Concur Expense: Cash Advance Admin User Guide - Concur Training

Concur Expense: Cash Advance Admin

User Guide

Last Revised: August 27 2021

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

Table of Contents

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

Section 2: Overview ....................................................................................................1 Typical Cash Advance Process......................................................................................1 Receiving Email Notifications of a Cash Advance Pending Issuance ................................... 2 Cash Advances Using a Company Card.......................................................................... 2 Imported Transactions of Type Cash Advance ........................................................... 3 Directly Issued and Auto-Issuance Cash Advances ......................................................... 3

Section 3: Cash Advance Admin Tool ...........................................................................3

Section 4: Procedures .................................................................................................4 Accessing Cash Advance Admin.................................................................................... 4 Searching for Employees ............................................................................................. 5 Viewing an Employee's Balance and the Cash Advance Details ......................................... 5 Issuing or Sending Back a Cash Advance....................................................................... 8 Entering and Issuing a Cash Advance in One Step .......................................................... 9 Creating and Issuing the Cash Advance.................................................................... 9 Searching for Cash Advances ..................................................................................... 11 Recording Cash Returned Manually by the Employee .................................................... 12 Configuring Expense for this Feature ..................................................................... 13 Using the Feature................................................................................................ 13 What the User Sees ............................................................................................. 14 Issuing a Cash Advance Automatically Without Manual Review....................................... 15

Concur Expense: Cash Advance Admin User Guide

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Last Revised: August 27 2021

? 2004 - 2024 SAP Concur All rights reserved.

Revision History

Date

Notes / Comments / Changes

January 21, 2022

Updated the copyright year; no other changes; cover date not updated

August 27, 2021

Added information about the Auto-Issuance Step for Cash Advance Request workflow that automates the issuance of a cash advance to the requestor.

January 8, 2021

Updated the copyright; added Concur to the cover page title; cover date not updated

June 8, 2020

Changed "Authorization Request" to "Concur Request" in Request guide references to align with Concur Request product branding.

April 13, 2020

Renamed the Authorization Request check box to Request on the guide's title page.

January 2, 2020

Updated the copyright; no other changes; cover date not updated

January 7, 2019

Updated the copyright; no other changes; cover date not updated

April 5, 2018

Changed the check boxes on the front cover; no other changes; cover date not updated

March 7 2018

Updated the copyright; no other changes; cover date not updated

July 26 2017

Added a clarification note: Even if the employee returns the entire outstanding balance, the employee will continue to see the cash advance balance, $0.00, in their profile until the extract job runs. The extract job changes this status from Issued to Completed and removes the cash advance from the employee's profile.

Added a clarification note: Exchange rates can be auto-populated when the cash advance has a date entered if both of these settings (Expense Admin > Site Settings page) are enabled:

Allow Cash Advance Administrator to Create & Issue Cash Advances

Update Cash Advance exchange rate on expense entries

December 14 2016

Changed copyright and cover; no other content changes.

October 28 2016

Updated the guide content to new corporate style; no content changes.

April 10 2015

Added information about viewing attached images.

February 17 2015

Removed references to the current UI; no other content changes

January 16 2015

Updated the screen shots to the enhanced UI Clarified time on the email notifications

October 14 2014

Added information about the two user interfaces; no other content changes

March 11 2014

Added information about the Send Back to Employee button

January 17 2014

Added information about directly issuing cash advances and new functionality on the Cash Advance Admin page.

October 18 2013

Addition of the Provide Default Exchange Rate for Cash Advance Issuance setting to the Site Settings tool ? this displays the default exchange rate to the Cash Advance administrator in the Cash Advance Details dialog box when issuing cash advances in a foreign currency

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Concur Expense: Cash Advance Admin User Guide

Last Revised: August 27 2021

? 2004 - 2024 SAP Concur All rights reserved.

Date April 3 3012

December 28 2012 Sept 14 2012

January 20 2012 November 23 2011 April 15 2011 March 18 2011

December 31 2010 December 2009 Jul. 2008 (SU 33)

Jan. 2008 (SU27)

Notes / Comments / Changes

Removed all references to the legacy Authorization Request feature in Concur Expense Changed any references to Concur's Travel Request service to either Request or to Authorization Request, depending on the situation No other content changes

Made rebranding and/or copyright changes; no content changes

The Cash Advance administrator can now: ? Issue a cash advance on behalf of an employee ? Record the amount of cash returned by an employee using the Cash

Advance Admin tool

Added note that Cash Advance admin can receive email notifications for pending cash advance issuance via the User Admin setup for this role

Added a reference to cash advances in Travel Request

This tool has moved to the current user interface and named Cash Advance Admin

Clarify that imported company card transactions mapped to cash advance will be hidden in Company Card > Manage Transactions if the user they are to be assigned to does not have a cash advance account code set up

Updated the copyright and made rebranding changes; no content changes

Changed to stand-alone user guide; no content change

Added information about the two available user interfaces: ? Classic user interface ? Current user interface

Cash Advance Administrator role may now view an employee's cash advance history using the Cash Advance List page

Concur Expense: Cash Advance Admin User Guide

iii

Last Revised: August 27 2021

? 2004 - 2024 SAP Concur All rights reserved.

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In order to avoid copyright disputes, this page is only a partial summary.

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