Welcome to my another Interesting Blog “How to setup Travel to Reimbursement for SAP S/4HANA Cloud” In this blog series i will explain the the business process for travel to reimburse, How any organization can implement Travel to reimbursement using SAP’s delivered standard content with minimal efforts and some configuration, technical architecture, different cloud solution required and technical configuration required in order to setup this whole scenario. This topic is little big in terms of setting up so i will try to make series of the blog to make each series short and crisp. I hope you will like it.
Travel related expense takes big portion of budget for any organization, In fact, it has been found to rank second among company expenditures next to payroll.. According to Global Business Travel Association (GBTA), travel spend is expected to reach US$1.6 trillion by 2020. This trend explains why companies are looking for ways to improve their travel and expense management processes.
How above challenges can be solved?
Answer is very simple, Implementing SAP S/4HANA Cloud Travel to Reimburse. Lets get into main business which are high level overview, core business process, different cloud solution involved, technical architecture and most importantly required technical configuration and implementation.
High level overview
In every organization employees get opportunity to travel for business meeting or customer workshop which normally get sponsored by their organization. Most of the time employee get their all the travel related expense like dinner, breakfast, flight, hotel reimbursed based on their manager approval. However in order to make this process very simple any organization’s Finance need to be Integrated with Travel Expense and Employee Central system. Which means for SAP Customer who is running their finance on SAP S/4HANA Cloud ERP they have to integrate with Travel expense system which is concur and Employee central system (SF) to setup this Travel to Reimburse for S/4HANA Cloud.
To cut it short lets make it simple, there are four personas, employee, Financial Accountant, Cost Center Owner and Manager. Once All systems (SFEC, Concur, SAP S/4HANA Cloud) get integrated Cost center owner create cost center in S/4HANA Cloud System and system automatically export the cost center to SFEC and Concur from S/4HANA Cloud. After hiring employee in success factor employee central and assigning cost center employee data get replicated to concur and SAP S/4HANA cloud as Business Partner with employee role. Then Financial Accountant come into picture ,assign supplier fin account role and reconciliation Account for expense posting. Now Financial Accountant will check the budget and based on employee can book travel request in SAP Concur which will be converted as Expense report then based on Manager Approval it will be posted into SAP S/4HANA Cloud as Journal Entry. Financial Accountant will check the journal entry and based on that he/she/other will run payment.
There are mainly three primary Integration
SAP S/4HANA Cloud & Success Factor Employee Central
SAP S/4HANA Cloud & SAP Concur
SAP SuccessFactors Employee Central & Concur
Lets break this into smaller pieces which is what all we need to do to implement SAP S/4HANA Cloud Travel to Reimbursement.
1 . Setting up SuccessFactors Employee Central and SAP S/4HANA Cloud Integration for Employee Replication and Cost Center Replication. Follow this Step by Step Blog.
2. After Employee Replication Assign Supplier Fin Acct role and Reconciliation Account to the Employee in Maintain Business Partner App – (Going to Cover in Part Two very soon)
3. List setup, Employee Form Setup, Report header and Allocation Form Setup, Configuring Workflow, Enabling Financial Integration,Web service user setup – (Going to cover in Part two and Part three very soon)
4. Setting up Integration between SAP S/4HANA Cloud and Concur – Follow this step by step blog
5. Setting up integration between SAP SuccessFactors Employee Central and Concur for replicating employee from SF Employee Central to Concur using SAP Cloud Platform Extension Application – (Going to cover in Part four very soon)
6. Demo – (Will be updating in this blog after releasing part four)
I hope you all are same excited as i am for next part, if you like this blog series please like, comment and share with your colleagues. See you in next part.