Microsoft Dynamics GP Concur Expense Integrator

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This documentation describes how to use Agree Expense Integrator. The integration allows you to use Concur Expense to create, submit, and approve expense reports. You can and then import the expense reports into Microsoft Dynamics GP to reimburse employees.

Overview

Keeping expenses and travel costs within your company's policies can help manage costs effectively. Concur Expense Integrator allows your employees to use the Concur expense tracking solution, while also tracking the same expense data in Microsoft Dynamics GP.

Concur Expense Integrator links Concur Expense with Microsoft Dynamics GP.

By using Concur Expense, yous can:

  • Create, submit, and corroborate expense reports

  • Verify reports' compliance with visitor policy

  • Written report and analyze expense reporting and reimbursement action

Apply Concur Expense Integrator to manage employee expense reports. You tin can import employees as vendors, import expense reports, and print confirmation reports.

The post-obit diagram provides an overview of the Concord Expense Integrator setup and the expense written report process.

screenshot

In Concord Expense Integrator, vendors are employees who have a vendor record. If a vendor record does non exist for an employee, one is created when expense reports are imported.

Import file

At the close of each reimbursement wheel, Concur Expense provides an import file to clients by using a secure download site on the web. The import file is written in ASCII format, and contains detailed information that is required for posting to an Accounts Payable (AP) or General Ledger (GL) system. The file includes all transaction activity for expense reports that accept been processed for payment in Concur Expense Integrator. The import file is downloaded from the Concur Expense secure download site onto your computer, and and so imported into Payables Management.

Prerequisites

To use the Concur Expense Integrator to link Concord Expense to Microsoft Dynamics GP, complete the following prerequisites in Microsoft Dynamics GP:

  • Set up up an account format

  • Prepare General Ledger account segments

  • Prepare a vendor class

  • Set up employees equally vendors

  • Ready upward a company credit card

For more information about how to complete these tasks, see the Microsoft Dynamics GP General Ledger and Payables Management documentation.

For more data about how to prepare up prerequisites in Concur Expense and how to configure

Microsoft Dynamics GP in the Concord Expense Setup sorcerer, log on to Hold Expense. Click Help >> Expense Administration Assistance. Click Setup and User Guide in the left menu. Open up the Expense setup guide and get to the Microsoft Dynamics GP appendix. For more information, contact your Concur Expense representative.

If yous are non currently a Hold customer and you lot would like more information, email dynamics@concord.com.

Download and install Concur Expense Integrator

Agree Expense Integrator is available from PartnerSource or CustomerSource.

Note: To import transactions into Microsoft Dynamics GP by using the correct file format in Concur Expense Integrator, you lot must download the import file from the Concur website. For more information about the Microsoft Dynamics GP import file, log on to Agree Expense. Click Help >> Expense Administration Help. Click Setup and User Guide in the left menu. Open the Expense Set Upwards Guide for Concur Standard and go to the Microsoft Dynamics GP appendix.

To install Agree Expense Integrator, follow these steps:

  1. Close Microsoft Dynamics GP.

  2. Double-click the eExpense_12.exe file to extract its contents.

  3. Open the folder that was specified in pace two.

  4. Copy the files to the folder that contains the Microsoft Dynamics GP installation.

  5. Log on to Microsoft Dynamics GP.

Note: You must log on to Microsoft Dynamics GP equally "sa" for the eExpense tables to be created.

Configure Concur Expense Integrator in Microsoft Dynamics GP

To configure Concur Expense Integrator, follow these steps:

  1. In Microsoft Dynamics GP, Administration >> click Cards >> Hold Expense >> Setup to open up the Concur Expense Setup window.

A screenshot

  1. In the Company Credit Card field, select the proper noun of the credit carte du jour that is used with Concur Expense.

  2. In the Default Vendor Class ID field, select the vendor form ID that will exist assigned to new vendors that are added during the import process. You will complete the initial upload process afterwards when yous set up Concur Expense Integrator.

Note: In this case, vendors are employees who have a vendor record. If a vendor record does not exist for an employee, i is created during the import process.

  1. In the Batch Prefix field, enter upwards to six characters to create the start part of the Payables Management batch ID.

  2. In the User-Defined field, enter a value that is used as the prompt proper noun in the Concur Expense Integrator window on the spider web.

  3. In the Prompt Proper name for Combined Segments field, enter a value that volition be displayed on the expense page on Agree'due south website. This is a required field that stores the value assigned equally the prompt name for the Employee Info iii field. This value is displayed in Concur Expense on the Employee Info page.

  4. In the Social club New Vendor Name By option, select how the vendor proper noun will be formatted when new vendors are added to Payables Management through the import process.

  5. Mark the Print Import Periodical option if you desire an import journal to print immediately later expense study transactions accept been imported into Payables Management.

Note: If y'all exercise not mark this option, you can print the study later. The electric current report data exists until the import process is run again.

  1. Marking the Consolidate Distributions selection to consolidate account number distributions.

For example, you have an business relationship number of 100-thou-01, and four split up lines in the import file use this account number. When the Consolidate Distributions option is marked, the distributions are combined into one total line for this account number. When this option is not marked, the file contains four distribution lines.

  1. In the Location for Files field, enter the path where y'all will store the import and setup files. The import files are downloaded to this location. When yous import transactions into Payables Management, Concord Expense Integrator looks in this location for files to import.

  2. To review the selections fabricated in the Concur Expense Setup window, cull Create File.

This creates a [CompanyID]_prompts.txt file. CompanyID is replaced by the actual company ID that is assigned to your company. To view the file, navigate to the location y'all specified in the Location for Files field. This file includes the following information:

  • The name of the company every bit stored in the Visitor ID field in the Create Company window. (In Microsoft Dynamics GP, Assistants >> click Setup >> Company >> Company).

  • Information about how the business relationship segments values, the Prompt Name for Combined Segments value, and the User-Defined value were associated with Concur Expense Integrator user-defined fields.

Map the account segments in Microsoft Dynamics GP

The last detail yous demand to set up is the business relationship segment mapping.

Full general Ledger account segments are tracked in Concur Expense Integrator by mapping an account segment to each bachelor expense type. The mappings are assigned on an expense-by-expense basis and require no employee interaction during expense entry.

During the setup phase, General Ledger business relationship segments are mapped to selected expense types in the Concur Expense setup wizard. By using Concur Expense Integrator, the employee creates electronic reports; the General Ledger account is never seen or modified past the employee. Agree Expense automatically creates an import file afterward the expense report is approved for payment. This file is imported into Microsoft Dynamics GP, and the account code is automatically mapped to all respective expense types. For more information about the Full general Ledger accounts, log on to Concur Expense. Click Help >> Expense Administration Help. Click Setup and User Guide in the left carte. Open the Expense Administration User Guide.

The Segment ID scrolling list in the Hold Expense Integrator Setup window displays a listing of the company'south General Ledger business relationship segments, sorted in ascending gild by segment position. This list allows you to specify how segments are used in Concur Expense (individually or combined with one or more other segments). As well, you tin can specify how segments are mapped to Hold Expense userdefined fields.

This scrolling list maps segments to the post-obit Concur Expense user-defined fields:

  • Price Centre

  • Custom 1

  • Custom 2

  • Employee Info ane 

  • Employee Info ii

  • Employee Info 3

Use Segment How

This column allows you to choose how General Ledger account segments are used in Agree Expense. Generally, you include segments individually, or combine them with ane or more other segments.

Note: The chief segment cannot exist combined with other segments and is not listed in the Concur Expense Integrator Setup window.

The following selections are bachelor in the list:

  • Include Segment

  • Combined Segment ane

  • Combined Segment 2

  • Combined Segment 3 …

Combined Segment n, where n is the full number of segments in the client's account format – one.

The reason 1 is subtracted from the total number is that the main segment cannot be combined with other segments. You can include (select Include Segment in the Apply Segment How list) no more than than six segments.

Map to Field

This column allows you to map General Ledger account segments to Hold Expense user-divers fields. The following selections are available in the list:

  • Toll Center

  • Custom 1

  • Custom two

  • Employee Info i

  • Employee Info two

  • Employee Info three

The following mapping restrictions apply:

  • You can map a user-defined field to only one business relationship segment. For example, if y'all map Employee Info one to the Company segment, you cannot as well map Employee Info 1 to the Country segment. An error message is displayed when you move off the field.

  • Also, you cannot map combined segments to a user-defined field. All combined segments are mapped to the Employee Info three user-defined field.

  • You cannot map the main segment to a user-defined field. The chief segment is mapped to the Expense Type field.

Notation: The principal segment is not displayed because Concur Expense Integrator maps this field for you.

Printing the Concur Integrator Expense Setup report

The Concur Expense Setup report lists the selections you made in the Hold Expense Setup window.

You can impress this report by choosing File >> Impress after you have finished making selections in the Hold Expense Setup window. This written report can be printed at whatsoever fourth dimension.

Concord Expense Integrator daily procedures

Concord Expense Integrator imports employee data from Concur Expense into Microsoft Dynamics GP. The post-obit steps tin be used every bit guidance for using Concur Expense .

Note: Yous will complete the first four steps using Concur Expense and the remaining steps in Microsoft Dynamics GP.

  1. Submit an expense study on the spider web.

  2. Approve the expense written report.

  3. Qualify payment for the expense written report.

  4. Close the batch that contains all the approved expenses and generate the import file.

  5. Import expense written report transactions.

  6. Post expense report transactions.

  7. Complete a bank check run and post payments.

Import expense report transactions

During the procedure of importing Hold Expense transactions, Agree Expense Integrator checks for vendor IDs that do not exist in Payables Management. If there are vendor records that do not exist in Payables Direction, a vendor record is created as part of the import process.

When the vendor record is created, the employee ID is assigned as the vendor ID for the new vendor record. The vendor record is assigned to the vendor grade that is specified in the Concur Expense Setup window.

To import expense report transactions, follow these steps:

  1. In Microsoft Dynamics GP, Administration >> click Cards >> Concord Expense >> Import Exp. Reports to open up the Concur Expense Import Expense Reports window.

  2. Select the file location where the import files are located. The default location is the path that was entered in Location for Files field in the Concur Expense Setup window.

  3. Mark the Print Import Journal option to specify whether the Concur Expense Report Import Journal report will exist printed.

  4. Click Import to import the expense reports. Concord Expense Integrator uses the file location that is specified in the File Location field and finds all files that have a "*.cgl" extension.

  5. After all the expense report transactions have been imported into Payables Management, you tin can impress the Concur Expense Report Import Journal report.

Note: If new vendors were created during the import process, the New Vendors report is printed subsequently the Hold Expense Report Import journal report is printed.

Hold Expense Written report Import Journal

The Concord Expense Report Import Journal report is printed after the expense reports are imported. You can reprint this written report at any time.

To reprint the Hold Expense Written report Import Periodical report, follow these steps:

  1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Import Exp. Reports to open the Concord Expense Import Expense Reports window.

  2. Click the printer icon or File >> Print to reprint this study.

Hold Expense Report Summary Inquiry

The Agree Expense Report Summary Inquiry window displays summary data about the expense reports that were imported into Payables Management. The Expense Audit report tin can also be printed from this window.

To view summary information nigh expense reports, follow these steps:

  1. In Microsoft Dynamics GP, Assistants >> click Cards >> Agree Expense >> Exp. Study Inquiry to open the Hold Expense Report Summary Inquiry window.

  2. Click Redisplay to display the current expense report information.

  3. In the Vendor ID field, select or enter a range of vendor IDs, and then click Redisplay.

Note: The Expense Audit report is similar to the Concur Expense Report Import Journal, except that is printed after the import process. The Expense Inspect report lists the transactions that were imported successfully.

  1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Exp. Report Inquiry to open the Hold Expense Study Summary Inquiry window.

  2. Select the written report criteria and click the Printer icon.

  3. Select the print options you need and click Print.

Concord Expense Remove Transaction History

Apply the Concur Expense Remove Transaction History window to remove historical expense report transactions. Afterwards an expense report is successfully imported, information technology is transferred to history. Transactions remain in history until you remove them.

To remove transaction history, follow these steps:

  1. In Microsoft Dynamics GP, Administration >> click Cards >> Concur Expense >> Remove History to open the Concur Expense Remove Transaction History window.

  2. Enter a date range for the transactions to remove.

  3. Marker the Remove Transactions option and click Process to remove the records in the specified appointment range.

To print the Concur Expense Remove Transaction History study without removing history, unmark the Remove Transactions option and click Procedure.

  1. Marker the Print Report option to print the Agree Expense Remove Transaction History written report.

Notation: If choose non to print the Agree Expense Remove Transaction History report, this written report cannot exist reprinted later.

  1. Click Process to remove the Agree Expense Integrator transactions.

Employee reimbursement

The Concord Expense Integrator is designed to process expenses that are reimbursable to the vendor (the employee). After the expense reports are imported into Microsoft Dynamics GP, a batch is created in Payables Direction. The batch is created that uses the batch prefix that was entered in the Agree Expense Setup window. The batch contains a vendor record for each employee who has expense report transactions to exist paid. For more than information about how to procedure the Payables Management batch, run into the Payables Management documentation in Microsoft Dynamics GP.