Updating Users

Objective

After completing this lesson, you will be able to define user profiles to reimburse users through Expense Pay.

Reimbursement Method

The last step in configuring Expense Pay is to make sure your user profiles are correct. Every user in your site has a Reimbursement Method field associated with their profile. This field indicates how that user is reimbursed for their expenses and allows you to reimburse different users through different means. Possible values for this field are Company Check (via Accounts Payable), Other Reimbursement Methods, and Expense Pay By Concur.

Each user that is to be reimbursed through Expense Pay must have this value set to Expense Pay By Concur before going live with the service. This value can be set through the user interface or the employee import.

Note

Setting this value gives the user the ability to add their bank information to their profile.

Updating through the User Interface

If you only have a few of users to be created or updated, you can use the user interface to set this value.

Steps

  1. Navigate to the User Accounts tool.

    The path to access Expense Settings is displayed.

    From the SAP Concur home page, select Home→Expense Settings.

    Note

    This menu option displays Expense & Invoice Settings if your company also uses Concur Invoice.

  2. Open the User Accounts tool.

    Select the Edit button to set up and manage user permissions.

    Select the Edit button from the User Accounts tile.

  3. Create a New User or Open an Existing User Profile.

    Select the Add Users button to add users manually or from a spreadsheet.

    To add a new user, select Add Users→Manually.

    To edit an existing user, search for their profile and select their Last Name from the list.

  4. Set the Correct Reimbursement Method.

    Select the appropriate expense reimbursement method for a user.

    The Reimbursement Method field is located on the lower portion of the employee's profile, in the Products area on the Expense tab.

    • For a new user, complete all the required fields, including the Reimbursement Method.
    • For an existing user, update the Reimbursement Method field.

  5. Save the Profile.

    Select Save to save the changes for a user profile.

    Select the Save button, either at the bottom or top of the screen.

Result

The user receives their expense reimbursements through Expense Pay. They will be prompted to add their bank information to their profile when they attempt their next expense report.

Your user training materials must include details on how they add their banking information.

Updating with the Employee Import

If you have a lot of users to be created or updated, using the employee import is a more efficient option for setting this value.

Steps

  1. Navigate to the User Accounts tool.

    The path to access Expense Settings page is displayed.

    From the SAP Concur home page, select Administration→Expense Settings.

    Note

    This menu option displays Expense & Invoice Settings if your company also uses Concur Invoice.

  2. Open the User Accounts tool.

    Select the Edit button to set up and manage users permissions.

    Select the Edit button from the User Accounts tile.

  3. Access the Employee Import Template.

    Select the Add Users button to add users manually or from a spreadsheet.

    Select Add Users→From Spreadsheet.

    The Import Users dialog appears.

  4. Download and Open the Employee Import Template.

    Select the Export button to download a list of current users.

    Select the Export button from the Export tile.

    An Excel file downloads to your computer.

    Open the Excel file.

  5. Populate and Save the Import File.

    The Reimbursement Method for different users is displayed.

    Note

    If you have already created user profiles on your site, their information is included in the file.

    For new users, populate the file with the details for each employee. The columns with blue values in row two are required.

    For all users, the column PmtMethodCode is used to set the user's Reimbursement Method. Use the dropdown to select Expense Pay By Concur to indicate that a user will be reimbursed through Expense Pay.

    Define the correct value for each user.

    Save the file.

  6. Upload the File.

    Select the Import button to upload a list of users.

    On the Manage Users via a Spreadsheet page, use the Import button in the Import tile to select and import your completed file.

Result

The file loads automatically, updating and creating user profiles as needed. It is a good practice to store this file in a secure location for your records.

The users in your file receive their expense reimbursements through Expense Pay. They will be prompted to add their bank information to their profile when they attempt their next expense report. (If you have the data available, you can use columns V through AI to import user banking information.)

Your user training materials must include details on how they add their banking information.

Everything has been configured to start processing reimbursements. Next, we'll learn how to monitor your batch activity, once you are active on the application.

Learning
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