Configuring FBT - Travel Diary

Objective

After completing this lesson, you will be able to activate the Travel Diary on your Australia Policy.

Permissions

The ability to complete this step requires that you have completed Advanced Configuration Training (ACT) and been granted the full Expense Configuration Administrator role. If you do not have the correct level of access, you must log a ticket with SAP Concur Support to have them complete this step for you.

Travel Diary

If a user travels domestically for more than consecutive five days, or internationally for any length of time, they are required to submit a Travel Diary with their expense report. The Travel Diary is used to report on where the user was, for how long, and what they were doing while there.

See the image below for an example of a Travel Diary.

An example of the Travel Diary page is displayed.

The Travel Diary is an optional configuration: the feature only needs to be configured if your Australian users' travel needs meet the previously defined criteria. SAP Concur does recommend configuring this feature - if the travel requirements of your Australian users change, it is one less item to reconfigure later.

Configuration of the Travel Diary is simple, just add the Travel Diary field to the Expense Report Header for your Australia Policy. If you have users who are not subject to FBT, the best practice is to create a separate header form so those users will not see the option.

Scenario: Add the Travel Diary to the Australian header form.

Continuing our scenario, we are now ready to activate the Travel Diary for your Australian users.

Steps

  1. Navigate to the Forms and Fields Tools.

    Select the Forms and Fields option on the Expense Admin page.

    Select Forms and Fields from the Expense Admin area.

  2. Select Report Header Forms.

    Select the Expense Report Header form type.

    Select Expense Report Header from the Form Type dropdown.

  3. Copy the Default Form.

    Select the form to be copied and select Copy Form button.
    1. Select Default Report Information.
    2. Select the Copy Form button.

  4. Modify the copy.

    Select the form to be modified and then select Modify Form button.
    1. Select Copy of Default Report Information.
    2. Select the Modify Form button.

  5. Update and assign the form.

    Select the form to be assigned with a policy and select Save.
    1. Change the Form Name to Default Report Information - FBT.
    2. Select the *Australian Expense Policy checkbox.
    3. Select the Save button.

  6. Add fields to the form.

    Select the form where fields are to be added and select Add Fields button.
    1. Select Default Report Information - FBT.
    2. Select the Add Fields button.

  7. Add the Travel Diary field.

    Select the field where fields are to be added and select Add Fields button.
    1. Scroll down and select the Travel Diary field.
    2. Select the Add Fields button.

Result

The Travel Diary field has been added to the FBT form. This allows users to add travel details to their expense reports if required by the customer.

The configurations for FBT have been completed. Next, we'll take a quick look at how FBT impacts the data in the Standard Accounting Extract.

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