Managing PO Configuration

Objective

After completing this lesson, you will be able to set up Purchase Order Configuration in Concur Invoice Standard Edition.

Purchase Order Configuration Overview

The client administrator uses the Purchase Order Configuration page to set up the generation of purchase order numbers and to define any information that should be transmitted with the purchase order.

Access the Purchase Order Configuration page

  1. Scroll down to Capturing Spend on the Invoice Settings page.
  2. Select Edit on the Purchase Order Configuration tile.
The image displays the Capturing Spend section in SAP Concur under Invoice Settings. Several configuration options are shown, each with an Edit button. The highlighted option is PO Configuration, which allows users to generate purchase order numbers and add information for transmitting purchase orders. Other options include Custom Fields, Expense Types for Invoices, Invoice Policy Group Configuration, Purchase Order Matching, and Company Locations.

Set up Purchase Order Configuration

Configure Purchase Orders

Enter the information in the following sections:

Steps

  1. Purchase Order Number Generation

    • Prefix: Type any sequence of characters or numbers that should precede the incremental PO number in the Next Sequence field.
    • Next Sequence: Enter the starting PO (Purchase Order) number that the system will use to automatically assign to each new PO as they are created after a PR (Purchase Requisition) is approved. The number you enter in the "Next Sequence" field will be the first number used. After the system is in use, you can only change this number by entering a higher number in the sequence (for example, if the current number is 1000, you can change it to 1001 or higher.
    • Postfix: Type any sequence of characters or numbers that should be placed after the Incremental PO number in the Next Sequence field (for example, the purchasing agent's initials).

  2. Message to Include on Transmitted Purchase Orders:

    Type instructions you want the vendor to note and follow. Keep in mind this field is limited to 3,200 characters.

  3. Default Email Subject When Transmitting Purchase Orders

    Type the text that will appear in the e-mail's subject field to the vendor. You can customize the subject of the e-mail. This field is limited to 500 characters.

    When the administrator selects the Default Email Subject When Transmitting Purchase Orders field, they will see a tool tip with information (tokens) about how to enter text in the field.

  4. Default Email Message When Transmitting Purchase Orders

    Type the text that will appear in the body of the e-mail sent to the vendor (you can change this message as you review the PO before transmittal).

  5. Company Address

    Type the company address. When you have filled in the company address, this address information will automatically populate the bill-to and/or ship-to address in the Company Locations sub-step of the Invoice page of Product Settings, only if no bill-to or ship-to address exists.

  6. Supporting Documents

    Select Upload to upload the documents supporting the purchase order transmittal. These documents will be included when the supplier receives the PO. You can view or remove documents by selecting View or Remove, respectively.

  7. Company Branding Logo

    Select Upload to upload the company logo into Concur Invoice, so that vendors viewing purchase order PDFs will see the company logo.

    The logo is group-aware, like the purchase order configuration, and clients can only update one company logo per Invoice group. You can view or remove a logo by selecting View or Remove, respectively.

    You can upload a .png, .jpg, or .gif file. The image should be 55 pixels high, no more than 200 pixels in length, and 100 KB in size.

  8. Default Send Email

    Type in a desired prefix for the default sender address for purchase order transmission emails.

    The default e-mail address will be PurchaseOrder_DoNotReply@ConcurSolutions.com. Administrators will be able to change the prefix (set to "PurchaseOrder" by default) before the _DoNotReply part of the e-mail address.

    If the prefix is left blank, the system will use the requestor’s e-mail address as the "From" address. SAP Concur does not recommend this since it increases the risk of the PO e-mail being treated as spam by the supplier’s e-mail system.

  9. Select Save.

    The default message appears for review when the purchasing admin opens the PO and selects Preview. This opens the PO in PDF format, where the purchasing admin can correct selected areas (in the Email Details section).

    The image displays the Purchase Order Configuration screen in SAP Concur. It shows fields for setting up purchase order number generation with options for prefix, next sequence, and postfix. There are fields to enter a message for transmitted purchase orders, customize the email subject and message, and specify the company address. Additional options allow users to upload supporting documents and a company branding logo. At the bottom, there is a field for the default sender email and a blue Save button.

Resources

SAP Help PortalLink
Concur Invoice Standard Edition Administration GuidesPurchase Request and Purchase Order

Summary

  • Set Up PO Numbering: Configure prefixes, next sequence numbers, and postfixes for automatic purchase order assignment after approval.
  • Customize Vendor Communication: Define email subjects, messages, and add instructions to include in transmitted purchase orders.
  • Add Supporting Details: Upload supporting documents, company address, and branding (e.g., logo) for inclusion in transmitted purchase orders.
  • Default Email Sender: Configure the default sender address for PO emails or use the requestor’s email if no prefix is set.

Learning

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