SAP Concur-SAP S/4 HANA

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What is SAP Concur?

SAP Concur is a cloud-based expense, travel, and invoice management solution that helps organizations streamline these processes by automating workflows, improving visibility, and ensuring compliance with corporate policies. Organizations widely use it to efficiently manage employee expenses, travel bookings, and vendor invoices.

Key Components of SAP Concur

1.Expense Management:

  • Automated Expense Reporting: Employees can easily create, submit, and approve expense reports through web or mobile applications. Concur integrates with credit card providers and allows users to upload receipts via photos, email, or the mobile app.
  • Policy Compliance: The platform ensures that expenses comply with corporate policies, automatically flagging discrepancies or unauthorized spending.
  • Real-Time Visibility: Managers and finance teams can track and manage expenses in real time, gaining insight into where money is spent.
  • Integration with ERP Systems: Expenses flow directly into ERP systems like SAP S/4HANA for accurate accounting and reporting.

2.Travel Management:

  • Online Booking Tool: SAP Concur provides a built-in booking platform that allows employees to book flights, hotels, and rental cars within corporate travel policies.
  • Integration with Travel Vendors: Concur partners with various airlines, hotels, and other travel service providers to ensure cost-effective and compliant bookings.
  • Mobile Capabilities: The Concur mobile app allows users to manage their travel itineraries and book travel on the go. Users can also access real-time alerts for flight delays or cancellations.

3.Invoice Management:

  • Automated Invoicing: Concur streamlines the process of capturing and processing vendor invoices. It supports paper and digital invoices and automatically matches them with purchase orders or contracts.
  • Approval Workflow: Invoices are routed through predefined workflows for approvals, reducing delays and errors.
  • Integration with Accounts Payable: Once approved, invoices are posted to the accounting system (e.g., SAP S/4HANA) for payment processing, providing transparency and control over spending.

Integration of SAP S/4HANA and SAP Concur

Integrating SAP S/4HANA with SAP Concur enables organizations to streamline their financial, travel, and expense management processes. This integration provides real-time data flow between systems, eliminating manual processes, reducing errors, and enhancing transparency.

Key Benefits of Integrating SAP S/4HANA and SAP Concur

  • Unified Financial Data: Data from employee expense reports, invoices, and travel bookings in SAP Concur automatically syncs with SAP S/4HANA, ensuring accurate financial reporting and eliminating data silos.
  • Automation of Financial Processes: Employee expenses or travel costs captured in SAP Concur are posted directly into SAP S/4HANA, enabling automated accounting, reducing manual entry, and improving efficiency.
  • Enhanced Compliance and Control: The integration ensures that travel and expense policies set in SAP Concur are adhered to and compliance is maintained. It also provides audit trails for better governance.
  • Real-time Visibility: Financial data from travel, expenses, and accounts payable are updated in SAP S/4HANA in real-time, allowing decision-makers to gain accurate insights into the organization’s cash flow, liabilities, and financial health.
  • Improved Vendor Management: Concur’s invoice management integrates with S/4HANA, enabling seamless vendor payments and tracking.

Integration Architecture

  • Middleware: SAP Cloud Platform Integration (CPI) or SAP Process Integration (PI) is often used as the middleware to handle data exchange between the two systems. It ensures smooth, secure, and real-time data synchronization.
  • Pre-configured Integration Content: SAP provides pre-built content to facilitate the integration of SAP S/4HANA and SAP Concur. These include predefined mapping, interfaces, and workflows, allowing organizations to get started faster with minimal customization.

Key Integration Touchpoints?

  • Expense Integration: Employee expense reports processed in SAP Concur are automatically posted as financial entries (e.g., General Ledger, Accounts Payable) in SAP S/4HANA.
  • Vendor Invoice Integration: Invoices processed in Concur’s invoice management tool are posted to SAP S/4HANA for payment processing, and the status of payments can be tracked in both systems.
  • Travel Request and Booking: Travel booking approvals and requests made in Concur can be synchronized with SAP S/4HANA, providing visibility into planned travel expenses and impacting financial planning.
  • Employee Master Data Sync: Employee data from SAP S/4HANA (such as payroll information, departments, etc.) can be synchronized with Concur to maintain accurate and up-to-date records for expense management.

Integration Steps

  • Enable SAP Concur in S/4HANA: First, enable the required APIs and configure SAP S/4HANA to communicate with SAP Concur.
  • Set up Middleware: Configure SAP CPI or SAP PI to facilitate secure data exchange. Pre-built integration content can help here.
  • Configure Concur: Set up SAP Concur to accept financial data from SAP S/4HANA, including cost center mappings, currency codes, and employee information.
  • Define Mappings and Interfaces: Map fields and ensure proper data formatting for seamless synchronization (e.g., expense types in Concur mapped to corresponding GL accounts in S/4HANA).
  • Testing and Go-Live: Run test scenarios to ensure data flows accurately between the systems before going live.

Use Cases of Integration

  • Expense Report Automation: An employee submits an expense report in SAP Concur. Once approved, an accounting entry in SAP S/4HANA for payment and reconciliation is automatically created.
  • Travel Booking & Expenses: A travel request approved in Concur triggers a booking in the travel system. The expense details are reflected in SAP S/4HANA for budget control.
  • Invoice Processing: Vendor invoices uploaded in Concur are validated, processed, and automatically posted to the SAP S/4HANA system for payment processing and tracking.

Conclusion

Integrating SAP S/4HANA with SAP Concur enables organizations to centralize financial data, automate processes, and gain better control over travel and expense management. The pre-configured solutions and SAP’s middleware tools simplify the integration process, ensuring that data flows seamlessly between the two systems. Contact us to learn more.