Managing the Default Payment Type

Objective

After completing this lesson, you will be able to manage the default payment type.

System Payment Type

Set up a default Payment Type name when a user creates a new expense report.

You can also:

  • Rename the payment type for reimbursement to the employee.
  • Activate or deactivate the company paid payment type.
  • Set the default payment type for users in Concur Expense.
  • Rename reimbursements to employees. For example, Cash, Out-of-Pocket, Due to Employee.

How to Rename Out-of-Pocket Payment Type

Follow these steps to rename the Out-of-Pocket expense type. 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 Payment Types page, under the System Payment Types section, next to the Out-of-Pocket default payment type, select Rename link under the Actions column.

    The image shows a screenshot of a user interface titled System Payment Types. Below the title, there is a dropdown menu labeled Default Payment Type for New Expenses with Out-of-Pocket selected. The table below the dropdown menu has the following columns: Program Name, Posting Currency, Status, Edit, and Actions. The table contains three rows with the following details: 1. Program Name, Posting Currency, Status, Edit, Actions, Rename (highlighted in yellow). 2. Program Name, Posting Currency, Status, Active, Edit, Actions. 3. Program Name, Posting Currency, Status, Edit, Actions.

  2. Enter the new name for the payment type.

    The image shows a screenshot with a dialog box titled Rename Out-of-Pocket. The dialog box contains a text field labeled Rename the Out-of-Pocket Payment Type with a red asterisk indicating it is a required field. The text field contains the word Cash, which is highlighted. Below the text field, there is a character count displaying 4/64. At the bottom of the dialog box, there are two buttons: a Cancel button on the left and a Rename button on the right.

  3. Select Rename.

    The image shows a screenshot with a dialog box titled Rename Out-of-Pocket. The dialog box contains a text field labeled Rename the Out-of-Pocket Payment Type with a red asterisk indicating it is a required field. The text field contains the word Cash. Below the text field, there is a character count displaying 4/64. At the bottom of the dialog box, there are two buttons: a Cancel button on the left and a Rename button on the right. The Rename button is highlighted in yellow.

Result

How to Set Up a Default Payment Type

You can specify a default payment type for all non-corporate card expenses.

Default payment types for expenses are:

Company Paid

This is a payment type used to capture non-corporate card activity or purchases on a Centrally Billed Travel Card or Ghost Card. This can be deactivated if your company does not want it to be available as an option for payment types.

Pending Card Transaction

This is a payment type used as a placeholder until a user’s corporate card charge is matched or updated in their Available Expenses area.

Out-of-Pocket

This payment type is used to indicate that the employee is owed for an expense line item in an expense report.

Follow these steps to set up a default payment type. 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 Payment Types page, under the System Payment Types section, select the appropriate payment type under the Default Payment Type drop-down menu.

    The image shows a screenshot of a Payment Types management interface. The interface allows users to add or manage credit card programs to import charges from a bank so employees can see and expense them. The section titled System Payment Types lists different payment types with columns for Posting Currency, Status, Edit, and Actions. A dropdown menu is open, showing options for Company Paid, Out of Pocket, and Pending Card Transaction. The Out of Pocket option is selected. The Actions column includes options to Rename, Edit, or Deactivate the payment types.

  2. Select Save to confirm this change.

    The image shows a screenshot of the Payment Types section in a system settings interface. The section is titled System Payment Types and includes a dropdown menu labeled Default Payment Type for New Expenses with the option Pending Card Transaction selected. Next to the dropdown menu is a Save button highlighted in yellow. Below this, there is a table with columns for Program Name, Posting Currency, Status, Edit, and Actions. The Out of Pocket and Pending Card Transaction entries are marked as Active with an option to Rename for Out of Pocket. The Company Paid entry is marked as Active with options to Edit and Deactivate.

Result

How to Deactivate a System Payment Type

Follow these steps to deactivate a system payment type. 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 Payment Types page, under the System Payment Types section, under the Actions column select Deactivate corresponding to the system payment type you wish to deactivate.

    The image shows a screenshot of the Payment Types section in a system settings interface. The section is titled System Payment Types and includes a dropdown menu labeled Default Payment Type for New Expenses with the option Pending Card Transaction selected. Next to the dropdown menu is a Save button highlighted in yellow. Below this, there is a table with columns for Program Name, Posting Currency, Status, Edit, and Actions. The Out of Pocket and Pending Card Transaction entries are marked as Active with an option to Rename for Out of Pocket. The Company Paid entry is marked as Active with options to Edit and Deactivate. The Deactivate link is highlighted in yellow.

  2. A pop-up message appears. Choose Deactivate to confirm you want to deactivate the payment type selected.

    The image shows a screenshot with a confirmation dialog box with the title Confirm. The message in the dialog box reads, You are about to deactivate Company Paid Payment Type. There are two buttons at the bottom: Cancel on the left and Deactivate on the right. The Deactivate button is highlighted in blue with an orange border.

Result

References

  
Concur Expense: Payment Types Standard EditionConcur Expense: Payment Types Standard Edition

Summary

Thank you for completing this unit.

As we conclude this unit on configuring payment types, we hope you have gained a solid understanding of the fundamental aspects of payment types and their crucial role in managing company card programs effectively. Throughout this unit, we explored various topics, including how to add a corporate card and navigate the system payment types. Also, we covered how to manage the default payment type, rename the out-of-pocket payment type, and set up a default payment type.

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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Learning

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