Configuring Cash Advance Reimbursements

Objective

After completing this lesson, you will be able to create cash advance reimbursement methods per country and define the closing schedules for cash advance payment batches.

Cash Advance Reimbursement

If your company uses the cash advance feature, you can also create a Cash Advance Reimbursement. The Reimbursement feature creates a separate batch file containing only the cash advance transactions, and can have its own schedule and accounting information.

How to Create a New Cash Advance Reimbursement

Follow these steps to create a New Cash Advance Reimbursement. 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. To access the settings for reimbursement methods, from the Expense Settings page, under the Reimbursements section, select Edit from the Employee Reimbursements tile.

    The SAP Concur user interface, specifically within the Expense & Invoice Settings section under Administration. At the top left is the SAP Concur logo, and below it is a navigation menu with options like Expense & Invoice Settings and Company. The main section is titled Settings and features an icon of a gear. Below this is a subsection labeled Reimbursements. Within this subsection, there is a box for Employee Reimbursements containing a brief description about setting up employee reimbursements by specifying the combinations of employment, currency, and reimbursement setup that you allow. To the right of the description is a blue Edit button outlined in yellow. The top right of the interface displays options to select the product, with Expense currently chosen, and a link to View Basic Settings.

  2. Select New Cash Advance Reimbursement.

    The SAP Concur user interface in the Employee Reimbursements section under Administration. At the top left is the SAP Concur logo, and below it is a navigation menu with options like Expense & Invoice Settings and Company. The main section is titled Employee Reimbursements with an explanation stating, This is where you specify how you'll pay your users for their expenses. Below this title are three buttons: New Employee Reimbursement, New Cash Advance Reimbursement, and Modify, with the New Employee Reimbursement button highlighted in blue and outlined in yellow. The main content area displays a table with columns labeled Employee Administrator Country/Region, Type, Currency, and Reimbursement Method. The table contains a single row of data with the details: United States, Employee, U.S. Dollar, and Company Check (via Accounts Payable).

  3. Choose the country, currency, and the payment method for the cash advance reimbursement.

    The SAP Concur user interface in the Employee Reimbursements section under Administration. At the top left is the SAP Concur logo, and below it is a navigation menu with options like Expense & Invoice Settings and Company. The main section is titled Employee Reimbursements and includes a brief description stating, This is where you specify how you will pay your users for their expenses. Below this title are two buttons: Save and Cancel. The interface presents a form with three dropdown fields, each accompanied by a question. The first dropdown, labeled Which country/region are you setting the employee payment method for? is set to UNITED STATES. The second dropdown, labeled Which currency do you plan to reimburse these employees with? is set to U.S. Dollar. The third dropdown, labeled Which payment method will you use to reimburse these employees? is set to Company Check (via Accounts Payable). All dropdown fields are highlighted with a yellow border.

  4. Set up the cash advance reimbursement schedule.

    You can choose:

    • On Demand
    • Daily
    • Weekly
    • Every other week
    • Semi-Monthly-Days of the Month
    • Monthly

    The SAP Concur user interface in the Employee Reimbursements section under Administration. At the top left is the SAP Concur logo, and below it is a navigation menu with options like Expense & Invoice Settings and Company. The main section is titled Employee Reimbursements and includes a brief description stating, This is where you specify how you will pay your users for their expenses. Below this title are two buttons: Save and Cancel. The interface presents a form with three dropdown fields, each accompanied by a question. The first dropdown, labeled Which country/region are you setting the employee payment method for? is set to UNITED STATES. The second dropdown, labeled Which currency do you plan to reimburse these employees with? is set to U.S. Dollar. The third dropdown, labeled Which payment method will you use to reimburse these employees? is set to Company Check (via Accounts Payable). Below these fields are two tabs: Schedule and Accounting, with the Schedule tab selected. Under the Schedule tab, there is a section that explains how to set a schedule for employee reimbursements. It includes options for scheduling frequency, such as daily, weekly, bi-weekly, monthly, quarterly, and other custom periods. There are also fields to specify the day of the week or month for the reimbursements. The selected options in this section are not visible in the image.

  5. Enter the accounting information for the cash advance reimbursement batch: Liability Account Code and Cash Account Code.

    The SAP Concur user interface in the Employee Reimbursements section under Administration. At the top left is the SAP Concur logo, and below it is a navigation menu with options like Expense & Invoice Settings and Company. The main section is titled Employee Reimbursements and includes a brief description stating, This is where you specify how you will pay your users for their expenses. Below this title are two buttons: Save and Cancel. The interface presents a form with three dropdown fields, each accompanied by a question. The first dropdown, labeled Which country/region are you setting the employee payment method for? is set to UNITED STATES. The second dropdown, labeled Which currency do you plan to reimburse these employees with? is set to U.S. Dollar. The third dropdown, labeled Which payment method will you use to reimburse these employees? is set to Company Check (via Accounts Payable). Below these fields are two tabs: Schedule and Accounting, with the Accounting tab selected. Under the Accounting tab, there are two fields: Liability Account Code and Cash Account Code. The Liability Account Code is set to L01, and the Cash Account Code is set to C01. To the right of these fields, there is a brief description stating, We use this information to populate field values in your accounting file.

    Liability Account Code - is used to track the liability associated with cash advances. When an employee receives a cash advance, it is recorded as a liability because the company expects the employee to spend the advance on business expenses and return the unspent amount. This code ensures that all cash advances are properly accounted for in your company's financial records as a liability until the expenses are reconciled.

    Cash Account Code - is used to track the actual cash disbursed to employees for their cash advances. It represents the outflow of cash from your company's accounts when an advance is issued. This code is essential for maintaining accurate records of the cash flow related to cash advances.

    Note

    These account codes are used to automatically populate the relevant fields in the accounting file generated by SAP Concur. By mapping these codes, Concur Expense seamlessly integrates with your company's General Ledger (G/L) and financial systems, facilitating the reconciliation of cash advances and other expenses.

  6. Select Save to enable these changes.

    The SAP Concur user interface in the Employee Reimbursements section under Administration. At the top left is the SAP Concur logo, and below it is a navigation menu with options like Expense & Invoice Settings and Company. The main section is titled Employee Reimbursements and includes a brief description stating, This is where you specify how you will pay your users for their expenses. Below this title are two buttons: Save (highlighted in yellow) and Cancel. The interface presents a form with three dropdown fields, each accompanied by a question. The first dropdown, labeled Which country/region are you setting the employee payment method for? is set to UNITED STATES. The second dropdown, labeled Which currency do you plan to reimburse these employees with? is set to U.S. Dollar. The third dropdown, labeled Which payment method will you use to reimburse these employees? is set to Company Check (via Accounts Payable). Below these fields are two tabs: Schedule and Accounting, with the Accounting tab selected. Under the Accounting tab, there are two fields: Liability Account Code and Cash Account Code. The Liability Account Code is set to L01, and the Cash Account Code is set to C01. To the right of these fields, there is a brief description stating, We use this information to populate field values in your accounting file.

Result

References

  
Concur Expense Standard Edition Administration Guides - Cash AdvancesConcur Expense Standard Edition Administration Guides - Cash Advances

Summary

Thank you for completing this unit!

Throughout the lessons, you have gained a solid understanding on how to manage cash advances in Concur Expense. This unit provided a detailed overview of cash advances, including configuration and activation steps, as well as how to set up cash advance reimbursements.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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