Concur Travel User Guide - Procurement Services

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Concur Travel Concur Travel User Guide DOCUMENT DESCRIPTION: This document is an end-to end Concur Travel user guide. It describes how to master each of the objectives listed in the Table of Contents below. ** When logging into Concur for the first time, your profile must be reviewed and updated, before booking any travel. Don’t forget to add your mobile device, verify your email and activate your e-receipts. CONTACT EMAIL FOR THE TRAINING OR SUPPORT: KU P2P Help Desk – concurhelpdesk@ku.edu 864-5419 864-1871 TABLE OF CONTENTS / DOCUMENT OBJECTIVES: Within these modules, readers will learn: MODULE TITLE Module 1: Logging into Concur for the First Time PAGE 2 Module 2: Navigating the Concur Home Page 3-4 Module 3: Accessing and Updating Your Concur Profile 5-13 Module 4: Verifying Email Addresses 14-15 Module 5: Activating E-Receipts 16-17 Module 6: Add, Edit, or Remove Travel Arrangers or Primary Assistant 18-19 Module 7: Acting on Behalf of Another User as a Travel Arranger 20-21 Module 8: Purchasing a Flight 22-30 Module 9: Reserving a Rental Car 31-35 Module 10: Reserving a Hotel Room 36-40 Module 11: Booking Guest Travel 41-46 Module 12: Canceling an Entire Trip Booked in Concur Travel 47-50 Module 13: Changing a Trip Booked in Concur Travel 51-54 Module 14: Connecting your Mobile Travel Apps to Concur 55-57 Module 15: Using the Concur Mobile App 58-62 Module 16: Travel Best Practices 63 1

Module 1: Logging into Concur for the First Time OVERVIEW In this module, you will login to Concur for the first time. Concur Travel is a module within Concur that is available to all KU Employees for booking business travel and is available to access on your desktop, laptop, smartphone, or tablet. When signing in for the first time, it is recommended to use a full browser on a desktop computer or laptop to complete your initial set-up. STEP ONE: Log into Concur by typing: concur.ku.edu into your browser and log in with your KU Single Sign-On. STEP TWO: The Concur Travel Home Page appears. From here you will be able to manage Profile Settings and Book Travel Reservations. Before booking travel for the first time in Concur you must: Update your Profile (see Module 3) Verify your email address (see Module 3) Add/register your cellphone (see Module 3) Activate your e-receipts (see Module 5) NOTE: When you first log into Concur you may see SAP Concur reminder ads like the one you see here. You can ignore them, close them by click the X, or follow their instruction if they are applicable to you. 2

Module 2: Navigating the Concur Home Page OVERVIEW In this module, you will learn how to navigate the Concur Home Page. STEP ONE: The Concur Home Page contains the following sections: Profile Quick Task Bar Trip Search Alerts Company Notes My Trips My Tasks Your name should appear in the upper left-hand corner unless acting as a proxy, arranger, or assistant. To return to the Home Page from another page, click the SAP Concur logo on the top left of the screen. NOTE: The Page/Module options shown at the top of the screen may vary based upon access. Travelers will only need to use the Home Page, Travel page, and App Center. Request, Expense, and Approvals are used by your SSC reconcilers and Approvers. 3

Section Description Profile Provides access to enter and verify personal information for travel purposes, activate e-receipts, verify emails, register a mobile device, designate an assistant or arrangers, set up travel preferences and enter frequent traveler numbers and payment method. Quick Task Bar Used only by SSC reconcilers and Approvers to quickly view and act on tasks, such as create and approve Travel Requests and Expense Reports. Trip Search This section provides the tools you need to book a trip with any or all of these: Flight: Use to book a flight. You can also book hotel and reserve a car at the same time. Car, Hotel, or Rail: Use to book hotels, reserve rental cars, etc. if not including them while booking a flight (Flight tab). Alerts This section displays informational alerts about Travel features. Company Notes This section provides contact information, links to travel forms and general travel information. Click Read More to see all information. Content is provided by Procurement Services. My Trips This section lists your upcoming trips. My Tasks This section lists Required Approvals, Available Expenses, and Open Reports. This will ONLY be used by Approvers and your SSC. 4

Module 3: Accessing and Updating Your Concur Profile OVERVIEW This module will walk you through accessing and updating your Concur Travel Profile. Before you use Concur’s travel module for the first time, you MUST update your Travel Profile. The required actions are noted below in red. STEP ONE: Click Profile Profile Settings. The Profile Options page appears. You can update your profile from the Profile Options or use the menus on the left to select a setting to update. To review/update your entire Profile click Personal Information. The remaining STEPS walk through each section within the Profile. 5

STEP TWO: The first section of the Profile contains a Jump To: dropdown for quick access to the various sections within the profile and your NAME. You must add a Title and verify that the first, middle and last names shown are identical to those on the photo identification that you will be presenting at the airport. If you have no middle name, check the “no middle name box”. If a correction needs to be made please contact KU Financial Management Systems (FMS) via email at fsku@ku.edu with the requested update. STEP THREE: The Company Information section contains: Employee ID - already populated for you Manager - optional field Employee Position/Title – leave blank at this time STEP FOUR: The Work Address section contains: Company Name - already populated with University of Kansas Assigned Location - not required Address - optional, but you can complete 6

STEP FIVE: The Home Address section contains: Home Address - not required, but helpful information for CTP if they need to have missing bags shipped to your home. STEP SIX: The Contact Information section contains: Phone Number - You are required to specify one phone number in either the Work or Home Phone field. The number you provide will be the number an airline will attempt to contact you at in the case of an emergency. As such, it is highly recommended you enter your mobile number in the Work Phone field instead of in the actual Mobile Phone field. Concur Mobile Devices - Here is where you can register your mobile device for Concur Safety alerts and messages. It is highly recommended that you add your mobile device. o Click Add a new device o Complete the device registration Make sure to check the boxes for Primary Mobile Phone and agreeing to receive risk/safety messages. o Click OK See Concur Mobile guide for App instructions. 7

STEP SEVEN: The Email Address section contains: Email Addresses: Your KU Email address should already be populated in this area. You will need to verify it. You can add additional Email addresses if you wish. In verifying your KU Email address, you are giving Concur the ability to associate information forwarded from that Email address, the Concur Mobile apps, or the apps of Concur partners (such as Uber, Parking Spot, etc.) to your Concur account. 1. On your KU email address, click Verify 2. Check your email for a verification message from Concur 3. Copy the code from the Email and paste into the Enter Code field next to the email address back on the Concur page email address section. 4. Click OK to submit the code and complete verification. Note: With your verified email you can also forward receipt emails to receipts@concur.com to have the receipt uploaded directly into your Available Receipts in Concur. STEP EIGHT: The Emergency Contact section contains: Emergency Contact - The individual you list here will be contacted in the event of an emergency if you cannot be reached. 8

STEP NINE: The Travel Preferences section contains: 1. Eligible Discount Classes - Check those that apply and which you have a card to present upon check in. 2. Air, Hotel, and Car Rental Preferences Please note that any preferences you list here will limit your search results accordingly when booking travel reservations. For example, if you choose Aisle under Seat preference, your search results would not return any flights where an aisle seat is not available. If you do enter your preferences, the system will automatically apply those preferences to your bookings and reservations. 3. Frequent Traveler Programs - One benefit with Concur is that you are still eligible to accrue your own rewards points on your accounts with various air, hotel, and car travel vendors’ rewards programs. Simply click [ ] Add a Program and you can enter your rewards number or ID for up to five travel vendors at a time. 9

4. Unused Tickets and Southwest Ticket Credits – If you have canceled a flight that was booked in Concur and you have unused tickets or credits, they will automatically appear here for easy tracking. Concur will email reminders when credits are about to expire as well as remind you of unused credits while booking. NOTE: you can add Southwest credit from a canceled flight booked outside of Concur. 5. TSA Secure Flights – make sure these items match your ID a. Gender b. Date of Birth c. DHS Redress No – if applicable d. TSA Pre-Check or Known Traveler Number – if applicable STEP TEN: The International Travel: Passports and Visa section contains: Passports and Visas - Click [ ] Add a Passport or [ ] Add a Visa and enter the information. Providing this will allow Concur to automatically include the information in your international reservations. Alerts will prompt you when your passport or visa is about to expire. 10

STEP ELEVEN: The Assistants and Travel Arrangers section contains: Assistants and Travel Arrangers - In this section, you may select other Concur-profiled KU employees that you would like to give permission to perform travel functions for you such as booking travel or updating your travel profile or view upcoming trips. You can have multiple Assistant/Arrangers, but only 1 primary assistant. Note: If you check the “Refuse Self Assigning Assistants” box, a Concur administrator in the FMS will not be able to proxy into your account and assist you with travel issues. It is strongly recommended that you leave this box unchecked. To Add an Assistant/Travel Arranger: o Click [ ] Add an Assistant o Begin entering your SSC or assistant’s name in the Assistant field and select it from the list of choices that pops up. o Check the box that applies Can book travel for me box someone that can book travel on your behalf. Is my primary assistant for travel someone that needs visibility into your travel, also receives itinerary emails which contain the CTP Agent Fee receipt/invoice. 11

STEP TWELVE: The Credit Cards section contains: Credit Cards - In this section you will securely store the card information you will use to purchase travel arrangements. To add a card: Click Add a Credit Card Fill out the required fields noted with a red asterisk * o Your P-Card is typically the default card for all categories o Billing Address: For P-Cards this is most likely your office address. It is recommended you log into your account via Commercial Card Center to make sure your billing address is accurate. You can find the link for Online Account Access here: http://procurement.ku.edu/p- Click Save o Notice only the last 4 digits is visible in your Profile o You can Edit or Delete a credit card by clicking on the pencil or trashcan icon card-general-information There are a few important items of note pertaining to credit cards in Concur: For security and appropriate institutional compliance, travelers are not permitted to save a credit card assigned to another employee or a department card to their Concur profile. o SSC and Department P-cards may no longer be used for travel expenses, except for Guest Travel. 12

With the implementation of Concur Travel, KU Employee Travelers need to use one of the following cards to book travel: o A KU or KUCR issued P-Card in the traveler’s name o A KU Declining Balance P-Card issued in the traveler’s name o A personal credit card Although it is not prohibited, it is highly recommended not to use a personal card to pay for travel expenses. Out-of-pocket expenses must be entered manually to your expense reports, and reimbursement for these will be processed only after the conclusion of your trip. When you use a P-Card your expenses automatically feed into Concur and automatched with e-receipts, allowing your SSC or expense report processer to assign them to expense reports with ease. Employees can obtain a KU, KUCR or KU Declining Balance P-Card by completing the following: 1. Complete P-Card application (Procurement Card Action Request) 2. Have P-Card application approved by appropriate supervisor 3. Complete and Pass the P-Card Quiz. P-card quizzes are administered in Blackboard. The requestor will be notified by email with directions for the quiz. You should now be to the bottom of the My Profile—Personal Information page. Click the blue Save button at the bottom of the screen under the Credit Cards section. Make sure you see the Profile Saved message under the Profile dropdown. There are multiple places to Save throughout your Profile page, this is to keep you from having to scroll through the entire page for those times when you are just updating one specific section. 13

Module 4: Verifying Email Addresses OVERVIEW This module will explain how to verify your emaill address in Concur. Your KU email will be pre-loaded into Concur. You must verify your email address, this cannot be done by an Arranger/Assistant/Proxy. When you verify your email address(es), your are giving SAP Concur the ability to associate information forwarded from your email address, the Concur Mobile App, or apps of Concur partners (such as Uber, Lyft, Parking Spot, etc.) to your Concur account. Also with your verified email address, you can: Forward email receipt images to receipts@concur.com to have your receipts uploaded directly into your Available Receipts in Concur. STEP ONE: If you did not verify your email address when you updated your profile. These instructions will walk you through the process. To add and verify an email address: Log into concur.ku.edu Select Profile Profile Settings Email Addresses STEP TWO: Your KU email address should already be loaded in the Email Adresses section of your profile. Select Verify. Note: You can click Add an email address to add additional addresses if needed. 14

STEP THREE: Check your Outlook inbox for the Concur Verification Email and copy the code sent to you. o Paste the code into the Enter Code box in your Concur profile and select OK as shown in the example shown in the email. STEP FOUR: Repeat process for all other email addresses you added that you might send a receipt from. Once verifed it will look like this in your Concur profile. 15

Module 5: Activating E-Receipts in Concur OVERVIEW In this module, you will learn how to activate e-receipts in Concur. Once activated, e-receipts for ereceipt eligible purchases will appear automatically and attach to the appropriate P-card expenses that feed into your Concur Expense page. What is an E-receipt? The term e-receipt refers to an electronic receipt sent directly to Concur that replaces the need for scanned paper receipts. Concur has partnered with several airlines, hotel, and car rental companies to provide receipt data directly into Concur eliminating the need for a paper receipt. The e-receipts provide full detail and the data comes directly from the supplier. Individuals are encouraged to sign up for e-receipts in their Concur profile. Follow the below steps to active your ereceipts. STEP ONE: From the Concur Home Page, under Alerts, locate the E-receipt alert. Click Sign u p h e re . From the E-Receipt Activation page click where it says, click here. --OR-If you do not have any Alert notifications on your Home Page, go to your Profile Profile Settings: Under Profile Options: Click on E-Receipt Activation to get to the E-Receipt Activation page. 16

STEP TWO: The E-Receipt Activation and Use Agreement window appears. Read and Click I Accept A Confirmation message appears NOTE: Since you must accept the terms, this action cannot be performed by an Arranger/Assistant/Proxy. The user must do this themselves. After enabling e-receipts, in your Available Expenses you will see the e-receipt icon next to ereceipt eligible expenses. Click or hover over the icon to view the e-receipt. Your SSC will use this receipt as documentation while reconciling this expense. Even utilizing e-receipts, it is best practice to keep copies of your receipt as backup. E-Receipts for Concur Travel arrangements will be sent to Concur for the following: All airline ticket purchases. o Agent fee and ancillary fees such as SW Early Bird & Baggage Fees are NOT e-receipt eligible, receipts for those fees need to be submitted to the SSC via email or other established method. Most major hotels. Concur will note E-Receipt Enabled hotels in the Hotel Search. Rental cars. Concur will note E-Receipt Enabled rental cars in the Car Search. 17

Module 6: Add, Edit, or Remove Travel Arrangers or Primary Assistant OVERVIEW This module explains how to add, edit, or remove a Travel Arranger or Primary Assistant who can arrange your travel or have visibility into your booked travel itineraries. In Concur, Travel Arrangers are also referred to as Assistants. Concur Travel Arrangers/Assistants are not sent safety notifications for their travelers. STEP ONE: Click Profile Profile Settings Assistants/Arrangers under Travel Settings STEP TWO: In the Assistants and Travel Arrangers section, click Add an Assistant to add an Arranger or Primary Assistant. NOTE: If you check the Refuse Self Assigning Assistants box, a Concur administrator in the KU FMS department will not be able to proxy into your account and assist you with travel issues. It is strongly recommended that you leave this box unchecked. 18

STEP THREE: Search for and arranger by typing in the name in the Assistant box Check the box that applies o Can book travel for me someone that can book travel on your behalf You can have multiple Travel Arrangers o Is my primary assistant for travel someone that needs visibility into your travel, also receives itinerary emails which contain the CTP Agent Fee receipt/invoice You can only have one Primary Travel Assistant Click Save. The Arranger/Assistant will appear in the Assistants and Travel Arrangers section. STEP FOUR: To Edit a Travel Arranger or Primary Assistant click the pencil icon. To Remove a Travel Arranger or Primary Assistant click on the Trash icon. The Primary Travel Assistant is noted by the designated Assistant’s name. o Make sure to Save any changes before leaving your profile. 19

Module 7: Acting on behalf of another user as a Travel Arranger OVERVIEW This module explains how Travel Arrangers/Assistants use Act on behalf of another user. This allows you access to another user’s profile to perform actions on behalf of that person such as make necessary additions or edits to their profile or book their travel. You can only utilize this functionality if you are listed as an Arranger/Assistant on someone’s profile. All KU Employees are considered users, Nonemployees are guests in Concur. STEP ONE: Type: concur.ku.edu in your browser and use KU SSO to access the Concur Home Page. Click on the Profile drop-down tool in the top-right corner of the homepage and Select Act on behalf of another user. In the Search box, start typing the name of user you wish to Act on behalf of. You must be a Travel Arranger or Assistant on that person’s Profile to use this functionality. Select their name when it becomes visible. Click Start Session. You will be returned to the Home Page, showing that you are now Acting as another user. 20

STEP TWO: When Acting as another user you are making changes or travel arrangements on that user’s behalf using their Concur Profile. Before you make travel arrangements, please note: Travelers must have their Profile updated and a P-Card issued in their names or their personal card saved in their Profile. Arranger’s P-Cards or Department P-Cards are not to be used to book other user’s travel. From this point, booking travel on behalf of another user is the same as booking for yourself. The only exception is that you are working through their Concur Profile so the system will use the information saved in that profile to make the arrangements. See Modules 8-10 below for booking Flight, Car, and Hotel instructions. STEP THREE: When done acting on behalf of another user, click on the Acting as drop-down and click Done acting for others. NOTE: To book Non-employee travel, see Module 11: Booking Guest Travel. 21

Module 8: Purchasing a Flight OVERVIEW KU employees can use Concur Travel to purchase a flight for business travel for themselves, other employees as an Arranger or for guest travelers. This module walks you through how to purchase a flight for yourself or for other employees as an Arranger. Arrangers, as needed see Module 7: Acting on Behalf of Another User for additional steps. A flight can be booked with a rental car, hotel or separately. Per University policy, all employees should submit a Travel Request to your SSC contact prior to making travel arrangements. STEP ONE: From the Concur Home Page, use the Flight hotel reservations. tab to book a flight by itself or with car rental and/or 1. Select one of the following types of flight options: Round Trip One Way Multi City 2. In the Departure City and Arrival City fields, enter the cities for your travel. When you enter a city, airport name, or airport code Concur will automatically search for a match. NOTE: Use the Find an airport and Select multiple airports links as needed. 3. Click in the Departure and Return date fields, and then select the appropriate dates from the calendar. You can specify depart or arrive times and /- search window. Additionally, you can click the arrow to the right of the time window to see a graphical display of nonstop flights available for the routing and date you have selected. This allows you to adjust your search criteria, if necessary, to see/reserve nonstop flights. 22

4. If you need a rental car, click the Pick-up / Drop-off car at airport check box. If you need an off-airport car or have other special requests, you can skip this step and add a car later from your itinerary. Detailed instructions on rental car reservations are below in Module 9. If you need a hotel, click the Find a Hotel check box. Additional fields appear. Choose to search near an airport, near an address, near a company location, or near a reference point / zip code (a city or neighborhood). If you are staying at more than one hotel during your trip or do not need a hotel for the entire length of your stay, you can skip this step and add a hotel later from your itinerary. Detailed instructions on hotel reservations are below in Module 10. NOTE: If you need a flight, rental car, and hotel reservation, it is easiest to check these boxes and book them together in Concur. However, for this training document we will assume you are only purchasing a flight, so you would not check these boxes. 5. Flight search options include, by Price or Schedule, Carrier, Refundable only air fares or Flights w/no double connections. Once you have selected your options, click Search. 6. A policy reminder window will pop up. Read and click Continue. 23

STEP TWO: On the Flight Search results page, review flight options. 1. Summary of the search parameters that you entered on the Trip Search Screen. You can adjust this information on this screen to change the displayed search results. 2. Matrix summary of the available flights sorted by airline and number of stops. You can click on any details in this section to narrow your search. 3. You can choose to search by Fare (Price) or by Schedule. 4. If you located the flight that you want outside of Concur, you can enter the flight number in the Flight Number Search box to easily locate it. You can also change your Sorted By setting. 5. This includes the available flight results with dates, times, and fares*. 6. This will show you how many pages your search parameters pulled. 7. Select Show all details to see detailed flight information and options. *NOTE: The system will sort by the lowest cost airfare in the search results. Any flights with a price 200 greater than the lowest cost airfare, the system will display a warning icon next to the blue Price button. If you select a flight with this warning icon, the system will log your selection and will require additional explanation regarding why the selection was necessary. 24

STEP THREE: Select the View Fares button for the flights you are interested in selecting. Next click the Price button to reserve flight. NOTE: For Southwest, if you select Anytime or Business Select fare you will see the warning icon and will be required to document why you purchased those fare classes. Also, Southwest in an instant purchase supplier. If you click the Price button, you are purchasing this ticket at this point in the booking process. If you did not wish to book this flight you will need to contact Southwest directly to seek reimbursement. Other airline carriers do not ticket/purchase until the booking is finalized. STEP FOUR: On the Review and Reserve Flight page, review flight, traveler, and payment information for accuracy. Then click Reserve Flight and Continue. NOTE: If you checked the Pick-up / Drop-off car at airport box, the rental car search results will appear at this point. Proceed to Module 9: Reserving a Rental Car below for detailed instructions. If you checked the Find a Hotel box, the hotel search results appear after you have selected a rental car. Module 10: Reserving a Hotel Room provide detailed instructions. For this instruction module, we are assuming you are only purchasing a flight and you are ready to complete your purchase. 25

STEP FIVE: On the Travel Details page, review and change your itinerary, if necessary. 1 2 1. 2. 3. In the Trip Overview section: Review the information for accuracy. In the I want to section you can print or as needed. In the Add to your Itinerary section add a car, hotel, etc., as necessary. In the Flight section: Verify the information for accuracy. Click Change Seat to select a different seat (depending on the airline). To change your flight click Change, and then follow the prompts to change your outbound or return flight. Click Cancel all Air, if necessary. Review the car and hotel sections if applicable and make the appropriate changes. 26

CONTINUE TRAVEL DETAILS PAGE: 4 5 4. Review the Total Estimated Cost section. 5. Click Next. The Trip Booking Information page will appear. 27

STEP SIX: Use the Trip Booking Information page to enter additional information about your trip. 1. Enter or modify your Trip Name. This is how the trip will appear on your itinerary and in the automated email from SAP Concur. 2. Enter a Trip Description. This is where you can give trip information to your SSC or reconciler. 3. Indicate if there is anyone else who should receive the initial confirmation email. Enter as many recipients as needed, separated by commas. If you book the trip, you will automatically receive the email. If you book as an arranger, you and the traveler will receive the email. 4. Click Next to proceed with finalizing your booking on the Trip Confirmation page. If you choose to Hold Trip, your itinerary selections will be held for until the day/time noted in Concur. It does NOT guarantee the flight price, only holds your selection. 28

STEP SEVEN: Choosing Purchase Ticket on the Trip Confirmation page will finalize your flight booking and send your request to CTP to ticket your flight. 29

STEP EIGHT: The Finished! Screen shows your confirmation number and information to contact our CTP travel agency if needed while traveling. Click Return to Travel Center to return to the Concur Home Page. STEP NINE: To Sign Out of Concur, from the Home Page: Click on the Profile dropdown Click on Sign Out 30

Module 9: Reserving a Rental Car OVERVIEW KU employees can use Concur Travel to reserve a rental car for business travel for themselves, as an Arranger on behalf of other employees or for guest travel. This module walks you through how to reserve a rental car for yourself or for other employees as an Arranger. Arrangers, as needed see Module7: Acting on Behalf of Another User for additional steps. A rental car can be reserved with a flight, hotel or separately. Per University policy, all employees should submit a Travel Request to your SSC contact prior to making travel arrangements. NOTE: The University has a mandatory contract requiring the use of ENTERPRISE or NATIONAL when available. STEP ONE: If you checked the Pick-up/Drop-off car at airport box under the Air/Rail tab, skip to STEP TWO for car selection instructions. If you require a car but not airfare, reserve the car using the Car tab. To search for car options: 1. Enter your pick-up and drop-off dates, times, and location. In the Pick-up car at section, select either: Airport Terminal and then type the city or the Airport code Off-Airport and then enter (or search for) the location o 2. Select Return car to another location, if desired. Choose desired location

Module 1: Logging into Concur for the First Time 2 Module 2: Navigating the Concur Home Page 3 -4 Module 3: Accessing and Updating Your Concur Profile 5 -13 Module 4: Verifying Email Addresses 14 -15 Module 5: Activating E -Receipts 16 -17 Module 6: Add, Edit, or Remove Travel Arrangers or Primary Assistant 18 -19

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