Concur Expense: Attendees Setup Guide

Concur Expense:

Attendees

Setup Guide

Last Revised: June 28, 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

 
Expense: Attendees Setup Guide  i 
Last Revised: June 28, 2023 
© 2004 - 2024 SAP Concur All rights reserved. 
Table of Contents 
Section 1:  Permissions ................................................................................................1 
Section 2:  Overview ....................................................................................................1 
Attendee Features Available to All Concur Expense Users ................................................ 1 
Optional (Configurable) Attendee Features .................................................................... 1 
General Configuration Options ................................................................................ 1 
Settings for Attendee Type ..................................................................................... 2 
Settings for Policy and Expense Type ....................................................................... 2 
Features Specific to Expense Groups........................................................................ 2 
Other Configuration Options ................................................................................... 3 
Section 3:  What the User Sees - on the Expense Report Page .....................................3 
Adding a Favorite Attendee or Attendee Group to an Expense .......................................... 5 
Adding a Favorite Attendee .................................................................................... 5 
Adding an Attendee Group...................................................................................... 7 
Copying Attendees from a Request (from Concur Request) .............................................. 7 
Searching for an Attendee ........................................................................................... 8 
Searching for Employees by Email Address and Country ............................................. 9 
Searching by all Available Employees at a Company ................................................ 10 
Searching Employees on My Team ......................................................................... 11 
Using Recent Attendees ............................................................................................ 12 
Editing or Viewing Attendee Details ............................................................................ 13 
Editing or Viewing Amounts ....................................................................................... 14 
Viewing Amounts ................................................................................................ 14 
Changing Amounts .............................................................................................. 15 
Understanding How Concur Expense Distributes and Redistributes Amounts ............... 15 
Creating a New Attendee ........................................................................................... 16 
Removing an Attendee from an Expense ..................................................................... 18 
Creating an Attendee Group ...................................................................................... 18 
Accounting for "No Shows" ........................................................................................ 19 
Entering a Count for Unnamed Attendees .................................................................... 20 
Copy Down Itemization Information to Attendees ......................................................... 20 
Important! ......................................................................................................... 21 
Additional Attendee Information ................................................................................. 22 
Expense List ....................................................................................................... 22 
Additional Attendee Information - Attendee Detail View ................................................ 23 
Change Columns ................................................................................................. 23 
Example - Add a Field .......................................................................................... 23 
Using the Personal Attendee Import Feature ................................................................ 24 

 
ii  Expense: Attendees Setup Guide 
  Last Revised: June 28, 2023 
  © 2004 - 2024 SAP Concur All rights reserved. 
Section 4:  What the User Sees - in Profile ................................................................. 28 
Attendees Tab ......................................................................................................... 28 
Creating a New Attendee ...................................................................................... 30 
Editing Attendee Information ................................................................................ 30 
Deleting / Hiding Attendees .................................................................................. 31 
Finding Attendees ............................................................................................... 31 
Attendee Groups Tab ................................................................................................ 31 
Create a Group of Favorite Attendees .................................................................... 31 
Edit a Group ....................................................................................................... 33 
Delete a Group ................................................................................................... 34 
Send a Copy of a Group to Another User ................................................................ 34 
Attendee Detail View ................................................................................................ 35 
Section 5:  Delegates, Proxies, Approvers, and Processors ........................................ 35 
Delegates and Proxies............................................................................................... 35 
Attendee Types Restricted by Groups ..................................................................... 35 
Approvers and Processors ......................................................................................... 35 
Attendee Types Restricted by Groups ..................................................................... 36 
Section 6:  Configuration – Overview and Procedures ................................................ 36 
Different Processes for Different Options ..................................................................... 36 
The Basic Configuration Process ................................................................................. 38 
Step 1: Defining the Attendee Forms and Fields ........................................................... 39 
Overview: Attendee Forms and Fields .................................................................... 39 
Procedure: Configuring Attendee Forms and Fields .................................................. 45 
Configure Carry-Forward ...................................................................................... 47 
Step 2: Editing Expense Entry Forms for Copy Down .................................................... 49 
Overview: Copy Down ......................................................................................... 49 
Procedure: Modify the Attendees Field ................................................................... 49 
Procedure: Verify the Itemization Form for the Expense Type ................................... 51 
Step 3: Configuring the Attendee Detail View............................................................... 52 
Overview: Attendee Detail View ............................................................................ 52 
Procedure: Configure the View .............................................................................. 53 
Step 4: Editing the Attendee-Related Expense Types .................................................... 56 
Overview: Understanding Attendee Count Configuration .......................................... 56 
Moving the Attendee Count Column for Visibility ..................................................... 58 
Procedure: Editing Expense Types ......................................................................... 58 
Overview: Restricting Attendee Types by Expense Type ........................................... 60 
Procedure: Filtering Attendee Types for Expense Types by Exclusion ......................... 61 
Overview: Setting a Default Attendee Type for an Expense Type ............................... 63 
Procedure: Setting the Default Attendee Type for an Expense Type ........................... 63 
Overview: Suppressing the New Attendee Button by Expense Type ........................... 64 
Procedure: Suppressing the New Attendee Button by Expense Type .......................... 65 
Step 5: Adding Additional Attendee Types and Working with Other Attendee Settings ....... 66 
Overview: Attendee Types .................................................................................... 66 
Procedure: Configuring Attendee Types .................................................................. 67 
Overview: Settings .............................................................................................. 71 

 
Expense: Attendees Setup Guide  iii 
Last Revised: June 28, 2023 
© 2004 - 2024 SAP Concur All rights reserved. 
Procedure: Configuring Settings ............................................................................ 73 
Overview: Attendee Types by User Groups ............................................................. 76 
Procedure: Configuring Attendee Types by User Groups ........................................... 76 
Step 6: Including All Employees in a Company in the Attendee Search ............................ 78 
Procedure: Part 1 – Confirm Auto-Create Attendee Record is Enabled ........................ 78 
Procedure: Part 2 – Attendee Types and Employee Attendee Records ........................ 78 
Procedure: Part 3a – Inactivate the Employee Attendee Type if All Concur Users ......... 80 
Procedure: Part 3b – Add a New Attendee Type ...................................................... 81 
Procedure: Part 4 – Configure SYSEMP Attendee Type ............................................. 82 
IMPORTANT: SYSEMP with Non Employees ............................................................. 85 
Step 7: Create Attendee Audit Rules ........................................................................... 89 
Step 8: Configure for Personal Attendee Import ........................................................... 89 
Overview: Personal Import ................................................................................... 89 
Procedure: Part 1 – Generate the Basic Template .................................................... 89 
Procedure: Part 2 – Edit the Worksheet .................................................................. 91 
Procedure: Part 3 – Upload the Customized Worksheet ............................................ 94 
Procedure: Create Drop Lists in Excel .................................................................... 95 
Step 9: Import a List of Attendees.............................................................................. 96 
IMPORTANT! Using the Attendee Import on an Existing System ................................ 96 
External ID - Required for Imported Changes and Deletions ..................................... 97 
Section 7:  Retain Attendee History with the Associated Expense Entry ..................... 98 
Overview................................................................................................................. 98 
Requesting a Configuration Change ....................................................................... 98 
Section 8:  Implementing the Attendee Import on an Existing System - Tips and Hints98 
Changing from a User-Entered List to a Managed List of Attendees ................................. 98 
Changing Employees as Attendees to a Managed List of Attendees ................................. 99 
Section 9:  Appendix – Special Situations/Forms/Fields .......................................... 100 
Fields: Special Conditions for Selected Fields ............................................................. 100 
Report Key ....................................................................................................... 100 
 
 

iv Expense: Attendees Setup Guide

Last Revised: June 28, 2023

Revision History

Date

Notes / Comments / Changes

June 28, 2023

Update to remove text and screenshot in Section 7, Retain Attendee History

with the Associated Expense Entry, and add request to contact Support.

May 20, 2023

Updated to remove references to ability to forward calendar email (.ics

attachment) to create an entry populated with meeting attendees included

in the email.

May 26, 2022

Updated Using the Personal Attendee Import Feature topic in the What the

User Sees – on the Expense Report Page section.

February 9, 2022

Updated screenshots for new user experience throughout.

November 22, 2021

Added a section Searching for Employees by Email Address and Country in

the Searching for an Attendee section.

February 25, 2021

Added a note to the procedure for deactivating an attendee type in Step 5

of the Section 6: Configuration – Overview and Procedures chapter.

Added a note in Change Columns in the Additional Attendee Information –

Attendee Details view section.

February 3, 2021

Clarified text and added a note regarding the attendee import in the Using

the Personal Attendee Import Feature section. It is recommended that no

more than 500 attendees be included in a single import.

January 6, 2021

Updated the copyright; no other changes; cover date not updated

December 5, 2020

Added a clarification in the General Notes about Attendee Fields section to

the first bullet stating the attendee fields are like all other custom fields,

indicating that custom fields configured as connected lists can be added to

Expense Attendee forms.

November 19, 2020

Added a clarification to the Advanced Only option for Default Search for

Attendees field in the Adding Additional Attendee Types and Working with

Other Attendee Settings section.

October 17, 2020

Corrected one remaining mention of 5,000 to 500. The limit of records per

single import is 500. Minor edits in the Using the Personal Attendee Import

Feature section.

September 23, 2020

Added a note about the Report Key field.

September 10, 2020

Added a tip to the Final Editing Step procedures in the Procedure: Part 2 –

Edit the Worksheet section. Added an updated Data Validation image to the

Procedure: Create Drop Lists in Excel section.

May 27, 2020

Updated images of the Attendee Type dialog to include the new Default

Search for Attendees field.

May 4, 2020

Added info about the choices for the new Default Search for Attendees

field.

May 1, 2020

Added a new field, Default Search for Attendees, to the Configuring

Attendee Types section.

April 9, 2020

Renamed the Authorization Request check box to Request on the guide’s

title page; cover date not updated

Expense: Attendees Setup Guide v

Last Revised: June 28, 2023

Date

Notes / Comments / Changes

December 9, 2019

Updated the copyright; no other changes; cover date not updated

June 20, 2019

Added note about attendee search limits to the Searching for an

Attendee section.

January 17, 2019

Corrected one remaining mention of 5,000 to 100. The limit of

records per single import is 100.

January 4, 2019

Updated the copyright; no other changes; cover date not updated

September 6, 2018

Corrected the limit of records per single import to 100. And added a note

regarding duplicate check functionality.

Added a note regarding ensuring that files use xls format, not xlsx format.

June 13, 2018

Changed copy-down to copydown; no other changes; cover date not

updated

April 4, 2018

Changed the check boxes on the front cover; no other changes; cover date

not updated

February 16, 2018

Updated guide name in references to the Shared: Attendee Import, Version

2 Specification guide.

January 3, 2018

Updated the copyright; no other changes; cover date not updated

March 6, 2017

Added a note to the Audit Rule Group By Field for Expense Reports field

about why is becomes read-only.

December 14, 2016

Changed copyright and cover; no other content changes.

December 9, 2016

Updated the guide content to new corporate style; no content changes.

May 13, 2016

Updated instances of he/she to they.

January 24, 2016

Changed references to the import/extract guide; no other changes

January 15, 2016

Added information about Invoice-specific settings

September 25, 2015

Clarified that all email addresses used to send information to Concur must

be verified in Profile.

August 14, 2015

Removed references to the current UI; made general updates to the content

July 20, 2015

Updated more screen shots to the enhanced UI; no other content changes

June 24, 2015

Updated the Adding Attendees from a Calendar Email section; updated more

screen shots to the enhanced UI

June 11, 2015

Updated some of the screen shots (attendee import) to the enhanced UI; no

other content changes

April 20, 2015

Updated the Adding Attendees from a Calendar Email section

March 26, 2015

Updated the Adding Attendees from a Calendar Email section

March 13, 2015

Updated Adding Attendees from a Calendar Email section, explaining how a

delegate can email invites on behalf of the person they are assisting.

December 16, 2014

Removed Receipt Store name - now called Available Receipts.

December 12, 2014

Updated Adding Attendees from a Calendar Email section

vi Expense: Attendees Setup Guide

Last Revised: June 28, 2023

Date

Notes / Comments / Changes

November 14, 2014

Added information about:

• Adding Attendees from a Calendar Email

• Searching Employees on My Team

Older revision history has been removed.

Section 1: Permissions

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Last Revised: June 28, 2023

Attendees

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 SAP. In this case, the client must initiate a service

request with SAP Concur support.

Section 2: Overview

For some expense types, such as business meals or entertainment, Concur Expense

users may be required – sometimes for corporate reasons; sometimes for legal

reasons – to identify all attendees associated with that expense. In some cases, each

individual attendee must be listed. In other cases, it may be acceptable for the user

to simply enter a count (number of unnamed attendees).

This guide describes how Concur Expense users, approvers, delegates, and proxies

use the Attendees feature. It also describes how the administrator configures the

feature.

Attendee Features Available to All Concur Expense Users

In the basic attendee feature, an Concur Expense user can add, edit, view, and

remove attendees.

Optional (Configurable) Attendee Features

There are many optional features that the admin can configure to enhance the user

experience and to ensure that the company is able to gather the desired (and

required) attendee information.

General Configuration Options

General configuration options include:

Section 2: Overview

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• 20 custom fields available specifically for attendees

• Ability to track year-to-date attendee totals

Settings for Attendee Type

Settings specific to each attendee type to:

• Make all employees in a company available within the attendee search

function for selection and inclusion as an attendee

• Have separate attendee forms for each attendee type

• Allow attendee lists to be shared or private

• Allow users to enter new attendees into Concur Expense

• Set the available attendee types for an expense type by excluding attendee

types and only displaying the remaining attendee types

• Set a default attendee type for an expense type

• Allow users to enter the count (number of unnamed attendees) instead of

having to identify and enter each individually – for a defined attendee type

(used in conjunction with the similarly named expense type/policy setting)

• Have Concur Expense check for duplicate records when users add new

attendees to Concur Expense

• Define the search criteria available in the attendee section

• Allow users to search and import attendees from an external source

 Refer to the Fetch Attendee Web Service information on

http://developer.concur.com.

Settings for Policy and Expense Type

Settings specific to each policy and expense type to:

• Allow users to view the amount of the expense allotted to each attendee

• Allow users to edit the amount of the expense allotted to each attendee

• Allow users to account for attendees who were invited but did not attend ("no

shows")

• Allow users to enter the count (number of attendees) instead of having to

identify and enter each individually – for a defined expense type and policy

(used in conjunction with the similarly named attendee type setting)

• Include the Concur Expense user as an attendee by default

• Suppress the Add New Attendee button for an expense type

Features Specific to Expense Groups

Features specific to Expense groups:

• Attendee types available for this group to use

Section 3: What the User Sees - on the Expense Report Page

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• Configurable view of information in attendee lists (columns available for view)

• Audit rules relating to attendee totals and frequency of attendance

Other Configuration Options

Other configuration options:

• Allow the administrator to import attendee lists from other applications

• Allow users to import attendees (using an Excel worksheet) into a specific

expense

• Show users My Team tab (direct reports or users with the same approver)

while searching for attendees.

Section 3: What the User Sees - on the Expense Report Page

This section describes the tasks the user can complete using the expense report

page. Many of the same tasks can be completed on the user's Profile page. The

information about the Profile page is discussed in What the User Sees - in Profile in

this guide.

Section 3: What the User Sees - on the Expense Report Page

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The Attendees link appears on the Details tab for an expense whenever an

expense type requires attendees.

Using Attendees, a user can:

• Add an existing attendee or attendee group to the expense

• Search for an existing attendee or attendee group

• Add any employee at their company, not just those in Favorites or previously

used (configurable)

• Edit or view attendee information

• Create a new attendee (configurable)

• Create an attendee group

• Remove an attendee from an expense

• Account for "no shows" (configurable)

• Enter a count (number of unnamed attendees; configurable)

• Import attendees (using an Excel worksheet) into an expense (configurable)

• Search for and import attendees from an external source (configurable)

NOTE: The administrator can also restrict – by attendee type – the attendees that a

user can create, edit, view, or search for, as described in the configuration

portion in this guide.

Section 3: What the User Sees - on the Expense Report Page

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Adding a Favorite Attendee or Attendee Group to an Expense

There are two ways for a user to add a favorite attendee or attendee group to an

expense if the attendee or group is already in their favorites (as listed in Profile >

Profile Settings > Request Settings > Favorite Attendees).

Adding a Favorite Attendee

Favorite attendees can be added to an expense from two tabs on the Attendees

pages: Recent Attendees and Attendee Groups.

RECENT ATTENDEES TAB

First, click the Attendees link and then click Add on the Attendees page. Users can

then click the Recent Attendees tab.

A list of attendees added to recent expenses displays. Users can click the Search All

Attendee History link to view or search a list of all recent attendees.

ATTENDEE GROUPS TAB

First, click the Attendees link and then click Add on the Attendees page. Users can

click the Attendee Groups tab and then the Favorites link to add or search a list of

all favorite attendees.

Section 3: What the User Sees - on the Expense Report Page

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On the Favorites pages, users can add or search for attendees to add to an

expense.

SEARCH FOR FAVORITE ATTENDEES

To search for recent or favorite attendees, users can use the Search field from the

Favorites page.

To access the search field, users can:

• From the Recent Attendees tab, click the Search All Attendee History link

• From the Attendee Groups tab, click the Favorites link

Section 3: What the User Sees - on the Expense Report Page

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In the Search field, the user can search by typing one or more letters of an

attendee's name. They can select an attendee and click Add to List to add them to

the attendee list for the expense.

Adding an Attendee Group

Users can add attendee groups from the Attendee Groups tab by selecting one or

more groups and clicking Add to List.

Copying Attendees from a Request (from Concur Request)

The user can copy attendees from a request associated with an expense report

directly to that report's expense entry, provided the entry allows attendees.

With the request open, a user adds a request to an expense report by clicking the

Create Expense Report button.

When Concur Expense detects that the request entry has attendees, it automatically

copies them from that request directly to an expense entry. This behavior saves the

user entry time and allows the user to work with the attendees just as if they were

available in Concur Expense. If the user wants to make changes, by clicking on the

Attendees link, they can add, remove, create groups, or copy attendees again from

the request.

Section 3: What the User Sees - on the Expense Report Page

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Searching for an Attendee

When the user clicks Add to add attendees, from the Add Attendees page, they can

click More Search Options to refine their search results.

The user clicks the appropriate attendee type, enters part of the name, etc., and

clicks Search. The search results appear. They can select the attendee(s) and then

click Add to List to add them to the list of attendees for the expense.

Section 3: What the User Sees - on the Expense Report Page

Expense: Attendees Setup Guide 9

Last Revised: June 28, 2023

NOTE: When searching for attendees in Concur Expense, the search results have a

limit of approximately 5,000 attendees, so the search results will be limited to

the first 5,000 attendees returned by the search.

If you are searching an external source for attendees using the Fetch

Attendee Web Service, the attendee search results for the Fetch Attendee

Web Service has a limit of 100 attendees. In this scenario, the search results

will be limited to the first 100 attendees returned by the search. For more

information, refer to Fetch Attendee Web Service on

http://developer.concur.com.

Searching for Employees by Email Address and Country

The default advanced search view for employee attendees automatically includes the

addition of Email address and Country fields. These filter options allow users to

narrow search results, making identification of employees accurate and efficient.

This filter is useful for the following:

• Accurate identification of employees, particularly for those with the same first

and last name

• Optional inclusion of inactive employees in attendee searches

NOTE: This functionality is specific to the employee (SYSEMP) attendee type and

does not apply to other attendee types like business guest or spouse.

In addition to selecting advanced search parameters, user must also select one of

the following fields: First Name, Last Name, or Email Address. Completing these

fields optimizes the search and narrows the criteria used to return relevant results.

Once the search is run, the search results page also includes a Country column,

displaying any country associated with the attendees returned by the search.

For the Email address and Country fields to display automatically as searchable

fields, the Employee option selected in the Attendee Type list should be mapped to

SYSEMP.

Section 3: What the User Sees - on the Expense Report Page

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This functionality is automatically available when the attendee setting Allow

automatic creation of employees as attendees (SYSEMP attendee type) is

enabled. This setting is typically enabled, unless explicitly disabled during

implementation to meet unique business needs.

 For information about how to enable this setting, refer to Step 6 in the

Configuration-Overview and Procedures section of this guide.

OPTIONAL CONFIGURATION

Copy down may now be configured for Employee attendee type (SYSEMP) attendee

fields.

If there are fields on an employee record that are beneficial to include in an attendee

search (such as cost center, legal entity, or office location), admins can configure the

additional fields using copy down functionality from the employee record to the

attendee record. This provides additional information for use in searching for

employees as well as display of attendees linked to an expense.

This new copy down option may allow simplification of the management of employee

attendees by removing the need to use an attendee import to update the attendee

data of the SYSEMP attendee type.

! We highly recommend admins check the form field configuration for all expense

attendee forms and specifically for any copy down configuration on the Employee

Attendee Form referenced for the SYSEMP attendee type.

! Admins, please also refer to the Configuration Report > Attendee Forms link

accessible from the Expense Admin page.

Searching by all Available Employees at a Company

The system can be configured to search all employees at a company for selection

and inclusion as an attendee (and simultaneous auto-creation of an attendee record

for that employee). To configure this feature (if not already available at your site),

refer to Making All Employees Available in an Attendee Search in the Configuration

section of this document.

NOTE: Users can search an external source for attendees and import them into

Concur Expense. Refer to the Fetch Attendee Web Service information on

http://developer.concur.com.

Section 3: What the User Sees - on the Expense Report Page

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Searching Employees on My Team

The system can be configured to display the My Team link on the Attendee Groups

tab. My Team displays a list of employees that are related to the current user in the

following ways:

• The employees share the direct approver with the user.

• The employees report directly to the user.

NOTE: This feature requires that the Employee attendee type (SYSEMP) be

configured as a shared list. For more information, refer to the Including All

Employees in a Company in the Attendee Search section of this guide.

Concur Expense uses the configured approval hierarchy to determine the team

structure. Delegates will see the My Team employees for the users that they are

delegating for, not their own team.

Section 3: What the User Sees - on the Expense Report Page

12 Expense: Attendees Setup Guide

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Using Recent Attendees

When the user clicks Add on the Attendees page, the Recent Attendees tab

automatically displays.

To view a full list of attendees, users can click the Search All Attendee History at

the bottom of the page.

The user selects one or more attendees and then clicks Add to Expense.

Section 3: What the User Sees - on the Expense Report Page

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Editing or Viewing Attendee Details

A user can edit attendee information only if the user originally added the attendee to

Concur Expense. Otherwise, the user can view – but not edit – attendee information.

In the Attendees section, the user clicks the desired attendee's name. The

Attendee Details dialog appears.

When done, the user clicks Save.

The following information may display (read-only) on this page (not shown in the

sample above):

• Audit rule exception message: If an audit rule exception has been

generated for this attendee

• Totals (including, but not limited to):

 Total amount YTD (total spend on this attendee by the entire company

year-to-date)

 Total Amount Previous Year (total spend on this attendee by the entire

company last year)

 Employee Amount YTD (total spend on this attendee by the current user

year-to-date)

 Employee Amount Previous Year (total spend on this attendee by the

current user last year)

Section 3: What the User Sees - on the Expense Report Page

14 Expense: Attendees Setup Guide

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Note the following:

 This total per attendee will begin to aggregate at the point the option is

configured; it will not retroactively include expenses submitted prior to its

activation. However, for those importing managed lists of attendees, a

starting year-to-date total may be imported when creating a new attendee

record.

 For more information about importing attendees, refer to Import a

List of Attendees in the configuration section in this guide.

 Whether any or all these totals are visible to users is configurable, as

described in configuration portion of this guide.

 The attendee types that are visible to users (by groups) is configurable, as

described in configuration portion of this guide.

 Viewing and editing attendee information can also be completed by the user

in Profile. Refer to What the User Sees - in Profile in this guide.

Editing or Viewing Amounts

Viewing Amounts

Whether users can edit – or even view – the amounts allotted to attendees is

configurable, as described in the configuration portion of this guide.

Attendees section with read-only totals:

Attendees section with editable totals:

Section 3: What the User Sees - on the Expense Report Page

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NOTE: If you add a number of additional fields to this display, move the Attendee

Count column to the left for easier viewing on laptop or netbook devices -

use the Form Fields tab (in Forms and Fields) to do this.

Changing Amounts

When attendees are added to an expense, the system automatically distributes the

amount of the expense evenly across attendees.

If the configuration allows the user to edit amounts, the user can click in the

Amount column and change the value, if necessary.

When the user clicks out of the Amount column, Concur Expense redistributes the

remaining portion of the expense evenly between the remaining attendees.

Understanding How Concur Expense Distributes and Redistributes

Amounts

Keep the following in mind about changing amounts:

• Concur Expense initially distributes the amount of the expense equally across

attendees. That is, if the expense amount is 100 USD and there are two

attendees, Concur Expense allots 50 to each attendee.

• If a user adds or removes an attendee, Concur Expense redistributes the

amounts. In the above example, if the user removes one attendee, then the

remaining attendee is allotted the full 100. If the user adds another attendee

(so now there are two again), Concur Expense redistributes again, allotting 50

to each.

• If the user manually changes an amount, Concur Expense will not later

change that amount while redistributing.

 Assume that the user edited the amount of attendee A to be 30 and the

user let Concur Expense automatically adjust attendee B's amount to be

70. If the user now adds attendee C, Concur Expense will redistribute 70

across attendee B and C; Concur Expense will not change attendee A,

which remains at 30.

 Assume that the user edited the amount of attendee A to be 30 and

manually changed attendee B's amount to be 70. If the user now adds

attendee C, Concur Expense allots zero to attendee C. The user must

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manually adjust amounts to account for attendee C; Concur Expense will

not automatically change the amount for attendee A or B.

• Amounts cannot be edited for expenses marked as personal or the "parent"

portion of an itemized expense.

 For information about how Concur Expense handles amounts and copy down,

refer to Copy Down Itemization Information to Attendees in this guide.

Creating a New Attendee

From the Attendees tab, the user can create an attendee using the Create New

Attendee link.

The Create New Attendee dialog appears.

The user selects the desired type from the Attendee Type list. The page refreshes

with the appropriate fields for the selected attendee type.

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The user completes the remaining fields and clicks either Save or Save & Add

Another.

Concur Expense then checks for duplicate attendees. If it finds one or more potential

duplicates, the user is prompted to use the existing attendee information (if the

attendee that the user is adding and the duplicate are, in fact, the same person) or

to continue adding the attendee (if the attendee that the user is adding and the

duplicate are not the same person).

The new attendee is added to the expense and is added to the user's favorites list.

Note the following:

• The user can change the Attendee Type value for an attendee added to a

report or request up to the point at which the report or request is

submitted, after which this value is locked down by the system.

• The attendee duplicate type check by default is limited to attendees of the

same type, however it can be expanded to all attendee types on the Settings

tab of the Attendees page in Expense Admin.

• The company can also decide whether to implement "carry-forward." It is

similar to copy down but it copies data from one attendee to another (for

example, company name) when the user is adding attendees, as described in

the configuration portion of this guide.

• Whether users can add new attendees is configurable, as described in the

configuration portion of this guide.

By default, the New Attendee button appears to the user. The administrator

can suppress this button in the Attendees section to prevent a user from

adding an attendee – forcing the user to search for the attendee first,

ensuring the attendee is not already in the system.

NOTE: This option affects only the Attendees section of the New Expense

(or Expense) tab – not the other attendee "grids" (like Profile

favorites) that contain a New Attendee button.

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Removing an Attendee from an Expense

The user selects the check box of the desired attendee, then clicks Remove. The

attendee is removed from the expense.

Removing the attendee from the expense does not remove the attendee from the

user's favorites list. Amounts are redistributed, as described in Understanding How

Expense Distributes and Redistributes Amounts in this guide.

Creating an Attendee Group

A user can create an attendee group using an existing expense on an expense

report, either unsubmitted or submitted. To do so, the user selects the desired

attendees and clicks Create Group.

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In the Create Group dialog, the user enters a group name and clicks Save.

NOTE: The group names do not have to be unique.

 Creating an attendee group can also be completed by the user in Profile.

Refer to What the User Sees - in Profile in this guide.

Accounting for "No Shows"

A user can account for No Show attendees. For example, assume that an event was

planned for three attendees, prepaid in the amount of 300 USD, which means each

of the attendees would be allotted an amount of 100. Now assume that one of the

attendees cancelled at the last minute so only two attendees were present. By

default, each attendee would be allotted an amount of 150. By using the No Show

feature, the user can indicate that one attendee was a no show so that other

attendees reflect the correct amount of 100 each.

Totals when not accounting for "no shows":

Totals when accounting for "no shows":

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The remaining 100 is not allotted to the absent attendee and does not affect the

absent attendee's annual totals.

The No Show feature is not available for expenses marked as personal or the

"parent" portion of an itemized expense.

NOTE: Whether users can use the No Show feature is configurable, as described in

configuration portion of this guide.

Entering a Count for Unnamed Attendees

In some cases, it is acceptable for the user to enter a count – number of unnamed

attendees – instead of listing each attendee individually. For example, assume that

the user purchased a gift for a doctor and the "group" gift for the employees in the

doctor's office.

NOTE: Whether users can enter "counts" instead of entering all attendees

individually is defined by expense type/policy and attendee type, as described

in the configuration portion of this guide.

Copy Down Itemization Information to Attendees

Assume that a user itemizes an expense with attendees and your system is

configured to copy down the attendees to the itemizations. If so, attendees entered

at the parent expense can copy down to any itemization with attendees. On the

initial creation of the itemizations, the attendees present on the parent expense will

copy to the itemization. If the user then makes changes to the attendees on the

parent expense (for example, add an additional attendee), the user will be asked if

they want to copy the change to the itemizations.

In this example, there are three attendees, each allotted one third ($50) of the

itemization ($150).

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When the user adds a fourth attendee to the parent expense, the itemization is

automatically adjusted. In this example, each attendee is allotted one quarter

($37.50) of the itemization.

Important!

Be aware that - when Concur Expense added the fourth attendee to the itemization,

it added up the individual attendee amounts (from the three attendees) and then

divided by 4. If the user had made manual adjustments to the amounts, the user

must adjust them again. Because of the way Concur Expense handles amounts, its

only option is to divide the amounts equally.

NOTE: Whether amounts are copied down is configurable, as described in

configuration portion of this guide.

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Additional Attendee Information

Expense List

The user can view attendee information on the expense report page by clicking the

Attendees link to view and Attendee summary pop up.

When they click the View Attendees link, they can see a detailed list of attendees

with counts and amount totals.

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Additional Attendee Information - Attendee Detail View

Change Columns

There are several places in Concur Expense where attendee information is presented

in tables, such as the Attendees section of an expense.

By default, the information that the user sees in these tables includes the attendee

name, type, company, and title. The administrator can customize this information.

The administrator can add any of the following:

• First Name

• Last Name

• Middle Initial

• Suffix

• Custom 1-20

• Attendee Entry Custom 1-5

• Total Amount Previous Year

• Total Amount YTD

• Attendee Count

• Status (used primarily with the Fringe Benefit Tax feature in Australia and

New Zealand)

 Refer to the Concur Expense: Fringe Benefits Tax (FBT) Setup Guide

for more information.

Once the new "view" configuration is created, it is implemented by assigning it to

one or more Concur Expense groups.

NOTE: Entry-specific information such as amount per attendee, attendee count,

status and Attendee Entry Custom 1-5 will only show on the table when

viewed from within an expense.

Example - Add a Field

For example, by default, the Attendees section of the New Expense (or Expense)

tab contains the Attendee Name, Attendee Title, Company, and Attendee Type

columns. (Visibility of the Amount column is configurable.)

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Assume that a company is in the pharmaceutical industry where it is important for

the user to know the state in which the attendee (doctor) practices. Further assume

that the administrator added a custom field (renamed State) to the attendee form.

The administrator can also add that same field to the display, using the Attendee

Detail View form.

When the administrator adds or removes a column, the change appears in the profile

settings and all grids where attendees are listed for an expense.

 For more information, refer to the Configuring the Attendee Detail View

section of this guide.

Using the Personal Attendee Import Feature

The personal attendee import benefits users who must list a large number of

attendees for events such as seminars or department functions. The attendee import

uses a Microsoft Excel spreadsheet to import attendees. It is recommended that no

more than 500 attendees be included in a single import.

NOTE: Concur Expense supports up to 500 attendees per expense. This limit is due

to a combination of configuration elements for the expense detail form, the

attendee type, and related attendee form. Because of the constraints of these

configuration elements, expenses with more than 500 attendees may or may

not function correctly. SAP cannot guarantee that any list of attendees

greater than 500 will import successfully to Concur Expense. Attempting to

import more than 500 attendees could result in issues opening the expense

report or an individual expense item.

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Your company may allow you to use the import. When Concur Expense is configured

to use the attendee import feature, the Import Attendees tab appears on the Add

Attendees dialog.

The user clicks the Import Attendees button. The Attendee Import dialog

appears.

Using this dialog, the user accesses an Excel worksheet (formatted with the attendee

fields) and saves it to his/her computer or network.

NOTE: The import file template is language specific. The user must download the

template while logged in using the same language it will be uploaded under.

The user opens the worksheet in Excel, enters the attendee records (up to and not

over 500 attendees, as previously recommended), and saves.

The user then imports the competed worksheet into Concur Expense. Once imported,

Concur Expense displays the attendee information. The user reviews the information

for accuracy.

Then:

• If the information is correct, the user clicks Next.

• If the information is not correct (and the user notices the error), the user

clicks Cancel, corrects the worksheet, and imports again.

In the next step, Concur Expense checks for errors, for example, missing "required"

information. Any attendees that appear on this page will not be imported.

Then:

• If the user wants the attendee to be imported, the user clicks Done (which

cancels the process), corrects the worksheet, and imports again.

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• If the user does not want the attendee to be imported (perhaps the user has

decided to add the attendee later - manually, without using the import), the

user clicks Next.

In the next step, Concur Expense checks for possible duplicates by comparing

the attendees on the worksheet to attendees already in the system. If the

import identifies possible duplicate attendees, a list of possible duplicate

attendees is displayed in the Import Attendees section of the dialog.

Duplicate attendees in the attendee import are resolved one attendee at a

time.

Then:

• If a possible duplicate (from the worksheet) truly is an existing

attendee, the user selects the attendee in the Import Attendees list,

clicks View Duplicates, selects the existing attendee in the

Duplicates section, and then clicks Use Selected Attendee.

• If the possible duplicate (from the worksheet) is not an existing

attendee, the user selects the attendee in the Imported Attendee

list, and then clicks Use Selected Attendee.

Note the following:

 Attendees that are missing required fields can be imported. The attendees

must have at least the Last Name and Attendee Type field completed.

The user can add all other required fields to the attendee record after

import.

 Attendees that are in your Favorites are not treated as duplicates,

providing that the attendee record appears once, and only once, in your

favorite attendees.

 When the system checks for possible duplicates, it is first looking for an

exact match on the External ID. The External ID is unique to each

attendee. It is generally the attendee ID obtained from the client's HR or

CRM system and is not likely to be included in the worksheet. It then

looks for duplicates based on the fields configured for duplicate check for

that attendee type.

 For more information about the External ID, refer to External ID -

Required for Imported Changes and Deletions in the configuration

section in this guide.

 If Concur Expense finds more than one possible duplicate (so that several

names are listed in the Import Attendees list), the user deals with each

one individually.

 Attendees of type SYSEMP (Employee), where the user is not allowed to

create a new attendee record, can now be imported, and will be matched

to one existing employee record.

 Attendee types where the user may not create a new attendee record but

may search for attendees from a company-managed list may be included

in the import file. The system will attempt to find a match with existing

attendees in the system and will fail the record if no match is found.

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 The attendee duplicate type check by default is limited to attendees of the

same type, however it can be expanded to all attendee types on the

Settings tab of the Attendees page in Expense Admin.

When done, the user clicks Next. The final Import Attendees page appears.

On this page, note the following definitions:

• Attendees added to the attendee list for your expense: A total count of

the number of attendees successfully added from your imported list.

• Attendees skipped - already listed for your expense: A skip occurs if an

attendee is added to an expense and then the user imports the same

worksheet with the same attendee to the same expense.

• Attendees that could not be imported - data errors: The system

detected that at least one required field was missing and the user elected to

not import that attendee.

• Duplicate attendees resolved: As described previously, the system

compares information from the attendees on the worksheet to the attendees

already in the system. If the External IDs are not an exact match, the user is

asked to indicate if the imported attendee truly is a duplicate.

 For more information about the External ID, refer to External ID -

Required for Imported Changes and Deletions in the configuration

section in this guide.

When the user clicks Close, the attendees are imported into the expense.

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Section 4: What the User Sees - in Profile

Attendees Tab

When the user goes to Favorite Attendees, they can manage their favorites list on

the Attendees tab. The favorites list also displays under the Attendee Groups tab

when adding new attendees to an expense.

NOTE: This list is not necessarily all the user's available attendees; it includes only

the user's favorites.

NOTE: The attendee types that are visible to users (by groups) are configurable, as

described in configuration portion of this guide.

The user can use this tab to:

• Create a new attendee

• Edit or view attendee information

• Delete / Hide an attendee

• Find an attendee

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Note the following about the information that appears on this page:

Information

Description

User Name

(attendee

type of This

Employee)

The user's name appears automatically in this list (depending on the

configuration).

Annual Total

On this page, the attendee's name, title, company, and attendee type

always appears. The Annual Total column may appear, based on the

company's configuration. If so:

• The amount shown is the total amount spent company-wide in the

current calendar year for that attendee (not only from the current user)

– and –

• The currency used is:

 The currency that is set in the import record, if the attendee was

imported

– or –

 The same as the user's reimbursement currency, if the attendee

was added by a user

NOTE: There are two ways to add the total column to the Attendees tab

(both described in the configuration section of this guide).

• One involves the attendee Settings page; that setting adds the

Annual Total column to the Attendees tab.

• The other option involves using the Attendee Detail View form. Adding

the Attendee Total YTD field to the view will provide the same result

but will also add this information to several other places, like the

Attendees section of the New Expense (or Expense tab), the

Search Attendees page, etc.

 Refer to Additional Attendee Information - Attendee Detail View in

this guide.

Audit Icon

A red audit icon appears if an audit rule exception has been generated for

that attendee.

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Creating a New Attendee

To add a new attendee to the user's attendee favorites list, the user clicks New

Attendee, completes the Add Attendee page, and then clicks Save or Save & Add

Another.

NOTE: The company can also decide whether to implement "carry-forward." It is

similar to copy down but it copies data from one attendee to another (for

example, company name) when the user is adding attendees, as described in

the configuration portion of this guide.

Editing Attendee Information

A user can edit attendee information only if the user originally added the attendee to

Concur Expense. To do so, on the Attendees tab, the user clicks either:

• The attendee's name (link)

– or –

• The check box to the left of the attendee's name and clicks Edit

The user edits the desired information and clicks Save.

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Deleting / Hiding Attendees

When using this feature, the attendee is actually deleted from Expense only:

• If the user originally added the attendee to Concur Expense

- and -

• If the attendee has not been associated with an expense

In all other cases, the attendee information is simply removed (hidden) from the

user's attendee favorites list and can be located using the using the Advanced

Search link.

To delete, the user selects the check box associated with the attendee and clicks

Delete.

NOTE: The attendee can also be deleted from the Favorites tab of the Attendees

section of the New Expense (or Expense tab).

Finding Attendees

The user can search their favorites list using the Find every attendee where area.

The user completes the fields and clicks Go. The search results appear.

NOTE: Be aware that this "find" option is searching the attendees in the favorites list.

To locate attendees that the user has deleted (removed), the user clicks

Advanced Search.

Attendee Groups Tab

Using Profile, users can manage their groups of favorite attendees. Users can:

• Create, edit, and delete groups

• Send a copy of one or more groups to another Concur Expense user

Create a Group of Favorite Attendees

Note the following:

• Attendees that a user adds to a group must first be in the user's favorites list.

• Each group can have as many as 500 individual members.

• A user can create an unlimited number of groups.

• An attendee can belong to more than one group.

To create a group, the user clicks Profile > Profile Settings > Favorite

Attendees (left menu) and then clicks the Attendee Groups tab. The user clicks

Add New.

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The user's list of favorite attendees appears.

The user selects each attendee to be included in the group and types a name for the

group in the Group Name field.

NOTE: The name does not have to be unique, but it is a best practice to have unique

group names.

The user clicks Save Group. The selected attendees now appear in a group.

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Edit a Group

The user uses the edit feature to:

• Add more attendees to an existing group

- or -

• Remove attendees from an existing group

On the Attendee Groups tab, the user selects the group and clicks Edit.

The user makes the desired changes and clicks Save Group.

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Delete a Group

When a user deletes a group, the group is dissolved; the individual attendees are still

available in the user's favorites list. If a user deletes an attendee from the favorites

list and that attendee is in one or more groups, a confirmation message appears.

To delete, on the Attendee Groups tab, the user selects one or more groups and

clicks Delete.

Send a Copy of a Group to Another User

A user can send a copy of one or more groups to another user. The group then

appears immediately on the recipient's Attendee Groups tab; all individual

attendees in the group also appear on the recipient's Attendees and Favorites

tabs.

To send a copy to another user, on the Attendee Groups tab, the user selects one

or more groups and clicks Send Copy.

In the Send a copy of the selected group(s) dialog, the user finds the desired

recipient and clicks Send.

Section 5: Delegates, Proxies, Approvers, and Processors

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NOTE: The selected group(s) can be sent to only one recipient at a time.

Note the following:

• Remember - this is a copy. Any modifications that the original owner makes

to the group will not affect the recipient; any modifications that the recipient

makes to their copy will not affect the original owner's group.

• Since the group names do not have to be unique, the copy cannot overwrite

or otherwise destroy data in the recipient's group list.

• If the recipient does not have access to an attendee type, any attendees of

that type will not be included in their copy of the group.

Attendee Detail View

You can add additional information to the attendee grids (tables) in Profile as

described in Additional Attendee Information - Attendee Detail View in this guide.

Section 5: Delegates, Proxies, Approvers, and Processors

Delegates and Proxies

All of the features described here for Concur Expense users are also available to

delegates and proxies.

Attendee Types Restricted by Groups

If the administrator has defined attendee types by groups, when a delegate or proxy

accesses attendee information on behalf of a report owner, the attendee types

available are based on the types defined for the report owner's group.

Approvers and Processors

! IMPORTANT! Before reading this section, review Understanding How Expense

Distributes and Redistributes Amounts in this guide to understand the

relationship between manual changes to amounts and Concur Expense's

automatic redistribution of amounts among attendees.

Like most forms and fields, the attendee forms and fields can be configured so that it

is either read-only or editable (modify) for the approver and/or processor. If so,

modify means:

• The approver and/or processor can add attendees to and remove attendees

from an expense.

Section 6: Configuration – Overview and Procedures

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• Neither the approver nor the processor can manually adjust the amount of

the expense allotted to each attendee. However, if the approver or the

processor lower the total amount of the expense, then the individual

attendee-allotted amounts are adjusted proportionally.

• If the approver and/or processor add or remove an attendee and:

 If the user has not manually changed any amounts, then Concur Expense

will automatically redistribute the amounts equally among all attendees.

 If the user manually changed some but not all amounts, then Concur

Expense will redistribute the amounts over the attendees whose amounts

the user did not change as well as any new attendees added by the

approver or processor.

 If the user manually changed all amounts, then Concur Expense cannot

redistribute the amounts. On save, an exception is created because the

amounts no longer balance. Though the approver/processor is encouraged

to return the report to the employee for editing, the report can be

approved/processed.

Attendee Types Restricted by Groups

If the administrator has defined attendee types by groups, when an approver or

processor accesses attendee information on behalf of a report owner, the attendee

types available are based on the types defined for the report owner's group.

Section 6: Configuration – Overview and Procedures

This portion of the process requires the role of Concur Expense Configuration

Administrator.

Different Processes for Different Options

Clients wanting to take advantage of the extended attendee functionality may opt-in

to the following features. The optional features are applied in these ways:

• Global: Applies to all expenses that require attendees

• By attendee type: Set based on the attendee type

• By expense type within the policy: Set based on the expense type and

policy, using the Expense Types page

• By Expense Group: Configured and then applied to one or more Concur

Expense groups

Section 6: Configuration – Overview and Procedures

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The attendee features are listed in the table below and are described in detail on

the following pages.

Configured by Feature

Global

Attendee

Type

Expense

Types

Group

20 custom fields available specifically for

attendees

Ability to track year-to-date attendee totals

Separate attendee forms for each attendee

type

Allow attendee lists to be shared or private

Allow or prevent users to enter new

attendees into Expense

Have Expense check for duplicates when

users add new attendees to Expense

Duplicate checks are performed across all

attendee types

Define the fields that Expense uses to

perform the duplicate check

View the amount of an expense allotted to

each attendee

Edit the amount of an expense allotted to

each attendee

Account for attendees who were invited but

did not attend ("no shows")

Include the Expense user as an attendee by

default

Suppress the Add New Attendee button

by expense type

Set a default attendee type for an expense

type

Allow only some attendee types to be

chosen for an expense type by excluding all

others

Allow users to enter the count (number of

unnamed attendees)

Import of attendee lists by administrator

from other applications

Import of attendee lists by users

Allow the automatic creation of an attendee

record for the current employee (SYSEMP

attendee type)

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Configured by Feature

Global

Attendee

Type

Expense

Types

Group

Create audit rules relating to attendee

totals and frequency of attendance

Auto-generate the External ID, used if

importing lists of attendees

Restrict attendee types by user group

Configure the Attendee Detail View (form)

Search for and import attendees from

external source

NOTE: This option requires additional

configuration. The external sources are:

Concur Salesforce Connector: Refer to

the Shared: Concur Salesforce Connector

Setup Guide.

Fetch Attendee Web Service: Refer to

the Fetch Attendee Web Service information

on http://developer.concur.com.

The Basic Configuration Process

These steps are described briefly here and described in detail on the following

pages:

Step 1: Define the attendee forms and fields.

Step 2: Edit the Attendees field on the Expense Entry form (optional).

Step 3: Configure the Attendee Detail View (optional).

Step 4: Edit the attendee-related expense types.

Step 5: Add additional attendee types and select attendee settings.

Step 6: Include all employees in a company in the attendee search.

Step 7: Create the desired attendee audit rules (optional).

Step 8: Configure the Excel worksheet to be used for personal attendee

imports (optional).

Step 9: Import a list of attendees (optional).

Section 6: Configuration – Overview and Procedures

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Last Revised: June 28, 2023

Step 1: Defining the Attendee Forms and Fields

Overview: Attendee Forms and Fields

In this step, you configure one or more forms used for attendees. You can create as

many attendee forms as necessary, for example, one for each attendee type if

desired, or for example by company type, by using the Health Care Professional

(HCP) attendee form.

GENERAL NOTES ABOUT ATTENDEE FORMS

• Expense provides a default attendee form. To create new forms, make a copy

of the default form and then edit the copy.

• Concur Expense also provides company-specific forms, such as the Health

Care Professional (HCP) attendee form.

• An administrator can create as many attendee forms are needed.

• Attendee forms are administered at Administration > Expense > Expense

Admin > Forms and Fields.

 Once the Expense Attendee form type is selected, the list of forms is

displayed. The forms can be expanded to display the currently configured

fields.

 Use the Attendee Detail View form type to provide additional information

in the most common attendee grids (tables) as described in Additional

Attendee Information - Attendee Detail View in this guide.

 Refer to the Concur Expense: Forms and Fields Setup Guide for

general information about forms and fields.

GENERAL NOTES ABOUT ATTENDEE FIELDS

• For the most part, attendee fields are like all other custom fields

• Refer to the Approvers and Processors section in this guide for information

about using the "modify" field attribute for approvers and processors.

• The attendee fields are listed below.

The attendee fields are:

Field Name

Description

Attendee Count

Total count of attendees by this attendee type

Attendee Name

Attendee's name

Attendee Title

Attendee's work title

Attendee Type

Business Guest, Spouse, and so on

Company

Attendee's company

Company Category 1

Authorized Amount

Previous YTD

Total pre-authorized spend on this attendee on selected expense

types by the entire company last year

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Field Name

Description

Company Category 1

Authorized Amount YTD

Total pre-authorized spend on this attendee on selected expense

types by the entire company year-to-date

Company Category 1

Submitted Amount

Previous YTD

Total spend on this attendee on selected expense types by the

entire company last year

Company Category 1

Submitted Amount YTD

Total spend on this attendee on selected expense types by the

entire company year-to-date

Company Category 2

Authorized Amount

Previous YTD

Total pre-authorized spend on this attendee on selected expense

types by the entire company last year

Company Category 2

Authorized Amount YTD

Total pre-authorized spend on this attendee on selected expense

types by the entire company year-to-date

Company Category 2

Submitted Amount

Previous YTD

Total spend on this attendee on selected expense types by the

entire company last year

Company Category 2

Submitted Amount YTD

Total spend on this attendee on selected expense types by the

entire company year-to-date

Created By (Private List)

Defines the "owner" of the attendee information

 For more information, refer to Private vs Shared Attendee

Lists in this guide.

Currency Key

As defined in the import, if imported; or same as the user's

reimbursement currency, if the attendee was added by a user

Custom 1-20

Custom fields as defined by the company

Attendee Entry

Custom 1-5

Custom fields used to collect information specific to the attendee

on the current expense; this data can be extracted using the

Attendee Detail extract

Employee Amount

Previous Year

Total spend on this attendee by the current user last year

 For more information, refer to Amount Fields (Edit Attendee

and Details) in this guide.

Employee Amount YTD

Total spend on this attendee by the current user year-to-date

 For more information, refer to Amount Fields (Edit Attendee

Details) in this guide.

Employee Category 1

Authorized Amount

Previous YTD

Total pre-authorized spend on this attendee on selected expense

types by the current user last year

Employee Category 1

Authorized Amount YTD

Total pre-authorized spend on this attendee on selected expense

types by the current user year-to-date

Employee Category 1

Submitted Amount

Previous YTD

Total spend on this attendee on selected expense types by the

current user last year

Employee Category 1

Submitted Amount YTD

Total spend on this attendee on selected expense types by the

current user year-to-date

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Field Name

Description

Employee Category 2

Authorized Amount

Previous YTD

Total pre-authorized spend on this attendee on selected expense

types by the current user last year

Employee Category 2

Authorized Amount YTD

Total pre-authorized spend on this attendee on selected expense

types by the current user last year

Employee Category 2

Submitted Amount

Previous YTD

Total spend on this attendee on selected expense types by the

current user last year

Employee Category 2

Submitted Amount YTD

Total spend on this attendee on selected expense types by the

current user year-to-date

External ID

Required for imported attendee records

 For more information about the External ID, refer to

External ID - Required for Imported Changes and Deletions in

this guide.

First Name

Attendee's first name

Last Name

Attendee's last name

Total Amount Previous

Year

Total spend on this attendee by all users company-wide last year

 For more information, refer to Amount Fields (Edit Attendee

Details) in this guide.

Total Amount YTD

Total spend on this attendee by all users company-wide year-to-

date

 For more information, refer to Amount Fields (Edit Attendee

Details) in this guide.

Status

Used primarily with the Fringe Benefit Tax feature in Australia

and New Zealand

 Refer to the Concur Expense: Fringe Benefits Tax (FBT)

Setup Guide for more information.

PRIVATE VS. SHARED ATTENDEE LISTS

If an attendee list is private, then:

• Only the current user can use attendees from this list

• Only the current user can search this list

• If the user is allowed to add attendees to the list, then Concur Expense will

search only this user's attendees for duplicates

If an attendee list is shared, then:

• Any user can use attendees from this list

• Any user can search this list

• If users are allowed to add attendees to the list, then Concur Expense will

search all users' attendees for duplicates

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The Created By (Private List) field, which is not visible to the user, has two

functions. It is used by Concur Expense:

• To identify the "owner" of the attendee for editing or deleting; for example, in

order for a user to edit attendee information or delete an attendee, the user

must be the owner

• To identify if an attendee list is private or shared

Whether or not you include this field as one of the search fields and the duplicate

search fields ultimately defines whether attendees list are private or shared.

Further explanation: Remember, the Created By (Private List) field is always

hidden and is always populated with the user's user ID (cannot be changed; cannot

be deleted). So, if you add the Created By (Private List) field to the search fields

or the duplicate search fields, the field is always part of the search or duplicate

search.

• In the case of the search fields, the system will find only those attendees who

have that same user ID in the Created By (Private List) field. In other

words, the system will not search outside of the user's attendees. So, to keep

a list private, add the Created By (Private List) field – users will not find

each other's attendees.

• In the case of duplicate search fields, the system will match only attendees

who have that same user ID in the Created By (Private List) field. In other

words, the system will not search outside of the user's attendees for

duplicates.

Summary: What do you want to accomplish?

Searching for Attendees

Type of List

Description

Configuration

Shared

I want each user's

attendee list to be shared

for this attendee type.

That is, I want users to be

able to search for

attendees with this type

created by anyone in the

company or imported from

a master list by the

company.

When defining forms, on the Forms tab:

1. Select the form type of Expense

Attendee.

2. Select the desired form.

3. Click Modify Form.

4. In the Modify Form dialog, ensure that

Created By (Private List) field is not

checked.

 Refer to Configuring Attendee Forms and

Fields in this guide.

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Searching for Attendees

Type of List

Description

Configuration

Private

I want each user's

attendee list to be private.

That is, I want users to be

able to search for

attendees with this

attendee type only in their

own attendee list.

When defining forms, on the Forms tab:

1. Select the form type of Expense

Attendee.

2. Select the desired form.

3. Click Modify Form.

4. In the Modify Form dialog, ensure that

Created By (Private List) field is

checked.

 Refer to Configuring Attendee Forms and

Fields in this guide.

Searching for Duplicates

Type of List

Description

Configuration

Shared

When a user adds an

attendee with this

attendee type, I want

Concur to search for

duplicates among all

attendees with this type

created by anyone in the

company or imported

from a master list by the

company.

Click Administration > Expense >

Attendees, on the Attendee Types tab:

1. Select the attendee type.

2. Click Modify.

3. In the Attendee Type dialog, in the

Fields for duplicate search list, do

not select Created By (Private List).

 Refer to Adding Additional Attendee

Types and Working with Other Attendee

Settings in this guide.

Private

When a user adds an

attendee, I want Concur

to check for duplicates

only among attendees

with this type in the

user's attendee list.

Click Administration > Expense >

Attendees, on the Attendee Types tab:

1. Select the attendee type.

2. Click Modify.

3. In the Attendee Type dialog, in the

Fields for duplicate search list, select

Created By (Private List).

 Refer to Adding Additional Attendee

Types and Working with Other Attendee

Settings in this guide.

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Searching for Duplicates

Type of List

Description

Configuration

Additional optional setting for duplicate attendee searches

Shared or

Private

The two options above

restrict the search to the

same attendee type.

I want to search all

attendee types for

duplicates.

1. Configure Shared or Private as described

above.

2. Click Administration > Expense >

Attendees.

3. On the Settings tab, select (enable) the

Check for attendee duplicates across

attendee types check box.

 Refer to Adding Additional Attendee

Types and Working with Other Attendee

Settings in this guide.

AMOUNT FIELDS (EDIT ATTENDEE DETAILS)

The amount fields that appear on the Fields tab provide the accumulated totals (in

profile and in the Edit Attendee Details dialog in Concur Expense) if you add these

fields to the desired attendee form.

This example shows the Employee Amount YTD and Total Amount YTD fields

added to the attendee form for the Business Guest attendee type.

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Procedure: Configuring Attendee Forms and Fields

ACCESS FORMS AND FIELDS

 To access the attendee forms and fields:

1. Click Administration > Expense > Expense Admin > Forms and Fields.

2. In the Form Type list, click Expense Attendee.

USE THE FORMS TAB - GENERAL

 To make general changes on the Forms tab:

1. To view the fields on the form, click the to the left of the form name.

2. To create another form, click an existing form and click Copy Form.

3. To add additional fields to the form:

 Click the form.

 Click Add Fields.

 Select the desired fields.

 Click Add Fields.

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USE THE FORMS TAB - SEARCH FIELDS

 To define the Search Fields:

1. To define the search fields (the fields that appear on the Search Attendees

dialog), on the Forms tab, click the form.

2. Click Modify Form. The Modify Form dialog appears.

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3. Select the desired fields.

4. Click Save.

USE THE FORM FIELDS TAB - GENERAL

 To make general changes on the Form Fields tab:

1. To change the characteristics of a field:

 Either:

• Double-click the desired field.

– or

• Click the desired field and click Modify Form Fields.

 Make the desired changes.

 Click Save.

2. To remove a field:

 Select the field.

 Click Remove Form Fields.

3. To change the sequence of the fields, drag-and-drop a field to the new

location.

Configure Carry-Forward

When a user manually enters attendee information (name, company, job title, etc.)

and the attendees are (for example) from the same company, the user must repeat

the company name for each attendee. However, you can configure the system so the

attendee information is automatically copied (carried forward) from one manual

entry to the next.

First, the company decides which attendee fields, if any, use the carry-forward

feature.

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Typically, a company would have attendee type, company, and any custom fields

carry forward.

This feature works when the user adds attendees in Profile > Profile Settings >

Favorite Attendees or from the expense. However, the information is carried

forward only when the user clicks Save & Add Another; it does not carry-forward

on Save.

 To configure carry-forward:

The feature is implemented like copy down.

1. On the Fields tab, either:

 Double-click the desired field.

– or

 Click the desired field and click Modify Form Fields.

2. In the Default Value Type field, click Copy Down.

3. In the Copy Down Source field, click Expense Attendee.

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4. In the Field field, click the name of the source field (which would be the same

name as the field you are currently editing).

5. Click Save.

Step 2: Editing Expense Entry Forms for Copy Down

Overview: Copy Down

Attendees (and amounts) entered at the parent expense can copy down to any

itemization with attendees.

 For information about how the feature works, refer to Copy Down Itemization

Information to Attendees in this guide.

The configuration process is:

• Edit the Attendees form field on the affected Expense Entry form(s)

• Ensure the itemization form is correct for the affected expense type(s)

Procedure: Modify the Attendees Field

NOTE: If your configuration has several Expense Entry forms that contain the

Attendees field, then all must be modified. In this case, we have only one -

Entertainment.

 To modify the Attendees field:

1. In the Form Type list, click Expense Entry.

2. Click the Form Fields tab.

3. Click the Entertainment form to expand it.

4. Either:

 Double-click the Attendees field.

– or –

 Click the Attendees field and click Modify Form Fields.

The Modify Form Fields dialog appears.

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5. In the Itemization Field Source, click Parent Expense.

6. Click Save.

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Procedure: Verify the Itemization Form for the Expense Type

Ensure that the expense types use the proper form for itemizations. For example, in

this case, the Business Meal expense type use the Entertainment form (which

includes attendees) for the parent expense but uses the Default form (no attendees)

for the itemizations. In order for the attendees to copy down, the Entertainment

form must be used for the itemizations.

 To verify or change:

1. Click Administration > Expense > Expense Admin.

2. Click Expense Types (left menu). The Expense Types page appears.

3. Click the expense type (in this case, Business Meals).

4. Click Modify.

5. Make no changes on the General step; click Next.

6. On the Policies step, select the appropriate form in the For an Itemized

Entry use this form column (in this case, Entertainment).

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7. Click Next to navigate through the remaining pages.

8. Click Done.

Step 3: Configuring the Attendee Detail View

Overview: Attendee Detail View

Use these steps to provide additional information or suppress display of elements in

the most common attendee grids (tables) as described in Additional Attendee

Information - Attendee Detail View in this guide.

The configuration steps are:

• Configure the view (form)

• Assign the form to one or more Concur Expense groups

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Procedure: Configure the View

In the examples below we will add as custom field (Custom 01 renamed State) to

the view.

 To configure the view to add a new field:

1. Click Administration > Expense > Expense Admin.

2. Click Forms and Fields (left menu). The Forms and Fields page appears.

3. From the Form Type list, click Attendee Detail View.

! IMPORTANT: This view will be assigned to one or more groups.

Unless the changes will be assigned to all groups, consider making a

copy of the form so you still have the original with the original

configuration.

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4. Then, on the Forms tab (for the desired form or copy), click Add Fields.

5. Select the desired field and click Add Fields. The new field is added.

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Note the following:

• Like any other form, you can use the Forms Fields tab to modify field

properties, change the sequence, and remove fields.

• The Fields, Connected Lists, and Validations tabs are not available since

they do not apply to "view" forms.

 To assign to an Concur Expense group:

1. Click Administration > Expense > Expense Admin > Group

Configurations. The Group Configurations page appears.

2. Click the desired group and click Modify.

3. In the Attendee List Form field, select the desired view form.

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4. Click Save.

Step 4: Editing the Attendee-Related Expense Types

Overview: Understanding Attendee Count Configuration

When allowing user-entered attendee count, two settings (expense type/policy and

attendee type) are used together.

• The expense type/policy setting indicates whether the user can enter a count

for this particular expense type, for example, Business Meals.

• The attendee type setting indicates whether the user can enter a count for

this particular attendee type, for example, Business Guest.

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If at least one attendee type is configured to be editable, then at least one expense

type must be configured to be editable (and vice versa). If not, the column never

displays (and, hence, the count is never editable).

Assume in this example:

• The Business Meals expense type is configured to be editable.

• The Business Guest attendee type is configured to be editable.

For each Business Meal expense type, the Attendee Count column appears and:

• The field is editable for each Business Guest attendee.

• For any other attendee type, the field is not editable.

For each expense type that is configured for attendees and is other than Business

Meal, the Attendee Count column does not appear, regardless of attendee type.

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Moving the Attendee Count Column for Visibility

The Attendee Count column is part of the Attendee Detail View form and can be

moved to a different location within the grid, for example, to the left for greater

visibility for laptop and notebook users.

To move the field, in Forms and Fields, select the Attendee Detail View form from the

Form Type list. Then, like any other field, drag and drop the Attendee Count to the

new location.

Procedure: Editing Expense Types

 To edit an attendee-related expense type:

1. Click Administration > Expense > Expense Admin.

2. Click Expense Types (left menu). The Expense Types page appears.

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3. Either:

 Double-click the desired expense type.

– or –

 Click the desired expense type and click Modify.

4. Click Next enough times to access the Attendees step.

5. Select or clear the desired check boxes, as described below.

Field

Description

Show Cost per

Attendee

Select (enable) this check box to allow users to view the

amount of the expense allotted to each attendee.

If selected, the Amount column appears in the Attendees

section of the New Expense (or Expense) tab.

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Field

Description

Allow users to edit the

Cost per Attendee

Select (enable) this check box to allow users to edit the

amounts in the Amount column.

Allow users to enter

the count of "No

Shows"

Select (enable) this check box to allow users to account for

no shows – attendees who were invited but did not attend.

If selected, the No Shows field appears in the Attendees

section of the New Expense (or Expense) tab.

Allow users to edit the

count of attendees

Select (enable) this check box to allow users to enter a

count (number of unnamed attendees) for this expense

type.

If selected, the Attendee Count column appears in the

Attendee section of the New Expense (or Expense) tab.

NOTE: Remember, this feature is used in conjunction with

attendee type settings. Refer to Procedure: Configuring

Attendee Types in this guide.

Include user as an

attendee by default

If you select this check box, Concur Expense automatically

adds the user as an attendee when the user accesses the

attendees section the first time (when no attendees are

assigned to the entry).

Once attendees are assigned or if the user removes their

name from the attendee list, Concur Expense does not

attempt to add the user again.

6. Click Next and then Done.

7. Use these same steps to edit all desired expense types.

Overview: Restricting Attendee Types by Expense Type

To reduce the possibility of selecting the wrong attendee when working with expense

types, the admin can filter the available attendee types. This is done by suppressing

the display of selected attendee types under the Exclude Attendee Types column

when modifying expense types within a policy.

NOTE: If the form assigned to an expense type does not include the Attendees

field, the feature cannot be used because the Exclude Attendee Types

column (explained below) will not appear.

The attendees available for selection are filtered at the following points in Concur

Expense:

• New Attendee

• Attendee Search

• Attendee Groups

• Favorite Attendees

• Attendee Import for Expense Type

• Does NOT impact Attendee functionality in the My Profile page

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EXCLUSION OF ATTENDEES - SPECIAL CASES

• Attendee Groups: At the Attendee Group level, if all attendees are of a type

excluded for the combined Policy and Expense Type, then none will be

available for selection.

• User Attendee Import: In the Excel-based User Import, these excluded

attendees will import successfully, but each will be flagged and manual

removal is required to ensure successful report submission.

Procedure: Filtering Attendee Types for Expense Types by Exclusion

 To exclude attendee types for selected expense types:

1. Click Administration > Expense.

2. Click Policies (left menu). The Policies page appears.

3. Click the desired policy.

4. Click Expense Types.

5. Configure the expense type to exclude attendees by navigating to the

Exclude Attendee Types and noting the status:

 Add: Appears when no attendees have been excluded.

 Modify (#): Appears when <#> number of attendees are excluded.

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6. Click either Add or Modify <#>, the Exclude Attendee Types dialog

appears.

7. In the Exclude column, either:

 To exclude the attendee type, select (enable) the associated check box.

– or –

 To include the attendee type, clear (disable) the associated check box.

8. Repeat for each expense type you will exclude attendee types for.

9. Click Save.

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NOTE: If the option is not available, the Attendee field must be added to the

form for the given expense type.

Overview: Setting a Default Attendee Type for an Expense Type

A single attendee type can be specified as the default attendee type for an expense

type when selecting and working with an expense in a report.

Procedure: Setting the Default Attendee Type for an Expense Type

 To set the default attendee type for an expense type:

1. Click Administration > Expense > Expense Admin.

2. Click Policies (left menu). The Policies page appears.

3. Click the desired policy.

4. Click Expense Types.

5. Either:

 Double-click the desired expense type.

– or –

 Select the desired expense type and click Modify Properties.

The Modify Expense Type Properties dialog appears.

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6. Select a single attendee type from the list.

NOTE: The list of available attendees may be limited if some attendee types

have been excluded for the expense type.

7. Click Save.

Overview: Suppressing the New Attendee Button by Expense Type

NOTE: This feature is not available within the new user experience for Concur

Expense.

By default, the New Attendee button appears to the user. The administrator can

deactivate this button in the Attendees section to prevent a user from adding an

attendee – forcing the user to search for the attendee first, ensuring the attendee is

not already in the system.

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Procedure: Suppressing the New Attendee Button by Expense Type

In this example we will use Policies to suppress the Add Attendee button by the

Airfare expense type.

 To configure the view to suppress the Add Attendee button:

1. Click Administration > Expense > Expense Admin > Policies.

2. Select the desired policy.

3. Click Expense Types.

4. Click the desired expense type.

5. Click Modify Properties. The Modify Expense Type Properties dialog

appears.

6. Clear the Display the Add New Attendees button from the attendee

table check box.

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7. Click Save.

Step 5: Adding Additional Attendee Types and Working with Other

Attendee Settings

There are two pages: Attendee Types and Settings

Overview: Attendee Types

On the Attendee Types page, you can:

• While adding or editing attendee types:

 Define the fields that are used in "duplicate" searches

 Define whether to allow users to add attendees of this type

 Define whether to allow users to enter an attendee count of this type

 Define the data source to search for that attendee type

• Inactivate attendee types

"THIS EMPLOYEE" ATTENDEE TYPE

Concur Expense uses this attendee type when it automatically adds Concur Expense

users as attendees. This is a system attendee type, so it cannot be inactivated.

NOTE: The automatic creation feature can be turned off, however it is recommended

that it remains on. Refer to the information about the attendee Settings tab.

On the Edit Attendee Type page:

Field

Description

Attendee Type

This Employee

Attendee Type Code

SYSEMP; cannot be edited

Expense Attendee Form

Default Attendee Form

Fields for duplicate search

External ID and Created By (Private List)

Allow users to add attendees of this type

No; cannot be edited

Allow users to edit the count for this type

No; cannot be edited

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Procedure: Configuring Attendee Types

 To access the attendee types:

Click Administration > Expense > Expense Admin > Attendees. The Attendees

page appears.

 To modify an attendee type:

1. On the Attendee Types tab, either:

 Double-click the desired attendee type.

– or –

 Select the desired attendee type and click Modify.

The Attendee Type dialog appears.

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2. Complete the appropriate fields.

Field

Description

Attendee Type Name

Change the name as desired.

Attendee Type Code

Change the code as desired. The code can be 1 to 8

alphanumeric characters, all uppercase, no spaces.

Expense Attendee Form

Select the desired attendee form.

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Field

Description

Fields for duplicate search

Select the field(s) that will be used to check for

duplicates.

NOTES:

• If the intent is for your users to have private

attendee lists, then include the Created By

(Private List) field as a duplicate search field for

this attendee type.

• If you plan to have the system check for duplicates

across attendee types, note that the system will

successfully check for duplicates across attendee

types only if the duplicate check fields are the

same on all attendee types.

Data Source for Attendee

Select the data source used when searching for

attendees of this type.

NOTE: This field is used by the Fetch Attendee

Callout. If you are using this callout, select the system

that you configured in the Register Application

Connectors page of Web Services Admin.

 Refer to the Fetch Attendee Callout information

on http://developer.concur.com.

Default Search for

Attendees

Select the default search when searching for this

attendee type to optimize the experience:

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 search 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. This option is required for external

attendee searches (API), or when the company has a

very large number of attendees and the simple search

responds very slowly or cannot be used.

NOTE: While the 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.

Allow users to add

attendees of this type

Select this check box to allow users to add attendees

with this attendee type.

NOTE: If you are using the Fetch Attendee Callout,

this check box will be cleared and not editable.

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Field

Description

Allow users to edit the

count for this type

Select to allow users to enter a count (number of

unnamed attendees) for this attendee type.

IMPORTANT: This option is used in conjunction with

the expense type setting. Refer to Overview:

Understanding Attendee Count Configuration in this

guide.

3. Click Save.

 To add a new attendee type:

1. On the Attendee Types tab, click New. The Attendee Type dialog appears.

2. Complete the fields as described in the previous section about editing existing

attendee types.

3. Click Save.

 To deactivate an attendee type:

Note the following about deactivating an attendee type:

• When you deactivate an attendee type, all attendees with that attendee type

are also marked as inactive and are no longer available for users to include on

an expense.

• An attendee type that has been deactivated cannot later be made active.

• If you deactivate an attendee type and then later want to use it again, create

a new attendee type. You cannot use the same name as the original. You can,

however, modify the original and rename it. Then, you can create the new

attendee type using the original name of the deactivated attendee type.

NOTE: Deactivating an attendee type will also deactivate every attendee of that type

so that they may no longer be selected for use on an expense. Deactivating

an attendee type containing a massive number of attendees may require

assistance from SAP Concur support due to the large number of records that

must be altered. Please contact support if deactivation of an attendee type is

not successful.

1. On the Attendee Types tab, select the desired attendee type(s).

2. Click Deactivate.

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Overview: Settings

On the Settings tab, you can:

• Define the expense types that will be included when calculating attendee

totals

• Define whether the Annual Total column displays in Profile

• Define whether attendee types are restricted by user groups

• Define whether duplicate attendee searches happen across attendee types

• Define whether to allow Concur Expense to automatically create an attendee

record (SYSEMP attendee type) for the current user

• Define whether to have the system generate an External ID for attendees

manually added by users

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 For more information about the External ID, refer to External ID -

Required for Imported Changes and Deletions in this guide.

• Define whether the user sees the My Team tab on the Attendee Search dialog.

• Define Invoice-specific settings

 For more information, refer to the Invoice: Attendees Setup Guide.

ANNUAL TOTAL COLUMN

If you choose to display the Annual Total column in Profile, be aware that:

• The amount shown is the total amount spent company-wide for that attendee

(not only from the current user) for the selected expense type(s)

– and –

• The currency used is:

 The currency that is set in the import record, if the attendee was imported

– or –

 The same as the user's reimbursement currency, if the attendee was

added by a user

 There is another way to add this column to this page. Refer to Additional

Attendee Information - Attendee Detail View in this guide.

EXCHANGE RATES REQUIRED

In order for the system to maintain totals for attendees, currency conversion may be

required. The amount allotted to each attendee is calculated in the user's

reimbursement currency. If the attendee currency is different from the user's

reimbursement currency, then the system must convert the amount (in the user's

reimbursement currency) to the amount in the attendee currency. In order for that

conversion to be successful, the appropriate exchange rates must be imported.

• If the Exchange Rates feature is activated and the user's reimbursement

currency is included in the Exchange Rates import – converted to the

attendee currency – then conversion takes place and the attendee totals are

adjusted accordingly.

• If the Exchange Rates feature is not activated or if the appropriate currency

has not been imported, then the user sees a message that briefly explains the

issue and refers the user to your company's Concur Expense administrator.

 For more information, refer to the Concur Expense: Currency Admin Setup

Guide.

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Procedure: Configuring Settings

 To change settings:

1. On the Attendees page, click the Settings tab.

2. Complete the appropriate fields.

Field

Description

Expense Types to be

included in the annual total

of cost per attendee

Select the expense types that will be included when

calculating annual totals for attendees.

NOTE: If you do not select any expense types, the

annual total will not be calculated.

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Field

Description

Include Invoice Expense

Types in Annual Total of

cost per attendee

INVOICE ONLY: When the administrator selects this

setting, all the expense types selected in the setting

below will be included in the annual total of cost per

attendee. This setting is cleared (disabled) by default.

Invoice Expense Types to

be included in the annual

total of cost per attendee

INVOICE ONLY: This setting contains a list of all the

expense types that the administrator can select. When

the administrator selects one or several expense types

in this list, the amount from these expense types will

be included in the total for a given attendee.

Display My Team in

advanced search options

Select to display the My Team tab to the users when

searching for attendees. The My Team tab contains

the following employees:

• Employees with the same direct approver.

• Employees that are direct reports of the user.

 Refer to Searching Employees on My Team in this

guide.

NOTES:

• This feature may be confusing to users if your

default Expense approver assignments are not

aligned with your team structure.

• This feature requires two additional attendee

settings:

 Allow automatic creation of employees as

attendees (SYSEMP attendee type) must be

enabled. Refer to below in this table for more

details.

 Employee attendees are a shared list under

the SYSEMP attendee type. For more

information, refer to the Procedure: Part 4 –

Configure SYSEMP Attendee Type section of

this guide.

Allow users to add

attendees from meetings

via email to Concur (*.ics

files)

No longer supported

Display attendee total for

calendar year

Select if desired.

Enable attendee type

group management

Select to define the attendee types available to

different user groups.

 Refer to Attendee Types by User Groups in this

guide.

Check for attendee

duplicates across attendee

types

Select to expand the attendee duplicate check to all

attendee types. Clear to keep the duplicate check

limited to attendees of the same type.

NOTE: The system will successfully check for

duplicates across attendee types only if the duplicate

check fields are the same on all attendee types.

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Field

Description

Allow automatic creation of

employees as attendees

(SYSEMP attendee type)

ON by default; change if desired.

NOTE: The system will automatically generate a

record for each Concur Expense user but only once

the user takes one of these actions:

• The user opens a new expense form where the

user is required to be added by default.

• The user completes a 'This employee' attendee

type search from the Attendee section of the

New Expense (or Expense) tab or from profile.

• The user completes a quick search or a favorite

search from the Attendee section of the New

Expense (or Expense) tab.

At the same time the user is added to the attendee

list, the External ID field is populated with the user's

Employee ID.

 Refer to Including All Employees in a Company in

the Attendee Search in this guide.

Generate an External ID

when a new attendee is

created by a user

Select to have the system create an external ID.

 For more information about the External ID, refer

to External ID - Required for Imported Changes and

Deletions in the configuration section in this guide.

Audit Rule Group By Field

for Expense Reports

Select the custom field that will be used when totaling

the attendee information for audit rules. If no field is

selected, all expenses will be used.

NOTE: Once a selection is made and saved, this field

becomes read-only. This is the expected behavior of

the system, as totals already accrued are based on

this configuration. Since totals are over periods of

time, changing this has a material impact on already-

accrued values. Please contact Concur Support if you

require changes.

Category Group 1 for

Attendee Totals

Category Group 2 for

Attendee Totals

Select the expense types that will be included when

calculating annual totals for attendees.

You may create two different expense type groupings.

Once these are created, you can add the total fields to

the Attendee Details dialog.

 Refer to the Configuring Attendee Forms and

Fields section of this guide for more information on

defining the attendee fields.

NOTE: Once the types are configured, you will be

unable to change them on this page. Contact SAP

Concur support to make any changes. If you make

changes to this page after attendee information has

been saved, the attendee totals will not update with

the new types. Any new attendees created after the

change will use the new types for annual totals.

3. Click Save.

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Overview: Attendee Types by User Groups

The administrator can define (or restrict) attendee types to specific groups. So, when

a user adds, edits, views, or searches for an attendee, only the specified attendee

types for that user's group will be available. For example, perhaps users in a Sales

group can select and manage client attendees where non-Sales users cannot.

This way, different groups of employees can see a restricted - and more appropriate

- set of attendee types.

NOTE: One case may occur rarely - If an attendee is added to an entry and if that

specific attendee type is later made inactive for the user's group and if the

user later opens the entry, that attendee's information will no longer be

editable by the user.

Procedure: Configuring Attendee Types by User Groups

The configuration includes two parts:

• Attendee setting: One-time process to turn on the feature

• Group configuration: Completed for each group

 To set the Attendee Setting option:

1. On the Settings tab, select (enable) the Enable attendee type group

management check box.

2. Click Save. Now a new column - Attendee Types - appears on the Group

Configurations page.

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 To assign attendee types to groups:

1. On the Group Configurations page, click the Modify link in the Attendee

Types column for the group you want to affect. The Configuration for

group dialog appears.

All attendee types appear except No Shows and This Employee, since they are

system attendee types and cannot be inactive.

2. Select the check box for all attendee types that should be active for the

group.

Note the following - not all types can be activated/inactivated:

 If an attendee type is set to Active at the parent group level, it will remain

active at the child group level and cannot be changed to Inactive.

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 If the attendee type is set to Inactive at the parent group level, it can be

overridden at the child group level and set to Active.

3. Click Save.

Step 6: Including All Employees in a Company in the Attendee Search

You can make every employee at your company available within an attendee search

for ease of selection and addition to the report. When the employee is added, an

attendee record is automatically created if no record already exists.

Procedure: Part 1 – Confirm Auto-Create Attendee Record is Enabled

In this step you will verify that the setting to auto-create Attendee records is

enabled.

! Before proceeding with changes after initial implementation, ensure that, if the

setting is not selected, why this is the case at your site. It is critical to

understand why the setting is not enabled before altering the setting (it is

selected by default) - there may be a strategic or system reason for inactivating

it and that must be understood before proceeding.

 To verify and enable the Attendee Settings "Allow automatic..." setting:

1. From Administration > Expense > Expense Admin > Attendees, click

the Settings tab.

2. Select the Allow automatic creation of employees as attendees

(SYSEMP attendee type) check box.

3. Click Save.

Procedure: Part 2 – Attendee Types and Employee Attendee Records

In this step, the existing attendee type Employee is renamed and saved to a more

descriptive naming convention for your users.

 To rename and save the Employee attendee type:

1. On the Attendee Types tab, click Employee and click Modify. The Attendee

Type dialog appears.

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2. Rename this attendee type, as each attendee type name must be unique -

suggested changes based on Concur users:

 All Employees are Concur Users

Rename as "Employees (inactive attendee type)" to clearly show the user

that, on selection of this attendee type, they are now searching across all

employees using an inactive attendee type (see Step 3, next).

 Some Users are Concur Users, But You Want to Search Everyone

Rename as "Employees (not using Concur)" - this name instructs the user

they are selecting employees "outside" of Concur users who are not yet

associated with Concur (by way of attendee records in Concur Expense).

3. In the Fields for duplicate search list, ensure that Created By (Private List)

is not selected.

4. Click Save.

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Procedure: Part 3a – Inactivate the Employee Attendee Type if All Concur

Users

If you know that all employees you want in an attendee search are also Concur

users, then best practice is to inactivate the "Employees (not using Concur)"

attendee type renamed in Step 2 so that it is no longer available for selection by the

user.

If you are making this change after you have been collecting production data for a

period, consider inactivating this attendee type and creating a new one. Doing this

performs a user-wide "fresh start" for their employee attendee records by

inactivating all existing Employee attendee type records.

 To deactivate the Employee attendee type:

1. On the Attendee Types tab, click Employees (not using Concur) and click

Deactivate.

2. Click Yes in the confirmation dialog box that appears.

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NOTE: It is important to note that inactivating any attendee type will inactivate all

attendees of that type. This will remove these records from every user's

Favorites and Favorite Groups, so prior notice of this change is suggested to

explain the new behavior to your users.

BENEFITS OF INACTIVATING - STANDARDIZING EMPLOYEE RECORDS

The benefit of inactivating all of the existing and many-times duplicated Employee-

Attendee records is to standardize your employees each to a single record. This

allows you "cleaner" Reporting data, and precision of use for employees in any

attendee role. The disadvantage is that your users will need to rebuild their favorite

employees list over time as mentioned above, and re-add employee records into

their existing attendee groups.

Procedure: Part 3b – Add a New Attendee Type

In this step, you will add a new attendee type using the identical name of the

attendee type you deactivated in Step 3a.

NOTE: Since the attendee type name and code must both be unique in the list, you

are prevented from creating another with the same values. For the purposes

of this exercise, you will simply edit an existing record to change its name

(only) and thus make the old name once again available for use.

For example, if you changed the Employee attendee type to "Employees (not

using Concur)" and then deactivated it in Step 3a, you may now rename this

deactivated attendee type to "Employees (no longer used)", save that

change, and create a new attendee type using the name "Employees (not

using Concur)" which is active and may be immediately put into use.

 To add a new attendee type:

1. On the Attendee Types tab, click New.

2. Enter "Employees (not using Concur)" as the new attendee type name, and a

different attendee type code, such as EMPLOYES, not to exceed the limit of 7

characters.

3. Select the additional fields to meet your company's needs (as described

earlier in this guide) - they make look similar to the figure below:

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4. Click Save.

Procedure: Part 4 – Configure SYSEMP Attendee Type

In this step, the SYSEMP attendee type is configured for attendee search.

 To configure the SYSEMP attendee type for attendee search:

1. Under Attendees > Attendee Types tab, select SYSEMP under Attendee

Type Code.

2. Click Modify and rename the attendee type to Employees or similar name

that best represents those employees who are users of Concur.

3. Under Expense Attendee Form, select Default Employee Attendee Form to

make this a shared list.

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Discussion: This can utilize any attendee form that you have created for this

purpose that is configured as a shared list (that is, Created By is not selected

in the form search attributes under Modify Form). If you have not created a

special Attendee form for Employees, the Default Employee Attendee Form

will correctly set the configuration to allow this to be a shared list for attendee

searches.

4. Under Fields for duplicate search, adjust Fields for duplicate search for use

with a shared list by selecting and clearing duplicate search field selections:

 Remove (clear the check box): Created By (Private List)

 Add (select the check box): First Name, Last Name, Company

(Note that an additional field is required in addition to Name fields; the

Company field option meets this requirement)

The dialog box should appear similar to the figure below:

5. Click Save.

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 To finish with Forms and Fields:

1. Click Administration > Expense > Forms and Fields.

2. In the Form Type list, click Expense Attendee.

3. Select the attendee form you assigned to the SYSEMP attendee type.

4. Click Modify Form.

5. Clear (disable) the Created By (Private List) check box.

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6. Click Save.

IMPORTANT: SYSEMP with Non Employees

The Employee (SYSEMP) attendee type is used to automatically add employees to a

client's attendee list – so users can quickly find other employee attendees. In some

cases, company requirements drive the creation of user accounts for people who are

not employees of the company, such as contractors.

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Due to regulatory and client requirements, there must be a way to clearly define the

precise and correct attendee type for the user who is not an employee. The solution

is to use a profile (employee) field to indicate which users are not employees. Users

who are not employees will:

• Not be automatically added to the Employee Attendee type

• Not be searchable via the Employee attendee type

• Not be automatically added as an attendee for an expense type configured to

do so for employees

CONFIGURATION – CLIENT

Clients interested in using this feature must contact SAP Concur support for

assistance. Concur will add the Is Non Employee field to the profile (employee

form) as described below.

Then, the client can:

• Use its own internal resources to determine which Concur Expense users are

non-employees

• Access User Administration to select (enable) the Is Non Employee field for

each non-employee

NOTE: The Is Non Employee field is not available in the user import.

CONFIGURATION – CONCUR

Concur will follow the configuration/activation steps noted below. The process is to

add the new Is Non Employee field to the employee form and then make the field

modifiable by the Employee Administrator.

1. Click Administration > Expense > Forms and Fields.

2. In the Form Type list, click Employee.

3. Click the Form Fields tab.

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4. Click Add Fields.

5. Select the Is Non Employee field.

6. Click Add Fields. The Is Non Employee field now appears on the employee

form.

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7. To ensure that the field is modifiable by the Employee Admin, double-click the

Is Non Employee field. The Modify Form Fields dialog appears.

8. In the Employee Administrator Role list, click Modify.

9. Click Save.

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Step 7: Create Attendee Audit Rules

You can create audit rules that allow you to flag attendees, for example, for:

• The total amount spent, per expense type, on any attendee, totaled either

company-wide or by the current employee

• The frequency (per month, quarter, or year) at which any individual has been

named an attendee, either company-wide or by the current employee

Amount and frequency totals that apply to the current employee are stored with the

expense entry. Amount and frequency totals that apply to the entire company are

stored with the expense entry and the attendee record.

 Refer to the Concur Expense: Audit Rules Setup Guide.

Step 8: Configure for Personal Attendee Import

In order to activate this feature (and configure the required template), the

administrator must have the Concur Expense Configuration Administrator

(Restricted) or the unrestricted Concur Expense Configuration Administrator role

assigned in Concur Expense.

Overview: Personal Import

These are the steps in the configuration process:

Part 1: Initiate the process to generate a basic template worksheet.

Part 2: Edit the template, for example, to account for list data.

Part 3: Upload the completed worksheet.

Once the completed worksheet is uploaded, the Import button appears in the

Attendees section of the New Expense (or Expense) tab, ready to be used.

Procedure: Part 1 – Generate the Basic Template

 To generate the base template:

1. Click Administration > Expense.

2. Click Attendee Import Templates. The Excel Templates For Attendee

Import page appears.

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3. Select the desired language (the language in which the template will be

generated), and click Generate Base Template.

NOTE: The import file template is language-specific. The administrator must

create a template for each language that is in use by the company.

4. Take the necessary steps (depending on browser) to save the template to

your local computer or network.

! IMPORTANT: The generated base template file is an Excel 97-2003

Workbook (*.xls file format). Please ensure that this format is

maintained, and the template uploaded for your company to use is in

this same file format.

5. Repeat this process for each required language.

REVIEW THE TEMPLATE WORKSHEET

Open the worksheet file.

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Each Excel file has at least one worksheet (tab). The first sheet is named Attendees.

Any other sheets that may appear contain drop-list data.

On the Attendees sheet:

• Row 1 shows the field codes

• Row 2 shows the client-defined field names

• Row 3 - 65,536 are the rows in which the user will type

Procedure: Part 2 – Edit the Worksheet

ROW 1 (FIELD CODES)

Do not edit any of these cells. If any of these cells are changed, the import will

fail. During the configuration process, you will use these field codes and any

additional worksheets to create the drop-list fields.

ROW 2 (FIELD NAMES)

These are the field names (column headers) that will display to the user. The main

editing task involves required fields.

 To work with row 2 (field names):

You must:

1. Access Concur Expense and view the Attendees section of the New

Expense (or Expense) tab to see which of the attendee fields are required.

2. Mark the required fields. You can solve the problem as simply or as intricately

as you want. Two suggestions are:

 If you are not concerned about users using the optional fields, then hide

the optional columns so only the required columns appear. Instruct users

to complete all fields.

- or -

 Edit the labels of the required fields to include "REQUIRED"

Example: REQUIRED Last Name

ROW 3 THROUGH 65536 (DATA)

These are the cells in which the user will type or select (drop-list) attendee data. The

editing tasks involve list data and other field formatting.

NOTE: Any change/edit you make in any column must apply to each row

from Row 3 to Row 65536. This ensures that – no matter how many rows

the user wants to use – they are always using a formatted row.

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 To manage the list data:

1. Review the list data shown on the other worksheets (tabs), if any. The name

on the worksheet tab matches the field code (Row 1).

This template worksheet provides only the first 100 items for each list. So:

 If less than 100 items appear for a list, then assume that all available list

items are provided for that list.

 If exactly 100 items appear, then assume that there are more list items.

You can:

• Add the remaining list items by typing them into the Excel sheet

manually, or

• Submit a service request to SAP Concur support to obtain a full

copy of the list. The information you receive can then be copied

and pasted into Excel.

NOTE: If you change attendee-related list data frequently in Concur

Expense, you must also update this worksheet for each change.

Another option is to set this field as a text field, with a comment

instructing users how to correctly enter the appropriate option.

2. Configure these rows with drop-lists. Instructions are provided in Create Drop

Lists in Excel.

 To deal with other formatting:

It is not likely that the template will require other formatting (such as numeric only

or field length restrictions) in the attendee fields. However, to be sure:

1. Access Concur Expense to identify any other applicable field formatting.

2. Format the worksheet to match those formatting requirements.

! IMPORTANT: For these fields, you can solve the problem as simply or as

intricately as you want but do not enter text in these cells.

FINAL EDITING STEP

 To hide the field codes and "list" sheets:

When all formatting is complete, hide – do not remove – the field codes (Row 1) and

the sheets (tabs) that contain the list data.

1. To hide the field codes (Row 1):

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 Select the first row.

 On the Home tab, click Format > Hide & Unhide > Hide Rows.

2. To hide the worksheet(s) with the list data:

 Select all sheets except the first one (Attendees).

 On the Home tab, click Format > Hide & Unhide > Hide Sheet.

Tip: Just before saving for the last time,

click in cell A3 and then save. The next

time the worksheet is opened, A3 will be

selected. Since A3 is likely a list, the down

pointing arrow appears, making it easy for

the user to identify this field as a drop-list.

Tip: After saving the file, close it and open it again to test that all changes were

successfully saved in Excel 97-2003 Workbook (*.xls file format) before uploading

the template. Incompatible configuration will be removed from the file on save.

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Procedure: Part 3 – Upload the Customized Worksheet

 To upload the sheet:

1. Return to the Excel Templates For Attendee Import page as described

previously.

2. Click Upload Template.

3. Click Browse (or Choose File depending on browser) and locate the

customized worksheet.

NOTE: If you have multiple languages, you must first select the language in

the drop list and then upload the template for that language.

4. Click Upload Template. The new template appears.

Section 6: Configuration – Overview and Procedures

Expense: Attendees Setup Guide 95

Last Revised: June 28, 2023

At this point, the Import button will be available for users in the Attendees section

of the New Expense (or Expense) tab for that language.

Follow these same steps for all templates for all desired languages.

Procedure: Create Drop Lists in Excel

This information applies to Microsoft Excel 2010. If you have a different version of

Excel, search for "drop-down list" in Excel's online help.

 To add the drop-list for the list data:

1. Click the sheet (tab) that contains the list data, in this case, AtnTypeKey.

2. Select the list data.

3. In the name box, type a range name, such as AttType, and press Enter.

4. On the Attendees tab, click cell A3.

5. On the menu, select Data > Data Validation. The Data Validation dialog

box appears.

Section 6: Configuration – Overview and Procedures

96 Expense: Attendees Setup Guide

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 In Allow, select List.

 In Source, type =<range name>. In this case, =AttType.

Hint: Don't forget. The range name starts with =

 Click OK.

6. Copy A3 to cell A4 through A65536.

Tip: To copy from A3 to the end of the column:

• Click in A3

• Copy

• Click in A4

• Press CTRL + SHIFT + down arrow

• Paste

7. Complete these same steps for all lists.

Step 9: Import a List of Attendees

You can import a list of attendees for your company, for example, your company's

client list or list of employees. This way, they appear in the Attendees list so users do

not have to enter them manually (and perhaps inconsistently). You can also use the

import feature to change attendee information or delete attendees.

 To import a list of attendees, refer to the Shared: Attendee Import, Version 2

Specification.

IMPORTANT! Using the Attendee Import on an Existing System

If you are planning to use the attendee import on an existing system (already has

attendees), refer to Implementing the Attendee Import on an Existing System - Tips

and Hints.

Section 6: Configuration – Overview and Procedures

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External ID - Required for Imported Changes and Deletions

The External ID is required in order to make changes to attendees (edit or delete)

via the import. In most cases, the External ID is a company-generated unique

identifier, which is imported with the initial import of attendees. However, for

attendees who are manually entered by Concur Expense users, there likely is no

External ID. Without that information, you cannot change or remove those attendees

via the import.

To solve this problem, you can have the system auto-generate an External ID for

each attendee so that the External ID will never be blank.

CONFIGURATION

To activate this feature, select Generate an External ID when a new attendee is

created by a user on the Settings tab of the Attendees page.

EXTRACT THE EXTERNAL IDS

Then, to obtain the External IDs for all attendees (so you can use them in an

import), collect them from the Standard Attendee Detail Extract:

• If the Standard Attendee Detail Extract is already turned on for your

company, the file will be available with your other extract files.

• If not, contact SAP Concur support to have it turned on.

 Refer to the Shared: Attendee Import, Version 2 Specification.

Section 7: Retain Attendee History with the Associated Expense Entry

98 Expense: Attendees Setup Guide

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Section 7: Retain Attendee History with the Associated

Expense Entry

Overview

By default, historical attendee information is not captured; only the current attendee

information (master record) is available. Using the configuration steps described

here, the point-in-time attendee information can be saved with the associated

expense entry.

Attendee information (such as name or title) can change over time. With this

feature, once the attendee is attached to an expense entry, that attendee

information is stored and not allowed to be changed when the master record

changes.

Requesting a Configuration Change

To request a change to this configuration, please submit a change request to Concur

Support.

Section 8: Implementing the Attendee Import on an Existing

System - Tips and Hints

Changing from a User-Entered List to a Managed List of Attendees

In existing systems (not yet using the import), it is likely that each Concur Expense

user entered a record for every attendee the user wanted to use, including the

Concur Expense user. This means that it is highly likely that many of the attendees

you want to import from another application already exist within the system – and

many will exist multiple times.

To start fresh with a new list of attendees from the imported list, follow these steps:

Step

Description

Where to find

more information

Define the name of the attendee type for this list. Attendee

type names must be unique.

Tip: If you want the same name as the existing attendee

type, we recommend that you rename the existing attendee

type and then create a new attendee type with the desired

name.

Procedure:

Configuring

Attendee Types in

this guide

Determine if users will be allowed to add new attendees to the

attendee type list. If you want to control this list, you may

wish to turn off the users' ability to add new attendees.

Section 8: Implementing the Attendee Import on an Existing System - Tips and Hints

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Step

Description

Where to find

more information

Create the import file and import the list of attendees.

Shared: Attendee

Import, Version 2

Specification

Inactivate the old attendee type. This will remove all

attendees of this type from all users' lists of attendees, though

the information will still be viewable on expenses using those

attendees.

Procedure:

Configuring

Attendee Types in

this guide

Changing Employees as Attendees to a Managed List of Attendees

There are two employee-related attendee types:

• Employee: In older versions, each Concur Expense user had to enter a

record for every employee attendee the user wanted to use, including the

Concur Expense user. This means that it is highly likely that many of the

employee attendees already exist multiple times within the system.

• This Employee: The system will automatically generate a record for each

Concur Expense user but only once the employee takes one of these actions:

 The employee opens a new expense form where the employee is required

to be added by default.

 The employee completes a 'This employee' attendee type search from the

Attendee section of the New Expense (or Expense) tab or from profile.

 The employee completes a quick search or a favorite search from the

Attendee section of the New Expense (or Expense) tab or from profile.

To make this list a comprehensive and usable list of employees that can be shared

by all for use on expenses, follow these steps:

Step

Description

Where to find

more information

Create an import file containing data for the employee

attendee records and import the list. This will provide records

for those employees who have not yet accessed the Attendee

section as well as provide additional details in each employee

attendee record.

When creating the import file:

• The External ID for these records must be the Employee

ID that appears in Concur Expense.

• The Attendee Type Code must be SYSEMP.

NOTE: Consider importing all employees who will be used as

attendees – not only those who use Concur Expense. This will

provide a comprehensive list of employee attendees for your

Concur Expense users to search and select from. Then, if the

imported employees who are not yet Concur Expense users

become users in the future, the Employee ID will be used to

link the attendee-related information to the correct user.

Shared: Attendee

Import, Version 2

Specification

Section 9: Appendix – Special Situations/Forms/Fields

100 Expense: Attendees Setup Guide

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Step

Description

Where to find

more information

Configure the This Employee attendee type:

• Change the name if desired.

Attendee type names must be unique. If you want the

same name as the existing Employee attendee type, then

you must rename the existing Employee attendee type

first and then change This Employee to Employee.

Procedure:

Configuring

Attendee Types in

this guide

• Configure the This Employee attendee type as a shared list

by removing the Created By field in the duplicate check

field.

Private vs. Shared

Attendee Lists and

Procedure:

Configuring

Attendee Forms

and Fields in this

guide

Inactivate the old Employee attendee type. This will remove

all attendees of this type from all users' lists of attendees,

though the information will still be viewable on expenses using

those attendees. Users creating new expenses will search for

and use employee attendee records under the new This

Employee attendee type.

Procedure:

Configuring

Attendee Types in

this guide

Change the new Employee attendee type to a shared list.

• Change the form fields for search - clear the Created By

(Private List) check box

• Edit the duplicate check - clear the Created By (Private

List) check box

Private vs. Shared

Attendee Lists in

this guide

Section 9: Appendix – Special Situations/Forms/Fields

Fields: Special Conditions for Selected Fields

Report Key

The Report Key field is intended for use by the Concur Expense Processor when

troubleshooting issues from the integration with accounting systems (Standard

Accounting Extract or Financial Integration). SAP Concur does not recommend that it

be used in employee- or approver-facing UIs, and strongly recommends that the

Report ID is used in all scenarios that require an identifier for the specific expense

report.

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