Mileage Confirmations in SAP S/4HANA Service

In SAP Field Service Management (FSM), service technicians not only confirm their working time and expenses such as general travel costs. Depending on your business agreements with your customers, they also need to record mileage expenses. In an integrated scenario where the technicians confirm mileage expenses in SAP Field Service Management that are to be replicated to SAP S/4HANA Service, you need to create a dedicated item category for mileage expenses in S/4HANA. This blog describes how to create such an item category as well as the corresponding service product.

Note: For overall questions regarding the integration options between SAP FSM and SAP S/4HANA, please refer to this documentation: https://help.sap.com/s4hana > Product Assistance (English) > Enterprise Business Applications > Service > Service > Integration with SAP Field Service Management.

Define Mileage Expense Item Category

To create a confirmation item category for mileage expense, access the following customizing and create an item category with object type BUS2000158 – Service Expense Confirmation Item. If SAP delivery customizing or Best Practices are available in your client, it is easiest to copy, for example, item category SVCE (Service Expense Item) into your own Mileage Expense item category.

Service > Transactions > Basic Settings > Define Item Categories:

In the Sales business transaction category view, maintain the price condition type that is used for billing the expense, for example, PPR0:

If you want to book internal costs based on the recorded mileage expenses, in the Service business transaction category select the Relevance to Costs option:

Define Item Category Group

So that you can uniquely classify the service product that you must create for the mileage expense, create a new item category group for mileage expenses. This also allows you to define a dedicated item category determination for exactly this product, respectively a group of specific products.

Service > Transactions > Basic Settings > Define Item Category Group:

Define Item Category Determination

Assign the new item category to the relevant transaction type for service confirmations while referencing to the new item category group. In the example below, the mileage item category and item category group are assigned to the service confirmation transaction type SRVC. In this example, the item category can be used for a “stand-alone” item in the service confirmation, as well as a sub-item of the item category SVCP.

Service > Transactions > Basic Settings > Define Item Category Determination:

Assign Service Transaction Types to Billing Document Request Types

So that the mileage expense can be passed on to billing, you need to maintain the mileage item category for the relevant combination of service confirmation transaction type (SRVC), sales document type (BSVC) and billing document type (SVCB).

Service > Basic Functions > Billing > Assign Service Transaction Types to Billing Document Request Types:

On the Process Type Mapping view, select the relevant line and navigate to the Item Category Mapping view. Add a line for the mileage item category and map it to an appropriate sales item category, e.g., to sales item category CS01:

Assign Item Category Group to SD Item Categories

In Sales and Distribution customizing, maintain an additional entry in Assign Item Categories to create a mapping between sales document type BSVC, the new item category group ZMIL, and the sales item category CS01.

Sales and Distribution > Sales > Sales Documents > Sales Document Item > Assign Item Categories:

Controlling Integration

If you have defined the new mileage expense item category as relevant for costs, first replicate the new item category to Controlling, and then maintain it in the cost element derivation customizing.

1. Replicate Service Characteristics Relevant to Controlling:

So that you can use the mileage expense item category for cost controlling, you must replicate it to Controlling first. This is done via a report that you find in customizing: Service > Transactions > Settings for Service Transactions > Integration > Replicate Service Characteristics Relevant to Controlling. Select the option Item Categories and then choose Execute (F8).

2. Define Derivation of Attendance Type, Activity Type and Cost Element:

In this customizing activity, you assign the mileage expense item category to the appropriate cost element. Your controller should provide you the cost element ID: Integration with Other SAP Components > Customer Relationship Management > Settings for Service Processing > Time Sheet Integration > Define Derivation of Attendance Type, Activity Type and Cost Element:

Create Material EXP_FSM_MILEAGE

So that you can maintain mileage expenses in an SAP S/4HANA Service confirmation, it is mandatory to create a service product (material) in S/4HANA that represents the expense. If you want to use the pre-defined integration flow from SAP FSM to SAP S/4HANA that is delivered by SAP, create the mileage material with the ID “EXP_FSM_MILEAGE”.

Create the mileage material either in SAP GUI via transaction code MM01, or in the corresponding Fiori app. Maintain at least the following minimum views for the relevant sales area / plant combinations: Basic data, Sales org. 1 and 2, Sales: General/Plant, Accounting 1.

As material type, use SERV (Service Product).

On the views, maintain the data similarly as you do for other service products.  For the mileage product, be sure to maintain the following differing parameters:

  • Base Unit of Measure = KM (kilometers)
  • Generic Item Category Group = ZMIL
  • Item Category Group = ZMIL

To avoid error messages, make sure to maintain the description at least in languages EN and DE. This is done in the Additional Data view.

Maintain Condition Record for Mileage Material

So that the price per kilometer can be determined in the confirmation, maintain a condition record either in SAP GUI with transaction code VK11, or in the Set Material Prices Fiori app. Use the price condition that you assigned to the item category, e.g., PPR0:

In the Application..

To test whether all settings are correct, you can now create a service confirmation, and in its Items list maintain the EXP_FSM_MILEAGE product ID with a quantity. After choosing Enter, the system should determine the item category, the unit and the net value automatically (if your overall service confirmation set-up is correct, that is..).

Once you set the status of the error-free service confirmation to completed, a controlling document will be created automatically for the mileage expense, which is displayed in the transaction history. And after having created the invoice for the service confirmation, this will be displayed in the transaction history as well:

Note: If you want to use the mileage expense product not only in the service confirmation but also for planning and/or quotation purposes, create similar item categories for the service order and/or service order quotation as described above for the confirmation. For these item categories, use object type BUS2000159 – Service Expense Item. In addition make sure to also maintain Copy Control settings for the mileage item categories in customizing: Service > Transactions > Basic Settings > Copying Control for Business Transactions.