unsw proprietary & confidential 1 · unsw proprietary & confidential 14 there are two ways...

UNSW Proprietary & Confidential 1

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Download .......................................................................................................................................... 2

Sign In .............................................................................................................................................. 3

Expenses and Expense Claims ........................................................................................................... 4

Expense List (Expenses Screen)........................................................................................................ 4 Expense Claim List (Active and History Sections) ................................................................................ 4 Create a Mobile Expense .................................................................................................................. 5

Delete an Expense from the Expenses Screen..................................................................................... 6 iPhone Deletions ............................................................................................................................. 6

Create a New Expense Claim ............................................................................................................. 7

Move Expenses from the Expenses Screen to an Expense Claim ........................................................... 8 Create an Expense with an Open Expense Claim ................................................................................. 9 Edit an Expense on an Expense Claim.............................................................................................. 10

Add a Car Mileage (or Kilometer) Expense ....................................................................................... 11 Add/Edit/Delete Itemizations ......................................................................................................... 11 To Add/Edit/Delete Attendees to an itemized expense ....................................................................... 13 View/Add/Edit/Delete Allocations .................................................................................................... 14

Receipts .......................................................................................................................................... 16

How to add Receipts to an existing Expense or Expense within a Claim ................................................ 16

How to use ExpenseIt to Capture Receipts and Information ................................................................ 17 How to Capture Multipage Receipts ................................................................................................. 18 How to attach a Missing Receipt Declaration to an Expense ................................................................ 19 How to Remove an Expense from an Expense Claim .......................................................................... 19 How to Edit and Submit Claims ....................................................................................................... 20 How to Copy an Unsubmitted Expense Claim .................................................................................... 21

Approvals ........................................................................................................................................ 22

Expense Claims: Approve or Send Back ........................................................................................... 22

Get Help .......................................................................................................................................... 23

Guide to Icons Used in Concur ......................................................................................................... 24


The Mobile Registration link appears on the Profile menu in the web version of SAP Concur. Two reasons to use this page:

• You can download the app from the App store/Google Play or you can use this page to request a link.

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Tap in your device apps list. Then, on the Sign In screen, enter your work email or your SAP Concur (web version) user name. Tap Next. On the next screen, enter your password and tap Sign In to Concur.

– or –

As UNSW uses Company Sign in, you can tap on

and type in the code “UUEMAW” as shown on

the Concur Mobile desktop page.

NOTE:

SAP Concur will not let you sign in if your device does not have a passcode or if your device has been compromised (modified to remove manufacturer restrictions).

The home screen provides access to your expenses, expense claims, approvals, and more.


On the home screen, tap Expenses to access your list of expenses. Use the Expenses screen to:

• Add, view, edit, and delete mobile expenses. Mobile expenses are designed to be quick and easy.

To make more extensive features like itemizations and attendees, either:

• Add the mobile expense to an expense claim then edit.

• Create the expense on an open expense claim and then edit.

For car mileage/kilometers expenses, use the on the home screen.

• View and make minimal edits to card transactions, which appear with the icon.

To make more extensive edits, add the card transaction to an expense claim then edit.

To delete a card transaction, use the web version of Expense.

• View e-receipts, which can be edited once attached to a claim.

• Attach expenses – mobile expenses, e-receipts, and card transactions – to a new or existing expense claim.

Expense Claim List (Active and History Sections)

On the home screen, tap Expense Claims to access the list of expense claims. On the Claims screen, you can view up to 100 expense claims in each of the Active or History sections. In the Active section, you can:

• View unsubmitted, submitted, and returned claims

• Create a new claim

• Copy claims

• Delete unsubmitted claims

• View red and yellow earmarked claims flagged for exceptions

• View the name, status, date, and amount of each claim

All active reports are separated into Unsubmitted, Submitted, and Other sections. Within each category, the reports are sorted by report date.


You can open an existing expense claim and:

• View and edit the claim summary (claim header)

• View and attach receipt images

• View, add, import, match, edit (add attendees and itemizations), and remove expenses

• Submit your claim In the History section, you can:

• View claims that have been approved and sent for payment

• View red and yellow earmarked claims flagged for exceptions

• Copy claims

To create a mobile expense:

• On the home screen, tap .

– or –

• On the home screen, tap . – or –

• On the Expenses screen, tap .

There are three options for creating an expense:

1. Use ExpenseIt app to photograph and read your receipt using OCR

2. Create an expense manually

3. Add a receipt manually. When using ExpenseIt, you will have the options of:

1. Using the Camera

2. From Library.


You can delete a mobile expense from the Expenses screen.

NOTE: To delete a card transaction, use the web version of Expense - if your company allows you to delete card transactions.

You have the additional option of swiping right. You will see the

delete and move icons.

Android: On the expenses tab, Long press the expense (or multiple expenses) until you see a menu bar. You will have the options of Move to Claim or Delete.


You can create a new claim:

1. From the Claims screen (shown above)

2. While adding expenses from the Expenses tab (described on the following pages)

3. While creating a car mileage expense (described on the following pages)

On the home screen, tap Expense Claims.

On the Claims screen, tap + .

On the New Claim screen:

• SAP Concur provides a report name. Change it if desired.

• Fill in the fields and make the desired selections.

• Tap Create (upper-right corner).

On the report screen, enter your expenses, attach receipts, etc. (described on the following pages).


You can move expenses to a new expense claim or an existing expense claim.

Android: On the Expenses tab, Long press the expense (or multiple expenses) until you see a menu bar. You will have the options of Move to Claim or Delete. iPhone: Additionally, select the expense from the Expenses tab and select Move to … Select which claim to move the expense to.


• From the Claims home, select

the claim you would like the new expense to be linked with.

• Select + to add a new expense

• You will see the options as shown.


• If an expense is attached to an unsubmitted expense claim, you can edit fields.

• Select the expense. The Expense Details screen will open up.

• You can see the Expense Type and Transaction Date are editable.


Android and iPhone:

• First select Mileage from the Home screen.

• Then select which expense claim you would like to add the mileage to on the Move to screen.

• Then fill in Business Purpose, From and To locations.

• Scroll down to the other compulsory fields marked in red and fill in Distance and Project.

• Select Save.


After an expense has been added to a claim, you can itemize the expense. From your Claim Homepage, open the claim then select the expense you would like to itemize.

Android and iPhone:

1. First, select Itemise.

2. Then select Add Itemisation.

3. Locate the Expense Type in the drop down menu and select it.

4. Fill in the Amount of the itemization.

5. Select Save.

6. You will see the itemization appear in a list and the total you are itemizing towards at the bottom of the screen.

7. Select + to add another itemization.

8. Follow the same process to fill in the Expense Type and Amount and Save.

9. You will see an updated list of itemisations. Check that the balance is now 0 to check that your itemizing is complete.


• After an expense has been added to a claim, you can add attendees to the expense if it has been itemized. From the screen above, select one of the itemisations.

• Select Attendees.

• Check the employee designated to attend and edit as needed then Save. To delete an attendee, long tap the attendee name (Android) or swipe (iPhone).

To edit an itemization, tap the desired itemization and then make the desired changes.

To remove an itemization, long-press the desired itemization and then tap Remove From Itemization.


There are two ways you can edit Allocations, from within each Expense or from within the Itemisation.

EXPENSE-LEVEL ALLOCATIONS

Firstly, navigate to the list of expenses and select the Expense you would like to edit the allocations for.

1. From the Expense Details screen, select Allocations.

2. Select New Allocation.

3. Edit the new allocation and type in the percentage allocated, select Done when finished.

4. You can view the Allocation on the Allocations page and select + to enter another one.

5. Once completed, your allocations should add up to 100%.


Note:

Once allocations are added to an expense, the allocation icon appears on the Expense List.

ITEMIZATION-LEVEL ALLOCATIONS

From the Expense list as at left, select the itemized Expense that you would like to allocate.

From the Expense details screen, select View itemisations then select the Itemisation you would like to allocate.

Note:

If you have not yet itemized the expense you will instead see the word Itemise.

The Itemisation page will open up. Select

Allocations.

Then follow Steps 2 to 5 on the previous page as shown in the pictures.

To edit the Allocations, select Allocations and the Allocations screen will open up.

• Select the row you would like to edit. An edit screen will open up.

• Make the changes you need and select Done.


Receipts can be added in several ways.

1. Via ExpenseIt from the Home Screen (refer to How to use Use ExpenseIt to Capture Receipts and Information and How to Capture Multipage Receipts below). This is the easiest and quickest way to add receipts.

2. Via Expenses – Expense Details then Add Receipt.

3. Via Claims – Receipts tab.

4. Four options appear, three to add a receipt:

a. Attach via Camera

b. Attach via Photo Album

c. Receipt Store

d. Another option for missing receipts, Missing Receipt Declaration, also appears.

5. Select the most suitable of the first three options for you to add the receipt.

6. To add receipts in bulk, follow the ExpenseIt instructions following.


Using the Concur Mobile App (ExpenseIt) you can quickly capture receipts and the app’s Optimal Character Recognition (OCR) will automatically fill in the details in your Expense. To use ExpenseIt, select the icon below from the Home screen. The camera screen will open up and you will then be able to take a photo of your receipt. You will see an Analysing receipt icon while the receipt is processing. Once the receipt has processed, you will be asked to confirm the amount of the receipt on the Confirm Amount screen. If the amount is correct, select this amount.

You can leave the receipt while it is processing and locate it later from your Expenses screen. You will be able to edit the amount if needed. Then select Move to Claim to move the receipt to the claim it belongs to.


When using ExpenseIt, the multipage receipt feature can be switched on to allow capture of receipts with multiple pages. Select ExpenseIt from the Home page as shown on the previous page. When the camera screen opens up, select the Multipage icon in the centre of the page to switch on the multipage option. When Multipage is switched on, the icon turns yellow and the words Multi-page on appear on the screen. Take the photo, then select Add page to add another page of the receipt, and Done when all pages are complete.


Follow the instructions to Add a Receipt:

1. Via Expenses – Expense Details then Add Receipt.

2. Via Claims – Receipts tab. When you are in the Receipt Viewer screen below, select Missing Receipt Declaration.

When you reach the Declaration screen, select Accept.

You can remove an expense from an unsubmitted Expense Claim. Enter the claim and view the Expense List.

Android

• Long press the expense and then select Delete.

iPhone

• Swipe right and then select Delete.


NOTE: If you delete a mobile expense or an expense created from a card transaction, it is not really deleted; it is moved back to the "pool" of expenses on the Expenses screen.

If you delete any other type of expense from an expense claim, it is truly deleted. (This is consistent with the web version of Expense.)

You can edit the Claim heading and Submit the Claim from the Expense Claims screen. First, select the Claim that you would like to edit or submit. Then select the Details tab. The details of the claim will open up. You can see the “Report Name” in Blue is an editable field, select it to edit. Then select Save. The Submit button is at the bottom of the screen. Click on Submit to submit the claim. You can do this from either the Expenses tab or the Details tab.


From your Claims screen, swipe right the claim that you would like to Copy. You will have the option to Delete or Copy, select Copy. You can enter a claim name or use the default name, then select Confirm. A screen for the copied claim will open up. You can then edit it as needed by selecting Details or the expense that you would like to edit.

UNSW Proprietary & Confidential of 24

Select Approvals from the home screen to view and approve expense claims (if you are a Level 1 or Level 2 approver).

1. Select the claim to approve

2. View the Expense list in the Claim Approval page.

3. You can check the details by selecting the Details tab. 4. You can view the receipts by selecting the Receipts tab.

5. When ready, Approve the claim.

6. To send back the claim to the employee, select Send Back.


Use Help & Feedback to search for help topics or find helpful articles.


The following icons can be found in the Mobile App:

Icon Name Description

Red Alert Indicates that mandatory fields are missing that must be provided before submission.

Yellow alert – a field is missing.

Indicates that a non-mandatory field is missing. This does not have to be provided before submission.

Approved Indicates that the claim has been approved.

Sent Back to Employee Indicates that a Claim has been sent back.

ExpenseIt This is the icon to capture receipts using ExpenseIt.

Mileage This is the icon to enter your mileage and calculate reimbursements.

You have no receipts

Indicates that there are no receipts available.

Add Receipt Indicates that a receipt can be added by clicking on the icon.

Number Indicates the number of Claims or Approvals that need attention.

unsw proprietary & confidential 1 · unsw proprietary & confidential 14 there are two ways...

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