IKSAP Product
Travel and Expense Management
From travel request to SAP FI posting in one flow.
Travel and Expense Management is an HRAlyze module that runs every step of a business trip, from request to accounting entry, in a single flow. Request, approval, advance, per diem and expenses move in the same report. Per diem is not calculated by hand, the advance is offset against expenses automatically, and the approved report is posted to SAP FI as an accounting entry; accounting never retypes a line.
What problem does it solve?
A fragmented process.
The request runs on email, the advance on a separate form, expenses in another system; nobody sees the whole picture.
Per diem by hand.
Rates, duration and meal deductions are recalculated in a spreadsheet for every trip.
Open advances.
Which expense closed which advance is matched by hand at month end.
Receipts typed twice.
Date, amount and VAT are entered first by the employee, then again by accounting.
What does it add?
Data is not retyped.
The approved request becomes the expense report; route and dates are not entered twice.
Per diem calculates itself.
Rates, duration factor, meal deduction and tax exemption are applied by rule; private car compensation is calculated from mileage.
Advances do not stay open.
The paid advance is offset in the expense report; the remaining balance stays visible.
Budget overruns show up early.
The budget is checked as the request goes for approval; an overrun appears before the money is spent.
A receipt is entered once.
Date, amount and VAT are read from the document; the employee only checks them.
Accounting enters no lines.
The report goes to SAP FI as an entry; a faulty transfer is undone with a reversal entry.
How does it work? — 6 steps from request to accounting
- 1
Request
The employee enters the route step by step in a wizard; multiple stops are supported.
- 2
Approval and budget
Multi-level approval and delegation; the budget is checked at this step.
- 3
Advance
An advance is paid within the approval limit and the payment is recorded.
- 4
Expenses
Receipts are read; per diem and mileage compensation are calculated by rule.
- 5
Accounting
The advance is offset; the lines can be previewed in a simulation before transfer.
- 6
SAP FI
The report is posted as an accounting entry; if needed it is undone with a reversal entry.
How does it differ from a scattered process?
| Process step | Today | IKSAP Travel and Expense Management |
|---|---|---|
| Travel request | Email and approval chain run separately | Wizard-based request, multi-level approval and budget check |
| Advance | Separate form; closing is matched by hand at month end | Advance within approval limit, offset automatically in the report |
| Per diem | Rates and deductions are calculated in a spreadsheet | Rate, duration and deductions calculated by rule |
| Receipt entry | Date, amount and VAT are typed twice | The receipt is read; the employee only checks it |
| Accounting entry | Lines are entered into SAP by hand | Transfer to SAP FI; reversal entry if something is wrong |
Which accounting rules come ready?
Undocumented expenses are separated.
An expense marked as undocumented is posted to the non-deductible expense (KKEG) account.
Company car costs are split by ratio.
For company car costs, the 70% expense / 30% KKEG split is determined from the licence plate.
Fits multi-company structures.
A receipt belonging to another company code is set up as two separate accounting entries.
Cards and exchange rates are defined.
Company cards are mapped to employees and cost centres; daily exchange rates are pulled from the Central Bank of the Republic of Türkiye (CBRT).
The mapping chain is on screen.
The account to debit is read from the chain expense type → wage type → symbolic account → SAP G/L account. The chain is maintained on an admin screen; no developer is needed when an account changes.
Where is the data kept, and what does setup require?
Your data stays with you.
When installed on the customer's server, travel and expense records are kept in the customer's SQL Server database; records are separated per company, and who created or changed a record, and when, is logged.
No separate application.
It is a module enabled by licence on HRAlyze.
On the SAP side.
Service access to three SAP functions is needed for the accounting entry, vendor and employee mapping. Manager, company code and employment type are read from SAP HR and SuccessFactors.
What we need from you.
Expense types, account mappings, per diem rates, company cards, tax ID list and email (SMTP) settings.
Frequently Asked Questions
Why are travel and expenses in one product?
Travel and expenses do not live in separate systems: the approved travel request is the start of the expense report; advance, per diem and receipts come together in the same report and go to SAP FI as a single accounting entry.
How is per diem calculated?
Rates, duration factor, meal deduction and tax exemption are applied according to defined rules; for trips by private car, compensation is calculated from mileage.
What happens if a faulty entry goes to SAP FI?
The lines can be previewed in a simulation before transfer; a faulty entry that was already posted is undone with a reversal entry.
How does a pilot work?
With one company code and one department, using real data from the first travel request to the SAP FI entry. The first week of the pilot is spent filling in the mapping chain together with your accounting team.
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Let's run a pilot trip together.
One company code and one department: from request to SAP FI entry with real data.