Printed copies of this User Guide should not be regarded as the current version.

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1 User Guide Purchasing Cards Concur Expense Management System User Guide Purchasing Cardholders Printed copies of this User Guide should not be regarded as the current version. For the latest User Guides: griffith.edu.au/concur-userguides For support: or phone (07) To log in: griffith.edu.au/concur Last modified: 22 September 2017 (version 1.2)

2 Contents Chapter 1: Purchasing Cards... 1 The Manage Expenses page... 1 Chapter 2: Loading Receipts into Concur... 2 Chapter 3: Acquit a Purchasing Card... 3 Create a report... 3 Complete each transaction line in your report... 4 Part A. Check receipts... 4 Part B. Complete required fields and link to Request ID... 6 Submit your report... 9 * * * * * 22 September i - CRICOS No E

3 Chapter 1: Purchasing Cards IMPORTANT: Refer to Concur Getting Started guideline to set up your concur. It is highly recommended download the ExpenseIt app. You can only include transactions with credit card symbol, expenses without symbol needs to be claim as reimbursement or as a car mileage expense. If you cannot see the charge in your concur that means the merchant has not claim the purchase yet, you need to wait for that charge. You can nominate a delegate. Please refer to Setting up guide. Speedtype and class details are provided by your supervisor. NOTE: Purchasing Cardholders are encouraged to submit your acquittal report on the same day that you create it, whenever possible. Allowing a Purchasing Card report to remain open (i.e., in progress) but un-submitted in Concur overnight may interfere with the PeopleSoft Finance interface, which brings across the Purchase Request information for selection in Concur fields. If you have left your report in progress overnight, you may find that you will then need to go in and re-select all of the Purchase Request information for each line again on the day of submission. Purchasing Card holders may choose to acquit their card data as often as they wish depending on their volume of transactions. The Manage Expenses page 1. Click Expense in the Concur menu bar (or click anywhere in your Available Expenses area on your homepage). The Manage Expenses page will appear by default. 2. The Available Expenses section lists any card transactions, which have not yet been added into an Expense Report. If you used the ExpenseIt mobile device app (or ) to send receipts to Concur, the receipts would appear in this section. 12 May CRICOS No E

4 3. The Available Receipts section would usually be empty, unless you have directly uploaded a receipt on-screen within Concur (not recommended for cardholders), rather than using the ExpenseIt receipt upload options. Chapter 2: Loading Receipts into Concur For Purchasing Card transactions incurred on or after 3rd June 2016, an electronic copy of receipts must now be sent to Concur as part of the Purchasing Card acquittal process. The simplest way to do this is by ing all of your receipts (with each receipt saved as a separate file) to receipts@expenseit.com. You can load your receipts on 3 different ways: 1. Using Concur, it is possible to upload each electronic receipt one by one as a document via File Browser. 2. Using ExpenseIt app. (preferred option). Please refer to Getting Started guideline. 3. receipts to receipts@expenseit.com. Please refer to Getting Started guideline. You can view your receipts from Expense > Manage Expenses page. If you see card transaction and blue star symbol next to it that means that your expense was match. Otherwise, you will need to match them manually (see Chapter 3) Troubleshooting: Check to be sure that the has sent successfully to receipts@expenseit.com. Refresh your page, or sign out of Concur and sign back in. TIP Using the app without internet connectivity If you are loading receipts to Concur in an area without internet availability (or while your device is in flight mode), the process will pause at the analysing receipts stage (i.e., Step 5 above). ExpenseIt will automatically bank any receipts that you have loaded, and complete their analysis and upload to Concur whenever connectivity is next resumed. You can exit the app with pending receipts, and this will be done behind the scenes. 22 September CRICOS No E

5 Chapter 3: Acquit a Purchasing Card Create a report One of the simplest methods for cardholders and their delegates is outlined below: 1. Click Expense in the Concur menu bar, and the Manage Expenses page will appear. 2. Use the checkboxes to select all of the relevant card transactions that were incurred within the calendar month to be acquitted. Please take care to exclude any lines which are not marked with the credit card icon at this point. 3. Use the Move drop-down button, and select to move these card transactions To New Report, or to a previously-created open report. 4. Input and/or select the fields as relevant, then click Next. Report Name: Policy: Date: Comments: e.g., PCard_[ForMonth]_[YourSurname] Defaults to GU Proc Card Policy Defaults to today s date and can be left as such Field can be used if required, for your own future reference (e.g., you may wish to include the transaction date range that has been included in this report if desired) 5. Your open report will appear. Use the area on the left of this report screen to click on any row of your report. A > (chevron) next to a transaction header indicates that you have previously itemized a transaction into separate parts. Click the chevron to access the itemized data. The icons on this report page indicate what details have and have not been provided for each transaction. 22 September CRICOS No E

6 Amend your report header or delete your report You can change the report name or report date, by simply clicking on the report name at the very top of your report page, amending the fields as required and clicking Save. If you wish to move all of the selected transactions back into your Available Expenses area, click Delete Report in the top-right corner of the report page. Any data that you have input for these transactions on the report pages will be lost. Complete each transaction line in your report Part A. Check receipts 1. Select each transaction one-by-one on the left-hand side of your report screen by clicking anywhere in that row. 2. Check that receipt has been matched to each transaction. Click on Receipt Image Note: If you cannot locate a required receipt, refer to the Quick Guide Missing Receipt Affidavit. Note that delegates cannot complete an affidavit on behalf of a cardholder. 22 September CRICOS No E

7 If required - manually link uploaded receipts to card transactions If a receipt has been uploaded, but Concur has been unable to link it automatically to a card transaction line, your uploaded receipt will appear as a separate line in the Available Expenses area of your Manage Expenses page. Unmatched card transactions will be labelled with a credit card icon only (i.e., no receipt icon) The separate uploaded receipt line will be labelled with a blue star icon only (i.e., no credit card icon) If this occurs, you will need to link the two lines manually while creating your report. a) Access your Expense > Manage Expenses page in Concur. b) When selecting transactions to add to your acquittal report, exclude any lines that do not have the credit card icon next to them. c) Click the Import Expenses link at the top of the acquittal report. d) Find the item containing the relevant loaded receipt, select it with your mouse, and simply drag and drop this item from the right of screen onto the top of the relevant card transaction on the left of screen. e) A confirmation message will appear. Click Yes. If required - manually attach electronic receipt files while building your report a) Select card transaction, and click the Attach Receipt button on the right of screen. b) If the receipt is saved on your computer, use the Browse button, and click Attach. Note there is a 5mB limit, file format accepted: PNG, JPG, PDF, HTML or TIFF. Alternatively, if the receipt is saved in your Available Receipts area use the relevant checkbox to select it and click Attach (solid rectangles in the image above). If you have loaded the wrong receipt in error, you can use the Detach from Entry button to remove it. 22 September CRICOS No E

8 Part B. Complete required fields and link to Request ID The second step after loading receipts is to check and complete the mandatory fields, and using the itemize function - link each transaction to its associated purchase request. 1. Check the City of Purchase field. Input the relevant city if required. 2. Check the Receipt Status field: - The selection of Tax Receipt indicates that you have attached an actual tax invoice. Receipt would be selected if the purchase was made internationally or you only have the visa docket, receipt or an order confirmation to attach, rather than a tax invoice. No Receipt would be selected if the required tax invoice or receipt has been lost. An associated Missing Receipt Affidavit should be completed in such cases. 3. Click the Itemize button. 4. On the New Itemization tab, select Procurement Card Transactions under the Expense Type drop-down field (unless you are acquitting for an Amended Request see note below). NOTE Acquitting for an Amended Request: If you were acquitting for an Amended Request in PeopleSoft, on the New Itemization tab (i.e., at step 4 above), you would select Procurement Card No Speedtype under the Expense Type drop-down field. 5. Complete the Business Purpose and Amount fields. 6. In the Buyer ID field, use the drop-down menu to select your S number. You should see a set of concatenated drop-down options here, with your Buyer ID, and a set of various Request Vendor Names and Request IDs. Select the relevant option here, and the following two fields will be populated automatically. 22 September CRICOS No E

9 Depending on the volume of requests that exist in the system against your Buyer ID, this concatenated drop-down field could include a large number of items. If you cannot immediately see the request that you are looking for, you will need to use the Type to search by feature. You can start typing in this field to search by either the text of the Request Vendor Name (default) or the alphanumeric Request ID code (you need to first select the radio button to switch to this search option). Once you have clicked on the relevant line with your mouse, these 3 fields (Buyer ID, Request Vendor Name and Request ID) will be populated accordingly. NOTE - Using the Procurement Card No Speedtype Expense Type: If you were acquitting for an Amended Request in PeopleSoft (see note under step 4 above), when you use the Buyer ID field to search for and insert the amended request, there will be no speedtype and class codes associated with the amended distribution line. You need to use the Department, Fund and Project fields (these 3 fields will appear at the bottom of the New Itemization tab whenever the Procurement Card No Speedtype Expense Type is selected), to input the details of this amended request, before you Save. If necessary, you can go back to the top of the page and amend the expense type for this amended request distribution line. 7. Click Save. 8. A Please Confirm pop-up message may appear. Click Yes to confirm that you wish to save this itemization. Note that, while they don t appear onscreen immediately, the missing information in the Speedtype, Class and other fields will be automatically refreshed upon saving, based on the information that was held within the original Purchase Request. 22 September CRICOS No E

10 9. If you wish to view the completed itemized line entry, access the relevant transaction line by clicking on it within the report on the left of screen. You may need to use a chevron (>) first to expand the transaction header to reveal the itemized line information. You will note that the itemized line entry now includes all of the previously missing information, as loaded through from the Purchase Request. 10. If you have itemized only part of the transaction, and still have a remaining amount yet to be itemized, click Add Itemization, and follow steps 4 through 9 again, until the itemization amounts add up to the total transaction amount. IMPORTANT: Please remember to submit your report on the same day that you create it wherever possible. Leaving a report in progress overnight may cause you to lose your selected Purchase Request information, and you may then need to go in & manually reselect this information for every line. 22 September CRICOS No E

11 Submit your report 1. Check that every line in your report has a (blue tick) icon under the date, to indicate that an electronic receipt has been uploaded. Please be sure that all receipt images have been checked carefully for accuracy and legibility prior to submission. 2. Check that every line in your report has a > (chevron) on its left to indicate that itemization has been completed. 3. Ensure no other exceptions or missing / incorrect data has been flagged via any (red exclamation mark) or (yellow exclamation mark) icons within the lines of the report, or at the top of the report page. 4. Once you have checked all of the information, click the Submit Report button. If you cannot successfully submit the report, a message appears describing the report error or exception. Correct the error, or if you require help to complete the task, contact your Concur administrator. 5. Read the agreement and click Accept and Submit. If you ever need to access an historical report, and you cannot locate it on your Manage Expenses page, you can go to the Report Library page to view your reporting history: 1. From the Manage Expenses page, click the Report Library link on the right of the page. Use the View drop-down button to peruse the other reporting viewing options available on this Report Library page. 2. When you are finished, click the Manage Expenses link to return to the Manage Expenses page. 22 September CRICOS No E