Concur Discovery Questions

Topic Item Country/Business Units

General Total no. of staff eligible for Travelling & Claim relating to
1 Business

2 List all types of expenses that employee can file claims for
reimbursement.( Attach Std List )

3 Total no. of Expense Reports (Expense Claim Forms) for all

expense types per month/week

4 How often do the travellers make the claims?

(Per Trip, per month, per week)
No. of local expense reports
5 (e.g. transportation, entertainment, counter expense)
How much is your annual T&E (Travel & Expense) Spend? In
6 USD
% of T&E spend on air / train / bus / taxi tickets / fares for
7 each period
8 % of T&E spend on hotels for each period
9 % of T&E spend on other items (please specify)

10 How Employee's receipts are managed ? Is it manualy kept in a

separate file or scanned and preserved electronicaly?

11 How many employees are involved in T&E processing?

Pre-Trip Approval 1 Do you need pre-trip approval?

2

If yes for 2a, please explain travel booking process and pre-trip
workflow?
(e.g. traveler call agent to get quote > traveler to fill in request
form > dept head approve > agent to issue ticket)

Do you provide cash advance to traveler?

Please specify scenarios
 4

If yes for 2a-2, please explain cash advance workflow?

(eg: Employee > Dept Head > Finance)

5
Do you need employee expense pre-approval for other
expenses? (e.g. entertainment, education subsidy) Please
specify

6
Do you have departmental/project budget that you need to
monitor in pre-approval stage? E.g. alert to Department head
if upcoming trip exceeding remaining department budget and
require special approval

Travel
1 What is/are the name of Travel Management Company?

2 Do you use any payment solution for air ticket payment?

Please state payment mode

Corporate
Card 1 Do you issue any corporate card?

2 - Bill to individual or Company?

3 - Payment by Individual or Company?

Tax
Do you have local PPH /PPN requirement for tax reclaims? E.g
1
for tax reporting purpose

Travel Allowance
1 Do you issue Travel Allowance/Per-diem?

Expense Policy
Standardization Do you use the same expense claim form for all of your
1 entities/BU?

2 Do all your entities/BU share the same expense types?

Expense Approval
Workflow

1 What is the general approval flow for expense report?

Does the approval flow depends on approver authorization

2
limit?

3 Do you need the approval route to the cost owners when

there is cost allocation?

Do you have departmental/project budget that you need to

monitor in expense approval?
4 Eg: Alert to project manager if actual expense exceeding
remaining project budget and require special approval of the
budget owner

Do all your entities/BU share the same instance/database of

5 accounting system

By default, Concur produces a standard file for interfacing with

account system. Client needs to build bridge program to
6 transform it to custom format specific to their environment.
Instead do you want Concur to build the custom file format for
you on integration?

7 What HR system are you using?

Project
Objectives What would you like to achieve by implementing the Travel &
Expense system?
1
(e.g. improve efficiency, increase control, enhance policy
compliance, better data consolidation & analysis etc)

Any data analysis report do you need?

2 (e.g. spend by department, per trip cost, policy compliance
report)
 Do you feel it would be possible to reduce a certain % of the
3 expense with a Travel & Expense system which can provide
higher spend visibility and tigher policy control? How much?
 Customer Reply
(Please fill in details for all countries for Concur deployment)

HO Branch 1 Branch 2
 Concur Invoice Management

Topic Item Country/Business Units

General No. of users who file invoices (from user department or Admin/Finance
1 department)

2 No. of invoices processed per month

3 What is the Amount Limitation for PO , NON PO Purchases

3 What is the estimate amount for vendor spend per month?

Purchase Requisition
1 Do you need Purchase Requisition?

2 What types of expenses do you need purchase requisition?

Do you have different requisition form for different types of purchase? If yes,
3 please list the form types

Do you have different approval depending on different scenarios (e.g. purchase

4 category, purchase amount)? Please specify

5 Do you have the approved vendor list?

6 If yes for 2d, do you share the vendor master list for all countries/entities in ERP?

If yes for 2d, what if the employee purchase goods/service from a vendor which is
7 not on the approved vendor list ? Please explain if you have a special requisition
process in this case

PO Approval & Workflow

Prior to PO how you generate Purchase requisition and what is the approval
1 procedure ?

2 Do you issue PO to the vendor?

If yes for 3a, how do you generate PO (e.g. through in-house system, accounting
3 system)?

4 Do you need to match the PO against the vendor invoice?

5 How you close the status of PO when Purchase is completed?

Invoice Approval
workflow 1 What is the general approval flow for Invoice?

2 Does the approval flow depends of approver authorization limit or cost allocation?
Please clarify
4 How many vendors do you hv ? Please send us list
5 Do you have any vendor code ?

Finance
1 How many people in finance team are involved in Invoice processing?

2 Are you using any purchase card (e.g. Amex/Citibank p-card)?

How do you do payment to vendor ? ( Invoice payment ) Please give example and
1 send us forms also
Payment
How to reimbursement to staff claims ? Please give example and send us forms
2 also
 Are you using any system now to handle purchase requisition/PO issue/payment
1 request authorization? If yes please provide more details
System

By default Concur produces a standard file for interfacing with accounting system.
Client needs to build bridge program to transform it to custom format specific to
2 their environment. Instead do you want Concur to build the custom file format for
integration?

What are key challenges in your current AP process? (long processing time?
1 Insufficient spend control? Paper invoice approval and handling?)
Project Objectives

2 How long does it take to finish vendor invoice approval process?

Any special requirements on vendor spend analysis (e.g. accural analysis? Spend
3 by vendor etc?)
ce Management

Response