Setting Up Your User Profile

Your Concur user profile is the foundation for using the Invoice module effectively. It contains personal details, company information, contact info, and preferences that ensure smooth invoice creation, submission, and approval. Typically, your company's administrator creates your initial profile, and you receive an email with login instructions. Once logged in, complete and customize your profile as outlined below. Keeping your profile up-to-date helps with compliance, notifications, and delegation.

1. On the Concur home page, select the profile icon in the upper-right corner.
2. Select Settings from the dropdown menu.

This opens the Profile Options page, where you can navigate to various sections like Personal Information, Invoice Preferences, and Invoice Delegates.

Your Information Section ensures accurate identification and communication within the system.

1. From Profile Options, select Personal Information.
2. Review and fill in the required fields (marked with a red bar or asterisk), including:
   • Personal Information: First Name, Last Name, Middle Name (if applicable), Preferred Name, Address, City, State/Province, Postal Code, Country/Region.
   • Company Information: Employee ID (usually pre-filled by admin), Job Title, Department, Manager (for approvals).
   • Credit Card Information: Add any company or personal credit cards if your role involves expenses (optional for pure Invoice users, but useful if integrated with Travel and/or Expense module).
   • Contact Information: Phone numbers (work, mobile, home), and Emergency Contact details (name, relationship, phone).
3. Select Save at the bottom of the page.

Some fields may be grayed out and editable only by administrators. Contact your admin if changes are needed. It's crucial to provide accurate details for invoice routing and approvals.

Email verification is essential for receiving notifications, password resets, and invoice-related alerts.

1. In Email Addresses (or under Your Information in Profile Settings), locate your primary email.
2. If not verified, select Verify.
3. Concur will send a verification email. Please check your inbox and copy the code provided.
4. Return to Concur and paste the code to confirm verification.

Customize how you interact with invoices, including notifications and image viewing options.

1. Select Invoice Preferences (under the Invoice Settings section on the left menu).
2. Review and select/deselect the checkboxes for your desired options:
   • Notifications: Enable emails for invoice assignments, approvals, rejections, or reminders (e.g., "Send email when...An invoice is awaiting approval.").
   • Images: Select "Display invoice images in new window" for easier viewing during coding/approving. Also, enable "Automatically display image when opening an invoice" for convenience.
3. Select Save.

Depending on your company's configuration, additional preferences may appear. These settings streamline your workflow by tailoring alerts and displays to your needs.

Delegates can perform tasks on your behalf, such as creating or approving invoices, which is useful during absences.

1. Select Invoice Delegates (under the Invoice Settings section).
2. Select Add Delegate. A search area appears.
3. Type at least the first three letters of the delegate's name, login ID, or email. Select the person from the results.
4. Assign permissions by checking boxes:
   • Can Prepare: Allows the delegate to create and edit invoices for you.
   • Can Submit: Permits submission of your invoices.
   • Can Approve: Lets them approve invoices (if they have the approver permission).
   • Receives Emails: Sends copies of your invoice-related emails to the delegate.
   • Can View Receipts: Grants access to view attached images/receipts.
5. Optionally, set a temporary period by checking "Temporary Delegation" and entering start/end dates.
6. Select Save.

Delegates must have equivalent or higher permissions than you. You can add multiple delegates and edit/remove them anytime. To act as a delegate for someone else, select their name from the Act as Another User dropdown in your profile menu.

• From Profile menu, select Profile Settings to manage details and preferences; keep updated to support smooth invoice processing.
• Complete Your Information: enter required fields, save changes, and contact your administrator for locked fields.
• Verify your primary email to receive notifications, password resets, and invoice alerts; add secondary emails as backups.
• Configure Invoice Preferences: enable notification emails, set reminders, and choose invoice image display options; then save.
• Add Invoice Delegates, assign permissions to prepare, submit, approve, receive emails, or view receipts; set temporary dates if needed.