Invoice: Payment Request
Confirmation Import V2
(Current)
Specification
Last Revised: August 27, 2019
Applies to these SAP Concur solutions:
 Expense
 Professional/Premium edition
 Standard edition
 Travel
 Professional/Premium edition
 Standard edition
 Invoice
 Professional/Premium edition
 Standard edition
 Authorization Request
 Professional/Premium edition
 Standard edition
Table of Contents
Payment Request Confirmation Import V2 (Current) ...................................................1
Section 1: Permissions .........................................................................................1
Section 2: Overview .............................................................................................1
Please Read: Two Different XML Files for Payment Import ...................................... 1
Section 3: Request Payment Confirmation Import: The Basic Process .................2
Section 4: Step 1: Creating the Import Data File ..................................................2
File Naming Conventions .................................................................................... 2
Updating Existing Data Provided in an Earlier Feed ................................................ 2
Import Settings Format ...................................................................................... 3
Sample Record .............................................................................................. 7
Section 5: Step 2: Move the Import Data File to SAP Concur ................................8
Section 6: Step 3: SAP Concur Imports the Data ..................................................8
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
i
Revision History
Date
Notes/Comments/Changes
August 27, 2019
Added the Permissions section
March 20, 2019
Changed the term "Concur" to "SAP Concur" and the term "payment request"
to "invoice" where applicable; no other content changes.
January 31, 2019
Updated the copyright; no other changes; cover date not updated
June 14, 2018
Fixed a typo.
April 11, 2018
Changed the check boxes on the front cover; no other changes; cover date
not updated
February 2, 2018
Added “Specification” to title page and footers.
January 10, 2018
Updated the File Naming Conventions section.
December 29, 2017
Changed definition of the Check Number field.
December 9, 2017
Added the Request ID field.
August 3, 2017
Minor edit; no change to Last Revised date on cover or footers.
December 13, 2016
Changed copyright and cover; no other content changes.
January 22, 2016
Changed from book "chapters" to stand-alone guides; no content changes
May 6, 2015
Formatting changes; no other content changes
January 16, 2015
Added information about 50 characters for Vendor Invoice Number field.
August 22, 2014
Addition of the VCHER (Voucher Card Payment) Pay Method Type.
April 4, 2013
Clarify that Payment Method Type values are either passed to Payment
Manager, or specified as the default value if configured as such via the
specified vendor in the import.
December 14, 2012
No changes, but support in job feed to allow Custom fields in the Payment
header form to pass client data from the ERP to Invoice.
November 16, 2012
Addition of new Payment Adjustment Notes field to the V2 XML
October 19, 2012
Addition of new fields to the V2 XML:
• Payment Method
• Notes to Supplier
ii
March 2012
Changed copyright; no content change
December 31, 2010
Updated the copyright and made rebranding changes; no content changes
Aug 2010 (SU58)
Addition of new field to the V2 XML. This field, Payment Method Type, is
optional and is populated using any of the available values (or leave it blank).
May 2010 (SU55)
Renamed this document and added text explaining that this version is current
- the client should use this newer (current) V2 version that matches the
updated version 2 XML file instead of the earlier and now retired V1 (retired).
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
Date
Notes/Comments/Changes
September 18, 2009
Optional fields will now update (overwrite) existing data provided in an earlier
feed with the new value entered for the field in the new feed.
The Check Number field will now allow multiple checks - be sure to delimit the
numbers using the pipe character: "|".
June 2009
New to this Guide.
Includes description of new Version 2 XML file for payment request
confirmation import.
Also, minor changes to reflect version 1 and version 2 XML file distinctions,
now included in two separate chapters.
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
iii
Section 1: Permissions
Payment Request Confirmation Import V2
(Current)
Section 1: Permissions
A company administrator may or may not have the correct permissions to use this
feature. The administrator may have limited permissions, for example, they can
affect only certain groups and/or use only certain options (view but not create or
edit).
If a company administrator needs to use this feature and does not have the proper
permissions, they should contact the company's SAP Concur administrator.
Also, the administrator should be aware that some of the tasks described in this
guide can be completed only by SAP Concur. In this case, the client must initiate a
service request with SAP Concur support.
Section 2: Overview
The Payment Request Confirmation import is used to update the Payment Status of
invoices. Each record in the import designates an invoice that the Payment System
(the financial system that makes the disbursement to the vendor) has paid. The
system updates payment information about the designated invoice in Concur Invoice.
Please Read: Two Different XML Files for Payment Import
There are two different XML files for the payment confirmation import:
•
request_payment_notification.xml: This version is called Version 1 (v1)
and is the first payment request confirmation XML file offered by SAP Concur.
Only existing clients who must use this version should use it - for all others
refer to the Version 2 version described next.
•
request_payment_notification_v2.xml: This version is called Version 2
(v2) and is a newer payment request confirmation XML file that includes
custom and future use fields for changes going forward. This version is the
current version and should be used by all clients.
You are reading the specification dedicated to the Version 2 XML file. If you need
assistance using this XML file contact SAP Concur Support for additional information.

For additional information about the version 1 XML file records and fields,
refer to Invoice: Payment Request Confirmation Import (Version 1).
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
1
Section 3: Request Payment Confirmation Import: The Basic Process
Section 3: Request Payment Confirmation Import: The Basic
Process
The basic steps are described briefly here and then described in detail on the
following pages:
1. The client creates an import data file ensuring it complies with the
requirements of this specification.
2. On a regular schedule, the client moves the import data file to SAP Concur.
NOTE: Clients make arrangements with SAP Concur for transporting the data
files to SAP Concur.
3. SAP Concur runs a batch job that imports this file.
Section 4: Step 1: Creating the Import Data File
The import data file uses these specifications:
•
Format Type: Comma Separated Value, ASCII Text File
•
Default Field Delimiter: Comma
•
Enclosing Character: Quotation Mark
•
Record Delimiter: CRLF
File Naming Conventions
The import file name should be of the format "<jobtype>_<entitycode>_<time>".
For the payment request confirmation import, the filename convention is
payment_notif_entitycode_YYYYMMDDHHMMSS.txt.
Updating Existing Data Provided in an Earlier Feed
All optional fields may be used in a subsequent import to update existing data
provided in an initial import. This allows the user to overwrite data where newer data
should now be entered. As an example, if a check is used for payment but is voided
and no longer represents the actual check number that paid for an invoice, the user
can enter the new check number data in a subsequent import to correct this
information by overwriting the incorrect information.
2
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
Section 4: Step 1: Creating the Import Data File
Import Settings Format
Field
Name
Definition
Required?
Description
Request
Key
Integer
Required if
the
Request ID
is blank
Key number obtained from
the payment extract.
N
The name the financial
system uses for the vendor
indicated on the invoice.
Vendor
Name
Character
Client Field
Definition
NOTE: Use either the
Request Key or the
Request ID.
Even though value is
optional, empty values
(consecutive commas, or
,,) must still be provided.
NOTE: This value may be
supplied for informational
purposes only, and does
not update the value in
Invoice.
Invoice
Number
Character
N
The invoice number for the
invoice that the financial
system paid.
Even though value is
optional, empty values
(consecutive commas, or
,,) must still be provided.
Maximum characters are
50.
NOTE: Truncated to 32
characters for Invoice Pay
clients.
NOTE: This value may be
supplied for informational
purposes only, and does
not update the value in
Concur Invoice.
Invoice
Amount
Integer
N
The invoice amount for the
invoice that the financial
system paid.
Even though value is
optional, empty values
(consecutive commas, or
,,) must still be provided.
NOTE: This value may be
supplied for informational
purposes only, and does
not update the value in
Concur Invoice.
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
3
Section 4: Step 1: Creating the Import Data File
Field
Name
Definition
Required?
Payment
Status
Characters
(see
column
right)
N
Description
Client Field
Definition
The status of the invoice is
updated to the value
provided in this record.
Available options (case
insensitive):
• CANCEL
• PAID (default)
• VOID
NOTE: A status of PAID is
automatically applied if
no value is specified for
this optional field.
Payment
Status Date
Integer
N
The effective date
associated with the
Payment Status field
(above).
N
The number of the bank
check used to pay the
invoice.
YYYY-MMDD
example:
20090731
for "July 31
2009"
Check
Number
Image Tag*
(*See
below for
additional
information)
Integer
Maximum
100
characters
Mix of
characters
and
integers as
required
No limit
NOTE: Multiple check
numbers are permitted.
Numbers must be delimited
using the pipe "|"
character.
N
The filename of the
associated payment
confirmation image file.
NOTE: Multiple image files
can be included by
separating them with a "|"
pipe character.
NOTE: The filename must
be prefixed with
"pmtimage_", as
pmtimage_inv_0041.pdf or
pmtimage_reqID_32.pdf.
4
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
Section 4: Step 1: Creating the Import Data File
Field
Name
Definition
Required?
Custom 1 24
Maximum
48
characters
N
Description
Client Field
Definition
Custom field data is
validated:
• Value is not imported if
the field is not defined
on the applicable form
• First, check the payment
confirmation type form
for any custom fields
that are required. If the
form specifies custom
fields and the import
row does not provide
them, this is treated as
an error and the record
is not processed.
• If a custom field is
required and the value
does not pass a
validation, this is treated
as an error.
• If a custom field is not
required and the value
does not pass a
validation, a warning is
logged.
• For each custom field
defined in the form, an
appropriate validation is
performed based on the
data type specified:
 List (custom):
Validated against
the code value, not
the long name, for
the list item
 Date: Must be a
valid date, in the
following format
YYYYMMDD
 Boolean: Value
must be Y or N
 Numeric: Value
must be a number
(e.g. “10000.00”)
Text: Value must be less
than or equal to
max_length and pass
whatever validation is
specified for the field.
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
5
Section 4: Step 1: Creating the Import Data File
Field
Name
Definition
Required?
Payment
Method
Type
(see
Description)
N
Description
Client Field
Definition
The option used to pay the
vendor for the good or
service. Leave blank to
default to the payment
method associated with the
vendor.
Valid options include the
following, which are passed
to Payment Manager for
processing:
• ACH
• CHECK
The following values are
specified on import only if
the client has configured
the vendor to one these
default payment methods:
• CARD
• CLIENT
• VCHER (Voucher)
• WIRE
Payment
Amount
N
The amount paid for a
given payment amount
(may not match the
original total amount, given
partial pay or similar).
Notes to
Supplier
N
Comments entered for the
benefit of the vendor
explaining special payment
circumstances, payment
amount, date or similar.
Payment
Adjustment
Notes
N
Comments entered
explaining why the
payment may have been
adjusted (for example,
short-shipped, or damage
to items).
Required if
the
Request
Key is
blank
Request ID obtained from
the payment extract.
Request ID
6
23 total
characters,
limit of no
more than
8
characters
to right of
decimal
Character
NOTE: Use either the
Request Key or the
Request ID.
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
Section 4: Step 1: Creating the Import Data File
Field
Name
Definition
Required?
Future Use
1-5
N
Description
Client Field
Definition
Reserved for future use.
Please account for them in
your import, but do not put
any data into them. Any
data will be ignored.
*ADDITIONAL NOTES ON ATTACHING IMAGE FILES (IMAGE TAG COLUMN)
•
Image files should be posted to the FTP site along with the Payment Request
Confirmation import file.
•
Image files must have the prefix "pmtimage_" at the beginning of the file
name. The file names must also be unique within any given import file. Best
practice is to include an identifier (for example, Request ID or Invoice
Number) in the file name, for example pmtimage_inv_0041.pdf.
•
Supported file types and sizes are identical to those for the Image Upload
field. (Supported file types: PDF, TIF, and JPEG)
Sample Record
The string below is a typical sample extracted from the data file:
1324576,Systems Office Supply,SOS-565998,875.00,PAID,20090731,334229483,filename,,,,,,,,,,,,,,,,,,,,,,,, CHECK,
89.73,Short pay due to damage,,,,,,,
This record indicates:
•
Request Key = 1324576
•
Vendor Name = Systems Office Supply
•
Invoice Number = SOS-565-998
•
Invoice Amount = ($)875.00
•
Payment Status = PAID
•
Payment Status Date = July 31, 2009
•
Check Number = 334229483
•
Image Tag = filename
•
Custom 1 - 24
•
Payment Method Type = CHECK
•
Payment Amount = $89.73,
•
Notes to Supplier = Short pay due to damage
•
Future Use 1-5
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.
7
Section 5: Step 2: Move the Import Data File to SAP Concur
Section 5: Step 2: Move the Import Data File to SAP Concur
Work with SAP Concur to develop the process for moving the data to SAP Concur.
Section 6: Step 3: SAP Concur Imports the Data
SAP Concur imports the data file.
8
Invoice: Payment Request Confirmation Import V2 Specification (Current)
Last Revised: August 27, 2019
© 2004-2019 SAP Concur All rights reserved.