NextGen UI for Concur Request: Administrators

(1)

NextGen UI for Concur Request:

Administrators

Transition Guide – Professional Edition

Last Revised: September 21, 2021

Applies to:

S Professional/Premium edition

 Expense

 Travel S Request

 Invoice

 Standard edition

 Expense

 Travel

 Request

 Invoice

(2)

Revision History

Date Revision Notes/Comments

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

June 11, 2021 Updated the note in the IMPORTANT: Considerations Before Transitioning >

Naming of Expense Types and Segment Types section. Here is the new version of the note:

NOTE: If you have an expense type and segment type with the same name and both are active, it is recommended that one of these be disabled. Please contact SAP Concur support to determine whether the expense type or segment type should be disabled, based on your current configuration and whether Concur Request is integrated with Concur Travel.

August 17, 2020 Replaced the Request Administration menu selection references with Request Admin. The menu selection was renamed to Request Admin.

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

 Added the Configuring Requests with No Expected Expenses or Segments section

 Added the following sections to the new Additional Information and Reminders section:

 Reminder About Exception Messages

 Reminder About Configuring Cash Advance Limits

 Departure and Arrival Fields on Default Segment Forms

May 28, 2020 Replaced term "NextGen Request" with "NextGen UI" or "the NextGen UI for Concur Request" for accurate product branding.

Added the Configuring Attendee Search for Attendee Types section.

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.

November 22, 2019 Removed the IMPORTANT: Considerations Before Transitioning > Agency Booking Fees section. The Agency Booking Fees section will be added back into a future version of the guide when the functionality becomes available.

NextGen UI for Concur Request: Administrators Transition Guide – Professional Edition iii Last Revised: September 21, 2021

(5)

Date Revision Notes/Comments

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

(6)

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, for one or more individual users, for an employee group (only available for some configurations), 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.

NextGen UI for Concur Request: Administrators Transition Guide – Professional Edition 1 Last Revised: September 21, 2021

(7)

During this period, admins can turn on or off the NextGen UI by individual user, by group (only available for some configurations), 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 several options available for admins to become familiar with the NextGen UI and to introduce it in the company:

 By 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.

 By selected users: The admin can turn on the NextGen UI for selected individual users, for example, a selected set of admin assistants or power users. These users will likely act as a resource to help others during the transition.

 By groups: The admin can turn on the NextGen UI for selected groups of users. This allows deployment of the NextGen UI by division or region

immediately, and also allows the company to gradually rollout NextGen UI.

(8)

!

IMPORTANT: The groups option is only available if the NextGen UI was enabled for the first time on July 2, 2020 or later, or if your entity was migrated to the unified model by SAP sometime after July 2, 2020.

The groups option is not available for Concur Request if the NextGen UI for Concur Expense or Concur Request was enabled before July 2, 2020, and the entity is currently using the hybrid model.

For more information about the unified and hybrid models, refer to the Using the User Experience Settings Page section in this guide.

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

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 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.



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".



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

(9)

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

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

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 (with the proper roles; described below) can access the User Experience Settings page by clicking Administration > Expense > User Experience Settings.

(10)

The User Experience Settings page appears.

Preview for yourself

(11)

WHO CAN USE THISSECTION OF THE PAGE?

This section of the page appears if the admin has either of these roles:

 Request Configuration Administrator

 Request Configuration Administrator (restricted)

 Expense Configuration Administrator

 Expense Configuration Administrator (Restricted) WHY DOESTHE 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 DOESIT 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 for other users in the role of proxy or delegate.

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 Request Administrator or Expense Administrator 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 admin's group has been switched to the NextGen UI.

– or –

 The entire company has been switched to the NextGen UI.

When either of these events occur, the admin can no longer access the existing UI.

(12)

Preview for users and groups

There are two links in the section.

LINK: SELECT INDIVIDUALUSERS TO SWITCHTO THE NEXTGEN UI Who can use this link?

This link appears if the admin currently has these roles:

 Request Configuration Administrator plus User Permissions

 Request Configuration Administrator (restricted) plus User Permissions

 Expense Configuration Administrator plus User Permissions

 Expense Configuration Administrator (Restricted) plus User Permissions Why does the admin use this link?

The admin uses this link to assign the NextGen UI preview role, Request UI Preview, to individual users.

How does it work?

The admin clicks the Select individual users to switch to the NextGen UI link.

The User Permissions page (Administration > Company > Company Admin >

User Permissions) appears.

(13)

To assign the role to multiple employees, on the Request tab:

1. In Step 1 Modify Roles By, select Role.

2. In Step 2 Role to Assign to Users, select Request UI Preview.

3. Click Search.

4. In the Users Without this Role list, select the desired users.

5. Click Add.

6. Click Save.

IMPORTANT: Switching back to the Existing UI

Any time during the review period, the admin can remove the role from any user, which returns the user to the existing UI unless:

 The user's group has been switched to the NextGen UI.

– or –

(14)

LINK: SELECT EMPLOYEE GROUPSTO SWITCH TO THE NEXTGEN UI Who can use this link?

This link appears if the admin currently has any of these roles – assigned to the global level:

 Expense Configuration Administrator (Restricted) Why does the admin use this link?

The admin uses this link to assign the NextGen UI preview role to employee groups.

The admin clicks the Select employee groups to switch to the NextGen UI link.

The Groups Configurations page (Administration > Expense > Expense Admin

> Group Configurations) appears.

The admin clicks the UI Preview tab.

The admin selects (enables) the check box in the Preview Active column for the desired groups and then clicks Save at the top of the tab.

(15)

Any time during the review period, the admin can remove the setting from a group, which returns the entire employee group to the existing UI, unless the entire

company has been switched to the NextGen UI. If so, the members of the group can no longer access the existing UI.

Company-wide preview

This section of the page appears if the admin currently has any of these roles – assigned to the global level:

 Expense Configuration Administrator (Restricted) WHY DOESTHE 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 time.

(16)

The Proceed button will not be available until the admin selects 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.

NOTE:Users assigned to the NextGen UI using individual assignments will continue to see the NextGen UI.

IMPORTANT: SWITCHING BETWEEN THE NEXTGEN UI AND THE EXISTING UI Once the entire company has been switched to the NextGen UI, admins and

individual users cannot be switched back to the existing UI unless the entire company is switched back.

(17)

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, group (Concur Expense only), or user level, 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.

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 - Professional Edition.

Administrators (with the proper roles; described below) can access the User Experience Settings page by clicking Administration > Request > User Experience Settings.

(18)

The User Experience Settings page appears.

Preview for yourself

This section of the page appears if the admin has either of these roles:

(19)

WHY DOESTHE ADMIN USETHIS SECTION OF THEPAGE?

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 for other users in the role of proxy or delegate.

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 Request Administrator 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 admin's group has been switched to the NextGen UI.

– or –

When either of these events occur, the admin can no longer access the existing UI.

Preview for users

LINK: SELECT INDIVIDUAL USERSTO SWITCH TO THE NEXTGEN UI FOR CONCUR

(20)

Why does the admin use this link?

The admin uses this link to assign the "preview" role to individual users.

The admin clicks the Select individual users to switch to the next generation Request experience link. The User Permission section of SAP Concur appears.

To assign the role to multiple employees, on the Request tab:

1. In Step 1 Modify Roles By, select Role.

2. In Step 2 Role to Assign to Users, select Request UI Preview.

3. Click Search.

4. In the Users Without this Role list, select the desired users.

5. Click Add.

6. Click Save.

(21)

Any time during the review period, the admin can remove the role from any user, which returns the user to the existing UI unless:

 The user's group has been switched to the NextGen UI.

– or –

When either of these events occur, the user can no longer access the existing UI.

Company-wide preview

(22)

This section of the page appears if the admin currently has any of these roles – assigned to the global level:

 Request Configuration Administrator (Restricted) WHY DOESTHE 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 selects the box confirming that they have communicated with all affected administrators.

(23)

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.

NOTE:Users assigned to the NextGen UI for Concur Request via individual assignments will continue to see the NextGen UI for Concur Request.

IMPORTANT: SWITCHING BETWEEN THE NEXTGEN UI AND THE EXISTING UI Once the entire company has been switched to the NextGen UI for Concur Request, admins and individual users 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.

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.

(24)

Configuring Requests with No Expected Expenses or Segments

If your company needs to create requests without expected expenses or segments, you can configure request policies so that the Expected Expenses section is not displayed on the Expected Expenses page.

When no expected expenses or segments are enabled for a request policy, and this request policy is selected when creating a request, the Expected Expenses section will not be displayed on the Expected Expenses page for the request.

If a request policy originally had expected expenses or segments enabled for the policy, and expected expenses and/or segments were added to a request assigned to that policy, if the expected expenses are removed (disabled) from the policy, the Expected Expenses section will still be displayed on the Expected Expenses page, but the Add button will be disabled so that additional expected expenses or segments cannot be added to the request.

(25)

Example of a request with the Expected Expenses section displayed:

Example of a request without the Expected Expenses section displayed:

(26)

Example of a request containing an expected expense (Seminar Fees) after the expected expenses and segments assigned to the request policy assigned to the request were removed from the policy. The Add button is disabled.

While the Add button is disabled, the existing expected expense can still be edited, allocated, or deleted on the request. When the check box for an expected expense or segment is selected, the Edit, Allocate, and Delete buttons are enabled if your policy configuration allows the action.

Expected expenses and segments are enable or disabled for a request policy on the Segments and Expense Types tabs on the New Request Policy or Modify Request Policy page. (Administration > Request > Request Admin > Request Policies).



For more information about request policies, refer to the Concur Request: Policies and Groups Setup Guide.

Section 6: Configuring Attendee Search for Attendee Types

In the NextGen UI for Concur Request, there are two types of attendee searches – simple search and advanced search. In Concur Request Professional Edition, you can configure what type of attendee search is displayed for attendee types on the Attendees tab on the Add Attendees page in the NextGen UI.

The choices are:

 Default Simple – This choice prompts the user with the type-ahead field where the user can enter first or last name of the attendee and provides access to the advanced search.

 Default Advanced – This choice prompts the user with the advanced options and provides access to the simple search.

 Advanced Only – This choice provides the user with the advanced search and does not provide access to the simple search.

(27)

The attendee search is configured for attendee types using the Default search for Attendees setting on the Attendee Type dialog in Attendees (Administration >

Expense > Expense Admin > Attendees).

While the Default search for Attendees setting is available to all expense admins, the effects of this setting are only visible in the NextGen UI. End users in the existing legacy UI will continue to see Quick Search as the default regardless of what the admin sets as the default search per attendee type.



To configure attendee search for an attendee type

1. Click Administration > Expense > Expense Admin > Attendees.

The Attendees page appears.

2. On the Attendee Types tab, either:

 Double-click the desired attendee type.

– or –

 Click the desired attendee type and then click Modify.

The Attendee Type dialog appears.

3. In the Default search for Attendees list, click one of the following:

 Default Simple

(28)



For more information about attendees and attendee type configuration, refer to the Concur Request: Attendees Setup Guide.

Section 7: Additional Information and Reminders

Reminder About Exception Messages

In both the existing UI and the NextGen UI for Concur Request and Concur Expense, HTML formatting is not supported in exception messages. When you are creating or editing exception messages, the Message field on the New Exception and Modify Exception page (Administration > Request > Request Admin > Exceptions) is a text field that does not support HTML formatting.



For more information about exceptions, refer to the Concur Request:

Exceptions Setup Guide.

Reminder About Configuring Cash Advance Limits

If you need to configure cash advance limits for Concur Request, you can use the cash advance audit rules and Request policy settings to set up cash advance limits for your company. If you already have cash advance limits configured for the existing UI, they will continue to apply in the NextGen UI for Concur Request.

For more information about cash advances and cash advance limits, refer to the Concur Request: Cash Advance Setup Guide.

(29)

Departure and Arrival Fields on Default Segment Forms

If your company was implemented on Concur Request before August 14, 2018, the Date (DEPARTURE_DATE) and At (DEPARTURE_TIME) fields may be reversed with the Date (ARRIVAL_DATE) and At (ARRIVAL_TIME) fields on the Default Car Rental

Segment Form and/or Default Hotel Segment Form in Forms and Fields (Administration > Request > Request Admin > Forms and Fields).

If the fields are reversed on the Default Car Rental Segment Form and/or Default Hotel Segment Form for your company, contact SAP Concur support.

Example of reversed fields:

(30)

If your company was implemented on Concur Request after August 14, 2018, the Date (DEPARTURE_DATE) and At (DEPARTURE_TIME) fields and the Date

(ARRIVAL_DATE) and At (ARRIVAL_TIME) fields are in the correct order on the Default Car Rental Segment Form and Default Hotel Segment Form.

Example of correct field order:

NextGen UI for Concur Request: Administrators