IBCP process without using Convera/Worldline - SAP/AMEX/Concur integration

[neeraj2982]

Hi Gurus/Experts

We currently have CBCP process for Poland and have global $ AMEX cards. Bank will be discontinuing these cards soon so we will have to shift to local currency AMEX cards in Poland. Worldline/Convera will not be supporting this process for local currency. In addition, business wants to shift to IBCP process.

Having said that, is there any IBCP process guidance I can get here? I am looking for end to end process flow among Concur/SAP/AMEX ?

Thanks 

Neeraj

[MelanieT]

@neeraj2982  Hello!  Thank you for reaching out to the Community.  I can provide you with some basic info on this for you.  Any hopefully someone else might be able to add their personal experience with this here as well.

Individually Billed/Company Paid (reimbursement offsets applied)

• When using Individual Bill/Company Paid (IBCP), the individual cardholder (employee) makes the charges on his company card and then adds the charge activity to an expense report.
• The company reimburses the company card vendor based upon all company card charges that the employee submits on expense reports in that payment cycle.
• Reimbursement offsets applied means that if there are any personal expenses or expenses that the approvers reject, the system offsets employee reimbursements with the amount of personal or unapproved expenses.
• This ensures that the company does not overpay for reimbursements to the employee when the employee owes the company for non-reimbursed expenses.

Individually Billed/Company Paid (reimbursement offsets not used)

• Same as the IBCP above, however, without offsets applied.
• When the company card is set up with IBCP reimbursement offsets not used (never pay personal or unapproved amounts), the amount due the card vendor is always the sum of the approved business expenses charged to the card.
• The amounts due to the employee are always the sum of approved cash expenses.
• The employee pays unapproved and personal amounts charged to the card directly to the company card vendor or the company pays it.
• The offsets occur within the company's internal financial system. Financial officers make arrangements (such as payroll deductions) with the employee

Company Billed/Company Paid (reimbursement offsets applied):

• When using Company Billed/Company Paid (CBCP), the employee uses the company card to charge their expenses, but the company receives the bill and pays the company card vendor directly.
• Reimbursement offsets applied means that if there are any personal expenses or expenses that the approvers reject, the system offsets employee reimbursements with the amount of personal or unapproved expenses.
• This ensures that the company does not overpay for reimbursements to the employee when the employee owes the company for non-reimbursed expenses.

Company Billed/Company Paid (reimbursement offsets not used)

• When using Company Billed/Company Paid (CBCP), the employee uses the company card to charge their expenses, but the company receives the bill and pays the company card vendor directly.
• The employee pays unapproved and personal amounts charged to the card directly to the company card vendor or the company pays it.
• The offsets occur within the company's internal financial system.
• Financial officers make arrangements (such as payroll deductions) with the employee.

To change the corporate card feed payment type, create a SAP Concur Support ticket providing:

• Credit Card Feed (Import Name)
• The new Payment Type Name

Standard: Admins can create their own Payment Types and the provide the Payment TYpe name to support. If they need assistance creating a Payment Type for Expense Pay, you can move the case to Expense Pay so they can assist with creating the new payment type. Once the payment type is created the case can be moved back to Standard Support to assist with the credit card/feed changes.

Professional: provide information on the new payment type including the following information:

• Payment type name
• Description
• Clearing account code (if applicable)
• Reimbursement offsets used?

While it's perfectly possible to change the payment type of a feed, since there has been already data loaded there are a few precautions that need to be taken to avoid issues:

1. You will need to either fully process all transactions that are already in the system or send them back to the employees and remove them from any reports.
2. The feed will need to be temporarily stopped until the above is completed.
3. Once the steps above have been taken care of, SAP Concur Support can change the payment type of the feed. We will need the exact details of both the feed and the new payment type so it can be correctly created/selected.
4. Cards that had already been created before the change will need to have their payment type changed individually and manually by a card admin.It is not possible to update the payment type for company card accounts through Imports.

You can also create a Support ticket and our Credit Card team can also give a lot more info and processes for you!

Remember to tag me if you respond or feel free to mark this post as Solved if you don't have further questions or comments. To tag me on your response, you click the Reply button, first thing to type is @. This should bring up the username of the person you are replying to.

[neeraj2982]

Thanks Melanie for your detailed reply - 

Few questions, if you can help with - 

• We will be issuing new cards to employees in a country and simultaneously we will be shifting from CBCP to IBCP. I assume we can still use the existing feed from AMEX to Concur for transactions (currently used for IBCP expense pay countries). We don't need to build any new feed correct ?
• AMEX in the country has given specific remittance file requirement in the country which does not tie with SAE file from concur. Do we have to reach out to concur to build that solution ? OR it is configurable by us ? If Concur needs to do it, how much time does it take in general..?
• As this will be IBCP transactions (non expense pay), payment has to be from S/4 payment execution. Can we trigger some data from Concur (for the batch) to create an invoice in S/4 SAP so that payment can be made ? Is this standard ?

I was thinking of below end to end process - Just check if my understanding is correct

• Employees use IBCP card (non expense pay) for business purposes
• AMEX will send the card transactions to concur
  • How much effort is needed to enable new feed if needed ?
• Employees review transactions in concur and creates/submit the expense reports
• Expenses reports gets approved.
• Via CTE interface expense reports gets posted in SAP to capture the expense.
• Expense reports for different employees gets tagged to a batch (will it require any Concur changes ?)
• The batch (has remittance details) is shared with AMEX (in readable format by AMEX) (standard OR custom) vi AMEX sFTP. (is this automated ?)
• In Parallel, details are shared with Accounts Payable team to process the Invoice and Payment for the Batch.
• Payment should have unique identifier from AMEX so that they can easily allocate the payment.
• Bank sends the payment application confirmation back to Concur (can this be manual or automated? OR is it even supported)
• Status reports for Expense reports (in batch) is changed to Paid.

Thanks a lot for your support. We are trying to access what might be needed.

Thanks

Neeraj