Configuring Vendors

Objective

After completing this lesson, you will be able to configure vendors using the Vendor Manager tool.

Vendor Import

The Vendor Import feature allows a user to import one or more vendors using an Import Template. Options on this feature allow the user to download an Excel spreadsheet, populate it with vendor data, and then upload and import the data into Concur Invoice.

Importing a vendor is a multi-step process.

Steps

  1. Download Vendor Import Template (Excel spreadsheet)

    1. Go to the Invoice application and select Vendor Manager.
    2. Select Import Vendors.
    3. Select Download Template on the Import Vendors page.
    4. Select Save.
    Vendor Manager, Import Vendors, Download template button are all highlighted
    Downloading the Vendor Import Template Excel file. Save button is highlighted on lower right.

  2. Populate Template with Vendor Data

    The user must enter data directly in the template spreadsheet. The system limits a single import to 12,500 records.

    The user import spreadsheet must be formatted with these requirements:

    • The values in the spreadsheet header row must not be deleted
    • The sheet "Vendor Import" must exist
    • All cells in the spreadsheet must be formatted as text before being uploaded

    If you use Excel's Replace feature, be aware that it may not maintain the required cell formatting. Testing has shown that cells formatted as text become a general format after using Replace. Ensure that you format the cells as text. Otherwise, the import will fail.

    If you use this feature, always verify the cell formatting when done. If necessary, select the appropriate cells and change the formatting.

  3. Upload and Import Template and Data

    1. Select Browse on the Import Vendors page.
    2. Open the vendor template file you populated and select Import.
    3. The system processes the data, and the Import Summary window appears with the results of the import. This includes:
      • Records Processed: The number of records processed by the system (the total amount).
      • Records Rejected: The number of records that the system could not import, resulting in rejection of the record.
    4. Once you review the Import Summary, select Close. You will have the chance to review the results displayed in this window in detail in the next step.
    The Browse button on the right and the import button on the bottom are highlighted on the Import Vendor page.
    The vendor import summary pop up is displayed. Under status there is one record processed and zero records rejected.

  4. Review Import Details

    1. On the Import Vendors page, under the Vendor Import History section, choose one of the following three options:
      • Select a row, select "actions", select View Import Details.
      • Right-click the import row, select View Import Details.
      • Double-click the row directly
      The vendor import details tab is highlighted on the lower left of the screen.
    2. In the Import Details window, you can filter the information that displays using the Type list that includes the following options:
      • All: Displays all errors, warnings, and information text that appears
      • Error: Displays only the errors generated during import
      • Warning: Displays only the warnings generated during import
      • Info: Displays only the number of records imported
    3. Select Close to exit the Import Details window you have finished reviewing the information.
    Import Details Type dropdown menu is highlighted in upper left of screen.

Vendor Search

Search for a Vendor

  1. Select Invoice, then select Vendor Manager. The Search fields appear above the vendors list.
  2. Select the vendor attribute to search by:
    Vendor AttributeDescription
    Vendor Name (Default)All or part of the vendor's name
    Vendor CodeAll or part of the vendor's code identifier
    Address CodeAll of part of the vendor's address code identifier
    Tax ID

    All or part of the vendor's unique tax identification number. The Tax ID will not be encrypted in the database.

  3. Select the operator attribute:
    Operator AttributeDescription
    Begins with (Default)Return vendors that begin with vendor query attribute.
    ContainsReturn vendors that include all the search criteria in the order provided.
    Ends WithReturn vendors that end with vendor query attribute
    EqualsReturn vendors that match the search criteria exactly
  4. Type the search string query in the box provided in the Search area.
  5. Select the Search icon (magnifying glass) or press Enter.
The Vendor search fields are located above the list of vendors.

Vendor Details Edit

By default, the Vendor Manager can update information for both unapproved and approved vendors. If the Vendor Manager updates the information for an unapproved vendor, the vendor is automatically approved when the changes are saved.

Note

If the Create and Approve Vendors feature is disabled, the Vendor Manager can only update unapproved vendors, and saving these updates does not approve the vendor. When this feature is disabled, information for approved vendors can only be updated by importing updated vendor.

Update Vendor Information for an Unapproved Vendor

  1. On the Vendor Manager page:
    • Navigate to Manage Vendors
    • Select the vendor
    • Select Actions
    • Select Open Vendor
    Open Vendor is highlighted in the Actions dropdown menu on the upper left of the screen.
  2. Update the information as needed.
  3. Select Save and Approve.
The Save and approve button is highlighted in the upper right.

Update Vendor Information for an Approved Vendor

  1. On the Vendor Manager page:
    • Navigate to Manage Vendor
    • Select Approved Vendors on ViewApproved vendors is highlighted in the dropdown menu.
  2. Add a checkmark to the vendor whose information you want to update.
  3. Select Actions.
  4. Select Open Vendor. Open Vendor is highlighted in the dropdown menu on the upper left of the screen.
  5. Update the Vendor information as needed.
  6. Select Save.
Save button is highlighted in the upper right of the screen.

New Vendor Request and Approval

Vendor Managers can only request and approve vendors if the Create and Approve Vendors feature is turned on. This feature is turned on by default, but any user with the Is Invoice Admin permission can turn it off at any time.

Disable the Create and Approve Vendors Feature

  1. Go to the Invoice Settings section.
  2. Select Edit on the Invoice Approvals tile in the Policy section. Edit button is highlighted on the Invoice Approvals tile
  3. Uncheck the box for Enable Create and approval for Invoice Vendor. This box is located under Step 2: Choose workflow preferences. Enable Create and approval for Invoice Vendor checkbox is highlighted to show where it is located under Step 2: Choose workflow preferences.
  4. Select Save.

    Note

    If the Create and Approve Vendors feature is disabled, Vendor Managers cannot add vendors manually. Instead, all vendors must be added using the import vendors tool.

Add a New Vendor

  1. On the Vendor Manager page:
    • Navigate to the Manage Vendors section
    • Select Request New Vendor on the Open Vendor menu. Open vendor drop down menu is opened and request new vendor option is highlighted.
  2. Fill out all required fields.
  3. Select Submit For ApprovalSubmit for approval button on the right side of the New Vendor screen is highlighted.

Approve an Unapproved Vendor

  1. On the Vendor Manager page:
    • Navigate to the Manage Vendors section
    • Select the unapproved vendor
    • Select Actions
    • Select Open Vendor
    Open Vendor is selected in the Actions dropdown menu
  2. Update the information as needed.
  3. Select Save and Approve. Save and approve button in upper right is highlighted on a sample vendor page.

Vendor Matching

When vendors are requested, the Vendor Manager evaluates the request to ensure the vendor is valid. If an unapproved (requested) vendor is found to be a duplicate of an existing approved vendor, the Vendor Manager can match the two vendors. It is essential to understand that once vendors are incorrectly matched, they cannot be unmatched.

Match an Unapproved Vendor to an Existing Approved Vendor

  1. Navigate to the Vendor Manager page.
  2. Check the unapproved vendor.
  3. Select Actions .
  4. Select Add to Vendor Match. The Actions dropdown menu is opened on the upper left and Add to Vendor Match option is highlighted.
  5. Access your approved vendor list.
  6. Select the vendor you want to match with the unapproved vendor.
  7. Select Actions.
  8. Select Add to Vendor Match.
  9. Select Match Vendors. Add to vendor match is selected from the actions drop down menu.

Note

When an unapproved vendor request is matched with an existing approved vendor, the system updates all invoices that used the unapproved vendor so they now use the approved vendor instead.

Default Expense Type Management

An approved vendor can be linked to a default expense type. This means that when an invoice from that vendor is received, the invoice will automatically be assigned to the correct expense type.

The main benefit is that each vendor is usually associated with a specific type of expense. For example, Vendor1 supplies office supplies to Company A, so their invoices are typically categorized under Office Supplies.

By setting a default expense type for Vendor1, Company A ensures that all of Vendor1’s invoices are always categorized correctly. This makes the invoice process faster and reduces the work needed to process these invoices.

Assign Default Expense Type to an Approved Vendor

  1. Navigate to the Vendor Manager page.
  2. Select Manage Default Expense Type.
  3. Check the Approved Vendor.
  4. Select Assign Default Expense Type.Assign Default Expense Type button is highlighted on the upper left
  5. Choose an Expense Type from the list to be set as a default for the chosen Vendor.
  6. Select Assign. Expense Type Helper pop up window is opened. Examples of expense types are listed.

Note

A default expense type can also be assigned to a vendor or vendors during vendor import by adding the desired expense type to the Default Expense Type Name column in the Vendor Import template. The expense type name must match an existing expense type in Concur Invoice.

Vendor Mapping List

A vendor can be associated with a default Invoice Owner so that an invoice is automatically routed to the specified employee.

Associate a Default Invoice Owner to a Vendor

  1. Navigate to the Vendor Manager page.
  2. Select Vendor Mapping List.
  3. Check an Approved Vendor.
  4. Select Assign Default Invoice Owner.Assign Default Invoice Owner button is highlighted on the upper left of the Vendor Mapping List screen.
  5. On the Employee Helper window, enter the search criteria based on the selection in the Search Field (Last Name, First Name, Email Address, or Logon ID).
  6. Select the user.
  7. Select Assign. This association now appears in the Invoice Owner column in the list table of vendors.

Resources

SAP Help PortalLink
Concur Invoice Standard Edition Tools GuidesManage Vendors

Summary

  • The Vendor Import feature lets you download a template, add vendor data, and import multiple vendors at once.
  • Always format spreadsheet cells as text and keep required headers for a successful import.
  • The Vendor Manager tool allows searching, updating, approving, and matching vendor records to ensure accuracy and avoid duplicates.
  • Assign default expense types and invoice owners to vendors for faster, more accurate invoice processing.
  • Vendor Managers can request, approve, and manage vendors based on permissions and system settings.

Learning

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