Travel Expenses in Maintenance—Exercises

Basic Data Setup

IMPORTANT
It is extremely important that you are logged in as HR Manager SAMI when entering the basic data in the Human Resources executable.

Non-Inventory Sales Part

Purpose: The purpose of this exercise is to create sales parts.

Note: The sales parts need to be associated with a user-valid site and company.

Windows:
Non-Inventory Sales Part

  1. Open the Non-Inventory Sales Part window.
  2. Create a sales part for Mileage.
  3. Create a sales part for Allowance.
  4. Create a sales part for the other expense codes, e.g., hotel, air ticket.
  5. Save the record.

General exercise for Non-Inventory Sales Part

Expense Rule

Purpose: The purpose of this exercise is to specify an expense rule.

Windows:
Expense Rule

  1. Log on the Human Resources executable as SAMI.
  2. Open the Expense Rule window.
  3. Enter an expense rule ID and a description.
  4. Save the record.

Mileage Code

Purpose: The purpose of this exercise is to specify a mileage code.

Windows:
Expense Rule /Expenses /Mileage Codes

  1. Open the Expense Rule window and click the Mileage Codes tab.
  2. Create a new record and enter an expense code, expense description, and price.
  3. Enter a user-valid site and a suitable sales part.
  4. Save the record.

Other Expense Codes

Purpose: The purpose of this exercise is to specify the other expense codes.

Windows:
Expense Rule /Expenses /Other Expense Codes

  1. Open the Expense Rule window and click the Other Expense Codes tab.
  2. Create a new record and enter expense codes for hotel accommodation, taxi, and air ticket.
  3. Enter a user-valid site and a suitable sales part.
  4. Save the record.

Allowance Codes

Purpose: The purpose of this exercise is to specify allowance codes.

Windows:
Expense Rule /Allowance /Allowance Codes

  1. Open the Expense Rule window and click the Allowance Codes tab.
  2. Create a new record and enter an expense code, description, and price for Day Allowance, Half Day Allowance.
  3. Enter a user-valid site and a suitable sales part.
  4. Save the record.

Allowances

Purpose: The purpose of this exercise is to specify allowances.

Windows:
Expense Rule /Allowance /Allowances

  1. Open the Expense Rule window and click the Allowances tab.
  2. Click New (F5) and enter an allowance ID and allowance name for Whole Day Allowance with Priority 1, Latest Departure 12:00, Earliest Return 19:00, Overnight Required.
  3. Enter an Allowance ID and Allowance Name for Half Day Allowance with Priority 2, Latest Departure 23:59, Earliest Return 06:00, Overnight Required.
  4. Save the record.

Compensations

Purpose: The purpose of this exercise is to specify compensations.

Windows:
Expense Rule /Allowance /Compensations

  1. Open the Expense Rule window and click the Compensations tab.
  2. Click New (F5) and Click List of Values (F8).
  3. Select the allowance ID and compensation code for Whole Day Allowance.
  4. Enter the allowance ID and compensation code for Half Day Allowance.
  5. Save the record.

Connect Employee to HR Position

Purpose: The purpose of this exercise is to show how to connect an employee to a position.

Windows:
Position Assignments

  1. Open the Position Assignments window.
  2. Click New (F5).
  3. Click List of Values (F8) and in the Employee No field, select the signature provided by your teacher, from EAM1 through EAM15.
  4. Tab to the Position ID field and select position SM.
  5. Tab to the Assignment Type field and select Permanent Assignment.
  6. In the  Valid From field, enter the first date of the current month.
  7. In the Valid To field, enter 2009-12-31. 
  8. Save the record. (If you get a warning message, click Yes.)

General exercises for Connect Employee to HR Position

Required Data

Expense Rule Assignments

Purpose: The purpose of this exercise is to specify an expense rule assignment.

Windows:
Rule Assignments

  1. Open the Rule Assignments window.
  2. Click New (F5) and Click List of Values (F8) and select the employee number you have connect to the Position. (Use the signature provided by your teacher, from EAM1 through EAM15.)
  3. Save the record.
  4. Log off the Human Resources executable, and log on again with the previously selected employee number.

Create Work Order

Purpose: The purpose of this exercise is to create a work order.

Windows:
Prepare Work Order

  1. Open the Prepare Work Order window.
  2. Click New (F5) and enter your Object ID, and a short description of the problem in the Directive field
  3. In the Maint. Org. field, enter 1500 Construction department (the same maintenance organization as for the employee. 
  4. Save the record.
  5. Right-click, point to Work Order Status and then click Released.

General exercises for Prepare and Plan Service Order

Main Exercises

Enter a Travel Expense Sheet

Purpose: The purpose of this exercise is to show how to create an expense sheet.

Windows:
Expense Sheet
Expense Rule

  1. Open the Expense Sheet window and create a new record.
  2. Enter a purpose as well as the dates on which travel started and ended.
  3. Enter a valid work order with Released status.
  4. Save the record.
  5. Open the Expense Rule window and click the Compensations tab.
  6. Verify that you have allowance lines on the Compensations tab.
  7. Click the Expenses tab, and enter at least one expense with a reference as well as the gross and VAT amount.
  8. Save the record.
  9. Click the Mileage Codes tab and enter mileage information. ;
  10. Save the record.
  11. In the header of the Expense Sheet window, right-click and then click Confirm.

Note: These are the main steps for creating an expense sheet.

Transfer Expense Lines to a Work Order

Purpose: The purpose of this exercise is to show how to transfer an expense sheet to IFS/Work Order.

Windows:
Expense Sheet
Report In Work Order

  1. Open the Expense Sheet window, and query for your expense sheet. You can search for the expense ID.
  2. Right-click and then click Authorize.
  3. Open the Report In Work Order window, query for the work order you used earlier, and then click the Postings tab.
  4. Verify that the Postings tab contains the expenses lines from your expense sheet.