Configuring Expense Types

Objective

After completing this lesson, you will be able to manage expense types.

Create Expense Type

When a new expense type is added to the system, it is automatically included in the "Active Expense Types" list. This ensures that end users can immediately select and use the new expense type when adding expenses to an invoice.

Steps

  1. Select New on the Invoice-Expense Types page.

  2. Enter a name for the new Expense Type.

  3. Select the appropriate Expense Type category.

  4. Select Save.

    The image displays the Invoice - Expense Types page in SAP Concur. The New button is highlighted at the top, allowing users to add a new expense type. Below, the New Expense Type Name field and the Spend Category field are both highlighted, showing where to enter the name and category for the new expense type. The list of active expense types is shown below these fields.

Edit Expense Type

You can easily edit the expense type name and category from the Invoice – Expense Types page. All changes are applied immediately and do not impact any invoices that have already been submitted.

Steps

  1. Select the Expense Type and update the name if needed.

  2. Choose the appropriate Expense Category.

  3. Select Save.

    The image displays the Invoice - Expense Types page in SAP Concur. The New Expense Type Name field and the Spend Category field are highlighted for adding a new expense type. The Save button at the top is also highlighted. A list of active expense types is shown below these fields.

Deactivate Expense Type

When an expense type is deactivated in Concur, it is immediately removed from the list of available options for users when entering expenses on an invoice. However, any invoices that were previously submitted with the deactivated expense type will not be affected.

Steps

  1. Select the active Expense Type you would like to deactivate.

  2. Select Deactivate.

    The image displays the Invoice - Expense Types page in SAP Concur. It shows a list of active expense types and their spend categories. The Deactivate button at the top is highlighted, allowing users to deactivate a selected expense type. Other buttons for Save, New, Activate, Remove, and Import are also visible.

Import Expense Type

Often, it is easier to import expense types if you wish to avoid performing this task manually. The import tools make this process easy and available for administrators, allowing them to perform mass updates to the expense types via the import tool.

The Expense Type Import process has several steps:

Download the Expense Type Spreadsheet

The administrator can download the appropriate expense type spreadsheet to use as a template for the expense type import spreadsheet.

Steps

  1. Select Import in the Invoice-Expense Types page.

    The image displays the Invoice - Expense Types page in SAP Concur. It shows a list of active expense types and their spend categories. The Import button at the top is highlighted, allowing users to import expense types. Other buttons for Save, New, Activate, Deactivate, and Remove are also visible.

  2. Select Download the expense type import template on the Import Expense Type pop up window.

    The image displays an Import Expense Types dialog box. It shows a link to download the expense type import template. There is a Browse button to select a file, and Import and Close buttons at the bottom.

  3. Select Save.

    The image displays a computer Save As dialog box where the user is saving an Excel file named InvoiceExpenseTypeImportTemplate.xls in the Documents folder. The Save button is highlighted in pink.

    Populate the Expense Type Spreadsheet

    You can enter data directly into the template spreadsheet. The expense types import spreadsheet contains columns for the possible data fields you can import. Columns with a bold red heading indicate required fields.

    Clients can import up to 12,500 expense type records into Concur Invoice.

    The image displays an Excel spreadsheet with columns for Delete, Activate, Expense Type Name, Account Code, and Spend Category. The first row contains red text headers and sample data is entered in the second row. The Excel window uses a dark theme.

    Upload the Expense Type Spreadsheet

    Once the spreadsheet is populated it can be uploaded into Invoice Standard.

  4. Select Import on the Invoice-Expense Types page.

    The image displays the SAP Concur Invoice - Expense Types page, where users can manage expense types for invoices. Several action buttons appear at the top, with the Import button highlighted in pink. A list of active expense types and their spend categories is shown below.

  5. Select Browse on the Import Expense Type pop up window. Navigate to the correct folder to select the expense type spreadsheet to upload.

    The image displays an Import Expense Types dialog box, where users can download an import template and select a file to import. The Browse button is highlighted in pink, and Import and Close buttons appear at the bottom.

  6. Select Import.

    The image displays an Import Expense Types dialog box with a selected file named InvoiceExpenseTypeImportTemplate.xls. The Import button is highlighted in pink, and options to browse for a file or close the dialog are also visible.

  7. Verify that the expense types are now loaded, and that any name changes or deletions are represented on the Manage Expense Types page.

Resources

SAP Help PortalLink
Concur Invoice Standard Edition Administration GuidesManage Expense Types

Summary

  • New expense types are immediately available for users when added to the Active Expense Types list.
  • You can edit or deactivate expense types at any time; changes do not affect previously submitted invoices.
  • Use the import tool to add or update multiple expense types efficiently with a spreadsheet template.
  • Manage all expense types, including imports and edits, from the Invoice-Expense Types page in SAP Concur.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn