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Concur Expense Reporting System

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8/21/15

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• The GERS (AMEX) expense reporting system is no longer going to be used by DENSO as IBM is discontinuing the product.

• DENSO has chosen a new product for expenses called Concur.

• Effective with this training you will submit your expense reports using Concur.

• Unlike GERS expense reporting tool, the cost of Concur is based per expense report. We encourage you to have employees submit one expense report per month.

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• Concur provides the ability to take a picture of your receipts and email them to receipts@concur.com instead of using paper receipts.

• Using ExpenseIt Pro will allow you to email a picture of a receipt and have an expense record creating in Concur automatically.

• Both Concur Mobile and ExpenseIt Pro can be found in your app store.

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You will be automatically entered in Concur from a feed through Oracle. In order to be added, fill out the Banking Information form and return it to AP. The form may be found under the Business tab on the Exchange under Expense Reporting.

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Concur should be accessed using Chrome, Firefox or IE 11. The use of IE 8 or IE 9 is not advised.

To access Concur use the following URL:

https://www.concursolutions.com/

Your User ID will be your DENSO email address.Your password will be “welcome”.

You will be asked to change your password when you first sign in.

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After signing in you will want to:•Verify your email address•Verify your manager’s name•Set up company car (if applicable)

As with many web based systems if a box has a red bar on the left, it is a required field.

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Shown below is the sign on screen. Notice along the top that the screens can be viewed in multiple languages.

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To check all of these items click on Profile in the upper right of the home screen and then click on Profile Settings. Notice that this is also where you will sign out of the system.

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To verify your email address, click on the Email Addresses link on the left side of the screen.

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To verify your email address, click on the link that says “Verify”. Concur will send you an email with a code to copy and paste in a box which will appear on the screen when you click verify. Enter the code and click “OK”. Once verified, you can email receipts to receipts@concur.com to put on your expense report.

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Below is an example of the email you will receive. Copy and paste the verification code into Concur.

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Click on the “Expense Approver” link on the left to verify your manager. If the name listed is not your manager, delete the name and enter the correct name as First Name then Last Name. If they are an authorized approver the name will appear. When your correct manager is entered, click “Save”.

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To enter a company car click on the “Company Car” link on the left then click “New”.

Enter the license plate number and choose “Company Car” for vehicle type. Select “Preferred Car” and click “Save”.

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Something that will definitely be different for the approvers is that when you are out of the office, you will delegate someone to handle approvals when you are gone. This would also be used by someone who has another person enter their expense reports. To add a delegate, click on the “Expense Delegates” on the left side of the screen. Click on the “Add” button to add a new delegate.

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Click on the appropriate boxes to delegate someone as a person who can approve expense reports for your employees or someone who can prepare expense reports for you.

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You may use the bar at the top of the screen to navigate around the system. Clicking on the blue Concur logo in the upper left of the screen will always return you to your home screen as shown below. If you are not an approver, the approvers tasks will not be displayed. Concur uses a “count down” methodology to display your tasks to be completed, with the goal being all zeros. In Concur, there are always multiple ways to do things. For example, to start a new expense report you can click on the “+” on this screen next to the DENSO logo. You can also click on either of the boxes that say “Open Reports” or click on the word “Expenses” in the header.

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Your outstanding reports will be displayed on the Expenses tab and you can click on any report to view the details. The reports are automatically saved. To view older reports, click on the words “Report Library” on the right side of the screen. To start a new report, click on the box called “Create New Report”.

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The first screen displayed will be the report header. Your company and department will default from your employee master. To start a report, fill in the Report Name and Business Purpose boxes on the upper left of the screen. Then click the blue box that says “Next” in the lower right of the screen.

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The options in the red box below are very important. “New Expense” let’s you add a single expense, while “Quick Expenses” will let you add multiple expenses at one time. “Import Expenses” will pull in your credit card transactions to view. “Details” will show you information such as an audit trail of the report and the approval flow. Receipts will let you view or attach receipts as well as attach a missing receipt affidavit. The print link allows you to print the report. If your card expenses are displayed on the right, you can drag and drop them to the left to add to your report.

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To add a new expense, click on the “New Expense” link. On the right side of the screen the expense types will be displayed. Expense types that you have used recently will be displayed on the top of the list. Click on an expense type to enter the detail information. Expenses are grouped by type.

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Fill in the detailed information for the expense type. The information needed will vary by expense type. All fields with a red bar on the left hand side are required. When you are done, click the blue “Save” button on the bottom right of the screen. Notice that each expense has a check box for “Personal Expense” if this is an expense which is not reimbursable.

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Notice that for an expense type such as Hotel, you will not see the blue “Save” button in the lower right of the screen. This is because the hotel must be itemized. Click on the “Itemize” button instead. A note for AMEX card holders – if the hotel provides this information, you will simply need to drag the item from the card feed into your report. If the vendor does not provide this detail, you will have to manually itemize the total.

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When you click on the “Itemization” button, the screen showed below will appear. Enter the date you checked in and the system will calculate the number of days that you stayed. Enter the daily room rate and daily tax. If there are other daily rates such as parking, those may be entered by scrolling to the bottom of the screen. Click the blue “Save Transactions” button in the bottom right. The screen will be redisplayed until the entire amount of the expense has been itemized.

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Mileage is calculated using Google maps. Simply enter a from and to location and Google will calculate the mileage. If taking another route than what was suggested, drag the highlighted route to that taken and the mileage will be recalculated. Click the blue “Save Mileage to Expense” button in the lower right.

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Once the mileage has been calculated, click “Save” to have the mileage added to the report.

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Using the “Quick Expense” link, you can enter multiple transactions on a single screen. This may be good for entries like per diem, but other types of expenses may be entered as well. Click the blue “Save’ button in the bottom right when you have entered all of the data. If required fields are not displayed on this screen, such as attendees for the expense type Entertaining, the expense type screen will be displayed and you will be prompted to fill in the required fields. To copy a line, click on the “+” sign to the right of the screen. To delete a line, click on the “X”.

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All of the report will be expensed to your home department, unless you manually allocate them to another department. To do this, click on the “Allocate” button in the bottom right of the screen.

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You can allocate by percent or amount. Use as many lines as needed for the allocation and click the blue “Save” button at the bottom right of the screen.

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For expenses over $25, a receipt must be attached. You can attach it from inside the expense itself or by clicking on the expense and using “Attach Receipts” or from the Receipts link.

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As you would attach any document, click on the “Browse” to locate the document, then click on the “Attach” button to upload the document. Supported formats are .pdf, .jpeg, .png, .jpg, .html, .tif or .tiff. Remember you can take a picture of your receipt and send it to receipts@concur.com and they will be available under your available receipts.

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If you lose your receipt, the system gives you the ability to attach a Missing Receipt Affidavit to the expense. To do this, click on the “Receipts” link and choose “Missing Receipt Affidavit” from the Receipts link.

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Click the check box next to the expense for which you have lost the receipt. This will cause the “Accept & Create” button to turn blue. Click on this button and the affidavit is attached. When returned to the expense screen, click “Save”.

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When you have completed adding all of your expenses, review your report. If a yellow or red icon appears to the left of your expenses, that means there are errors such as incomplete information or expenses over the allowed limits. Yellow symbols are a warning and red symbols will stop you from submitting the expense report. Once you have reviewed the report and it is correct, click on the red “Submit Report” button in the upper right of the screen.

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Notice the view link above the expenses. Use this link to view the expenses in a different format.

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Below is an example of one of the calendar views.

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You will be shown a final review screen where you can either choose to submit the report or cancel.

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You will be shown a summary of your report showing that it was successfully submitted.

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On the expense home page, it will show the status of your report and the person to whom it was submitted.

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If you need to recall an expense report, simply double click on the image of the report from your expense home page and you will have a red “Recall” button in the upper right hand corner. Click on the button to recall the report. Note also the blue “Copy” button. If you submit similar expense reports on a routine basis, you can copy a previous report instead of creating it from scratch.

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If you are an approver, on your Concur home page you will have a box telling the number of expense reports that are awaiting your approval. Click on the link saying “Required Approvals” and it will take you to the approval screen. This area will include approvals for expense reports.

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Click on the report name to view the details.

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If you click on the “Allocate” button from the detail of any expense you will see the department where the report is being charged.

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You can view the details for each transaction by clicking on the transaction. By clicking on the expansion arrow next to a hotel expense, you will see the breakdown of the hotel daily charges. Receipts can be viewed by choosing View Receipts in New Window or View Receipts in Same Window from the “Receipts” link. They can also be viewed by hovering over the receipt icon next to the expense name. As an approver you have three options of what to do with the expense report. You can approve it by clinking on the red “Approve” button in the upper right of the screen. Alternately you can send it back to the employee or approve and send it on for another approval by using the blue buttons. If this is done, you will have a place to put comments.

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Concur also has lots of help that can be accessed by clicking on the “Help” link in the upper right corner of your screen.

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Once your email has been verified, you may also use two mobile apps. The mobile app may be obtained from the following link:

https://www.concur.com/en-us/mobile

or simply google Concur Mobile App or visit your app store..

Use your same user ID and password as with your PC. Make sure that you have signed into Concur from your PC before using the mobile app.

You may take photos of you receipt and email them to receipts@concur.com to use on your expense report.

By using ExpenseIt Pro by Concur, you may send in photos and Concur will automatically create the expense item. This is also available from your app store.

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Once you have downloaded ExpenseIt Pro from your app store, you will be prompted to sign on, using your DENSO email address and password. Simply click on the camera at the bottom of the screen to take a picture of the receipt. The system will analyze the receipt and read the information provided.

When done, an upload arrow will appear in the blue bar at the top of your device. Tap on the upload arrow and the receipt will be transferred into Concur as shown below..

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When you are creating your expense report, the expenses will appear on the left as if it was a feed from AMEX. Simply drag the expense to the left of the screen.

Notice when using ExpenseIt Pro, you will want to watch the categorization of the expense as it may need to be changed.

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By hovering over the receipt icon, the receipt can be displayed.

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Questions

Sharon Brosch – 8113Nicole Davis – 8143

Robin Hill - 8126