Expense: Currency Admin: Setup Guide

Expense: Currency
Admin
Setup Guide
Last Revised: April, 18, 2018
Applies to these SAP Concur solutions:
 Expense
 Professional/Premium edition
 Standard edition
 Travel
 Professional/Premium edition
 Invoice
 Authorization Request
Table of Contents
Section 1: Permissions ................................................................................................1
Section 2: Overview ....................................................................................................1

Reimbursement Currencies .......................................................................................... 1
Available Currencies .............................................................................................. 1
Exchange Rates ......................................................................................................... 2
What the User Sees – Manually Entered Expenses ..................................................... 4
Choosing the Currencies ............................................................................................. 5
Common Currency ................................................................................................ 6
Imported Exchange Rates ........................................................................................... 6
Recommendation .................................................................................................. 6
Client Responsibility .............................................................................................. 6
Section 3: Configuration Process – Overview ..............................................................7
Section 4: Configuration ..............................................................................................7

Access Currency Admin ............................................................................................... 7
Add and Remove Reimbursement Currencies ................................................................. 8
Add a Currency ..................................................................................................... 8
Remove a Currency ............................................................................................... 9
Activate the Exchange Rates Feature and Manage Other Settings ................................... 10
Using Imported Local Rates with the Cash Advance Feature ..................................... 10
Use the Settings ................................................................................................. 10
Expense: Currency Admin Setup Guide i

© 2004 - 2018 Concur Technologies Inc. All rights reserved.
Revision History
Date Notes / Comments / Changes
April 18, 2018 Added Available Currencies section.
April 4, 2018 Changed the check boxes on the front cover; no other changes; cover date
not updated
February 16, 2018 Updated guide name in reference to the Shared: Exchange Rates Import
Specification guide.
January 4, 2018 Updated the copyright; no other changes; cover date not updated
July 26, 2017 Added details (bullets and note) to the description of the Use Currently
Loaded Exchange Rates field.
December 14, 2016 Changed copyright and cover; no other content changes.
May 13, 2016 Updated instances of he/she to they.
January 24, 2016 Added information that the local imported rate used by a report is matched
in an itemized expense entry only if the current date (report) and the
transaction date (entry) are the same.
Changed references to the import/extract guides
February 19, 2015 Removed information about the current user interface; changed the
copyright; no other content changes
December 12, 2014 Added clarification about dates for conversion rates for card transactions
September 24, 2014 Added information about two user interfaces; no other content changes.
April 15, 2014 Changed copyright and cover; no other content changes
February 7, 2014 Add note about the application of the Exchange Rate Markup feature to
state that it applies only to user-entered expenses.
May 17, 2013 Addition of the Allow Inversion of Currency Rate Pairs setting to the Setting
tab
April 3, 3012 Removed all references to the legacy Authorization Request feature in
Concur Expense
Changed any references to Concur's Travel Request service to Request,
Concur Request, or Authorization Request, depending on the situation
No other content changes
December 28, 2012 Made rebranding and/or copyright changes; no content changes
July 13, 2012 Currency Administrator can now specify a rate markup, in percent, for their
external (only) exchange rate calculations.
May 2012 Clarified external exchange rate service is Oanda
February 2012 Changed copyright; no content change
August 12, 2011 Clarify the use of the Use Currently Loaded Exchange Rates check box
Change the remaining screen shots to the current user interface
May 20, 2011 This feature is also used by the Travel Request feature
December 31, 2010 Updated the copyright and made rebranding changes; no content changes
ii Expense: Currency Admin Setup Guide

Date Notes / Comments / Changes
August 20, 2010 Updated information to the current user interface
April 29, 2010 For the Oanda rate information, changed Oanda interbank median bid
rate to Average Ask Rate
December 2009 Changed to stand-alone setup guide; no content change
August 15, 2008 (SU 34) Added note about the Oanda rate feed
Jul. 2008 (SU 33) Client may now choose exchange rate source, either internal, external, or
both
Jun. 2008 (SU 32) Added information about the two available user interfaces:
 Classic user interface
 Current user interface
Mar. 2008 (SU29) Changed all references of travel request to authorization request
Expense: Currency Admin Setup Guide iii

Section 1: Permissions
Currency Admin
Section 1: Permissions
A company administrator may or may not have the correct permissions to use this
feature. The administrator may have limited permissions, for example, they can
affect only certain groups and/or use only certain options (view but not create or
edit).
If a company administrator needs to use this feature and does not have the proper
permissions, they should contact the company's Concur administrator.
Also, the administrator should be aware that some of the tasks described in this
guide can be completed only by Concur. In this case, the client must initiate a
service request with Concur Client Support.
Section 2: Overview
There are two components to working with currencies:
• Reimbursement currencies
• Exchange rates
Reimbursement Currencies
A client can define a list of currencies that the client can use for reimbursing its
employees. For example, a client can reimburse its employees living in the United
States with US dollars (USD) while reimbursing its employees that live in Germany
with euros (EUR) and its Canadian employees with Canadian dollars (CAD).
Using multiple reimbursement currencies is not required; each client decides whether
to use one reimbursement currency or multiple reimbursement currencies.
Available Currencies
Expense provides several currencies as part of the default configuration. The

administrator can add or remove currencies, but there must be at least one
reimbursement currency defined.
SAP Concur subscribes to updates to the ISO-4217 Currencies standard that is

published by the International Standards Organization, and is therefore notified when
any changes are approved. The available currencies in the Concur solution are
maintained based on these notifications.
! IMPORTANT! Changes to the employee’s assigned reimbursement currency

in Concur need to be carefully coordinated as part of the change
management for your Finance team’s IT project.
Expense: Currency Admin Setup Guide 1

Section 2: Overview
Exchange Rates
Having multiple reimbursement currencies will create a special situation for amount-
related features, such as workflow rules, audit rules, receipt limits, authorized
approver limits, company card imports, and travel allowances.
For example, in the case of audit rules, assume an administrator wants to monitor all
expense reports that exceed 10,000 USD but the client reimburses its employees in
US dollars, euros, and Canadian dollars. The administrator can either:
• Exchange Rates feature OFF: Create three separate rules (one for US
dollars, one for euros, and one for Canadian dollars) or one three-part rule
(one part for US dollars, one part for euros, and one part for Canadian
dollars)
- or –
• Exchange Rates feature ON: Use the Exchange Rates feature so the
system monitors expense reports that exceed the equivalent of 10,000 USD.
To do this, the client selects one of its reimbursement currencies as the

common currency (in this case, US dollars). Then, using imported exchange
rates, the system converts the other reimbursement currencies (in this case,
euros and Canadian dollars) to the common currency and then checks the
converted amounts against the rules.
NOTE: The employee's actual reimbursement is unaffected by the conversion;

the employee is still reimbursed in the employee's reimbursement
currency.
This same logic applies to workflow rules, receipt limits, and authorized approver
limits – the client can either create rules/limits for each affected currency or use the
Exchange Rates feature.
Note the following about other amount-related features:

• Exchange rates are not used with:
 Expense Processor queries
 Invoice Processor queries
 Extracts
 Email reminders
• Cash advances on company cards: Cash advances incurred in a currency
other than the employee's reimbursement currency will not import unless:
 The Exchange Rates feature is activated.
 The cash advance transaction currency is included in the Exchange Rates
import, converted to the employee's reimbursement currency.
If a cash advance is completed on an unassigned card (and, hence, the

reimbursement currency is not yet identified), the cash advance will import.
When the card is assigned to an employee, the system will then look for the
2 Expense: Currency Admin Setup Guide

Section 2: Overview
appropriate currency to convert the cash advance (transaction currency) to

the reimbursement currency.
 If the Exchange Rates feature is activated and the system locates the
appropriate currency in the Exchange Rates import, then the card
assignment will occur and the cash advance will be applied to the card.
 If the Exchange Rates feature is not activated or if the appropriate
currency has not been imported, then the card will not be assigned. Once
the Exchange Rates feature is activated and the correct currency is
imported, the assignment process can occur.
• Company card transactions: Company card transactions billed in a
currency other than the employee's reimbursement currency will import.
However, the system will attempt to locate the appropriate exchange rate
(from the billing currency to the reimbursement currency) for conversion
purposes at the time the employee attempts to assign the transaction to an
expense report.
 If the Exchange Rates feature is activated and the billing currency is
included in the Exchange Rates import, converted to the employee's
reimbursement currency, then the transaction can be assigned to an
expense report.
 If the Exchange Rates feature is not activated or if the appropriate
currency has not been imported, then the transaction cannot be assigned
to the report. Once the Exchange Rates feature is activated and the
correct currency exchange rate is imported, the assignment process can
occur.
NOTE: On the date that the user assigns the transaction to a report, Concur
attempts to locate the applicable conversion rate. Be aware that the
applicable conversion rate is the rate in effect on the date the
transaction posted to the user's card account – not the transaction
date; not the date the transaction was assigned to the report.
• Travel allowance: If the currency defined in the travel allowance rates are
different from the employee's reimbursement currency, travel allowances may
not be calculated by the system unless:
 The Exchange Rates feature is activated.
- and -
 Either:
• The currency in which the travel allowance is defined is one of the
imported rates and it is converted to the user's reimbursement
currency.
- or -
• The Oanda rate service is enabled.
NOTE: The Oanda exchange rate feed is a daily (business/weekdays only)

feed that can populate the exchange rate on cash expenses for the
end user. The rate loaded is the daily Average Ask Rate.

Section 2: Overview
For audit rules, workflow rules, receipt limits, and authorized approver limits, the
rule/limit will evaluate only in the currency in which it was created unless:
• The Exchange Rates feature is activated.
• All reimbursement currencies are included in the Exchange Rates import,
converted to the currency identified in the rule/limit.
What the User Sees – Manually Entered Expenses
On the expense report, the Rate and Amount in USD (or the appropriate three-
character currency code of the user's reimbursement currency) fields appear when a
user selects a currency different from the user's reimbursement currency.
Use the Exchange Rates feature to automatically populate the Rate field with the
currently loaded corporate exchange rate, saving the user time and reducing errors.
HOW THE RATE FIELD IS POPULATED
The currency value that appears in the Rate field when a manually entered expense
is created is subject to the following set of rules:
• If copy down is configured for the field, the value originates from the prior
(connected) entry. Where no prior entry is found (first-time use), no value is
displayed.
• If the Exchange Rates feature is active and rates successfully imported, the
default value from the corporate rate table is used.
• Summary: No rate is provided if:
 If copy down has no prior entry value
– or –
 If the Exchange Rates feature is inactive
– or –
 If the Exchange Rates feature is active but there is no rate loaded

Section 2: Overview
These rules also affect the operator (multiply or divide) that appears in the Rate
field (note that, where copy down is used, the operator is carried forward from the
prior entry).
• Multiply symbol: This appears when the default exchange rate is provided
from the corporate rates.
• Divide symbol: This appears when the exchange rate is not provided as the
default value for a new entry. Specifically, where no copy down is configured
and the Exchange Rate feature is inactive or active but no value (rate) exists
(unsuccessful import or no value provided).
To switch (if necessary), click the operator. It changes and automatically recalculates
the amount.
! IMPORTANT: The copy down action takes precedence over the default value
from the corporate rates table. If the value that displays should always reflect the
corporate rate default, do not use the copy down feature for the field.
Choosing the Currencies
The client considers the following when deciding to use multiple reimbursement
currencies and the Exchange Rates feature:
• Number of reimbursement currencies the client uses: If a client uses
many (for example, ten) reimbursement currencies, it might be easier to
maintain the imported exchange rate list than to create similar rules and
limits in ten different currencies. Conversely, if a client uses two

Section 2: Overview
reimbursement currencies, it might be easier to maintain two rules (or two-

part rules) than to maintain the import.
• Structure and function of the client's groups: If this client performs
amount-related monitoring at the group level and the group uses only one
reimbursement currency, then that client may not need to use the Exchange
Rates feature. If, on the other hand, the client does this type of monitoring at
the global level and there are several currencies used among the groups, the
administrator may elect to use the Exchange Rates feature for all global rules.
• Employee travel: If a client's employees travel and incur expenses in
currencies other than the employee's reimbursement currency, then using the
Exchange Rates feature may ensure that other features (rules, limits,
company card import, travel allowance, and so on) evaluate properly.
Common Currency
If multiple reimbursement currencies are used, the client decides which of the
world's currencies will be the company's reimbursement currencies and which of the
reimbursement currencies is the common currency.
There is no system setting that indicates which of the reimbursement currencies is

considered the "common" currency; it is simply the currency most likely to be used
by the administrator creating the rules or limits. For example, if the client is
headquartered in Germany and it completes its amount-related monitoring at the
global level in Germany, then it is likely that the client creates rules using euros.
Therefore, euros becomes the common currency and the other reimbursement
currencies are converted to euros for the purpose of processing rules and monitoring
receipt limits.
Imported Exchange Rates
The exchange rates used with the Exchange Rates feature are maintained via import.
The import is configured by Concur.
NOTE: When using this feature note that the Exchange Rate Markup feature is
ignored - the imported rates are used.
Recommendation
To ensure that other features evaluate properly, it is recommended that the client
include all reimbursement currencies compared both to and from all other
reimbursement currencies.
Client Responsibility
A client does not have to use multiple reimbursement currencies.
If a client chooses to use multiple reimbursement currencies, the client does not
have to use the Exchange Rates feature.

Section 3: Configuration Process – Overview
If the client elects to use the Exchange Rates feature, then it is the client's
responsibility to ensure that the proper rates are imported and maintained.
NOTE: The client works with Concur to ensure the rate feed file is prepared and the
import is scheduled or run.
Section 3: Configuration Process – Overview

To add or change reimbursement currencies and activate the Exchange Rates
feature:
• If the client decides to use multiple reimbursement currencies but not the
Exchange Rates feature and the desired currencies are those that already
appear in the default currency list, the client makes no changes.
• If the client decides to use reimbursement currencies other than the default
currencies or to remove one or more of the default currencies, the client uses
the Reimbursement Currencies tab to add additional currencies and/or
remove unwanted currencies, as needed.
• If the client decides to use multiple reimbursement currencies and the
Exchange Rates feature:
 Reimbursement currencies: The client uses the Reimbursement
Currencies tab to add additional currencies and/or remove unwanted
currencies, as needed.
 Exchange Rates:
• The administrator activates the Exchange Rates feature using the
Settings tab.
• Concur configures the import.
Section 4: Configuration
Access Currency Admin
 To access the reimbursement currencies list:
1. Click Administration > Expense (on the sub-menu).
NOTE: Depending on your permissions, the page may appear immediately

after you click Administration.

2. Click Currency Admin (left menu). The Currency Admin page appears.
The page contains two tabs: Reimbursement Currencies and Settings.
Add and Remove Reimbursement Currencies
Add a Currency
Each client must have at least one reimbursement currency.
 To add a reimbursement currency to the list:
1. On the Currency Admin page, click the Reimbursement Currencies tab (if
it is not already selected.)

2. Click Add Currency. The Currency List appears.
3. Select the check box associated with each currency you want to add.
4. Click Add. The Reimbursement Currencies tab appears, showing the newly
selected currency (or currencies).
Remove a Currency
 To remove a currency from the list:
1. On the Reimbursement Currencies tab, select the check box associated

with each currency you want to remove.
2. Click Remove Currency.

Activate the Exchange Rates Feature and Manage Other Settings
Use the Settings tab to:

• Activate the Exchange Rates feature, allowing the Rate field to prepopulate
for users
! WARNING: Before you can use the Exchange Rates feature, the import
must be set up, the rates must be imported, and the feature must be
activated.
 For more information about setting up and importing exchange rates,

refer to the Shared: Exchange Rates Import Specification guide.
• Choose the exchange rate source
• Define if rates can be inverted
• Define rate markup
Using Imported Local Rates with the Cash Advance Feature
The system will not apply a local rate to a cash advance unless the specific rate was
imported (and applicable to) the same date on which the cash advance was created.
Use the Settings
 To use the settings:
1. On the Currency Admin page, click the Settings tab.
2. Make the appropriate choices.

Field Description
Use Currently Select (enable) this check box to activate the feature and
Loaded Exchange provide the following:
Rates • A default exchange rate when the user is entering
expenses in foreign currencies. Most users would
otherwise look up the exchange rate on the web, as they
do not keep track of this while traveling.
• Handling for Audit rules where an amount defined in the
rule has a currency that is different from the expense. It
is common in companies with more than one
reimbursement currency to have a rule that applies to
multiple groups and has an amount limit.
• Handling for travel allowance rates when the rate of the
allowance is published in a different currency than the
user’s reimbursement currency.
• Handling for all other areas of condition editor usage
where an amount in the condition might be in a different
currency than the data being evaluated.
Note: If this option is not selected, the exchange rate will
not pre-populate for manually created expense report
entries.
Exchange Rate Select to define the exchange rate source:

Source • Search Local Then External Source: The system will
first check the exchange rate table. If a rate is not
found, the system will then derive the exchange rate
from an external service (Oanda).
• Use Local Exchange Rates Only: The system will pull
the exchange rates only from the exchange rate table
(populated by the Exchange Rate Import).
• Use External Exchange Rates Only: The system will
pull the exchange rates only from an external service
(Oanda).
Exchange Rate If you elect to activate exchange rates and use an external
Markup (percentage) source, you can specify an additional percentage markup
over the exchange rate figure provided by Concur (via
Oanda). By including a variable, such as 2%, the final
calculation when comparing currencies or drawing on the
default exchange rate is Oanda + 2%.
This is useful as credit cards, currency exchange kiosks, and
hotels or other merchants will mark up their offered
exchange rate.
NOTE: These markups only apply to user-entered expenses;
they are not applied to fixed travel allowances when the
allowance is stated in a different currency than the user’s
reimbursement currency.

Field Description
Allow inversion of Select (enable) this check box to allow or prevent the
currency rate pairs inversion of currency rate pairs.
For example, when local currency rate pairs are loaded for
conversion from ABC > DEF, the system should allow or
prevent inversion of the currency rate pair from DEF > ABC.
This setting supports clients who must use exact currency
pairs without inversion for their exchange rates.
The setting is selected by default, allowing the inversion,
then clearing the check box results in the currency pair not
being inverted to derive the other direction and, if Oanda is
in use, uses the rate retrieved from this service instead.
3. Click Save.


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Expense: Currency

Last Revised: April, 18, 2018

Applies to these SAP Concur solutions:

Section 2: Overview ....................................................................................................1

Section 3: Configuration Process – Overview ..............................................................7

Section 4: Configuration ..............................................................................................7

Expense: Currency Admin Setup Guide i

April 18, 2018 Added Available Currencies section.

May 13, 2016 Updated instances of he/she to they.

May 2012 Clarified external exchange rate service is Oanda

February 2012 Changed copyright; no content change

ii Expense: Currency Admin Setup Guide

August 20, 2010 Updated information to the current user interface

December 2009 Changed to stand-alone setup guide; no content change

Expense: Currency Admin Setup Guide iii

Expense provides several currencies as part of the default configuration. The

SAP Concur subscribes to updates to the ISO-4217 Currencies standard that is

! IMPORTANT! Changes to the employee’s assigned reimbursement currency

Expense: Currency Admin Setup Guide 1

To do this, the client selects one of its reimbursement currencies as the

NOTE: The employee's actual reimbursement is unaffected by the conversion;

Note the following about other amount-related features:

If a cash advance is completed on an unassigned card (and, hence, the

2 Expense: Currency Admin Setup Guide

appropriate currency to convert the cash advance (transaction currency) to

NOTE: The Oanda exchange rate feed is a daily (business/weekdays only)

Expense: Currency Admin Setup Guide 3

What the User Sees – Manually Entered Expenses

HOW THE RATE FIELD IS POPULATED

4 Expense: Currency Admin Setup Guide

Choosing the Currencies

Expense: Currency Admin Setup Guide 5

reimbursement currencies, it might be easier to maintain two rules (or two-

There is no system setting that indicates which of the reimbursement currencies is

Imported Exchange Rates

A client does not have to use multiple reimbursement currencies.

6 Expense: Currency Admin Setup Guide

Section 3: Configuration Process – Overview

Access Currency Admin

 To access the reimbursement currencies list:

1. Click Administration > Expense (on the sub-menu).

NOTE: Depending on your permissions, the page may appear immediately

Expense: Currency Admin Setup Guide 7

The page contains two tabs: Reimbursement Currencies and Settings.

Add and Remove Reimbursement Currencies

Each client must have at least one reimbursement currency.

 To add a reimbursement currency to the list:

8 Expense: Currency Admin Setup Guide

2. Click Add Currency. The Currency List appears.

 To remove a currency from the list:

1. On the Reimbursement Currencies tab, select the check box associated

2. Click Remove Currency.

Expense: Currency Admin Setup Guide 9

Activate the Exchange Rates Feature and Manage Other Settings

Use the Settings tab to:

 For more information about setting up and importing exchange rates,

Using Imported Local Rates with the Cash Advance Feature

Use the Settings

 To use the settings: