Quick Reference Guide: Concur Expense. Managing Attendees. Page 1

Transcription

1 Concur Expense - Quick Reference Guide Page 1

2 Understanding your Quick Reference Guide Purpose Quick Reference Guide: Concur Expense The purpose of the Concur Expense Quick Reference Guide is to provide you with quick step-bystep instructions to manage attendees and add attendees to your requisite expenses. This guide does not cover HCP-specific examples - please access SUMMIT to view the web-based training Concur Expense: Entering HCP Expenses. Table of Contents Add Attendees to Your Favorites..3 Verify Your Address...6 Add Attendees in Concur using an Outlook Calendar Invite Add Attendees to an Expense using Concur on Your Computer...10 Add Attendees to an Expense using the Mobile App on Your Smartphone Add Attendees to an Expense using the Mobile App on Your Tablet Remove Attendees from an Expense using Concur on Your Computer Create an Attendee Group using Concur on Your Computer Share an Attendee Group using Concur on Your Computer..26 Delete an Attendee Group using Concur on Your Computer. 28 Access Concur Support...30 Summary...31 Page 2

3 Add Attendees to Your Favorites To quickly add frequently used attendees to expenses, you can add them to your Favorites in your profile using Concur on your computer: 1. Click on Profile -> Profile Settings -> Favorite Attendees 2. Click Advanced Search 3. Select attendee type, enter search criteria and click Search 4. Select the desired choice and click Add Selected Attendees to Favorite Attendees Step 1: Click on Profile -> Profile Settings -> Favorite Attendees Click on Profile -> Profile Settings on the top-right of any Concur page while accessing Concur from your computer. On your Profile page, click on the Favorite Attendees link under the Expense Settings section on the left-hand side of the page. Step 2: Click Advanced Search Click Advanced Search Page 3

4 Step 3: Select attendee type, enter search criteria and click Search Select the Attendee Type for which you d like to search, for example, Employee. Enter search criteria, for example, Last Name, and click Search. Page 4

5 Step 4: Select the desired choice and click Add Selected Attendees to Favorite Attendees Check the box(es) next to the desired choice(s) and click Add Selected Attendees to Favorite Attendees. Continue to search for and add favorite attendees. When you are finished, click Cancel to return to the Favorite Attendees list. Page 5

6 Verify Your Address To be able to upload receipts by sending attachments to or to add attendees associated with an Outlook Calendar invite by including as an attendee, you must first verify your e- mail address using your computer: 1. Click on Profile -> Profile Settings -> Addresses 2. Click Verify 3. Enter the Verification Code from the Concur and click OK Step 1: Click on Profile -> Profile Settings -> Addresses Click on Profile -> Profile Settings on the top-right of any Concur page while accessing Concur from your computer. On your Profile page, click on the Addresses link under the Your Information section on the left-hand side of the page. Step 2: Click Verify Click on the Verify link next to your address. If your is not entered, click on [+] Add an address, enter the address, choose whether the should receive Travel Notifications and click OK. Page 6

7 Step 3: Enter the Verification Code from the Concur and click OK You will receive an titled Concur Verification from Copy and paste the Verification Code from this into the Enter Code field in Concur. Click OK. Your is now verified Page 7

8 Add Attendees in Concur using an Outlook Calendar Invite To easily add attendees associated with an event to an expense in Concur: 1. Include as an attendee in your Outlook Calendar invite* 2. Select both the card expense and the expense Concur created from the meeting invite 3. Click Match and then click Yes Step 1: Include as an attendee in your Outlook Calendar invite When you create the invite for an event to which you re intending to incur an expense such as a company meeting, add receipts@concur.com as an attendee in the To field with the other invitees and send the invite. Concur will create an expense titled with the Subject of your meeting invite with all of the attendees attached. Concur will automatically categorize J&J employees. Concur will also validate HCP attendees against the HCP database. Concur will classify any unrecognized attendees as non-employees. Step 2: Select both the card expense and the expense Concur created from the meeting invite After the expense is incurred and the related card expense is available in Concur, select both the card expense and the expense Concur created from the meeting invite before adding the charges to your report. Note: When using this feature, you must check the classification of each attendee, especially non J&J employees. You may need to reclassify attendees and/or enter additional information. This should be done while accessing Concur on your computer as it is not easily visible using the mobile app. Page 8

9 Step 3: Click Match and then click Yes Click the Match button then click Yes on the pop-up message. The attendees will now be added to the card expense. You can move this expense to an expense report. Ensure that you check the attendees at the bottom of the expense details and modify accordingly. For example, if someone on the invite did not attend the event you will need to remove them. You should validate the classification of all attendees, and especially the classification and information for any HCP attendees. *You must verify your address before using this feature Page 9

10 Add Attendees to an Expense using Concur on Your Computer From an open expense on an expense report requiring attendees, scroll down in the expense details to the Attendees section. There are four ways to add attendees: 1. Search and add recently used 2. Add attendees from your favorites, recently used list or attendee group 3. Search for and add attendees 4. Add a new attendee Method 1: Search and add recently used In the Search Recently Used field, begin entering the name of a person or a group that you recently used on a prior expense in Concur and click on the matching result. Page 10

11 Continue to add attendees as required using Search Recently Used. Click Save when done. Page 11

12 Method 2: Add attendees from your favorites, recently used list or attendee group Click Favorites. Scroll through your Favorites, check the boxes next to attendees you wish to add and click Add to Expense. Page 12

13 To scan and add recently used attendees, click the Recently Used tab, scroll through the list, check the boxes next to attendees you wish to add and click Add to Expense. To add an attendee group, click the Attendee Groups tab, scroll through the list, select the group you wish to add and click Add to Expense. Page 13

14 Click Save. Method 3: Search for and add attendees Click Advanced Search. Page 14

15 Select the Attendee Type, enter search criteria, for example Last Name, and click Search. Note: The Attendee Type drop-down will be limited based on the Expense Type. For example, if you choose Business Mtgs/Meals (with J&J Employees) you will only be able to search for employees. Check the box(es) next to the desired attendee(s) and click Add to Expense. Page 15

16 Continue to search for and add attendees as required. When finished, click Cancel to return to expense report. Click Save. Page 16

17 Method 4: Add a new attendee You can add a new attendee such as a business guest to Concur. Before adding a new attendee, search for the attendee using Advanced Search. If you cannot locate the desired attendee, click New Attendee. Enter attendee information. For business guests, you need to minimally enter Last Name, First Name and Company. Click Save. Page 17

18 Add Attendees to an Expense using the Mobile App on Your Smartphone Add Attendees to an Expense Quick Search Step 1: Tap Attendees on the Expense Details screen. Step 2: Tap the top right + icon to add attendee. Step 3: Tap Search for Attendee. Step 4: For a Quick Search, type the name of the attendee and select from the list. Add Attendees to an Expense Advanced Search Step 1: Tap Attendees on the Expense Details screen. Step 2: Tap the top right + icon to add attendee. Step 3: Tap Search for Attendee. Step 4: Tap Advanced Search, select an attendee type as applicable and enter search criteria. Step 5: Tap the radio button to select an attendee from the list, and tap Add Attendee. Page 18

19 Add an Attendee Group to an Expense Step 1: Tap Attendees on the Expense Details screen. Step 2: Tap the top right icon to add attendee. Step 3: Tap Search for Attendee. Step 4: To add a group, type the group name and select the group from the list. Page 19

20 Add Attendees to an Expense using the Mobile App on Your Tablet Add Attendees to an Expense Quick Search Step 1: Tap Attendees on the Expense Details screen. Step 2: On the Attendees screen, tap the top right + icon. Step 3: Tap Search for Attendee. Step 4: For a Quick Search, type the name of the attendee and select from the list. Page 20

21 Add Attendees to an Expense Advanced Search Quick Reference Guide: Concur Expense Step 1: Tap Attendees on the Expense Details screen. Step 2: On the Attendees screen, tap the top right + icon. Step 3: Tap Search for Attendee. Step 4: Tap Advanced Search, select an attendee type as applicable and enter search criteria. Step 5: Tap the radio button to select an attendee from the list, and tap Add Attendee. Page 21

22 Add an Attendee Group to an Expense Quick Reference Guide: Concur Expense Step 1: Tap Attendees on the Expense Details screen. Step 2: On the Attendees screen, tap the top right + icon. Step 3: Tap Search for Attendee. Step 4: To add a group, type the group name and select the group from the list. Page 22

23 Remove Attendees from an Expense using Concur on Your Computer To remove attendees from an expense, perform the following steps: 1. Check the box next to any attendee you would like to remove and click Modify -> Remove 2. Click Yes 3. Click Save Step 1: Check the box next to any attendee you would like to remove and click Modify -> Remove In the Attendees section of the expense on your expense report, check the box next to any attendee you would like to remove. Click Modify and select Remove from the drop-down list. Step 2: Click Yes Click Yes to confirm removal. Page 23

24 Step 3: Click Save Click Save. Page 24

25 Create an Attendee Group using Concur on Your Computer Creating an Attendee Group allows you to quickly add attendees to expenses. You can add a group of attendees to an expense and then remove or add attendees as needed. To create an attendee group, perform the following steps after adding desired attendees to an expense in an expense report: 1. Check boxes next to attendees you would like to add to a group and click Modify -> Create Group 2. Enter a group name and click Save Step 1: Check the boxes next to attendees you would like to add to a group and click Modify -> Create Group In the Attendees section of the expense on your expense report, check the boxes next to attendees you would like to add to a group. Click Modify and select Create Group from the drop-down list. Step 2: Enter a group name and click Save Enter a name for the group and click Save. You can continue with your expense report. The next time you create an expense report, you can use this group to quickly add those attendees. Page 25

26 Share an Attendee Group using Concur on Your Computer You can share a copy of an Attendee Group you created with someone else. To share a copy of an attendee group, perform the following steps: 1. Click on Profile -> Profile Settings -> Favorite Attendees 2. Click Attendee Groups 3. Select a group and click Send Copy 4. Enter the recipient and click Send Step 1: Click on Profile -> Profile Settings -> Favorite Attendees Click on Profile -> Profile Settings on the top-right of any Concur page while accessing Concur from your computer. On your Profile page, click on the Favorite Attendees link under the Expense Settings section on the left-hand side of the page. Step 2: Click Attendee Groups Click the Attendee Groups tab Page 26

27 Step 3: Select a group and click Send Copy Select the group you wish to share and click Send Copy Step 4: Enter the recipient and click Send Start typing the last name of the recipient and select the desired person from the instant search results. Click Send. The recipient will now have a copy of this group available to use. Please note that any updates you make to the group will not automatically propagate to those with whom you ve shared the original group. Page 27

28 Delete an Attendee Group using Concur on Your Computer You can delete an Attendee Group you created. To delete an attendee group, perform the following steps: 1. Click on Profile -> Profile Settings -> Favorite Attendees 2. Click Attendee Groups 3. Select a group and click Delete 4. Click Yes Step 1: Click on Profile -> Profile Settings -> Favorite Attendees Click on Profile -> Profile Settings on the top-right of any Concur page while accessing Concur from your computer. On your Profile page, click on the Favorite Attendees link under the Expense Settings section on the left-hand side of the page. Step 2: Click Attendee Groups Click the Attendee Groups tab Page 28

29 Step 3: Select a group and click Delete Select the group you wish to delete and click Delete Step 4: Click Yes Click yes to confirm you wish to delete the selected group. Page 29

30 Access Concur Support Click on the Help icon at the top-right of any Concur screen while using Concur on your computer to access additional training and support information Page 30

31 Summary You should now be able to manage attendees. Notes Page 31