The Online Order Form in Concur Travel is a centralized tool for managing client profiles and initiating travel billing requests (unless it's a No Cost/No PM option handled by the ROS team). It's the primary method for creating new client profiles and submitting change requests for existing clients, such as updating feature options like Single Sign-On (SSO).
Specifically, use the Online Order Form to:
- Create new Professional or Standard Travel clients
- Request a new Tier 2/Fulfillment TMC
- Modify existing Professional or Standard Travel clients
- Update feature options
- Request a SAP Concur project manager
- Upgrade a Standard Travel client configuration to Professional Travel
- Add a configuration to an existing Professional or Standard site
- Alert Concur that a customer is switching fulfillment TMCs (for both incoming and outgoing agencies)
- Deactivate a client configuration
Mastering the Online Order Form is crucial for travel administration to maintain up-to-date client information and manage travel-related services effectively. In this lesson, you will learn how to access, create, and manage these forms, ensuring accurate and streamlined travel booking process.
To access the Online Order Form in Travel System Admin, select Online Order Form from the left menu panel under Company Travel Setup.
Caution
When you access the form, required data fields will appear that allow you to define the type of order. There are three fields that appear: Order Type, Submitted by, and Email . The system pre-populates the Submitted by and Email fields with the name associated with your login ID. Ensure the values in these fields match your SAP Concur Support Portal ID. Upon form submission, the system generates an email containing all entered information and sends it to email address specified.
The following options are available in the drop-down menu for Order Type:
- New Professional Client
- New Standard Client
- Modify an Existing Client
Note
After selecting the Order Type, the form displays fields grouped into the following sections for order completion:
- Company Information
- Company Headquarters Information
- Main Contact
- Reseller Contacts
- Customer Contacts
- Feature Options
Now we'll dive into each section to learn more about each field and how to populate them.
Company Information
In the Company Information section, every field is required. To learn more about each of the fields and how to populate them, review the following image and corresponding table.
| Field | Description |
|---|---|
| Agency Booking Config | Required You may create a new one from the form by clicking Create New Agency Config. |
| Initial Travel Config | Required Indicate whether billing will be sent to the agency or directly to the customer. |
| Legal Company Name | Required |
| Company Domain | Required This must be a unique client domain within the Concur Travel database. |
| Internet Domain | Required This is typically the same as the Company domain |
| Additional fields in the Company Information section | Required; complete as appropriate. |
| Total Travel Transactions | Required This information is used to forecast your contractual commitments and to scope needed resources. Note This count should include all air, rail, hotel-only, and car-only transaction - both online and offline. This count should be based on a 12-month forecast. |
| Estimated Launch Date | Required This field will pre-populate the date that you submit the form. Change it to the date the customer is expected to go live. Caution Best practice is to submit the form with at least 60-day notice prior to the expected go-live date. The exception is for the No Cost/ No PM assigned option, where a site must be implemented within 60 days. |
| Active Flag | Required This will default to Active and should be left as Active to administer the site. |
Company Headquarters Information
In the Company Headquarters Information section, every field is required. Complete each field with the appropriate information for the company headquarters.
Main Contact and Reseller Contacts
In the Main Contact and Reseller Contacts sections, all fields are required. Populate the fields as appropriate for each contact.
Customer Contacts
In the Customer Contacts section, you can provide primary and alternate contact information. Complete the fields as appropriate. This section is optional.
Feature Options
These additional items can be ordered via the Online Order Form. The "for fee" items are designated by $$$. If any of these items are selected, they will be billed according to your contract for additional services, and a project manager will be assigned to assist with your request and implementation.
Note
To learn more about each of the feature options in this section, review the following graphic and corresponding table.
| Field | Description |
|---|---|
| Single Sign-on | Select as appropriate |
| Travel Profile API | Select as appropriate Caution Submitting this request will begin a discussion nd process since this is not a feature we can automate. Travel Profile API offers enhanced token-based security, data validation, and additional highly requested data, such as extended support for rail preferences, arranger information, etc. It also offers crucial information needed for integrating with Compleat, such as travel configuration ID. TMCs will be contacted within 72 hours when this feature is requested. |
| No Cost/No PM assigned/Launch in 60 Days | This setting is enabled by default. Enable this checkbox to accept a no cost implementation whereby SAP Concur waives the standard implementation set fee and no SAP Concur project manager is assigned. To qualify for this no cost implementation, the customer is required to submit a transaction in the production system within 60 days of the order submission. Failure to submit a transaction in the production system within this 60-day period will result in SAP Concur charging you the standard implementation setiup fee, as set forth in your agreement with SAP Concur, for this customer. If an SAP Concur project manager is required after selecting this box, please submit an email request to concurtravelsetup@concur.com. If you do so, the agency will be charged the standard implementation setup fee, as set forth in the agreement with SAP Concur, and then a SAP Concur project manager will be assigned. Caution If you require a SAP Concur project manager, please uncheck this checkbox so a project manager will be assigned to assist. To reiterate - a No cost/No PM project will not have a project manager and any questions will be handled by Support cases only. Note This option is not available for agency conversions. |
| Third Party Meeting Integration | For Professional Travel only; not available for Standard Travel These providers have a one-time fee to integrate with Concur Travel, per customer site. When the 3rd Party Meeting Integration checkbox is selected, these fields appear:
 |
| GDS/PCC Conversion (no agency change) $$$ | This checkbox appears only when you select Modify Existing client / Agency conversion - Incoming Agency as the Order Type. |
| New GDS (assumes standard finishing) $$$ | The checkbox appears only when one of the following are selected as the Order Type:
|
| Additional Country $$$ | This box appears only when the following are selected:
 If selected, an additional required field displays and requires a country to be selected from the drop-down list.  |
| New Tier2 for Host Agency $$$ | To be selected if a TMC wants to purchase SAP Concur from Host Agency. |
| Enable Security Keys for an Existing SSO connection | Select as appropriate. |
| Concur Travel Expense Integration | It is very important for each site to determine if they use Concur Expense. If this question is not asked during the sales cycle but instead is discovered during implementation, SAP Concur may have to deactivate this site to append Travel to the existing Expense site. |
| Employee HR Feed | For Professional Travel only; not available for Standard Travel. |
| Enable TripLink | This checkbox appears only if one of these is selected and the TMC has the TripLink module enabled:
Note Once the TMC admin checks this box and saves, TripLink is automatically enabled. |
Additional Comments and Save Options
The information you enter in the Additional Comments (include country/region to implement) field is actioned with current turn-around times when using the xls workbook that was emailed to concurtravelsetup@concur.com.
Once you've completed all the fields and checkboxes, you must save to complete the process. You have the following options:
- Save: Returns you to the Create New Configuration page to be completed and assigns the new configuration to the new company
- Save and Clone: Returns you to the Clone Company Configuration page to be completed and assigns the new configuration to the new company
- Cancel: Returns you to the Travel System Admin page
Caution
SAP Concur validates the company domain upon submission. If you receive the "domain in use" error message, an existing SAP Concur configuration is already using that domain. This can occur because the customer has another TMC fulfilling services for another division or country, or an existing but inactive SAP Concur service, such as Standard or Professional Expense, is using the domain.
As noted in the message above, if you feel the domain is correct:
- Select Save in this message box
- Complete the Online Order Form
- At the bottom of the form, select Save
Caution
Upon submission, you will receive a message, stating that we are in receipt of your request and that we will review and respond within 3 business days. You will also receive an automated email with case number. The case will then be vetted and processed with additional communication if necessary or a Project Manager assigned.