Concur Expense: Group

Configurations for
Expense
Setup Guide
Last Revised: October 14, 2023
Applies to these SAP Concur solutions:

 Expense
 Professional/Premium edition
 Standard edition

 Travel
 Professional/Premium edition
 Standard edition

 Invoice
 Professional/Premium edition
 Standard edition

 Request
 Professional/Premium edition
 Standard edition
Table of Contents
Section 1: Permissions ................................................................................................1

Section 2: Overview ....................................................................................................1

Section 3: Procedures: ................................................................................................3

Accessing the Group Configurations Tool ....................................................................... 3
Adding Groups ........................................................................................................... 4
Modifying Group Configurations ................................................................................. 12
Changing the Basic Configuration .......................................................................... 13
Changing the Active Policy.................................................................................... 13
Editing Payment Types......................................................................................... 14
Mapping Payment Types to Travel Reservation Types............................................... 15
Deleting Group Configurations ................................................................................... 15

Concur Expense: Group Configurations for Expense Setup Guide i

Last Revised: October 14, 2023
© 2004 - 2024 SAP Concur All rights reserved.
Revision History
Date Notes / Comments / Changes

October 14, 2023 Made the following updates in the Procedures > Adding Groups section:
• Updated the description of the following settings:
 Enable Financial Integration
 Enable Payroll Integration
 Enable Delta Posting
 Delta Posting Level
• Added the Enable Funds and Grants Integration setting

June 9, 2023 Added a note under the Accessing the Group Configurations Tool
section.

November 14, 2022 Added information about the foreign exchange rate change based on the
start or end date, or the default of the transaction date.

April 22, 2022 Added clarification regarding the In Use indicator.

January 21, 2022 Updated the copyright year; no other changes; cover date not updated

January 7, 2021 Updated the copyright; added Concur to the cover page title; cover date
not updated

September 1, 2020 Added a note about the default payment Cash to the Editing Payment
Types section.

May 1, 2020 Updated a reference note in the table for the Adding Groups section.

January 2, 2020 Updated the copyright; no other changes; cover date not updated

January 4, 2019 Updated the copyright; no other changes; cover date not updated

November 17, 2018 Added new list setting for trip-based Expense Assistant

April 4 2018 Changed the check boxes on the front cover; no other changes; cover
date not updated

January 5 2018 Updated the copyright; no other changes; cover date not updated

July 18 2017 Added a clarification note for Cash Advance expense types using
Update Cash Advance exchange rate on expense entries enabled
in Group Settings.

December 14 2016 Changed copyright and cover; no other content changes.

May 13 2016 Updated instances of he/she to they.

February 19 2016 Updated page/guide reference from Company Paid Travel Options to
new name, Travel Segments Payment Types.

April 10 2015 Added the Allow user to attach an image to a cash advance setting.

February 20 2015 Removed references to the current UI; added the Utilize rich card data
for receipt handling setting.

ii Concur Expense: Group Configurations for Expense Setup Guide

Last Revised: October 14, 2023
© 2004 - 2024 SAP Concur All rights reserved.
 Date Notes / Comments / Changes

January 16 2015 Removed the TripIt Pro setting and updated the screen shots to the
enhanced UI.

September 24 2014 Added information about two user interfaces; no other content changes.

Jan 17 2014 Addition of setting to specify cash advance form, updated Configuration
for Group page layout.

May 17 2013 Addition of setting allowing the cash advance exchange rate to
automatically overwrite the existing exchange rate of the expense entry
the advance is being associated with.

February 22 2013 Addition of setting allowing a cash advance to be applied only to those
entries that have a matching currency and no other

December 28 2012 Made rebranding and/or copyright changes; no content changes

December 14 2012 A default payment type can now be specified via the Group
Configurations tool.

November 16 2012 Addition of the Allow user to link multiple cash advances to one expense
report to the Group Configurations dialog box.

February 2012 Changed copyright; no content change

November 18 2011 Clarified Cash Advance setting.

October 21 2011 Added information about new setting Allow user to upload XML tax
receipts to support Mexican digital CFD reimbursable receipt types.

August 22 2011 Added information about TripIt Pro and Yodlee settings on the
Configuration for Group page.

May 20 2011 Updated information on mapping Travel Reservation Payment Types.

March 18 2011 Updated content to the current user interface.

February 25 2011 No content changes: Updated title of guide to show this document
relates to Group Configurations > Expense
 See Shared: Group Configurations - Employee User Guide for
information about employee group configuration

December 31 2010 Updated the copyright and made rebranding changes; no content
changes

March 19 2010 Added information about Attendee Types by group

December 2009 Changed to stand-alone setup guide; no content change

Jun. 2008 (SU 32) Added information about the two available user interfaces:
 Classic user interface
 Current user interface

Mar. 2008 (SU29) Changed all references of travel request to authorization request

Concur Expense: Group Configurations for Expense Setup Guide iii

Last Revised: October 14, 2023
© 2004 - 2024 SAP Concur All rights reserved.
 Section 1: Permissions

Expense Group Configurations

NOTE: Multiple SAP Concur product versions and UI themes are available, so this
content might contain images or procedures that do not precisely match your
implementation. For example, when SAP Fiori UI themes are implemented, home
page navigation is consolidated under the SAP Concur Home menu.

Section 1: Permissions
A company administrator may or may not have the correct permissions to use this
feature. The administrator may have limited permissions, for example, they can
affect only certain groups and/or use only certain options (view but not create or
edit).

If a company administrator needs to use this feature and does not have the proper
permissions, they should contact the company's Concur administrator.

Also, the administrator should be aware that some of the tasks described in this
guide can be completed only by Concur. In this case, the client must initiate a
service request with Concur Client Support.

Section 2: Overview
A group is a collection of users that share the same set of policies and configuration
data. Hierarchical Groups are created in a series of steps:

1. Determine how you want to divide employees into Groups for a feature, such
as expense or reporting, and identify the data fields that differentiate
employees into these Groups.

2. In the Feature Hierarchies section of Expense Admin, you define a hierarchy

for the feature that comprises the data fields identified in the previous step
and associate a source list with the hierarchy.

3. In List Management, you create the source list associated with the Feature
Hierarchies. The process of creating this list is equivalent to creating Groups
since each item in the source list is in effect a group.

The Expense tab of Group Configurations within the Expense Admin is used to
identify and configure the groups necessary to provide employees with different
policies, cash advance options, audit rules, payment types, car configurations,
receipt limits, payment hold configurations, and email reminders.

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Section 2: Overview

If a group does not require different configurations of these items, then you can set
the created configurations above those groups to be inheritable. For example, if
Global Group>Sales Division uses payment types of Cash, VISA, and AMEX, and
selects to have groups below it inherit that group's characteristics, then Global
Group>Sales Division>Inside Sales will also have payment types of Cash, VISA, and
AMEX. However, if you want the Inside Sales group to have only Cash and AMEX,
then you would have to create a separate group configuration for those people.

When creating a group, you create a group name and define the path to that group,
starting at the top level and drilling down to the appropriate group that requires a
different configuration, such as Global Group>Sales Division>Inside Sales.

The Group Configurations tool is not visible if you have the Expense Configuration
administrator (Restricted) role.

 For more information on creating groups and basic group terminology, refer
to the Shared: Feature Hierarchies Setup Guide.

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 Section 3: Procedures:

The Employee tab of the Group Configurations page is used to associate

configuration data with a group, such as which employee form applies to a group and
whether or not the employee form is used by the groups below (inherited.) This
relates to the employee hierarchy and is separate from the group configurations
defined in this guide.

 For more information on groups for employee hierarchies, refer to the

Shared: Group Configurations for Employees Setup Guide.

Section 3: Procedures:

Accessing the Group Configurations Tool

The Expense tab of the Group Configurations page in Expense Admin controls group
configurations for Expense.

An Expense Configuration administrator can view group configuration information for

any Groups that they have rights to. The administrator’s group access rights are
defined in User Permissions when assigning the Expense Configuration administrator
role. They will have rights for the group defined and any group below it.

NOTE: Users with the Expense Configuration Administrator (Restricted) role

can access (view but not edit) the Group Configurations page in Concur
Expense.

 To access the Group Configurations page:

1. Click Administration > Expense.

2. Click Group Configurations. The Expense tab of the Group

Configurations page appears.

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Section 3: Procedures:

NOTE: The Group Configurations page displays all group aware features within the
product for Expense. You do not have to configure all of these configurations
using the Groups Configurations page; however, in order to create a new
group, you must edit the policies and payment types to define what policies
and payment types are active for this group.

Adding Groups

You only create group configurations for groups where the policy, audit rules,
payment types, car configurations, receipt limits, payment hold configurations, cash
advance settings, and email reminders information is different for a particular group
of employees. For example, if you have a hierarchy of Division>Department, and you
want to create group configurations for Division A, Department A, and Department B.
If there are more departments under Division A, but they can just use the Division A
policies and the rest of the configuration data, then you do not need to create
additional group configurations, such as Department C and D. When an employee
creates an expense report, the policies that will appear will be either at that level or
if those don't exist, then it would use the level above that group for it's policy, which
is Department A's. Allowing the inheritance of a group reduces the number of groups
that you have to create.

You can only create group configurations for groups for which you are assigned
rights and for groups below those groups. For example, if you are the Expense
Configuration administrator for the Global Group>Europe>Sales, then you could only
create group configurations for Sales and below, such as Inside Sales and Outside
Sales. You could not create any group configurations for anything above you, such as
Europe, United States, or Global Group. Neither could you create group
configurations for groups in a different part of the hierarchy such as Global Group >
United States > Sales.

4 Concur Expense: Group Configurations for Expense Setup Guide

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 Section 3: Procedures:

 To add an expense group configuration:

1. On the Expense tab of the Group Configurations page, click New. The
Select Group window appears.

NOTE: If you do not define a group then it will inherit from the next level that
is defined. You always inherit the policy for undefined groups.

2. Select the desired group.

3. Click Done.

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Section 3: Procedures:

The Configuration for Group window appears.

4. Make selections as follows:

Field Description

Group Name Type a unique name that describes this group. When creating other
configurations, you will see the group name and not the group
path, so make sure it is understandable of what group is being
defined.

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 Section 3: Procedures:

Field Description

Attendee List Select the attendee form that users in this group will see.
Form

Digital Select the country-specific rule applicable to the handling of

Compliance receipts in digital format.
Country/Region
Rule

For Expense Select how, or if, your user will use this feature.
Assistant, allow • Monthly or By Trip – Users in the group can enable Expense
users to opt Assistant. If a user in the group enables Expense Assistant, the
out or to use: user can choose whether Expense Assistant automatically
creates calendar-based or trip-based expense reports for that
user. The user can only use one of these options, the user
cannot use both. (Default)
• Monthly only – Users in the group can enable calendar-based
Expense Assistant. If a user in the group enables Expense
Assistant, Expense Assistant will automatically create calendar-
based expense reports for that user.
• By Trip only – Users in the group can enable trip-based
Expense Assistant. If a user in the group enables Expense
Assistant, Expense Assistant automatically creates trip-based
expense reports for that user.
• None – Expense Assistant will not be available to users in the
group.

Allow user to If you want the users in this group to be able to import personal
register Yodlee card charges using Yodlee, select this check box. Select (enable)
Credit Cards this check box for each applicable group to ensure that the
appropriate payment type is active.
NOTE: This setting cannot be reversed once you have enabled it for
your users.
 For more information, refer to the Expense: Payment Types
Setup Guide and the Expense: Personal Card Import Setup
Guide.

Allow user to If your users work with the Mexico requirements that XML digital
upload XML tax CFD format for reimbursable receipts be uploaded and stored for
receipts auditing purposes, leave this check box selected (default).
 Refer to the Expense: Receipt Handling – Digital Tax Invoice
Setup Guide for more information.

Utilize rich card Select this check box to activate the feature.
data for receipt Concur identifies company card transactions that have rich data
handling and then Concur automatically:
• Formats the transaction information into a receipt-like layout
• Displays the formatted transaction information to users,
approvers, and processors
Then, if this Utilize rich card data for receipts handling check
box is selected, Concur images the formatted transaction
information and attaches it to the user's expense report (attaches
to an existing image PDF if there is one or creates a new image PDF
if there is not an existing one) when the user submits the report

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Section 3: Procedures:

Field Description

Enable Select to allow financial data to be shared between Concur Expense

Financial and external ERPs.
Integration NOTE: This setting must be enabled in order to use the Enable
Funds & Grants Integration and Delta Posting settings.

Foreign Allows the Expense admin to set the foreign currency exchange
Currency rate based on one of the following three settings options:
Exchange Rate • Transaction Date (Default): Date the expense was incurred
Basis Date
• Report Start Date: Trip start date as entered in the Report
header
• Report End Date: Trip end date as entered in the Report
header
NOTE: This setting should be changed from default behavior only in
circumstances to meet regulator requirements for an Expense
Group in select countries or regions.

Enable Payroll Enable to connect Concur Expense with payroll systems. The
Integration integration polls Concur Expense for eligible payroll documents and
provides them via the Financial Integration Service (FIS) API for
processing.
The admin uses options on the Payroll Integration screen to
determine the payroll wage types among other settings.
 For more information, refer to the Expense: Payroll Integration
Setup Guide.

Enable Funds & Enable to connect Concur Expense and Concur Request with the
Grants SAP S/4HANA Budget Integration with Public Sector Management.
Integration The integration enables automatic funds check and funds
reservation against funds, grants, and budgets maintained within
SAP.
NOTE: The Enable Financial Integration setting must be
enabled to use this feature.
 For more information, refer to the Shared: Funds and Grants
Integration with Concur Solutions Setup Guide for Professional
Edition on the SAP and SAP Concur Integration Documents
page.

Enable Delta Allows users to reopen an expense report and change the report,
Posting including custom fields. The level of changes allowed is based on
the posting level, 1 – 3, each of which provides increasing levels of
changes to the report.
NOTE: The Enable Financial Integration setting must be
enabled to use this feature.
 For more information, refer to the ICS setup guides on the SAP
and SAP Concur Integration Documents page.

8 Concur Expense: Group Configurations for Expense Setup Guide

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 Section 3: Procedures:

Field Description

Delta Posting Choose a level based on the changes to allow the user:
Level • Level 1: Add and append receipt images and modify allocation
and org unit fields
• Level 2: All of above and
• Level 3: All of above and modify number of attendees,
amounts, add receipt images, and move entries between
reports
NOTE: The Enable Delta Posting setting must be enabled to use
this feature.

Cash Advance Configurations

Cash Advance Select the cash advance workflow to be used by this group during
Workflow the cash advance request process. This workflow is defined on the
Workflows page of Expense Admin. If only the default cash
advance workflow appears, then no other workflows have been
created.
NOTE: This selection is optional; your company may not support
cash advances, in which case this should be None.

Cash Advance Select the cash advance form to be used by this group. The forms
Form are configured on the Forms and Fields page of Expense Admin.

Allow users to If you allow this group to request cash advances, then you may
carry a cash choose to select this check box.
advance If you activate this option, an employee that has an outstanding
balance from cash advance balance for the report, meaning that they still need to
one report to return a cash advance to the company, can pay the cash advance
another back on future expense reports. If you do not activate this option,
any employee who submits an expense report with a cash advance
included must have the cash advance owed field at zero; otherwise,
the report cannot be submitted.
NOTE: The credit card cash advances might use this setting,
depending on their payment type:
• For cards configured as IBCB, Expense never allows carry
forward.
• For cards configured as CBCP with offsets, Expense does allow
the option to carry the advance forward and the application will
look at this setting to see what the company has configured.

Allow user to Select this check box to allow employees working within this Group
link multiple to associate two or more cash advances to a single expense report.
cash advances
to one expense
report

Apply Cash Select this check box to allow cash advance to be applied only to
Advance only those entries that have a matching currency and no other.
to entries with
matching
currencies

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Last Revised: October 14, 2023
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Section 3: Procedures:

Field Description

Update Cash Select this check box to reset the exchange rate on an expense
Advance entry to that of the cash advance it is being associated with.
exchange rate
on expense
 Refer to Expense: Cash Advance Setup Guide for more
information.
entries

NOTE: The exchange rate cannot be over written by the

Cash Advance exchange rate for any expense that is
partially approved or is a subordinate (child) expense
even if Update Cash Advance exchange rate on
expense entries is enabled in Group Settings.
Allow user to Select this check box to expose the Documents tab on the cash
attach an advance. The user can use the Documents tab to attach and
image to a delete images. The approver and Cash Advance administrator can
cash advance also attach images to the cash advance using the Documents tab.

 For more information on cash advances, refer to the Expense: Cash

Advance Setup Guide. For more information on workflows, refer to the
Expense: Workflow - General Information Setup Guide.

5. Click Save. The Group Configurations page appears.

6. Click Modify in the Policies column. The Configuration for Group window
appears.

10 Concur Expense: Group Configurations for Expense Setup Guide

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© 2004 - 2024 SAP Concur All rights reserved.
 Section 3: Procedures:

 For more information on viewing and editing a policy, refer to the

Expense: Policies Setup Guide.

7. Make selections as follows:

Field Description

Is Active for Group Select or clear the check box make the policy active or
inactive for the new group.
NOTE: If a policy is marked as Active, it is available
for inclusion into an expense report created by a
member of the selected group. If a policy is marked as
Inactive, it is not available.

Is Default Policy Select the check box to make the selected policy the
default for the group. This means that when an
employee creates an expense report, the policy that
appears as a default will be the one selected here.
NOTE: You will be unable to select a policy as a
default if it is marked Inactive. In addition, if there is
only one Active policy listed for a group, it will
automatically be set to Yes in the Is Default Policy
column. It cannot be changed to No until another
policy available for the group is marked Active.

Is Inheritable Select or clear the check box to set whether groups

below this group will inherit the group settings.
NOTE: If a group below this group does not have a
configuration associated with it, and this group
configuration does not allow inheritance, then when an
employee creates an expense report, it will inherit
policies from the group above this group rather than
from this group.

8. Click Save. The Group Configurations page appears.

9. Click Modify in the Payment Types column. The Configuration for Group
window appears.

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Section 3: Procedures:

10. Select the check box for each payment type that should be available for
inclusion in an expense report for this group.

11. Optional: Select a single check box under Default Payment Type for the
active payment type that will appear as the default (at the top of the list) for
the user.

NOTE: The Is Active for Group check box may be either read-only or
editable, depending upon the status of the group above this group in
the hierarchy. If the group above has marked the payment type as
Active then the payment type is set as active for all groups below and
cannot be edited. If the payment type for the group above is inactive,
then the payment type can be set to either active or inactive for the
group below.

Not all payment types can be made inactive, as they are required by
Expense. These payment types appear as read-only text.

12. Click Save. The Group Configurations page appears.

Modifying Group Configurations

Group configurations are modified in three different locations.

12 Concur Expense: Group Configurations for Expense Setup Guide

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 Section 3: Procedures:

Changing the Basic Configuration

 To view and edit basic information:

1. Select the desired group configuration and click Modify. The Configuration
for Group page appears.

2. Modify any information as required.

3. Click Save. The Group Configurations page appears.

Changing the Active Policy

You can modify policy settings on the Expense tab of the Group Configurations
page.

 For more information about policies, refer to the Expense: Policies Setup
Guide.

 To view and edit policy information:

1. Click the Modify link in the Policies column for a list of policy files available
to the group. The Configuration for Group page appears.

2. Modify any information as required.

3. Click Save. The Group Configurations page appears.

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Section 3: Procedures:

Editing Payment Types

You can modify the payment type settings on the Expense tab of the Group
Configurations page.

If a payment type is not marked active for the policy, it is not available for selection
by employees in an expense report. For example, if the payment type of American
Express is inactive, an employee cannot use American Express as a payment type in
an expense report, even if that was the method of payment.

NOTE: The default payment type of Cash cannot be fully inactivated, as it will be
used by the system in some circumstances regardless of status.

NOTE: Inactive payment types also cannot be mapped to travel reservation types
used in Travel. Refer to Mapping Payment Types to Travel Reservation Types
in this guide for additional information.

 To view and edit payment type information:

1. Click the Modify link in the Payment Types column. The Configuration for
Group window appears.

2. Modify any information as required.

3. Click Save. The Group Configurations page appears.

14 Concur Expense: Group Configurations for Expense Setup Guide

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 Section 3: Procedures:

 For more information on viewing and editing payment types, refer to

the Expense: Payment Types Setup Guide.

Mapping Payment Types to Travel Reservation Types

Travel is a service that employees can use to book travel. When an employee
completes a trip, then the employee can click a link in Travel to create an expense
report that already contains trip information, such as airfare, car rental, and lodging
expenses. For a travel booking reservation type selected in Travel to map
appropriately to a payment type in Expense, you must supply a mapping of the
payment type. This mapping is completed in the Travel Segments Payment Types
page in Expense Admin.

 Refer to the Expense: Travel Segments Payment Types Setup Guide for more
information.

Deleting Group Configurations

Once a group configuration is deleted, the employees contained within that group
inherit the policies of the group above in the hierarchy. If no policy has been defined
at a higher level in the group hierarchy, then the policies and payment types of the
Global Group apply.

NOTE: Although an Expense Configuration administrator can delete a group

configuration, they cannot delete the group itself. Those values are based on
the source list created in the system. Groups can be deleted only by deleting
the corresponding list items in the Employee Groups List.

 To delete a group configuration:

1. On the Group Configurations page, select the desired group.

2. Click Remove. A confirmation dialog box appears.

3. Click Yes. The selected group configuration is deleted.

NOTE: In Use is an indicator that a group configuration is directly referred to within

the overall configuration, and therefore cannot be deleted until that related
configuration is updated. This does not indicate that users are assigned to the
group.

Some common examples of related configuration would be Company News

records or conditions within Audit Rules.

Concur Expense: Group Configurations for Expense Setup Guide 15

Last Revised: October 14, 2023
© 2004 - 2024 SAP Concur All rights reserved.