The Expense Configuration Administrator (restricted) role gives you the ability to create, modify, and deactivate Attendee Types. However, activating an Attendee Type requires that you have completed the Advanced Configuration Training from SAP Concur and have been assigned the full Expense Configuration Administrator role. If you have not been assigned the full role, you must log a support ticket with SAP Concur to have this step completed.
Configuring FBT - Attendee Types
Objective
After completing this lesson, you will be able to configure the Attendee Types to support FBT.
Permissions
New Attendee Type Creation
Attendee Types represent the different types of guests that users are allowed to host at business meals and entertainment events. Many customers also use the Attendee Type feature to track to whom gifts were given.
Most companies have some combination of three Attendee Types: employee, business guest, and spouse. Additional Attendee Types can be added based on your business needs and reporting requirements. For example, some countries may require pharmaceutical companies to report on spending related to Healthcare Professionals. Other examples include Contractors, Partners, or Government Officials.
FBT is based on the guests at meals and entertainment events, so having a detailed list of Attendee Types is critical. Therefore, the first step in configuring FBT is making sure you have all of the Attendee Types you need to be configured in your system.
Options for Adding a New Attendee Type
When adding a new Attendee Type, there are a number of fields that you must complete to finish the process. Many of these options have implications outside of FBT, so let's take a moment to briefly review each option.
| Index # | Field Name | Description |
|---|---|---|
| 1 | Attendee Type Name | This is the name of the Attendee Type as it appears to users as they are creating or approving expenses. Business Guest, Employee, Government Official, and Contractor are some common examples. |
| 2 | Attendee Type Code | This code will be used as the unique identifier for this Attendee Type in the reporting tools. The code can be up to eight uppercase alphanumeric characters with no spaces. |
| 3 | Expense Attendee Form | This is the form that will be used to collect data when this Attendee Type is added to an expense. New forms can be created in the Forms and Fields area. |
| 4 | Fields for duplicate search | These are the fields the system will use to search for duplicate records when a user is entering the information about an attendee of this type. The standard fields to choose from are Attendee Title, Company, Created By (Private List), First Name, and Last Name. |
| 5 | Default search for Attendees | This setting lets you control how the system searches for existing data if the user thinks their attendee may already be in the system. There are three options:
|
| 6 | Allow users to add attendees of this type | If this option is activated, it means users can manually enter the information about their guests of this type. If this option is not selected, it means the user cannot manually enter their information. They must search through a list of known attendees of this type. |
| 7 | Allow users to edit the count for this type | If this option is activated, it means users can enter the total number of guests of this type that attended their event and do not need to enter the details of each guest. If this option is not selected, it means the user cannot enter the total number of guests of this type. They will need to enter the detailed information for each guest. Be sure to fully understand your company's reporting and legal requirements before activating this setting. |
| 8 | Allow users to edit the status for this type | If this option is activated, it means users must indicate if attendees of this type were traveling or not traveling when they attended this event. If this option is not selected, it means the user cannot indicate if attendees of this type were traveling or not traveling when they attended this event. If you have more than one Attendee Type used to represent your staff that may be subject to FBT, consider activating this option for the additional Attendee Types. |
Scenario 1: Create Attendee Types
Your company has recently launched a new business that employs a large number of contractors. You would like to be able to report on your spend related to contractors separately from other attendees at meals. Adding a new Attendee Type called Contractor is the best way to solve this problem.
Steps
Access the Attendees Configuration Tools
Select Attendees from the Expense Admin menu.
Create a New Attendee Type.
Select the New button.
Populate the Attendee Type Name and Code.
Type Contractor and CONTRACT into the Attendee Type Name and Attendee Type Code fields, respectively.
Note
The Attendee Type Name is what users will see when working on their expense reports.
The Attendee Type Code field is limited to eight or less alpha-numeric characters. All letters must be capitalized.
Define the Expense Attendee Form.
Select the correct Expense Attendee Form.
Note
If necessary, new forms can be created in the Forms and Fields configuration tools.
Define the Fields for Duplicate Search.
Select the fields the system uses to search for duplicates in the Fields for duplicate search dropdown.
Set the Search Options
Select the fields the appropriate search option in the Default search for Attendees dropdown.
Set the Rest of the Options.
Set the appropriate values for the Allow users to add attendees of this type, Allow users to edit the count for this type, and Allow users to edit the status for this type checkboxes, then select the Save button.
Navigate to Group Configurations.
Select Group Configurations from the Expense Admin menu.
Update the Attendee Types for the Global Group.
Select Modify under the Attendee Types column for the *Global group.
Activate the Attendee Type for the Group.
Select the Is Active For Group checkbox for the Contractor row, then select the Save button.
Result
The new Attendee Type has been create and activated for all users.
Modify the Employee Attendee Type
Your company has decided that a successful deployment hinges on employees being able to use the SAP Concur mobile app to enter all attendee details. Therefore, you have opted to create multiple Employee-related Attendee Types.
Scenario 2: Modify Attendee Types
SAP Concur support has informed you that the best practice for implementing FBT is to rename the default Employee Attendee Type to Employee Not Traveling and the default Employees (not in SAP Concur) Attendee Type to Employee Traveling.
Steps
Access the Attendees Configuration Tools.
Select Attendees from the Expense Admin menu.
Modify the Employee Attendee Type.
- Select Employee.
- Select the Modify button.
Change the Name to Employee Not Traveling.
- Change the Attendee Type Name to Employee Not Traveling.
- Select the Save button.
Modify the Employees (not in Concur) Attendee Type.
- Select Employees (not in Concur).
- Select the Modify button.
Change the Name to Employee Traveling.
- Change the Attendee Type Name to Employee Traveling.
- Select the Save button.
Result
The existing Attendee Types have been modified. Both of these items should already be active for all Groups, so there is no need to activate them.
When your Attendee Types are defined, you can perform the main configuration task related to FBT – setting up your tax and reclaim codes in the Tax Administration tool.
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