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 use several different central travel center cards, You should use one service provider . This allows you to complete a differentiated account determination process. Whereas expense types without the service provider are always posted to same clearing account, expense types with service providers are posted to the special clearing accounts for the corresponding central credit card.

Activity: Assignment table: Define Credit Card Information

View: Assign Credit Card Transactions to Travel Expense Types

If you have entered several service providers, you need to use a special wage type for determining the account for each credit card company, you then need to assign this to the combination expense type + service provider.

Activity: Assign travel expense types for individual receipts

View: Wage types for Receipts

You need to make sure that you select the with credit card information option for all wage types that are assigned to expense types that have already been paid by the company . This setting ensures that the credit card information, for example credit card number and transaction number, required for automatically clearing the open items is transferred to FI.

Activity: Assign wage types to symbolic accounts

View: Symbolic account assignment for FI

Here: Assign the wage type defined as being paid by the company to a second symbolic account - the clearing account - and select the fields without CO Receiver and with credit card information.

Create a new G/L account for each central travel center credit card - 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.

You have a central corporate credit card that is used by the travel center in your company, or by the travel agency, to book and pay for trips.

For the employee, this means that the larger travel expense items such as flights and hotel accommodation are not charged to their own bank accounts. However, in order to make sure that their travel expense statements are complete, and that all costs are assigned to the correct cost objects, the employee must integrate the receipts already paid by the company into their travel expense statements alongside their own expense claims. The Display Credit Card Receipts function (Report RPRCCC_DISPLAY_RECEIPTS) allows you to display which receipts have yet to be assigned to a travel expense statement. As with all of the other process variants, the credit card providers send you daily transaction data so that it can be imported into Travel Management. Depending on the credit card company concerned, you will receive transaction on a daily or periodic basis for importing into Travel Management.

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 has already been paid, you cannot change the currency, amount or exchange rate. You can only transfer amounts to other paid expense types using the Receipt Wizard . However, this process is not normally required for receipts that have been paid for using the central travel center card.

In parallel to this, you also receive invoice files at regular intervals (for example, every 10 days) that - as long as the correct infrastructure exists - are automatically entered as preliminary invoice receipts in Financial Accounting. The offsetting entry in the creditor account for the credit card company takes place using the clearing account for paid travel expense receipts depending on the travel center card used. 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.

Creation of travel master records (FI-TV-Mini Master) for each external service provider in a separate number range and accounting area.

Advantage: Clear assignment of responsibility and costs, decentralized travel expense accounting for external service providers (invoice verification) and transfer to FI.

Disadvantage: High administration demands

Creation of one travel master record (FI-TV Mini Master) for each cost center area in a separate number range and accounting area.

Manual posting to clearing account for paid travel services per travel center card.

To allow cash withdrawals for corporate credit cards with personal liability, you need to create a travel expense type for individual receipts: CASH. This travel expense type include the setting To be reimbursed to employee , and must be assigned to the corresponding transaction key for the credit card company concerned.

After the credit card transaction have been imported into SAP Travel Management, the traveler can then assign the cash withdrawal transaction to the correct travel expense types. As the expense type CASH is a non reimbursable expense type, the traveler has to split this transaction line by assigning it to the different business expenses for which the cash was used (for example, taxi, tip, bus trip and so on). SAP recommends that you use the Receipt Wizard to do this. The Receipt Wizard ensures that the correct amounts and exchange rates are used. Private expenses are simply deducted from the original amount.

To allow cash withdrawals for corporate credit cards with corporate liability, you need to create the expense type CASP. This travel expense type include the setting Paid by company , and must be assigned to the corresponding transaction key for the credit card company concerned.