1. Implementing Expenses
  2. Set Up Remittance Advice for American Express Tokenized GL1025 Files

Set Up Remittance Advice for American Express Tokenized GL1025 Files

If your company uses American Express tokenized GL1025 files, you can use the American Express remittance format, Global Remittance Utility, to generate remittance advice. The typical company scenario unfolds when employees use American Express corporate cards for business expenses and then submit expense reports.

After expense report approval, Oracle Payables pays the American Express invoice by making a single payment. You can optionally send a remittance file to American Express that lists employee card holders and the amounts of their respective payments.

Before you start, you must add the predefined privilege, Submit Corporate Card Remittance File, to your user account. This privilege isn't assigned to any roles out of the box.

Enable the transmission of remittance advice for American Express tokenized GL1025 files by doing these tasks:

  1. Configure the predefined American Express Global Remittance Utility format.

  2. Create a remittance file format.

  3. Create a transmission file configuration.

  4. Modify the payment process profile.

  5. Submit the payment process request.

  6. Run the Submit Corporate Card Remittance File process.

  7. Transmit the remittance advice to American Express.

Configure the Predefined American Express Global Remittance Utility Format

You must configure the predefined remittance advice format to reflect your company details. To configure the Global Remittance Utility format, sign in as a user with access to Reports and Analytics.

  1. Sign into the Oracle BI Publisher server with the BI Administrator Role.

  2. On the Oracle BI Publisher home page, click the Catalog menu.

  3. On the Catalog page in the Folders pane, expand Shared Folders > Financials > Payments.

  4. Locate Disbursement Corporate Credit Card Remittance Formats.

  5. From the More menu, select Customize to create a copy of the report so you can upload a custom template.

  6. In the Disbursement Corporate Credit Card Remittance Formats page, click the Edit link to download and save the CorporateCreditCardRemittanceFile.rtf to your local drive.

  7. On your local drive, navigate to the saved RTF file and open it.

  8. Locate Record Type 00 in the OutboundPaymentInstruction table.

  9. At position 3, change the text in the <DATA> column to reflect your company's Global Corporate Identifier. American Express provides this value.

  10. Locate Record Type 01 in the OutboundPayableLine table.

  11. At position 3, change the text in the <DATA> column so it reads as follows after IF SUM: 

    (DocumentPayableLine/LineGrossAmount/Value) < 0 THEN '+' ELSE '-' END IF

  12. At position 4, change the text in the <DATA> column so it reads as follows after ABS: 

    (ROUND (SUM (DocumentPayableLine/LineGrossAmount/Value)*100))

  13. Starting at position 223, add the Card Disguising Number Control Account in the <DATA> column. The range of the position is from 223 to 241.

    Note: The Card Disguising Number may or may not be the control account that the cards belong to. Regardless, the card number disguising is set up at the control account number. All accounts below this hierarchy level are disguised.

  14. Locate Record Type 02 in the OutboundPaymentInstruction table.

  15. At position 85, add the payment date in the <FORMAT> column.

  16. At position 85 in the <DATA> column, add InstructionGrouping/PaymentDate.

    Tip: The payment date must be on or after the payment file date.

  17. Upload a copy of the modified template to Oracle BI Publisher.

Create a Remittance File Format

To create a remittance file format, complete these steps:

  1. In the Setup and Maintenance work area, use:

    • Offering: Financials

    • Functional area: Payments

    • Task: Manage Formats

  2. On the Manage Formats page from the Select Type choice list, select Disbursement Corporate Credit Card Remittance File.

  3. Click Create.

  4. On the Create Format page in the Name field, enter a name for the remittance file format.

  5. In the Code field, enter a code for the remittance file format.

  6. From the BI Publisher Template choice list, select the template that you uploaded to BI Publisher.

  7. Click Save and Close.

Create a Transmission Configuration

To create a transmission configuration, complete these steps:

  1. In the Setup and Maintenance work area, use:

    • Offering: Financials

    • Functional area: Payments

    • Task: Manage Transmission Configurations

  2. On the Manage Transmission Configurations page from the Select Protocol choice list, select Secure File Transfer Protocol for Static File Names.

  3. Click Create.

  4. On the Create Transmission Configuration page in the Configuration field, enter a name for the configuration.

  5. In the Value field for Sent File Name, enter GRU.<your company ID>.&REQUESTID.&PAYMENTFILEID.&DATE.

  6. Obtain the necessary parameter values to enter from American Express.

  7. Click Save and Close.

Modify the Payment Process Profile

To modify the applicable payment process profile, complete these steps:

  1. In the Setup and Maintenance work area, use:

    1. Offering: Financials

    2. Functional area: Payments

    3. Task: Manage Payment Process Profiles

  2. On the Payment File tab, select the Payment date check box.

  3. Click Save and Close.

Submit the Payment Process Request

To submit the payment process request to pay American Express, complete these steps:

Tip: Make a note of the payment file reference number because you will select it later when you run the Submit Corporate Card Remittance File process to generate the remittance advice.

  1. In the Oracle Payments work area, click the Tasks icon and click the Submit Payment Process Request link.

  2. On the Submit Payment Process Request page, select the Selection Criteria tab, and complete the applicable fields.

  3. For Pay Groups, select Specific.

  4. In the Search and Select: Pay Group dialog box, search and select the pay group that you chose for the American Express company account when you set up the American Express card program in Oracle Expenses.

    This ensures that only invoices related to American Express will be picked up in the payment batch.

  5. Select the Payment and Processing Options tab and complete the applicable fields.

  6. Click Submit.

Run the Submit Corporate Card Remittance File Process

Schedule or run the Submit Corporate Card Remittance File process.

  1. Navigator > Tools > Scheduled Processes.

  2. Click Schedule New Process.

  3. In the Schedule New Process dialog box, search and select Submit Corporate Card Remittance File.

  4. Click OK.

  5. In the Process Details dialog box of the Submit Corporate Card Remittance File process, enter these parameter values.

Field Name

Parameter Value

Payment File choice list

Reference number of payment file that was generated when the payment was made to American Express.

Format choice list

Name of customized remittance advice format that you configured in BI Publisher.

File Sequence Number field

User-defined value. This value must be unique and entered within a day of transmission for each Global Corporate Identifier.

File Version Number field

The default value is 00.

If American Express rejects any remittance file and if you resubmit the same file, you must increment the value to 01, 02, 03 and so on to represent the new version. The latest version replaces the previous version.

Transmission Configuration choice list

Transmission configuration that you set up to transmit Global Remittance Utility files to American Express.

Transmit the Remittance Advice to American Express

In the Process Details dialog box of the Submit Corporate Card Remittance File process, click Submit. The remittance advice file is then automatically transmitted to American Express.

Related Topics