Credit Card Transactions Process

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Credit Card Transactions Process 

Credit card transactions includes mainly two following process 

    Transfer of credit card transactions to Travel Management
    Assignment of credit card transactions to a trip of an employee 

Credit card file is provided by banks in a standard format accepted by SAP. The credit card company must provide the credit card files in one of the following formats:

·         File format CCD
·         File format MasterCard CDF 3 from MasterCard
·         File format VISA VCF 4 from Visa
·         File format AMEX GL1025 from American Express

Two  credit card processing options are

 1.Semi-automatic processing/standard processing
In standard processing, employee have to assign the credit card transactions to  his/her trips manually and save the trip.

2.Automatic processing
In automatic processing, system assigns credit card transactions to trips and saves the trip. 

Process variants in credit card clearing

Process variants in credit card clearing are as follows
Process variant 1: Settlement of credit card charges reimbursed via employee's private bank account
We can apply this process variant when employees use a personal corporate credit cards with employee liability. Then he/she receives the credit card bill for their own travel expenses and pays bill to credit card bank using his/her own personal bank account and then company reimburse the approved travel expenses to the employee.
Example: An employee spent 425 USD for air fare (for official travel expense) and also 125 USD for private expense using personal corporate credit card.
 The employee will delete the private expenses   from the credit card receipt while assigning the credit card expenses to trip. The employee then pays the total expenses 550 USD to the credit card company.

Expense          Employee vendor        Credit card vendor
425 USD         425 USD                     0 USD
125 USD          
      
Process variant 2: Settlement of credit card charges reimbursed via employee's private bank account and/or settlement using central corporate account for approved travel expenses
We can apply this process variant when employees use personal corporate credit cards with employee liability, where employee receives the invoice from the credit card company and company pays the approved travel expenses directly to the credit card company. The employee will pay only any remaining private expenses directly to the credit card company, if any.
Example: An employee spent 425 USD for air fare (for official travel expense) ,125 USD for private expense using personal corporate credit card and 75 USD for taxi in Cash(from his/her pocket).
The employee will reimburse the taxi fare 75 USD from company. The employee will delete the private expenses (125 USD) from the credit card receipt while assigning the credit card expenses to trip. The company pays the approved travel expenses (425 USD) directly to the credit card company and employee pay the private  expenses 125 USD to the credit card company.

 Expense          Employee vendor        Credit card vendor
425 USD          75 USD                        425 USD
125 USD
75   USD

Process variant 3: Settlement of credit card for personal corporate credit card reimbursed via a central company bank account
We can apply this process variant when employees pay his/her travel expenses using a personal corporate credit card, for which the company receives and pays the bill.
Example: An employee spent 425 USD for air fare (for official travel expense) ,125 USD for private expense using personal corporate credit card.

Expense          Employee vendor        Credit card vendor
425 USD         125 USD                      550 USD
125 USD          

Process variant 4: Settlement of credit card charges using a central corporate credit card reimbursed via a central company bank account.
We can apply this process variant when a travel agent books travel expense of employees using central travel center credit card for which the company receives and pays the bill.

Tables in CCC

PTRV_CCC                       Error Receipts for Credit Card Clearing
PTRV_CCC_RUNS                  Assign Personnel Number to Credit Card Clearing
PTRV_ME_CCC_RUN                Assign Personnel Number to Credit Card


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