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Former Member

Paid by Company CC receipts posted to FI

Iu2019m trying to resolve the following issue. Thank you for any advice or guidance you can provide.

My company has been using Travel Management to process out of pocket receipts, reimbursed to the employee for quite a few years; we are now looking at bringing in our P-Card transactions (Paid by Company) and have them attached to the trip reports, and posted in FI

The piece of the configuration that is giving me a problem is getting the u201CPaid by Companyu201D CC receipts posted to FI. SAPu2019s documentation u201CPERSONAL CORPORATE CREDIT CARD WITH SETTLEMENT VIA CENTRAL COMPANY ACCOUNTu201D walks through what Iu2019ve need, but it unclear on how to handle the posting that is described in the doc. The doc show that we should be able to configure the u201CPaid by Companyu201D CC receipts to DEBIT expense (cost object+GL) and CREDIT a clearing GL for paid receipts.

I have the wage types configured for the expense side, but it appears that the offsetting entry is configured in the HRP transaction in the IMG u201CConversion of Symbolic Account to Expense Accountu201D Again; weu2019ve been using employee vendor acct. for some years, so I already have present HRP config with 1RR - *KP, the IMG documentation for this activity says to use a clearing account to add the config. 1RR u2013 (GL clearing acct.), however SAP will only take one entry with 1RR here and, the posting keys have already been defined for vendors, so it doesnu2019t like a GL account here itu2019s looking for a vendor account.

The ideal FI posting for us would be from an employee trip would be to have the out of pocket receipts post a DEBIT on the cost object, CREDIT employee vendor (already using), then for the u201CPaid by Companyu201D CC receipts post a DEBIT on the cost object, CREDIT a clearing GL account for paid receipts.

Again any advise or guidance would be greatly appreciated.

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3 Answers

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    Former Member
    Dec 01, 2009 at 06:40 PM

    Don

    Did you ever get an answer on this?

    thanks

    RWW

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    Former Member
    Feb 19, 2010 at 04:00 PM

    Hello Don,

    Posting this on the assumption that you are still experiencing the issue.

    What you currently have is the expense type linked to wage type and wage type to symbolic account. This symbolic account is again linked to General Ledger account.

    If you want to start using 'Paid by Company' expense types, you need to define clearing account to this symbolic account so that when the posting is completed from TM module to FI, it does NOT hit vendor account(AP) but it hit a balance sheet account which can be a suspese/clearing account maintained in COA.

    The potential entries would be:

    1. when the trip is posted for 'Paid By Co':

    Dr. P& L Expense Head(cost object)

    Cr. Clearing or suspense account

    2. When the CC/vendor invoice is entered as FI:

    Dr.Clearing/Suspense A/c

    Cr. Vendor A/c(AP Ledger)

    3. When the actual payment is made to vendor:

    Dr.Vendor a/c

    Cr. Cash/Bank Clearing a/c etc.

    We have a scenario where in a given trip, if 'Paid By Co' and 'Out of Pocket Exp' are selected, the respective portion would be dealt with as per configuration.

    Let me know if you require further.

    Rgds

    CONMJI

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    Former Member
    Feb 23, 2010 at 08:08 PM

    Thank you for the response. The key to make this work lies in the SAP documentation under "Define Assignment of Wage Type to Symbolic Account" specifically the bullet entitled "Possibly a 2nd symbolic account Clearing (especially for paid receipts)" the note below this line spell out what needs to happen.

    Thanks again

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