Configuring a Cash Advance

Objectives

After completing this lesson, you will be able to:
  • Access the Cash Advances configuration.
  • Configure cash advances.

Path to Access the Cash Advances Configuration

How to Access the Cash Advances Configuration

From the Expense Settings page, under the Policy section, select Edit from the Cash Advances tile.

A policy management interface with six sections, each containing an Edit button. The sections are: Expense Approvals, Travel Allowances, Expense Compliance, Cash Advances, Policy Groups. The Edit button for the Cash Advances section is highlighted in yellow.

Configuration of a Cash Advance - Introduction

Before users can utilize cash advances, an administrator must first configure the cash advances settings within Concur Expense. The next section will guide you through the essential steps to set up and manage this configuration.

How to Configure a Cash Advance

Follow these steps to configure a cash advance. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. The Cash Advances page allows you to review cash advance settings for countries/regions within your organization. SAP Concur sets up countries/regions per your organization's request. Choose one of the options available in the dropdown menu of the Accounted for on field to allow users to apply cash advance amounts to one or multiple reports.

    You can choose one of the following options:

    • One Report
    • Multiple Reports
    The Cash Advances section, where users can choose how cash advances are managed. The section includes a table with columns for Country/Region, Accounted for on, and Apply to. The Country/Region is set to US Group. The Accounted for on column has a drop-down menu with options One Report and Multiple Reports, with Multiple Reports currently selected. The Apply to column is set to All Expenses. There is a Save button at the top left of the section.

  2. To identify which expenses the cash advance can be applied to, choose one of the options available in the dropdown menu of the Apply to field.

    You can choose one of the following options:

    • All Expenses
    • Only to expenses in the same currency
    The Cash Advances section. The section includes a table with columns labeled Country/Region, Accounted for on, and Apply to. The Country/Region is set to US Group, and Accounted for on is set to Multiple Reports. The Apply to column has a drop-down menu open, showing two options: All Expenses and Only to expenses in the same currency. The Save button is located at the top left of the table.

  3. Select Save to enable these changes.

    The Cash Advances section. The section header reads Cash Advances with a subheading This is where you choose how Concur manages cash advances. Below is a table with three columns: Country/Region, Accounted for on, and Apply to. The table has one row with the following details: US Group under Country/Region, Multiple Reports under Accounted for on, and Only to expenses in the same currency under Apply to. There is a blue Save button highlighted in yellow at the top left of the table.

  4. Update the Cash Advance Return and the Currency Gain/Loss expense types.

    1. From the Expense Settings page, under the Capturing Spend section, select Edit from the Expense Types for Expenses tile.

      The Settings page in an expense management software. The page is titled Capturing Spend and contains four sections, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Product drop-down in the right corner is set to Expense, and there is a link to View Basic Settings.

    2. Select the Cash Advance Return expense type and input the code to the Default Account Code field. The specific default account code can vary depending on your organization's accounting structure. For this example, we use the account code 105.

      The Manage Expense Types page, divided into two main sections: Your Expense Types (left side) and Edit Details (right side). The Your Expense Types section has various expense types such as Airfare, Breakfast, Business Meals (Attendees), Car Maintenance/Repairs, Car Rental, and Cash Advance Return. Each expense type has a green Active status indicator next to it. The Cash Advance Return expense type is highlighted in yellow. The Edit Details section is selected for the expense type Cash Advance Return and includes details such as Expense Type Name (Cash Advance Return), Default Account Code (105) highlighted in yellow, Category (Cash Advance - Standard), a link to Edit Expense Form Settings, and a section for Alternate Account Code. At the top of the page, there are a Search field, a Status drop-down menu with Active Expense Types selected, and a Category drop-down field with All Category selected.

    3. Repeat the previous step for the Currency Gain/Loss expense type.

      The Manage Expense Types page, divided into two main sections: Your Expense Types (left side) and Edit Details (right side). The Your Expense Types section has various expense types such as Airfare, Breakfast, Business Meals (Attendees), Car Maintenance/Repairs, Car Rental, and Cash Advance Return, Company Car Mileage, and Currency Gain/Loss. . Each expense type has a green Active status indicator next to it. The Currency Gain/Loss expense type is highlighted in yellow. The Edit Details section is selected for the expense type Currency Gain/Loss and includes details such as Expense Type Name (Currency Gain/Loss), Default Account Code (205) highlighted in yellow, Category (Cash Advance - Standard), a link to Edit Expense Form Settings, and a section for Alternate Account Code. At the top of the page, there are a Search field, a Status drop-down menu with Active Expense Types selected, and a Category drop-down field with All Category selected.

    4. Select Save to enable these changes.

      The Manage Expense Types page, divided into two main sections: Your Expense Types (left side) and Edit Details (right side). The Your Expense Types section has various expense types such as Airfare, Breakfast, Business Meals (Attendees), Car Maintenance/Repairs, Car Rental, and Cash Advance Return, Company Car Mileage, and Currency Gain/Loss. . Each expense type has a green Active status indicator next to it. The Edit Details section is selected for the expense type Currency Gain/Loss and includes details such as Expense Type Name (Currency Gain/Loss), Default Account Code (205) highlighted in yellow, Category (Cash Advance - Standard), a link to Edit Expense Form Settings, and a section for Alternate Account Code. The Alternate Account section has three fields: Corporate, Electric, and Solar, with the same description entered for each field: A string of numbers, text, or both. At the top of the page, there are a Search field, a Status drop-down menu with Active Expense Types selected, and a Category drop-down field with All Category selected. At the bottom of the page, on right corner there are two blue buttons, Save, highlighted in yellow, and Reset.

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