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American Express - BTA file - report RPR_AMEX_BTA_TO_FI

Dear SAP experts,

I am working on the integration of our BTA file into our SAP System. I find report RPR_AMEX_BTA_TO_FI and I am looking for clarification of the use of this program. I checked SAP Note 607109 regarding the settings to be done and so far I had no issue. I will use the option to integrate the file to the SAP Travel Management.

QUESTION 1 : as described in the here-under SAP Note, Reference-5 field is read as cost assignment. What if I want to use another custom Reference field to call my cost assignment? Is it flexible? Because Reference-04 is the only field we could use to store our WBS assignment that we transmit via the Travel Request as it is long enough to content the information.

QUESTION 2: what does exactly mean 'With Travel Management'? foers it create expense report and integrate the transaction inside automatically?

I noticed as well report RPRCCC_READ_BTA contains a clearing button. what does it mean?

Thanks a lot !

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replied

Hi Elodie,

you do not need a Z-programm to implement the SAP standard on credit card clearing.

Important is the word clearing to understand the whole process.

The invoice from the BTA Card (lodge card - so paid by the company) will be post to a reconciliation account (debit) and to the vendor account (credit) from the BTA card provider (Because you have to pay this card completely to the card provider). Now when the posting comes from travel the "real" expense accounting (debit) will take place (with the right controlling objects etc.) and against the same reconciliation account from the BTA finance posting. Now you can run the automatic clearing on this reconciliation account and check for what is not cleared automatically.

Does this make the process more clear to you?

Best regards, Sigi

P.S. this is always a big thing because most customers already post the expenses with the BTA card invoice and now they have to change the mind set. BUT(!) I think this change is quite worth it because the clearing account will give you a much faster view on what went wrong and what is OK. Negative effect. If the expenses are not entered in time the clearing account stays long time with not cleared amounts.

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