Travel and Expense Management Scenario Overview Click process

Travel and Expense Management Scenario Overview Click process chevrons for details Working With Trip Requests Booking Travel Services Online Scenario Explorer Scenario/Processes Business Areas Adding Expense Receipts During Trip Processing Payables and Payments Managing Expenses Scenario Description Open Legend As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel and Expense provides this, by way of a seamless global travel management solution that spans from approving trips, to booking trips, to submitting expenses automatically, to reimbursing expenses. SAP Cloud for Travel and Expense is integrated with SAP ERP. This ensures the consistency of your data, minimizes the need for reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Cloud for Travel and Expense is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card feeds. If users can’t access the application itself, they can also submit expenses using e-mail. The standard configuration of SAP Cloud for Travel and Expense contains reimbursement rates for pre-defined countries, a generic country template, and can be adapted to fit your company’s individual expense policy. Further Information The following business roles are involved in this scenario: © © 2014 SAP SE. All rights reserved. Accounts Payable Accountant Traveler Auditor Approver Travel Assistant

Travel and Expense Management Scenario Overview Click process chevrons for details Working With Trip Requests Booking Travel Services Online Scenario Explorer Scenario/Processes Business Areas Further Information Adding Expense Receipts During Trip Processing Payables and Payments Managing Expenses Scenario Description Legend Open Close. Legend As a large enterprise, you require the ability to control your travel policies, budgets, and expenses. SAP Cloud for Travel and Expense provides this, by way of a seamless global travel management solution that spans from approving trips, to. Process booking trips, driven to submitting mainly by the user expenses automatically, to reimbursing expenses. SAP Cloud for Travel and Expense is integrated with SAP ERP. This ensures the consistency of your data, minimizes need for system Process mainlythe driven by the reconciliation, and increases your ability to analyze and audit expenses. For users, entering expenses in SAP Cloud for Travel and Expense Manual process not supported by the is easy, thanks to features like simplified screens, prefilled entry fields, and the ability to automatically submit expenses from credit card system feeds. If users can’t access the application itself, they can also submit expenses using e-mail. The standard configuration of SAP Cloud for Travel and Expense contains reimbursement rates for pre-defined countries, a generic country Process that communicates with thirdtemplate, and can be adapted to fit your company’s individual expense policy. party software (mouse-over for details) Process with relevance to Financials The following business roles are involved in this scenario: © © 2014 SAP SE. All rights reserved. Accounts Payable Accountant Related scenario Info button with more information Traveler Auditor Approver Travel Assistant

Travel and Expense Management Process Details: Working With Trip Requests Click process chevrons for details Working With Trip Requests X Create a trip request Review a trip request Send a decision by e -mail i i i Scenario Explorer Scenario/Processes Booking Travel Services Online Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Process Description The traveler or the travel assistant submits a trip request in SAP Cloud for Travel and Expense, either for their own trip or on behalf of another traveler. The approver reviews the trip request, and approves or declines it. The traveler is then notified by e-mail of their decision. Approvals are optional and can be tailored to the needs of your company. Further Information Performed by Traveler Travel Assistant Business Areas Approver Further Information In the Work Centers Travel and Expenses Approvals © © 2014 SAP SE. All rights reserved.

Travel and Expense Management Process Details: Booking Travel Services Online Click process chevrons for details Booking Travel Services Online Create itinerary online Working With Trip Requests i Synchronize data with SAP Cloud for Travel and Expense X Review itinerary i i Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Click here to display process variants Scenario Explorer Scenario/Processes Business Areas Further Information Process Description The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel and Expense is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool. Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel and Expense, where it will be immediately available in the form of a travel itinerary. As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel and Expense on your behalf, where it will be available as an itinerary for you to work with. This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip. You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor. © © 2014 SAP SE. All rights reserved. Further Information Performed by Traveler Approver In the Work Centers Travel and Expenses Approvals

Travel and Expense Management Process Details: Booking Travel Services Online Click process chevrons for details Booking Travel Services Online Create itinerary online Working With Trip Requests i Synchronize data with SAP Cloud for Travel and Expense X Review itinerary i i Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Click here to hide process variants i Send your trip information to our integrated itinerary management tool. We'll then make your itinerary available to you in SAP Cloud for Travel and Expense. Scenario Explorer Scenario/Processes Business Areas Further Information Process Description The traveler books a trip online using one of our integrated online booking tools. Since SAP Cloud for Travel and Expense is fully integrated with these online booking tools, SAP data will be automatically transferred and used to fill fields in the tool. Then, when the traveler has finished booking their trip, all data will be transferred back to SAP Cloud for Travel and Expense, where it will be immediately available in the form of a travel itinerary. As an alternative, you can send your trip information to our integrated itinerary management tool. The information will be transferred back to SAP Cloud for Travel and Expense on your behalf, where it will be available as an itinerary for you to work with. This booking data - for example, the start date and end date of the trip - will also be automatically entered in the employee's expense report for the trip. You configure the online booking tool to fit your company's individual travel policy, and it will then tell you of any potential violations to your policy or those of your preferred vendor. © © 2014 SAP SE. All rights reserved. Further Information Performed by Traveler Approver In the Work Centers Travel and Expenses Approvals

Travel and Expense Management Process Details: Adding Expense Receipts During Trip Click process chevrons for details Adding Expense Receipts During Trip Working With Trip Requests Booking Travel Services Online X Add an expense receipt using a mobile device Managing Expenses Processing Payables and Payments i Click here to display process variants Scenario Explorer Scenario/Processes Business Areas Process Description During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail. Further Information Performed by Traveler l Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel and Expense. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you. l E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt. Further Information Mobile Devices E-Mail © © 2014 SAP SE. All rights reserved.

Travel and Expense Management Process Details: Adding Expense Receipts During Trip Click process chevrons for details Adding Expense Receipts During Trip Working With Trip Requests Booking Travel Services Online X Add an expense receipt using a mobile device Managing Expenses Processing Payables and Payments i Click here to hide process variants i Add an expense receipt using e-mail Scenario Explorer Scenario/Processes Business Areas Process Description During the trip, the traveler submits receipts for their expense report. They can do this using an app for a mobile device or by e-mail. Further Information Performed by Traveler l Mobile device: The traveler enters the expense details - with the option of taking a picture of the receipt and adding it as an attachment - and sends it to SAP Cloud for Travel and Expense. If image recognition is switched on in your system, you can simply take a photo of the receipt and the system automatically creates the expense for you. l E-Mail: The traveler writes an e-mail containing the expense type, amount, currency, and date, and sends it to a central e-mail address. They can also attach a receipt. Further Information Mobile Devices E-Mail © © 2014 SAP SE. All rights reserved.

Travel and Expense Management Process Details: Managing Expenses Click process chevrons for details X Managing Expenses Working With Trip Requests Booking Travel Services Online Scenario Explorer Scenario/Processes Adding Expense Receipts During Trip Create an expense report Audit the expense report i Approve the expense report i i Post an expense report to SAP ERP Processing Payables and Payments i Process Description The traveler or the travel assistant submits the expense report. They can do this by submitting, for example, corporate credit card transactions or pictures of receipts. If they want, they can make use of data from their trip request or travel itinerary which has been entered automatically in their expense report. Business Areas Once the expenses are audited and approved, they are automatically transferred to your Financial accounting system or your payroll system. This triggers the reimbursement to the employee. You can easily adapt this process to fit your individual company travel policy. SAP Cloud for Travel and Expense can be integrated with your SAP ERP system. Further Information Approvals are optional and can be tailored to the needs of your company. Further Information Performed by Traveler/ Travel Assistant Approver Auditor Accounts Payable Accountant In the Work Centers © © 2014 SAP SE. All rights reserved. Travel and Expenses Approvals Postings

Travel and Expense Management Process Details: Processing Payments Click process chevrons for details Processing Payments Working With Trip Requests Booking Travel Services Online Scenario Explorer Adding Expense Receipts During Trip Managing Expenses X Reimburse expenses using SAP ERP i Process Description Depending on your company specific settings, the payment run in your SAP ERP Financial Accounting, or SAP ERP HCM system is triggered. Payment is then sent to the traveler by bank transfer and check. Further Information Performed by Accounts Payable Accountant Scenario/Processes Business Areas Further Information SAP ERP © © 2014 SAP SE. All rights reserved.

Travel and Expense Management Business Areas Click area pictograms for details Working With Trip Requests Booking Travel Services Online Scenario Explorer Scenario/Processes Business Areas Further Information © © 2014 SAP SE. All rights reserved. Adding Expense Receipts During Trip Managing Expenses Processing Payables and Payments Business Areas Travel and Expense Management Business Area Description Nearly every business process involves the flow of cash, both within your company and between your company and its external business partners and customers. With SAP Cloud for Travel and Expense, you have full control over the financial aspect of each and every step of your business processes. You can set up your own expense and reimbursement policies, monitor your employee's expenses, and reimburse all approved expenses quickly and easily. SAP Cloud for Travel and Expense is integrated with the leading online booking tools. You can configure these tools to fit your individual company's travel policy, which helps you to ensure compliance with travel policies in regards to costs and preferred vendor rules. This will enable your company to economize on your travel expenditure, and speed up the booking process.

Travel and Expense Management Further Information Scenario Explorer Scenario/Processes Business Areas Further Information © © 2014 SAP SE. All rights reserved. Do you need more information? More Details SAP provides a complete product documentation, covering all aspects of the business scenario. For more details, click here. Further sources of information can be found in the SAP Cloud for Travel and Expense section of the SAP Business Center (click here). * Note that to access the links above you need to have a user in SAP Business Center. If you cannot access the page directly and if you are using Microsoft Internet Explorer®, please check http: //support. microsoft. com/kb/890474.