Configuring Capture Processing

Objective

After completing this lesson, you will be able to configure Capture Processing settings.

Capture Processing Configuration

To access the Capture Processing configuration:

  1. Scroll down to Capturing Spend on the Invoice Settings page.
  2. Select Edit on the Capture Processing tile.
The image displays the Capturing Spend section in SAP Concur under Invoice Settings. It shows configuration options with Edit buttons. The highlighted option is Capture Processing, which allows users to define fields for processors to enter when verifying scanned invoices and set the email address for notifications about invoices with exceptions. Other options include Custom Fields, Expense Types for Invoices, and Invoice Policy Group Configuration.

To Set Up Invoice Capture

This guide assists client administrators in setting up Invoice Capture within SAP Concur. Most fields are pre-populated with recommended defaults, which should only be altered if required. An SAP Concur representative will evaluate your settings, and a confirmation e-mail detailing the next steps will be sent to you.

The image displays the Set Up Invoice Capture screen in SAP Concur. It is divided into sections for Email Settings, Data Extraction Settings, and Verification Settings. The Email Settings section includes fields for recipient and exception email addresses. The Data Extraction Settings section allows users to specify if and how to capture information such as purchase order number, tax, shipping, and expense type. The Verification Settings section includes options for client managed verification and a field for instruction text. At the bottom, there is a Continue Settings button.

1. Email Settings

Recipient Email Address

  • This is where vendors will send invoices. (e.g., CompanyName_invoicecapture@concursolutions.com).
  • Use your company name in the address when possible.

Exception Email Address

  • The system uses this to notify administrators of problems or non-invoice documents.
  • List multiple recipients by separating emails with a comma (,) or semicolon (;).

    Hint

    Use a shared alias or distribution list so multiple team members get alerts.

2. Data Extraction Settings

In here, you will decide what information to capture from invoices.

  • Default options meet best practices. Only change if needed.
  • You can add extra fields (like Tax or Shipping) as required.
  • If using Purchase Orders (POs), decide if the PO Number is needed on the header or each line.

3. Verification Settings

In here, you can define how invoice verification is handled.

  • Settings are pre-populated per best practices.
  • Verification can be Concur-managed or client-managed. You may see one or both options, depending on your choices.

4. Save Your Settings

  • When finished reviewing all settings, select Confirm Settings.
  • A confirmation message reminds you to review your choices. Select Continue.
  • You will see a congratulations message.

    Caution

    Do not send invoices until you receive a confirmation e-mail.

Resources

SAP Help PortalLink
Concur Invoice Standard Edition Administration GuidesCapture Processing (Client-Managed)

Summary

  • Set Email Settings: Define recipient and exception email addresses for vendor invoices and administrative issue notifications.
  • Adjust Data Extraction: Specify what invoice details to capture, including optional fields like tax, shipping, or purchase order numbers.
  • Verification Settings: Select Concur-managed or client-managed options for invoice verification, based on your organizational needs.
  • Save and Confirm Settings: Review configurations, confirm settings, and receive a confirmation message upon successful setup completion.

Learning

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