Show TOC

Function documentationTransfer of Credit Card Transactions Locate this document in the navigation structure

 

This function enables you to import credit card transactions from the credit card files of credit card companies into the SAP system.

Features

Valid File Formats and Import Programs

You can import credit card files of the following file formats into the SAP system:

  • File format CCD

    This format is supported by SAP.

    To import credit card files in this format, use program RPRCCC00. You can access this program on the SAP Easy Access screen under   Accounting   Financial Accounting   Travel Management   Travel Expenses   Tools   Credit Card Data   PRCC - Import Credit Card File (CCD Format)  .

    For more information about this file format, see SAP Service Marketplace at   http://service.sap.com/tm   Travel Management in Detail   Credit Card Clearing   Credit Card Clearing Data Structures (>= ERP6.0 as of 01/11)  .

    In the CCD file format, the credit card transactions contain fields that indicate whether a credit card transaction is to be settled according to the reverse charge mechanism. For more information, see Reverse Charge Mechanism for Credit Card Transactions (CCD Only).

  • Proprietary file format MasterCard CDF 3 from MasterCard

    To import credit card files in this format, use program RPRCCC_MC_CDF3. You can access this program from the same path on the SAP Easy Access screen under   Import Credit Card File for Each Company   PRCC_CDF3 - Import MC CDF3 Credit Card File  .

    The program is based on CDF 3 Release 10.01.00.00. For more information about this file format, see the Internet.

  • Proprietary file format VISA VCF 4 from Visa

    To import credit card files in this format, use program RPRCCC_VISA_VCF4. You can access this program from the same path on the SAP Easy Access screen under   Import Credit Card File for Each Company   PRCC_VCF4 - Import VISA VCF4 Credit Card File  .

    The program is based on VCF 4.0 Version 3. For more information about this file format, see the Internet.

  • Proprietary file format AMEX GL1025 from American Express

    To import credit card files in this format, use program RPRCCC_AMEX_GL1025. You can access this program from the same path on the SAP Easy Access screen under   Import Credit Card File for Each Company   PRCC_GL1025 - Import AMEX GL1025 Credit Card File  .

    The program is based on GDF GL1025 Version 3.5.

Customizing for Specific Formats

For specific formats, you need to make the following additional settings in Customizing.

  • The credit card files with specific file formats use merchant category codes to classify the type of transactions. In the following Customizing activities, you define the merchant category codes and assign these to the transaction keys (and thus implicitly to expense types):

    • Define Merchant Category Codes

    • Assign Merchant Category Codes and Transaction Keys

  • Credit card files in the VISA VCF4 file format can contain additional blocks with detailed information about individual travel services, such as rental cars or flights. To enable these to be evaluated by the import program, you have to assign the detailed information to the transaction keys and transaction categories in the Customizing activity Assign VCF4 Detailed Information and Transaction Keys.

  • To import credit card files in the AMEX GL1025 file format, you have to define the account types for the American Express credit card company in the Customizing activity Define Account Types for American Express (AMEX) and specify, for each account type, whether the transaction is to be paid by your company or by the traveler.

You can use the following Business Add-Ins to control how credit card files of the following formats are imported:

  • File format Visa VCF4: BAdI: Adjust Visa VCF4 Credit Card Transactions

  • File format AMEX GL1025: BAdI: Adjust AMEX GL1025 Credit Card Transactions

For more information, see Customizing for Travel Expenses under   Master Data   Credit Card Clearing   Settings for Specific File Formats  

Checks

When importing files, the programs check the following:

  • Plausibility of data records with respect to the structure expected by the system

  • Assignment of credit card transactions to the personnel numbers in the SAP system

  • Conditions for automatic processing

Automatic Processing

If you use automatic processing, the import programs run as follows:

  • If the import program can assign a credit card transaction to an expense report, it adds a receipt from the credit card transaction data to the existing expense report. The program then saves the expense report. At the same time, it saves the data record of the credit card transaction with the assigned trip number and transaction number for the assigned personnel number in table INBEL of cluster TC in database PCL1 (storage for credit card transactions added to expense reports).

  • If the import program cannot assign a credit card transaction to an expense report, or if the expense type requires additional information, the program saves the credit card transaction for the assigned personnel number in the receipt buffer (table CCBEL of cluster TC in database PCL1).

Activities

While you are importing a credit card file, the expense report should not be accessed (as far as possible) since these personnel numbers are locked for further processing (add credit card transactions).

If the import program has imported the credit card transactions successfully, it selects the credit card file so that the file is locked against being imported again.

You can start the import programs in a test run or in an update run. Automatic processing by means of job processing is also possible and is recommended after successful piloting.

Test Run

The aim of the test run is to check the credit card file and the SAP system settings. The import program generates a list of system settings that have not been made or that are incorrect. Using this list of errors, you can either correct the relevant master data, or add or correct the required system settings in Customizing.

Update Run with Creation of Table for Incorrect Data Records

The aim of an update run is to transfer the credit card transactions to the receipt buffer or directly to the expense reports. If the test run indicates that there are no missing or incorrect system settings, you can start importing the credit card file in an update run.

The import program transfers the credit card transactions without errors to the receipt buffer or directly to the expense reports. The employees can immediately process these further.

The import program saves the credit card transactions with errors to table PTRV_CCC. This table contains the fields of the CCD file format only. Additional information for other file formats is lost. You can process the credit card transactions with errors using transaction PRCCE. Using the program RPRCCC_CREATE_CORRECTION_FILE, you can create a CCD file from the credit card transactions with errors that are saved in table PTRV_CCC. You can import these using the standard import program RPRCCC00.

You can access transaction PRCCE and the programs for handling errors from the SAP Easy Access screen by choosing   Accounting   Financial Accounting   Travel Management   Travel Expenses   Tools   Credit Card Data  .