Invoice: Import Distributions User Guide...2019/04/13 · 1. In Concur Invoice, double-click on the invoice into which you would like to import distributions. 2. On the Invoice page,

Invoice: Import Distributions

User Guide

Last Revised: April 13, 2019

Applies to these SAP Concur solutions:

Expense Professional/Premium edition

Standard edition

Travel Professional/Premium edition Standard edition

Invoice

Professional/Premium edition

Standard edition

Request Professional/Premium edition

Standard edition

Invoice: Import Distributions User Guide i Last Revised: April 13, 2019 © 2004–2021 SAP Concur All rights reserved.

Table of Contents

Section 1: Permissions ......................................................................................... 1

Section 2: Overview ............................................................................................. 1

Section 3: Importing Personal Distributions ........................................................ 1

Import Limits .................................................................................................... 1

Import Positive and Negative (Credit) Distributions for One or More Line Items ......... 1

Import Distributions ........................................................................................... 2 Additional Details ........................................................................................... 4

Error Checking .................................................................................................. 4 Validate the Allocation .................................................................................... 5 Negative Distributions .................................................................................... 6 Invalid Field Data .......................................................................................... 6

Section 4: The Import Distributions Template ..................................................... 7

Invoice Policy .................................................................................................... 7

Import Template Columns .................................................................................. 8 Amount/Percent Column ................................................................................. 8 Other Columns .............................................................................................. 9

ii Invoice: Import Distributions User Guide Last Revised: April 13, 2019 © 2004–2021 SAP Concur All rights reserved.

Revision History

Date Notes/Comments/Changes

March 4, 2021 Updated the copyright year; no other changes; cover date not updated

April 20, 2020 Renamed the Authorization Request check box to Request on the guide’s

title page; cover date not updated

January 7, 2020 Updated the copyright; no other changes; cover date not updated

April 13, 2019 Changed the term "payment request" to "invoice" as part of the new user

experience for Concur Invoice.

March 5, 2019 Changed the term "Concur" to "SAP Concur" and the term "payment

request" to "invoice" where applicable; no other content changes.

February 1, 2019 Updated the copyright; no other changes; cover date not updated

June 8, 2018 Updated Error Checking. Updated import template column information in section 4.

April 11, 2018 Changed the check boxes on the front cover; no other changes; cover date not updated.

January 26, 2018 Updated the copyright; no other changes; cover date not updated.

February 17, 2017 Added custom fields.

December 13, 2016 Changed copyright and cover; no other content changes.

December 5, 2016 Updated the Permissions section and guide content to new corporate style; no content changes.

January 16, 2015 Updated the screen shots to the enhanced UI and made general updates to the content.

September 17, 2014 Added information about the two user interfaces; no other content changes.

April 15, 2014 Change copyright and cover; no other content changes.

December 28, 2012 Made rebranding and/or copyright changes; no content changes.

June 22, 2012 Increase of up to 3,000 allocations and support for negative and positive

percentages.

February 17, 2012 Added notes that:

• A line item may now be distributed by percentage as well as amount - field name Amount changed to Amount/Percent to accommodate this

change

• You may import distributed allocations to multiple line items at once

Update for minor changes to user interface.

June 17, 2011 Added note that record limit is 500 and replace, not append, occurs on subsequent import.

December 31, 2010 Updated the copyright and made rebranding changes; no content changes.

May, 2009 New User Guide.

Invoice: Import Distributions User Guide iii Last Revised: April 13, 2019 © 2004–2021 SAP Concur All rights reserved.

Section 1: Permissions

Invoice: Import Distributions User Guide 1 Last Revised: April 13, 2019 © 2004–2021 SAP Concur All rights reserved.

Import Distributions

Section 1: Permissions

A company administrator may or may not have the correct permissions to use this

feature. The administrator may have limited permissions, for example, they can

affect only certain groups and/or use only certain options (view but not create or

edit).

If a company administrator needs to use this feature and does not have the proper

permissions, they should contact the company's SAP Concur administrator.

In addition, the administrator should be aware that some of the tasks described in

this guide can be completed only by SAP Concur. In this case, the client must initiate

a service request with SAP Concur support.

Section 2: Overview

The AP User or Invoice owner can import their distributions (allocations) by using a

personal import feature. This feature is intended to support clients who need to

distribute a single invoice across many cost objects. For example, the corporate

office might decide one invoice should be shared by all 400 company retail locations.

Imported distributions can be:

• Imported as either percentages or amounts

• Applied across multiple line items at once

Section 3: Importing Personal Distributions

Import Limits

You can import up to 3,000 records at a time.

NOTE: When you import distributions to a line item, any existing distributions

attributed to that line item, either from manual entries or from a previous

import, will be overwritten by the imported distributions.

Import Positive and Negative (Credit) Distributions for One or More

Line Items

You may have a good or service that was adjusted and requires a credit, in part, on

a distribution unit. Or a good or service you received might not have been acceptable

to your Denver group, but was acceptable to your Minneapolis group. Under these


2 Invoice: Import Distributions User Guide Last Revised: April 13, 2019 © 2004–2021 SAP Concur All rights reserved.

conditions you might want to distribute a cost to one group and a credit to another

group.

This is accomplished by entering a negative (credit) distribution. Entering a negative

(credit) distribution is supported even though the line item it is associated with might

be a positive amount.

NOTE: When you import negative (credit) distribution values you must import

distributions based on amount. You cannot import negative distributions as a

percentage.

Import Distributions

To import distributions:

1. In Concur Invoice, double-click on the invoice into which you would like to

import distributions.

2. On the Invoice page, in the Itemization Summary section, select the item

or items for which you want to import distributions.

3. Click Distribute, and then Import Distributions.

4. (Optional) You can download a sample Excel file (.xls) template by clicking

Download Template.



The columns that appear in the downloaded template match the fields that

appear on the Distributions tab at the bottom of the Edit Line Item page.

These fields will vary depending on the policy assigned to the invoice being

edited.

NOTE: Refer to Section 4: The Import Template: Fields and Descriptions

section of this document for more information about the fields that

appear in the downloaded template.

5. In the Import Distributions window that appears, click Browse to select

the file that you want to import.

6. Select the file to import, and then click Open.

7. Click Import.



Concur Invoice imports the distributions and displays them in Concur Invoice.

8. Click Save.

Additional Details

• Distribute By Amount is the default import setting.

• Distribute By Percentage must be selected if the distributions are applied

to multiple line items.

• You must use the Distribute By Amount option if you are importing

distributions with negative (credit) values.

• Existing distribution data will be overwritten when you import distribution

data for a line item. This is ideal if many corrections are required.

• If only one or two corrections are required, the best practice is to perform the

corrections within the existing distribution user interface.

Error Checking

While data is being imported from an import distributions template, Concur Invoice

validates the data to ensure the following:

• Distributions total the correct amount

• Distributions that are imported by percentage do not contain any negative

values



• All the required fields have correct data

• All the data is valid for the field it is being imported into

Validate the Allocation

If the imported distribution does not fully allocate a line item, Concur Invoice imports

the distribution data and adds a row or rows for the distributed amount(s) and a row

for the undistributed amount. In addition, if a line item is not fully distributed,

Concur Invoice displays the partially distributed ( ) icon next to the line item's

expense type.

If the imported distribution over-allocates a line item, the data is not imported and

an error similar to the following appears:



Negative Distributions

You must use the Distribute By Amount option if you are importing any

distributions with negative (credit) values. If you choose Distribute By Percentage

and the import template contains negative amount values, the distributions are not

imported and a message similar to the following appears:

Invalid Field Data

If any of the column data in the template is invalid for the field it is being imported

into, the distributions are not imported and a message similar to the following

appears where the Record column displays the number of the row in the template

that contains invalid data, and the Error column describes the type of error that was

encountered:

Section 4: The Import Distributions Template



Invoice Policy

The columns that appear in the downloaded import template depend on the

configuration of the policy assigned to the invoice.

NOTE: Because the import distribution fields are configurable, you might need to

contact your Invoice Admin to determine the requirements for the fields

before entering data into the downloaded template.

A policy is assigned to an invoice when the invoice is created.

• A client or admin might assign a policy to an invoice or a policy might be

assigned by default.

• The policy might be a default invoice policy, or a custom policy configured by

an admin.

The name of the policy assigned to an invoice is displayed on the Invoice Details

page.



Import Template Columns

You can confirm which columns will appear in the downloaded import distributions

template by reviewing the fields that appear on the Distributions tab on the

Distribute Selected Items page.

Given the example image above, the downloaded import distributions template will

contain the following columns:

• Amount/Percent

• Custom 01 through Custom 06

• Custom 11

NOTE: The Distribution Code field will not be included in the import distributions

template. The contents of the Distribution Code field are derived from the

contents of custom fields on the Distributions tab.

Amount/Percent Column

The Amount/Percent column is a required column that specifies the amount to

distribute or the percentage of the amount to distribute.

• This field must contain a numeric value.

• If the value in this field represents the percentage of the line item to

distribute, the field must contain a positive value.



Other Columns

The remaining columns in the import template are used to enter the line item

distribution code. They might represent required fields, fields that are restricted to a

specific type of data (such as a numeric value), or fields that are limited to a certain

number of characters.

These columns might provide data to the following field types.

• Free-text fields

• List fields

• Connected (linked) list fields

For more information about field types, refer to the Invoice: Forms and Fields

Setup Guide and the Shared: List Management Setup Guide.

Documents

Invoice: Import Distributions User Guide...2019/04/13 · 1. In Concur Invoice, double-click on the invoice into which you would like to import distributions. 2. On the Invoice page,