Configuring Users

Objective

After completing this lesson, you will be able to configure users and permissions.

User Account Access

The User Accounts section allows you to add, edit, search, or make users inactive.

  1. Go to the Invoice Settings section.
  2. Select Edit on the User Accounts tile, in the Access to Concur section.
The image displays a settings page for Concur access. It shows two sections: User Accounts and Vendors. Each section has an Edit button. The User Accounts section allows you to set up and manage users and their permissions. The Vendors section lets you manage approved suppliers and their access. The Product field is set to Invoice, and there is a link for advanced settings.

User Account Set Up

Setting up and managing user profiles in SAP Concur ensures that employees have the appropriate access level and permissions based on their role and responsibilities.

Follow these steps to manually set up a user account.

Steps

  1. Navigate to the User Accounts section, select Manually from the Add Users menu.

    The image displays the Manage Users page. It shows a list of users with columns for last name, first name, email, manager, and status. There is a search bar and a button labeled Add Users. The Add Users button is selected, showing two options: Manually and From Spreadsheet. The view is set to active users.

  2. Enter user information on the Add User page. Keep the Active checkbox enabled if it is an active user. All fields with a red asterisk are required.

    The image displays a User Information form. The form includes fields for first name, middle name, last name, and preferred name. It has a checkbox to mark the user as active. There is a section to use an email as the username, with fields for username, password, employee ID, and country or region of residence. Each section is marked with a letter from a to e on the left.

    The following fields on the User Information page should be completed.

    1. Name: This section contains mandatory information to complete, including first, middle, last name, and a preferred name (optional).
    2. Username: This section contains the username for the user to sign into the SAP Concur account. If the Use Email as Username checkbox is enabled, the email address entered will also be used as the Username for sign-in. Otherwise, enter a username if the e-mail address will not be used as the username.
    3. Password: This section contains the user's initial login password. The user is prompted to change the password on first login. The best practice is to use the same password for all new users. When editing an existing user, leave the password field blank to keep the existing password.
    4. Employee ID: This field contains the unique employee identification number used to identify the user in the company's financial system.
    5. Location: This section contains information about the country or region of residence and the state or province where the user is located.

  3. Add the Custom Fields details if your company uses custom fields. These custom fields vary and reflect your company's specific configuration.

    The image displays a Custom Fields form. The form includes fields for prospective client, region, branch, and cost center. It has checkboxes for international travel and billable status. Each field allows users to enter or select information as needed.

  4. Select the appropriate Invoice settings and permissions for the user.

    The image displays the Invoice permissions settings page under Products. It includes a section for selecting the invoice policy group and several permissions sections labeled Submit, Approve, and Administer. Each section contains checkboxes for roles such as invoice owner, accounts payable user, invoice approver, invoice processor, invoice admin, vendor manager, and payment manager. There is a dropdown for selecting an invoice approver and options to save or cancel the changes. Each section is marked with a letter from a to e.

    The following Invoice settings fields are described below:

    1. Invoice Policy Group: Each user must be assigned to a policy group or a country specific default configuration policy group. The expense types of the group apply. This field appears if policy groups have been created.
    2. Submit: Select Is Invoice Owner? or Is Invoice AP User? check boxes if the user can create and submit invoices in SAP Concur. When these boxes are enabled, the user gets access to the Create New Invoice button.
    3. Manager: Select the user who approves this user's invoices. All users with the Is Invoice Approver? checkbox selected appear on this list.
    4. Approve: Select Is Invoice Approver? checkbox to give the the user the responsibility to approve invoices. Select the Is Invoice Processor? checkbox to allow users to perform a final validation on invoices.
    5. Administer: This section contains all the permissions that can be assigned to users to administer configuration, manage the vendor list, and perform the payment manager functions.

  5. Select Reporting permissions to user. There are two options available: Access to Consumer reports or No Reporting Access.

    The image displays the Reporting permissions page under Products. It shows a dropdown menu for selecting the user's level of access to reports, with options for No Reporting Access and Consumer. There is a checkbox to automatically send an invite email on save, along with Save and Cancel buttons.

  6. Enable the Automatically send invite email on save checkbox, if you want to send an SAP Concur invite e-mail to the user during user account activation. Select Save to enable these changes.

    The image displays a checked box labeled Automatically send invite email on save. Next to it are Save and Cancel buttons, with the Save button highlighted.

User Search

To search for a user, use the Search field.

  1. Enter the User's name in the Search field.Search field bar is highlighted at the top of the screen
  2. Select the magnifying glass. The result is displayed under Manage Users.
  3. Search for inactive users by selecting Inactive Users.
Inactive Users is highlighted in the View Users dropdown menu

User Account Deactivation

You cannot delete the account of users who are no longer employees. Instead, you can make them inactive.

To deactivate a user, follow these steps.

  1. Under Manage Users, look for the user want to deactivate.
  2. Open the user profile by selecting the user's last name.The User named Avila is selected for deactivation.
  3. Uncheck the Active checkbox.
  4. Select Save to enable this change. The edit user page is opened for the User named Avila. The Active checkbox is highlighted on the left margin and save button is highlighted on the right margin.

Resources

SAP Help PortalLink
Users Setup Guide for Concur Standard EditionConfigure Individual Users

Summary

  • The User Accounts section lets you add, edit, search for, or deactivate users in SAP Concur Invoice.
  • Set up user accounts by entering required information, assigning permissions, and selecting policy groups based on roles.
  • Use the search function to find active or inactive users by name.
  • Deactivate users by unchecking the Active checkbox in their profile; deletion is not allowed.

Learning

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