Topics Covered

 Cost object and Types

 Cost center
 Working of cost center
 Cost object Hierarchy
 Configurations of Cost center and mappings

Cost object and Types

Cost Object:
A cost object is an organizational term for a department, product, process or customer
that incurs costs from or is related with. It is something that costs can be linked with and
traced back to, if required.
Different Types of cost objects:

 Cost Centres
 Internal Orders/WBS Elements
 Sale Orders
 Projects
 Process Orders
 Production Orders
 Maintenance Orders
 Quality Management Orders

To create scenarios under Cost Object configuration:

 Determine a cost object category in a source system, that is mapped to a cost

object category in the Central Finance system.
 Once a scenario is activated, the system uses ametadataset to generate a mapping
table. Post defining mapping rules for scenarios, it can be used to link a source
cost object to a target cost object.

Cost Centre
A cost center is a unit or function within an organization that incurs the organization its
revenue to operate and does not add profit directly . Unlike a profit center, which
contributes profitability directly through its actions. Human resources and
accounting departments are responsible for keeping their costs in line or below
budget. A cost center is also associated with a company's resource, for
example employees are linked to a particular cost center, for HR and
finance department to analyze cost to the company.

How a Cost Center Works?

 A cost center indirectly contributes to a company’s profit via operational
efficiency, customer service, or increasing product value.
 Cost centers help organization utilize resources in an efficient way. Although
cost centers endows revenue indirectly, it is nearly impossible to distinguish the
actual revenue generated.
 Any associated profits or revenue-producing activities of these
departments are disregarded or discreeted for internal management purposes.
 The main purpose of a cost center is to track expenses of an organization.
Maintaining a cost center is responsibility of it's manager, for keeping costs in line
with budget however, the manager is not a decision maker regarding revenue
or investments.
 Expense segmentation into cost centers provides greater visibility in terms of
control and analysis of total costs.
 A cost center allows accurate budgets, forecasts and
calculations based on future changes for accounting of resources at a finer
level.

Company/Cost Object Hierarchy

 The Company/Cost Object Hierarchy is usually used to build a company’s
accounting string, however it can also be utilized for Management Reporting.
 A value is assigned to users for each hierarchy level within their profile. This
information will then be referenced on their expense claims and ultimately
populated in the Standard Accounting Extract.
 This Company/Cost Object Hierarchy may also be used for cross charging
purposes wherein the employee is permitted to select alternate cost objects
outside their default company (organizational hierarchy)
structure.
 A Company/Cost Object Hierarchy is comprised of a number of levels, representing
a hierarchical relationship.
 The data in the list populates two or more associated fields (known in Concur as
a Multiple Level Connected List). Both the data and the associated fields
are defined in terms of levels with parent/child relationships, similarly
like an organizational chart.
  The important specification is that if a user makes selection in one field, it limits
the choices the user can make in the otherassociated fields.

Company/Cost Object Hierarchy Example

Here is an example of a Company/Cost Object Hierarchy:

Let's assume that the company has a connected list that populates four fields:

Country Company Code Cost Object Type Cost Object (Cost Center) Then, in Expense
report, once a user selects a Country (level 1)

The user can select Company Code (level 2), but the user's choices are limited to the
Company Codes associated with the Country selected at level 1.
Then, the user can select a Cost Object Type (level 3) and Cost Object
(level 4) – again the user's choices are limited to the Company Code selected above
(one to many relationships).

Image source: concur.com

Cost center in concur user profile

Image shows cost center that reflects in Concur User Profile.

Image source: concur.com

Cost center in concur expense report

Please refer to the image, this where the cost center reflects in concur expense report .

Image source: concur.com

To access cost center from the List Management

page
  Click Administration - Expense
 A new single- and multiple-level lists can be added by clicking on New. It may be
cost centers or projects .

To add list data

After selecting the list name (left pane), click New. The detail fields will appear in the right
pane.

Image source: concur.com

Cost Centre Integration

The integration concept of cost centre is defined in further slides. It is advisable to go
through it along with these slides in order to know the integrations that takes place in both,
SAP and Concur . Also, mappings that needs to be done is described in the next topic.

Topics Covered
  Steps in SAP S/4HANA Cloud
 Concur Integration Setup
 Concur Integration App
 Steps in SAP Concur
 Financial Posting
 Create Expense Report
 Monitor financial posting

Steps in SAP S/4HANA Cloud

Setup Concur Integration

 Go to Concur Integration -> Concur Integration Setup

 Select "Okay" on the bottom right corner
 Select System --> Create Connection
  Choose Direct Connection
 Give a communication arrangement, this will create a communication system
under communication system, for example "Concur"
 Provide Concur Host URL, for example "concursolutions.com"
 Provide your port, by default it is 443

Setup Concur Integration

 Provide Consumer Key from Concur

 Provide Key from Concur
 Provide Concur Company ID from Concur
  If you do not have this information get in contact with your Concur
implementation partner
 Provide user & password created in Concur
 Select Finish
 Go to Cost Center -> change export
 Insert the cost object hierarchy & type that was defined in Concur
 Your Concur implementation partner can provide you with the relevant information.

Image source: concur.com

Setting Up the Posting Import

 Repeat steps for project WBS elements.

  Go to Financial Posting -> Change Import
 Choose the document types that should be transferred, you can choose
both expense report & cash advance if required, then press continue.
 If you want to allow test user postings, select the filter "Accept test user
postings", then choose continue.
 Insert your posting date, document type, relevance filter & your S/4HANA cloud
system as logical system
 As we want document type journal entries, we go with AB, you can find
your S/4HANA Cloud system under the app communication system -> own
system
 Press continue.

Image source: concur.com

S/4HANA Cloud & Concur integration

A connection between S/4HANA Cloud & Concur is established.

Image source: concur.com

Concur Integration App

  Go to Concur Integration -> Concur Integration Setup
 Select Cost Center -> Phased Rollout
 Here you can choose "Generic Definition" on the left side or "Single Objects"
on the right side to define the objects that should be replicated.
 We choose "Single Objects" and add a new cost center that we want to replicate
 Press Save

Image source: concur.com

Manual Export
  Go back
 Select Cost Center -> Manual Export
 Set your selection criteria if required
 Select your receiving system
 Press execute
 Your cost center has been replicated to Concur
 Go back
 Select System -> Communication Monitor

Image source: concur.com

Communication Monitor
  Go back
 Select System -> Communication Monitor
 You can see that under "SAP Integration Hierarchy / Cost Center" a
successful object has been replicated
 You will also see under "SAP Integration Hierarchy / Company Code" a successful
object has been replicated because in the hierarchy the company code needs to be
replicated first before the cost center can be replicated.
 If you press on your successful object you will see the cost center name,
its validation date and last replication date.
 If you press on your successful object for company code, it will show you
the company code that has been replicated.

Image source: concur.com

Steps in SAP Concur

List Management

 Go to Administration -> Expense

 Go to Expense Admin -> List Management
 Choose Cost Objects -> Modify
 You can see your hierarchy including your S/4HANA cloud system, your company
code and cost center.

Image source: concur.com

Create Expense Report

 Go to Expense
 Create an expense report
 Choose your company code, cost object type & cost object ID
 Here you choose the company code and cost objects that were replicated from SAP
``S/4HANA Cloud to SAP Concur in our prior steps
 Include your expense items
 Submit your expense report

Image source: concur.com

Monitor financial posting

  Go to Concur Integration -> Concur Posting Documents Monitor
 You will see all financial postings that have been sent from SAP Concur to
SAP S/4HANA Cloud
 Here you can search for your document ID or for the employee/vendor ID
 Under ID you will find the username in SAP S/4HANA Cloud
 You can see successful and failed postings

Image source: concur.com

Monitor financial posting - I

  On the left side select your expense report, then under Display -> Document
Protocol you can analyze further in case the posting failed
 In our example field "segment" was not filled
 Select Okay
 On the left side select your expense report, then choose Display -> Posted
Document

Financial Posting Tab

A new tab is created showing the journal entry of your financial posting.

Image source: concur.com

Topics Covered
 Expense Management
 Create Expense
 Add Expense
 Import Card Expense
 Expense Process Flow
 Workflow Process
 Accessing Expense Report
 Running queries
 Reviewing and Approving Expense Report
Expense Management
Expense management refers to the systems deployed by a business to process, pay, and
audit employee-initiated expenses. Expense management includes the policies
and procedures that govern such spending, as well as the technologies and services
utilized to process and analyze the data associated with it.

Create an expense report

 Login to Concur
 Click on expense tab
 Click on create new report
 Enter the relevant details.
 Add the required expense.
 Click Save

Import Card Expenses

  Add Travel Card Expenses
 Click Import Expenses
 Check the expenses from the right pane which apply to this trip.

Image source: concur.com

Expense Process Flow

  Click Move and select To current Report

 Review each transaction and resolve any Exceptions.

Mostly the required information for the Travel Card transactions already
filled in, such as:

1. Vendor Name , Amount ,City of Purchase

2. Fill in or correct missing required information.

Image source: concur.com

Expense Process Flow

Please make sure to double click the expense in the Expenses pane.

Expense Module Process flow

After reviewing your expenses and attaching your receipts, click Submit Report to
submit the report for approval.

Concur Expense Process Workflow

.* Expense Report will be uploaded for approval

 It will be verified and approved by Approval if it is as per rules else it will be

returned for review.

 Accounting department approves the same and sent for payment.

 Expense Report will be verified and sent to Central Finance System.

 Payment will be sent to Employee account.

Image source: concur.com

Expense Process Workflow

Concur Expense Process Workflow

Image source: concur.com

Accessing Expense Report

To access Expense Report - Click on Expense tab.

Expense Report
Select Processor Menu - Click on Process Reports

Report Queries
The following queries are available for you to run:

 Reports ready for processing

 Reports Review in Progress
 Reports Review in Progress By Me

Report Processing
Click on first option - Report Ready for processing.

Expense Report Icons

Reviewing and Approving an Expense Report
The Report Summary appears as follows:

 This area displays a summary of the money that will be dispersed for
the expense report.

 The expense details open on the right side of the screen. Depending on the
configuration, we might be able to edit some of the data . This icon indicates that
item has been itemized.

Topics Covered
 Approving an Expense Report
 Processing Reports
 Search and View Reports
 Updating and Sending Back Reports
Expense Report Approvals

An approver has to review the expense reports which aresubmitted and

approvethem for reimbursement.

You can view a list of any report in the Concur home page which is waiting for your
approval.

Reviewing and Approving an Expense Report

Please refer to the image on reviewing and approving an expense report.

Approving Expense Report

After reviewing expenses ,receipts ,and any exceptions we can then approve the expense
report.

Confirmation of Approval
After the approval of an expense report, a confirmation will be received.

Report Pending Approval

Once manager approve the expense report, it will no longer appear in report
pending for approval list.

Expense Processor View

After reviewing and approving the expense report, the report will no longer appear in
our Reports Pending or Approve list.

Expense Process – Processing Reports

Click on Reports Ready for processing option.

Expense Process – Search and View Reports

We can see the Expense Reports and their approval status.

Expense Process – View Report Details for

Processing
In miscellaneous expense, click any expense to view the details.

Expense Process – Updating and Sending Back

Reports
In case, if the report doesn't meet the required criteria, there is an option to send back the
report for correction to the employee.

Expense Process – Updating and Sending Back

Reports
After reviewing the details , we can see if the report needs correction .

To send the expense report back to submitter:

 Click send back to Employee and enter a comment.

The expense report is sent back to the employee for correction.

Topics Covered
 Overview of Expense Approval Workflow
 Basic Approval Routing
 Accessing the Workflow Tool
 Creating Workflow
Expense Approval Workflow

Overview:

 A workflow is imperative in determining expense report or cash

advance request that is sent for approval and processing through the Concur
system, after it is submitted by an employee.

 It is also important to view the status of the approval that may depending with
the supervisors or Approvers.

 The Cost Object Approval feature allows clients to define a special, more
detailed workflow step for its accounting-related data.

 Expense report workflows are aligned to policies.

  When employees submit an expense report, they select the policy, which causes the
system to select a workflow and then it routes an expense report according to it.

(Image Source: SAP Concur Website)

Configuration

The Group Configurations tool is used to connect configuration data with a group. A
group is a set of users that share the same set of configuration data and policies.

To access the Group Configurations page, Click on Administration > Expense > Click
Group Configurations.

Basic Approval Routing:

Following is the basic approval routing :
Employee - Manager - Processor

Approval Routing with Authorization limits:

 Employee - Manager - Authorized Limit Approver - Processor

Second Approver Workflow:

 Employee - Manager - Second Manager - Processor

The Manager’s Manager Workflow :

 Employee -Manager1 - Manager2 - Manager3 - Manager4 - Manager5-

Processor

Expense Report Workflow

Expense Report Workflow option for Policies.

Accessing the Workflow Tool

To access Workflow: Click Administration > Expense > Workflows. The Workflows tab
will appear.

Procedure: Creating a New Workflow

In order to create a new workflow, an existing one must be copied and then the desired edit
should be made. A workflow cannot be created without copying an existing one.

Procedure of creating a Workflow - Step 1

Step-1: On the Workflows tab, select the desired workflow and click copy.

Procedure of creating a Workflow - Step 2

Step-2: The General page will appear, update all required fields on General Page.

Procedure of creating a Workflow - Step 3

Step-3: Click Next. The Steps page will appear.

Procedure of creating a Workflow - Step 4

Step-4: On the Steps page, click New. Then Add Workflow Step page will appear.

Procedure of creating a Workflow - Step 5

Step-5: Click Next. The Step Rules page will appear.

Procedure of creating a Workflow - Step 6

Step-6: On the Step Rules page, select a step name and click “New”.

Procedure of creating a Workflow - Step 7

Step-7 : The Edit Condition window will appear.

Procedure of creating a Workflow - Step 8

Step-8: After saving the Edit Condition. Click “New” for Rule Action.

Topics Covered
 Workflow Actions
 Expense Workflow Options
 Workflow Email Notifications
 Configuring and Assigning Email Notifications

Workflow Actions
Available Workflow Actions :

 Change Approver
 Reject
 Send Back to Employee
 Send Email, Skip Step.

Workflow Actions
Below are the Workflow Actions:
 Approve : This indicates that the report has successfully completed the current
workflow step. The report will be present in the workflow, and may require
additional approvals based on configuration or hierarchy level. If the
 report was in the Processing Payment status, the report will be moved to the Paid
status if it is in the Processing Payment status.
 Notes : Report status cannot be moved from "Processing Payment" to "Paid" until
all of the previous expense entries is cleared or manually paid. We must
wait until the extract process completes for the report, then send for the "Approve
workflow action.

Workflow Actions
 Send Back to Employee: In case if the report doesn't fit the criteria, the report is
sent back to the employee for re-evaluation. Once the user resubmits the report
after correction, it navigates through the entire workflow again.
 Recall to Employee: This action is only available once the report has been
submitted and is initiated by the employees. This workflow action may not be
available to some clients due to configuration.

Expense Workflow Options

Below are examples of some commonly used Expense Report Workflows.

 One Up Workflow (Recommended)

 Sequential Limit Workflow
 Authorized Approval Workflow
 Workflow Email Notifications:

Workflow Email Notifications

 Workflow email notifications are email messages that are sent to users when
certain events occur.
 For instance, if there's a status change of expense report, the work flow
email notification notify users or certain actions occur for expense reports and cash
advances.

Examples where workflow feature generates

email notifications
Status Change Notification: When the status of the report/advance changes,
this notification is sent to the user who has initially submitted the report/advance.
Sent Back to Employee: This notification is sent to the user,when the report/advance
is sent back to the employee, who submitted it.
Approval Request Notification: This is to notify the approver when the report/advance
is pending approval.

Additional Notifications
There are another notification that applies only to expense reports:
Courtesy Email: This notification is sent to a user's default approver, if he/she isn't listed
as a first approver in the workflow or if a different approver is selected by the user
during first step (if the company allows users to select approvers).
Timing: Once the trigger occurs, workflow emails are sent immediately to
the outbound email queue.
Size Limitation:The usage limit for emails that use the SAP Concur
notification service is 10MB. Outbound emails that have attachments larger than that
cannot be delivered.

Configuration
There are two steps to configuring email notifications:
Step 1: Add or modify the desired email notification.
Step 2: Choose the desired notification for the workflow.

Accessing the Email Notification Page:

View and manage emails on the Email Notifications page in Workflows.

Step-1: Click Administration > Expense (on the sub-menu)

Step-2: Click Workflows (left menu).

Step-3: Click the Email Notifications tab.

To add a new Email Notification

To add a new email notification, copy an existing notification and then edit the copy.

Copying a Workflow
  You will see a list of current workflow email notifications. Workflow
Email notifications are created during implementation and are turned on by
default.

 Use the Find workflow emails option where drop down list to specify
the notification Type.

 If you need to make changes to the email notification,copy the default

notification, and then make the appropriate changes to the copy.

Modifying Email Notification

Step 1: Click Modify and the general step of the Modify Email Notification window will
appear. Make the desired changes in that window.

Step-2: Navigate to Next. The Primary Recipient step will appear.

Step-3: Click Next. The Delegate Recipient step will appear.

Assigning the Email Notifications with

Workflow ( Step 1)
  Select the desired workflow from the list and click on Modify.

Assigning the email notifications with

Workflow ( Step 2)
  The general page will appear, select the desired notifications.

Topics Covered
 Email Reminder overview
 Step by step process on Email Reminders – Configuration
 How to Create a Reminder Rule
 How to Print Forms
 How to Print Report
 How to Access a Printed Report
 Steps for Printing and Saving a Report
Email Reminder overview
Email Reminders is employed to manage email messages which will be sent to users to
remind them to perform certain actions, such as:
• Managing receipts: reminder mail like “company policy states that they can't be
reimbursed until the processor receives the receipts for an expense report” is sent to the
user.
• Approving process: the approver gets a reminder mail stating “company policy should
approve expense reports or advance(cash) requests within a particular period”.
• Usage of company card transactions in an expense report: A reminder mail “company
policy states that they must attach company card transactions to an expense report within
a particular period” is sent to the user.
• Cash advance remaining balances: To remind the user to arrange/include
an outstanding cash advance with an expense report. An email send by
the Reminder tool based on the time interval defined within the configuration. Subject
line can be configured and the body of the email can be localized by the admin.

Step by step process on Email Reminders –

Configuration
The configuration steps are described below in detail.
 Create a rule for the reminder. This step is optional; you can use an existing rule
or one of the default rules.
 Create the email configuration: Create a new reminder configuration.
 Schedule the reminders: when there's call from a scheduling process, Email
reminders are run. Any email reminder created in the future is sent on that schedule
once created.
Create the Rule
 At the time of creating an email reminder configuration, we must choose
a rule that characterizes when the emails are regularly sent, therefore rules must be
available prior to creating the reminder.
 We can use one among the pre-defined rules or we can create our own rule.

Pre-Defined Rules
The rules are as follows:
  Overdue Receipts: Expense reports where receipts have not been received within 15
days of submission.
 Overdue Receipt Images: Expense reports where imaged receipts have not been
received within 15 days of submission.
 Overdue Reports: Expense reports which haven’t been submitted and were
created 15 days before.
 Overdue Expense Report Approvals: Unapproved Expense reports within 7
days of submission.
 Overdue Company Card Transactions: Company card transactions that are
not erased or utilized within a documented expense report within the date
that the transaction enters the system up to and including 30 days.

To access Email Reminders:

Click Administration > Expense (on the sub-menu).

Click Email Reminders (left menu). The Email Reminders page appears.

Create Reminder Rules:

 On the Email Reminders page, Select the Rules tab. The Rules page appears.

 Click New. The Email Reminder Rule step appears. Complete all required fields
like Name, Reminder Type, Editable by.

 Click Next. The Condition step will appear. Complete the condition for this rule
and Finish.
How to Create a Reminder Rule

There must be an existing rule before we create an email reminder. The pre-defined
rules, an existing rule, one of the default rules can be used.

Create Email Reminders:

 Click new On the Email Reminders page, on the Email Reminders tab. The
Email Reminder window appears. Complete all required fields.

 Complete all required fields like Name ,Reminder Type, Reminder Rule ,
Frequency , Number of Days , Email Subject , Email Message etc .

 Click Ok. The Email Reminders List page appears and the created reminder appears
in the list.
Copy Reminder Rules
To copy email reminder rules:

 On the Email Reminders page, click the Rules tab.

 Click the desired rule.
 Click Copy. The Email Reminder Rule step appears.
 Make the necessary changes.
 Click Next. The Conditions page appears.
 Edit the rule as necessary.
 Click Done.

Edit Reminder Rules

To edit email reminder rules:

 On the Email Reminders page, click the Rules tab. The Rules page appears.
 Click the desired rule.
 Click Modify. The Email Reminder Rule step appears.
 Make the necessary changes.
 Click Next. The Conditions page appears.
 Edit the rule as necessary.
 Click Done.

Delete Reminder Rules

If you delete a rule that is currently associated with an email reminder, it
will deactivate the email reminder. The email reminder will still exist, but it will not be
active. If you want to associate another rule with that email reminder, click the
name of the email reminder on the Email Reminders tab and select a new rule.

To delete email reminder rules:

 On the Email Reminders page, click the Rules tab.

 Click the desired rule.
 Click Remove.

Subject Helper and Message Helper

We can add dynamic content to the topic line and the email message body text when
creating an email message for a reminder. At the point when we select the Email
Subject and Email Message fields, a helper pane appears to display the options
we have access.

Topics Covered
 Overview
 Printed Reports
 Print Formats
 Printing and Saving a Report

Overview
A printed report is an expense report that has been formatted for printing. Users
print reports from the Print/Email menu, which appears when an expense report is
opened from the Expense page.

Accessing Printed Reports :

 Click Administration -Expense

 Select Printed Reports (left menu).
 The Printed Reports page will appear.

How to Print Report

  When users need to save a hard copy of a record or to review required receipts,
then they can print the report.

 It is used to generate a receipt copy of the submitted report.

 The reports can be printed from the Print/Email menu; this can be noticeable
when an expense report is opened from the Expense page.

 At the point when user selects a command from the Print/Email menu, the report is
obvious in a separate window with display view option, and provides
options that include the Print button.

There are two views:

Fax Cover Page and Receipt Report view.

Detailed Report view.

Default Printed Reports Options

 Detailed Reports lists all the expenses included in the report, with more detail
than the other two reports. It is a list of all expenses created for an expense report.

 Reduced Fax Receipt Cover Page is similar to the Fax Receipt Cover Page
(below) aside from that it does not contain any faxing guidelines.

 Fax Receipt Cover Page is meant to use with Imaging which

contain barcodes that identify the user, company, and expense report being
processed and an inventory of the expenses that need receipts. This page serves as a
copy when the receipts are faxed to Imaging.
  Receipt Report includes a standard identification/barcode and list of expenses which
require receipts. This report is employed to incorporate thepaper receiptsthat
are mailed to the accounting department of the corporate for review and
record-keeping.

 Russian Print Report options are specific to this region and requirements.

Printing Report
A printed report is comprised of two main components:
 Print Template provides the HTML instructions for the page layout which
requires programming skills to switch. There is no need to change the print
templates in most of the cases.
 Print Format it provides the text and fields which needs to be included within
the layout, which is defined in a print template, and also information likefont
style, font size, and alignment of the text.
 Print formats are similar to data entry forms, where the administrator defines
the fields to be included on the form. Print formats are regularly changed by
the company to meet their needs.

Print Formats
Print Formats defines the content, fields, and bar-codes utilized on a print report.
Print Formats Access Restrictions:

 The print formats are owned by the Global or Group administrator.

 We can view Global print format by a Group administrator and can be edited by the
Global administrator.
 Group administrator cannot view print format of other groups but can be viewed by
the Global administrator.

Print Format Components

 General information: This defines the template which we are using, the name of the print
format, whether the employee can prefer to print expenses or itemization's,
and currency settings or not.
  Content: This includes the fields which can be displayed, the orientation of the
barcode, and the instructional text. This Data/info generally appears on the
printed report.

How to Print and Save a Report

A PDF copy of Travel Requests and Expense Reports can be print by the users when
needed.

To preview and print the Expense Report:

 On the Expense Report page we can Print / Email, and then select the option from
the drop down list on the Expense .

 A new window appears. Options are PDF, Email, or Print.

Note: We can print or save a summary of the report. We can have the summary
show itemization's and more detail for each expense as well.

Topics Covered
•Overview
•Criteria
•Calculating Mileage Using Google Maps
•Car Registration
•Creating Car Expenses
•Variable Rate Configuration (Company or Personal car)

Overview
Overview of Expense Car Configuration
•Some organizations provide their employees to use a company car or personal
car for their business purposes. The reimbursement is done for maintenance or
mileage as per the defined company policy.
•The maintenance and fuel for cars is set up and configured like any other
expense type in Concur. Although, car mileage is an expense type which has some
special configurations and helper panes provided with it.
•Employee uses submitting a mileage expense type to pay for expenses such as
maintenance and fuel for a car used for their company's business purposes.
•Expense management solution supports two types of car mileage configurations:
Company Car and Personal Car

Company Car
Company Car: While tracking company car mileage, employee tracks distance
traveled and is reimbursed for miles traveled by the rate per mile. It can also be
tracked by storing a running total of distance traveled per car, and then restarting the
running total yearly by entering zero rates and distances.
In this case, the employee is reimbursed for actual expenses. It provides two types of
company car mileage reimbursements:
Variable Rates: A rate is defined for every mile traveled. It supports a single rate
and variable rates with below rate bands, as follows:

 20 USD per mile for every mile traveled .

 20 USD per mile when less than 4000 miles are traveled .
 25 USD per mile when 4001 miles or greater is traveled. The rate varies based on
the specific criteria such as distance, petrol, diesel, engine size,
and so on.

Distance/No Reimbursement: The actual amount is reimbursed for car expenses.

Expenses of the items such as fuel used, maintenance, and insurance of the
car. There is no distance per mile reimbursement.

Personal Car
When employees uses their own car for business purposes a personal car configuration
is created.
Items like maintenance, gas, and mileage as defined by the company, or
are given a flat rate per mile traveled. Concur provides two variety of mileage
reimbursements for personal car:
•One Rate: Using one rate mileage is reimbursed at a flat rate, such as 20 USD per
mile.

•Variable Rate: Reimbursement is done based on certain condition as follows:

 Rate is 20 USD per mile when less than 4000 miles are traveled
 Rate is 25 USD per mile when 4001 miles or greater is traveled.
 Rates vary on basis of miles traveled and other factors like engine size, fuel petrol
or diesel.

Criteria
Criteria: Employees get the reimbursement depending upon the criteria like applicable
tax laws of their country of residence and company. It also depends upon
the rate bracket as mentioned below:
 Rate is 20 USD per mile for engine sizes below 1000cc
 Rate is 18 USD per mile for engine size of 1001cc-2000cc.
Below are the parameters which are also taken into consideration while creating criteria:
A) Size of the Engine B) Fuel used Petrol C) Diesel D) Emissions E) Type of vehicle F)
Value of vehicle
Dependencies: Car mileage expense types are dependent on:
▪ Expense Types defined within Expense Admin
▪ Policies within Expense Admin

Expense Types defined within Expense Admin:

 The mileage field will appear on the page only when a car mileage expense type is
present in the Concur system.
 Personal Car Mileage and Company Car Mileage expense by default are part of the system.
 They are set to Active as per the default policy. A car configuration has to be
created for a group and country, then the employees who are assigned to the specific group
and country can select their choice of expense types from the Expense helper pane.
 In case the expense type is deleted from the system, then the expense type will not appear in
the expense types list even if the car configuration was created.

Policies within Expense Admin:

Its mandatory to have expense types active so that the expense type to appear on the page.
Then only the car configuration can be created for the group and this group must
be assigned to a policy with the mileage expense type.

How to Calculate Mileage Using Google Maps

Google Maps are interlinked with expense process which allow users to enter mileage
expenses using the Google Maps interface. Note the following about this feature:
• Allows user to select start and end points, and also way points in between, for
each mileage expense.
• Google Maps route calculator can be used for defining start, end and way points if
the administrator imposes this rule.
• A most Recently Used list gets created and stored for the locations repeatedly entered
by the user. This list can be also accessed by the user for upcoming rides.
• The distance can be modified on the Mileage expense entry by the user.
• User has a facility to choose locations from the listed locations else can
enter Company locations.
• Audit rules can recognize when the mileage has been edited to exceed
the calculated amount. It also helps to check whether the commute distance has been
deducted.
• The Google Maps integration feature can be activated as per car configuration.
Setting Initial Distance:
 The Initial Distance field represents the odometer reading for the employee's
car that is the accumulated distance within the reporting period, or the point when
the employee begins using Expense, depending on the car and rate type,
variable or fixed.
 Correct information should be captured to ensure so that the correct rate is applied
to the employee's car expense. The rates vary based on miles or kilometers.
 When the user clicks on the New button on the Company Car Registration page in
the Profile, an Initial Distance field may display for first-time registration
of a car either for personal or company car.

Car Registration
The employee can register their car by using the Personal Car or Company Car
link in Profile. User Administration page can be used by the Employee's user
administrator to register a car on behalf of the employee under their administration.

 The Personal Car link appears only when the Personal Car One Rate configuration
type has been created. Also, the country to which the employee is assigned.
 Company Car link will appear only if there is a Company Car Configuration set
up for the group and country to which the employee belongs. This is regardless of the
type of company car configuration.

Car Registration form

Car Registration form appears as per the image shown, when user selects it.
To register a car in Profile, the employee needs to fill required fields:

 User needs to fill details like engine size, car type, and emission
value depending on the car configuration criteria.
 It varies depending upon the form that is selected.
 Fill the distance traveled during the current period if mileage expenses were incurred
and even reimbursed before registering the car.
 If its first time Expense provide initial distance information and if the employee has
incurred reimbursable mileage expenses for the present time duration.
 Other additional fields if configured for the form.

Preferred Car

 User has an option to select one personal and one company car as
their Preferred Car.
  Preferred Car can be selected by clicking on the check box on the car
registration form.

 Whenever the user wants to create a Mileage expense entry, the preferred selected
car option will come as default vehicle.

How to Create Car Expenses & Calculate

Mileage.

When the user creates a car expense, the appropriate fields are displayed based on the
configuration to ensure that the user enters the correct information. For example, the From
Location and To Location fields and Mileage.
How to Calculate Mileage using Google Maps

To calculate mileage using Google Maps, administrators can set Car configurations.
While using this option, one of two actions appears when entering car mileage:

• In case if the Mileage Calculator link pops up, it can be used to select the From
Location and To Location fields

• In case the Mileage Calculator window appears, the user is not allowed to use the From
Location and To Location fields, compilling mileage entries to be calculated using the
calculator.

On finishing, the user needs to click Add Mileage to Expense and the values will get
transferred to the expense entry:

To access Car Config and Variable Rate

Configuration - Step 1
Below are the steps :

1. Click Administration > Expense.

2. Click Car Configuration (left menu) to access Car Configuration page.

Variable Rate Configuration

Follow the below steps Variable for creating Rates Configuration:

Step 1 - On the Car Configuration page, click New. The General step will display of the
Car Configuration wizard.

Variable Rate Configuration- ( Step 2)

Step 2 : Complete the required fields.

Variable Rate Configuration ( Step 3 & 4)

Step 3 : Click Next to go to the Distance Limits option.

Step 4 : Complete the required fields

Variable Rate Configuration ( Step 5 - 11)

Step 5. Click Next. The Criteria page appears.

Step 6. Click New. The New Car Criteria window appears.

Step 7. Type a criterion, and then click OK. Repeat steps 6-7 till the condition list is
completed.

Step 8. Click Next. The Rates step appears.

Step 9. Click New. A new line appears.

Step 10 . Complete the required fields.

Step 11. Click Done. The Car Configuration page appears.

Topics Covered
Expense – Audit Rules, Expense and Validations
Different Types of Audit Rules

 Custom Audit Rule

 Random Rule
 Validation Rules

Event Triggering in an Audit Rule

Exception in Audit Rules Process
Adding a Exception in Audit Rule
Adding a From Receipt Handling

Audit Rules
Audit Rules in Concur is an important part of expense module as it is used to manage
expenses, to setup a limit or exceptions of various expense types /events and
monitor information entered by expense users, data validation and auditing of selected
expense reports.

Different Types of Audit Rule

There are three types of Audit Rules are available in SAP Concur - Custom, Random &
Validation Rule.

Custom Audit Rule

Custom Audit Rule is useful in monitoring expense information, validation of expense
as per company policy and is triggered by an event.

To create an Audit Rule, conditions, events (Triggers), exceptions and

visibility are required. Custom Audit Rules can apply to Expenses, Expense reports,
Requests, Employees and Attendee.

To add Custom Audit Rule-

Step-1: On the Custom tab, click New.

Step-2: The Audit Rule step window will appear. Fill the required details.

Event Triggering in Audit Rules

Events can be assigned to audit rules, including exception entry save, expense
entry submission, expense allocation save etc. As shown in the image.

Step 3 : Click Next. The conditions step will appear. Complete the required fields, making
selections from the helper pane. Use Insert option to add conditions and Remove to
delete conditions.

Image source: concur.com

User view
User can view the Exception in the Expense Report.

Random Audit Rule

Random Audit Rule is used for Internal auditing purpose of selected expense reports,
either as a percentage or specific number of reports.

Sequential: This audit is based on few number of reports, that users submit (for instance,
10 reports); then every 10th expense report submitted by the selected group is audited. (The
maximum is 999,999).

Percentage: It is based on the chance of a report being audited (let's take an

example of 10%). To sum up, each report submitted by the selected group or groups has a
10% chance of being audited (The maximum is 100%) .

Validation Rule
Validation Rule is used to compare values in expense report fields to a table of
predefined values, imported by the company.

Basic Process of Creating Validation Rules:

 Name of the rule

 Identifies the event that triggers the rule

 Identifies the administrator (group) that can edit the rule

 Identifies the group to which the rule applies

 Defines the conditions using the Validation Rules

 Defines the Validation action

  Selects or creates the appropriate exception

 Defines who sees the exception text

To add a validation rule

Step-1: On the Validation Rule List page, click New, Input required fields.

Step-2: Click Next. The Conditions page will appear.

Step 3 : Click Next. The Actions tab will appear.

To add a validation rule - II

Step-4: If you select a field update action, the Actions page refreshes with additional fields.

Step-5: Click Next. The Exception page will appear.

Choose from an existing exception, or decide to create a new exception by first

choosing from Exception Visibility.

Validation Table Import

Step 1: Creates an import data file, ensuring that it complies with the requirements
of this specification.

Step 2: Moves the import data file to Concur.

Step 3: Concur runs a batch job that imports the data file.

File Naming Conventions : The data file name should be of the format
"EVI_entitycode_yyyymmdd.txt.pgp". The standard name for the Validation Table
Import job is OID Import.

Exceptions in Audit Rule

Exceptions are messages that appear at the report level, entry level, or itemization level to
indicate to the employee, approver, and/or back-office personnel that a rule
has been violated.

Path to access Audit rule: Administration- Expense -Expense Admin - Exception

Exceptions are used in the Audit Rules, Workflows, Receipt Handling, Scan
Configurations.

Exception code, Exception Level and Exception Message are required for
create a new Exception.

Exception Code - A unique one to eight alphanumeric character code that is

assigned to every exception. This code is determined by the client's internal coding system
and can be customized with appropriate exception level and message.
Exception Level - A number assigned to each exception that determines the severity of
a rule.

Exception Message - The text in this field contains message suitable to the audit rule as
per clients requirement.

Exceptions

Exceptions are displayed with a red, yellow, or blue icon, this is called Exception Flag.

Red : Indicates an error that must be resolved before the employee can submit the
expense report .
Yellow : Indicates a warning or a notification; the employee can submit the
expense report

Blue : Indicates that the exception (yellow) has been cleared by the processor.

In the Exceptions step within the Audit Rules tool, Scan Configuration and
the Workflows tool or using the Exceptions tool. Exceptions can be used from the list
already present, modify or add a new exception as per client's specification.

Adding Exceptions from Receipt Handling

Add exceptions from Receipt Handling Scan Configuration.

Add exceptions from Workflow

Add exceptions from Workflow

Please refer to the screenshot on adding exceptions from Workflow.

Topics Covered
 Batch Job
 Batch Job Process Flow
 Retrieve Payment Response Scheme
 Import Extract Monitor
 Import Extract Monitor Process Flow
 Scheduling Jobs
 Running Jobs
 List of Concur Jobs
Concur Batch Jobs Import/Extract Monitor
Overview
Import/Extract Monitor tool act as an integration between Concur and a client's
external systems. Integration part includes below functionalities:

• Import data from an external source like employee information from an HR

database

• Can be used to consolidate and move data to a reporting database which is used
while Analysis/Intelligence
• Extract data for import into a financial system.
A user can perform below actions using Import/Extract Monitor tool:
 To view the import/extract/archive run information(Modification not allowed)
 To upload the import data.
 To download the extract data

How to Access Import/Extract Monitor

  Click on Administration
 Navigate to Company
 Tools
 Click on Import/Extract Monitor

How to view Import Run Details

  Click on the Import/Extract Administrator page, then click on the Imports
tab.

 Click on View in the Run History column for the required job

 Import Run History page appears along with all details.

To view Summary details hit on the Summary

option
Attached picture shows Summary details.

Import Run Summary page display

Import Run Summary page.

(Image Source: SAP Concur Website)

Import Run Details

Steps to upload the file:

 Click on Import tab

 Click the required import, once selected the upload option is available.
 Click on Upload option
 Upload File window appears, choose the desired file location and click on upload.
 Click on upload, once the file is successfully uploaded a confirmation message will appear.

View upload history

View upload history: On the Imports tab, click View in the Upload History column

How to View Extract and Archive Run

Information
  Click on Import/Export Administrator Page
 Click on Scheduled Jobs tab
 View all import, export and archive run information

To View the Extract Run Summary

To View the Extract Run Summary, click View in the Summary column

How to check the output file detailed

information
  Click the expand + symbol button on the left side of the desired run. The row
will expand to display on the output files.

 Click View in the View details column for the required file

Extract Run history page

  Click View in the Summary column:

 Click View in the Run details column to view run details

How to obtain the Extract download

  Click on the Import/Extract Administrator page
 Click on Scheduled job tab.
 Click View for the desired job for example an extract job in the Run history column
 Extract Run history page will appear
 Click the expand + symbol button on the left side of the desired run. The row will
expand to display on the output files.
 Click View in the View details column for the desired file.
 Extract Run history tab will appear-> Click download in the download file column
 Under Download File column, click on Download.

Criteria to Upload Import File

 The upload import file process does not require encryption to be performed on file.
  Import File should be in the specific format and layout.
 Import File must follow a consistent naming convention to get proper archiving
 One or more can be included in a ZIP file.
 Each file must be of the same type in the ZIP folder and ensure it should not be
password protected.
 For importing double byte characters (like Chinese, Japanese) the import file must
be Unicode encoded.

Batch Job Process Flow:

 A batch job is a scheduled background program which often runs on a regular

basis and it does not require user intervention

 Batch jobs are allocated with more memory comparatively more than the jobs in
the foreground
  Batch jobs contains high volume data which consumes long term memory

 Payment batch file web services provides automated solution to the client. It
supports to control their payment batches and collect their batch files.

Image source: concur.com

Topics Covered
 Knowledge on Delegate Configuration
 Knowledge on Actions tracking
 Steps to Add and Delete a Delegate

Overview
When acting as a delegate user, Delegates need to perform some tasks like (preparing,
submitting, etc.) which they are permitted to complete in Concur Expense and Concur
Request while working on behalf of a selected user.

These tasks are applicable for expense reports and cash advance requests in Concur
Expense,

 They can be apply to requests in Concur Request.

 Delegate configurations are applied in employee group configurations in

Expense/ Request.

 A delegate configuration is frequently utilized by one or more employee group

configurations, but each employee group configuration can utilize only one
delegate configuration.

 A User Administrator can assign delegates to users. Users can choose their
own delegates. Regardless of who assigns/picks the delegate, they can allocate the
tasks permitted by the delegate configuration in the delegate's group configuration.
These undertakings (advantages) are identical across all delegates working under
that delegate configuration.

Image source: concur.com

Tracking Delegate Actions – Audit Trail

When a delegate is acting on behalf of another Concur user an audit trail is created,
which tracks all the actions performed. Any changes in field-level after the report or
requests submitted are recorded and displayed.
The following actions are permanently recorded:

 Name of the individual

 Who modified the expense report recently
 Cash advance request
 Request category
 Expense
 Request presented the report
 The time it was submitted
 Who approved the report/request
  The time it was approved

What the User Sees in Profile

If a delegate configuration exists for the employee's group configuration, in Profile:

 The Expense Delegates link appears for Expense users.

 The Request Delegates link appears for Request users.

  The Expense Delegates pages is displayed when the user selects the
Expense Delegates link. If the user selects the Request Delegates link (left
menu), the Request Delegates page is displayed. Regardless, it is similar page

 The selections (checkboxes) displayed on this page are determined by

the delegate configuration

Delegates options

Delegates : is chosen by the admin to add, edit, or delete the delegates who will
work as a delegate for the selected employee.

Delegate For: is utilized by the admin to add, alter(edit), or delete the users for whom the
chosen employee works as a delegate and the assigned tasks.
Add a Delegate:

 On the Delegates page, the user clicks Add. the page expands, providing a search
field.

 When we search for the desired delegate, we get list of delegates.

 The user makes the selection and Save. All additions are saved after the user clicks
Save

Edit & Delete a Delegate

Edit a Delegate :

On the Delegates page, the user can edit and Save. All changes are saved after the user
clicks Save.

Delete a Delegate:

The desired delegate will be deleted by the user. All deletions are saved after
the user confirmation.

Taking a look on Users for Whom the User is a

Delegate
  The point when the user selects the `Delegate For link, the page shows up the
Expense/Request users for whom they are a delegate.

 The checkboxes (read-only) indicate the tasks where delegate can complete for
the designated Expense/Request user.

What the Delegate See

  Once a user has been assigned as a preferred user in user profile upon selecting
on Act on behalf of another user.

 When the delegate selects the name field, the initial view lists the names that the
user has last chosen in this field (upto 30 names total).

 The delegate can search for different names by entering one or more letters of the
person's last name. The name search returns up to 80 outcomes.

Proxy Logon(Delegate)
 The user selects the Ideal user and clicks Start Session
 The Profile menu name turns as Acting as <name> and the single user icon
becomes a twofold user icon.
Submit or Notify

 Depending on the authorizations given to the delegate, they might possibly be

permitted to submit a report/request after creation.

 If allowed, the Submit Report button appears.

Open Reports
  When the delegate selects Notify Employee option, the frame displays "Ready for
Review" message for the user.

 On the report tile on the Expense Landing page.

 An email notification is sent to the report/request owner indicating that the

report/request is ready for review and submission

 Additionally, creates an audit trail entry.

Mark as Not Reviewed

 The delegate opens the report/request and selects Not Reviewed checkbox.

 When the delegate clicks “Not Complete check box”/Not Reviewed, the system.

 When the delegate clicks Not Complete check box,the system

 To notify the approver the report/request is not ready, Reviewed" icon is

removed from the Approvals page

 Changes the “Not Complete check box” button back to Notify Approver.

 The system does not.

 Review the email notice to the approver nor does it send an updated email to the
approver.
  Add an audit trail entry on the reversal of notification.

Email Notifications

If the delegate is permitted to get the following mails (if allowed)

 Such as Workflow status change notifications

 Email Reminders
 Received notification of Image.
 Card exchanges notice of a new organization
 Send back warnings when the report is submitted by the delegate (cannot be turned off)
 If the delegate is allowed to receive approval emails, they get:

• New report/request pending for approval notifications • Email reminders to the approver

When returning back to work the user selects Done acting for others

Access Delegate Configurations

  Click Administration > Expense > Click Delegate Configurations (left menu)

 On the delegate configuration page, The Add Delegate Configuration page appears.
( click new)

Create a New Delegate Configuration

 On the delegate configuration page, The Add Delegate Configuration page

appears. ( click new)

 The admin can delete a delegate configuration. Upon deletion,configurations are

permanently deleted from the system and all delegates for users who belong to the
groups of deleted configuration will be promptly removed.
  Delete inactive delegates/delegators is selected to remove all records
associated with inactive employees, On the delegate setups page.

Course Summary
In this course, we have learned about SAP Concur Modules that are essential part of
Expense Administration:
 Company Cost Center and Project Task Mapping
 Cost Center Integration
 Expense Module Process flow -I
 Expense Module Process flow - II
 Workflow Actions and Notification mails -I
 Workflow Actions and Notification mails -II
 Email reminders
 Printed Forms
 Expense Car configuration and rules
 Audit Rules, Exceptions and validations
 Concur Batch Jobs, Import / Extract Monitor
 Delegation Configuration