Exploring Statement Reports

Objective

After completing this lesson, you will be able to explain the Company Bill Statements feature of Concur Expense.

Introducing Company Bill Statements (CBS)

The Company Bill Statements (CBS) feature works for customers with purchasing card (P-card) programs. A P-card is a commercial card that allows companies to use the existing credit card infrastructure to make electronic payments for various business expenses like goods and services. The P-card is issued to employees, but the company makes the payments to the card issuer. The card issuer must be paid in full each month.

The CBS feature enhances Concur Expense's functionality and usability by delivering a nearly identical experience within the familiar interface. The key distinction is that the SAP Concur system automatically generates a statement report for P-card transactions, incorporating card transactions from the same period into the report. Consequently, this statement report is treated like a standard expense report.

Caution

We advise against using the P-card for travel expenses. Users are unable to include out-of-pocket and mileage expenses in their statement reports. Instead, these expenses must be recorded in a manually created expense report.

Overview of the Company Bill Statements process flow

When utilizing Purchasing Cards, or P-cards, your company gains enhanced control and visibility through integration with the Company Bill Statement. The processing of Company Bill Statement reports mirrors that of standard expense reports, with an administrator configuring your P-card settings and the report's time frame.

How it operates:

  1. A statement report is generated when the first transaction appears during a specific billing cycle, with subsequent transactions added for the remainder of the period. The initial P-card charge initiates a Company Bill Statement report, which can be found in the Active Reports section.

    If cards have been assigned and used prior to the first generated statement period, transactions must be submitted through the automatically created "container" report.

    The image displays a Manage Expenses screen showing one expense report in the Report Library with a total of $1,340.69, marked as not submitted. The Available Expenses section below shows no expenses and includes buttons to delete, combine expenses, or move items. There is also an option to create a new report.
  2. Throughout the statement period, additional P-card transactions are automatically incorporated into the statement report.The image displays an expense report summary for an Amex P-card with a total of $1,340.69, showing that the report is not submitted and has twelve alerts. The table lists individual expenses with details such as payment type, expense type, vendor, date, and requested amount. Buttons for adding, editing, deleting, and allocating expenses, as well as options to delete or submit the report, are visible at the top.
  3. The charges automatically fill in for specific P-card expense types according to vendor mapping.The image displays an expense report table showing several expenses, each with details such as alert status, receipt, payment type, expense type, and vendor details. The expense type column is highlighted, listing categories like hotel, airfare, and undefined. Buttons for adding, editing, deleting, and allocating expenses appear at the top of the table.
  4. Users are required to verify transactions, update records, and attach receipts. The statement report remains open until the cycle closes or until the acceptable submission period outlined by company guidelines is reached.The image displays an expense report for an Amex P-card with a total of $1,340.69, showing two listed expenses. Each expense includes details such as receipt image, payment type, expense type, vendor, date, and requested amount. The receipts column is highlighted, and buttons for adding, editing, deleting, allocating, deleting the report, and submitting the report are visible at the top.
  5. After the statement closes, the user submits the statement report for approval.The image displays an expense report for an Amex P-card with a total of $1,340.69, showing two expenses from Office Depot. Each entry includes a receipt image, payment type, expense type, vendor details, date, and requested amount. The Submit Report button in the top right corner is highlighted.
  6. The statement report goes through the payment approval process.The image displays a report timeline for an Amex P-card expense report with a total of $1,340.69. The approval flow section shows two steps: manager approval by the approver and approval for processing. Both steps are represented by circles connected by a line.

Summary

  • Company Bill Statements (CBS) automate P-card expense reporting and streamline reconciliation within the SAP Concur interface.
  • CBS generates statement reports by grouping P-card transactions in each billing cycle, mirroring standard expense reporting processes.
  • Users must verify transactions, update records, and attach receipts before submitting the statement report for approval.
  • Out-of-pocket and mileage expenses are excluded from CBS and require separate manual expense reports.
  • Administrators configure P-card settings and statement periods to ensure proper control and compliance.

Learning

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