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Concur Expense

Integration User Guide

August 2017

Cvent, Inc
1765 Greensboro Station Place
McLean, VA 22102
www.cvent.com
Contents
Concur Expense Integration User Guide�������������������������������������������������������������������������������������������������������������������������������������������������������������������� 3
Enabling Concur Expense Integration for Your Account�������������������������������������������������������������������������������������������������������������������������������� 4
Setting Up Concur Expense Integration������������������������������������������������������������������������������������������������������������������������������������������������������������� 5
Adding a Configuration������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������ 5
Integrating Concur Expense in an Event������������������������������������������������������������������������������������������������������������������������������������������������������������10
Step 1: Select Which Expenses to Import���������������������������������������������������������������������������������������������������������������������������������������������������11
Step 2: Select How to Reconcile the Expenses���������������������������������������������������������������������������������������������������������������������������������������11
Step 3: Select a Budget Item�������������������������������������������������������������������������������������������������������������������������������������������������������������������������12
Viewing the Expense Summary����������������������������������������������������������������������������������������������������������������������������������������������������������������������������15
Working with Reports�����������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������16

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Concur Expense Integration User Guide
Welcome to the Concur Expense Integration User Guide!

In this user guide, you will learn the basic steps to setting up the Concur Expense integration in your
account.

With the Concur Expense integration, you can:

• Increase the visibility of expenses within your organization


• Decrease the cost of processing meeting expenses by reducing manual effort
• Create a holistic picture of meeting expenses by tracking spending for both transient travelers
and meeting planners
• Incorporate data from GDS’s, multiple credit card programs, and direct supplier feeds, which will
offer a single source of reconciliation
• Report more accurately on expenses

For more information, please contact your account manager.

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Enabling Concur Expense Integration for Your
Account
Before setting up the integration, you must first enable it for your Cvent account. To do this, contact your
account manager.

Once Concur Expense integration is turned on for your account, the Concur Expense Integration section link will
appear in Admin > Integrations.

Setting Up Concur Expense Integration


To get started, you must first enable settings in Concur.

After enabling settings in Concur, you need to connect Cvent and Concur by adding a configuration in Cvent.
This allows expenses from Concur to be imported into Cvent’s budget module.

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Adding a Configuration
Admin > Integrations > Concur Expense Integration

To do this, fill out the following sections.

Concur Login Details


1. Click Edit.
2. Enter your Concur user name and password. Make sure these are administrator credentials.
3. Click Generate Token to create an authentication token. The integration will only work if a token is
generated.

Once your token has been generated, you


NOTE will see the message “(Token successfully
generated).”

Application Connector Details


The application connector details are automatically generated. You must enter the generated user name and
password into Concur. This will allow Concur to connect to your Cvent account.

These details are read-only.

If a problem occurs, you can generate a new password by clicking Reset Password. You must then enter the
new password into Concur to maintain the integration.

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Field Mappings
Field mappings determine how data is transferred between Cvent and Concur.

To do this:
1. Select which cost display label your expenses will be imported into.
2. Select which Concur spend categories align best with your Cvent budget categories.

The default cost display label is Actual. NOTE

Default mappings are set up when the Concur


NOTE Expense integration is turned on, but they can
be changed by an administrator.

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Notification Content
You can set up notification emails that can be sent when expenses are imported from Concur and ready to be
reconciled in an event. You can also set up notification emails to be sent if Cvent and Concur fail to connect.

Enabling notification emails is optional. NOTE

To do this:
1. Select whether to send a notification for each event with pending Concur Expense imports.
• If Yes, you can select a data tag from the available tags drop-down. The data tag will pre-populate
the selected tag field.
• If No, you can skip to Connection Failure Alert on page 8.
2. Enter reply-to email address.
3. Enter subject. This will show in the subject line of the notification email.
4. Enter message body. This will show in the body of the notification email.
5. Select when to receive import notifications. Notifications can be sent according to any of the following
schedules:
• Every month on the 1st, 2nd, 3rd, or Last [Day of the Week]
• Every month on the [1st-28th or Last Day of the Month]
• Every week on [Day of the Week]
• Every [#] days
6. Select the recipients who will receive this notification. Notifications can be sent to any of the following
recipient types:
• Assigned Role
• Email Address
• Event Custom Field
• Planner Email Address
• Requester Email Address
• Stakeholder Email Address
• User
• User Group

An event custom field can only receive notifications


if it has the Email Address format. NOTE

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Connection Failure Alert
If Cvent and Concur fail to connect, you can set up notifications to be sent to certain email addresses, users, or
user groups.

The notification will be sent when a token expires or


becomes invalid. NOTE

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Integrating Concur Expense in an Event
Before you can integrate Concur Expense in an event, you must first add expenses in Concur. Once the
expenses have been approved by Concur, they will be sent to Cvent. After Cvent receives the expenses, you
can begin to reconcile them in one of three ways:

• Add all of the expenses to an existing budget item


• Add all of the expenses to a new budget item
• Add each expense to a new budget item

Once your expenses have been added to an event in Cvent, you can start to reconcile them in Events > Event
Details > Planning > Budget and click Reconcile Now.

Reconciling is the process of entering actual


NOTE spend to compare against your budget.

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Step 1: Select Which Expenses to Import
Select which expense items to reconcile with the event’s budget and click Next.

• You can filter your expense items and


delete the items you do not want to
NOTE •
reconcile.
If you delete an expense item, it will be
permanently removed from Cvent.

Step 2: Select How to Reconcile the Expenses


Select how to reconcile the expense items you selected in Step 1.

• Add to Existing Budget Item: The budget item has already been created.
• Add to New Budget Item: The budget item does not exist. This allows you to select multiple expenses
and reconcile them into a single budget item.
• Create new fixed cost budget item for each expense: The budget item does not exist. This allows you
to select multiple expenses, but instead of reconciling into one budget item, each expense becomes a
new budget item.

Click Next.

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Step 3: Select a Budget Item
In this step, you will complete the reconciliation method based on your selection in Step 2.

Add to Existing Budget Item


Filter the list of budget items by selecting a budget category and subcategory and click Finish.

Expenses entered and received from Concur are considered fixed cost items. If you select an existing variable
cost item, it will be converted to a fixed item. The variable cost item will be converted to a fixed cost total by
multiplying the cost by the number of units. The selected Concur expenses will be added to the converted total.

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Add to New Budget Item
To complete the reconciliation method, enter the item and cost details and click Finish.

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Create New Fixed Cost Budget Item for Each Expense
The expense items selected in Step 1 will appear as budget items. The date, name, category, currency, and cost
of each item will match those of the corresponding Concur expense.

You can edit each item’s name, category, and subcategory prior to completing the wizard.

To complete the reconciliation, click Finish.

• In this example, the expense items are


being added to the “Actual” cost display
NOTE •
label.
In this step, the “Total” cost is read-only. You
can update it after creating the item.

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Viewing the Expense Summary
Once you finish reconciling, you can go to Events > Event Details > Planning > Budget and select any affected
budget item and then click View Expense Summary to see the reconciled expenses.

Within a budget item, you can click View Expense Summary to see which expenses have been reconciled.

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Working with Reports
On the Standard Reports page, you can run the Reconciled Concur Expenses report on all budget items. This
allows you to view and analyze all reconciled expenses in your event.

To do this:
1. Click Reconciled Concur Expenses.
2. Enter the transaction date range for expenses.
3. Select whether to convert all financial data to the account base currency.
4. Select additional product fields.
5. Click Run Report.

After your report is finished processing, you will be able to view your expenses.

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