Processing of Credit Card Transactions

Processing credit card transactions involves:

Transferring credit card transactions to SAP Travel Management
Assigning credit card transactions to an expense report

Assignment of a credit card transaction to an expense report causes the system to create a receipt in the assigned expense report from the data in the credit card transaction.

The assignment can be carried out in two ways:

Manual assignment to expense report (standard processing)

With standard processing, the employees have to assign the credit card transactions to the expense reports manually. Standard processing is always possible in credit card clearing.
Automatic assignment to expense report

With automatic processing, the system assigns the credit card transactions to the expense reports. You can use automatic processing only in parallel to standard processing since automatic processing is only possible for expense types that do not require any additional receipt information. The trip must exist as a travel request or a travel plan. The automatic assignment to the expense report is carried out using the date and trip number.

Prerequisites

If you want to use automatic processing in parallel to standard processing, you must have made the necessary settings in Customizing for Travel Management. When doing so, you can specify a procedure that allows automatic assignment of credit card transactions to expense reports for each expense type used in credit card clearing.

Customizing activity: Travel Expenses Master Data Credit Card Clearing Define Assignment Table for Credit Card Clearing

Process

The event that triggers processing is the provision of credit card transactions by the credit card companies. You start the process by importing the credit card file.

	Standard Processing	Automatic Processing
1.	The system imports a credit card file with a credit card transaction.	The system imports a credit card file with a credit card transaction.
2.	The system saves the credit card transaction in the database.	The system saves the credit card transaction in the database.
3.	The employee assigns the credit card transaction to an expense report (Manual Assignment).	The system assigns the credit card transaction to an expense report (if one exists and the expense type does not require additional information).
4.	Based on the credit card transaction, the system creates a receipt in the expense report.	Based on the credit card transaction, the system creates a receipt in the expense report.
5.	The employee saves the expense report.	The system saves the expense report.

Result

The system has saved the received credit card transaction in the database. From the credit card transaction data, the system has created a receipt in the assigned expense report. The trip status determines the further processing steps.