Creating Payment Types

Objective

After completing this lesson, you will be able to create and activate a new payment type in Concur Expense Professional Edition

Create a Payment Type

When creating payment types, it’s recommended to remove the ability for the user to select payment types other than Cash/Out of Pocket expenses. This is because if the card is assigned the user’s profile, the transactions is automatically created.

Review the steps below to learn how to create a new payment type.

Steps

  1. On the Payment Types page, select New.

  2. In the Payment Type step, enter the appropriate values. This space displays to the user on the entry form and typically named after the card program.

    The image displays a pop‑up form titled “Payment Type.” The form contains empty fields for entering a payment type, a description, a clearing account code, and a payment type code. It also includes two checkboxes for excluding the payment type from employee lists and marking it as a test payment type. Save and Cancel buttons appear at the bottom right of the form.

  3. Select the Description field and enter a brief description of the card behavior.

    The image displays a pop‑up form titled “Payment Type.” The form shows a completed payment type field labeled “US Bank – Visa.” It includes empty fields for entering a description, a clearing account code, and a payment type code. Two checkboxes allow excluding the payment type from employee lists and marking it as a test payment type. Save and Cancel buttons appear in the lower right corner.

  4. Next is the Clearing Account Code field. The Clearing Account Code is used to offset personal expenses. Employees are responsible for paying any personal charges. When using offset payment type code, the Clearing Account Code field will need to be populated to ensure users are able to submit expense reports.

    The image displays a pop‑up form titled “Payment Type.” The form shows the payment type set to “US Bank – Visa” and the description set to “Employee‑paid corporate card.” It highlights the empty clearing account code field. Below it, an empty payment type code field appears. Two checkboxes allow excluding the payment type from employee lists and marking it as a test payment type. Save and Cancel buttons appear at the bottom right.

  5. Select the appropriate Payment Type Code.

    The image displays a pop‑up form titled “Payment Type.” The form shows the payment type set to “US Bank – Visa” and the description set to “Employee‑paid corporate card.” It highlights an open drop‑down menu for the payment type code field. The drop‑down menu lists options for cash payments, company‑billed and company‑paid payments, company‑paid payments, individually billed and company‑paid payments, and individually billed and individually paid payments. Save and Cancel buttons appear at the bottom right.

  6. Select the Exclude from employees’ Payment Type list field. This prevents users from creating charges separate from the card import.

    The image displays a pop‑up form titled “Payment Type.” The form shows the payment type set to “US Bank – Visa,” the description set to “Employee‑paid corporate card,” and the payment type code set to “Individually Billed/Individually Paid.” It highlights a checked box labeled “Exclude from employees’ Payment Type list (applies only to imported card transactions).” A second checkbox for marking the payment type as a test option remains unchecked. Save and Cancel buttons appear at the bottom right.

  7. Select the Test Payment Type field, if you are making test transactions for test users. Once this field is selected it cannot be removed.

    The image displays a pop‑up form titled “Payment Type.” The form shows the payment type set to “US Bank – Visa,” the description set to “Employee‑paid corporate card,” and the payment type code set to “Individually Billed/Individually Paid.” It highlights the unchecked box labeled “Test Payment Type.” A checked box for excluding the payment type from employee lists appears above it. Save and Cancel buttons appear at the bottom right.

  8. Select the Save button.

    The image displays a pop‑up form titled “Payment Type.” The form shows the payment type set to “US Bank – Visa,” the description set to “Employee‑paid corporate card,” and the payment type code set to “Individually Billed/Individually Paid.” It highlights the Save button at the bottom right of the form. An exclusion checkbox is selected, and the test payment type checkbox is not selected.

Summary

  • Creating new Payment Types will allow you to meet specific business requirements. Using different Payment Types can help streamline expense reporting, ensures compliance with company policies and provide better visibility into spending.
  • The Payment Type field allows you to control the name that will display to the user.
  • Clearing Account Codes are used in conjunction with company paid corporate cards to determine if or when the user owes the company money.​

Reference

TopicLink
Add a Payment TypeSAP Help Portal

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