Use the Personal Attendee Import

The personal attendee import benefits users who must list a large number of attendees for events such as seminars or department functions. The attendee import uses a Microsoft Excel spreadsheet to import attendees. It is recommended that no more than 500 attendees be included in a single import.

Your company may allow you to use the import. If so, the Import Attendees tab appears in the Add Attendees dialog. The attendees import uses a Microsoft Excel spreadsheet to import attendees.

To import attendees:

1. Complete the expected expense and then click the Attendees link on the New Expense page.

   To add an attendee to an existing expected expense, on the expected expense details page, click the Attendees link.

   The Attendees page appears.

2. Click Add.

   Clicking Add opens Add Attendees dialog. If your company allows you to import attendees, the Import Attendees tab is available.

3. Click the Import Attendees tab.

   Attendees are imported using a Microsoft Excel spreadsheet created using the attendee spreadsheet template, which is formatted with the attendee fields.

4. If you have already downloaded and populated the attendee import template Excel spreadsheet, click Upload Spreadsheet.

   Select the Excel spreadsheet, and then click Open.

5. If you need to create an Excel spreadsheet using the attendee import template, click Download the template.

   Clicking Download the template downloads the AttendeeImportTemplate.xls attendee import template file.

   • Save the AttendeeImportTemplate.xls file to your computer or network.
   • Open the AttendeeImportTemplate.xls file in Microsoft Excel.
   • Enter the attendee records (up to and not over 500 attendees).
   • Save your changes to the attendee import spreadsheet.
   • Click Browse.
   • On the Import Attendees tab, click Upload Spreadsheet.
   • Select the attendee import spreadsheet, and then click Open.

6. Once the attendee import spreadsheet is successfully uploaded, click Next.

   When an Excel spreadsheet is successfully uploaded, a tile containing the spreadsheet file name and a green circle with a check mark appears on the Import Attendees tab.

   Clicking Next opens the Import Attendees dialog with the attendee information from the Excel spreadsheet displayed.

7. Review the information for accuracy.

8. If the information is correct, click Next.

   If the information is not correct, click Cancel, correct the attendee information in the Excel spreadsheet, and then import the updated spreadsheet.

   When you click Next, SAP Concur checks for required fields. If it finds missing required fields, a message appears, indicating that the listed attendee(s) cannot be imported.

   Click the red circle in the Alerts column for an attendee to view the reason for the attendee error.

9. If you want to correct the attendees with errors, click Cancel, correct the attendee information in the Excel spreadsheet, and then import the updated spreadsheet.

   If you want to continue, click Next.

   In the next step, the system checks for possible duplicates by comparing the attendees on the worksheet to attendees already in the system. The possible duplicates from the worksheet appear in the Imported Attendee section of the dialog. When you select an attendee in the top dialog, the possible duplicate attendee(s) appears in the Duplicates section of the dialog.

10. If a possible duplicate (from the spreadsheet) truly is an existing attendee, select the attendee in the Duplicates section of the dialog and click Use Selected Attendees.

    If the possible duplicate (from the spreadsheet) is not an existing attendee, click Continue Adding New Attendee.

    Note the following:

    • Duplicate records still count against the overall import limit for a single import
    • If the system finds more than one possible duplicate (so that several names are listed at the top and bottom of the dialog), the user deals with each one individually

11. Click Next.

    The final dialog appears, showing the number of attendees imported, number of attendees skipped, the number of attendees that could not be imported, and the number of duplicate attendees resolved.

12. Click Close.

    The attendees are imported into the expected expense.