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Concur Standard Setup Wizard OverviewTable of ContentsOverview . 1Concur Standard Expense Setup Wizard. 2QuickBooks Intuit Anywhere Connector. 4QuickBooks .IIF File . 5Overview This document will provide you with a few reminders and tips/tricks as you configure your expense database inthe Setup wizard via www.concursolutions.com. If you want more detailed information, please click here toreference the full Expense Setup Guide.If you are using the QuickBooks Intuit Anywhere Connector or the QuickBooks IIF file for the Desktop version,also refer to those sections for special instructions.Please note that some steps outlined below may not apply to your system depending on the services youpurchased.1

Concur Standard Expense Setup WizardIntroductionCost TrackingExpense Expense TypesExpense Taxation(if applicable)1. Industry Informationa. If you select “Pharmaceutical/Medical Device Manufacturers”, you willhave access to enter additional fields per attendee which is compliantwith The Sunshine Act.2. Accounting Softwarea. If you pick QuickBooks Desktop or QuickBooks Online an .iif file will beproduced for your QuickBooks system that cannot be further customized.b. All other options will produce the standard .csv file which is customizablethrough the “File Export Configuration” step.1. Data to Tracka. This step allows you to establish financial information you want to track.b. If you want to change the label of a custom field you added, you will haveto remove it first, click “Next”, click “Previous”, and add it back.c. If you have gathered data for a field, when you clear the check box forthat field Concur deletes the existing data.2. Linked Listsa. A linked or "two-level" list is where the selection users make in the firstlevel of the list determines the selections user can make in the secondlevel of the list.3. Data Entry Detailsa. Employee Level field displays under Profile Expense Information.b. Report Level field displays on the Report Header.c. Entry Level field displays in the expense line item.d. Allocation Level field displays on the allocation of an expense line item.4. List Itemsa. Enter in list data via keying in or using import template on screen 4 “ListItems”.b. The character limit for Item Name 64.c. The character limit for Item Code 32.d. You can import up to 1000 rows at a time.1. Don’t rename any of the existing/default expense types to somethingcompletely unrelated as this impacts the expense type functionalitya. Example renaming Airfare to Office Supplies.2. All Expense Types in the “Active” section must have an account code or youwill not be able to submit an expense report.3. Set dollar value limits you want (if any) to have the service flag for excessiveamounts. If you clear the value out, no flag will ever be displayed. If you put0.00, then every time a user selects that expense type it will display theflag/warning message that they are spending more than they should.1. Activate or deactivate VAT tracking.2. Once activated, review the tax groups and ensure that all expense types are inthe correct group(s) per your taxation policy.a. Newly created expense types need to be placed in a tax group or thesystem will not calculate VAT.3. Canadaa. Select to either use the Exact Method or the Simplified Method forcalculating VAT reclamation.2

Expense Approval RoutingExpense Compliance ControlsExpense Car Configuration1. Option #1 Route to employee’s manager/approver, then to Administrator.2. Option #2 Route to employee’s manager/approver, then if necessary to asecond manager with approval authority for that report amount, then toAdministrator.a. If you use this option, after you add all employees remember to manuallyupdate each manager’s profile with an approval limit.1. Compliance Rulesa. Set the rules you are going to use. Remember that some rules haveeditable warning messages and you should review these to make sure themessaging is what you like.2. Receipt Handling Optionsa. This tells the system when to flag a line item to require a receipt.b. Missing Receipt Affidaviti. The Explanation text describes the availability of this option to yourusers.ii. The Statement/Acceptance text is what you want your users to see asterms of agreement.3. Expense Limitsa. Define Expense Types or Groups of Expense Types that need to be limitedby day, week, or month.1. Verify your company’s mileage rates are set correctly.2. Remember that Administrators must maintain the rate table as Concur will notautomatically update/adjust when the IRS rates change.Expense EmployeeReimbursementsExpense Company CardExpense File Export Configuration1. Verify reimbursement methods and currencies are set correctly.2. Ensure the schedule for each method is set before end-user rollout.Travel Travel Integration(if applicable)Users1. Allows you to map travel segment types from Concur Travel to expense typesand payment methods on an expense report.Reporting ConfigurationLocalization (if applicable)1. Ensure the schedule for each method is set before end-user rollout.1. If your company needs to configure the accounting extract file, select Option 2on this step to unlock the additional configuration steps.2. Click HERE to watch a video on this step.1. Add a new user by clicking “Create/Edit User”, or update a user by selectingthe user and clicking “Create/Edit User”.2. You can also use the Employee Import Template by clicking “Import Users”.3. Select the “Show Me More link” to download a populated template to use asan example.4. Click “Edit Invite” to edit the invite email and send to users when ready.1. Set the fiscal calendar settings for your company, which will then be used bythe reporting tool.2. Bursting this step is visible if you purchased Intelligence. Refer to the SetupGuide for further details.1. Enter language-specific expense type labels, cost object labels, and warningmessages.3

QuickBooks Intuit Anywhere ConnectorIf you are using the QuickBooks Intuit Anywhere Connector, below are the steps where you will see different optionsand need to complete accordingly:IntroductionCost TrackingExpense Expense TypesExpense EmployeeReimbursementsExpense Company CardUsers1. This is where you need to connect/login to your Intuit account.a. The login credentials must be the same as those used for the SyncManager admin account.b. Refer to the Setup Guide for detailed instructions.2. If you have billable expenses that need to carry the billable flag in QuickBooks,select “We have alternate account codes based on both user and expenseentry information” on the third question.1. A maximum of 2 fields can be integrated to QuickBooks. They are mapped tothe QuickBooks fields: Class and Customer:Job.a. Classes can be items like Cost Centers, Departments, Location, etc.2. Concur can pull all of the values in these two lists as long as you have addedthem in QuickBooks and allow the synch to run.1. The GL Account Names/Codes is a dropdown field so you can just select thecorrect name/code for every active expense type.2. Balance Sheet accounts will not be available for linking to expense types.3. If you have billable expenses as noted on the Introduction Step, the “AlternateAccount Code” value will be the same value as the “QuickBooks Account Nameor Number” value.1. On the Accounting tab for each reimbursement method you set up, ensure thevalues are set correctly.a. Set the transactions to appear in QuickBooks to “Bill”.b. In the QuickBooks Liability Account Code drop-down field, only theAccounts Payable accounts will be available.1. On the Accounting tab for a Corporate Credit Card Feed or Small Business feedusing the Personal Card Import feature, ensure the options are set correctly.2. For Company Billed Company Paid corporate cards, a new GL offset accountneeds to be created in QuickBooks under “Other Current Assets” titledCLEARING ACCT CODE.1. In order for your employees to show up correctly, they need to be set asVendors in QuickBooks.2. In QuickBooks, ensure there is a first name, last name, email address andcompany name populated in each Vendor record. Wait for the Sync Managerto run on its schedule or manually run the sync to push the updated data toConcur.3. Back on the Users step, click on “Add Users from QuickBooks” in the upperright-hand corner, and select the users you want to set up in Concur.4. You can now manually update the remaining fields for each user in Concur ordownload the import template to update all employees at once. TheEmployee ID field on the Employee Import Template is the employee’sQuickBooks Vendor ID.4