Use

Under certain conditions, the system can assign credit card transactions to a trip automatically and create a credit card document in the trip.

Integration

The automatic assignment is integrated in Transfer of Credit Card Transactions .

Prerequisites

For the system to automatically assign credit card transactions, you have to be sure to have assigned the trip expense type a ‘ further procedure ’, when assigning credit card transaction expense keys to trip expense types,

This further procedure determines the trip status with which the system will save the trip after it has created a credit card document. The system compares the current trip status with the trip status stored in the further procedure. From these two trip statuses, the system chooses the status with the lower further processing priority. This prevents, for example, trips that have not yet been approved from being approved and sent on to accounting as a result of automatic processing in credit card clearing.

If you have assigned a credit card transaction key to a travel expense type where the system settings require you to enter additional receipt information, the system can not create credit card documents in the trip for credit card transactions with this key. The system stores these credit card transactions in the receipt buffer. The automatic assignment process does not consider optional additional receipt information.

You have to have started the transfer of credit card transactions in an update run with one of the processing parameters Receipts for Empty Trips only or Import receipts, which allow automatic assignment.

If the relevant personnel number is locked when a data record is imported, the system can not create a credit card document in the trip from the credit card transaction. This is always the case when a Travel Management function accesses a personnel number to make changes or when HR master data is edited in Personnel Management. The system stores these credit card transactions in the receipt buffer.

You must have created an employee trip where the trip duration includes the credit card transaction date.

In general, for hotels, taxis and so on, the transaction date is the same as the trip date. This is not the case for flight or rail transactions. Here, the transaction date usually lies before the trip date and this could lead to the transaction being assigned to the wrong trip. If no trip exists for the transaction date, the receipt will be transferred to the receipt buffer.

In order to avoid this situation in the future, the new description for the data file format includes further information about flight and rail transactions. You must negotiate the date on which the information is delivered to you with each of the credit card providers.

See also:

Automatic Processing of Credit Card Transactions

Transfer of Credit Card Transactions

Manual Assignment of Credit Card Transactions (Standard Processing)