¶ Creating and Using Expense Templates in SAP Concur
Expense reporting is a routine yet essential activity for many organizations, and streamlining this process can lead to significant time savings and increased accuracy. SAP Concur offers powerful features such as Expense Templates to simplify recurring expense entries, enhance user efficiency, and ensure consistent reporting. This article explores how to create and use expense templates in SAP Concur to optimize your expense management process.
Expense Templates are predefined expense entries that employees can reuse when submitting reports. They allow users to save frequently incurred expenses—such as monthly subscriptions, travel allowances, or recurring client meals—so they can be added to new expense reports quickly without re-entering details each time.
- Time Efficiency: Employees save time by reusing expense data instead of entering repetitive information manually.
- Improved Accuracy: Templates reduce errors by ensuring consistent expense categorization, amounts, and descriptions.
- Policy Compliance: Standardizing recurring expenses helps enforce company policies by controlling how expenses are recorded.
- Simplified Reporting: Streamlines audit and review processes by maintaining uniform entries across reports.
- Log into SAP Concur.
- Navigate to the Expense module.
- Locate and click on the Templates option from the menu.
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Click on Create New Template.
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Enter a descriptive name for your template to identify it easily (e.g., “Monthly Travel Allowance”).
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Fill in expense details including:
- Expense Type: Select the appropriate category (e.g., Transportation, Meals).
- Amount: Specify fixed amounts or leave blank for variable amounts.
- Currency: Choose the applicable currency.
- Description: Add notes or details for clarity.
- Receipt Requirement: Indicate if a receipt is mandatory.
- Review the information entered.
- Click Save to store the template in your personal expense templates library.
- Go to the Expense module and select Create New Report.
- Fill in report header details such as report name, purpose, and dates.
- Within the report, select the option to Add Expense.
- Choose Use Template.
- Select the relevant expense template from your list.
- Adjust any details if necessary (e.g., date, amount).
- Attach receipts if required.
- Complete the report by adding any additional expenses.
- Review for accuracy and compliance.
- Submit the report for approval.
- Regular Updates: Review and update templates periodically to reflect changes in policy or pricing.
- User Training: Educate employees on how to create and use templates to maximize adoption.
- Template Sharing: In some SAP Concur environments, organizations can create shared templates for common expenses to ensure standardization.
- Audit and Review: Monitor template usage to identify potential misuse or policy deviations.
Expense Templates in SAP Concur provide a streamlined and consistent method for handling recurring expenses. By enabling employees to quickly reuse predefined entries, organizations benefit from improved efficiency, accuracy, and compliance in expense reporting. Leveraging expense templates is a practical step toward simplifying the financial workflow and empowering users to focus on more strategic activities.