te to aapt the e6i!ting Travel Pro'ile KKD/TAB, to !uit the TravelManagement !peci'ication!.

-1-1 Call the IM# activitySet allo0ed entries for trip rule for flight ma;e the change!

'or the national trip rule 'or 'light KK D,%M an !ave your entrie!.

-1-2 In the !ame IM# activity acce!! the international trip rule KKDIBT ma;e there"uire change! an !ave your entrie!.

KK J #roup num*er

8C9 /AP A# AC275 21


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4-2 Planning manager+ Planning a trip

Te!t your Cu!tomi:ing !etting! *y creating a ne& travel plan in the planning manager 'or

roun trip! 'or *oth o' the route! ran8(urtS Munic1an ran8(urtS


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5.22 6olutions

*nit+ 6tructure o( )nterprise-6peci(ic

Travel Polic

Topic+ Creating a Class ule and Assigning t to an)!isting Travel Pro(ile

4-" mplementation Duide MD (or Travel Planning

-1-1

In the /AP Menu choo!e Tools AcceleratedSAP Customi+ing /dit

Pro1ect 'ispla$SAP eference M23

In the IM# choo!e Financial Accounting Travel Management Travel

Planning Trip ules and Profiles Trip ules Trip and Class ules forFlights.

Clic; on to call the activitySet allo0ed entries for flight trip rules copy the

entry KKD,%M an a the 'ollo&ing value(

Pro&ider code4?u'than!a 8?9

Con'irm &ithEnter. The initial vie& reappear!. Bo& elete the original entry

KKD,%M an !ave your entrie!.

-1-2

/elect the t&o entrie! KKDIBT &ith the provier name ,elta Airline! elete them

an !ave your entry.

Choo!e5ew Entries(

"ri# rule4KKDIBT

Pro&ider code4AA 8American Airline!9

7eogra#hical ty#e42 8Country9

0rigin4, 8#ermany9

7eogra#hical ty#e4 8Cro!!-country region9

-estination4BAM 8Borth America9

/ave your entrie! an return to the initial vie&.

Bo& !elect the entry you have +u!t create choo!e Copy an ma;e the 'ollo&ing

replacement!(

7eogra#hical ty#e4 8Cro!!-country region9

8C9 /AP A# AC275 2


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0rigin4BAM 8Borth America9

7eogra#hical ty#e4 2 8Country9

-estination4 , 8#ermany9

Con'irm your entry &ithEnter an !ave.

4-2 Planning manager+ Planning a trip

-2-1

In the /AP Menu choo!eAccounting Financial accounting Travel

management Travel planning Planning manager Create travel plan.

-2-2

Choo!e theFlightpu!h*utton an enter the 'ollo&ing(

From4 Fran;'urt 8FA9"o4 Munic1 M*C


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#

SAP AG 1999

nterprise-Spe$i"i$ ,ate Agreements

nterprise-Spe$i"i$ Air"are 4is$o!nts

Contents3

,eprod!$tion o" Agreements &ithTravel Servi$e Providers

8C9 /AP A# AC275 1


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#.2

SAP AG 1999

,eprod!$e enterprise-spe$i"i$ rates and dis$o!nts in

the system


,eprod!$tion o" Agreements &ithTravel Servi$e Providers3 ;nit #'e$tives

8C9 /AP A# AC275 2


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#.3

SAP AG 1999

Co!rse vervie&





Master 4ata


Travel Poli$y



4ialog and Planning Control

A!thori:ation Management

Con$l!sion


8C9 /AP A# AC275


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#.4

SAP AG 1999

An enterprise has negotiated spe$ial rates or dis$o!nts

&ith "light% hotel or $ar rental providers. (or these

agreements to #e $onsidered d!ring sele$tion or

#ooing o" travel servi$es% they m!st #e stored in the

system.

,eprod!$tion o" Agreements &ithTravel Servi$e Providers3 =!siness S$enario

8C9 /AP A# AC275


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#.5

SAP AG 1999

,ates and 4is$o!nts

nterprise-Spe$i"i$ ,ate Agreements

4e"ining Allo&ed ntries "or nterprise-Spe$i"i$

Air"are ,ates


+otel ,ates

nterprise-Spe$i"i$ ,ates "or the +otel Catalog


Car ,ental ,ates

4e"ining nterprise-Spe$i"i$ Air"are 4is$o!nts

vervie&

In thi! unit you !tore !pecial contract agreement! that you have reache &ith travel !ervice provier!.

A i!tinction i! mae *et&een negotiate rate! an 'i6e i!count! that can *e applie &hen !ervice! are

*oo;e.

The goal in rate negotiation! &ith !ervice provier! i! to attain ae"uate pricing 'or the relevant

enterpri!e. The contract! !et up *et&een enterpri!e! an travel !ervice provier! 'or 'light! hotel! or car

rental! u!ually o''er *etter general conition!.

8C9 /AP A# AC275 5


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#.#

SAP AG 1999

egotiated ,ate Agreement

8ego (are9

)ATA o$ation3

(ran"!rt 8(,A9

,ate $omponent 8A=C49

,ate type 8Oneay< Ret&rn9,ate $ategory 8;ego


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#.7

SAP AG 1999

,o!ting

,o!te 1

,o!te

segment 2Stopover -

Stopover

,o!te

segment *Stopover -

4estination

,o!te

segment 1Start - Stopover

,o!te 2

,o!te

segment 1Start -

4estination

,o!te *

,o!te

segment 1Start - Stopover

,o!te

segment 2Stopover -

4estination

Falid "or the egotiated ,ate

,o!ting

The outing'unction ena*le! you to !peci'y certain route cour!e! 'or &hich an enterpri!e-!peci'ic

air'are rate or i!count i! to apply.

A routing i! mae up o' routes.For each routing variant you can !peci'y !everal alternative route! 'or

&hich the negotiate rate or i!count applie! in the !ame &ay.

A route on the other han either con!i!t! o' a irect route 8a non-!top 'light9 or iniviual con!ecutive

route segments8tran!it 'light!9. oute !egment! e!cri*e 'or e6ample the route !ection!( !tart -

!topover !topover - !topover or !topover - e!tination.

An e6ample o' a routing on the *a!i! o' tran!it route! &oul *e(

oute (rom ,am?urg to 6dne+

oute !egment 1( am*urg - Uurich 'it1/&i!!air ?u'than!a oo;ing cla!!

oute !egment 2( am*urg - Uurich 'it1/&i!!air ?u'than!a oo;ing cla!!

oute !egment ( /ingapore - /yney 'it1>uanta! An!ett oo;ing cla!! E

Maintenance o' the!e ta*le! re"uire! a thorough ;no&lege in the 'iel o' rate agreement! *et&een

airline! an enterpri!e!.

@ia the tran!action TP0 you have irect acce!! to maintenance o' routing!.

8C9 /AP A# AC275 7


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#.$

SAP AG 1999

+otel Chain

o$ation 8"or e/.% )ATA lo$ation9

C!stomer

egotiated hotel rate

+otel

4e"ining Allo&ed ntries "or nterprise-Spe$i"i$+otel ,ates

Begotiate hotel rate! are contract agreement! *et&een hotel chain! or iniviual hotel! an cu!tomer!.

They authori:e a cu!tomer enterpri!e to apply a certain rate epening on location an valiity perio.

mportant( I' the provier an the cu!tomer reach an agreement the hotel provier ha! to in'orm the

re!ervation !y!tem that the negotiate rate i! to *e vali 'or the relevant cu!tomer enterpri!e. Eou !tore

the rate parameter! in the IM# uner "ra&el Planning!ates and -iscounts-efine allowed entries

for enter#rise(s#ecific hotel rates%

A hotel rate can apply 'or the &hole &orl in general or *e re!tricte to the e6tent that it only applie! 'or

a !ingle IATA location.

In the !ection "ra&el Planning-ialog and Planning Control -efine #rice and a&aila$ility

strategies1you can !peci'y that enterpri!e-!peci'ic hotel rate! *e con!iere in availa*ility "uerie! in the

connecte re!ervation !y!tem. In an availa*ility "uery the !y!tem chec;! to !ee i' negotiate rate! are

;no&n to the re!ervation !y!tem an i' there are o''er! that corre!pon &ith the!e rate!. The !y!tem thenli!t! the hotel provier! i!tingui!hing *et&een company an !tanar rate!.

In the vie& "ra&el Planning-ialog and Planning Control-efine dis#lay method for hotel rates

you can !tore &hich hotel rate! are to *e applie per u!er group. Thi! 'iltering al!o applie! 'or the hotel

catalog.

8C9 /AP A# AC275 3


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#.%

SAP AG 1999

9ocal

+otel Catalog

+otel data

,oom data

,ate data

+otel Chain

+otel

egotiated hotel rate

C!stomer

nterprise-Spe$i"i$ ,ates "or the +otel Catalog

Begotiate hotel rate! can al!o *e !et up &ithin your local hotel catalog. In thi! ca!e it i! important to

ma;e !ure that the actual rate name i! entere in Cu!tomi:ing uner "ra&el PlanningMaster -ata

otels-efine hotel rates%

In the vie&Enter#rise(S#ecific !ates for otel Catalog1you a!!ign the general ata o' your catalog

hotel! the corre!poning contract ata regaring the negotiate rate. ven room ata i! !ometime! 'oun

in the!e contract!. Eou can ho&ever omit thi! in'ormation i' the contract only re'er! to u!age o' the

!peci'ic company rate &ithout 'urther e!cription o' room ata.

The advantage&ith thi! vie& i! that i' the contract conition! guarantee room availa*ility you have a

right to a room even i' the irect "uery &ith the re!ervation !y!tem oe! not permit *oo;ing 8in the ca!e

o' !pecial !ea!on! or trae 'air! 'or e6ample9.

8C9 /AP A# AC275 4


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#."0

SAP AG 1999

Car ,ental Provider

egotiated Car ,ental ,ate

C!stomer

4e"ining Allo&ed ntries "or nterprise-Spe$i"i$Car ,ental ,ates

o$ation 8"or e/.% )ATA lo$ation9

In thi! !ection you can !tore car rental rate! that your enterpri!e ha! negotiate &ith iniviual car rental

provier!.

Eou can 'in part o' the ata re"uire 'or thi! activity in the relevant rate agreement. The rate coe mu!t

*e regi!tere &ith the corre!poning car rental companie!. It oe! not have to *e maintaine in the

connecte re!ervation !y!tem AMA,)/ *ecau!e it i! irectly 'or&are to the provier.

@ia the !etting! in Cu!tomi:ing activity-efine #rice and a&aila$ility strategiesyou can then !peci'y

epening on the u!er group &hether an ho& the!e rate! are to *e con!iere uring an availa*ility

"uery or *oo;ing.

8C9 /AP A# AC275 10


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#.""

SAP AG 1999

)ATA o$ation3

(ran"!rt 8(,A9

,ate $omponent 8A=C49

,ate type 8Oneay< Ret&rn9

Ca#in $lass 8$onomy9

=ooing $lass 89

4is$o!nt type3 50 4M < 15O

)ATA o$ation3

ondon 89

egotiated

4is$o!nt Agreement

C!stomerAirline

4e"ining nterprise-Spe$i"i$ Air"are 4is$o!nts

Thi! IM# activity let! you have the !y!tem ta;e i!count! 8!uch a! annual *onu!e! or *u!ine!! volume

*onu!e!9 that your enterpri!e ha! negotiate &ith iniviual airline! into con!ieration in Travel

Planning.

Eou can choo!e *et&een i''erent i!count type!(

Percentage i!count only or'i6e i!count amount only ora com*ination o' *oth value!. In thi! la!t

ca!e you can al!o !peci'y &hether the 'i6e i!count amount i! to *e eucte 'ir!t *e'ore the

percentage i! applie.

Many contract! !peci'y 'urthermore e6plicitly &hen the i!count can *e applie an &hen not.

I' the rule i! activate the negotiate i!count i! applie irectly uring the re!ervation proce!!. The

i!count i! eucte immeiately uring the price "uery in the connecte re!ervation !y!tem an the

price returne to Travel Planning i! alreay corre!poningly reuce. I' thi! inicator i! not active

the !tanar price i! calculate 'or all re!ervation!. The i!count i! then not applie until at the en o'the year annual !ettlement *et&een your enterpri!e an the provier &ith &hom the enterpri!e-!peci'ic

i!count &a! negotiate i! carrie out. Then your enterpri!e i! reim*ur!e 'or the total o' all i!count!

'or the travel !ervice! &ith thi! provier 'or the entire year. The /y!tem &rite! the theoretical price

to the ata*a!e !o that it can *e evaluate.

8C9 /AP A# AC275 11


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#."2

SAP AG 1999

,eprod!$e enterprise-spe$i"i$ rates and dis$o!nts in

the system


,eprod!$tion o" Agreements &ithTravel Servi$e Providers3 ;nit S!mmary

8C9 /AP A# AC275 12


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7

SAP AG 1999

Setting !p "eat!re T,FCP

4e"ining pri$e and availa#ility strategies

4e"ining display strategy "or hotel rates

Contents3


8C9 /AP A# AC275 1


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7.2

SAP AG 1999

Control the assignment o" the travel pro"ile !sing

"eat!re T,FCP

Mae settings "or the pri$e and availa#ility !ery

in entry transa$tions


4ialog and Planning Control3 ;nit #'e$tives

8C9 /AP A# AC275 2


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7.3

SAP AG 1999

Co!rse vervie&





Master 4ata


Travel Poli$y





Con$l!sion


8C9 /AP A# AC275


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7.4

SAP AG 1999

Bo!r enterprise &o!ld lie to assign the travel

poli$y reprod!$ed in the system to $ertain !ser

gro!ps

The poli$y is to #e taen into $onsideration #y the

system a!tomati$ally &hen sele$ting and #ooing

"lights% hotels and rental $ars

4ialog and Planning Control3 =!siness S$enario

8C9 /AP A# AC275


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7.5

SAP AG 1999


Travel Planning Control

Set !p "eat!re T,FCP "or Travel Planning

4e"ine pri$e and availa#ility strategies

4e"ine display strategy "or hotel rates

vervie&

8C9 /AP A# AC275 5


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7.#

SAP AG 1999

T,FCP rgani:ational Travel Pro"iles 8Travel Planning9

=;,S Company $ode

SAP A.G. 8=;,S 00019

0002

6,S Personnel area

0001

401 Personnel area 401

4VA

000*

(eat!re T,FCP

/et up the 'eature T@CP in the Cu!tomi:ing 'or Travel Planning uner -ialog and Planning Control

"ra&el Planning ControlSet u# feature "!:CP for "ra&el Planning%

Feature! contain rule! that mainly u!e *y the application component uman e!ource! 89. They are

mo!tly u!e to !et e'ault value!.

The 'eature T@CP i! portraye a! a eci!ion tree an i! u!e to a!!ign a travel pro'ile to employee!

8traveler!9. The travel pro'ile i! a!!igne per organi:ational unit accoring to the company coe on the

highe!t level.


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7.7

SAP AG 1999

;ser

gro!p

A8e.g. standard

!ser9

;ser

gro!p

=8e.g. travel agen$y

$ler9

(ilter a$$ording to travel pro"ile&hen displaying availa#le

servi$es E

A$tivation o" #est-pri$e "light

!ery E

4e"a!lts 8provider and #ooing

$lass9 "or sele$ting ro!nd trip

"lights E

Consideration o" negotiated rates

8hotel $ar rental9 E

Consideration o" hotel $atalog E Availa#le servi$es a$$ording to

$lass r!les only 8hotel $ar

rental9 E

...

Pri$e and Availa#ility Strategies 8193 Settings

Cu!tomi:ing vie&-efine #rice and a&aila$ility strategies4

,epening on the u!er group you can e'ine i''erent rule! 'or i!playing the availa*le travel !ervice!

an 'or theBest(#rice flight "uery type. Thi! ha! the avantage that a !tanar u!er !uch a! the

traveler can i!play an !elect a !maller !ection o' availa*le !ervice! than the travel agency cler;

&ho po!!i*ly re"uire! an overvie& o' all the availa*le !ervice!.

Eour 'ir!t priority i! to e'ine &hether an ho& the 'ollo&ing parameter! are to *e ta;en into

con!ieration(

Travel pro'ile

Cla!! rule!

Begotiate rate!

e!t-price 'light

otel catalog

8C9 /AP A# AC275 7


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7.$

SAP AG 1999

Pri$e and Availa#ility Strategies 8293 4etails

(light +otel +otel $atalog8i" a$tivated9

Car rental

-islay

st!ategies o

a'aila.ility

e!tral

+ighest priority

All priorities

A$tivation o"

pri$e-$ontrolled

availa#ility

8variants9

Conditions "orpro$ed!re

dealing &ith

ro!nd trip "light

e!tral

+ighest priority

All priorities

e!tral

+ighest priority

All priorities

e!tral

+ighest priority

All priorities

Consideration

o" $lass r!les

Consideration

o" $lass r!les

Consideration

o" $lass r!les

Considerationo" negotiated

rates


rates


rates

Provider list &ith

the $heapest

vehi$le

The variant! o' the price-controlle availa*ility "uery inicate the i''erent &ay! that the Best(#rice

flight'unction can *e u!e in Travel Planning(

Inactive

Active &ithout ta;ing e6i!ting travel pro'ile! into con!ieration

Active ta;ing travel pro'ile into con!ieration

Active ta;ing into con!ieration the parameter! e'ine in Cu!tomi:ing uner S#ecify settings for

#rice(controlled a&aila$ility )uery8!ee al!o Structure of Enter#rise(S#ecific "ra&el Policy9

,epening on the rate! negotiate &ith the airline carrier it can occur that not only the provier *ut al!o

the operating airline mu!t *e one an the !ame airline carrier. Thi! can *e ta;en into con!ieration in the

Cu!tomi:ing vie&-efine #rice and a&aila$ility strategiesin the!ound tri# flight'iel.

8C9 /AP A# AC275 3


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7.%

SAP AG 1999

4isplay Strategies "or +otel ,ates

;ser gro!p

Poer &ser

;ser gro!p

Standard &ser

,ate A=C

,ate =C4

,ate C4,ate 4(

...

,ate 6LB

,ate LBW

nly

,ate A=C

,ate 4(

,ate 6LB

poss. "or

$ertain

hotel


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7."0

SAP AG 1999

Control the assignment o" the travel pro"ile !sing

"eat!re T,FCP

Mae settings "or the pri$e and availa#ility !ery

in entry transa$tions

Set !p $ertain display strategies "or hotel rates


4ialog and Planning Control3 ;nit S!mmary

8C9 /AP A# AC275 10


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$

SAP AG 1999

A!thori:ation Con$ept

6oring &ith A$tivity Gro!ps

Contents3


8C9 /AP A# AC275 1


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$.2

SAP AG 1999

/plain and maintain the a!thori:ations "or Travel

Planning


A!thori:ation Management3 ;nit #'e$tives

8C9 /AP A# AC275 2


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$.3

SAP AG 1999

Co!rse vervie&





Master 4ata


Travel Poli$y





Con$l!sion


8C9 /AP A# AC275


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$.4

SAP AG 1999

The travelers in yo!r enterprise $an #oo the travel

servi$es "or their trips themselves #!t they $an not

approve travel plans. Bo! have to assign the

relevant a!thori:ations.

A!thori:ation Management3 =!siness S$enario

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$.5

SAP AG 1999

QAs o" ,elease .C3 Role

Pro"ileGenerator

Create% 4isplay

or Change

A$tivity Gro!psQ

A!thori:ations

;ser-Spe$i"i$ men! Assignment to ;sers

Pro"ile Generator3 Managing A!thori:ations

Eou u!e the pro'ile generator to generate an manage activity group! 8a! o' .$C role!9 &hich

contain !peci'ic !et! o' authori:ation!. Activity group! al!o inclue role-!peci'ic menu! that only contain

the 'unction! re"uire *y the relevant activity group. Thi! !impli'ie! navigation an ma;e! it ea!ier to

call the menu option! that the u!er nee! mo!t 're"uently.

Eou a!!ign the u!er! to activity group! that have alreay *een !et up.


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$.#

SAP AG 1999

Acti'ity g!ou

-esc!ition

SAPBF%B&,BA-(%;%S&RA&


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$.7

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Maintain Activity Groups: Authorizations%no!mationnc+anged

SAPBF%B&,B&RA,$"$R F% &!a'7(anagement=&!a'7(an7Administ!ato!

F (anual(anual-

-

D

-

D

C!oss Alication Aut+o!iation A$tivity Gro!ps3 Maintain A!thori:ations

The !ection o' the authori:ation pro'ile !ho&n a*ove 'or the activity group "ra&el Management

Administratorgive! you an e6ample o' pregenerate /AP pro'ile!.

Eou can change the!e authori:ation! to !uit your enterpri!e! re"uirement!.

8C9 /AP A# AC275 7


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(ield Fal!es 8/amples9

A>C Aut+o!iation le'el

A>P Pe!sonnel num.e! c+ec

>IRS Comany code

I

To control acce!! right! to o*+ect! in Travel Planning you have the authori:ation o*+ect4 "ra&el Planning

8FDTA@?9.

The authori:ation o*+ect "ra&el Planning contain! 4 'iel! 8protecte !y!tem element!9 in &hich you

can a!!ign authori:ation! 8value!9. The value! &ithin a 'iel are chec;e in an % lin;. The value!

*et&een 'iel! are chec;e in an AB, lin;.

Eou can e'ine any num*er o' authori:ation! 'or each authori:ation o*+ect *y !toring a !et o'

permi!!i*le value! 'or the 'iel! in an o*+ect.

A u!er can only carry out action! 'or Travel Planning i' the authori:ation chec; i! !ucce!!'ul 'or himher

'or every 'iel !tore in the o*+ect.

The value! 'or authori:ation 'iel! )R/ R%/T? P/A P/# P/R an @,/R1 come 'rom

in'otype 0001 80rgani2ational Assignment9N the value 'or 'iel PTU)% i! 'ille 'rom the entrie! inin'otype 0017 8"ra&el Pri&ileges9.

The 'iel! A)TP an A)TC are e6plaine on the ne6t !lie.

8C9 /AP A# AC275 3


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SAP AG 1999

Personnel !m#er Che$

Q

&n personnel n!m#er only

All personnel n!m#ers e/$ept o&n

All personnel n!m#ers

(ield A;T+P Fal!es

A!thori:ation evel

, ,ead 84isplay travel plans9

6

A

=

C

Q

Maintain ,


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$.""

SAP AG 1999

(enu (enu (enu (enu (enu (enu

Travel manager

Travel Planning-

relevant

+, Master

4ata

Travel /penses-

relevant

+, Master4ata

Travel manager

Travel Planning-

relevant+, Master

4ata

Travel /penses-

relevant

+, Master4ata

Planning

manager

Travel /pensesmanager

Travel Planning-relevant

+, Master

4ata Travel /penses-

relevant

+, Master

4ata

Approval

o" trips

)n"o system

All options

in men!

TravelManagement

Traveler TravelAssistant

Travel Man.Administrator

ApprovingManager

Trip

advan$es

Travel SystemManager

Trip Advan$ePayer

Travel Management A$tivity Gro!ps3 Men!s

For u!er! o' the /AP /y!tem to &ith user-speci(icor 'or8place-related menus they have to *e

a!!igne to an activity group 8u!er role9 *y mean! o' the pro'ile generator.

The activity group! o' Travel Management !ho&n a*ove are pregenerate in the !tanar !y!tem an can

*e copie an moi'ie. Thi! applie! 'or the 'ollo&ing activity group!(

Traveler /APDFIDT@DTA@?DA#

Travel A!!i!tant /APDFIDT@DTA@?DA//I/TABTDA#

Travel Amini!trator /APDFIDT@DA,MIBI/TAT%DA#

Approving Manager /APDFIDT@DAPP%@IB#DMABA#DA#

Payer o' Trip Avance! /APDFIDT@DA,@ABCDPAEDA#

Travel /y!tem Manager /APDFIDT@D/E/TMDMABA#DA#

The role-!peci'ic menu! o' the activity group! are pre!ente a*ove. Eou can i!play the role-!peci'ic

menu in the initial !creen o' the /y!tem via the 8ser menupu!h*utton i' your u!er ha! *een

a!!igne the relevant activity group.

8C9 /AP A# AC275 11


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/plain and maintain the a!thori:ations "or Travel

Planning


A!thori:ation Management3 ;nit S!mmary

8C9 /AP A# AC275 12


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%

SAP AG 1999

Co!rse vervie&

vervie&

ntry and Approval o"Travel ,e!ests and Plans

,(C 4estination and Travel PlanningMaster 4ata

Str!$t!re o" nterprise-Spe$i"i$Travel Poli$y

,eprod!$tion o" Agreements &ithTravel Servi$e Providers



Con$l!sion

Con$l!sion

8C9 /AP A# AC275 1


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4es$ri#e all essential #!siness pro$esses involved in

re!esting a trip% $hoosing and #ooing travel servi$es

online and the relevant approval pro$esses. The $o!rse

o""ers an opport!nity to get pra$ti$al e/perien$e in

!sing these a$tions in the SAP System.

4e"ine ho& the pro$essing o" trips in yo!r $ompany

and $ooperation &ith travel agen$ies $an #e made

more e""i$ient #y !sing Travel Planning.

See ho& Travel Planning applies yo!r $ompanyXs travel

poli$iy as &ell as enterprise-spe$i"i$ rates% dis$o!nts

and data "rom providersX $!stomer programs &hen

travel servi$es are #ooed.

Co!rse #'e$tives

8C9 /AP A# AC275 2


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%.3

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,e$ommended (ollo&-!p A$tivities

Go thro!gh the e/er$ises !sing )4S data or yo!r o&n data

,ead on-line do$!mentation

,ead )MG do$!mentation

,ead release notes

8C9 /AP A# AC275


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Additional slides $overing the "ollo&ing topi$s3

,eporting

)ntegration o" Travel Planning and Travel /penses

4e$o!pling !sing A 8Appli$ation in na#ling9

Glossary

Contents3

Appendi/

8C9 /AP A# AC275 1


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"0.2

SAP AG 1999

Geographi$al ,eports 6hat $ontingents are re!ired "or

lo$ationsare1ouse ;>al!o ena*le! the ata to *e reporte in the < /y!tem.

Eou can al!o call the Travel Management "uerie! an report! 'rom the Managers es8topo'

Per!onnel Management.For more in'ormation a*out the Manager! ,e!;top 'unction! !eeel# - SAP Li$rary (.uman

!esources (.Personnel Management (.Manager=s -eskto#%

8C9 /AP A# AC275 2


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"0.3

SAP AG 1999

Travel Management

Travel planning

)n"ormation system

Tools

(lights

vervie& o" "lights #y airlines

=!siness Fol!me #y +otel o$ation

+ierar$hi$al vervie& o" (lights #y Airlines

vervie& o" "lights #y lo$ations

Ti$et )n"ormation "or (lights

=!siness Fol!me &ith +otel Chains% +ierar$hi$al

=!siness Fol!me &ith +otel Chains

+otels

=!siness Fol!me &ith Car ,ental Companies

=!siness Fol!me #y ,ental o$ations

Car ,ental

vervie& o" Planned Trips

Glo#al ,eports

Travel Planning )n"ormation System

Eou &ill 'in the pree'ine report! an "uerie! 'or /AP Travel Planning in the /AP a!y Acce!! Menu

uner

Accounting -Financial Accounting - "ra&el Management - Travel planning-nformation

s$stem

or

nformation s$stems -5Accounting -Financial Accounting - "ra&el Management - Travel

Planning

The pree'ine report! 'or Travel Planning in the !tanar elivery !y!tem are almo!t all "uerie!. %nly

theierarchical 0&er&iew of Flights $y Airlinesan theBusiness :olume with otel Chains1

ierarchicalare AAP report!.

8C9 /AP A# AC275


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"0.4

SAP AG 1999

;ser;ser

;ser gro!p 8SAP>;,B;,B


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"0.5

SAP AG 1999

4e"ine statisti$

(ield(light dep.lo$.8$de9

4ep. lo$ation "light

o Srt 4e S! ... O en Te/t

2

1 1

o.o" (lights 8add."ield ...9

Airline 8$ode9

(light $a#in $lass

*

... ...

U(lights #y lo$ationsU !ery

(rom

CP+

(,A

+AM

M;C

MLP

AP

...

!m#er

1

@

1

2

1

1

...

4epart!re lo$ation

Copenhagen

(ran"!rt

+am#!rg

M!ni$h

Milan% Malpensa

aples

...

Proportion

in O

5% O

50%0 O

5% O

11%1 O

5% O

5% O

...

4e"inition

o" !ery

!tp!t

o" !ery

8statisti$s9

25

N

Statisti$s3 Uo.o" "lights #y depart!re lo$ationU

>!ery !tp!t ists

The output o' a "uery can con!i!t o' !everal li!t!(

a *a!ic li!t

!everal !tati!tic!

!everal ran;e li!t!

The "uery Flight! *y location 8!ee a*ove9 i! thu! mae up o' the !tati!tic! Bum*er o' 'light! *y

eparture location Bum*er o' 'light! *y arrival location an Bum*er o' 'light! *y city pair!.

A *a!ic li!t can *e compile 'rom the 'unctional area 'iel! u!ing the graphical >uery Painter.

Eou e'ine a !tati!tic *y !peci'ying the !e"uence an !orting o' the 'iel! that are to *e output.

For a ran;e li!t you !peci'y the !e"uence o' the 'iel! an a numerical 'iel a! criteria.


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,


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"0.7

SAP AG 1999

=!siness)n"ormation6areho!seServer

Administrator

6or#en$h

=AP)=AP)

*rd party AP$lient

*rd party AP$lient

SAP =6,


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Travel e/penses3

Totals and re$eipts

Trip totals and

re$eipts

vervie& o"

travel e/penses

!m#er o" trips

Travel e/pense

re$eipts

Travel e/penses3

Planning data

Planning data

(light #ooings

Car rental

#ooings

+otel #ooings

Travel Planning Travel/penses

)n"oSo!r$es

)n"oC!#es

6or#oos

>!eries

=6 =!siness Content "or Travel Managers

6ource data (rom 6AP Travel Planning+

n(o6ource Travel /6penses+Planning 'ata

Tran!action ata 'rom travel plan! create u!ing /AP Travel Planning. The ata that matche! the

!etting! in the e6tractor i! tran!'erre to < u!ine!! Content 8in other &or! i' no 'ilter ha! *een !et

in the e6tractor all availa*le ata i! tran!'erre9.

The 'ollo&ing i! an e6ample o' one o' the pree'ine "uerie!(

Guer Flight Boo"ings:

Thi! "uery i!play! all the 'light *oo;ing! mae u!ing the the /AP application component "ra&el

Planningvia the connecte re!ervation !y!tem. The num*er o' 'light! *oo;e 'or each eparture

location i! i!playe &here*y you can al!o inclue the airline ate o' eparture an arrival location

o' the 'light.

Eou can al!o elimit the report to(- ,i!play *y "uarter

- ,i!play *y calenar year

Eou can u!e thi! "uery to an!&er the 'ollo&ing "ue!tion!(

-


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8C9 /AP A# AC275 4


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(ile dit Fie& )nsert (ormat Tools 4ata 6indo& E

- (lights./ls

Result

ResultResult&otal

Ai!line

-ea!tu!e locationFlig+t a!!i'al

location

-e7location 8cnt!y

A!!7location 8cnt!y

Ca.in class

Calea!/Kua!te!

&otalo.o" =ooings o.o" =ooings o.o" =ooings

Iey date

Status o data

Ca#in Class Airline!ery

ings

Eou can u!e the u!ine!! 6plorer to call "uerie! in


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)ntegration o" Travel Planning - Travel /penses

A$tivate re!est


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"0.""

SAP AG 1999

(or ea$h trip provision variant(or ea$h trip provision variant

Travel re. a$tiveE

Travel plan a$tiveE

/p. report a$tiveE6Travel manager7

6hat is a$tiveE6hat is a$tiveE Assignments - 6hat is generated "rom &hatE

Travel Plan Travel /p.,eport

Travel servi$e /penses re$eipt

e.g. C8rental $ar9 generates MT 6G 8rental $ar

re$eipt9

Travel plan type Trip s$hema

e.g. Domestic generates Domestic trip

sc#ema

4ata trans"er

"rom plan to

e/penses a$tiveE

11

22

**

6hat /pense ,eport 4ata is Generated "rom 6hatPlan 4ataE

,ue to the integration o' Travel Planning an Travel 6pen!e! trip ata can *e tran!'erre 'rom the

travel plan o' a trip to the travel e6pen!e report o' thi! trip &here*y the e6pen!e receipt! are generate

automatically.


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"0."2

SAP AG 1999

1 )np!t help 8( help9 only possi#le "or a$$.assignment o#'e$t%

i" this is repli$ated in the Travel System2 .0A% =3 Feri"i$ation o" a$$.assignment o#'. "ile trans"er via A

TravelTravel

ACCACC+,+,

,eim#!rsement% ?.*0Additional amo!nts

=ooing

?.,0 0C interface1

all


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"0."3D@&66A

"0."4Action

/erie! o' In'otype! that are ae change partially or completely elete or elimite in the /y!tem 'or the

rea!on !peci'ie 8hiring change in co!t center leaving an !o on9.

The !e"uence o' the In'otype! that are eite u!ing the!e action! i! e'ine in the /y!tem.

"0."5;usiness trip

A change o' location incluing trip to an 'rom an employee! home an regular place o' ue to a temporarypro'e!!ional ta!; per'orme *y the employee.

"0."#Class rule

An enterpri!e-!peci'ic rule that control! the !election o' travel !ervice! per employee

A cla!! rule e'ine! !ervice cla!!e! 8!uch a! room cla!!e! or 'light ca*in cla!!e!9 per travel !ervice category that can *e

cho!en *y an employee epening on uration.

"0."7Countr-su?dividing region

Partial area o' a country in &hich !everal IATA location! containe in it are groupe.

Country-!u*iviing region! are -!peci'ic an unli;e IATA location! u!er e'ina*le. They are u!e a! re!trictive

criteria 'or etermining company-!peci'ic trip rule! 'or the corre!poning tran!portation an accommoation! type!.

"0."$Cross-countr region

Com*ination o' !everal countrie! an their IATA location!.

Cro!!-country region! are -!peci'ic an unli;e IATA location! u!er e'ina*le. They are u!e a! re!trictive criteria

'or etermining company-!peci'ic trip rule! 'or the corre!poning tran!portation an accommoation! type!.

"0."%Customer program

Travel !ervice provier! o''er program &ith !pecial travel conition!.

Cu!tomer program! are agreement! *a!e on certain criteria !uch a! 'or e6ample the 're"uency or volume o' the

travel !ervice! that a company *ecome! 'rom a provier.

In the 'light !ector the mo!t common cu!tomer program! are Fre"uent Flyer Program! that o''er more 'avora*le

conition! 'or 're"uent 'lyer! !uch a! the ?u'than!a Mile! L More Program.

"0.20ocument +Financial Accounting*

Proo' o' a *u!ine!! tran!action. A i!tinction i! mae *et&een original ocument! an ata proce!!ing 8,P9

ocument!(

%riginal ocument! inclue incoming invoice! *an; !tatement! an car*on copie! o' outgoing invoice!.

,P ocument! inclue accounting !ample an recurring entry ocument!.


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"0.2")mploee trip

An employee! *u!ine!! trip.

An employee trip inclue! the change o' location to an 'rom another location ue to a temporary e6ternal activity.

)!ample+

mployee( Chri! Miller

Trip uration( 'rom 01.0.1444 10 am to 01.05.1444 10.15 pm

Main e!tination( AC A# am*urg #ermany

Trip type !tatutory( u!ine!! trip

Travel e6pen!e! reim*ur!ement type( accommoation! - !ingle

meal! - per iem

travel co!t! - 'lat rate

,i!tance travele( $73 ;m!

"0.22eature

%*+ect! in the !y!tem that etermine certain value! *y "uerying i''erent per!onnel an ata !tructure 'iel! &ithin anenterpri!e.

The value! are return value! or re!ult!. They are u!e to etermine e'ault! an control certain !y!tem proce!!e!.

In thi! &ay 'eature! improve !y!tem 'le6i*ility.

The mo!t important type! o' 'eature! are tho!e that(

etermine e'ault value!

control !y!tem proce!!e!

etermine ho& li!t! are i!playe in reporting

"0.23ATA locationA location that ha! *een regi!tere *y the IATA 8International Air Tran!port A!!ociation9 an a!!igne an IATA coe.

IATA location! !erve a! the *a!i! 'or 'light hotel an car rental re!ervation! an repre!ent the !malle!t geographical

unit in /AP Travel Planning. An IATA location can 'or e6ample *e a city anor an airport or a train !tation.

"0.24n(ormation tpe H n(otpe

A "uantity o' ata groupe accoring to their content!.

In the uman e!ource! component the aim i! to *e a*le to proce!! per!on-relate ata accoring to *u!ine!!

re"uirement! in an e''ective !tructure.

From a technical point-o'-vie& In'otype! re'lect in their ata !tructure a collection o' relate ata recor! that can *eienti'ie *y a 'our-character coe 8'or e6ample In'otype Are!!e! 8000$99.

/o that employee ata can *e analy:e &ith relation to the pa!t In'otype! can *e !tore time-epenently.

For the u!er In'otype! appear a! entry ma!;! u!ing &hich he or !he can maintain the In'otype recor!. Eou can

maintain In'otype! iniviually or u!ing 'a!t entry.

Eou have the 'ollo&ing po!!i*ilitie! 'or proce!!ing In'otype recor!(

Create

Change

8C9 /AP A# AC275 15


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,elimit

,elete

8C9 /AP A# AC275 1$


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"0.25Passenger

ac275 travelmanagement travel planning

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