NextGen UI for Concur Request: Administrators

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NextGen UI for Concur Request: Administrators

Transition Guide – Standard Edition

Last Revised: September 21, 2021

Applies to:

 Professional/Premium edition

 Expense

 Travel

 Request

 Invoice

 Standard edition

 Expense

 Travel

 Request

 Invoice

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NextGen UI for Concur Request: Administrators Transition Guide – Standard Edition i

Revision History

Date Revision Notes/Comments

September 21, 2021 Updated the Schedule section to reflect the start of the Active Move Period.

April 2, 2021 Updated the copyright year; no other changes; cover date not updated July 2, 2020 Made the following updates:

• Updated the information about new customers in the Phased Approach section

• Updated the Limited Access / Opt In / Mandatory Move section

• Updated and renamed the Using the Preview NextGen UI Page section to Using the User Experience Settings Page.

• Updated image in the Naming of Expense Types and Segment Types section

May 30, 2020 Replaced term "NextGen Request" with "NextGen UI" or "the NextGen UI for Concur Request" for accurate product branding.

April 24, 2020 Removed the Copying Request Content to Expense Reports section. This functionality is not currently available in NextGen Request.

February 13, 2020 Updated the copyright; no other changes; cover date not updated

December 13, 2019 Added note about how to handle expense types and segment types that have the same name to the IMPORTANT: Considerations Before Transitioning >

Naming of Expense Types and Segment Types section.

July 23, 2019 Added the Copying Request Content to Expense Reports section, and moved the following subsections from the Auto-Creating Expense Reports section into the new Copying Request Content to Expense Reports section:

• Copy Request Content to Expense Report

• Copy Request Content to Expense Report Configuration

July 18, 2019 Removed the Auto-Creating Expense Reports section from the IMPORTANT:

Considerations Before Transitioning section. This functionality is not currently available in NextGen Request.

July 9, 2019 Updated information about the Preview NextGen Request page May 10, 2019 Initial publication

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NextGen UI for Concur Request: Administrators Transition Guide – Standard Edition 1

NextGen UI for Concur Request – Administrator Guide

Section 1: About This Guide

The NextGen UI for Concur Request provides updates and enhancements for Concur Request end users. For information about the changes Concur Request end users will see, refer to the end-user transition guide.

This administrator guide describes how an admin can enable the NextGen UI for themselves or for the whole company.

Section 2: Phased Approach

Concur Request has many complex, robust features making it the most

comprehensive feature set and the best authorization request tool to meet the diverse needs and expectations of our customers. Though SAP will eventually bring all of these features from the existing UI into the NextGen UI for Concur Request – not all will be available immediately. SAP will introduce the major features initially and then bring in the remainder over time.

Starting July 2, 2020, all new customers will be implemented on the NextGen UI for Concur Request.

For existing clients, once the feature set in the NextGen UI matches a client's configuration, the client can transition to the NextGen UI. For customers with more complicated configurations, their transition may be toward the end of the process.

Section 3: Limited Access / Opt In / Mandatory Move

Schedule

• Limited Access: May 2019 – June 2020

The Limited Access period for existing customers began in May 2019 and ended June 2020. This period allowed Concur Request admins the opportunity to explore the NextGen UI for Concur Request, review the documentation about features that are not yet available, and determine if early activation is right for their company.

• Opt-In Period: July 2020 – September 2021

The opt-in period for existing customers began after the Limited Access period on July 2, 2020. This milestone is marked by the delivery of most planned features as well as further overall quality and stability.

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During this period, admins can turn on or off the NextGen UI by individual user or by their entire organization as often as desired during this period.

Customers should use this period to plan their transition and move to the NextGen UI for Concur Request when it is right for your business priorities.

Some remaining features will become available throughout this period, so customers should plan their roll out accordingly.

NOTE: During the Opt-In Period for NextGen UI, not all planned Concur Request features from the existing UI will be available in the NextGen UI.

• Active Move Period: October 2021 – September 2022

This is the 12-month notice period we committed to for customers to complete the transition to the NextGen UI before the automatic transition date.

Customers are strongly encouraged to complete the tasks necessary to ensure a smooth transition for their organization, and then transition to the NextGen UI during the Active Move Period well before the automatic transition date of October 1, 2022.

• Automatic Transition Date: October 1, 2022

All customers will be automatically transitioned to the NextGen UI.

This ensures that we continue to offer a consistent user experience for all customers and allows for superior product innovation and support.

Preview Options

There are two options available for admins to become familiar with NextGen UI and to introduce it in the company:

• For the admin: The admin can turn on the NextGen UI – for themselves – whenever desired. Only that particular admin sees the NextGen UI; no other users are impacted. This way, the admin can learn about the changes before enabling the NextGen UI for other users.

• For the entire company: The admin can turn on the NextGen UI for all users.

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Section 4: Using the User Experience Settings Page

The following pages describe who can access the User Experience Settings page for previewing the NextGen UI, and how it works.

As of July 2, 2020, there is a new way to enable the NextGen UI for Concur Request using the User Experience Settings page available on the Administration >

Expense User Experience Settings menu. This new way is referred to as the

"unified model". The NextGen UI can only be enabled for Concur Request this way if the NextGen UI has never been enabled for Concur Request or Concur Expense in an entity prior to July 2, 2020, or if your entity was migrated to the unified model by SAP sometime after July 2, 2020.

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For more information, refer to the User Experience Settings Page (If Enabled July 2 or Later) section in this guide.

If the NextGen UI was enabled for either Concur Request or Concur Expense before July 2, 2020, there are no changes to how the NextGen UI is enabled for Concur Request or Concur Expense. This NextGen UI enablement scenario is referred to as the "hybrid model".

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For more information, refer to the User Experience Settings Page (If Enabled Before July 2) section in this guide.

How can I tell Where the NextGen UI for Concur Request is Enabled?

If the Concur Request admin can see the Request User Experience Settings menu selection on the Administration menu, then the NextGen UI for Concur Request is enabled from the Administration > Request User Experience Settings menu selection, and your entity is currently using the hybrid model.

If the admin does not see the Administration > Request User Experience

Settings menu selection, the NextGen UI for Concur Request is enabled with Concur Expense using the Administration > Expense User Experience Settings menu selection, and your entity is currently using the unified model.

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User Experience Settings Page (If Enabled July 2 or Later)

This section of the guide only applies if the first time the NextGen UI was enabled for an entity was on July 2, 2020 or later, or if your entity was migrated to the unified model by SAP sometime after July 2, 2020.

The NextGen UI for both Concur Expense and Concur Request is enabled on the User Experience Settings page.

!

IMPORTANT: When the NextGen UI is enabled, it will automatically enable the NextGen UI for both Concur Expense and Concur Request.

If you only have Concur Expense or Concur Request, the NextGen UI will only be enabled for the product you have.

Administrators can access the User Experience Settings page by clicking Administration > Expense User Experience Settings.

NOTE: This option appears for any user with the Can Administer permission.

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NextGen UI for Concur Request: Administrators Transition Guide – Standard Edition 5 The User Experience Settings page appears.

Preview for yourself

WHY DOES THE ADMIN USE THIS SECTION OF THE PAGE?

The admin uses this section of the page to turn on/off the NextGen UI for themselves.

HOW DOES IT WORK?

The admin clicks the Preview it for yourself button. When the admin uses Concur Request, it appears in the NextGen UI. The same UI will be shown whether the admin is acting for themselves or on behalf of other users.

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The Preview it for yourself button then changes to Revert to prior experience.

Any time during the review period, the admin can return to the User Experience Settings page and click the Revert to prior experience button to return to the existing UI.

NOTE: The admin may need to log out and then log in again before a change to this setting is shown. Different browser and operating system combinations show different behavior for clearing the local session to accept this change,

therefore, logging out and back in is always recommended.

IMPORTANT:SWITCHING BETWEEN THE NEXTGEN UI AND THE EXISTING UI The admin can switch between the two interfaces using Preview it for yourself and Revert to prior experience until the entire company has been switched to the NextGen UI. Then, the admin can no longer access the existing UI.

Company-wide preview

WHY DOES THE ADMIN USE THIS LINK?

The admin uses this link to turn on the NextGen UI for the entire company.

The admin clicks the Turn on the NextGen UI button.

Two confirmation dialog boxes appear. It is important that the admin

understands the impact of this action. SAP strongly recommends this is timed and coordinated across corporate teams as not all may be ready to launch at the same

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NextGen UI for Concur Request: Administrators Transition Guide – Standard Edition 7 The Proceed button will not be available until the admin checks the box confirming that they have communicated with all affected administrators.

When confirmed, Concur Request and Concur Expense appear with the NextGen UI.

The Turn on the NextGen UI button then changes to Revert to prior experience.

Any time during the review period, the admin can return to this page and click the Revert to prior experience button to return the entire company to the existing UI.

IMPORTANT:SWITCHING BETWEEN THE NEXTGEN UI AND THE EXISTING UI Once the entire company has been switched to NextGen UI, the admin cannot be switched back to the existing UI unless the entire company is switched back.

User Experience Settings Page (If Enabled Before July 2)

This section of the guide only applies if the NextGen UI was enabled for either Concur Request or Concur Expense at any time before July 2, 2020. It does not matter if the NextGen UI was enabled at the company level or for yourself, or if it is currently enabled, as long as the NextGen UI was enabled for the entity sometime before July 2, 2020.

If this applies to your entity, there are no changes to how the NextGen UI is enabled for Concur Request or Concur Expense.

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The steps for enabling the NextGen UI for Concur Request are covered in this section. The steps for enabling the NextGen UI for Concur Expense are available in the NextGen UI for Concur Expense: Administrators Transition Guide - Standard Edition.

Administrators can access the User Experience Settings page by clicking Administration > Request User Experience Settings.

NOTE: This option appears for any user with the Can Administer permission.

The User Experience Settings page appears.

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Preview for Yourself

WHY DOES THE ADMIN USE THIS SECTION OF THE PAGE?

The admin uses this section of the page to turn on/off the preview for themselves.

The admin clicks the Preview it for yourself button. When the admin uses Concur Request, it appears in the NextGen UI. The same UI will be shown whether the admin is acting for themselves or on behalf of other users.

The Preview it for yourself button then changes to Revert to prior experience.

Any time during the review period, the admin can return to the Preview NextGen Request page and click the Revert to prior experience button to return to the existing UI.

NOTE: The admin may need to log out and then log in again before a change to this setting is shown. Different browser and operating system combinations show different behavior for clearing the local session to accept this change,

therefore, logging out and back in is always recommended.

IMPORTANT:SWITCHING BETWEEN THE NEXTGEN UI AND THE EXISTING UI The admin can switch between the two interfaces using Preview it for yourself and Revert to prior experience until the entire company has been switched to the NextGen UI for Concur Request. Then, the admin can no longer access the existing UI.

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Company-wide Preview

WHY DOES THE ADMIN USE THIS LINK?

The admin uses this link to turn on the "preview" for the entire company.

The admin clicks the Turn on the NextGen Request experience button.

Two confirmation dialog boxes appear. It is important that the admin

understands the impact of this action. SAP strongly recommends this is timed and coordinated across corporate teams as not all may be ready to launch at the same time.

The Proceed button will not be available until the admin checks the box confirming that they have communicated with all affected administrators.

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When confirmed, Concur Request appears with the new enhancements.

The Turn on the NextGen Request experience button then changes to Revert to prior experience. Any time during the review period, the admin can return to this page and click the Revert to prior experience button to return the entire company to the existing UI.

IMPORTANT:SWITCHING BETWEEN THE NEXTGEN UI AND THE EXISTING UI Once the entire company has been switched to NextGen UI for Concur Request, the admin cannot be switched back to the existing UI unless the entire company is switched back.

Section 5: IMPORTANT: Considerations Before Transitioning

Naming of Expense Types and Segment Types

In the NextGen UI for Concur Request, expense types and segments types are handled differently than in the existing UI. In the existing UI, there is a separate tab for adding expected expenses to a request, and a separate tab for adding travel segments to a request.

In the NextGen UI for Concur Request, both expected expenses and segments are added to a request on the same page, the Expected Expenses page. Having expected expenses and segments on the same page ensures all segments will have an entry in the Expected Expenses list that represents the segment's fare.

On the Expected Expenses page, the Add list contains both the expense types and the segment types set up for Concur Request.

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If an expense type has the same name as a segment type, it may appear as if there are duplicate items in the Add list, when in fact, the list is displaying both the name of the expense type and the name of the segment type. If an expense type and segment type have the same name, users will not be able to distinguish whether the selection in the Add list is for the expense type or segment type until they click the selection.

Please be aware of this when considering naming expense types and segment types for Concur Request.

NOTE: If you have an expense type and segment type with the same name and both are active, it is recommended that you contact SAP Concur support to disable the expense type. This is especially important when Concur Request and Concur Travel are integrated, because only the segment type is integrated with Concur Travel.

NextGen UI for Concur Request: Administrators