Different GL Account - Guests

[lmaggiulli]

Dear Expert,

I have these requirements:

1) Adding new Guests (Customer, Suppliers, Consultants, Vendors)

2) For specific types as Meals and Hotel where the guests are allowed the GL Accounts for each type of guests is a different code.

Is there a workround/solution to cover/meet these requirements where the GL Accounts is automatically assigned to the amount in charge of each guest?

Thanks.

Lorenzo

[KevinD]

@lmaggiulli GL account codes cannot be tied to attendees/guests, they can only be tied to the expense type. I believe for what you want to do, you would need to create a different expense type for each type of attendee/guest. For example, You could have an expense type named: Hotel - Supplier, Hotel - Customer, etc. That way each of these expense types can be assigned its own GL code that would then apply to the attendee/guest type. 

Now, my question to you is, can an employee create a Hotel expenses that would include a mix of these attendee/guest types? For example, if I were an employee am I allowed to create a hotel expense and add one guest who is a customer, another that is a supplier and another that is a vendor? 

If the answer to my question is no, then my suggestion should work. It will just involve some set up of the different expense types by attendee/guest type. If the answer to my question is yes (a mix of attendee/guest types is allowed), then I don't think you can accomplish this. 

I'm double-checking with a colleague, so if what I said isn't accurate, I'll come back here and clarify. I will await your answer to my question. 

[samasuraj]

Hi Lorenzo

Please check the below response too. Hope it helps.

Yes, SAP Concur Expense can support different GL account assignments based on guest (attendee) categories, but this typically requires a combination of Attendee Types, Expense Configuration, and custom accounting integration logic.

Recommended Solution:

1. Configure Attendee Types:

     In SAP Concur Expense, define the required attendee categories:

• Customer

• Supplier

• Consultant

• Vendor

2. Configure Meals and Hotel expenses

     Enable attendee tracking for the applicable expense types, where supported. This allows users to identify guests and         

     allocate expenses to individual attendees.

3. Configure GL account determination:

     Standard Concur GL account mapping is generally driven by expense type and accounting-related fields. It does not   

     necessarily provide automatic GL determination for each attendee category.

For your requirement, consider:

• Custom fields to capture the relevant guest category.

• Expense allocation to separate expense lines where appropriate.

• Custom accounting extract or middleware mapping to determine the GL account using the guest category and expense type.

Important Limitation:

Attendee Types alone do not automatically split a single expense amount into different GL accounts. If one meal includes customers and suppliers, you must establish how the amount is allocated between those categories.

For accurate accounting, the integration must receive both the allocated amount and corresponding guest category.

My Recommendation:

Use Concur Attendee Types for guest classification and implement GL account determination in the accounting integration if native configuration cannot meet the requirement.

Before designing the solution, verify whether your Concur edition and financial integration expose attendee-level allocation data.

One question: Are you integrating SAP Concur Expense with SAP S/4HANA, SAP ECC, or another financial system?        

The best configuration depends on the target ERP.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant