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RPRCCC_READ_KR1025 - Conversion Report for AMEX Credit Card Files in Format KR1025

RPRCCC_READ_KR1025 - Conversion Report for AMEX Credit Card Files in Format KR1025

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Importing KR-1025 Credit Card Files

Description

The global credit card clearing interface developed by SAP, imports credit card files into SAP Travel Management (FI-TV). The credit card clearing process uses a special file format which ensures that all of the required data is included.

However, American Express (AMEX) uses a different format for their credit card files, the KR-1025 format. The SAP credit card clearing process cannot read the KR-1025 format.

By using this report, you can convert the credit card information supplied by AMEX (in the KR-1025 format) into the standard SAP format and, therefore, make this information available for further processing in SAP Travel Management (FI-TV).

Once you have converted the required files into the standard format, you can choose to go directly to credit card clearing or you can create a file containing the converted data records and use this at a later date as the source file for credit card clearing (RPRCCC00).

Credit card clearing only processes data records for which transaction information exists. Additional information is not considered.

Note: For more information about the credit card clearing process, see the documentation for report RPRCCC00 and/or the SAP Library under Travel Management.

Requirements

  • The SAP customer is also an AMEX customer, and the credit card file is received in the AMEX-KR-1025 format.
  • The appropriate ISO currency code (in the format: Nummerical, 3 digits) is maintained in table TCURC (field 'ALTWR') for each of the currencies used.
  • Each KR-1025 file only contains one accounting currency.
  • In order to be able to identify the credit card holders in the AMEX file, AMEX must either include the SAP personnel number or, in certain countries, the social security number of the card holder in the credit card file. You should contact your AMEX representative to discuss and agree how this information is to be transferred.
  • The numbers must be transferred by AMEX in the following format: SAP personnel numbers must be saved in KR-1025 interface in the field Personnel Number. The number must be 8 digits long and be Aligned Right. If you are using the social security numbers, case, the number must be 9 digits long and also be right aligned.

Output

Accounting and Processing Parameters

You have to assign a company ID to the report. This ID must uniquely identify your company.

If you do not want to create an output file immediately, you can run the report in test mode first. This process generates an onscreen log about the conversions.

You can also combine the Test and Execute Clearing Immediately options. However, SAP does not recommend the use of this combination as it does not create a log for the clearing process.

If you select the option Execute Clearing Immediately, all successfully converted data records are processed automatically. Unconverted data records are written in an error log. You can then process this error file, and import it once all errors have been resolved.

By selecting the Use accounting currency option, you can solve the following problem: Payments to the credit card company are normally made in the accounting currency defined in the credit card file. SAP Travel Management, however, uses the original currency and corresponding exchange rate (also supplied in the file) as given on the paper receipt. The original currency amount and exchange rates supplied in the AMEX file, are sometimes incorrect as the correctness of these fields is not guaranteed, which can lead to incorrect settlement amounts being calculated. In such cases, you can choose to transfer the amounts into SAP Travel Management directly using the accounting currency.

In addition to this, you can enter a freely selectable Run Number. This is only required if the run number - created automatically by the report using the import date - should be locked. This may be required if, for example, credit card information is imported several times in one day.

Import Parameters

All files that are imported into or created by the report can either be saved locally (PC, frontend) or remotely on a server. If you want to store these files on a server you must enter the file name and path for the file.

Enter the name of the KR-1025 file supplied by AMEX in the Source File Path and Name fields.

Output File

As long as the Test Run option is not selected, the report will create two files:

  • One output file for the successfully converted data records.
This file includes the required information for all successfully converted records, and can be used for the subsequent credit card clearing process.
and
  • One error log file for all data records that were not successfully converted.
The unconverted data records are stored in their original KR-1025 format.
You must manually resolve and correct any errors before you start the report again. If clearing has not yet taken place, you can correct the original file, however if the successfully converted records have already been cleared, you must correct the errors in the error log file. The on-screen log helps you to identify the errors and correct them accordingly.

Note: If you want to run the report as a background process, you cannot use a local file.

Existing files will be overwritten.

Displaying the Log

If you select the on-screen log option, you can display a log detailing the conversion process. Here, you can decide whether you want to display the separate conversion status for each of the data records, or if you only want to display any errors that occurred.

Note:If more than one error occurs within one data record, only the first error is registered.

Errors

General Errors

General errors occurs in the following situations:

  • The company ID in the files does not match the company ID on the selection screen.
  • No source file could be found.
  • The source file contains more than one accounting currency.
  • The accounting currency in one of the data records does not match the accounting currency in the header information.
  • The credit card clearing run number is already locked (For more information about assigning and locking credit card run numbers, see the documentation for report RPRCCC00).
  • The header information for the AMEX file is inconsistent.
  • The accounting currency is not recognised by the SAP system.

To solve these problems, you should:

  • Check your Customizing settings.
    For messages relating to the posting currency not being recognised by the SAP system: Check that the previously explained prerequisite for table TCURC have been fulfilled.
  • Change the parameters entered on the selection screen.
    (Invalid source file, or company ID, locked or incorrect run number)
  • Manually change the file or contact your AMEX representative.
    (Different posting currencies in one file, inconsistent header information).
  • The report must be restarted after the errors have been corrected.

Errors in Individual Data Records

Individual errors are caused by data records that cannot be converted in the the standard SAP format for Clearing. They do not prevent you from processing the other entries in the AMEX file.
The following cases result in individual errors:

  • Transaction line is missing the credit card number.
  • Expense type is not recognized.
  • Debit/Credit sign is not '+' or '-'.
  • Amount in original currency is too long (must be less than 10 digits).
  • Amount in original currency is not nummerical.
  • Currency code for original currency is missing
  • Currency code for original currency is not recognized by the SAP system.
  • Country code is not recognized by the SAP system.
  • Exchange rate is too long (must be less that 11 digits).
  • Exchange rate is not nummerical.
  • Accounting currency is too long (must be less that 10 digits).
  • Accounting currency is not nummerical.

The data records with errors are saved in their original format (KR-1025) in the error log file.

Integration

The conversion report must be run before report RPRCCC00 (Credit Card Clearing).

If you select the immediate processing option, you do not have to manually start report RPRCCC00. It will be started automatically for the successfully converted data records however, you still have to run it for the records where errors occurred (once you have corrected the errors).






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