Introducing Company Travel Setup

Objective

After completing this lesson, you will be able to manage Create New Configuration and Clone Company Configuration Options in Concur Travel.

Introduction to Company Travel Setup

With Company Travel Setup options, administrators can create and configure a new company and its company travel configurations. In Travel System Admin, you can access the different features for Company Travel Setup from the left menu panel.

Screenshot of the Company Travel Configuration page. On the left menu under Company Travel Setup these are the highlighted links: Online Order Form, Company Travel Configuration, Create New Configuration, and Clone Company Configuration.

The company travel configuration determines options in the Travel Wizard, profile synchronization, PNR Finishing templates, and other options. For each company travel configuration, you can associate a different agency configuration.

During Concur Travel Implementation, it is common practice to create a company travel configuration for each country the legal entity is located in.

You can create a new configuration in one of two ways:

  1. Create New Configuration
  2. Clone Company Configuration

Create a New configuration

Screenshot of a Company Travel Configuration page. At the top, there is a form for configuring general company travel information. Below the form is a horizontal process flow, with five numbered steps and icons: 1) Create New Configuration, 2) Enter General Information, 3) Configure Settings, 4) Finishing configuration File, 5) Save.

To create a new configuration from scratch you can select the Create New Configuration option from the left menu panel of the Travel System Admin page. The process is simple and consists of the following steps:

  1. Select Create New Configuration
  2. Enter the general information at the top of the page
  3. Configure the settings by enabling and disabling options as appropriate
  4. Select the Finishing configuration File
  5. Save the new travel configuration

Note

To meet the needs of different travelers, you can create multiple company travel configurations, as needed.

While you can create new configurations from scratch, it is more common to clone an existing configuration when you need to create a new configuration.

Introduction to Cloning an Existing Company Configuration

If you have an existing company travel configuration it is generally more convenient to clone from the existing, rather than creating a new travel configuration.

To clone an existing company travel configuration, select Clone Company Configuration from the left menu panel on the Travel System Admin page. The Load Company Travel Configuration page appears where you can select the configuration you want to clone and adjust the settings for the new configuration.

Screenshot of the Load Company Travel Configuration page. On the left sidebar, under Company Travel Setup , the option Clone Company Configuration is highlighted and shows a dotted line to the highlighted information on the right where you can select the configuration you want to clone and adjust the settings for the new configuration.

The Load Company Travel Configuration page is broken up into the following sections:

  • Source
  • Destination
  • Options
    • General Settings
    • Discounts
    • Rules

Source

In the Source section, there are two fields to complete:

  1. Company
  2. Travel Configuration Name

To enter the company, begin typing the appropriate company name in the Company field and then select an option from the drop-down menu. TheTravel Configuration Name field will display options based on the company entered in the Company field.

Screenshot showing the Load Company Travel Configuration page. The Source section highlights two dropdown fields: Company and Travel Configuration Name. There is a dotted line from the Company field labeled as step 1 to show the field filled out with a company name. There is another dotted line from the Travel Configuration Name labeled as step 2 to show the dropdown with options based on the company entered.

Destination

In the Destination section, there are three fields to complete, one of which is conditional and appears only when you select a specific option in the Travel Configuration Name field drop-down menu. To learn more about the fields in this section, review the following labeled graphic and corresponding table.

The screenshot shows two Destination sections, one above the other. The section on the top highlights the empty Company field labeled as number 1 and has a dotted line to the same field in the section below that shows the company name filled in. The section below highlights the Travel Configuration Name field labeled as number 2 and shows Create new travel configuration selected. There is one more blank field labeled as number 3 that only appears because Create new travel configuration was selected.
FieldDescription
1. CompanyTo select an option from the drop-down menu, begin typing the name.
2. Travel Configuration NameSelect an option from the drop-down menu. You can select an existing Travel Configuration or select Create new travel configuration... if you want to create a new one.
3. Optional Blank FieldThis field appears only when Create new travel configuration... is selected in the Travel Configuration Name field that precedes it.

If you're creating a new travel configuration, enter the name for the new configuration in this field.

Options: General Settings

In the General Settings, you can select the Agency config and enable or disable several settings. Review the following labeled graphic and corresponding table to learn more about each of the settings.

Screenshot shows the Options and General settings sections. The following settings are numbered one through six: Agency config, Copy company modules, Password expiration settings, Copy alternative travel configs, Custom fields, Copy custom messages.
FieldDescription
1. Agency configThere are two options available:
  • Use existing - Use if you will use the agency configuration currently associated with the company site being cloned.
  • Clone existing to - Select this option to select a new agency configuration name.

Note

Regardless of the option you select, the same agency configuration data is copied. You will need to manually change queue and contact information within the new agency configuration.
2. Copy company modulesEnable this checkbox to copy all module management (background) settings. Module management settings are system settings that only SAP Concur can modify.

Note

If you choose to clone module management properties, it clones everything - self-registration codes, etc. This option is best to leave cleared (disabled) if you are cloning a configuration to another site.
3. Password expiration settingsDo not select this checkbox. This is a system setting that only SAP Concur can modify.
4. Copy alternative travel configsEnable to copy Alternate GDS configurations.
5. Custom fieldsEnable to copy User (profile) and Trip (wizard) fields.
6. Copy custom messagesEnable to copy custom text messaging from the site.

Options: Discounts

The Discounts section allows you to enable or disable settings that apply specifically to discounts. Select or uncheck any of the checkboxes in this section to determine which discounts should copy to the new company travel configuration.

Screenshot of the Discounts section showing the following options, the first seven are checked: Copy air discounts, Copy hotel consortium discounts, Non-GDS hotels, Copy car discounts, Copy property-specific hotel discounts, Hubs, and Copy hotel discounts. The Copy Travelfusion Credentials checkbox is unchecked.

Options: Rules

In the Rules section, you can copy rule templates and individual rules. If you do not select the copy option, the site administrator must manually create rules using the Travel Rule Builder.

Screenshot of the Rules section showing two checkboxes: Copy rule templates and Copy rules.

When copying travel classes, be aware that the new default travel class becomes the default for the entire site. For example, if you clone a new Canada configuration from a US site, and there is both a Default travel class and a VIP travel class, the new Canada Default travel class becomes the default for the entire site. Therefore, if you copy travel classes, verify them thoroughly immediately after cloning to ensure they are correctly applied.

Select the Copy Rules checkbox to copy both the travel policies and the policy violation reason codes.

Final Steps

After you adjust all the settings, select Clone to complete the clone process. You will automatically be brought to the newly created configuration. Be sure to scroll to the bottom of the new configuration and select Save .

Note

Adjustments may be needed within the configuration page depending on selections made during the clone process.

You will need to update the following options after cloning a configuration:

  • Websites to search
  • Vendors to exclude
  • Regional Hotel Rates

Summary

  • Create configurations under Company Travel Setup that affect the Travel Wizard, profile sync, finishing templates, and agency associations
  • Create configurations by starting new or cloning; cloning is common for each country’s legal entity
  • Cloning: choose Source and Destination; set General Settings, Discounts, Rules; pick agency config; copy options carefully
  • Avoid copying module management and password expiration; review travel classes to prevent unintended site-wide defaults
  • After cloning, open the new configuration, save, then update websites to search, vendor exclusions, and regional hotel rates

Learning

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