Navigating the Expense Settings Page

Objective

After completing this lesson, you will be able to navigate the Settings page.

Course Overview and Outline.

Welcome to the Getting Started with Concur Expense Basic Configuration (Standard Edition) course.

This course introduces you to the basic configuration and functionality of Concur Expense (Standard Edition), allowing you to configure or make changes yourself.

We cover the following key units:

  • Navigating the Expense Settings and Help Menu - Understand how to navigate the Expense Settings page and Help Center, online resources, and guides.
  • Configuring User Accounts - Explore how to create and manage user accounts and assign permissions to users.
  • Configuring Custom Fields - Understand how to create and edit custom fields and assign them to expense forms.
  • Configuring Expense Types - Discover how to create and modify expense types.
  • Configuring Expense and Attendee Forms - Explore how to create, customize, and manage expense and attendee forms.
  • Configuring Account Codes - Understand the basics of account codes and how to set up, modify and map them to expense types.
  • Configuring Payment Types - Explore how to configure different payment types and how to add, assign corporate cards to users, and manage card transactions.
  • Configuring Car Mileage - Discover how to set up personal and company car mileage rates.
  • Configuring the Accounting Page - Learn how to customize the accounting page to meet your organization's needs.

By the end of this course, you will be equipped with the knowledge and skills necessary to navigate and manage core and optional configurations of Concur Expense (Standard Edition). You will be capable of making informed decision and implement best practices to streamline your organization's expense management processes.

Let's get started!

Unit Overview

Now that we've introduced the course overview and outline, let's begin with the first unit: Navigating the Expense Settings and Help Menu.

This unit provides instructions to access and navigate the Expense Settings page and Help Menu, and explore the various sections and options available to admins.

After completing this unit, you will be able to:

  • Assign the Can Administer permission.
  • Access and navigate the Settings page.
  • Access and navigate the Help menu.
  • Access references.

Path to Access the Expense Settings Page

As an admin, it's important to understand how to navigate the Settings page to configure and customize the system to meet the needs of your organization.

The Settings page on SAP Concur Expense, Standard Edition is where you can access and configure various settings related to user accounts, custom fields, expense types, payment types, accounting connections, reporting, policy compliance, and reimbursements.

Caution

Because SAP Concur solutions are customizable, some of the settings covered in this course might not be available in your company's configuration.
  • Some features are optional or require an additional purchase.
  • Some features must be enabled by SAP Concur Customer Support before become available for configuration.
  • Some features are dependent of the existence of other settings.
  • Some features cannot be used in with other settings.

To access the Settings page on your SAP Concur Expense account, simply log in and select the Home link. Then, under the Administration menu, select Expense Settings.

The image displays a screenshot from the SAP Concur platform, focusing on the navigation menu. Under Home, the drop-down menu lists options like Home and ADMINISTRATION. Expense Settings is highlighted in the ADMINISTRATION section, with other options available such as Company and Tools. Below this menu, the main interface shows Available Expenses and Expense Reports, both with a count of 0, against a background of ocean waves.

Note

If your company has purchased Concur Invoice in addition to Concur Expense, the settings page displays Expense & Invoice Settings. If you've only purchased Concur Expense, it displays Expense Settings.
The image shows a screenshot of the SAP Concur interface. The Administration dropdown menu is open, displaying various options. Under the Administration section, the Expense & Invoice Settings option is highlighted in yellow. Other options visible in the menu include Company, Localization Tool, Tools, Web Services, and Change Log. The APPLICATIONS section lists Requests, Expense, Invoice, and Analytics. The Home option is also visible at the top of the dropdown menu.

Navigation of the Expense Settings Page

Required Permissions

A settings page for expense management with tabs for Expense, Invoice, Purchase Request, and Reporting. Settings include Expense Delegates, Expense Policy Group, Reimbursement Method, and various permissions. In the Administer section, the checkbox for Can Administer is checked and highlighted.

To access the Expense Settings page, you must have been assigned the Can Administer permission on the Expense tab on the User Account page.

Once on the Settings page, you can see several sections that you can navigate through to manage different aspects of the expense management system. The Expense Settings page makes it easy to see the various parts of Expense that must be configured. From any settings configuration page, you can return to the main settings page by selecting Expense Settings in the upper left corner.

When you navigate to the Product Settings, you see either the View Basic Settings or View Advanced Settings link under the Product dropdown menu. You can toggle between these two views.

Individual settings are grouped under the following headings:

Deployment Toolkit

The images shows a screenshot featuring the Deployment Toolkit section under the Settings page. To the right, there is a dropdown menu labeled Product with Expense selected, and a link to View Basic Settings. Below, there is the section labeled Deployment Toolkit, with an icon of a toolbox. The section provides resources for rolling out SAP Concur to a company. There are two options on the right: Dismiss and Deployment Toolkit.

The Deployment Toolkit section provides resources and tools to help you deploy and configure AP Concur Expense within your organization. It includes guides, templates, and best practices for implementation. You can permanently dismiss this section by selecting Dismiss. After you dismiss the section, you can still access it using the link: Concur Global Learning Services Standard Deployment Toolkit

Access to Concur

The image shows a screenshot with a section labeled: Access To Concur with two options: 1. User Accounts. Description: Set up and manage your Concur users and their permissions, and a button Edit; 2. Manage Single Sign-On. Description: Set up and manage Single Sign-On for your SAP Concur products, and a button Edit.

Under the Access To Concur section, you can manage user accounts and set up Single Sign-On for your organization. It allows you to control who has access to the system and how they log in.

Capturing Spend

The image shows a screenshot with a section labeled Capturing Spend with four options: 1. Custom Fields. Description: Set up custom fields to see how different areas of your business are performing (such as departments, customers, or projects). You can even create a billable custom field to track billable spend, and a button Edit; 2. Payment Types. Description: If you company plans to import credit cards into Concur Expense, you can set up your card program here. You can also manage the default payment types used to classify your employees' spending, and a button Edit; 3. Expense Types for Expenses

The Capturing Spend section allows you to customize and configure expense fields, types, and payment options. Here, you can set up specific categories and types of expenses that users can submit.

Connections

The image shows a screenshot with a section labeled Connections with two options: 1. Accounting. Description: Provide some information to help us optimize Concur to meet your accounting needs, and a button Edit; 2. Expense File Export. Description: Customize the format of the expense data extract file. This file is used to export data from Concur if you cannot sync directly using a financial connector.

In the Connections section, you can configure integrations with your accounting system and set up file exports for expense data. It allows for seamless communication between AP Concur Expense and your organization's financial systems.

Monitoring Spend

The image shows a screenshot with a section labeled Monitoring Spend with one option: Reporting. Description: Define options for generating reports, and a button Edit.

The Monitoring Spend section is where you can generate and configure reports to monitor and track expenses within your organization. You can set up custom reports to gain insights into spending patterns and trends.

Policy

The image shows a screenshot with a section labeled Monitoring Spend with five options: 1. Expense Approvals. Description: Define the process and rules for approving expense reports, and a button Edit; 2. Expense Compliance. Description: Define the rules for expenses, expense limits, and receipts that align with your organization's policies, and a button Edit; 3. Policy Groups. Description: If groups of employees need different expense types and limits, add those groups here. To assign employees to the group, update their user records, and a button Edit; 4. Travel Allowance. Description: Define options for how travel for meals and accommodation are tracked for your organization, and a button Edit; 5. Cash Advances. Description: Define options for issuing cash advances. Employees can record how the funds were used on their expense reports, and a button Edit.

Under the Policy section, you can configure and manage expense approvals, compliance rules, policy groups, travel allowances, and cash advances. It is where you can define the rules and guidelines for expense submissions and approvals.

Reimbursements

The image shows a screenshot with a section labeled Reimbursements with one option: Employee Reimbursements. Description: Define how employees are reimbursed for their expenses by specifying the combinations of country/region, currency, and method (for example, check) that you use.

The Reimbursements section allows you to manage and process employee reimbursements within the system. You can configure settings for how reimbursements are processed and paid out to employees.

Basic View Settings Page

Once you navigate to the Expense Settings page, you can view the basic tiles by selecting the View Basic Settings link.

Selecting this link hides the advanced tiles.

The image shows a screenshot of a Settings page. At the top, there is a section labeled Product with a dropdown menu next to is showing Expense. To the right of the dropdown menu, there is a button labeled View Basic Settings highlighted in yellow. Below this, there is a section titled Deployment Toolkit with an icon of a toolbox. The text below the title reads: Resources for rolling SAP Concur out to your company. There are two buttons on the right side of this section: Dismiss and Deployment Toolkit.

The page displays fewer tiles than the advanced view.

The image shows a screenshot of the Settings page, divided into several sections: Deployment Toolkit, Capturing Spend, Connections, and Policy.

Advanced View Settings Page

Once you navigate to the Expense Settings page, you can view the advanced tiles by selecting the View Advanced Settings link.

Selecting this link hides the basic tiles.

The image shows a screenshot of a Settings page. At the top, there is a section labeled Product with a dropdown menu next to is showing Expense. To the right of the dropdown menu, there is a button labeled View Advanced Settings highlighted in yellow. Below this, there is a section titled Deployment Toolkit with an icon of a toolbox. The text below the title reads: Resources for rolling SAP Concur out to your company. There are two buttons on the right side of this section: Dismiss and Deployment Toolkit.

Caution

The settings tiles that appear in the advanced view vary depending on your company's configuration.
The images shows a screenshot of the Settings page, divided into several sections: Deployment Toolkit, Access to Concur, Capturing Spend, Connections, Monitoring Spend, Policy, and Reimbursements.

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