bta billing support file reference guide - american...


© 2008 American Express Company The information contained in this document is considered confidential and proprietary to American Express and should not be shared externally. Enhanced travel data will be included on the statements of American Express Global Business Travel clients and clients who send their travel agency to American Express via Travel Data Consolidation.

CORPORATE SERVICES EXPENSE MANAGEMENT SOLUTIONS

Billing Support File Reference Guide

Table of Contents

Step 1:-- Download the file from American Express @ Work®............................................3 Step 2:-- Saving the Billing Support File (.CSV)....................................................................5 Step 3:-- Opening the Billing Support File (.CSV) .................................................................6 Step 4:-- Formatting the File ...................................................................................................7 Step 5:-- Uploading Process.................................................................................................21





Step 1:-- Download the file from American Express @ Work®

The Online Billing Services section allows you to select and view your BTA online statements. The area highlighted below allows you to select the BTA Online Statement (PDF) and the Billing Support File (CSV) file(s) to view and/or save a copy of to your computer.

A. Select the Billing Account you are interested in from the Billing Account dropdown in

Figure 1.

B. Place your mouse over the .CSV file (Figure 1) you wish to view and/or save and click on the underlined.

Figure 1





C. There are 2 options available once the .CSV link has been selected I. Open the file

This will open the file automatically within Microsoft Excel which will require additional formatting

II. Save the file

This will allow you to save the file to the desktop or a specific file location on your computer

Figure 2





Step 2:-- Saving the Billing Support File (.CSV)

A. If you click the Save button the save dialog box will appear which will prompt you to save the .CSV file on your computer to a desired location. See Figure 3.

B. Once you have chosen where to save the .CSV file, click the Save button in the dialog box shown below in Figure 3.

Figure 3





Step 3:-- Opening the Billing Support File (.CSV)

A. If you select the open button the .CSV file can launch in Microsoft Excel® * as shown below in Figure 4. You will then have the option to format the file based on your needs. See details in step 4

Figure 4

® Microsoft Excel is a registered trademark of Microsoft Corporation * For CSV files with the 65,000 rows or more users may be required to import into Microsoft Access or upgrade to the latest version of Excel – Excel 2007 as there is a line limit of 65,000 rows in versions of Microsoft Excel prior to 2007.





Step 4:-- Formatting the File The file can be sorted and filtered based on specific data fields. Once the file is sorted / filtered to your needs, you can upload the file into your accounting system for your processing. CSV files have certain format limitations which cause the data to appear incorrect or incomplete. Formatting of these data fields will resolve this. Format the following columns Card Account Number, Ticket number in the CSV file once it is loaded into Excel in order to have it appear correctly.

A. To format a column I. Select the column (highlighting the chosen data), select the Format menu, select Cells

(Figure 5)

Figure 5





B. The format window opens which has various tabs. See Figure 6

Figure 6





Step 5 -- Sorting the File

I. 1st 2 rows of data should not be included while sorting II. Select the data starting from row # 3 III. Select Data menu IV. Select the Sort option. See below Figure 7

Figure 7





V. Select the radio button marked “Header Rows” See Figure 8

VI. From the “Sort by” dropdown menu select the column you want to sort the file on. In this example we will use Supplier Name

VII. Click the Ok button

Figure 8





Figure 9 depicts the sorted file by Supplier Name in alphabetical order Figure 9





A. Common Sorts I. Sort data by Industry Type and Account Number II. Sort by Passenger name and Amount

III. Sort by Industry and Passenger Name

B. Break out data and parse into a separate spreadsheet based upon type of industry. See Figure 10

I. Select column A II. Select Data Menu III. Select Filter Option IV. Select AutoFilter option

Figure 10





V. Select all transactions belonging to a group. Example group 2 which are the Hotel Details*.

See Figure 11

Figure 11

*For further assistance and detail, please refer to the Billing Support File Specification Document for additional detail pertaining to the .CSV file and data elements.





VI. Create a new worksheet for Hotel Detail Transactions as shown in Figure 12 Figure 12





VII. Select all transactions VIII. Select Edit menu IX. Select Copy. See Figure 13

Figure 13





X. Go to the Hotel Details Worksheet XI. From the Edit menu select Paste. See Figure 14

Figure 14





XII. Figure 15 shows the completed Hotel Details Sheet Figure 15





XIII. Follow the above steps for the different type of industries

XIV. The screen below (Figure 16) shows the formatted file which you can upload the file into your system for your processing *

Figure 16

*Accounting systems that allow upload capabilities based upon the use of .CSV file. Additional programming may be required to enable your system to upload the .CSV file per your requirements. For further assistance and detail, please refer to the Billing Support File Specification Document for additional detail pertaining to the .CSV file and data elements.





Step 6 - Saving the File

I. Select File menu II. Select Save As. See Figure 17

Figure 17





III. Select the File Type you want to save as –TXT, XLS, XML, etc

Figure 18





Step 7:-- Uploading Process

A. Some systems do not many accept column header data elements. To eliminate column headers filter type A transactions (column headers)*. See below Figure19

I. Select column B II. Select Data Menu III. Select Filter Option IV. Select AutoFilter option

Figure 19

* For further assistance and detail, please refer to the Billing Support File Specification Document for additional detail pertaining to the .CSV file and data elements.





V. Select the Type B transaction (transaction details) options as shown in Figure 20 VI. Figure 21 shows the end result with only Type B transactions

Figure 20

Figure 21

bta billing support file reference guide - american...

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