Managing the Accounting Page

Objective

After completing this lesson, you will be able to manage the Accounting page.

How to Enter or Select Company's Accounting Software

Follow these steps to enter or select your company's accounting software. We 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 to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Accounting page, select your company's industry.

    The image shows a screenshot of a page titled Accounting with a subtitle that reads, Tell us about your company and we'll customize Concur to work best for you. Below this, there is a section labeled Select your company's industry highlighted in yellow. A dropdown menu is open, displaying various industry options. A blue Save button is located above the dropdown menu.

  2. Select the appropriate accounting software from the list.

    Select Other if your company is not using any software listed. Then, enter the name in the text field.

    If no accounting software is used, select Other. Then, enter None in the name field.

    Caution

    For many customers, a key benefit of moving to SAP Concur is more efficient accounting data entry into their Accounts Payable (AP) or General Ledger (G/L) system. Selecting the correct accounting software helps streamline the process.

    The image shows a screenshot of an accounting setup page in Concur Expense. The page title is Accounting with a subtitle that reads, Tell us about your company and we'll customize Concur to work best for you. There are two dropdown menus. The first dropdown menu is labeled Select your company's industry and has Food selected. The second dropdown menu is labeled Select your accounting software (highlighted in yellow) and has SAP B1 selected. There is a blue Save button at the top of the page.

  3. Select Save to enable the changes.

    The image shows a screenshot of an Accounting setup page for Concur Expense. The page prompts the user to provide information about their company to customize Concur. There are two dropdown menus: one for selecting the company's industry, which is set to Food, and another for selecting the accounting software, which is set to PeopleSoft. A blue Save button with a yellow outline is located at the top left of the section.

Result

Introduction Manage Alternate Account Codes

If your company is using alternate Account Codes, knowing how to configure them is essential.

Caution

If your company wants to use Multi-level Lists for the same data fields used in Alternate Account Codes, first set up the Multi-level Lists and then the Alternate Account Codes. Doing it in the reverse order causes the Alternate Account Codes to be deleted and must be recreated.

How to Manage Alternate Account Codes

Follow these steps to turn on alternate account codes. We 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 to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Accounting page, make a selection for For Expense, does your business post expenses to alternate account codes based on information about your employees or the expenses they incur? You can choose between We have alternate account codes and We do not have alternate account codes.

    The image shows a screenshot of an Accounting setup page. The page prompts the user to provide information about their company to customize Concur. There are three dropdown menus: Select your company's industry (Nonprofit Institutions), Select your accounting software, and For Expense, does your business post expenses to alternate account codes based on information about your employees or the expenses they incur? (highlighted in yellow), with two options available for selection: We have alternate account codes and We do not have alternate account codes. At the top of the form, there is a blue Save button.

  2. Select Save to enable the change.

    The image shows a screenshot of an Accounting setup page. The page prompts the user to provide information about their company to customize Concur. There are three dropdown menus: Select your company's industry (Nonprofit Institutions), Select your accounting software, and For Expense, does your business post expenses to alternate account codes based on information about your employees or the expenses they incur? (We have alternate account codes). At the top of the form, there is a blue Save button highlighted in yellow.

  3. Select Edit on Custom Fields in the Capturing Spend section of the Expense Settings page.

    The image shows a screenshot of the Settings interface, with Capturing Spend section. There are four main options, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Edit button under the Custom Fields section is highlighted in yellow. The Product selected is Expense

  4. Select Switch to Advanced View.

    The image shows a screenshot of the Custom Fields section in Concur Expense. The page allows users to add custom fields to forms, which are shared across all products. There is a button labeled Add a Custom Field and a search bar at the top. The page displays two tabs: Custom Fields and Fields We Track. Under the Custom Fields tab, there are three fields listed: Project, Level 1: Division, Level 2: Company, and Level 3: Department. Each field has a type and options to manage list items or delete the field. There is also a Switch to Advanced View link highlighted in yellow and a Save button.

  5. Select the checkbox Drives Alternate Expense Account Codes to enable alternate account codes for custom fields that require them. Selecting the account code checkbox identifies the cost tracking field that controls the type of G/L account that can change.

    The image shows a screenshot of a software interface displaying custom fields configuration. The interface has two tabs: Custom Fields and Fields We Track. The Custom Fields tab is active. There are columns for Name, Type, Manage, Visibility on Forms, Invoice Copy-Down, Drives Alternate Expense Account Codes, and Delete.

  6. A warning message appears if the alternate code uses a custom field part of a multi-level list.

    In this example, we have enabled Division for alternate account codes.

    Caution

    You can include up to ten items per custom field.
    The image shows a screenshot of a software interface displaying a Custom Fields section. A warning message is shown at the top. Below the warning, there are options to add a custom field and manage existing fields. The fields listed include Project and Level 1: Division, with options to manage list items, visibility on forms, and invoice copy-down. There is also a toggle switch to drive alternate expense account codes.

  7. Select Save to enable these changes.

    The image shows a screenshot of the Custom Fields section in Concur Expense. The page allows users to add and manage custom fields for forms. There are two tabs: Custom Fields and Fields We Track. The Custom Fields tab is selected. The page shows a list of custom fields with columns for Name, Type, Manage, Visibility on Forms, Invoice Copy-Down, and Drives Alternate Expense Account Codes. Two custom fields are listed. There are options to manage list items and visibility for each field. A Save button is highlighted in yellow on the right side of the page.

  8. Select Edit on Expense Types for Expenses in the Capturing Spend section of the Expense Settings page.

    The image shows a screenshot of the Settings interface, with Capturing Spend section. There are four main options, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Edit button under the Expense Types for Expenses is highlighted in yellow. The Product selected is Expense

  9. Choose an expense type and enter the alternate account codes for the custom field selected.

    The image shows a user interface for managing expense types and setting policy groups, activation, and limits. On the left side, there is a list of expense types, with Airfare highlighted in yellow. Each expense type is marked as Active. On the right side, there are details for editing the Airfare expense type: Expense Type Name, Default Account Code, Category, Edit Expense Form Settings link. Under the link an Alternate Account Code sections displays three fields: Corporate, Electric, and Solar.

    When all the fields are configured, the cost tracking field appears on a new expense report as a dropdown menu selection. Depending on the user's choice, the expenses are charged to a different account/GL code.

    The image shows a screenshot of a New Expense form on the SAP Concur expense report. The form is divided into two main sections: Details and Receipt. In the Details section, the following fields are visible: Expense Type, Transaction Date, Merchant, Amount, Currency, Payment Type, Location, Expense Description, Tax. A drop-down menu labeled Division (highlighted in yellow) shows these options: Corporate, Electric, and Solar. The Receipt section on he right side has a placeholder for uploading a receipt, with the text Click to upload or drag and drop files here to attach a receipt. At the top right, there are buttons for Save Expenses, and Save & Create New.

Result

References

TitleLink
Concur Expense: Accounting Setup Guide Standard EditionConcur Expense: Accounting Setup Guide Standard Edition

Summary

Thank you for completing this unit.

This learning unit has provided comprehensive instructions on configuring the accounting page in SAP Concur. The knowledge you have acquired enables you to fine-tune SAP Concur's settings to align seamlessly with your company's unique needs, industry standards, and accounting practices. Throughout this unit, you have learned how to enter your company's information, select, or integrate your company's accounting software, manage alternate account codes, and ensure that users accurately select General Ledger (G/L) codes.

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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