Use travel itinerary twice?

[Jon_Erb]

Hello,

So I had to book two hotel reservations for one trip. It was at the same hotel, just one of those things. When I went to create my expense report, one of the hotel charges was still in the "Pending Card Transaction" stage and I couldn't add it to the report. I was told that is was no big deal and that I could just enter it at a later date using the same itinerary. The issue is that the first two days are locked in the itinerary from the first report, but I have charges for second locked day on the new hotel bill. I can't create a new itinerary or delete the old one from what the system is telling me. How do I fix this?

[samasuraj]

Hi @Jon_Erb 

Topic: Use travel itinerary twice?

Please see the below. Hope this helps. 
——-  

SAP Concur Expense – Reusing a Travel Itinerary

The issue appears to be related to Travel Allowance itinerary dates already assigned to a previously submitted Expense Report.

In SAP Concur, itinerary dates used for Travel Allowance calculations may become unavailable for reuse, depending on the Company's Configuration.

The itinerary dates are likely locked because they were already used on your previously submitted Expense.

The Hotel expense and the Travel Allowance itinerary are separate.

Please do not change/modify the original itinerary without Administrator guidance.

Actions:

1. Wait until the pending Second Hotel Charge appears in Available Expenses.
2. Create a separate Expense Report and add the Outstanding Second Hotel charge, if Company permits.
3. Add the Hotel transaction with its actual expense dates and receipt.
4. Avoid creating a duplicate Travel Allowance itinerary/Expense Report for the same dates already claimed.

SAP Concur documentation confirms that previously submitted Travel Allowance itinerary rows may become locked.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[Jon_Erb]

Hi Samantha,

So I had already followed those steps, but I get the warning that I have to add a travel itinerary, which I did. The bill is for Oct 19 - Oct 22, but the 19 is locked because the travel itinerary had been used for a one day reservation that I had already submitted for approval. Now I can't submit the report because the hotel stay for the 19 can't be accounted for. Is there a way to clear this single day?

[samasuraj]

Hi Job_Erb

Topic: Use travel itinerary twice?