Concur Invoice Professional Edition Administration Help

May 2018 Invoice Professional Edition Admin Summary

Update: #3

Invoice Capture

Capture Processing Enhancements
CONCUR AND CLIENT-MANAGED
  • Description Field Changes: Columns that display descriptions now accommodate more characters and, if the column is resized, the new size is retained for future sessions.
  • Message If Document Processed Multiple Times: If a document is processed more than once, a message that the document has been processed previously is displayed during the document separation and verification tasks.
  • New Verification Page Fields: Two new title bar fields, From Email Address and Company Name, have been added to the Verification page.
  • Alert If Line Item and Header Totals Do Not Match: The system now displays a warning if the line item total and header total do not match (that is, if the amount remaining to be itemised is not zero).
  • Magnify a Thumbnail in Document Separation: A magnification tool has been added to the document separation task. This enhancement enables the admin to more clearly read the thumbnail image that is available in the document separation task.
  • Break Up and Delete Functions in Document Separation: An admin can now more easily break up and delete a document that is available to them in the document separation task.
CONCUR-MANAGED ONLY
  • Instructions Field Added to Document Separation: The admin performing the document separation task will now see an Instructions field identical in appearance and function to the one currently included in the verification task.
CLIENT-MANAGED ONLY
  • Default Maximum Number of Batches Listed Is Now 100: The default maximum number of batches that are listed on the Capture Batch List page is now 100. Previously, 25 was the default maximum number of batches listed on the page.

Business Purpose/Client Benefit: These enhancements provide additional flexibility and assurances when working with Invoice capture processing.

Data Retention

New Early Access Feature for Outdated Data

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

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

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

Privacy Agreement

**UPDATE** Processor Privacy Statement Link – Targeted for 25 May

For the past few months, the release notes stated that – for the 12 May release – the existing Privacy Agreement page would be retired and the new Processor Privacy Statement link would become available in the lower-left corner of the SAP Concur footer.

Targeted for 25 May, the Processor Privacy Statement link will be available in the SAP Concur footer.

Cookie Preferences

New Cookie Preferences Link in the SAP Concur Footer

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 accepted cookies, they cannot modify their cookie options to stop accepting cookies.

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

Whitelist for TrustArc.com

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.

In-Product Messaging

Clarification: Opt Out of In-Product Messaging

Previous release notes included information about and instructions for opting out of in-product messaging (IPM).

OPT-OUT CLARIFICATION:
  • 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 with the ability to opt out in stages, with SAP Concur planning to have this feature fully available by the end of April.

Budget

Budget Release Notes

Clients can view new budget functionality and enhancements in the new Budget Release Notes which are located on the same page as the other product release notes.

Business Purpose / Client Benefit: Standalone release notes provide greater visibility for Budget.

Users by Browser Report

Update: Users by Browser Report – North America Data Centre Only

In the March release, the Users by Browser report was updated to include more information. These updates apply only to the North America data centre.

Configuration / Feature Activation: This update occurred automatically for customers who use the North America data centre.

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.

**Planned Changes** Payment Request(s) Renamed to Invoice(s)

In a future release, SAP Concur will replace instances of the term payment request and its iterations with the term invoice and its iterations. These changes will be made in the user interface, the Invoice documentation and in all other SAP Concur product documentation where it appears.

Business Purpose / Client Benefit: This change helps to ensure that the terminology used in SAP Concur is consistent with industry standard terminology.

**Planned Changes** Print Format Default Template Update

In a future release, the default template for creating a custom print format for invoices will be updated to more closely match the default print format.

The updates to the default template will include the following changes:
  • Request name: The request name will be aligned left. Currently the request name is centred on the page.
  • Supplier address: The supplier address will appear under the Remit To: heading, and the labels will be removed from the supplier address details.
  • Allocations: Clients will be able to make Allocations visible on the printed invoice. Currently, allocations cannot be made visible when printing a custom print format.
  • Totals: Invoice totals will appear aligned to the right of the page. Currently, the invoice totals are centre aligned.

Business Purpose / Client Benefit: This update will improve the usability of the form.

**Planned Changes** Support for Plain Text FTP to End on 1 September, 2018

SAP Concur announced the End of Support for the use of plain text FTP for transferring data to and from SAP Concur.

Plain text FTP is not a secured protocol and has inherent security vulnerabilities. On 1 September, 2018, SAP Concur Operations will apply a security update to our File Transfer infrastructure, restricting the use of plain text FTP as a part of our ongoing commitment to securing our customers’ data and meeting the audited security requirements of the SAP Concur Trust Platform.

For more information, refer to thePlain Text FTP Retirement FAQ (English Only).

Client Notifications

SAP Concur Non-Affiliated Subprocessors

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

Monthly Browser Certifications

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