Concur Release Notes
Expense Professional / Premium
Expense, Imaging, Expense Pay, Expense Report Auditing, Cards, Imports/Extracts, ExpenseIt
Month Audience
January 2015
Update #1: Friday, January 23, 12:00 PM PT Client
Contents
Two User Interfaces – Enhanced UI ... 1
This Guide – Sample Screens and Menu Navigation ... 1
Transition Guides ... 2
Release Notes ... 3
Expense ... 3
Workflow: New Comment Data Variables for Email Notifications ... 3
Import/Extract Monitor – New "Send to Excel" Button ... 3
Training Admin: New Training Materials (Chinese, French, German, Japanese) ... 7
Classic Integration Administrator Retirement ... 9
Supported Configurations ... 10
Monthly Browser Certifications ... 10
Additional Release Notes, Webinars, and Technical Documentation ... 11
Concur Support Portal ... 11
Online Help – Admins ... 12
Two User Interfaces – Enhanced UI: Expense
Two User Interfaces – Enhanced UI
Concur is in the process of transitioning from the current user interface to the enhanced user interface.
The enhanced UI brings some long-awaited usability enhancements – some are significant (perhaps involving navigation changes) while others are minor (involving only look-and-feel).
This Guide – Sample Screens and Menu Navigation
For screen samples, this guide may show the current UI, the enhanced UI, or both.
Over time, all screen samples will appear only in the enhanced UI.
In those cases where the menu navigation is different, both sets of steps are shown.
Example:
Two User Interfaces – Enhanced UI: Expense
Transition Guides
Two guides are available to help clients understand the enhancements:
http://www.concurtraining.com/customers/tech_pubs/GW/_TransGuidesProf.htm The "highlights" guide (about 13 pages) is designed for end users and describes the most significant changes that affect them. The "comprehensive" guide (about 70 pages) is designed for admins. It describes:
The steps required before transitioning to the enhanced UI
The preview period for the admin, for selected users, for selected groups, and for the entire company
All of the enhancements – both significant and minor
Release Notes: Expense
Release Notes
Expense
Workflow: New Comment Data Variables for Email Notifications
Overview
Concur has added two new data variables related to comments to the available data variables for workflow email notifications. The new variables are:
Comment History: All comments on the report since its creation, in reverse chronological order
Comment History Count: Count of all comments on the report since its creation
In addition, the Comments variable description has been clarified as: Comments associated with the current workflow step.
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement provides clients with more report comment information to add to the workflow email notifications.
Configuration/Feature Activation
The new data variables can be added to workflow email notifications in the Workflow tool of Expense Admin.
For more information, refer to the Expense: Workflow Email Notifications Setup Guide.Import/Extract Monitor – New "Send to Excel" Button
Overview
The client's Import/Extract Monitor is in charge of monitoring Concur import/extract jobs and resolving errors. If errors occur, the admin may want to use Excel for easier analysis. Previously the admin likely copied the detailed job run error list using the classic Integration Administrator (one page at a time) and pasted into Excel, which could be tedious if the error list was lengthy.
With this release, the Import/Extract Monitor can now export error information directly to Excel.
NOTE: You can export a maximum of 12,500 records.
Release Notes: Expense
BUSINESS PURPOSE /CLIENT BENEFIT
This new feature saves time and gives clients the ability to export errors to Excel using the Import/Extract Monitor, now that the Integration Administrator is retired.
What the Admin Sees
The admin accesses the tool:
In the current user interface by clicking Administration > Expense Tools.
In the enhanced user interface by clicking Administration > Company >
Tools.
Then, the admin clicks Import/Extract Monitor (left menu).
IMPORTS
For imports, the admin clicks the Imports tab and then clicks View in the Run History column of the desired import.
On the Import Run History page, the admin clicks View in the Run Details column of the desired run.
In the Import Run Details window, the admin clicks Send to Excel.
Release Notes: Expense
EXTRACTS
For extracts, the admin clicks the Scheduled Jobs tab and then clicks View in the Run History column of the desired extract.
The admin clicks the expand button on the left side of the desired run. The row expands, displaying the output files.
Release Notes: Expense
The admin clicks View in the View Details column of the desired output file.
On the Extract Run History page, the admin clicks View in the Run Details column.
In the Extract Run Details window, the admin clicks Send to Excel.
Release Notes: Expense
Configuration / Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Training Admin: New Training Materials (Chinese, French, German, Japanese)
Overview
With the January release, the Chinese, French, German, and Japanese training content that is available through the Training Admin tool will be replaced. New content that matches the Concur User Evolution Experience will replace the existing training content. If you have activated training for your company from the options provided in the Training Administrator module, the content on that toolkit will be automatically updated to the new demos and guides. Clients cannot opt out of this process. We encourage you to review and update your custom training toolkit after the January release to add and update items based on the new content.
Clients with a custom training URL (Configured on the Alternate URL tab in Training Administration) are not affected by this change.
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement provides helpful training content to introduce users to the enhanced user interface.
Release Notes: Expense
Configuration/Feature Activation
The feature is automatically on for clients using the updated languages; there are no additional configuration or activation steps. Training items in other languages will receive updates in subsequent releases. The next targeted languages are Brazilian Portuguese and Italian, currently targeting the Feb 2015 release.
If the administrator does not want their users viewing the updated training modules, they have the following options:
Deactivate the enhanced training modules, and create custom training module links that point to the previous content.
Create a custom training site that includes links to the old training modules, then direct the Training help link there. Over the course of the next several months, all of the Concur-provided resources will be updated to the enhanced UI across all languages. A client that wishes to retain the
current UI and does not wish to perform the steps listed above each month as resources are updated may choose to create a custom training page to use until they are ready to move their users to the enhanced UI.
To replace the entire site, first build the page that will be used for the new training site in your company’s intranet.
The URLs to the training modules for the current UI can be found on the Training Toolkit page:
http://www.concurtraining.com/customers/concur/trainingtoolkit/onetouch.asp
The following processes explain how to complete these actions.
Deactivating the enhanced UI training:1. Click Administration > Expense > Training Administration.
2. On the Simulation Resources page, select the desired language.
3. Clear (disable) the Active check box for the desired simulations.
Adding a link to a previous training module:1. Click Administration > Expense > Training Administration.
2. On the Simulation Resources page, select the desired language.
3. Click New.
4. Enter the details of the training resource, including the URL.
Release Notes: Expense
5. Click Save.
Directing users to a different training site:1. Click Administration > Expense > Training Administration.
2. In Training Configuration, click the Alternate URL tab.
3. Using standard URL syntax (Expense will prompt if errors), type the address you would like the Training link to open when clicked. This may be the Concur current UI training toolkit, or a custom training site of your own.
4. Click Save.
Classic Integration Administrator Retirement
Overview
Most portions of the Integration Administrator (Restricted) tool in the classic user interface will be retired in the January 2015 release. The retirement will affect all sub-pages of Integration Administrator except the Configure Extracts, Company Cards and System Log sub-pages. All the functionality on the retired sub-pages has
Release Notes: Supported Configurations
already been moved to Import/Extract Monitor and Import/Extract
Administrator in the current/enhanced user interface. After the January release, the client admins will only see the Configure Extracts, Company Cards and System Log sub-pages in the classic Integration Administrator.
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement removes pages that have been transitioned to the current/enhanced user interface.
Configuration/Feature Activation
This feature is automatically on for all clients; no additional configuration or activation is required.
Supported Configurations
Monthly Browser Certifications
Monthly browser certifications, both current and planned, are available with the other Concur monthly release notes.
Refer to Additional Release Notes, Webinars, and Technical Documentation in this document for information about accessing the other release notes and the monthly browser certifications.Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Additional Release Notes, Webinars, and Technical Documentation
Concur Support Portal
Access release notes, webinars, and other technical documentation on the Concur Support Portal.
If you have the proper permissions, the Support menu is available to you in Concur.
Click Support and then – in the Concur Support portal – click Resources.
Click Release/Tech Info for release notes, technical documents, etc.
Click Webinars for recorded and live webinars.
NOTE: If you use a user interface layout other than Blue Sky (set on the travel configuration page), be aware that you have to click Help in order to access the Support link.
Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Online Help – Admins
Users with an admin role can access release notes, technical documents, and other resources using online help in Concur.
Concur Release Notes
Expense Professional / Premium
Expense, Imaging, Expense Pay, Expense Report Auditing, Cards, Imports/Extracts, ExpenseIt
Month Audience
February 2015
Initial Post: Friday, February 6, 11:30 AM PT Client FINAL
Contents
Release Notes ... 1
Expense ... 1
Sponsored Guest Now Available ... 1
Credit Card Import: Rich Data Setting Moved From Policies to Group Configurations ... 8
Training Admin: New Training Materials (Brazilian Portuguese, Italian) ... 9
Japan Public Transportation (JPT): Jorudan Maintenance ... 12
Payment Manager: New "Send to Excel" Functionality ... 12
Payment Manager: New Search Fields ... 13
Coming Soon: Cash Advance Approval Flow Tab ... 14
Supported Configurations ... 16
Monthly Browser Certifications ... 16
Additional Release Notes, Webinars, and Technical Documentation ... 17
Concur Support Portal ... 17
Online Help – Admins ... 18
Release Notes: Expense
Release Notes
Expense
Sponsored Guest Now Available
Overview
Have you ever needed to fly in a candidate for an interview or send a contractor to multiple company locations for a project? How did you get their travel booked? Were you able to accommodate their travel preferences? How did you provide
reimbursement for their out-of-pocket expenses?
Many organizations have expressed a need to have more robust functionality for managing sponsored guest travel and the associated expense processing.
Oftentimes, guest travel and the associated expense processing requires greater effort and cost to complete than employee travel and expense.
In October 2014, Concur released a set of Travel features tailored specifically to providing more visibility and control for sponsored guest travel. In the February 2015 release, Concur is releasing features to support the expense reimbursement process for sponsored guests. These features have the same level of flexibility customers have come to expect from the Concur suite of products.
USER/CUSTOMER BENEFIT
Companies need an effective way to authorize and communicate the details of a guest's trip. Many are relying on manual forms to capture information and a manual approval process. Duty-of-care is harder to oversee, and on the expense side, receipts are often mailed in and then an invoice or expense report is manually created.
The sponsored guest feature allows companies to take advantage of the same Concur features they use to manage employee travel and expense, with additional options that can be enabled for greater control and visibility.
TYPICAL USE CASE
A corporate Vice President has an open requisition for a Director. Through the HR requisition process, the candidate is offered a live interview. The VP notifies his company's Concur administrator, who then creates a new user profile for the candidate in Concur.
The admin is able to designate the candidate as a Candidate for Hire in the candidate's profile, using the new Non-Employee User Type profile field. This allows the HR department to track travel costs specifically for recruits.
Release Notes: Expense
candidate can use the system for travel and expense only while authorized to do so.
The admin can also assign the sponsored guest a delegate, if the company wants a delegate to create the guest's expense report.
The admin saves the new user in Concur, and the system notifies the candidate that he/she can now log in to complete his/her profile, and/or self-book travel.
The candidate logs in and completes his/her profile. Since the VP's company allows self-booking, the candidate also makes the appropriate travel reservations. Once the candidate's booking is reserved, the approval process sends the trip to the VP to be approved.
The VP can see all travelers he/she is sponsoring simply by viewing his/her own profile.
The candidate may use all of the same tools that are available to employees to capture his/her expenses: Mobile for on-the-go capture of expenses and receipt images, and ExpenseIt for enhanced capture and OCR of receipts, for example. If a delegate is creating the actual expense report, this makes the process easier for that delegate to receive the expense information. If the candidate is creating his/her own expense report, it adds additional options for the candidate to capture the expense information.
If the company uses Expense Pay, the candidate may fill in the bank information in his/her Concur profile so that the candidate can be reimbursed for all expenses via direct deposit to his/her bank account.
What the Sponsored Guest User Sees
The guest user's Profile view is slightly different. There is no Work Address section (normally located between the Company Information and Home Address
sections), and the Assistants and Travel Arrangers section is read-only. The guest user will also see any Sponsor-owned credit cards that the sponsor has allowed the guest user to use. The guest user can also register for Mobile or ExpenseIt in their profile.
Release Notes: Expense
When the sponsored guest creates an expense report, their sponsor is associated
Release Notes: Expense
for hire - the correct one must be selected during the expense report creation process. This provides the right information to reviewers of the report and for later analytical reporting.
What the Sponsor Sees
In the sponsor's profile, there is now a new section titled Sponsored Guest Users that displays any and all guest travelers that the employee is sponsoring.
NOTE: The Add a Sponsored Guest User link and the Terminate Sponsorship link are configurable and are explained in more detail in the Configuration section of these release notes.
The sponsor for the guest may be assigned delegate rights for the guest, and can create and submit expense reports on their behalf.
Release Notes: Expense
Configuration/Feature Activation ENABLING THE FEATURE
1. Click Administration > Company > Company Admin.
2. In the Company Admin section of the left menu, click Company Settings.
The following settings are available:
Setting Description
Allow Sponsored Travel Select this option to enable the new Guest User profile attributes. This is the main on/off setting for this feature.
Allow Sponsor to add new
sponsored travelers Select this option to provide the Add a Sponsored Guest User link in the sponsor's profile. This allows sponsors to create guest user accounts.
Allow Sponsor to set/edit
Termination Date Select this option to provide the Terminate
Sponsorship button next to each guest user listed in the Sponsored Guest Users section in the sponsor's profile. This allows the sponsor to edit the end date for the sponsorship for the guest user.
The user is blocked from booking travel within Concur outside of these date ranges. The user’s ability to log in to the system is controlled by the termination date for the user account, as with any user account.
Allow Sponsored travelers to add a credit card
(Travel booking) Select this option to allow the guest user to add his/her own credit card(s) to the Concur profile.
Release Notes: Expense
USERADMINISTRATION New User Role
Once the feature is enabled for a company, the Sponsor user permission appears on the Expense tab of the User Permissions page. This user role is group-aware, and allows the user to create (if configured) and manage sponsored guest accounts. The sponsor may be assigned delegate access for the guest.
Release Notes: Expense
New User Details Page Fields
When adding new users, a new section is displayed in User Details called Non- Employee Settings. This section allows an admin or sponsor (if configured) to assign the new profile attributes during guest user creation.
The admin or sponsor completes the Non-Employee User Type, Sponsor Name, Sponsorship Start Date, and Sponsorship End Date fields.
Note the following:
The login ID is a critical component of the guest user record, as this must be a unique identifier across all clients. Each company should consider what format to use for guest user accounts. An example might be to add guest to the end of your company’s domain, for example:
Only users with the Sponsor permission can be searched for and assigned as the sponsor for the guest user.
The Sponsorship End Date field controls how long the guest user can book Travel. This is especially useful for Travel & Expense customers who want the user to continue to have access to the system for Expense report submission.
Recording a sponsorship end date can also be useful for reporting purposes.
Administrators still must use the Account Termination Date field to completely terminate the user's access.
If a sponsor adds a new guest user from the Add a Sponsored Guest User link, then the Non-Employee Settings section will have that sponsor's information pre-populated, and the remainder of the non-employee settings will be mandatory. This is to prevent a sponsor from adding an unsponsored
Release Notes: Expense
will be redirected to their own profile page unless they have user administration rights.
Multiple sponsorships can be entered for a single guest user:
If the non-employee (guest user) is hired by the company, the admin or sponsor can simply click the Make User an Employee button and then make the necessary rule class, group membership, and other adjustments. Using this button clears all of the sponsorship information from the User Details page, but allows the company to retain the sponsorship information for historical reporting purposes.
NOTE: The login ID is a critical component of the user account, as it must be unique. It may be easier to create a separate new account once a user becomes an employee, and mark the guest account as inactive.
Credit Card Import: Rich Data Setting Moved From Policies to Group Configurations
Overview
When credit card transactions are imported, the card feed can contain rich data that allows Concur to generate a receipt image for the card transaction. Clients can activate this setting in Policies. However, the import happens before the policy has been determined, so the setting is broadly applied to all users if enabled.
In the February 2015 release, Concur will move the setting for the rich data
conversion into receipt images from the Policies page to the Group Configurations page. This change will allow clients tighter control over which users should be seeing rich data receipts in Concur.
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement provides clients with a better method of controlling which card transactions can generate receipt images with rich data.
Configuration/Feature Activation
Existing clients with rich data turned on for one or more expense policies will have rich data turned on for all expense groups.
Release Notes: Expense
The administrator manages this feature in Group Configurations in Expense Admin.
For more information, refer to the Expense: Group Configurations for Expense Setup Guide.Training Admin: New Training Materials (Brazilian Portuguese, Italian)
Overview
With the February release, the Brazilian Portuguese and Italian training content that is available through the Training Admin tool will be replaced. New content that
Release Notes: Expense
in the Training Administrator module, the content on that toolkit will be automatically updated to the new demos and guides. Clients cannot opt out of this process. We encourage you to review and update your custom training toolkit after the January release to add and update items based on the new content.
Clients with a custom training URL (Configured on the Alternate URL tab in Training Administration) are not affected by this change.
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement provides helpful training content to introduce users to the enhanced user interface.
Configuration/Feature Activation
The feature is automatically on for clients using the updated languages; there are no additional configuration or activation steps. Training items in other languages will receive updates in subsequent releases.
If the administrator does not want their users viewing the updated training modules, they have the following options:
Deactivate the enhanced training modules, and create custom training module links that point to the previous content.
Create a custom training site that includes links to the old training modules, then direct the Training help link there. Over the course of the next several months, all of the Concur-provided resources will be updated to the enhanced UI across all languages. A client that wishes to retain the
current UI and does not wish to perform the steps listed above each month as resources are updated may choose to create a custom training page to use until they are ready to move their users to the enhanced UI.
To replace the entire site, first build the page that will be used for the new training site in your company’s intranet.
The URLs to the training modules for the current UI can be found on the Training Toolkit page:
http://www.concurtraining.com/customers/concur/trainingtoolkit/onetouch.asp
The following processes explain how to complete these actions.
Deactivating the enhanced UI training:1. Click Administration > Expense > Training Administration.
2. On the Simulation Resources page, select the desired language.
3. Clear (disable) the Active check box for the desired simulations.
Adding a link to a previous training module:1. Click Administration > Expense > Training Administration.
Release Notes: Expense
2. On the Simulation Resources page, select the desired language.
3. Click New.
4. Enter the details of the training resource, including the URL.
5. Click Save.
Directing users to a different training site:1. Click Administration > Expense > Training Administration.
2. In Training Configuration, click the Alternate URL tab.
3. Using standard URL syntax (Expense will prompt if errors), type the address you would like the Training link to open when clicked. This may be the Concur current UI training toolkit, or a custom training site of your own.
4. Click Save.
Release Notes: Expense
Japan Public Transportation (JPT): Jorudan Maintenance
Overview
The JPT database of stations and lines received routine maintenance changes including additions, name changes, and removals.
BUSINESSPURPOSE/CLIENTBENEFIT
Lists in Expense continue to reflect JPT's current stations and lines.
What the Administrator Sees
The company Administrator sees valid station names and lines listed when searching for and configuring JPT routes for commuter passes.
What the User Sees
Users will see updated names where the old names previously displayed. The commuter passes and favorite routes configured before this update that contain removed stations will continue to display those stations to accommodate expense reports in progress at the time of this update.
Configuration/Feature Activation
The database maintenance is complete; there are no additional configuration or activation steps.
Payment Manager: New "Send to Excel" Functionality
Overview
The Monitor Payees page (Report Payees tab and Employee Banking tab) of Payment Manager now has the ability to send data to Microsoft Excel.
BUSINESSPURPOSE/CLIENTBENEFIT
As an administrator, you can more easily reconcile your Concur data with data from your bank.
Release Notes: Expense
What the Administrator Sees
The Monitor Payees page displays a new link.
NOTE: Data sent to Excel must not exceed 1000 rows.
Configuration/Feature Activation
The new link automatically displays; there are no additional configuration or activation steps.
Payment Manager: New Search Fields
Overview
Two new search fields appear on the Report Payees tab of the Monitor Payees page in Payment Manager:
Approve Date (From)
Approve Date (To)
BUSINESSPURPOSE/CLIENTBENEFIT
As an administrator, you can limit search results by date so that the number of records returned is fewer than 1000 rows, allowing you to use the new
Send to Excel link.
What the Administrator Sees
The Report Payees tab displays the new search fields.
Release Notes: Expense
Configuration/Feature Activation
The new fields automatically display; there are no additional configuration or activation steps.
Coming Soon: Cash Advance Approval Flow Tab
Overview
Concur will soon update the layout of cash advances and add a new tab, Approval Flow. Currently, cash advances have a main details section with tabs underneath:
Release Notes: Expense
The updated cash advance layout has tabs across the top of the window, with the main details section now appearing on the Details tab:
In addition, Concur is adding an Approval Flow tab to cash advances. This tab displays the list of approvers for the cash advance and allows approvers to add more approval steps (if configured).
BUSINESS PURPOSE/CLIENT BENEFIT
Release Notes: Supported Configurations
Configuration / Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Supported Configurations
Monthly Browser Certifications
Monthly browser certifications, both current and planned, are available with the other Concur monthly release notes.
Refer to Additional Release Notes, Webinars, and Technical Documentation in this document for information about accessing the other release notes and the monthly browser certifications.Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Additional Release Notes, Webinars, and Technical Documentation
Concur Support Portal
Access release notes, webinars, and other technical documentation on the Concur Support Portal.
If you have the proper permissions, the Support menu is available to you in Concur.
Click Support and then – in the Concur Support portal – click Resources.
Click Release/Tech Info for release notes, technical documents, etc.
Click Webinars for recorded and live webinars.
NOTE: If you use a user interface layout other than Blue Sky (set on the travel
Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Online Help – Admins
Users with an admin role can access release notes, technical documents, and other resources using online help in Concur.
Concur Release Notes
Expense Professional / Premium
Expense, Imaging, Expense Pay, Expense Report Auditing, Cards, Imports/Extracts, ExpenseIt
Month Audience
March 2015
Update 1: Tuesday, March 24, 12:30 PM PT Client FINAL
Contents
Release Notes ... 1
Expense... 1 Cash Advance: Changes to Calculation of Partial Approvals... 1 Sponsored Guest: New Fields Available in Audit Rules, Processor Queries ... 2 Processor: Query Enhancements ... 3 Change Log Enhanced to Include Authorized and Cost Object Approver Changes ... 4 Cash Advance: New Layout ... 5 Coming Soon: Cash Advance Enhancements ... 6 Company Cards ... 7 Changes to HSBC VCF v4.0 and CDF v3.0 to Support New Data ... 7 Supported Configurations ... 8 Monthly Browser Certifications ... 8Additional Release Notes, Webinars, and Technical Documentation ... 9
Concur Support Portal ... 9 Online Help – Admins ... 10Release Notes: Expense
Release Notes
Expense
Cash Advance: Changes to Calculation of Partial Approvals
Overview
With this release, residual cash advance amounts that cannot be applied to report expenses due to a partial approval are now either added back as a "carry forward"
amount for the next report, or trigger a conversion of the amount to a new Cash Advance Return with a system exception. This enhancement accounts for the unused amount more transparently then prior releases, and alerts all users to the unused balance.
The system behavior is based on the card type and carry forward privilege granted to the employee. That is, these changes apply only to cash advances from within
Concur or from company paid cards (CBCP), and where the employee may or may not be allowed the carry forward rights.
How It Works – New CA Partial Approval Handling and Exception Message For qualifying cash advances that do not allow carry-over, the algorithm for applying cash advances upon partial approval of expense entries (that utilized the advance) are now calculated as follows:
Attempt to Apply to a Different Expense: Expense will attempt to apply the residual advance balance against other eligible expenses within the same expense report (in most cases, this will result in full accounting for the advance)
Where No Carry Over is Allowed: If no carry over is allowed, Expense will then create a Cash Advance Return to visually indicate to the user, approver, and processor that the report originator owes this balance to the company, and:
The Cash Advance Return's Amount field is locked to prevent editing
The advance is flagged with a new system exception message "This cash advance return was created as a result of a partial approval" is applied to the advance
The system message "Cash advance funds made available by partial
approvals on this report will not be applied to other expenses on the report.
In order to have the full amount reapplied to this expense report, you must send the expense report back to the employee for corrections." is now removed from the system and replaced by the message described above
Release Notes: Expense
NOTE: There is no change to the application of the advance prior to or upon submission of the report. This specifically applies when the amount of the requested expense is reduced during the approval process, thus freeing up part of that advance.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement brings clarity to the handling of cash advances where the unused balance cannot be carried forward. It also alerts the user within the UI when the unused balance cannot be applied to other expense entries in the report, so that all parties will be aware of the situation.
What the User, Approver, and Processor See
Each user role will now see the system-created cash advance return and its new exception message when working with the partially-approved expense report, indicating that special handling may be required.
Configuration/Feature Activation
This feature is automatically on for all clients; no additional configuration or activation is necessary.
For more information, refer to the Expense: Cash Advance Setup Guide.Sponsored Guest: New Fields Available in Audit Rules, Processor Queries
Overview
Concur has added new fields in Audit Rules and Processor Queries, to help processors and administrators identify sponsored users. These fields allow the administrator to create audit rules that only apply to sponsored guest reports, and allows processors to search for guest user reports.
The sponsored guest fields are:
The Report data object has the Has Sponsorship field.
The Employee data object has the Is Non Employee field.
Release Notes: Expense
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement provides more admin tools for working with sponsored guest reports.
Configuration/Feature Activation
This feature is automatically on for all clients.
The processor manages the queries on the Process Reports page.
For more information, refer to the Expense: Processor User Guide.The administrator manages the audit rules in Audit Rules in Expense Admin.
For more information, refer to the Expense: Group Configurations for Expense Setup Guide.Processor: Query Enhancements
Overview
As the sheer volume of report data gets larger over time for a company, eventually they may arrive at a point where a broad/imprecise processor query is too large to complete in Concur’s allowed response timeout window. Concur has enhanced the Processor query functionality in several ways to improve this experience. This enhancement includes the following changes:
Processors must now select at least one search parameter on the Process Reports page before clicking Go.
A new processor preference allows the processor to restrict their query results to a specified time period. This new setting appears in the Preferences section of the Process Reports page:
Release Notes: Expense
When set to anything other than None, text appears on the main Process Reports page to remind the processor of the restriction:
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement gives processors more tools to narrow search results, and prevents queries that are unlikely to complete in the response timeout window.
Configuration/Feature Activation
This feature is automatically on for all clients; no additional configuration or activation is necessary. NO change will be made to processor preferences, so proactive action is required by the processor to take advantage of this new option.
Change Log Enhanced to Include Authorized and Cost Object Approver Changes
Overview
Concur has enhanced the Change Log with the following changes:
Authorized Approver is added/edited/deleted: The Approver Name has been
Release Notes: Expense
Cost Object Approver is added/edited/deleted: The Add action is now logged.
The Edit and Delete actions now include the Approver Name in the log.
BUSINESS PURPOSE /CLIENT BENEFIT
This enhancement provides better visibility into approver changes over time.
Configuration/Feature Activation
This feature is automatically on for all clients; no additional configuration or activation is necessary.
Cash Advance: New Layout
Overview
Concur has updated the cash advance functionality with a new layout that includes tabs for cash advance information.
Previously, cash advances had a main details section with tabs underneath:
Release Notes: Expense
The updated cash advance layout has tabs across the top of the window, with the main details section now appearing on the Details tab:
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement provides a cleaner layout for cash advance information.
Configuration / Feature Activation
The updated layout is automatically on for all clients; no additional configuration or activation steps are necessary.
Coming Soon: Cash Advance Enhancements
Overview
Concur will soon update the cash advance functionality with two new enhancements.
The new features include:
An Approval Flow tab that displays the cash advance workflow
A Documents tab that allows the user to attach an image to the cash advance
APPROVAL FLOW TAB
Concur is adding an Approval Flow tab to cash advances. This tab displays the list of approvers for the cash advance and allows approvers to add more approval steps (if configured).
Release Notes: Company Cards
DOCUMENTS TAB
The cash advances have a new tab, labeled Documents, that provides an Attach button and displays any images attached to the cash advance.
BUSINESS PURPOSE/CLIENT BENEFIT
These enhancements provide the ability to view and manage cash advance workflow, and to add imaged documentation to cash advances.
Configuration / Feature Activation
The Approval Flow tab is automatically on for all clients. The Documents tab is activated on the Group Configuration page of Expense Admin.
Company Cards
Changes to HSBC VCF v4.0 and CDF v3.0 to Support New Data
Overview
With this release, HSBC is improving the handling of duplicate transactions by adding a flag that will identify duplicate transactions on import of the VCF v4.0 and CDF v3.0 card data into Expense.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement allows to improve the handling of duplicate transactions.
Release Notes: Supported Configurations
Configuration/Feature Activation
This feature is automatically on for all clients; no additional configuration or activation is necessary.
Supported Configurations
Monthly Browser Certifications
Monthly browser certifications, both current and planned, are available with the other Concur monthly release notes.
Refer to Additional Release Notes, Webinars, and Technical Documentation in this document for information about accessing the other release notes and the monthly browser certifications.Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Additional Release Notes, Webinars, and Technical Documentation
Concur Support Portal
Access release notes, webinars, and other technical documentation on the Concur Support Portal.
If you have the proper permissions, the Support menu is available to you in Concur.
Click Support and then – in the Concur Support portal – click Resources.
Click Release/Tech Info for release notes, technical documents, etc.
Click Webinars for recorded and live webinars.
NOTE: If you use a user interface layout other than Blue Sky (set on the travel configuration page), be aware that you have to click Help in order to access the Support link.
Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Online Help – Admins
Users with an admin role can access release notes, technical documents, and other resources using online help in Concur.
Concur Release Notes
Expense Professional / Premium
Expense, Imaging, Expense Pay, Expense Report Auditing, Cards, Imports/Extracts, ExpenseIt
Month Audience
April 2015
Initial Post: Friday, April 10, 11:00 AM PT Client FINAL
Contents
Release Notes ... 1
Expense ... 1Import/Extract Monitor: New Ability to Download All Extract Files ... 1 Cash Advance Enhancements ... 1 Clarification for Delegate/Proxy/Assistant/Arranger ... 4 Company Bill Statements: Choose Statement Date Option ... 6 Supported Configurations ... 7 Monthly Browser Certifications ... 7
Additional Release Notes, Webinars, and Technical Documentation ... 8
Concur Support Portal ... 8 Online Help – Admins ... 9
Release Notes: Expense
Release Notes
Expense
Import/Extract Monitor: New Ability to Download All Extract Files
Overview
Concur has enhanced the Import/Extract Monitor tool to allow clients to download extract files from previous extract runs. Prior to this release, the download link had limited availability. In the April release, the download link for the extract will always appear on the Extract Run History tab.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement gives clients a self-service option for downloading any extract file.
Configuration/Feature Activation
This feature is only available to clients with HTTPS Upload/Download enabled. The user must have the Import/Extract Monitor user role to use the download link.
Cash Advance Enhancements
Overview
Concur has updated the cash advance functionality with three new enhancements.
The new features include:
An Approval Flow tab that displays the cash advance workflow
A Documents tab that allows the user to attach an image to the cash advance
An update to the Cash Advance administrator view to show the cash advance amount at the top of the cash advance
Release Notes: Expense
APPROVAL FLOW TAB
Concur is adding an Approval Flow tab to cash advances. This tab displays the list of approvers for the cash advance, similar to the expense report or request view.
This tab also prepares for a future enhancement to support the configurable option to permit ad-hoc steps to be added by employees and approvers.
DOCUMENTS TAB
The cash advances have a new tab, labeled Documents, that provides a Browse and Attach button and displays any images attached to the cash advance.
The user is able to attach images, and to delete images prior to submission. The approver and Cash Advance administrator are able to attach images.
Release Notes: Expense
CASH ADVANCE ADMINISTRATOR VIEW IMPROVEMENT
The Cash Advance administrator can now see the employee name and cash advance amount at the top of the cash advance, regardless of which tab they are on.
BUSINESS PURPOSE/CLIENT BENEFIT
These enhancements provide the ability to view and manage cash advance workflow, and to add imaged documentation to cash advances. The Documents tab may be used by the user to provide supporting documentation for their cash advance request. It may also be used by the cash advance administrator to record receipt documentation such as a signed receipt for funds when a bank issues the cash to the company for foreign funds, or when the company issues the cash to the employee.
Configuration / Feature Activation
The Approval Flow tab and the employee name/amount on the cash advance are automatically on for all clients. The Documents tab is activated on the Group Configuration page of Expense Admin.
Release Notes: Expense
Clarification for Delegate/Proxy/Assistant/Arranger
Overview
The enhancement described here was introduced several months ago. With this release note, we are clarifying how it works.
First, Definitions
NOTE: Your company may or may not use all of these roles/permissions.
DELEGATE AND TRAVEL ASSISTANT/ARRANGER
In Expense, Request, and Invoice – A delegate is chosen by a user to assist that user with expense reports, approvals, requests, etc.
In Travel – A travel assistant/arranger is basically the same thing. The assistant/
arranger is chosen by a user to assist that user with travel, profile changes, etc.
Release Notes: Expense
PROXY AND SELF-ASSIGNING TRAVEL ARRANGER
In Expense, Request, and Invoice – A proxy assists but is not chosen by the user, for example, he/she might be Help Desk staff that accesses the user's information in case of emergency.
In Travel – A self-assigning travel arranger is basically the same thing. The self- assigning arranger assists but is not chosen by the user, for example, he/she might be Help Desk staff that accesses the user's information in case of emergency.
Enhancement – What the Delegate/Proxy/Assistant/Arranger Sees
In the enhanced user interface, a delegate/proxy/assistant/arranger accesses his/her list of users (candidates) via Profile, using the Administer for another user list.
If a delegate/proxy/assistant/arranger works on behalf of 30 or fewer candidates, when the delegate/proxy/assistant/arranger clicks in the field, all candidates appear in the list.
If a delegate/proxy/assistant/arranger works on behalf of more than 30 candidates, then the delegate/proxy/assistant/arranger enters one or more letters of a
candidate's last name. Up to 80 candidates that meet that criteria appear in the list.
In the case of a self-assigning travel arranger, there is no initial display of 30.
The assistant always types a few letters of a candidate's last name. Up to 80 candidates that meet that criteria appear in the list.
Configuration / Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Release Notes: Expense
Company Bill Statements: Choose Statement Date Option
Overview
With this release, a new setting for the Company Bill Statement purchasing card program, Date used to determine statement, lets the Company Card admin select one of two date options that determine what date is used when adding a transaction to a statement period.
There are two options, Posted Date and Billing Date. When a date is selected, the system adds a transaction to a statement period based on the preferred date choice.
The default setting is Posted Date to support existing card program functionality.
NOTE: No existing card programs are changed with the release of this feature.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement lets the Card admin select the date option that best aligns their transactions with their associated statement periods.
USING DATE OPTIONS TO ASSIGN A TRANSACTION TO A STATEMENT PERIOD
As an example, assume a Statement Period of 9/1 to 9/30 with a transaction whose Posted date value is 10/1 and Billing date is 9/30. Using the Posted date value (the default behavior) results in a transaction that falls outside of the given period.
Release Notes: Supported Configurations
To resolve this, the Card admin selects the date option they prefer Expense to use when associating a card to a statement period. In this example, the Billing date (9/30) will ensure the transaction falls within the statement period the admin wants.
Configuration/Feature Activation
The feature requires that the Company Card admin set the date option they prefer.
To select the statement date for the card:1. Click Administration > Company > Tools.
2. In the left menu, click Company Card.
3. Click New or Modify, then scroll to the Date used to determine statement option.
4. Select a date option, then click Save.
Once the date is selected, it is applied to the import of all subsequent transactions on card accounts associated with the card program.
For more information, refer to Expense: Company Card & Company Bill Statement Administrator User Guide.Supported Configurations
Monthly Browser Certifications
Monthly browser certifications, both current and planned, are available with the other Concur monthly release notes.
Refer to Additional Release Notes, Webinars, and Technical Documentation in this document for information about accessing the other release notes and the monthly browser certifications.Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Additional Release Notes, Webinars, and Technical Documentation
Concur Support Portal
Access release notes, webinars, and other technical documentation on the Concur Support Portal.
If you have the proper permissions, the Support menu is available to you in Concur.
Click Support and then – in the Concur Support portal – click Resources.
Click Release/Tech Info for release notes, technical documents, etc.
Click Webinars for recorded and live webinars.
NOTE: If you use a user interface layout other than Blue Sky (set on the travel configuration page), be aware that you have to click Help in order to access the Support link.
Additional Release Notes, Webinars, and Technical Documentation: Supported Configurations
Online Help – Admins
Users with an admin role can access release notes, technical documents, and other resources using online help in Concur.
Concur Release Notes
Expense Professional / Premium
Expense, Imaging, Expense Pay, Expense Report Auditing, Cards, Imports/Extracts, ExpenseIt
Month Audience
May 2015
Update #1: Wednesday, May 20, 11:00 AM PT Client FINAL
Contents
Release Notes ... 1
Expense... 1 Available Receipts: Displays Images Up To a Year Old ... 1 Condition Editor: Improved Design ... 1 Updated Naming of Available Expenses/Import Expenses Functionality ... 2 Digital Tax Invoice: Concur Receipt ID Added to Available Information... 4 Concur Salesforce Connector: Button to Sync Cost Tracking Configuration ... 5 Concur Salesforce Connector: Installation Process Enhanced ... 7 Administrator Tools ... 8 Change Log: New Workflow Details ... 8 Import/Extract Monitor: Ability to Restrict Upload/Download Functionality ... 8 Import/Extract Monitor: Additional Sorting Options ... 9 Training Admin: New Training Materials (Canadian French) ... 9 Training Admin: Updated Training Links (US English) ... 10 Integration Admin: Configure Extracts Retired ... 11 Supported Configurations ... 11 Monthly Browser Certifications ... 11Additional Release Notes, Webinars, and Technical Documentation ... 12
Concur Support Portal ... 12 Online Help – Admins ... 13
Release Notes: Expense
Release Notes
Expense
Available Receipts: Displays Images Up To a Year Old
Overview
Concur has updated the Available Receipts section to only display images that were uploaded to Concur in the last 365 days. Images uploaded more than 365 days prior will not be displayed.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement reduces the time it takes the Available Receipts images to load.
Configuration/Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Condition Editor: Improved Design
Overview
Concur has enhanced the condition editor used by Audit Rules, Processor, and Workflow to increase the usability. The new design includes a new vertical layout of the condition fields, and more dividers in the list of fields.
Release Notes: Expense
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement provides more space for long condition field values, and makes the tool easier to read.
Configuration/Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Updated Naming of Available Expenses/Import Expenses Functionality
Overview
Concur has clarified the naming of some UI elements related to viewing and importing Available Expenses.
Concur has updated the expense report page to rename the Charges & Expenses link/menu to Import Expenses. Import Expenses appears as a link if the user is not allowed to import personal card charges, and as a menu with two options if the user is allowed to import personal card charges.
BEFORE (WITH PERSONAL CARD IMPORT DISABLED)
Release Notes: Expense AFTER
AFTER (WITH PERSONAL CARD IMPORT ENABLED)
Release Notes: Expense
Concur has also updated the Report Library page, renaming the Available Expenses button to Import Expenses.
BEFORE
AFTER
BUSINESS PURPOSE/CLIENT BENEFIT
The names better describe the functionality and provide continuity with the Available Expenses label on the Manage Expenses page.
Configuration/Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Digital Tax Invoice: Concur Receipt ID Added to Available Information
Overview
Concur has enhanced the digital tax invoice information available when the user hovers their mouse over the icon to include the Concur Receipt ID. The Concur
Release Notes: Expense
Receipt ID provides the unique identifier for the receipt in Concur, which may be used to facilitate conversations between a company and its 3rd party receipt validation partner.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement provides more information for digital tax invoice validators so that conversations between the validator and Concur or the validator and their client may more easily reference the same information.
Configuration/Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Concur Salesforce Connector: Button to Sync Cost Tracking Configuration
Overview
The Cost Tracking Configuration tab in Salesforce now has functionality that detects when your Salesforce Cost Tracking configuration is out of sync with your Concur Cost Tracking configuration. Using a new button, you can quickly update your Salesforce organization configuration to match your Concur configuration.
BUSINESS PURPOSE/CLIENT BENEFIT
This button makes consistent configuration easier to maintain.
What the Admin Sees
On the Cost Tracking Configuration tab, the Objects Currently Configured in Concur section displays the Synchronize button.
Release Notes: Expense
NOTE: The Objects Currently Configured in Concur and the Synchronize button only display when they are needed.
WHEN CONFIGURATION IS OUT OF SYNC
Release Notes: Expense WHEN CONFIGURATION IS ALREADY IN SYNC
Configuration/Feature Activation
The feature is automatically on; there are no configuration or activation steps.
Concur Salesforce Connector: Installation Process Enhanced
Overview
Concur has updated the installation process of the Concur Salesforce Connector to handle cases where the company is re-installing the connector. Prior to this release, the connector installation would have errors when re-installing because the
application connector, attendee type, and Opportunity object already exist. In the May release, the application connector install process can now identify and use the existing application connector, attendee type, and Opportunity object.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement supports the situation where clients need to re-install the connector.
Configuration/Feature Activation
Release Notes: Administrator Tools
Administrator Tools
Change Log: New Workflow Details
Overview
Concur has enhanced the Change Log to include additional information when logging workflow rule changes. The log entry now includes:
The workflow name
The workflow step name
The workflow item (workflow rule name)
Whether the item was Created/Updated/Deleted BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement provides more information for logged workflow changes.
Configuration/Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Import/Extract Monitor: Ability to Restrict Upload/Download Functionality
Overview
Concur has enhanced the company settings regarding the file uploads and downloads in the Import/Extract Monitor tool. These new settings can be used to fine-tune the permissions of the users with the Import/Extract Monitor user role. The settings now determine whether the user with the Import/Extract Monitor user role can:
Upload files
Download files
Perform both actions
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement allows clients to limit access to financial extract information while still allowing users to upload files to Concur.
Configuration/Feature Activation
The new settings replace the Allow File Upload/Download setting. Clients with the Allow File Upload/Download site setting set to Y will retain their existing functionality, where users with the Import/Extract Monitor user role can upload import files and
Release Notes: Administrator Tools
download extract files. The settings apply globally to all users with the Import/Extract Monitor user role at the company.
Contact Concur Client Services to have your company's settings updated.
Concur Internal staff uses the following new site settings to configure this feature:
Allow File Upload
Allow File Download
These new site settings replace the Allow File Upload/Download setting. If Allow File Upload is set to Y, users with the Import/Extract Monitor user role will be able to upload import files (except card feeds) in Import/Extract Monitor. If Allow File
Download is set to Y, users with the Import/Extract Monitor user role will be able to download extract files in Import/Extract Monitor.
Import/Extract Monitor: Additional Sorting Options
Overview
Concur has enhanced the Scheduled Jobs and Import tabs of the Import/Extract Monitor tool to allow sorting by the Last Run Date and Last Run Status columns.
BUSINESS PURPOSE/CLIENT BENEFIT
This enhancement provides more options for sorting import and extract information, allowing users to find the necessary information faster.
Configuration/Feature Activation
The feature is automatically on; there are no additional configuration or activation steps.
Training Admin: New Training Materials (Canadian French)
Overview
With the May release, the Canadian French training content that is available through the Training Admin tool will be replaced. New content that matches the Concur User Evolution Experience will replace the existing training content. If you have activated training for your company from the options provided in the Training Administrator module, the content on that toolkit will be automatically updated to the new demos and guides. Clients cannot opt out of this process. We encourage you to review and update your custom training toolkit after the May release to add and update items based on the new content.
Clients with a custom training URL (Configured on the Alternate URL tab in Training Administration) are not affected by this change.
