International Hotel Receipt

[kgirardi]

We send the invoice via expense it & when we combine the expenseit with the actual invoice, the invoice is in euros (or yen as in the 2nd case) but the breakdown was listed as US dollars but it was actually in euros (or yen).

So in other words, the amounts on the invoice was in euros but concur charged those exact amounts as US dollars & did not convert them.

We had to convert each itemization amount via currency converter to change the US dollar amount.

Is there a way to keep or have the invoice keep the correct amounts?

[KevinD]

@kgirardi unfortunately there aren't any options for configuring ExpenseIt. Also, if the user who owns the expense is assigned USD as their default currency, it is going to try and help them out by displaying amounts in the user's assigned currency. 

Was the expense paid for on a company credit card and if so, did the total amount show as both USD and Euros? Do you have a report I can go look at and see if there is some other option possibly? You can send me an employee name via private message for privacy reasons. Click my username (KevinD) then the message button.

[kgirardi · Accepted solution]

Hi Kevin,

This is what I found out.

This is a common pain point with ExpenseIt and Concur when dealing with international hotel bills because the system assumes the posted currency (USD) applies to all itemized entries, even if the original invoice is in a different currency. Here are some practical ways to address or prevent this issue: Why It Happens

• ExpenseIt extracts amounts from the hotel bill but does not always capture the currency correctly.
• When the credit card charge posts in USD, Concur defaults the itemization currency to USD, even if the original invoice was in a different currency.
• Manual correction becomes necessary because the exchange rate applied by the card issuer rarely matches the rate on the hotel invoice.

How to Fix It

1.  Manual Adjustment (Current Method)

• Calculate the exchange rate based on the total USD charge and the total international currency amount.
• Apply that rate to each itemized line.
• Adjust slightly so the sum matches the posted USD total (rounding differences are common).

2.  Better Workflow

• Disable ExpenseIt auto-itemization for international hotels and upload the invoice manually.
• Enter itemization in the original currency (JPY) and let Concur convert using its exchange rate tool.

• In Concur: Itemizations → Change Currency → Select international currency → Enter amounts as per invoice.
• This ensures accurate conversion and avoids mismatched totals.

3.  Prevent Future Issues

• Train travelers to turn off ExpenseIt auto-itemization for foreign hotel bills.
• Add a note in your travel policy or quick guide: “For international hotels, upload the invoice and manually itemize in the original currency.”
• Consider enabling Concur’s multi-currency itemization feature (if your company has it) so the system can handle this automatically.

4.  Escalate to Concur Support

• If this happens frequently, request a configuration change:

• Enable currency recognition in ExpenseIt.
• Or set a rule: If invoice currency ≠ posted currency, prompt user to select correct currency before itemization.

Please let me know if this information is correct.  Thank you.