Concur and SAP - how to adjust paid expense report?

[RahulGoyal]

Hi,

We are looking to implement Concur in our company as travel booking and expense management system. And our backend financial system is SAP. We understand that interface from Concur to SAP is an accounting feed to book FI journal entry in SAP with payables to employee and then reimbursement based on that. With this design, SAP won’t have the expense reports as expenses are filed and approved in Concur. We are ok up to this stage.

We are a professional services company with billing to customers. Many times we have adjustments to expense reports after it is invoiced to customer as customers may question particular expense. Concur says they don't allow any modification to an expense report after is it approved/paid (interfaced over to SAP) and adjustments should be handled directly in SAP system. With the volume of adjustments, it may not be ideal to handle manually in SAP.  Also if we do adjustments in SAP (with FI entry, similar to how original expense report was posted), Concur and SAP would be out of Sync. Can someone suggest with similar requirement on how they handling adjustments? Any pointers would help.

Thanks.

Rahul

[RahulGoyal]

Hi,

Any pointers?

Thanks.

Rahul

[Former Member]

Hi Rahul,

We have also implemented Concur with SAP for our client.

The standard process is that once the claims get approved in Concur, it will flow to SAP and FI documents will be posted for the claim making employee as vendor.

In a normal scenario, the customers/employees won't question the expense report because the details are entered by them only before it goes for approval to his manager.

In exceptional cases (if difference between employee claim submission and approval is valid), the best alternative would be that employee should raise a new claim for the balance amount and it will follow the normal approval process before being interfaced to SAP. It will also make sure that details in SAP and Concur are in sync.

The other alternative would be cancelling the FI document in SAP before payment to employees. However it will also require that old claim in Concur gets cancelled. As per my understanding, a claim can be cancelled in Concur if it is approved by line manager only. If it is approved by processor as well, then the claim can't be cancelled.

Hence, the first option is best feasible for such issue and it will also not require any reversal etc. I hope this helps for your query.

Let me know in case any other detail is required.

Regards,

Gaurav Tibrewal