WHAT S NEW EXPENSE MANAGEMENT SERVICE. US Administrator s Guide IN YOUR. Release 3.1

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1 WHAT S NEW IN YOUR EXPENSE MANAGEMENT SERVICE US Administrator s Guide Release 3.1

2 Table of Contents INTRODUCTION... 3 SUMMARY OF CHANGES... 3 FOREIGN CURRENCY ENHANCEMENTS AND PROCEDURES... 4 NEW EXPENSE REPORT PAGE REIMBURSEMENT CURRENCY... 4 DETAILS SELECTED ENTRY PAGE USING THE FOREIGN CURRENCY FEATURE... 5 CHANGES IN THE FOREIGN CURRENCY PAGE... 7 ADDED SUPPORT FOR THE EURO CURRENCY SYMBOL... 8 PRODUCT ENHANCEMENTS... 9 PRINT REPORTS... 9 AMERICAN EXPRESS PAYMENTS ARE NO LONGER DISPLAYED ON THE EMPLOYEE S COMPANY CARD PAGE QUICKTOURS GENERAL PRODUCT CHANGES NEW SITE SETTINGS FOR PRINTED REPORTS KNOWN ISSUES RESOLVED ISSUES SUPPORTED CONFIGURATIONS LEGAL NOTICE

3 Introduction The primary focus of the expense management service, release 3.1, is to provide the necessary feature enhancements to support International travel. Consequently, there are a reduced number of US-specific changes for this release. However, Expense 3.1 includes significant client-requested enhancements for printed reports, and additional improvements to the product. Please read this entire document to understand the changes in order to communicate them to your employees when appropriate. Summary of Changes Based on client feedback and internal testing, we have included the following enhancements in the expense management service for this release. For more information on the changes, see the corresponding section for each application. Foreign Currency Enhancements and Procedures te In this section, we include the complete procedure for entering a foreign currency expense. The new enhancements are listed here. Changes in the Foreign Currency Page. Depending on whether the Transaction Currency is from a euro or non-euro country, options on the Foreign Currency page differ slightly, and Expense handles the conversions differently. Added Support for the Euro Currency Symbol. The 3.1 release now supports the euro currency symbol throughout the product. Product Enhancements Print Reports. You can now display additional expense entry fields in both Standard Reports and Receipt Reports. American Express Payments are Longer Displayed on the Employee s Company Card Page. A new American Express feed is available that filters payment transactions, so that payments are no longer displayed on the employee s Company Card page. QuickTours. Expense 3.1 now includes three QuickTours: Home Page, Expense, and Expense Supporting Applications. 3

4 General Product Changes New Site Settings for Printed Reports. The expense management service has added 14 new site settings for Printed Reports. Known Issues List of Issues. A short list of known issues. Resolved Issues Resolved Issues. A table of resolved issues. Supported Configurations A Table of Supported Configurations. Changes to browser support in the expense management service, version 3.1. Foreign Currency Enhancements and Procedures The primary focus of the expense management service, release 3.1, is to provide the necessary feature enhancements to support International travel. For the US market, there are several changes in this area. In this section, we ll describe those changes, in addition to the complete process for entering a foreign currency expense. New Expense Report Page Reimbursement Currency When you start a new expense report, the Reimbursement Currency of US (Dollars) is displayed on the New Expense Report page. 4

5 The Reimbursement Currency of US (Dollars) Details Selected Entry Page Using the Foreign Currency Feature To show foreign currencies in expense reports, you must first activate the Show foreign currency option. (From the My Info page, Expense tab, click Options. In the General Preferences area, select Show foreign currency.) 1. On the Details Selected Entry page, click the Currency button. Click the Currency button. 5

6 2. The Select Currency page is displayed. 3. Select a transaction currency (Entry Currency), and click Save. Depending on the currency selected, the Foreign Currency button may appear next to the Cost field. Do one of the following: If the transaction (entry) currency is the same as the reimbursement currency, enter the cost directly in the Cost field. If the transaction (entry) currency differs from the reimbursement currency, the Foreign Currency button appears. Click the button to display the Foreign Currency page and complete the fields on that page. 6

7 The Foreign Currency button. 4. Complete the remaining fields and click Save. Changes in the Foreign Currency Page Depending on whether the transaction currencies are from euro or non-euro countries, options on the Foreign Currency page differ slightly, and Expense handles the conversions differently. The options available on the Foreign Currency page may change, depending on the transaction currency. 7

8 Depending on the options displayed on the Foreign Currency page, complete the fields as follows. In most instances, you can choose whether to enter the rate or enter the cost. Foreign Amount. Type the foreign transaction amount (Entry Currency). This is a required field. Exchange Rate. If the country is not in the EU, then this option appears. Enter the exchange rate. This field is required when the Enter Rate option button is selected. Fixed Exchange Rate. This rate is provided by Expense. Floating Exchange Rate. If the reimbursement currency is non-euro (US Dollars), and the Entry Currency is a full euro currency, then you must enter the floating exchange rate. Cost. After you enter the Foreign Amount and the Exchange Rate, the Cost amount is calculated by Expense automatically. Alternatively, if you have selected the Enter Cost option button, you can enter the Cost amount. Cost uses the Reimbursement currency (US Dollars). Floating Exchange Rate option buttons. Select the button that specifies the direction of exchange. For example, you can choose to exchange francs for euros, or euros for francs. After you complete the Foreign Currency page, click the Save button to return to the Details Selected Entry page. The expense is expressed in the Cost field converted to your default currency. Added Support for the Euro Currency Symbol The 3.1 release now supports the euro currency symbol throughout the product, as shown in the following examples. 8

9 Examples of the euro currency symbol in the product. Product Enhancements The following product enhancements have been included in the expense management service, release 3.1. Print Reports You can now display additional expense entry fields in reports. The options displayed in the following screen are visible to all employees. However, as the system administrator, you can choose default preferences. We recommend that you select the settings you need to meet your 9

10 company s requirements. For more information on the new Print Report site settings, see New Site Settings for Printed Reports. Print Report changes offer the following benefits: To accommodate international travel, Foreign currency options are now available for all users. The new options enable transaction amounts to match receipt amounts on the printed reports. On printed reports, Company Card icons are visible if the transactions were prepopulated. If icons are not displayed, the transactions were entered manually. Additional fields are available for reports. Foreign currency options are now available for all users, to accommodate international travel. The additional options for the Standard Report are: Transaction Currency. This option displays Transaction Currency, Transaction Country, and Transaction Cost fields in the Printed Report. Attendees Mileage Rate Entry Remarks Custom Entry Fields. This option displays up to three Custom Entry fields (such as Project and Billable) in the Printed Report. Report Remarks 10

11 Only show entries that require receipts. When this option is selected, Mileage Rate is inactive because Mileage expenses do not require receipts. Also, Itemized Sub- Entries is inactive, since only sub-entries are displayed (not parent entries), and the receipt limit may not be triggered by each individual sub-entry. This option also filters which receipts to show, based on your monetary limit/minimum. The additional options for the Receipt Report are: Transaction Currency. This option displays Transaction Currency, Transaction Country and Transaction Cost fields in the Printed Report. Report Header Fields The set of report header fields and the display is now identical for the Standard and Receipt Reports. The complete list is as follows: Expense Report Business Purpose Report Date Report ID Date Filed Approval Status Payment Status Reimbursement Currency Report Custom Headers (up to 3 headers) Employee Name Employee ID Employee Custom Headers (up to 6 headers) American Express Payments are Longer Displayed on the Employee s Company Card Page A new American Express feed is available that filters payment transactions, so that payments are no longer displayed on the employee s Company Card page. For more information, contact your Application Consultant or Customer Support. 11

12 Payments, such as this one, are no longer displayed on the employee s Company Card page. QuickTours Expense 3.1 includes three QuickTours: Home Page, Expense, and Expense Supporting Applications. You can open the QuickTours from the Help Contents page, or from the following URLs: or Open the QuickTours from the Help Contents page. 12

13 General Product Changes The expense management service has added 14 new site settings for Printed Reports. New Site Settings for Printed Reports The following site settings have been added to the Expense tab in Settings Administrator for printed reports. Printed Reports Settings determine which Print Report check boxes are on by default. Site Settings contained in the Expense tab are listed in the following table. Site Setting Name (Type) Enable Attendees Enable Audit Trail Enable Custom Entry Fields Enable Entries Enable Entry Remarks Enable Exceptions Enable Header Enable Itemized Sub-Entries Enable Mileage Rate Enable Only Show Entries That Require Receipts Default Value Yes Yes Comment Enable Attendees is checked by default in the Standard report. Enable Audit Trail is checked by default in the Standard report. Enable Custom Entry Fields is checked by default in the Standard report. Enable Entries is checked by default in the Standard report. If Enable Entries is, none of the Entry-dependent choices will be checked by default. The Entry-dependent choices are: Transaction Currency, Attendees, Mileage Rate, Entry Remarks, and Custom Entry Fields. Enable Entry Remarks is checked by default in the Standard report. Enable Exceptions is checked by default in the Standard report. Enable Header is checked by default in the Standard report. Enable Itemized Sub-Entries is checked by default in the Standard report. Enable Mileage Rate is checked by default in the Standard report. Enable Only Show Entries That Require Receipts is checked by default in the Standard report. If this is checked by default, then Mileage Rate and Itemized Sub-Entries will not be checked by default. 13

14 Site Setting Name (Type) Enable Receipt Transaction Currency Enable Report Remarks Enable Standard Transaction Currency Enable Totals Default Value Yes Comment Enable Receipt Transaction Currency is checked by default in the Receipt report. Enable Report Remarks is checked by default in the Standard report. Enable Standard Transaction Currency is checked by default in the Standard report. Enable Totals is checked by default in the Standard report. Known Issues The following known issues have been identified for version 3.1: The Foreign Currency page is not supported by IE 5.0. Older printers at the client site may not support the euro currency symbol. 14

15 Resolved Issues The following issues have been resolved for version 3.1. Case Issue Request to add Business Purpose to the printed Standard and Receipt Reports Request to add the Credit Card symbol to the printed Standard and Receipt Reports Request to provide foreign currency information on printed Standard and Receipt Reports , , 21387, Request to provide Custom Report Headers on the printed Standard and Receipt Reports. Request to add attendees and remarks to the printed Standard and Receipt Reports Request to provide the Report ID on the printed Standard Report Custom Report was returning incorrect account codes if the Billable Yes/ option was left blank Request to add a MOD 10 check to confirm that the correct number format is used for all American Express cards listed in My Info Updates on the Home page did not delete properly. Supported Configurations This section describes the changes to browser support in the expense management service, version 3.1. If you have questions, or need assistance in downloading a new browser, please contact us at or by phone at (6 a.m. to 6 p.m. Monday through Friday). 15

16 The following table shows all supported versions for version 3.1. If your users already have one of the listed browser versions, you do not need to take any action. Windows 2000 Windows NT4 SP6 Windows 98 SE Macintosh 8.6/9.0 IE 6.0 Supported (NEW) Supported (NEW) Supported (NEW) N/A IE 5.5 SP2 Supported Supported Supported N/A IE 5.01 SP2 Supported Supported Supported N/A IE 5.0 N/A N/A N/A Supported Netscape Communicator 4.78 Supported Supported Supported N/A Operating System Support As shown in the table, the expense management service is compatible with Windows 98, Windows NT, and Windows It is also compatible with Macintosh versions 8.6 and 9.0. Internet Browser Support The expense management service is designed for use with the listed versions of Internet Explorer and Netscape Communicator. If you currently use earlier versions of these browsers, you may experience technical difficulties when using the service. For Windows users, we recommend downloading Microsoft IE 5.5 (SP2) or 6.0, or Netscape Communicator For a full list of supported browsers, including Mac support, see the preceding table. We've included the following links to Windows versions of Microsoft Explorer and Netscape Communicator. You may download the latest supported version of either browser by clicking the appropriate link: Macintosh users can use the following link to access IE 5.0 for Macintosh: 16

17 Optimizing Your Browser Please refer to the Browser Settings section of the support Web site for information on optimizing your browser settings. Legal tice This document contains proprietary information and data which is the exclusive property of Concur Technologies, Inc., Redmond, Washington. part of this document may be reproduced, transmitted, stored in a retrievable system, translated into any language, or otherwise used in any form or by any means, electronic or mechanical, for any purpose, without the prior written consent of Concur Technologies, Inc. Information contained in this document applies to the following products in effect at the time of this document s publication: Expense and all supporting applications, release 3.1 The above product(s) and the information contained in this document are subject to change without notice. Accordingly, Concur Technologies, Inc. disclaims any warranties, express or implied, with respect to the information contained in this document, and assumes no liability for damages incurred directly or indirectly from any error, omission, or discrepancy between the above product(s) and the information contained in this document. Copyright 2001 Concur Technologies, Inc., Redmond, Washington. All rights reserved. Expense, Concur, and their respective logos are all trademarks of Concur Technologies, Inc. All other company and product names are the property of their respective owners. Published by Concur Technologies, Inc th Avenue N.E. Redmond, Washington

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