Skipping Hotel and/or Car in booking process removes it from approved request

[CWilsonCNL]

I have encountered an issue and I'm not sure if it's user error on my part or some configuration in Concur that can be changed.

After I have completed a Travel Request and it has been approved, I start the booking process of the flights, etc. However, in some cases I must book the hotel or car service outside of Concur.

In that situation, after I have booked the flights for the trip, if I choose "Skip Hotel" or "Skip Car Rental" the line items for hotel and car will be removed from the approved travel request, and the total approved amount will be lower.  The audit report of the travel request will show it being approved for the original amount, and will not reflect the changes the system made in removing those line items and changing the total. In fact the audit report states: "Travel itinerary updated - since this request is already approved, the request has not been updated even though the itinerary has more current information. No action required." But it has updated the request. 

There are a few references to this in the community but nothing that was resolved in a way I found helpful. 

Thank-you!

[KevinD · Accepted solution]

@CWilsonCNL I had to look around a bit for this. The removal of Hotel and Car from the Request is by system design to ensure accuracy and current data. 

The workaround is to recall the Request, then re-add the Car and Hotel to it, then resubmit. 

[CWilsonCNL]

Hi Kevin, 
Thank you for getting back to me.

I guess there is no way to turn this off; however, I feel like the change should at least be reflected in the audit trail for the request.

My workaround will likely be different, as one of the approvers is a VP at our company and it isn't really a great use of their time to have to approve the same request twice. Going forward I will likely be saving the request as a PDF as soon as it is approved, and then attaching that PDF to a claim made separate from the request, just in case anyone else is looking for another workaround. But again, I guess it depends on what your organizations finance department says.