Concur Invoice Standard Edition Administration Help

User Import Fields

This section contains formatting information for the available user fields. The fields that appear in the user import template will vary, containing base fields and additional fields based on which fields are displayed on the User page. Some field formats vary based on configuration.

Field

Required?

Description

Automatically send invite email on save

N

Select this check box to send the Invite email to the user's email address when you save the user.

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 on the Policy Groups > Expense 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 on the Policy Groups > Invoice 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.

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. 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

Y

Enter the password the user has to log in. The user is prompted to change their password the first time they log in. If you are editing an existing user, you can leave the password field blank to keep their existing password.

Retype Password

Y

Retype the password that you entered in the Password field to ensure that the password you created is correct.

Email Address

Y

The user’s 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.

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)

id_ID Indonesia (Indonesian)

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)

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.

QuickBooks Supplier Name (QuickBooks clients only)

N

Enter the supplier name of the employee in QuickBooks.

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.

Active

N

Select (enable) the check box if this is an active user. If this check box is cleared (disabled), the user cannot log in to Concur

Exempt from Expense Type Limit rules?

N

Select (enable) the check box if this user should not be held to the expense type amount limits defined on the Expense Types page.

(Expense) Manager

NOTE: Expense appears in the field label when Expense is integrated with Request.

N

Select the user who approves this employee's expense claims. All users with the Can Approve Expense Claims check box selected appear in this list.

Request Manager

N

Select the user who approves this employee's authorisation requests. All users with the Can Approve Requests check box selected appear in this list.

Expense Audit Required (only available if Audit Service has been purchased)

N

Select the appropriate value:

  • Audit always required. This employee’s claims are always selected for audit.

  • Audit never required. This employee’s claims are never selected for audit.

  • Audit required conditionally. This employee’s claims are selected for audit only if expense transactions on the claim meet at least one of the selection criteria configured in the Compliance Controls section of Product Settings.

Cognos Reporting Access

N

Select the user's role for the Cognos Reporting. The available roles are:

  • Cognos Consumer: Can use Analysis/Intelligence to view data for reports. The Consumer licence type has the most restricted access to the Analysis/Intelligence features.

  • Cognos Business Author: Can use Analysis/Intelligence to view data for reports. The Business licence type restricts the Analysis/Intelligence features to which they have access.

  • Cognos Professional Author: Can use Analysis/Intelligence to view data for reports. The Professional licence grants access to all Analysis/Intelligence 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.

Can Administer (includes Request)

N

This user performs the configuration of Concur, maintains user information, is responsible for the final approval and processing of expense claims, exporting financial data and running reports. When this check box is selected (enabled), the user gets access to the Administration menu.

If the company has Request, the user with this role also performs the configuration of Request.

Can Submit Expense Claims

N

This user can create and submit expense claims in Concur. When this check box is selected, the user gets access to the New Expense Claim button.

Can Approve Expense Claims

N

This user is responsible for approving expense claims. When this check box is selected, the user's name appears in the Manager list of the User Information page, and appears in the list of approvers that the user sees when they do not have a manager defined.

Can Limit Approve 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.

Can Process Expense Claims (includes Requests)

N

This user can process expense claims in Concur. When this box is selected, the user is provided access to the Processor role by the admin without having full administrative rights.

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

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.

Can Submit Requests

N

This user can create and submit requests in Concur. When this check box is selected, the user gets access to the New Authorisation Request button.

Can Approve Requests

N

This user is responsible for approving authorisation requests. When this check box is selected, the user's name appears in the Request Manager list of the User Information page, and appears in the list of approvers that the user sees when they do not have a manager defined.

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 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 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 Invoice Admin?

N

This user performs the configuration of Concur, maintains user information, is responsible for the final approval and processing of invoices and running reports. When this check box is selected, the user will get access to the Administration menu. They can also delete an invoice and restore the invoice from the deleted state.

NOTE: Existing Invoice Admins will have the Is Invoice Payment Manager? check box selected (enabled) by default and thereby be able to perform payment manager task.

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.

Is Invoice Owner?

N

This user can create and submit invoices in Concur. When this check box is selected, the user will get access to the New Invoice option on the Home page.

Is Invoice Approver?

N

This user has the responsibility of approving invoices. When this check box is selected, 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 when they do not have a manager defined.

Is Invoice Verifier?

N

The Invoice Verifier can work with all options in the Invoice Processing feature. Specifically, this role may access additional options on the Email tab, plus both the Document Separation and Verification tabs to work with emailed batches containing invoice attachments.

Invoice Approver

N

In the list, select who should approve the invoices that this user creates and submits.

Is Purchase Request User?

N

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

Is Purchase Request Approver?

N

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

Authorised Limit Approval?

N

Users who have authorised limit approval can only approve purchase requests up to a certain amount specified in the field next to the currency list.

NOTE: The client admin must have selected the Is Invoice Approver role to set an authorised limit approval for the user.

Is Purchasing Admin?

N

Users with this role can process purchase requests (for example, clear exceptions and send back untransmitted purchase requests) and purchase orders (for example, correct supplier and send back both untransmitted and transmitted purchase requests).

Is Invoice Supplier Manager?

N

Users with this role can set up and manage suppliers.

Is Payment Manager?

N

Users with this role can perform payment manager tasks, such as view and manage batches of invoices, and run, search for and download imports and extracts.

Is Invoice Processor

N

Users with this role can, among other things, approve, delete and reassign invoices, and clear exceptions and change approval status of invoices.

Purchase Request Approver

N

In the list, select who should approve the purchase requests that this user creates and submits.

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 page of 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.

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

ADP Employee File Number

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

ADP Company Code

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

ADP Deduction Code

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

Travel Manager ID

N

The employee ID of the user’s travel approver. Must match an existing employee record.

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:

% [ ' # ! * & ( ) ~ ` { - ^ } \ | / ? > < , ; : " + = ]

NOTE: This field is for updates only. Blanks and spaces intended to remove existing data are ignored as values during import. This means that it is not possible to bulk delete this data for many users with a single import file.

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.

Travel and Expense Administrator (only appears if you have purchased Concur Travel)

N

This user performs the configuration of Concur Travel and Expense, maintains user information, is responsible for the final approval and processing of expense claims, exporting financial data and running reports. When this check box is selected, the user gets access to the Administration menu.

Travel Only Administrator

(only appears if you have purchased Concur Travel)

N

This user performs the configuration of Concur Travel and maintains user information. When this check box is selected, the user gets access to the Administration menu.

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.

Is Receipt User

N

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