Travel & Expense Management
Digitize travel expenses end to end — from advance to approval to faster reimbursement.
What problem does it solve?
Travel advances, expense claims and approvals run on paper and spreadsheets; reimbursements lag, advance settlement is untracked, financial control is weak. Employee satisfaction and the close both suffer.
How does the solution work?
Conforcus travel & expense manages advance requests, expense claims and multi-level approval end to end in SAP; it automates advance settlement and accounting postings. The process becomes transparent, fast and auditable.
What changes in practice?
The process starts with the advance request: the employee raises it in SAP, it passes through the multi-level approval workflow, and the approved advance is tracked on the employee's account in FI. After the trip the expense claim is entered in the same flow, and the Fiori interface is suited to entry from a mobile device. The claim moves through the defined approval levels in sequence, with a record of who approved at each step and when. Once approval is complete the accounting posting is created automatically, the open advance is settled against the claim, and the amount due to or from the employee becomes clear.
On the finance side, paper forms and spreadsheet tracking disappear: the team follows open advances, claims awaiting approval and expenses already posted from the system. At close, unsettled advances are visible and expense entries are not keyed in separately. When an advance was paid and which claim settled it can be seen from the same records. The approval step a claim has reached can be seen in the system, which makes reimbursement predictable. Because the approval chain and the accounting document stay linked, an expense can be traced in an audit from the original request through to the posting.
Benefits
- Faster reimbursement, higher employee satisfaction
- Automated advance settlement and expense posting, nothing lost
- Approval chain and financial control fully traceable
Where it sits in SAP
Integrated with FI (AP and expense) processes; covers advance management, expense claims, multi-level approval workflow and automated accounting postings. Fiori-ready for mobile expense entry.
Who it is for: CFO, Finance, HR & Admin
Frequently asked questions
Where do employees enter expense claims, and is mobile use possible?
Advance requests and expense claims are entered inside SAP, and the solution is Fiori-ready for mobile expense entry. Employees can enter a claim from a mobile device during the trip or on their return. The conditions under which mobile access is opened are decided during implementation, in line with the company's infrastructure and security policy.
How is the approval flow set up, and who approves advances and expenses?
The solution includes a multi-level approval workflow, with levels defined according to the company's organization and authorization rules, for example by amount and reporting unit. Advance requests and expense claims pass through these levels in sequence. Who approved at each step and when is recorded, so the approval chain and financial control are traceable end to end.
How is the accounting entry created, and how does advance settlement work?
An approved expense claim generates the accounting posting in FI automatically, with the cost posted to the relevant expense accounts. An advance paid earlier stays open on the employee's account and is settled automatically by the claim posting. The remaining amount shows as due to or from the employee, and reimbursement follows from that.