Configuring Expense Groups

Objective

After completing this lesson, you will be able to create and manage Expense Groups in Concur Expense Professional Edition

Expense Groups

Expense groups define the configurations that apply to an employee’s expense reports, including Policies, Audit Rules, and Receipt Handling. ​

Before creating an Expense group, you must first set up and activate the relevant policies and payment types. These settings determine which options are available for assignment within the group.​

Create an Expense Group

Review the steps below to learn how to create an expense group.​

Note

You must add the Expense Group name in List Management before creating a new group.

Steps

  1. On the Group Configuration page, select the Expense tab and then select the New button.

    This is an image of a “Group Configurations” page on the Expense tab, showing a table of groups (Global, Canada, Czech Republic, Germany, Poland, United Kingdom, United States) with “Modify” links for Policies, Payment Types, and Attendee Types, and a highlighted “New” button.

  2. Expand the Global folder to select the appropriate group and then select the Done button.

    Image of the Global folder opened, with Mexico (MX) selected.

  3. Complete the following fields:

    1. Enter the Group Name, it is suggested to use the same naming convention as the Group.​

    2. Select the Default Attendee Detail View .​

    3. Select the appropriate Digital Compliance/Region Rules setting. Digital Compliance Rules are governed by country. Groups should be separated to comply with each country standards.​

    4. Select the appropriate For Expense Assistant allow user to opt out or to use setting.​

    5. Select the appropriate Foreign Currency exchange rate ; the typical default is Transaction Date.

    6. From the Cash Advance Configuration section, select the appropriate workflow. If Cash Advance is not utilized, select the None option.

    7. Select the Save button.

    This is an image showing a before-and-after comparison of a “Configuration for Group” form, with empty fields on the left and completed settings on the right, separated by a blue arrow pointing right.

    Note

    Yodlee Credit Cards, XML tax receipts, Utilize Rich Card Data, and Enable Financial Integration are used in specific cases. Use the following table to determine if these features should be turned on for your Groups.
    Field​Description ​Digital Compliance Country/Region Rule​Select the country-specific rule applicable to the handling of receipts in digital format.​Allow users to register Yodlee Credit Cards​

    If you want the users in this group to be able to import personal card charges using Yodlee, select this check box. Select (enable) this check box for each applicable group to ensure that the appropriate payment type is active.​

    Note: This setting can’t be reversed once you have it enabled for your users.​

    Allow user to upload XML tax receipts​If your users work with the Mexico requirements of XML digital CFD format for reimbursable receipts be uploaded and stored for auditing purposes, leave this check box selected (default).​Utilize rich card data for receipt handling​

    Select this check box to activate the feature.​

    ​Concur identifies company card transactions that have rich data and then Concur automatically:​

    • Formats the transaction information into a receipt-like layout​

    • Displays the formatted transaction information to users, approvers, and processors​

    Then, if this Utilize rich card data for receipts handling checkbox is selected, Concur images the formatted transaction information and attaches it to the user’s expense report when the user submits the report.​

Result

The new Expense Group appears on the Expense Groups tab.

Image of the Group Configurations page with the Expense tab selected. The New button is highlighted.

Manage Policies

Next, you need to assign the appropriate Policy to your newly created Expense Group. Review the following steps to learn how to manage Expense Policies for Expense Groups.​

Steps

  1. On the Group Configuration page, select the appropriate Group, and then select Modify in the Policies column.

    Image of Group Configurations webpage showing a table of employee groups (e.g., Canada, Germany, Mexico) with columns for path, policies, payment types, and attendee types, each with “Modify” links.

  2. Select Is Active for Group , and then select Is Default Policy.

    Image of “Configuration for Group: Mexico” screen showing a table of policy names with checkboxes selected for “Is Active for Group,” “Is Default Policy,” and “Is Inheritable,” with Mexico policy options. The Save button is highlighted.

  3. Deselect the Is Active for Group for the Global Expense Policy.

    Screenshot of “Configuration for Group: Mexico” showing a table of policy names with “Is Active for Group” checkboxes; one checkbox is highlighted.

  4. Select the Save button.

    Screenshot of “Configuration for Group: Mexico” showing a table of policy names with “Save” highlighted.

    Note

    You must activate and set a default policy before you can deselect the Global Expense Policy. Also, you can activate multiple policies, but only one can be set as the default.

Result

The policy changes are saved to the Expense Group.

Manage Payment Types

Next, you should assign the appropriate Payment Types to your new Expense Group. Review the following steps to learn how to manage Payment Types for Expense Groups.

Steps

  1. On the Group Configuration page, select the appropriate Group, and then select Modify in the Payment Types column.

    Image of the Group Configurations page showing an Employee tab table of groups by Path, with Modify links for Policies, Payment Types, and Attendee Types.

  2. Select Is Active for Group, and then select Is Default Policy. This step is only necessary for Cash/Out of Pocket expenses. Company Cards are assigned at the employee profile level. When you're done, select the Save button.

    An image of the Configuration for Group: Mexico table listing payment types with Is Active and Default columns, and Save button highlighted.

Result

The payment type changes are saved to the Expense Group.

Manage Attendee Types

Next, assign the appropriate Attendee Types to your new Expense Group. Review the following steps to learn how to manage Attendee Types for Expense Groups.

Steps

  1. On the Group Configuration page, select the appropriate Group, and then select Modify in the Attendee Types column.​

    Image of a “Group Configurations” admin table (Employee tab) listing country groups with paths and “Modify” links for policies, payment types, and attendee types.

  2. Select Is Active for Group for the appropriate attendee type. When you’re done, select the Save button. ​

    Image of the “Configuration for Group: Mexico” page showing attendee types with active checkboxes; “Contractor” is checked and the Save button is highlighted.

    Note

    Attendee Types are created from the Attendees expense administration area.

Result

The attendee type changes are saved to the Expense Group.

Summary

  • Set up and activate required policies and payment types before creating an Expense Group.​
  • Create the Expense Group from Group Configuration, and complete key settings like region rules and cash advance workflow.​
  • Assign policies to the group: activate required policies, set one default, then deactivate the Global Expense Policy.​
  • Assign payment types: activate needed options and set a default for cash or out-of-pocket expenses.​
  • Assign attendee types: activate relevant attendee types in the group and save your changes.​

Reference

TopicLink
Group Configurations for ExpenseSAP Help Portal

Learning

SAP FacebookSAP YoutubeSAP LinkedIn