March 2022 Concur Expense Professional Edition Admin Summary

Expense Pay – Flex Edition

To better support SGD (Singapore Dollar) currency now and for the future, the bank account number field length has increased from a maximum of 11 digits to 14 digits.

Business Purpose / Client Benefit: This change supports new beneficiary bank requirements for 12 to 14 digit account numbers.

Mileage

These changes are part of the NextGen UI experience.

On March 8, 2022, SAP Concur Expense released functionality and UI updates to clients using the Mileage Service.

These updates provide clients with automatic best practice government mileage rates, support for mileage-expected expenses, mileage calculator integration with Concur Request, and improved user interfaces and end-to-end user experience.

Business Purpose / Client Benefit: These updates enhance the mileage functionality by providing:

• Automatic best practice government mileage rates

• Latest government and company rates available to the clients

  • For a client paying the government rates, the mileage service will keep these rates updated. This results in reduced rate administration (on the client’s part) to maintain and manage the rates – no more manual updates. As a result, the latest rates are available in real time.

  • For taxability purposes, the system will record the claimed amount difference between the amount paid using the client rate versus the amount based on the government rate.

• Both Company and Personal car are available as an expected expense into Request and have a link to mileage calculator.

• Support for mileage expected expenses and mileage calculator integration with Concur Request (Concur Expense Professional edition only)

• Enhanced regulatory support

  • Support for all vehicle types and corresponding distance bands

• Simplified vehicle registration process

• Improved compliance

• Additional rates and regional rates support

• Improved user experience

NextGen UI

The continued evolution of the Concur Expense solution user interface experience is the result of thoughtful design and research that provides a modern, intuitive, and streamlined experience for creating and submitting expense reports.

Concur Expense customers are now strongly encouraged to preview and then move to the NextGen UI well before the automatic transition date of October 1, 2022.

Business Purpose / Client Benefit: The result is the next generation of the Concur Expense user interface designed to provide a modern, consistent, and streamlined user experience. This technology not only provides an enhanced user interface, but also allows us to react more quickly to customer requests to meet changing needs as they happen.

This change is part of the NextGen UI experience.

Japan Public Transport (JPT) on NextGen UI is the only service that enables users to expense rail and bus travel in Japan using the NextGen UI. The ability to request and expense public transport is critical to the Japan market. A typical Japanese citizen makes multiple journeys per day and, in total, public transport represents 55% of all expenses in Japan.

Existing (legacy) JPT 1.0 clients will now be able to transition to JPT on NextGen UI, the new version of JPT 1.0. Global clients can anticipate the option to migrate to JPT on NextGen UI starting in April 2022; the tentative date for Concur Japan clients starts in April 2022. Clients must plan to transition to both JPT and the NextGen UI at the same time.

Business Purpose / Client Benefit: Existing (legacy) JPT 1.0 users will be able to migrate to JPT on NextGen UI to reap the benefits of the latest version.

• A change to Ekispert as the route search engine provider extends the types of public transportation to include bus stations

• The expense form has been simplified to remove the dedicated route detail tabs and use an individual expense per trip that encompasses single or combined journey legs for overall transit

• New commuter pass administrator is added for Standard clients, providing central administration by the organization in addition to the individual user access to maintain commuter pass routes

Site Settings

A new site setting, Enable Report Number for Expense Accounting Extracts, is now available for all Concur Expense accounting extract file types. This change is for clients using the Report Key value in their expense accounting extracts who would benefit from extracting the Report Number field data instead.

WHY THIS CHANGE?

The Report Number is a six-character, alpha-numeric value which is intended to be ERP-friendly and eventually replace the Report Key up to six-digit integer value which some customers utilize as part of their extract file and financial integration process. By extracting the report number data in preference to the report key data, the client will see more meaningful output data and align their extract process with future release improvements.

The Report Number is displayed to end users in the NextGen user interface for Concur Expense, so can provide a meaningful tie-back to the user when this reference is used in downstream processes.

HOW IT WORKS

When this site setting is selected, the Report Number field is positioned in the same column where Report Key is currently configured, replacing it. Now, report number data replaces the report key data by changing the extract output to include one and not the other.

This functionality is fully reversible and applies to several different accounting extracts, for example:

• Standard Accounting extract v.2

• Standard Accounting extract v.3

• Informational extracts such as the Attendee Detail extract which contain Report Key and can now inherit the adopted Report Number field

• Any customized accounting extract that incorporates the Report Key field

Customers who do not use the Report Key value do not need to take any action. This also includes customers using the newer SAE version 4, which already contains the preferred functionality of the Report Number field.

Business Purpose / Client Benefit: This feature prepares the client who is using accounting extracts for a change to field availability, lets the client control the adoption schedule for the new, preferred Report Number value without need of a Support ticket to reconfigure the SAE, and finally supports future feature enhancements for extracts.

Email Notifications

The URL link to Concur Expense within the workflow email notifications will be updated to a new format. The new link format will allow any Concur Expense user who has access to the expense report (via the normal UI path) to click the link to go directly to that report. The new URL format will also provide improved handling for Single Sign-On (SSO) configurations and allows customers using SSO (under SAML 2.0) to benefit from this direct link.

Business Purpose / Client Benefit: This will allow any user who is viewing the email to also use the link to access the report IF they have authorization to view that report. The older style link is not functional for delegates that might receive a copy of the same email.

For customers using SAML 2.0 SSO, this will provide better access and support for users to go directly to the expense report rather than to the home page.