Name: Assigning Expense Types for S4HC and Concur Integration - SAP S/4HANA Cloud Professional Services
Uploaded: 2021-3-23
Duration: 694 s
Description: This microlearning showcases an end-to-end scenario of creating expense types in Concur and mapping it to the GL account that can be used within the Billing of Plan Customer Projects app for Professional Services.Check out the following links for additional learning:help.sap.com/learningjourneys

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<div>This microlearning showcases an end-to-end scenario of creating expense types in Concur and mapping it to the GL account that can be used within the Billing of Plan Customer Projects app for Professional Services.<br><br>Check out the following links for additional learning:<ul><li><a href="https://help.sap.com/learningjourneys" rel="nofollow noopener noreferrer" target="_blank">help.sap.com/learningjourneys</a></li></ul></div>

Assigning Expense Types for S4HC and Concur Integration - SAP S/4HANA Cloud Professional Services

Hello everyone. Welcome to this openSAP microlearning on assigning expense types for an SAP S/4HANA Cloud and SAP Concur integration. My name is Shilpa. I'm a Product Manager for SAP S/4HANA. In this video, you will learn the steps involved in the end-to-end process for expense creation, mapping and posting across systems such as, such as SAP, S/4HANA Cloud  SAP Concur. In any customer project, there could be different project related expenses incurred such as accommodation, travel, food, etc. Such expenses are created as an expense report via SAP Concur, that needs to be then transferred to the financial accounting system. In order to achieve this, it's necessary to map the expense types to GL account. This mapping is the connection that connects the two systems, ensuring that the amount coming from SAP Concur is applied accurately in the accounting system, which therefore ensures correct posting to the general ledger. Now let's switch to the demo. We will see the demo in two parts. First, we will create map and assign expense types. And in the second part, we will see an end-to-end example using this. As the first step. I will create a new expense type in my SAP Concur system. For this, I'm clicking on administration expenses and expenses admin. Here, I will select expense types and then click on New. And I'm creating an expense type called hotel. In the spend category Lodging. I will select has parent as travel expenses. I will check itemization to be required and click on Next. In the next step, we can assign different policies for the expense type. So I will click on Germany and then I can click on different columns to assign appropriate forms. Click on Go next. I will then go directly to the accounting tab and click on DE for Germany and enter my account, account code to which the cost can be posted. Click on Done. Now we're back in the expense screen. So I can search for the expense type that I've just created, which is hotel that can be seen here. Next, we will do some initial project setup to enable project planning in professional services. For this, we're using manage your solution app. And once we are here, we'll click on configure your solution. Now, I will search with expense as the keyword. And in the results, I will select Professional Services. And here you can see the different configuration steps. Let's start with defining expenses. I'm clicking on Configure to get started. And here in the first step you can see my resource. I'm assigning it to the resource ID. Then click on map expenses with key figures, in my case cost. And here you can see my GL account is mapped with my key figure. Going back. Let's now click on Map resources to resource type. This is a mandatory configuration to enable planning of resources and customer projects. So by assigning expense type to a resource ID, we can make sure that this expense type is available under the expenses in the project. And here I'm selecting the resource type and click Assign resource. Here you can see the assignment of expense to resource ID. Now we will find change material app. I'm doing this to ensure that the building material has appropriate description as the sister description that is visible in the customer invoice. For this, I will now select my material E001 and select Basic data. And here we have the description field. I will just delete it and call it accommodation. That means in my invoice, I want it to be seen as accommodation. I'll save it. And as the last step, I'm going to search for edit cost element groups app. In this step, we are going to connect the expense type to billing material cost element group as ybps_bill. Let's change the description to Hotel. Inserting my GL Account. Once done, click on save. By doing this, the determination of a billing material is setup. What I mean is by posting expenses to this account, then a corresponding billing material in this case E001 is determined. Now after all the initial setup, Let's see how all these steps fit in with an end-to-end example. For this purpose, I will first show an example project that I have created in planned customer project app. And my project name is Concur integration. As you can see, I have assigned all the necessary accounting information, service organization, etc. I have one work package and the expense types, you can see that there is one expense called Hotel. Now let's go back to SAP Concur and create an expense report. I'm calling it as travel, travel expenses. And the company details is filled in. In cost object, I am going to select Project WBS Element and an ID. Let, let me search with Concur. And you can see this is the work package. Then click on Create Report. Now we have to add expenses and add expense type, hotel check-in and check-out date, transaction date. And I'm adding an example business purpose called customer workshop. And select a vendor and City of purchases, New York, I will enter $120 invoice and company name and enter an appropriate comment. Save expense. And as you can see it says, I have to also include itemization for this expense type because I've made it mandatory in my settings. So create itemization for my expense type hotel. And I'm just going to enter 120. I can also select my itemization. And here there is comment field which is not filled. I'm going to just enter no receipt available. Save itemization. And finally also save expense. At this step, I can also go ahead and submit my report. Just accept and continue and submit report. We are now again in SAP S/4HANA Cloud systems logged in as project manager. Because project managers can release the billing proposals. So therefore, let's look for release billing proposals that are due today. I can see one billing proposal for Concur Integration project. Let's select it. We can see all the project relevant details and the amount that is due. And on Save our DMR is created. We can now create billing documents for this DMR. Therefore, let's go to Create billing documents app. We can see our DMR. It's the first one I will select and click on Create billing documents. We can save the document and in the output Items tab also display the document. Let's click on it. And here we can see all the information, the description, and the task, and the amount of the invoice. So far, we have understood how we can create map and post expenses across systems such as SAP S/4HANA Cloud Cloud and SAP Concur. For this, we created a new expense types in SAP Concur and an SAP S/4HANA Cloud system. The map expense types to GL account via a configure your solution app. We also added the right description or the description that we would like to see in the invoice using change material app. And then mapped expense type to billing material via edit cost element group app. We finally also looked at an end-to-end example where we created and posted an expense report, verified how the final invoice looks. For further learning, do check out different offerings on openSAP.