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Credit Card Processing in SAP

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Great presentation. Thanks for the info. Does anyone know where I can find a blank
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Manisha Soni
Excellent!!! Thanks Surya for sharing this
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Sunny Rao , SAP FICO Consultant at Infosys

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Credit Card Processing in SAP

1. 1. Credit Card Processing in SAP Surya Padhi 30/Apr/2013
2. 2. SAP Credit Card Processing Overview of Credit Card
Processing: ................................................................................................... 2 Business
Process: .................................................................................................................................
..... 3
Configuration: .......................................................................................................................
..................... 6 Define Card
Types:............................................................................................................................... 6
Define card
categories:....................................................................................................................... 7
Determine card
categories ................................................................................................................. 8
Maintain Payment Card Plan

Types ................................................................................................... 8 Define forms of
payment guarantee: ............................................................................................... 8 Define
Payment Guarantee Schema .................................................................................................
9 Define Customer Determination
Schema: ..................................................................................... 10 Define Document
Determination Schema ..................................................................................... 10 Assign
Document Schema to Order Types: ..................................................................................
11 Define Payment Guarantee Schema
Determination .................................................................... 11 Maintain Authorization
Requirements: .......................................................................................... 12 Define
checking
groups: .................................................................................................................... 12
Assign Checking Group to Sales
Document:.................................................................................. 13 Specify Authorization
Validity Periods: ........................................................................................ 13 Maintain
Field Catalog: ......................................................................................................................
14 Maintain Condition
Tables: ............................................................................................................... 14 Maintain
Access Sequences: ............................................................................................................
15 Maintain Condition
Types: ................................................................................................................. 16 Define
account determination procedure ..................................................................................... 16
Assign account determination
procedure: .................................................................................... 17 Assign G/L Accounts:
......................................................................................................................... 17 Set
Authorization / Settlement Control Per Account: .............................................................
18 Enter merchant
IDs: .......................................................................................................................... 19
Assign merchant
IDs: ........................................................................................................................ 20 Surya
Padhi | www.suryapadhi.com | surya@suryapadhi.com Page 1 of 21
3. 3. SAP Credit Card Processing In this document I have tried to describe the configuration
steps for SAP credit processing along with brief overview of Credit Card Processing in
SAP. Before using / accepting credit card, you need take into account - Number of factors
which influences types of credit card and clearing house. - Configuration required
handling credit card. Overview of Credit Card Processing: Payment card processing in
the R/3 System offers us a wide range of functions in Sales and Distribution, Retail point
of sale, Financial Accounting, and Internet commerce. It contains the basic tools we need
to handle payment cards in a variety of business environments. In simple credit card
process we generally follow steps depicted below in Order to Cash Scenarios. In SAP
payment / credit card processing involves following business partners; Cardholder
Typically the customer / payer. Uses a payment card to purchase goods and services.
Merchant SAP User (Service Provider). Provides goods and services and accepts cards
as payment. Clearing house Service providers bank or any other third party service
provider. Issues authorizations and provides services for processing settlement data
supplied by the merchants. In SAP credit card processing normally initiated and
integrated following activities in Sales and Distribution (SD) Module. Integrate
payment card activities into the sales, delivery, and billing processes Surya Padhi |
www.suryapadhi.com | surya@suryapadhi.com Page 2 of 21
4. 4. SAP Credit Card Processing Exchange information with clearing houses for
authorization Manage complicated sales scenarios involving payment cards Handle
procurement cards To configure payment card functions, choose Billing > Payment cards
in Customizing for Sales and Distribution. Refer configuration steps listed in the
configuration section. During the billing steps of SD Process, system creates financial
document and then credit card process begins in Financial Accounting Module. In
Financial Accounting component, we carry out following activities; Set up an open
item-managed, general ledger account for each clearing house Record processing fees
charged by the clearing house for its services Manage information sent back by clearing
houses to accept or reject card transactions Carry out bill-back processing when a
customer disputes a transaction Business Process: In this business process we will cover
credit card processing in Order to Cash Process. 1. During the sales order, we can enter
credit card data manually, or copy it from the payer master record. We can enter one card
in the sales order overview screen. We can enter multiple cards or multiple authorizations
on one card, in the payment card plan in the sales order header. The system automatically
authorizes the sales order when you save it. 2. In the subsequent step we create the
delivery. The authorization may have expired in the meantime, so the system checks to
ensure that it is still valid. If the authorization is no longer valid, the system tells us to
reinitiate authorization in the sales order. Surya Padhi | www.suryapadhi.com |
surya@suryapadhi.com Page 3 of 21
5. 5. SAP Credit Card Processing 3. When all the items are picked packed, and goods issue
is posted, we create a billing document. Here, payment card data is copied from the sales
order, or uploaded directly into the billing document from an external system, as in the
case of point of sale. The system uses the authorizations in the payment card plan to
calculate billing amounts. We process the billing document and release it to Financial
Accounting. 4. When we release the billing document, the system copies the payment
card information, billing amount, and authorization information into the accounting
document. In accounting, receivables are posted to a special cash clearing account for the
clearing house. 5. Then we run settlement process [Transaction Code FCC1]. We store
card data in the payer master record in Customer master general data, payment
transaction tab [Transaction Code FD03, XD03]. When we create a sales order, we
simply call up a list of cards for the customer using the match code on the payment card
number field. The system automatically copies the card data into the sales order for the
card or cards that we choose from this list. In sales order processing, the sales order
header includes a payment card plan. The card data we enter in the payment card plan is
used throughout the order to cash cycle. Another main feature in the sales order is
authorization. Payment card processing allows us the flexibility to authorize our sales
orders in a variety of ways: from preauthorization to authorizing in batch. We can see
payment card used in the sales order by navigating Goto > Header > Payment Cards from
sales order [Transaction Code VA03]. To see further details relating to credit card
authorization double clicks on the credit card line items [Refer Account Determination1].
When a customer pays for goods and services using a payment card, the card number, the
relevant amount and the payers name and address are forwarded to the clearing house for
authorization. The clearing house checks this information, and either authorizes the
transaction or turns it down. A successful authorization is a guarantee of payment. We can
run program RV21A010 to carry out authorization2 in batch mode. Program RV21A001
gives list of sales order processed through credit card. The payment card interface is
application software that acts as a bridge between SAPs R/3 System and your financial
institutions software. SAP has designed the payment card interface with remote function
call (RFC) to provide us functions to communicate with any of our partners, including
clearing houses, banks, credit card companies, and merchant services. SAP provided
interface program supports (1) An RFC server and client functions to communicate with
R/3, (2) Converting data from R/3s output structure to the financial institutions
structure, (3) Communication protocols between the payment card application server and
the financial 1 For credit card account determination choose Account Determination
Analysis on Alt Invoice Display Payment Card screen 2 Partial authorization of a sales
order value is not possible. Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com
Page 4 of 21
6. 6. SAP Credit Card Processing institution, (4) Converting data from the financial
institutions response format to R/3s input format, (5) Processing using multiple RFC
servers and (5) Time-out scenarios. For testing purpose SAP has provided Function
module CCARD_AUTH_SIMULATION 3that we can use to test the authorization
process before obtaining software from your clearing house, or writing your own.
Function Module CCARD_SETTLEMENT_SIMULATION for credit card settlement for
Financial Accounting (FI). During authorization process SAP calls function module
SD_CCARD_AUTH_CALL_RFC, which uses following four tables: CCAUT Primary request information CCAUT_H - Additional information for procurement
cards at header level CCAUT_I - Additional information for procurement cards at item
level CCAUT_R - Response message The interface program converts the first three
tables, maps the data to the requester's format, sends the data through the connection to
the financial institution, and waits for the response. The program then sends the response,
via CCAUT_R, to the original R/3 caller. Various reasons leads to unsuccessful
authorization, for example credit card might have blocked for stolen or lost etc. In those
circumstances system reacts by; Setting the overall credit status to Not approved in the
sales order header (status B). Setting the authorization block in the payment card plan
45 Resetting the confirmed quantity to zero in the sales order and blocking the entry in
the shipping index. When we raise a sales order value, the system automatically creates a
new authorization to cover the difference between the old and new sales order values.
The original authorization remains valid and is applied. However once a card item has
been billed, we cannot change data for the card in the payment card plan. During the
delivery process to make sure that the authorizations in the sales order are still valid, the
system checks the authorizations when we create a new delivery or change an existing
one. If the authorizations are no longer valid, the system sets the authorized amount in the
sales order to "0" and warns you to reauthorize the sales order. At the same time, the
system sets the delivery status to Not approved. When we create a billing document, the
system copies the payment card plan from the sales order. When we release the billing
document to Financial Accounting (FI), the payment card data, billing Dont replace
CCARD_AUTH_SIMULATION with customer program, because SAP only use
CCARD_AUTH_SIMULATION. 4 Use report RV21A001 to process blocked sales
orders. We can then reauthorize by removing the block and saving the sales order. 5 SAP
recommends to run authorization analysis report RV21A001 to identify when and where
errors have occurred during the authorization process 3 Surya Padhi |
7. 7. SAP Credit Card Processing amount, and authorization information are copied from
the payment card plan of the billing document into the accounting document for use in
the settlement process. During the settlement process special cash clearing account gets
cleared and settlement amount are transferred to another clearing (normally cash in transit
account). Once the amount is settled by the clearing house, the settled amount is
transferred from cash in transit account to bank account. Now let us see accounting
entries that normally generated in credit card processing. Sales Order: This process
doesnt generate any accounting document. Delivery: Billing: When we release
billing document from SD to FI, system generates accounting document. System generate
following accounting entries. o Dr. Customer o Cr. Sales Revenue o Dr. Special Cash
Clearing Account o Cr. Customer Credit Card Settlement: During the settlement process
system picks open items from Special Cash Clearing account and moves $ into Cash in
Transit Account. System creates following accounting entries. o Dr. Cash In transit
Account o Cr. Special Cash Clearing Account Incoming Payment: Once clearing house
collects the money from credit card companies and deposits the money in bank account,
SAP user passes the following entries; o Dr. Bank Incoming Payment Account o Cr. Cash
In Transit Account. Configuration: Typically very simple scenarios, we need to configure
following steps for credit card processing; Define Card Types: In this step, we;
Define card types Specify the type of check that the system carries out on a card number,
on the basis of the card type, when we enter a card number in a document Specify a date
type to control whether payment card dates are entered in month/day/year or month/year
form The standard system contains three card types and their check functions: Surya
8. 8. SAP Credit Card Processing American Express and its function
CCARD_CHECK_AMEX MasterCard and its function CCARD_CHECK_MC Visa and
its function CCARD_CHECK_VISA We can reach this configuration step through SAP
Customizing Implementation Guide > Sales and Distribution > Billing > Payment Cards
> Maintain Card Types Figure -1 : Payment Card Types Define card categories: Standard
SAP comes with two payment card categories (1) Credit Card and (2) Payment Card. If
we want use a third card category we can create in this configuration. Besides card
categories, in this step you will also configure; Whether one card is allowed per
transaction or multiple cards. Coping additional data from SD to FI, this is particularly
relevant for payment card. We can reach this configuration step through SAP
> Maintain Card Categories > Define card categories Figure -2 : Payment Card
Categories Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com Page 7 of 21
9. 9. SAP Credit Card Processing Determine card categories In this step we will map each
card category the account number range to a card category. Multiple ranges are possible
for each card category or a masking technique can be used. Get the card number ranges
from credit card companies. Below is just a sample of what I am aware are the different
types of cards. When you capture / key card information system determines what type
card it is from number range look up. We can reach this configuration step through SAP
> Maintain Card Categories > Determine card categories Figure -3 : Credit Card Number
Ranges Maintain Payment Card Plan Types In this step we will assign payment card plan
type to sales document type. SAP comes with predelivered payment card plan type.
Assign 03 Payment card to sales document type. We can reach this configuration step
through SAP Customizing Implementation Guide > Sales and Distribution > Billing >
Payment Cards > Maintain Card Categories > Maintain Payment Card Plan Types Figure
-4 : Assignment of Credit Card to Sales Document Types Define forms of payment
guarantee: In this step, you define the form of payment guarantee for payment card
processing. This controls how a sales document item is insured for payment, in this case
by a payment card. We can reach this configuration step through SAP Customizing
Implementation Guide > Sales and Distribution > Billing > Payment Cards >
Authorization and Settlement > Risk Management for Payment Cards > Define forms of
payment guarantee. Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com Page 8
of 21
10. 10. SAP Credit Card Processing Figure -5 : Forms of Payment Guarantee Define
Payment Guarantee Schema In this step, we define payment guarantee procedures. This
procedure controls which forms of payment guarantee are valid for a particular customer,
and for a particular sales document type. We can reach this configuration step through
SAP Customizing Implementation Guide > Sales and Distribution > Billing > Payment
Cards > Authorization and Settlement > Risk Management for Payment Cards > Maintain
Payment Guarantee Procedures > Define Payment Guarantee Schema Figure -6 :
Payment Guarantee Schema Figure -7 : Payment Guarantee Procedures Surya Padhi |
11. 11. SAP Credit Card Processing Define Customer Determination Schema: In this step we
will create an ID and description for payment guarantee procedure for customers. We can
reach this configuration step through SAP Customizing Implementation Guide > Sales
and Distribution > Billing > Payment Cards > Authorization and Settlement > Risk
Management for Payment Cards > Maintain Payment Guarantee Procedures > Define
Customer Determination Schema Figure -8 : Customer Payment Guarantee Procedures
Define Document Determination Schema In this step we will create an ID and description
for payment guarantee procedure for documents. We can reach this configuration step
Payment Cards > Authorization and Settlement > Risk Management for Payment Cards >
Maintain Payment Guarantee Procedures > Define Document Determination Schema

Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com Page 10 of 21
12. 12. SAP Credit Card Processing Figure -9 : Document Payment Guarantee Procedures
Assign Document Schema to Order Types: In this step you will assign document schema
to order types. We can reach this configuration step through SAP Customizing
Authorization and Settlement > Risk Management for Payment Cards > Maintain
Payment Guarantee Procedures > Assign Document Schema to Order Types Figure -10 :
Assignment Document Guarantee Procedures to Sales Document Type Define Payment
Guarantee Schema Determination In this step you will assign customer schema
guarantee, document schema guarantee to payment guarantee procedures. We can reach
this configuration step through SAP Customizing Implementation Guide > Sales and
Distribution > Billing > Payment Cards > Authorization and Settlement > Risk
Management for Payment Cards > Maintain Payment Guarantee Procedures > Define
Payment Guarantee Schema Determination Figure -11 : Assignment of Payment
Guarantee Procedures to Customer / Document schema Surya Padhi |
13. 13. SAP Credit Card Processing Maintain Authorization Requirements: Define and
activate the ABAP requirement that determines when an authorization is sent. Note that
the following tables are available to be used in the ABAP requirement (VBAK, VBAP,
VBKD, VBUK, and VBUP). SAP comes with two routine number (1) routine 1 is used
when authorization is required while saving the order and (2) Routine 2 is used for batch
processing. We can reach this configuration step through SAP Customizing
Authorization and Settlement > Maintain Authorization Requirements Figure -12 :
Maintain Authorization Requirement Define checking groups: In this step you will define
checking group. As the step indicates this is grouping of certain attributes of credit card
authorization. These are Whether authorization is required in real time or in batch
processing; Whether this is pre-authorization or not [Refer for definition for preauthorization ] Authorization horizon in number of days. In the later stage we will
assign authorization horizon to sales order document type. Surya Padhi |
14. 14. SAP Credit Card Processing We can reach this configuration step through SAP
> Authorization and Settlement > Maintain Checking Groups > Define checking groups
Figure -13 : Maintain Checking Group Assign Checking Group to Sales Document:
Assign the checking group to the sales order types relevant for payment cards We can
reach this configuration step through SAP Customizing Implementation Guide > Sales
and Distribution > Billing > Payment Cards > Authorization and Settlement > Maintain
Checking Groups > Assign checking groups Figure -14 : Assign Checking Group to Sales
Document Type Specify Authorization Validity Periods: For each card type enter the
authorization validity period in days. We can reach this configuration step through SAP
> Authorization and Settlement > Specify Authorization Validity Periods Figure -15 :
Credit Authorization Validity Period. Surya Padhi | www.suryapadhi.com |
15. 15. SAP Credit Card Processing Maintain Field Catalog: In this step, we add to the field
catalog. The fields we enter here appear in condition tables used to determine accounts.
The catalog in the standard system contains the following fields: CCINS - Payment
card type VKORG - Sales organization We can reach this configuration step through SAP
> Authorization and Settlement > Maintain Clearing House > Account Determination >
Maintain Field Catalog Figure -16 : Maintain Field Catalog Maintain Condition Tables:
In this step, you maintain condition tables. These tables contain fields that are used in
condition records to determine accounts. The standard system contains condition table 6
for the sales organization and payment card type. We can reach this configuration step
Payment Cards > Authorization and Settlement > Maintain Clearing House > Account
Determination > Maintain Condition Tables - Create Condition Tables Change Condition
Tables Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com Page 14 of 21
16. 16. SAP Credit Card Processing - Display Condition Tables Figure -17 : Maintain
Condition Table Maintain Access Sequences: In this step, we: Define access sequences:
These contain keys, or combinations of fields, that control the sequence in which the
system searches for condition records. Assign condition tables to access sequences: By
doing this, you establish the link between condition type, access sequence, and condition
record. Standard SAP comes with access sequence A001; condition tables used sales
organization and payment card type for account determination. We can reach this
configuration step through SAP Customizing Implementation Guide > Sales and
Distribution > Billing > Payment Cards > Authorization and Settlement > Maintain
Clearing House > Account Determination > Maintain Access Sequences Figure -18 :
Maintain Access Sequence Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com
Page 15 of 21
17. 17. SAP Credit Card Processing Maintain Condition Types: In this step, you maintain
condition types. Condition types are contained in account determination procedures and
control which access sequences the system uses to find condition records. We can reach
this configuration step through SAP Customizing Implementation Guide > Sales and
Clearing House > Account Determination > Maintain Condition Types. Or T.Code OV85
Figure -19 : Maintain Condition Type Define account determination procedure These
procedures contain lists of condition types which the system uses to determine relevant
access sequences. We can reach this configuration step through SAP Customizing
Authorization and Settlement > Maintain Clearing House > Account Determination >
Maintain Procedures > Define account determination procedure. Or T.Code SPRO Figure
-20 : Maintain Condition Type Surya Padhi | www.suryapadhi.com |
18. 18. SAP Credit Card Processing Assign account determination procedure: Determine
which billing type we are using for payment card process. We can reach this
Clearing House > Account Determination > Maintain Procedures > Assign account
determination procedures. Figure -21 : Maintain Account Determination Procedure
Assign G/L Accounts: In this step, you assign receivables accounts to condition types. We
can reach this configuration step through SAP Customizing Implementation Guide >
Sales and Distribution > Billing > Payment Cards > Authorization and Settlement >
Maintain Clearing House > Account Determination > Maintain Procedures > Assign G/L
Accounts. Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com Page 17 of 21
19. 19. SAP Credit Card Processing Figure -22 : Maintain GL Account The GL account
assigned here will be debited and customer will credited once billing document posted
and released to accounting. Set Authorization / Settlement Control Per Account: In this
step, you: - Assign reconciliation accounts to cash clearing accounts, in the settlement
process this clearing account will be debited and credit card collection account will be
credited. Set authorization and settlement controls, authorization controls calls for
additional program or RFC connection for settlement of credit card. We can reach this
Clearing House > Account Determination > Maintain Procedures > Set Authorization /
Settlement Control Per Account. Figure -23 : Maintain Settlement Clearing Account
Figure -24 : Maintain Authorization External Function. Surya Padhi |
20. 20. SAP Credit Card Processing Enter merchant IDs: Merchant ID is a unique number,
issued to a merchant by a clearing house, that identifies this merchant in payment card
transactions. In this step we maintain merchant ID. We can reach this configuration step
Payment Cards > Authorization and Settlement > Maintain Clearing House > Maintain
Merchant IDs. > Enter merchant IDs. Figure -25 : Maintain Merchant ID Surya Padhi |
21. 21. SAP Credit Card Processing Assign merchant IDs: A merchant may have one or more
IDs for each clearing house with which it does business. Here, we assign these different
merchant IDs to their related receivables accounts. We can reach this configuration step
Payment Cards > Authorization and Settlement > Maintain Clearing House > Maintain
Merchant IDs. > Assign merchant IDs. Figure -26 : Assign Merchant ID to GL Account
Following are few important programs / reports related to credit card processing
RV21A010 Program for authorization process. RFCCSSTT Credit card settlement.
RV20A001 - we can call up a list of one or more customers and then quickly maintain
payment card data in the master records directly from the list. RV20A002 - we can call up
a list of payment cards of a certain type. RV20A003 - we can list payment cards that
expire within a certain time frame. We can also use this report in a more general way, for
example to list cards according to cardholder, or payment card block. Following are few
transaction codes related credit card processing; FCC2 Repeat Settlement FCC4
Display Logs FCC3 Delete Logs FBRC Reset Cleared Items FCCR - Standard
Reports VKM1 Credit Hold Report VCC1 Payment Card Credit Hold Report (New)
Credit card related Transaction tables: BSEGC : Document: Data on Payment Card
Payments. This table contains accounting information that are related to credit card.
FPLTC : Payment cards: Transaction data SD. This table contains SD information
related to credit Surya Padhi | www.suryapadhi.com | surya@suryapadhi.com Page 20 of
21
22. 22. SAP Credit Card Processing card processing. Credit Card related OSS Notes for
encryptions - Note 662340 - SSF Encryption Using the SAPCryptolib Note 766703 FAQ: Credit card encryption in R/3 systems Note 1032588 - Secure handling of credit
card data in ERP References: For more information, you may visit following URLs for
credit card processing Help.SAP.Com Help.SAP.Com Secure Credit Card
Information in SAP Enabling Secure Credit Card Payments on SAP Environment Surya
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