Name: Working with the Employee Import in SAP Concur
Uploaded: 2025-9-12
Duration: 345 s
Description: An Administrator is responsible for maintaining the user profiles that can access the system. When adding more than one user to the system, you will import your employee information using a spreadsheet template. This video describes the employee import process in SAP Concur.

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<div><div>An Administrator is responsible for maintaining the user profiles that can access the system. When adding more than one user to the system, you will import your employee information using a spreadsheet template. This video describes the employee import process in SAP Concur. </div></div>

Working with the Employee Import in SAP Concur

You have recently engaged the implementation process of SAP Concur Travel and Expense. During this process, you will import your employee information using a spreadsheet template that is available on the Training Toolkit. On the updated Training Links page, select the Technical Toolkit, Travel and Expense link. Open the downloaded file. Double select to open the Technical Deployment Toolkit file. Double select to open the Headers and Other Tools folder. Double select to open the header, Employee Import File. The Employee Import Template opens on the 100 Import Settings tab. This information must be included in the import and specifies how to create a password for new users and how to process when a matching record already exists in the database. The Password Generator field specifies how to create a password for new users. If a blank password in provisioned, the user must follow the forgot password process on first sign in. Additional options in the password generator field are MPID sets the password to the employee ID field entry. Login ID sets the password to the login ID. Text uses the text provided in the employee 305 or 310 level records. SSO uses a special password that forces the user to log in through the client's internal portal. The existing record handling field defaults to update. This updates the existing record with only those fields that are non -blank in the import file. Additional options in the existing record handling field are Replace: replace the existing record completely with the one in the feed. Warn: Ignore and log a warning that the record was not processed. Ignore: ignore and log nothing. To clear a field of its current value, use the $blank$ operator in combination with the UPDATE option to have the existing value in the field cleared in the database. This also replaces the password field, and you must change it after the record is imported. The 100 record also specifies the language code of any localized text in the import file, and whether the expense and payment group fields in the employee records need to be validated against their existing expense and payment groups during an update. When you have completed the entries, select the line item. To copy the line item, press Ctrl plus C. From your computer's start menu, open a new notepad file. Paste the 100 record line item into Notepad. In this example, you will see how to use the 305 Enhanced Employee form. This is recommended for new clients and identical to the 300 Legacy Employee form with the addition of future use fields that will support emerging features. Select the 305 Enhanced Employee tab. Fields with dark red text are system required. Depending on your company's configuration, you may have additional required fields. You can find detailed descriptions for the form fields in the PDF link on the toolkit. Complete the fields for each employee as needed. Select and drag the row number to select the employee information. Right-click and then select Copy or press Ctrl plus C to copy the rows. Paste the rows into the text file. The file import must be in comma -separate value, CSV format. In the next few steps, you will see how to replace the spacing between form fields in the table content with a comma. First, select and drag the first space to select it. Next, press Ctrl plus H to open the Replace tool. Paste the space you copied into the Find What field. Enter a comma in the Replace with field. Select Replace All. Select X to close the Replace window. The text file is now ready to save for upload. Select File. Select Save As. Enter a file name that complies with the required format Employee Underscore Entity Code. Select the encoding drop-down arrow. Select UTF-8. Select Save. Select X to close the notepad file. You will now upload the text file. Place your mouse pointer over Administration. Place your mouse pointer over Company. Select Tools. Select Import/Extract Monitor. Select the Imports tab. Select the Employee Import type. Select Upload. Select Browse. Select the appropriate file. Select Open. select the Run File Immediately checkbox. Select Upload. Select OK. Scroll over to view the run history column. The success status displays. If the file did not upload successfully, you will see a failure or completed with warnings or errors status. You can use the view links to display the run history and upload history to review the import file or contact SAP Concur Client Support. This concludes the demo. Thank you for watching.