Concur Invoice Standard Edition Administration Help

Add a User

The Users page allows you to add users, search for existing users, and update user information. Every person at your company that needs to enter or approve expense reports, invoices, or authorization requests should be added as a user. In addition, anyone who needs to administer or set up the site should be added. The administrator can add new users manually, or by importing a user spreadsheet (if supported by your product). The administrator can also perform a bulk edit of multiple users by downloading the user spreadsheet and making edits to existing users' information. The administrator can also edit and send the Invite email out from the Users page.

To add a new user manually:

  1. Click Create/Edit User.

  2. Enter the user's information in the fields. If you added fields in the Cost Tracking - Data to Track section, they will appear here.

    Field

    Description

    Automatically send invite email on save

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

    Login (email address)

    Enter the user's login name. It must be formatted as an email address.

    Password

    Enter the password the user will use to log in. The user will be 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

    Enter the password the user will use to log in. The user will be 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.

    Employee First Name

    Enter the first name of the employee.

    Employee Last Name

    Enter the last name of the employee.

    Middle Name

    Enter the middle name of the employee if applicable.

    Employee ID

    Enter the identifier that you use for the employee in your financial system. Examples include vendor name, employee number, or payroll number.

    Email Address

    Enter the user's email address.

    Country of Residence

    Select the country the user is located in.

    NOTE: This field only appears if you have multiple countries configured.

    State/Province

    Select the state or province the user is located in.

    NOTE: This field only appears for certain countries.

    Locale

    Select the user’s language locale.

    Reimbursement Currency

    Select the user’s reimbursement currency.

    Cash Advance Account Code

    The account code for cash advances issued to this user.

    NOTE: This field only appears if your company has Cash Advance activated.

    Employee Administration Country (only appears if there is more than one country implemented)

    This field allows you to select the country from which the employee is administered. The policies that apply for that specific country apply to the employee. For example, if you have employees in Japan but would like the United States policies to apply to them, select United States in this field.

    Expense Policy Group (only appears if policy groups have been created)

    If policy groups exist, each employee must be assigned a policy group or a country-specific default configuration policy group. The expense types and limits of the group will apply to this employee.

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

    Invoice Policy Group (only appears if policy groups have been created)

    If policy groups exist, each employee must be assigned a policy group, the default configuration policy group, or all policy groups. The expense types and limits of the group will apply to this employee.

    NOTE: If the admin selects the All option, the user will be able to select the relevant policy group for the invoice they are creating.

    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.

    Invoice User Country

    If more than one country pack has been activated by Concur, admins can select one or all countries to which the user belongs. If only one country is available, the Invoice User Country list will not be visible.

    Active

    Select the check box if this is an Active user. If this check box is cleared, the user will not be able to log in to Concur.

    Invoice Approver

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

    Purchase Request Approver

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

    Exempt from Expense Type Limit rules?

    Select 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.

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

    Request Manager

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

    Second Approver

    Select the user that will be the second approver for this employee.

    Reimbursement Method

    Select the method used to reimburse this employee. Depending on the method selected, additional fields may appear.

    ADP Company Code (ADP clients only)

    The company code used by ADP.

    ADP Deduction Code (ADP clients only)

    The deduction code used by ADP.

    ADP Employee ID (ADP clients only)

    The employee ID used by ADP.

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

    Select the appropriate value:

    • Audit always required – This employee’s reports will always be selected for audit

    • Audit never required – This employee’s reports will never be selected for audit

    • Audit required conditionally – This employee’s reports will be selected for audit only if expense transactions on the report meet at least one of the selection criteria configured on the Compliance Controls page of Product Settings.

    Cognos Reporting Access

    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 license 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 license 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 license grants access to all Analysis/Intelligence features.

    Can Administer (includes Request)

    This user performs the configuration of Concur, maintains user information, is responsible for the final approval and processing of expense reports, 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. Grants access to Administration > Company > Data Retention for companies that do not use Travel.

    This user can also access the Manage User Apps page to restrict the User applications in the SAP Concur App Center for their company's users, and enable Enterprise partner applications within the SAP Concur App Center

    For more information, refer to the Shared: App Center Administrator User Guide.

    Can Submit Expense Reports

    This user is able to create and submit expense reports in Concur. When this check box is selected, the user will get access to the New Expense Report button on the Home page.

    Can Approve Expense Reports

    This user has the responsibility of approving expense reports. 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 don't have a manager defined.

    Can Limit Approve Reports

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

    Can Process Expense Reports (includes Requests)

    This user can process expense reports 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.

    Can Submit Requests

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

    Can Approve Requests

    This user has the responsibility of approving authorization 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?

    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?

    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?

    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?

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

    Is Invoice Admin?

    This user performs the configuration of Concur, maintains user information, is responsible for the final approval and processing of invoices, exporting financial data 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. Grants access to Administration > Company > Data Retention for companies that do not use Travel.

    Is Invoice AP User?

    This user is able to create, assign, and unassign invoices. They can also delete an invoice and restore the invoice from the deleted state.

    Is Invoice Owner?

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

    Is Invoice Approver?

    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 don't have a manager defined.

    Authorized Limit Approval? (invoices)

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

    Is Purchasing Admin?

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

    Is Purchase Request User?

    This user can create purchase requests (the "Requester").

    Is Purchase Request Approver?

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

    Is Central Receiver?

    Users with this role can add, edit, and delete receipts and receipt images. However, they cannot transmit or process purchase orders or invoices.

    Is Receipt User

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

    Authorized Limit Approval (purchase requests)

    This check box appears if you use the Approval Routing that includes limit approval.

    Users who have authorized 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 authorized limit approval for the user.

    Is Purchasing Admin?

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

    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 tasks.

    Is Invoice Vendor Manager?

    Users with this role can set up and manage vendors.

    Is Invoice Payment Manager?

    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?

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

    Purchase Requst Approver

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

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

    This user performs the configuration of Concur Travel and Expense, maintains user information, is responsible for the final approval and processing of expense reports, 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)

    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.

    Guest booking

    Allows user to make bookings for non-profiled travelers, such as recruits.

    Report user

    Grants access to reports.

    Is Data Retention Admin

    Grants access to Administration > Company > Data Retention for companies that use Travel.

  3. Click Save.