Concur Invoice Standard Edition Administration Help

User Import Process and Field Formats

The User Import process has four steps:

  1. Downloading the spreadsheet

  2. Populating the spreadsheet

  3. Uploading the spreadsheet

  4. Viewing the field validation and import results

Step 1: Downloading the Spreadsheet

The administrator can download and use the template spreadsheet to enter user data in the correct format. As a new client, the first download of user import spreadsheet template will contain no data; the template is empty and ready to populate with user data. If users have already been entered into the system manually or by performing a user import, subsequent downloads of the template will export all existing, active users (up to 1,000 users).

To download the spreadsheet:

  1. On the Users page, click Import Users. The User Import window appears.

  2. On the User Import window, click the spreadsheet link.

  3. Choose Save in the File Download dialog box.

  4. Select a location on your computer to save the spreadsheet.

You can download a sample spreadsheet with user data here (English Only).

Bulk Edit Multiple Users

The administrator can also download the spreadsheet to perform a bulk edit of multiple users. The downloaded spreadsheet includes all existing active users (up to 1,000 users) with their current data field settings. The downloaded spreadsheet does not include passwords, or credit card and banking information. Once the spreadsheet is populated with updated data, the spreadsheet can be uploaded into Concur.

Step 2: Populating the Spreadsheet

The User Import spreadsheet contains columns for the possible data fields to import. Columns with a bold blue heading are required fields. The values in the spreadsheet header rows (rows 1 and 2) must not be deleted.

Gathering User Information

The User Import spreadsheet required fields are the basic information that Expense needs to create a user account. In addition, the administrator can enter bank account or credit card information as part of the import process. The user information is generally gathered from the company’s HR or Payroll system. Enter the data into the provided template spreadsheet fields, in the formats listed in the table below.

The administrator can either create new users or update existing users. Expense uses the user's Employee ID value to determine whether the user is a new user or an existing user. If there is an existing user with this Employee ID, Expense updates the user's data with the data provided in the spreadsheet. When updating an existing user, expense only updates the user's information if a value is provided in the spreadsheet field. The system won't update the user's information for fields that are blank in the spreadsheet. If no user has the supplied Employee ID, Expense adds them as a new user.

User Import Fields

Field

Required?

Description/Action

Employee Administration Country (only displays when there is more than one country implemented)

Y

This field allows you to select the country from which the employee is administered. When the admin selects the Employee Administration Country, the policies that apply for that specific country apply to the employee.

Format: XX (two-character ISO country code )

Example: CA, UK, US

Canada is represented as CA.

United Kingdom is represented as UK.

United States is represented as US.

Expense Policy Group

N

This field allows you to assign a policy group to each employee that will determine the expense types and limits that will apply to this employee. Populate this field using the Group Code for the policy group as displayed in the Expense > Policy Groups page of Product Settings.

If you do not populate this information, the employee will be assigned to the country-specific default configuration policy based on their Employee Administration Country.

NOTE: The default policy group will not be available once the admin has created one or more policy groups.

Invoice Policy Group

N

This field allows you to assign a group or all policy groups to each employee that will determine the expense types and limits that will apply to this employee. Populate this field using the Group Code for the policy group as displayed in Invoice > Policy Groups page of Product Settings.

If you do not populate this information, the employee will be assigned to the default configuration policy.

NOTE: The default policy group will not be available once the admin has created one or more policy groups. If your company is using Capture Processing, ensure that you change the policy in Capture Processing to match the one in Invoice.

Employee First Name

Y

The user’s first name. If implementing Travel, ensure this name is the same as the photo ID an employee would use through security checkpoints because the employee name prints on the travel itinerary.

Employee Last Name

Y

The user’s last name.

Middle Initial

N

The user’s middle name, or middle initial.

Employee ID

Y

The unique identifier for the user.

NOTE: You cannot use this import to update employee IDs for existing users. Use the Users page to update existing users. If you use QuickBooks to reimburse your employees, this field should contain the QuickBooks Supplier ID of the user.

Login ID

Y

Use for the initial import into the system of any new user's login ID, which is usually the same as the user’s email address.

Format: Must contain "@"

NOTE: The administrator cannot use this field to update login IDs for existing users and so is not a Required field under that condition. Instead, use the New Login ID field in this import to update existing users.

Password

Yes, for new users. No, for existing users.

If the user exists, entering a value in this field for the import does not update the user’s password.

Email Address

Y

The user’s email address. Concur recommends using the user’s corporate email address.

Format: Must contain "@"

Country of Residence

Y

The two-character ISO country code for the country the user resides in.

Format: XX (two-character ISO country code )

Example: CA, UK, US

Canada is represented as CA.

United Kingdom is represented as UK.

United States is represented as US.

State/Province

N

The user’s two-character ISO country code and two-character state or province.

Format: XX-XX ([country code]-[state/province])

Example: US-WA, CA-BC

Washington, US is represented as US-WA.

British Colombia, CA is represented as CA-BC.

Locale

Y

This indicates the language and notational convention (for example, date, number and currency formats) for this user. Its format is two lowercase letters to indicate the language, followed by the two-letter ISO Country Code to indicate the country for notational convention.

Available language codes:

de_AT German (Austria)

de_CH German (Switzerland)

de_DE German (Germany)

de_LU German (Luxembourg)

en_AU English (Australia)

en_CA English (Canada)

en_GB English (United Kingdom)

en_IE English (Ireland)

en_IN English (India)

en_NZ English (New Zealand)

en_US English (United States)

en_ZA English (South Africa)

es_AR Spanish (Argentina)

es_BO Spanish (Bolivia)

es_CL Spanish (Chile)

es_CO Spanish (Colombia)

es_CR Spanish (Costa Rica)

es_DO Spanish (Dominican Republic)

es_EC Spanish (Ecuador)

es_ES Spanish (Spain)

es_GT Spanish (Guatemala)

es_HN Spanish (Honduras)

es_MX Spanish (Mexico)

es_NI Spanish (Nicaragua)

es_PA Spanish (Panama)

es_PE Spanish (Peru)

es_PR Spanish (Puerto Rico)

es_PY Spanish (Paraguay)

es_SV Spanish (El Salvador)

es_UY Spanish (Uruguay)

es_VE Spanish (Venezuela)

fr_BE French (Belgium)

fr_CA French (Canada)

fr_CH French (Switzerland)

fr_FR French (France)

fr_LU French (Luxembourg)

it_CH Italian (Switzerland)

it_IT Italian (Italy)

ja_JP Japanese (Japan)

nl_BE Dutch (Belgium)

nl_NL Dutch (Netherlands)

sv_SE Swedish (Sweden)

th_TH Thai (Thailand)

zh_CN Chinese (China)

zh_HK Chinese (Hong Kong, China)

zh_TW Chinese (Taiwan, China)

Reimbursement Currency

Y

The user’s three-digit reimbursement currency code.

Format: XXX

Example: United States Dollar is represented as USD. Canadian Dollar is represented as CAD. British Pound is represented as GBP.

Invoice User Country

N

This indicates the user's country including pre-configured Invoice features.

Custom 1-20 Code NOTE: These will only appear if you selected fields in the Cost Tracking - Data To Track page of Product Settings. The column name will show the data field name.

Varies

The custom fields on the User page. These will only appear if you selected fields in the Cost Tracking - Data To Track page of Product Settings. These fields will only be required if you set them as required in Product Settings.

Active

Y

Is user active?

Format: Y/N

Submits Expense Claims

N

Can this user access Expense?

Format: Y/N/Blank

Approves Expense Claims

N

Is this user an expense approver?

Format: Y/N/Blank

Limit Approves Claims

N

This check box appears if you use the Approval Routing that includes limit approval. This user can approve claims whose total is equal to or less than the amount entered.

Processes Expense Claims

N

Is this user an expense claim processor?

If the company has Request, the user can also process requests.

Format: Y/N/Blank

Books Travel

N

Can this user book travel?

Format: Y/N/Blank

Submits Requests

N

Can this user access Request?

Format: Y/N/Blank

Approves Requests

N

Is this user a request approver?

Format: Y/N/Blank

Request Approver Employee ID

N

Request Approver Employee ID 2

N

This field is not currently used.

Expense Approver Employee ID

N

The employee ID value of the user that can approve this user’s expense claims.

Expense Approver Employee ID 2

N

The employee ID value of the second approver.

NOTE: This is used only when the second approver workflow is selected.

Is Budget Owner?

N

This user owns the budget and can view budgets in the dashboards. The Budget Owner does not have access to the budget configuration information.

Is Budget Viewer?

N

This user views budgets in the dashboards. Can be one or several budget viewers. The Budget Viewer does not have access to the budget configuration information.

Is Budget Approver?

N

This user approves invoices, purchase requests and expense claims and can view budgets in the budget dashboards. The Budget Approver does not have access to the budget configuration information.

Is Budget Admin?

N

This user configures the Fiscal Calendar, Budget Categories, Budget Tracking Fields, Budget Items and Budget Settings. The Budget Administrator can see the budget amounts as configured in the Budget Items, but not the budget actuals as is shown in the dashboards. Budget administrators have access to all budget items within an entity.

Is Invoice Owner?

N

This user can create and submit invoices.

Is Invoice Approver?

N

This user has the responsibility of approving invoices. The user's name will appear in the Manager list of the Users page, and will appear in the list of approvers that the user sees if they do not have a manager defined.

Is Invoice AP User?

N

This user can create, assign and unassign invoices. The user can also delete an invoice and restore the invoice from the deleted state.

Invoice Approver Employee ID

N

The employee ID value of the user that can approve this user’s invoices.

Invoice_PMT_Manager

N

This user is responsible for payment manager tasks, such as view and manage batches of payment requsts, and run, search for and download imports and extracts.

Credit Card Name On Card

N

The name on the user's company card.

Credit Card Payment Type Name

N

The payment type name for the credit card, as entered in the What do you want to name this card programme? field in Company Card in Product Settings.

Card Account Number

N

The company card number.

Format: No dashes or spaces.

Card Effective Date

N

The date that the card was assigned to the user in Concur. Concur will only display card transactions to the user if they occur after the card effective date.

Format: YYYYMMDD

Card Clearing Account Code

N

The clearing account code for company card.

Card Type

N

The type of credit card.

Expiration Date

N

The card expiration date, as it appears on the card. If the card does not specify a day value, use the last day of the month.

Format: YYYYMMDD

Billing Address

N

The card’s billing address line one.

Billing City

N

The card’s billing address city.

Billing State

N

The card’s billing address state.

Billing Postal Code

N

The card’s billing address postal code.

Billing Country Code

N

The card’s billing address country code.

Bank Routing Number

N

The bank number for user's bank account.

Format: No spaces or dashes. For US employees, this must be 9 digits.

Bank Account Number

N

The user's bank account number

Bank Account Type

N

The type of bank account. CH: Current account LO: Loan SA: Savings

NOTE: This column only appears for US accounts.

Format: CH/LO/SA

Bank Account Currency Code

N

The three-character currency code for the bank account.

Format: XXX

Example: USD, CAD

Bank Account Is Active

N

Is the bank account active?

Format: Y/N

Bank Account Country Code

N

The two-letter, ISO Country Code where the employee’s bank is located.

Format: XX

Example: Canada is represented as CA. United Kingdom is represented as UK. United States is represented as US.

Bank Account Branch Name

Not required for CA and US; Required for UK and SEPA countries.

The name of the user’s bank.

Format: 48 characters maximum.

Bank Account Branch Location

Not required for CA and US; Required for UK and SEPA countries.

The branch identifier for the bank at which the account was opened. Can be a town, neighbourhood or other identifier.

Format: 30 characters maximum.

Bank Account Name on Account

Not required for CA and US; Required for UK and SEPA countries.

The name that appears on the account. Typically, the employee’s name.

Format: 48 characters maximum.

BankAccountAddress1

Not required for CA and US; Required for UK and SEPA countries.

The postal address provided to the bank for this bank account.

Format: 48 characters maximum.

BankAccountAddress2

Not required for CA and US; Required for UK and SEPA countries.

The postal address provided to the bank for this bank account.

Format: 48 characters maximum.

Bank Account City

Not required for CA and US; Required for UK and SEPA countries.

The postal address provided to the bank for this bank account.

Format: 24 characters maximum.

Bank Account Region

Not required for CA and US; Required for UK and SEPA countries.

The postal address provided to the bank for this bank account.

Format: 24 characters maximum.

Bank Account Postal Code

Not required for CA and US; Required for UK and SEPA countries.

The postal address provided to the bank for this bank account.

Format: 20 characters maximum.

Is Purchase Request User?

N

Users with this role can create purchase requests (the "Requester").

Format: Y/N/Blank

Is Purchase Request Approver?

N

Users with this role can approve purchase requests that the purchase request user has created.

Format: Y/N/Blank

Purchase Request Approver Employee ID

N

The employee ID of the user's purchase request approver.

ADP Employee File Number

N

The identifier for the employee within ADP. This field is required if the ADP reimbursement type is used.

ADP Company Code

N

The company code for the employee within ADP. This field is required if the ADP reimbursement type is used.

ADP Deduction Code

N

The deduction code for the employee within ADP. This field is required if the ADP reimbursement type is used.

SyncAccountToTravel

N

This field is not currently used.

Prefix Name

N

If provided, must contain one of these exact values (Lord, Lady, Sir, Mr., Miss, Ms., Mrs., Dr., Rev.)

Suffix Name

N

If provided, must contain one of these exact values (Jr., Sr., I, II, III, IV, V)

Nickname

N

Informal, non-birth name employee is known as.

Gender

N

M = Male F = Female

Birth Date

N

Must match format "YYYYMMDD".

Job Title

N

The employee’s job title.

Work Phone Number

N

The employee’s work phone number.

Work Phone Extension

N

The employee’s work phone extension.

Fax Number

N

The employee’s fax number.

Mobile Phone Number

N

The employee’s mobile phone number.

Home Phone Number

N

The employee’s home phone number.

Pager Number

N

The employee’s pager number.

Travel Name Remark

N

Value used by TMCs to capture certain reportable items for individual travellers, such as department codes. You should only provide this information if your TMC has requested that you do so.

Rule Class

N

The employee’s travel class name. If no value is provided, the user will be assigned to the default travel class.

GDS Profile Name

N

The name of the profile in the GDS system. This value associates a Concur Travel profile to the GDS profile.

Org. Unit

N

Value must exactly match an Org. Unit value set up for the company.

Home Street

N

The employee’s home address.

Home City

N

The employee’s home address.

Home State

N

The employee’s home address.

Home Postal Code

N

The employee’s home address.

Home Country

N

The employee’s home address.

Work Street

N

The employee’s work address.

Work City

N

The employee’s work address.

Work State

N

The employee’s work address.

Work Postal Code

N

The employee’s work address.

Work Country

N

The employee’s work address.

Email 2

N

Alternate email for the employee.

Email 3

N

Alternate email for the employee.

XML Profile Sync ID

N

The unique, client-assigned Travel user identifier that allows the user profile to be synchronised with other suppliers.

IMPORTANT: The following characters cannot be used as a value for this record: % [ ' # ! * & ( ) ~ ` { - ^ } \ | / ? > < , ; : " + = ]

Profile User

N

Allows access to Travel and allows profiles to be saved to the GDX or external XML synchronising tools, but user cannot book trips through the Travel Wizard.

Format: Y/N

Amadeus User

N

Indicates if the user can have trips imported from AeTM.

Format: Y/N

Travel Custom Fields

N

Custom fields configured in Travel will appear here. The formats vary depending on configuration.

Reimbursement Type

This field specifies the reimbursement method for the employee’s claims. The supported values are:

ADPPAYR: ADP Payroll

CNQRPAY: Expense Pay by Concur

APCHECK: Accounts Payable/Company Cheque

PMTSERV: Other Reimbursement Methods

New Login ID

Y*

Use to change an existing user's login ID in the system, which is usually the same as the user’s email address.

*Format: Must contain "@"

NOTE: The administrator should not use this field to import the login ID for a new employee. Instead, use the Login ID field in this import to import this value for a new user.

Is Central Receiver

N

This field specifies the central receiver who can add, edit and delete receipts and receipt images.

Receipt User

N

This field specifies the Receipt User who can add, edit and delete receipts and receipt images of their own purchase orders.

Final File Review

Before you import the user spreadsheet, verify that the spreadsheet is formatted correctly.

All cells in the Excel spreadsheet must have a designation of Text or Number before being uploaded. Always verify the cell formatting when done. If you use the Replace feature in Excel, be aware that it may not maintain the required cell formatting. Testing has shown that cells formatted as text become general format after using Replace. If the cells are not formatted as text, the import will fail. If necessary, select the appropriate cells and change the formatting.

Step 3: Uploading the User Data Spreadsheet

The spreadsheet is uploaded in the Import Users window. If an existing user is removed from the spreadsheet, the user data will remain unchanged in the system. If a data field is blank for an existing user, the data field will remain unchanged for the user.

To upload the spreadsheet:

  1. In the Import Users window, click Browse.

  2. Navigate to the correct location and select the user data spreadsheet to upload.

  3. Click Open.

  4. In the Import Users window, click Import.

Step 4: Viewing the Field Validation and Import Results

The Import User Results window allows administrators to view the results of the field validation of the uploaded file, as well as the import process results.

The Field Validation Errors section will display any rows that failed the validation. This validation happens before valid records are queued for import. This field validation allows administrators to identify records with the most common types of issues that need to be corrected prior to being eligible for import. The field validation validates whether required fields have values and that provided values match the field’s data type. Records that meet the field validation are immediately queued for import into the system. Records failing this validation must be corrected in the spreadsheet file and the corrected file re-uploaded.

After validation, the eligible records are queued for import. The system processes these as soon as possible. It may take the system a few minutes to process queued records. Provided there are no further errors in processing the records, the system will import the users 

The administrator can use the Import Result Errors section to view the status of the import as well as the import details, including any errors generated. The section displays the status of all imports, the number of records processed and the number of records rejected. This list is sorted in descending order by the time the administrator imported the file. The administrator can view details on:

  • Records with Errors: The section displays the row number in the spreadsheet with the error that prevented the record from being imported. The Error Message and Error Action columns provide the information necessary to correct the issue. These records must be corrected in this file and then re-uploaded.

  • Records with Warnings: The section displays the row number in the spreadsheet where the system successfully imported the record, but there might an issue the administrator should investigate. The Error Message and Error Action columns provide the warning information. The administrator should consider the warning and decide whether the issue warrants further investigation. The administrator can review the user information using the Users page and make any necessary modifications. Alternatively, the administrator can review the user record in the spreadsheet file, make any necessary edits there, and then re-upload the corrected file.

  • Records without Warnings or Errors: The page displays the row number in the spreadsheet where the system successfully imported the record.

Step 5: Update an Existing User's Employee ID

Administrators can update existing users' employee IDs by adding the NewEmployeeID column to the user import spreadsheet and importing the updated spreadsheet.

When the import is complete, the Employee ID field on the Users page will be updated with the entry from the NewEmployeeID column for each user that you added or modified an employee ID for on the user import spreadsheet.

If the NewEmployeeID column cell is left blank, the import will not change the current value in the Employee ID field on the Users page for that user.

To update an existing user's Employee ID:

  1. Open the user import spreadsheet. If you have not downloaded it before, on the Users page, click Import Users to download the user import spreadsheet.

  2. Insert a new column in the spreadsheet. The new column can be inserted anywhere in the spreadsheet.

  3. In row 1 of the new column, type NewEmployeeID. Row 1 must contain this exact field name.

  4. Make sure all bold blue columns are populated for each existing user requiring a new employee ID. Columns with bold blue headings are required.

  5. In the NewEmployeeID column, type the user's new employee ID.

  6. Save the spreadsheet.

  7. On the Users page, click Import Users to import the spreadsheet.

  8. Verify that theEmployee ID fields on the Users page have the employee IDs you entered in the NewEmployeeID spreadsheet columns for the existing users you updated.