To proceed my expense with alerts

[Takumi]

Hi, 
Hope you are doing well.

I have an expense and reservation which is future date as Jan for CES but charged to me now.
I need to proceed every expense within one month from date of charge but can not proceed due to alerts as future dates.

Please let me know how I should do.

Thanks!

[KevinD]

@Takumi when did the actual purchase take place? Also, did you make the reservation purchase on a company assigned credit card?

I looked at your profile and I do not see any expense reports or any items in your available expenses. I am afraid I won't be able to help without being able to see the report you are speaking about.

[Takumi]

Hi Kevin,
Thank you for your reply.

I paid this expense my private credit card because membership rate is cheaper than cooperate rate.
The actual purchase happen Nov/11th.

I have a draft of the report like below.

[PoojaKumatkar]

Hi @Takumi ,

Can you provide a screenshot of all errors and expense entries. I want to check what kind of errors you are getting.

Regarding future date error, ensure all expense transaction dates are past dated and try to re-submit your expense report. 

[Takumi]

Hi Pooja,
Thank you for your reply.

Please see below error and my original message.
I booked a hotel room for CES2025 company use from Jan/7th 2025, booked at Nov/11th, I need to proceed this expense charge within 1month from charged date.

I have an expense and reservation which is future date as Jan for CES but charged to me now.
I need to proceed every expense within one month from date of charge but can not proceed due to alerts as future dates.

[PoojaKumatkar · Accepted solution]

Hi @Takumi,

In Concur, usually request module is used to create a travel requests/bookings for future dates and expense module is used to claim past dated expenses.

As per Concur's standard design, future dated expenses are not allowed to claim in expense module. This is one of the standard rule of expense module. 

However, in your case, as you mentioned you need to proceed card transaction within one month from the date of charge, at the time of submitting expense these two things are overlapping. 

For this I would suggest reaching out to Company Concur Administrator and ask them what to do for this scenario? For them below two options are available:

1. Exclude from future date restriction audit rule - for a while until you submit your expense report and revoke changes.

2. Remove audit rule OR Increase X number of days (instead of 30, may be 60 or 90 days) for card transaction to submit in claim after date of charge. 

This is a valid scenario; they cannot keep future dated restriction and ask to submit expense within one month of date of charge (especially when it is created for future date) both at the same time.

Usually, such transactions are submitted post travel.

If this answers your query, then please mark solution as accepted.

[KevinD]

@Takumi Your Hotel date says 11/11/2024 but your itemizations for the hotel are for January. If your stay isn’t until January, how did you get charged already? 

If your stay was in November, then you will need to go into the Itemizations and change the dates from January 2025 to November 2024. 

[Takumi]

Hi,

My stay date is Jan/7th and my booking date is Nov/11th, and this is non refundable and pre paid is required so the expense has been already charged to my card.

Please let me know if you have any questions.