Allocation of expense report

[BIHRSAS]

Hi all, 

We would like to use the internal order in Concur for the specific projects. 

This means that the employee can select the internal order of project or the cost center set up in its profile., depending on the expenses. 

But in our system, when the employee clicks on "Add" allocation at the moment of creation of expense report, the allocation is already set up by default (cost center saved in the user profile) and it isn't possible to change it. 

Can you help us to fix the issue please ? 

Thanks in advance. 

Bihr SAS 

[Andras]

Hi! If we are talking about changing the CC or IO in the expense, please follow these:

• To change cost center on un-submitted report: 

1. Go to Expense tab
2. Go into Expense report
3. Click on Report Details
4. From drop-down, click on Report Header
5. Change cost center details in field 
6. Click Save

• To change cost center on submitted report: 

1. Go into Expense report
2. Click on "Recall" orange button on top right
3. Click on Report Details
4. From drop-down, click on Report Header
5. Change cost center details in field 
6. Click Save
7. Click Submit Report 

• To change cost center on already processed report: 

Cost center details on processed report cannot be modified 

For allocations, I would recommend checking our User Guide - Concur Expense: Allocations Setup Guide (concurtraining.com) 

[KevinD]

@BIHRSAS I'm a little confused by your post. If a user creates an expense report, the option to Allocate will not be available until the user has added at least one expense entry. Could you provide a screenshot of what you are seeing, please? 

[BIHRSAS]

Hi @KevinD , Hi @Andras , 

Thank you for your answers.  

Sorry, my email wasn't clear. 

We have two cost objects in our system : 

- Cost center depending on the employee function 

- Internal order related to the specific project of the employee

We would like to give to the User the possibility to choose the allocation after the creation of expense note. 

Step 1: The User creates the expense note and saves it 

Step 2: The user can add Allocate but can't select anything as the allocation is set up by default (= the value in the User profile)

Is the correct process ? 

If yes, how we need to change the configuration so that the User can select the expected cost object ? 

Thanks in advance for your help. 

Bihr SAS 

[KevinD]

@BIHRSAS your configuration has these fields set to Read-only, so users won't be able to edit them.

If you have someone at your company with full site access, you can easily set these fields to Modify. Do you or someone else have access to the Forms and Fields screen? If not, you will need to submit a help ticket to Concur Support.

[BIHRSAS]

Hi @KevinD ,

Thanks a lot for your quick answer. 

Can you please help us by specifying the way to change this configuration in Concur please ? 

Thanks in advance for your help. 

Bihr SAS 

[KevinD]

@BIHRSAS first thing you need to determine is if anyone at your company can access the Forms and Fields screen. If you sign in to your profile, click Home. Under Administration, select Expense. From the Expense Admin screen, see if you have Forms and Fields listed. If so, click Forms and Fields. Once you are there, you need to select Expense Allocation from the Form Type field. Once selected, click the Form Fields tab. I believe you just have one Allocation form. Click the plus sign to expand the list of fields that are on the form. Select the field that needs to be changed, then click Modify form Fields. On the window that appears, look for the Access Rights. For the Employee Role, be sure that is set to Modify.

Let me know if this helps.

[BIHRSAS]

Hi @KevinD , 

Thank you so much for your detailed answer. 

If I'm not mistaken, I can't modify form fields. 

Can you please advise how I need to do ? 

Thanks so much for your availability and your help. 

Bihr SAS 

[KevinD · Accepted solution]

@BIHRSAS most likely you'll need to submit this change to Concur Support. Now, if you happen to have anyone else at your company that is a site admin, they can check to see if they can change the field. There probably isn't anyone that can, so I'd submit this to Concur Support.

[BIHRSAS]

Hi @KevinD , 

Thanks a lot for your help. 

Our request has been solved by Concur support. 

Kind regards, 

Bihr SAS 

[KevinD]

@BIHRSAS happy to help and glad you were able to get it resolved. 🙂