Concur Invoice Standard Edition Administration Help

Expense Types

The Expense Types page allows you to establish how your organization accounts for expenses. Determine the types of expenses your organization tracks, and add or update them. You can also change the behavior of certain fields on the expense form that your users see. We have provided a list of commonly-used expense types to help you get started.

If your company is using the Country Pack feature and more than one country pack has been activated, you will be able to select certain expense types to use per country pack and policy group.

Definitions:

  • Expense Types are used to classify the expenses your employees incur. A list of expense types appears as an option when an employee first creates an invoice. Using a standard set of expense types makes it easier for you to track what your employees are spending on.

  • Account Code/GL Codes are the information that you use to account for your expenses in your Chart of Accounts. They can be text or numbers, depending on your needs. The purpose of mapping expense types to account codes is to connect SAP Concur with the company's financial accounting system – the expense types are defined in SAP Concur while the account codes are defined in your accounting system. The expense type/account code map is the thread that connects the two systems and ensures that the amounts coming from SAP Concur (via export file) are applied correctly in your accounting system, which in turn ensures the correct posting to your General Ledger (GL).

Step 1: Expense Types

To add a new expense type:

  1. Click New.

  2. Type the name of the expense type in the New Expense Type list. This is the name your users will select when creating a new expense entry.

  3. Select the spend category to which the expense type should belong in the Spend Category list.

  4. Tab or click in the Account Code/GL Code field.

  5. Enter the account information. This is the base account that the expense type will impact.

  6. Click Save.

To update an expense type:

  1. Select the value you would like to update.

  2. Enter the new value.

  3. Click Save.

To remove an expense type:

  1. Select the expense type you would like to remove.

  2. Click Remove.

  3. Click Yes.

Step 2: Account Codes

The Account Codes step of the Expense Types page allows you to configure your ledger codes. If you use one set of account codes, you can enter them for each expense type. If you use alternate account codes, enter the default codes first, then select one of the list items you configured previously and enter the account codes associated with it. The default codes will apply if you do not specify an alternative account code, so you only have to enter the codes that vary from the default.

To enter your default account codes:

  1. Click in the Account Code/GL Code field.

  2. Enter your account code for the expense type.

  3. Repeat for each expense type.

  4. Click Save.

To enter alternate account codes:

  1. Select the list item from your account code list.

  2. Click in the Account Code/GL Code field.

  3. Enter your account code for the expense type. The default codes appear in the Default Code column. If you leave the Account Code/GL Code column empty for a list item, SAP Concur will use the default code when the user selects that list item/expense type combination.

  4. Repeat for each expense type.

  5. Click Save.