Communication with Credit Card Company

Travel Management Customizing

It is quite common for an employee to pay for an expense that should not be reimbursed by the company (private expense) using his corporate credit card. You can now easily deduct these private expenses from receipts that have already been paid for with the corporate credit card, using the Receipt Wizard . For more information see, Posting Private Expenses Using the Receipt Wizard .

Activity: Create t ravel expense types for individual receipts

View: Wage types for receipts

You need to set up travel expense types for individual receipts in Customizing. These expense types need to include the setting already paid by company , and they also need to be assigned to the transaction key for the relevant credit card company. If you only use one specific service provider, you can enter this value as the default value.

Activity: Define assignment table for credit card clearing

View: Assign credit card transactions to travel expense types .

If you work together with several different credit card companies, you should enter a service provider for each of the companies. This allows you to complete a differentiated account determination process. Whereas expense types without a service provider are always posted to same clearing account, expense types with a service provider are posted to the special clearing account for the corresponding credit card company. In order to be able to do this, you must have made the appropriate settings for account determination.

Activity: Define assignment table for credit card information

View: Assign credit card transactions to travel expense types .

In order to make sure that receipts with service provider information are posted correctly, you need to use a special wage type for account determination, and to then assign this wage type to the correct combination of expense type + service provider.

Activity: Assign travel expense types for individual receipts

View: Wage types for Receipts

You have specified that postings in travel expense accounting are posted with credit card information. This ensures that the credit card information, such as the credit card number and transaction number, is also transferred to FI and can be used for posting items to the vendor account for the credit card company.

Activity: Assign wage types to symbolic accounts

View: Symbolic account assignment for FI

Here: Assign a FI wage type to a symbolic account - the clearing account- and select the field with credit card information

Create a new G/L account for each credit card provider or service provider- with OI (Open Items) Management - as the clearing account for paid travel expense receipts

(Account is the same as the GI/IR account from Materials Management).

Set up an infrastructure for electronically processing invoice receipts in Accounts Payable Accounting.

The employee receives a personal corporate credit card for paying his travel expenses. He receives a monthly account statement from the credit card company that simplifies the process for settling his travel expenses. The company receives a total invoice listing transactions per employee or card number.

The credit card transactions for all employees are imported into SAP Travel Management on a daily basis (workdays only). The employee adds the paid receipts to their travel expense statement and identifies their private expenses with the help of the Receipt Wizard . These amounts are then deducted at a later date from the employee's vendor account.

Credit card receipts, that are marked as having already been paid by the company cannot be deleted from the document buffer, as each individual receipt must undergo invoice verification and evaluation processes in Financial Accounting. If the credit card receipt is marked as having already been paid, you cannot change the currency, amount or exchange rate. This ensures that the invoice amount for the receipts can be settled correctly. You can only transfer amounts from paid receipts to other paid expense types using the Receipt Wizard .

In addition to the daily transaction information files (*.CCD File) the company also receives regular invoice files from the credit card company that - as long as the correct infrastructure exists - are then automatically entered as preliminary invoice receipts in Financial Accounting. The offsetting entry to the accounts payable account for the credit card company takes place using the clearing account for paid travel expense receipts depending on the credit card company. This is the account that is also posted to by travel expense accounting.

In addition to the standard criteria currency and amount, the unique transaction number from the credit card company, and the credit card number are also used as criteria for clearing and settlement. At the end of the month you only need to manually process open items that have queries and/or items that do not have a travel expense statement or credit card invoice.

For more information see, Displaying Credit Card Receipts .