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Evie
Occasional Member - Level 1

One user works in different legal entity

Hi, the company is a global entity, there are several employees work in legal entity A and B, some might also work in other entities. 

These multiple function employee need to apply and approve expense report. They will have different direct manager in diff entity. And each entity could have different HR org hierarchy. 


When they apply A entity expense, the report follow A entity reporting line, when apply B entity expense, it follows B entity reporting line. The work flow will be grandfather or AA. 

 

The only solution I can think of is to let these employees have multiple user ID in Concur. Just like to know if there is any better solution? Thanks. 

8 REPLIES 8
Munari_alEXPert
Frequent Member - Level 1

dear @Evie 

I am not sure in which country those employees are, but as far as I am aware for the entities and countries I implemented Concur employees could be only located to one, and only one entity. They might have changed entities during time, so the move completely organization like a new employee.

 

On the other hand, we have employees who worked on projects, under different managers and departments. In concur is possible to allocate expenses to specific projects and cost centers, but as my last experience, it was not possible to cross charged within the system (so charging one entity to another). This I guess it would be needed to be done manually in AP.

 

Are those employees working for different entities within the same Country? e.g. USA?

In that case, it would seem a solution to create the same employee under different entities however I find it complicated as they would have the need to have a different Employee ID, Bank details, Credit Cards, email address for each of the new entity as it is no possible to be in multiple one. 

If those employees are working in different entities which are also within different country, I would find it strange, as employees are based in one country for payroll and tax reasons.

 

I would be happy to hear further information and solutions about this. thank you.

Kind Regards

Alessandro Munari - Travel Expense Project Manager
https://www.linkedin.com/in/alessandro-munari/
Evie
Occasional Member - Level 1

@Munari_alEXPert  Thanks for the feedback. I am in APAC region, here we do have some big customers. Usually the parent company and the subsidiaries share same Concur site. So some manager level users work cross countries or companies.

 

When these users work in different companies,the level and the direct managers are different.  If they only have 1 ID, the grandfather workflow will not work, and for AA, system might not find the correct approver (due to different direct manager and have multi same level AAs in one department). Plus, when these users apply expense, they need to change own Company, cost center and HR department. So for now, we will suggest to use 2ID with delegate function.

KevinD
Community Manager
Community Manager

@Evie your other option is to consider using Authorized or Cost Object Approvers. That way you can designate who the approvers are for those entities so when an employee submits an A entity expense it will go to the designated approver for that entity and the same for when that same employee enters an Entity B expense.  


Thank you,
Kevin Dorsey
SAP Concur Community Manager
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KimBorch321
Occasional Member - Level 1

Hi @KevinD,

I'm interested in your response, but not exactly sure how/if this works for me.  

I have two different legal entities; one in Canada, one in US. Both are separate entities, have their own Concur system, etc.  They do share a President, and have employees who report and get expense approval by the one president. Currently we have the President set up with two different login credentials for each entity. The President does not want to sign in to two places to approve expenses.  Is there a way to keep two separate entities, and have one "place" for the President to go to approve expenses over multiple entities?

 

Thanks!

Kim B

Concur Accounting Specialist

 

@KimBorch321 Unfortunately you cannot have one login to access two different entities. As far as the Concur system "knows" these two sites are two different companies. You cannot have one entity communicate with another entity. So, your choices are pretty much these three options: 1. Keep things as is and the President has two logins and signs into each entity to do approvals; 2. Consider merging all users into one site. I'm not sure why you need two Concur entities. We have lots of customers who have employees in several different countries, but they just have one Concur site. It is very common and makes things a bit easier (especially your situation); 3. See if there is someone else who can handle the approvals on behalf of the President in one of the entities. Maybe an executive of some sort who only logs into one of the entities. 

 

I know this isn't the answer you are hoping for, but unfortunately Concur entities are independent and work as such. 


Thank you,
Kevin Dorsey
SAP Concur Community Manager
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KimBorch321
Occasional Member - Level 1

Thank you so much @KevinD

 

So even if the two companies are independent from each other in terms of currency, management, employees, etc., you are saying they can share a Concur site?  I would love to hear how that works.  I would be administrator for my entity, and someone else would be administrator?  Would our info co-mingle or would there be independence from each other?  Very interesting...

 

Thanks, 

Kim

@KimBorch321 I sent you a private message. 


Thank you,
Kevin Dorsey
SAP Concur Community Manager
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Irane_Ryan
New Member - Level 2

Hi, Kimi!
For example like it was already solved in time tracking software:

All employees could have several ID`s so every user could be counted definitely