Activating Expense Types

Objective

After completing this lesson, you will be able to configure a new expense type.

Expense Types Overview

The Expense Types section is where you configure the different types of invoices that users can submit for payment to cover the business expenses incurred through vendor invoices. The global template includes many essential invoice types for each country.

You are not limited in the number of invoice types you can set up in the system.

When renaming an expense type, it is highly recommended to use a name similar to the original. Some invoice types—for example, Goods or Services—may have built-in functionality, such as coding assistance or workflow triggers. For invoice types that are no longer needed, it is recommended to rename them in a way that clearly indicates they are inactive, such as "zNotUsed."

A user’s access to invoice types depends on the policy assigned for a given invoice submission.

Expense Types page displaying a searchable, scrollable list of expense types and their associated spend categories. Most spend categories are labeled as Other. Options to create, modify, or remove expense types are shown at the top.

Create an Expense Type

To create a new expense type:

Steps

  1. Navigate to Administration > Invoice > Expense Types, and then select New.

    SAP Concur Expense Types screen showing a list of expense types and their spend categories. The New button is highlighted, along with the Expense Types menu option on the left sidebar.

  2. In the General step of the New Expense Type wizard, enter the appropriate values and then select Next.​

    SAP Concur screen for creating a new expense type, with fields for Name and Spend Category highlighted, and the Review button emphasized in the bottom right corner.

  3. In the Policies step, select the policies that use this expense type, and then enter the appropriate values. After you select the policy, select Next.​

    SAP Concur screen for creating a new expense type, showing a list of policy names with checkboxes enabled, and the Next button highlighted in the bottom right corner.

  4. In the Attendees step, each selected policy includes a set of check boxes for setting the appropriate attendee-related functions. Note: This step is reserved for Expense Admin. Select Done.​

    SAP Concur screen for creating a new expense type, displaying attendee options for each policy in a table format. The Done button is highlighted in the bottom right corner.

Activate and Modify an Expense Type

To activate and modify an expense type:​

Steps

  1. Navigate to Invoice Admin > Expense Types.​ Select the expense type to be activated, and then select Modify.​

    SAP Concur Expense Types screen with the Modify button highlighted and the 5403-Contract Services expense type selected on the list.

  2. Confirm the general information and select Next.​

    SAP Concur screen for modifying expense type 5403-Contract Services, showing editable fields for Name and Spend Category, with the Next button highlighted.

  3. Configure the expense type. The Policies step is what activates the expense type for users. Note: You must have the unrestricted Invoice Configuration access to modify Policies and Forms and Fields.​ Select Next.

    SAP Concur screen for modifying the 5403-Contract Services expense type, showing two checked policy names and the Next button highlighted in the bottom right corner.

  4. Select Done from the Attendees page.

    SAP Concur screen for modifying expense type 5403-Contract Services, displaying attendee options for each policy with no boxes checked, and the Done button highlighted in the bottom right corner.

Learning

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