Preface

13

Target Audience

13

Structure of This Book

13

1 Introducing Concur Travel and Expense

17

1.1 Typical Issues and Constraints of T&E Processes

17

1.1.1 Efficiency Problems

18

1.1.2 Ineffective Management of T&E

19

1.1.3 Poor User Experience

20

1.2 A Vision for the T&E Process of the Future

21

1.2.1 Paper-Free

22

1.2.2 Mobile

24

1.2.3 Automated

24

1.2.4 Connected

25

1.2.5 Easy to Use

26

1.2.6 The Vision

26

1.3 Concur Travel & Expense at a Glance

27

1.3.1 Solution Overview

27

1.3.2 Travel

31

1.3.3 Expense

33

1.3.4 Request

34

1.3.5 Reporting

35

1.3.6 Configuring Concur

36

1.4 The Business Case for Concur

37

1.5 Summary

41

2 Employee and User Data

43

2.1 Employee Master Record Fields

44

2.1.1 System Settings

44

2.1.2 Personal Information

45

2.1.3 User Administration Data

48

2.2 Configuring Employee Forms

51

2.3 Permissions

53

2.4 Creating Employee Data

55

2.5 Summary

57

3 Concur Travel

59

3.1 Business Principles

59

3.2 Using Concur Travel for Business Trips

62

3.2.1 Concur Travel Profile

63

3.2.2 Using the Travel Wizard and Result Pages

67

3.2.3 The Booking Process

70

3.3 Concur TripLink Integration and Concur TripIt App

88

3.4 Basic Configuration for Concur Travel

90

3.4.1 Rule Classes

91

3.4.2 Travel Rules

92

3.4.3 Custom Text

95

3.4.4 Languages

96

3.4.5 E-Receipts

97

3.4.6 Travel Vendor Exclusions

98

3.4.7 Regional Hotel Rates

98

3.4.8 Travel Alternatives

99

3.4.9 Ghost/BTA Cards

100

3.4.10 Credit Card BIN Restrictions

101

3.4.11 Reporting Requirements

101

3.4.12 Your T&E Policy

103

3.4.13 Managing Preferred Vendors in Concur

106

3.5 Advanced Configuration Options for Concur Travel

108

3.6 Summary

111

4 Concur Expense

113

4.1 Business Principles

113

4.2 Using Concur Expense to Settle Expenses

115

4.3 Basic Configuration for Concur Expense

125

4.3.1 Policy Group

126

4.3.2 Expense Types

127

4.3.3 Account Codes

128

4.3.4 Forms

128

4.3.5 Trip Mappings

130

4.3.6 Taxation

130

4.3.7 Approval Workflows

132

4.3.8 Compliance Controls

134

4.3.9 Company and Personal Mileage Rates for Cars

137

4.3.10 Employee Reimbursement

139

4.3.11 Company Cards

139

4.3.12 Reporting Configuration

141

4.4 Advanced Configuration for Concur Expense

141

4.4.1 Policies

141

4.4.2 Expense Types

145

4.4.3 Group Configurations

146

4.4.4 Audit Rules and Exceptions

148

4.4.5 Expense Forms and Fields

151

4.4.6 Feature Hierarchies

152

4.4.7 Localization

153

4.4.8 Currency Administration

155

4.4.9 Mapping Concept Fields

155

4.4.10 Receipt Handling

156

4.4.11 Workflow

158

4.5 Concur Expense Pay Global

159

4.5.1 Processes

159

4.5.2 Configuration

161

4.5.3 Maintenance of Concur Expense Pay Global

167

4.6 Market-Specific Requirements

169

4.6.1 United States

169

4.6.2 Canada

170

4.6.3 United Kingdom

172

4.6.4 Germany

177

4.6.5 Australia and New Zealand

183

4.6.6 Asia Pacific

190

4.7 Summary

191

5 Concur Request

193

5.1 Business Principles

194

5.2 Getting and Giving Approvals with Concur Request

194

5.3 Concur Request Configuration

200

5.3.1 Agency Proposals

201

5.3.2 Booking Switch

203

5.3.3 Budget Insight

205

5.3.4 Country Groups

206

5.3.5 Event Requests

206

5.3.6 Risk Management

207

5.3.7 Segment Types

207

5.4 Deploying Concur Request

208

5.5 Integration with Concur Travel and Concur Expense

210

5.6 Summary

212

6 Concur Reporting

213

6.1 T&E Analysis vs. Concur Intelligence Tools

214

6.1.1 Concur Analysis and Concur Intelligence: Shared Tools

214

6.1.2 Concur Intelligence-Only Tools

216

6.2 Using Existing Reports

217

6.2.1 Set Reporting Preferences

217

6.2.2 Running a Standard Report

220

6.3 Building and Editing Reports in Query Studio

224

6.3.1 Creating a New Report

225

6.3.2 Manipulating Data within Reports

227

6.4 Building and Editing Reports in Report Studio

228

6.4.1 Report Types and Structures

230

6.4.2 Creating a New Report

231

6.4.3 Bursting Reports

234

6.5 Dashboards

238

6.6 Summary

239

7 Integrating Concur with Third-Party Apps and Services

241

7.1 The Value of Third-Party Integration

241

7.2 General Configuration of Third-Party Apps and Services

242

7.3 E-Receipt Integration

247

7.4 Further Selected Solutions

249

7.4.1 Concur ExpenseIt

249

7.4.2 Pivot Prime from Pivot Payables

252

7.4.3 VAT IT Foreign VAT Reclamation

255

7.4.4 Visage Mobile International Travel Roaming Alerts (ITRA)

258

7.5 Summary

259

8 Integrating Concur with Other SAP Solutions

261

8.1 Integrating with HR Master Data

263

8.1.1 Integration with SAP ERP HCM

263

8.1.2 Integration with SAP SuccessFactors

269

8.2 Integrating with SAP ERP Financials

270

8.2.1 Financial Master Data Replication

271

8.2.2 Financial Posting

274

8.2.3 Feedback Loop

279

8.2.4 Features for Financial Integration

280

8.3 Integrating with Payroll in SAP ERP HCM

282

8.3.1 Import Data through Infotype 2010

283

8.3.2 Import Data through SAP Travel Management Database

284

8.4 Integrating with Further SAP Solutions

285

8.5 Summary

286

9 Making Concur Work for You: Tips for Implementation Projects

287

9.1 Getting Your Scope Right

287

9.1.1 Concur Solution Scope

289

9.1.2 Project Scope

295

9.2 Project Planning and Methodology

297

9.2.1 Concur Editions

297

9.2.2 The Project Plan

299

9.2.3 Tips for Project Management

302

9.3 Global Rollout

303

9.4 Change Management and Communication

306

9.5 Typical Pitfalls

308

9.6 Summary

309

Appendices

311

A Further Reading

311

B The Authors

313

B.1 Contributors

314

Index

315