Model Changes

With this release, there are new mileage-related fields for Expense.

DESCRIPTION: These fields allow users to report on additional mileage information for car expenses.

The new mileage-related fields for Expense are located in the following folders:

• Expense > Expense Claims > Car Expenses
• Expense > Expense Claims > Car Expenses > Additional Mileage Details
• Expense > Expense Claims > Car Expenses > Keys

With this release, there is a new supplier-related field available for Invoice.

DESCRIPTION: The new field allows users to filter out supplier details for suppliers that have been soft deleted in Invoice from their claims.

The new supplier-related field for Invoice is located in the following folder:

• Invoice > Supplier Details

Localisation Changes

Concur now supports Bulgarian, Croatian, Danish, Finnish, French Canadian, Hungarian, Norwegian, Polish, Romanian, Russian, Slovak and Turkish in the Analysis/Intelligence reports, model and archive.

Most of the reports in the Analysis – Standard Reports folder for Analysis customers, and the Intelligence – Standard Reports folder for Intelligence customers are now available in Bulgarian, Croatian, Danish, Finnish, French Canadian, Hungarian, Norwegian, Polish, Romanian, Russian, Slovak and Turkish for users that have their content language set to Bulgarian, Croatian, Danish, Finnish, French Canadian, Hungarian, Norwegian, Polish, Romanian, Russian, Slovak and/or Turkish.

To see the localised text within Cognos reports, the language must first be enabled for Concur Expense. Additional language settings must also be configured for the company in the Concur-hosted console and Set Preferences in Cognos. For more information, see the Best Practice section in this release note.

REPORTS NOT YET LOCALISED

Some of the reports in the Analysis – Standard Reports folder for Analysis customers and the Intelligence – Standard Reports folder for Intelligence customers are not yet available in Bulgarian, Croatian, Danish, Finnish, French Canadian, Hungarian, Norwegian, Polish, Romanian, Russian, Slovak and Turkish. Concur is targeting to complete the localisation of these reports in future releases.

Until these reports are localised, these reports will continue to display in US English.

HOSTED CONSOLE SETTING

With this release, Bulgarian, Croatian, Danish, Finnish, French Canadian, Hungarian, Norwegian, Polish, Romanian, Russian, Slovak and Turkish are now available for selection in the Concur hosted console. Concur can enable this setting for your company.

BEST PRACTICE

To ensure reports and report content are generated and displayed optimally in a supported language, it is best practice to use the following language settings:

• In the hosted console, Concur selects the check box for the language(s) you want to use.
• In Cognos, select the Use the default language option for both the Product language and Content language settings in the Set preferences dialogue box (My Preferences).
• In Concur, select one of the languages currently enabled for the company in HMC from the Default Language list on the System Settings page (Profile > Profile Settings > System Settings).

COGNOS SETTING

In Cognos, Bulgarian, Croatian, Danish, Finnish, French (Canada), Hungarian, Norwegian, Polish, Romanian, Russian, Slovak and/or Turkish are now available for selection from the Use the following language list under Content language in the Set preferences dialogue box (My Preferences).

MORE INFORMATION

For more information about language settings in Cognos, refer to the Localisation for Analysis/Intelligence fact sheet (English Only).

With the December release, Concur added support for Brazilian Portuguese, Czech and Spanish in the Analysis/Intelligence reports, model and archive.

As part of the January release, most of the remaining reports in the Analysis – Standard Reports folder for Analysis customers, and the Intelligence – Standard Reports folder for Intelligence customers were made available in Brazilian Portuguese, Czech and Spanish for users that have their content language set to Brazilian Portuguese, Czech and/or Spanish.

REPORTS NOT YET LOCALISED

Some of the reports in the Analysis – Standard Reports folder for Analysis customers and the Intelligence – Standard Reports folder for Intelligence customers are not yet available in Brazilian Portuguese, Czech and Spanish. Concur is aiming to complete the localisation of these reports in a future release.

Until these reports are localised, these reports will continue to display in US English.

The following reports in the Analysis – Standard Reports folder are not yet available in Brazilian Portuguese, Czech and Spanish:

• TripLink > TripLink Details by Traveller

The following reports in the Intelligence – Standard Reports folder are not yet available in Brazilian Portuguese, Czech and Spanish:

• Persona Dashboards > Department Manager Overview > Dashboard - Department Manager Expense Claim Overview
• Persona Dashboards > Department Manager Overview > Dashboard - Department Manager Overview
• Persona Dashboards > Invoice Management Overview > Dashboard - Invoice Management Overview
• Persona Dashboards > Spend Management Overview > Dashboard - Expense Spend Management Overview
• Spending > Executive Briefing Summary
• TripLink > TripLink Details by Traveller

MORE INFORMATION

For more information about language settings in Cognos, refer to the Localisation for Analysis/Intelligence fact sheet (English only).

Report Changes

Intelligence clients in the Japanese market can use the new IC Card Utilisation Rate report to view the registration rates and utilisation rates for IC Cards. The IC Card Utilisation Rate report can help clients determine the degree of governance and business efficiency for IC card usage using the IC Card data. The report provides IC Card utilisation rates by company, division and users.

REPORT OUTPUT

This report includes these columns:

• Employee Group
• Employee Group Code
• Number of Employees
• Number of Registrants
• Registration Rate
• Division
• Division – Code
• Employee Key
• Average
• Company
• Company – Code
• Route Total
• Origin Type
• Route Total by Type
• Utilisation Rate
• Number of Route
• %

LOCATION OF THE REPORT

The report is located here:

• Intelligence - Standard Reports ‎> Market Specific Report > Japan

Analysis and Intelligence clients in the Japanese market can use the new Invoice Entries for Companies Using Electronic Invoices report for National Tax Agency (NTA) investigations. The report assists NTA investigations by providing prompts for things such as transaction date, invoice amount range, expense type and supplier. The NTA can use information from the report to search the details of invoice line items using the request ID in the Process Requests feature of Concur Invoice.

REPORT OUTPUT

This report includes these columns:

• Request Legacy Key
• Request ID
• Request Name
• Employee Company – Code
• Employee Company
• Employee ID
• Requesting Employee
• Invoice Date
• Process Payment Date
• Supplier Name
• Supplier Code
• Approved Amount (Total)
• Reporting Currency
• Line Item Sequence
• Expense Type Name
• Account Code
• Approved Amount (Line Item)

LOCATION OF THE REPORT

The report is located here:

• Analysis - Standard Reports > Market-Specific Report > Japan
• Intelligence - Standard Reports ‎> Market-Specific Report > Japan

Intelligence clients in the Japanese market can use the new Ticket Issue Date and Airfare Analysis report to view the how many days before departure air tickets were issued and the average price of issued tickets. The report can help clients identify how to reduce the cost of air tickets.

REPORT OUTPUT

This report includes these columns:

• City Pair
• Trip Key
• Record Locator
• Trip Name
• Travel Configuration
• Rule Class
• Employee ID
• Employee
• Trip Status
• Agency Name
• Station One Code
• Station One Name
• Station Two Code
• Station Two Name
• Departure Date
• Return Date
• Trip Booking Total
• Trip Booking Total (reporting currency)
• Min Best GDS Price
• Trip Booking Key
• Ticket ID
• Ticket Status
• Issued Days Category
• Days Departure – Issue
• Booking Total
• Booking Total (reporting currency)
• Booking Currency
• Reporting Currency
• Supplier
• Ticket Segment Key
• Route Name
• Departure Station Code
• Arrival Station Code
• Flight Number
• Cabin Class Code
• Cabin Class Code Category

LOCATION OF THE REPORT

The report is located here:

• Intelligence - Standard Reports ‎> Market Specific Report > Japan

Intelligence clients in the Japanese market can use the new Unpaid and Unassigned Expense report to view the expenses that have not yet been approved or paid. The report can help clients identify expected expense amounts, and can help clients match bills from travel agencies with the corresponding data in Concur.

REPORT OUTPUT

This report includes these columns:

• Employee Group – Name
• Employee Group – Code
• Record Type
• Payment Type
• Employee ID
• Employee
• Claim Legacy Key
• Claim ID
• Claim Name
• Approval Status
• Entry Key
• Expense Type
• Transaction Date
• Country
• Supplier
• Reporting Currency
• Expense Amount (rpt)
• Transaction Currency
• Expense Amount (transaction currency)
• Personal

LOCATION OF THE REPORT

The report is located here:

• Intelligence - Standard Reports ‎> Market Specific Report > Japan

Sometime between the May release, 12 May, 2018, and the June release, 9 June, 2018, a number of changes will be made to the Actionable Analytics alerts. Concur has enhanced the Actionable Analytics platform to provide additional alerting capabilities. Included in these changes is improving the readability of the emails and formatting them to better align with the other email messages sent out by Concur. A key focus has been on making the emails more mobile-friendly and adding support for plain text messages.

PERCENT OF BUDGET

The Percent of Budget alert email has been enhanced to be mobile-friendly and to align with the format used for other Concur email messages.

The alert email includes the total spend for the current quarter, the BI Manager's budget for the current quarter, the difference between the total spend and BI Manager's budget for the quarter and the number of days remaining in the current quarter.

When the total spend for the current quarter has exceeded the percentage defined on the Actionable Analytics Set Up tab on the Reporting Configuration page or Notification Settings page, but not exceeded the BI Manager's quarterly budget, a yellow band appears at the top of the email message.

For the Percent of Budget alert email, "Spend Management" now appears in the email's subject field.

If the total spend for the current quarter exceeds the BI Manager's quarterly budget, a red band appears at the top of the email message.

For the Percent of Budget follow-up alert email message, "Spend Management Follow Up" now appears in the email's subject field.

Clicking the Take Me to Concur button at the bottom of the email opens the Concur Sign In page.

CREDIT CARD TRANSACTIONS

The Credit Card Transactions alert email has been enhanced to be mobile-friendly and to align with the format used for other Concur email messages.

The Credit Card Transactions alert can contain one or two sections. One section for credit card transactions meeting or exceeding the transaction amount threshold, and one section for credit card transactions associated with specific merchant category codes that are flagged for review. The section will only appear in the alert email message if one or more of the credit card transactions meet the criteria. For example, if none of the credit card transactions are associated with a flagged merchant category, the merchant category section will not be displayed in the alert email message.

Having two separate sections on the Credit Card Transactions alert provides BI Managers with more clarity about why they are receiving the alert.

For the Credit Card Transactions alert email, "Credit Card Spend Alert" now appears in the email's subject field.

When credit card transactions meet or exceed the amount defined on the Actionable Analytics Set Up tab on the Reporting Configuration page or Notification Settings page, the Credit Card Transaction alert email displays the name on the credit card, the credit card charge date and posted amount, and the merchant where the credit card charge was made for the applicable transactions.

When credit card transactions are made at a merchant associated with one of the merchant codes that are flagged for review, the Credit Card Transaction alert email displays the name on the credit card, the credit card charge date and posted amount, the merchant where the credit card charge was made, and the flagged MCC Code and merchant category for the applicable transactions.

Clicking the Take Me to Concur button at the bottom of the email opens the Concur Sign In page.

IMPORTANT INFORMATION ABOUT THE UPDATES

With both the Percent of Budget and Credit Card Transactions alerts there will be no disruption when the alerts are moved to the new platform. Any BI Manager currently receiving these alerts will continue to receive the alerts; the alerts will simply be delivered using the new email format.

ACTIONABLE ANALYTICS SET UP TAB UPDATES

The Send follow-up alerts check box is now removed from the Actionable Analytics Set Up tab for the Percentage of Budget alert. This setting can now only be configured by BI Managers using the Receive follow-up alerts weekly until the end of the current quarter check box on the Notification Settings page (Profile > Profile Settings > Notification Settings).

The Credit Card Transactions alert description on the Actionable Analytics Set Up tab was updated to include the reporting currency defined for the company. The alert will be triggered when credit card transactions meet or exceed the amount defined in the Amount field in the company's reporting currency.

Before:

Send an email alert to BI Managers when a credit card transaction is equal to or greater than a defined amount or belongs to a certain merchant category.

After:

Send an email alert to BI Managers when a credit card transaction is equal to or greater than a threshold amount specified in your reporting currency of [company's reporting currency].

DATA WAREHOUSE ACTION ARCHIVE JOB

With the updates to the Percent of Budget and Credit Card Transactions alerts, the Data Warehouse Action Archive job is no longer needed. Clients will no longer see this job run, and will no longer receive email notifications about the success or failure of the Data Warehouse Action Archive job.

For more information about Actionable Analytics, refer to the Analysis/Intelligence: Actionable Analytics User Guide (English Only).

Other Changes

SAP Concur is in the process of enhancing the Standard Reports by Folder guide (English only). We are adding definitions of the report prompts and fields, and adding the expressions associated with the report fields for each report.

This is an ongoing project. Clients will see these guide updates as they become available.

EXAMPLES

Example of the new report prompt definition for the Itinerary Details report:

Record Locator: Used to search by the record locator assigned to the trip(s)

Example of the new field information for the Itinerary Details report:

For the past few months, there have been release notes about users being able to opt out of in-product messaging (IPM).

Just to clarify:

• For customers deployed to the EMEA Data Centre, users were provided with the ability to opt out late last year.
• For customers deployed to the North America Data Centre, users will be provided the ability to opt out in stages, with SAP Concur planning to have this feature fully available by the end of April.

During the 12 May release, some cookie-related process changes and links were introduced because of specific consent requirements in Europe.

There are two types of consent when allowing cookies to be saved on the user's computer. As described on the following pages, each country decides which option to use. The options are:

• Active consent: The user actively agrees to accept cookies. In this case, SAP Concur is required to obtain user consent before loading any cookies on a user's computer.
• Passive consent: The user does not prevent cookies.

IMPORTANT

This release note discusses consent for and modification of cookies. Note the following:

• TrustArc, a global privacy and data governance provider, monitors and manages the cookie-related processes for SAP Concur. Several consent options are described on the following pages:
  • Be aware the TrustArc provides all consent text and manages all translations of the consent text. Neither SAP Concur nor its customers can affect the text or translation in any way.
  • As described on the following pages, consent regulations differ by country. TrustArc determines the consent option that is appropriate for each user, based on each country's regulations. SAP Concur cannot affect that determination in any way, nor does SAP Concur have a list of countries and their consent regulations.
  • Be aware that the "country" is defined as the one in which the user is physically located when they sign in to SAP Concur – not the user's home country as defined in their profile nor the user's company's location.
• In accordance with regulations, the consent and modification processes described here must be completed by individual SAP Concur users. There is no option for companies to make these choices for their users.
• Once a user has actively accepted cookies, they cannot modify their cookies options to stop accepting cookies except to remove all cookies and start over.

Business Purpose / Client Benefit: These changes keep SAP Concur in compliance with global privacy requirements.

As noted in the New Cookie Preferences Link in the SAP Concur Footer release note, cookie-related process changes were introduced because of specific consent regulations in Europe.

To ensure that SAP Concur properly responds to the regulations, SAP Concur has enlisted the assistance of TrustArc, a global privacy and data governance provider. Please ensure that your organisation's IT (or similar) department adds TrustArc.com to its whitelist, so TrustArc can properly monitor and manage these processes.

Business Purpose / Client Benefit: Whitelisting ensures that TrustArc has the proper access to manage consent requirements on behalf of SAP Concur.

SAP Concur has a new feature, Data Retention, that allows clients to control how long the Concur solution stores their data based on who, when and where criteria.

The feature provides the following functionality:

• Allows a company to set a specific amount of calendar time after which data such as old user profiles, itineraries and expense claims will be removed.
• Provides strict access to policy configuration with an email notification.
• Includes the ability to place a hold on a specific user whose data will be excluded by this feature when it is necessary or desirable to retain older data.
• Includes the ability to remove the data of a specific user independent of the company-wide data retention configuration.
• Provides a high-level summary of events to monitor data retention activities.

For Professional Edition, a new shared role, Data Retention Administrator, has been created in the system and is required for accessing this feature.

For Expense, Request and Invoice, in Standard Edition, the existing admin roles have been granted the permission to administer (set up and edit) the Data Retention configuration. For Travel, in Standard Edition, a new role, Data Retention Administrator, was created.

Business Purpose / Client Benefit: This feature gives clients the ability to meet their specific compliance needs regarding data retention.

For customers who currently display the Privacy Agreement page to users, be aware that – with this release – SAP Concur will eliminate that page. That means the existing Privacy Agreement page will no longer display under any circumstances. With that, the options to customise the privacy agreement text and to apply policy (for example, to require that a user accept the privacy agreement) will be removed.

Also with this release, SAP Concur will provide a standard privacy statement, which can be accessed via a link in the page footer. The new SAP Concur Privacy Statement describes SAP Concur's responsibility as a "processor" of customer data.

For customers who currently display the Privacy Agreement page to users, be aware that – with this release – SAP Concur will eliminate that page. That means the existing Privacy Agreement page will no longer display under any circumstances. With that, the options to customise the privacy agreement text and to apply policy (for example, to require that a user accept the privacy agreement) will be removed.

Also with this release, SAP Concur will provide a standard privacy statement, which can be accessed via a link in the page footer. The new SAP Concur Privacy Statement describes SAP Concur's responsibility as a "processor" of customer data.

Business Purpose / Client Benefit: The intent of the change is to ensure that all customers see the same unmodified SAP Concur Privacy Statement.

SAP Concur is updating our employee’s outgoing email to use sap.com instead of concur.com email addresses. This means clients will receive email communications from both domains. Clients may want to contact their IT department to add "sap.com" to their email whitelist.

Communications sent to SAP Concur using the concur.com email addresses will continue to be supported, including:

• plans@concur.com
• receipts@concur.com
• and all other existing concur.com email addresses

Background: In January of this year, we shared with you our evolution to the SAP Concur logo and brand. As part of our evolution to the SAP Concur brand, and as we continue to leverage the assets available to us as members of the SAP family, you can expect to see email communication from Concur that may come from the @sap.com email domain, in addition to @concur.com. Rest assured, communication from either address will be from the same person, and you can engage with us via either address.

Business Purpose / Client Benefit: SAP Concur is moving to the SAP brand, which includes updating email communications to use email addresses on the sap.com domain.

Planned Changes

The items in this section are targeted for future releases. Concur reserves the right to postpone implementation of – or completely remove – any enhancement/change mentioned here.

With the localisation of the reports in the Standard Reports folder, the reports in the International Reports are now obsolete. Sometime between June release, 9 June 2018, and the July release, 14 July 2018, the International Reports folder and its reports will be removed from the Standard Reports folder.

When the folder is deleted, any schedules clients have created for reports in the International Reports folder will also be removed. Clients will need to create schedules for the equivalent version of the reports in the Standard Reports folder.

LOCATION OF THE FOLDER

The folder is located here:

• Analysis - Standard Reports > International Reports
• Intelligence - Standard Reports ‎> International Reports

Client Notifications

The list of non-affiliated subprocessors is available here: Concur Non-Affiliated Subprocessors (English Only)

Monthly browser certifications, both current and planned, are available with the other Concur monthly release notes, accessible from What's New - Professional Edition