From the Main Menu tap Available Expenses. This will show any transactions that have hit your card and/or any receipts that you have submitted via email. You may be missing transactions if you don’t log into the app (or online) regularly. To get missing transactions to appear, you will have to log into your account on your computer. See section about missing charges.
Check the box next to the expense that you want to add to a report.
Click on Move and select the report to send it to. Only open (unsubmitted reports) will appear.
Once the Expense is added to the report, you will see any conditions that require attention. These are indicated with a red circle with an exclamation mark in it. You will also see an error message at the top of the screen.
Required Items for Each Expense
Expense Type – Concur selects what it thinks is the most appropriate, but it is wrong a lot, so you need to check it and make sure that it is correct.
Business Purpose – Why are we incurring the expense or what was it for? This is what you currently put in Expense Description on the current form.
Branch – this is the branch that will get charged with the expense. So, if you are taking a customer from branch 30 out to lunch, the branch that you select is 30 Nanuet. If the expense applies to more than 1 branch, you must first enter a branch but will also do an Allocation to break out the expense to multiple locations.
Receipt – there are 3 ways to get a receipt into Concur.
- Add a picture using the Camera on your phone in the app (not best option) It requires you to keep the receipt until the expense hits your card – can be 2-3 days in some cases.
- Add a picture from your Library (RECOMMENDED) Take a picture with your phone of the receipt when you incur the transaction. The photo will be in your photo library on your phone.
- Add from Available Receipts (Advised when you receive an email copy of the receipt) Forward an email copy of a receipt to receipts@concur.com from your Central email and it will be loaded in your Available Receipts
Additional Fields you may be required to fill in are
- Purchase Order – If your purchase is of inventory that we are selling. This does happen from time to time. Your Expense Type will be Spot Buy. When you select Spot Buy, you will be required to enter the Purchase Order number in the Purchase Order Field.
- Attendees – If your expense is for meals, you must also enter the attendees that were at the meeting.