1. Expense Reimbursement Scenario Overview
Click process chevrons for details
Managing Expenses
Processing Payables and Payments
Order-to-Cash (Project-Based Services)
Intercompany Project Time and Expenses
Field Service and Repair
Order-to-Cash (Standardized Services)
Payroll Services
Scenario
Explorer
Scenario Description
Open Legend
For midsize companies who want to achieve control over their travel expenses, this process streamlines and automates the reimbursement cycle. You can reimburse your employees faster, monitor their business expenses and adherence to policies while efficiently processing the expense reports. Standard configuration contains all country-specific reimbursement rates and can be adapted according to the company-specific expense policy. The process is integrated seamlessly with Human Resources, Employee Self Services, Manager Work Center, Payment Processing, and Projects.
Claim expenses: simplified expense entry screens and pre-populated fields allow for an easy input of expense receipts Expense reporting on behalf of the employee ensures a timely expense settlement
Review and approve expenses: configurable rules help to avoid excessive spending and provide flexibility in processing
Settle expenses: the reimbursement of expenses is automated via integration with payment processing
Scenario/Processes
Business Value
Scenario Flow
Further Information
The following business roles are involved in this scenario:
Accounts Payable Accountant

2. Expense Reimbursement Scenario Overview
Click process chevrons for details
Managing Expenses
Processing Payables and Payments
Order-to-Cash (Project-Based Services)
Intercompany Project Time and Expenses
Field Service and Repair
Order-to-Cash (Standardized Services)
Payroll Services
Scenario
Explorer
Scenario Description
Legend
Close Legend
For midsize companies who want to achieve control over their travel expenses, this process streamlines and automates the reimbursement cycle. You can reimburse your employees faster, monitor their business expenses and adherence to policies while efficiently processing the expense reports. Standard configuration contains all country-specific reimbursement rates and can be adapted according to the company-specific expense policy. The process is integrated seamlessly with Human Resources, Employee Self Services, Manager Work Center, Payment Processing, and Projects.
Claim expenses: simplified expense entry screens and pre-populated fields allow for an easy input of expense receipts Expense reporting on behalf of the employee ensures a timely expense settlement
Review and approve expenses: configurable rules help to avoid excessive spending and provide flexibility in processing
Settle expenses: the reimbursement of expenses is automated via integration with payment processing
Process mainly driven by the user
Process mainly driven by the system
Manual process not supported by the system
Process that communicates with third-party software (mouse-over for details)
Process with relevance to Financials
Related scenario
Info button with more information
Scenario/Processes
Business Value
Scenario Flow
Further Information
The following business roles are involved in this scenario:
Accounts Payable Accountant
<Role Name>
<Role Name>
<Role Name>

3. Expense Reimbursement Process Details: Managing Expenses - Standard Variant
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Managing Expenses – Standard Variant X
Processing Payables and Payments
Create Expense Report
Review Expense Report
Sign-off Expense Report
Recalculate Reimbursement Rates i i i i
Order-to-Cash (Project-Based Services)
Intercompany Project Time and Expenses
Field Service and Repair
Order-to-Cash (Standardized Services)
Payroll Services
Scenario
Explorer
Process Description
Further Information
The integration with Human Resources, Employee Self Services, Manager Work Center, Payment Processing, and Projects streamlines the expense management.
The Manage Expenses process variant enables expenses to be controlled and automatically reimbursed. Employees can submit expenses for themselves or on behalf of other employees. The process can be adapted to company travel policies. It is also possible to submit expenses and upload photographed receipts or attach documents using mobile devices.
For expense reports that have been submitted, employees can monitor the status in the expense reports overview. The expense report status shows whether the expense report has been reviewed or approved. The reimbursement status shows whether the reimbursement has already been paid out.
Performed by
Accounts Payable Accountant
Scenario/Processes
Business Value
In the Work Center(s)
Home Self Service
Travel and Expenses
Project Management
Scenario Flow
Further Information
See also
Expense Reports Quick Guide
Create New Expense Report on Behalf

4. Expense Reimbursement Process Details: Processing Payables and Payments
Click process chevrons for details X
Processing Payables and Payments - Processing Payments Automatically
Managing Expenses
Check and release a payment proposal
Approve a payment
Create a payment medium and send to bank or payee
Process a bank statement
Allocate a payment i i i i i
Click here to display process variants
Order-to-Cash (Project-Based Services)
Intercompany Project Time and Expenses
Field Service and Repair
Order-to-Cash (Standardized Services)
Payroll Services
Scenario
Explorer
Process Description
Further Information
The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check.
Performed by
Accounts Payable Accountant
Scenario/Processes
Business Value
In the Work Center(s)
Receivables
Payment Management
Cash and Liquidity
Management
Scenario Flow
Further Information
See also
Quick Guide for Payment Allocation
Allocate a Payment Manually

5. Expense Reimbursement Process Details: Processing Payables and Payments
Click process chevrons for details X
Processing Payables and Payments - Processing Payments Automatically
Managing Expenses
Check and release a payment proposal
Approve a payment
Create a payment medium and send to bank or payee
Process a bank statement
Allocate a payment i i i i i X
Click here to display process variants
The accountant releases the payment that the manager has approved, if required. The system creates the payment medium in an automatic run or the accountant creates it manually. The system provides checks and outgoing bank transfers and the option of remittance advices. The accountant prints checks and sends them by mail to the payee. Bank transfers stored in a file are sent by the accountant to the bank or are uploaded to the banking software.
Order-to-Cash (Project-Based Services)
Intercompany Project Time and Expenses
Field Service and Repair
Order-to-Cash (Standardized Services)
Payroll Services
Scenario
Explorer
Process Description
Further Information
The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check.
Performed by
Accounts Payable Accountant
Scenario/Processes
Business Value
In the Work Center(s)
Receivables
Payment Management
Cash and Liquidity
Management
Scenario Flow
Further Information
See also
Quick Guide for Payment Allocation
Allocate a Payment Manually

6. Expense Reimbursement Process Details: Processing Payables and Payments
Click process chevrons for details X
Processing Payables and Payments - Processing Payments Automatically
Managing Expenses
Check and release a payment proposal
Approve a payment
Create a payment medium and send to bank or payee
Process a bank statement
Allocate a payment i i i i i X
Click here to display process variants
The system receives information about the processed payments in a bank statement, lockbox, or bank advice, and allocates them to the appropriate process or matches them against the payments created in the system. If allocation is not possible, the accountant has to process it manually in a system-generated task.
Order-to-Cash (Project-Based Services)
Intercompany Project Time and Expenses
Field Service and Repair
Order-to-Cash (Standardized Services)
Payroll Services
Scenario
Explorer
Process Description
Further Information
The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check.
Performed by
Accounts Payable Accountant
Scenario/Processes
Business Value
In the Work Center(s)
Receivables
Payment Management
Cash and Liquidity
Management
Scenario Flow
Further Information
See also
Quick Guide for Payment Allocation
Allocate a Payment Manually

7. Expense Reimbursement Process Details: Processing Payables and Payments
Click process chevrons for details X
Processing Payables and Payments - Processing Payments Automatically
Managing Expenses
Check and release a payment proposal
Approve a payment
Create a payment medium and send to bank or payee
Process a bank statement
Allocate a payment i i i i i
Click here to hide process variants
Order-to-Cash (Project-Based Services)
Processing Payments Manually with Open Item Clearing i
Intercompany Project Time and Expenses
Field Service and Repair
Order-to-Cash (Standardized Services)
Payroll Services
Scenario
Explorer
Process Description
Further Information
The Processing Payments Automatically process variant enables you to make automatic payments by bank transfer and check.
Performed by
Accounts Payable Accountant
Scenario/Processes
Business Value
In the Work Center(s)
Receivables
Payment Management
Cash and Liquidity
Management
Scenario Flow
Further Information
See also
Quick Guide for Payment Allocation
Allocate a Payment Manually

8. Expense Reimbursement Business Value
Claim
Review
Approve
Settle
Create expense report
Review expense report
Sign off expense report
Post to ledger
Reimburse expenses
Forward tax information to HR
Scenario
Explorer
Overview
Key Benefits
The integration with Human Resources, Employee Self Services, Manager work center, Payment Processing, and Projects streamlines the reimbursement process.
Simplified expense entry screens (according to the type of business expense) and pre-populated fields allow for an easy input of expense receipts.
Expense reporting on behalf of the employee ensures a timely expense settlement.
Intercompany expense reporting enables cost assignment across companies.
Expense reporting on mobile devices allows you to record and approve expenses wherever you are, thus helping you to speed up the reimbursement cycle.
Standard configuration contains all country-specific reimbursement rates and can be adapted according to the company-specific expense policy.
Configurable rules help to avoid excessive spending and provide flexibility in processing, for example, depending on the settlement amount the review and/or approval can be skipped.
For midsize companies who want to achieve control over their travel expenses, this scenario streamlines and automates the reimbursement cycle.
You can reimburse your employees faster and monitor their business expenses and adherence to policies, while efficiently processing the expense reports.
SAP Business ByDesign helps efficiently manage expense and reimbursement: from expense report creation through to financial settlement.
Scenario/Processes
Business Value
Scenario Flow
Further Information

9. Expense Reimbursement Scenario Flow
Employee
Self Service
Travel and
Expenses
Payables
Managing expenses
Processing payables and payments
Order-to-Cash
(Project-Based Services)
Scenario
Explorer
Intercompany Project Time and Expenses
Field Service and Repair
Scenario/Processes
Order-to-Cash (Standardized Services)
Business Value
Payroll Services
Scenario Flow
Legend
Further Information
Process mainly driven by the user
Process related to Financials
Work center in which process is performed
Work
Center
Related scenarios
Business
document flow

10. Expense Reimbursement Further Information
Scenario
Explorer
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