Hello,
We are currently looking for the best way to handle train ticket cancellation costs in Concur Request, for invoicing purposes.
Our current process is the following:
- A travel request is approved.
- The train ticket is booked by our internal travel team.
- The employee may later need to cancel the trip and therefore the travel request.
- Depending on the fare conditions and the date of cancellation, cancellation costs may apply. In some cases, the ticket may no longer be refundable.
- The exact amount is therefore not known in advance and cannot be included as a fixed fee in the original request.
Our issue is that we need a way for the travel agency / call center to record the actual cancellation cost, while still keeping this cost linked to the original travel request.
The solution we are currently considering and investigating is the following:
Cancellation requested → Goes to Travel team who determines and enters the actual cancellation cost then validates → Request is finally cancelled
Has anyone implemented a similar process using Concur Request only (without Concur Travel)?
In particular, we would like to understand:
- Is it possible to have a workflow or approval step triggered when cancelling an already approved request?
- Can the request still be updated during this process, for example to add the actual cancellation cost?
- Is there another Concur Request functionality or recommended approach for handling variable costs that only become known when an approved request is cancelled?
Any feedback or examples of similar implementations would be very helpful.
Thank you!
Thank you in advance for any guidance or examples.
