Joint trip

Even organizations that use cloud-based software solutions from Concur for their expense management ultimately face the challenge of transferring data without error.

Previously, data transfer in this scenario was done using middleware designed by Concur and SAP to act as a sort of interpreter, but this function is no longer necessary thanks to a native integration now available between the two systems.

Now, Concur expense report information can be seamlessly and directly inserted into SAP ERP and, conversely, SAP ERP data can be transferred into the Concur system.

Concur and SAP

In this new scenario, the two systems are integrated via a connector that links the two systems via web services.

Thus, not only is the file-based procedure for transfer to the FI system replaced, but a completely new process for data transfer is generated. The use of middleware thus becomes optional.

Synchronization between SAP and Concur is managed automatically by the SAP ERP system. Customers are free to determine the frequency with which expense reports and receipts are transferred from Concur to the SAP system.

Communication can be much more regular than before, up to near-real-time integration.

Data transmission

As part of the native integration, data in the SAP ERP and Concur systems is synchronized on a regular basis.

In addition, the integration helps to proactively identify and eliminate potential sources of error in the accounting process, such as incorrect cost center assignments.

Furthermore, simulation runs detect errors in data transfer. For example, if incorrect account assignment objects are used in SAP ERP, this is detected in the simulation run and the error is displayed in Concur.

On this basis, responsible employees can then correct it. Only when all errors have been corrected and the cost centers match again is the accounting process complete and the user receives notification of the successfully completed data transfer.

In such a case, the adjustments made can also be viewed and thus traced by users in the finance department. Especially for FI documents and information on employees, products and accounts, the processes are now much more efficient.

In addition, the quality of the settlements increases. Errors and the resulting additional expense are avoided. The fact that employees are reimbursed for their travel expenses more quickly is another positive side effect.

The use of the native solution also makes sense for customers in the service area: Unlike solutions developed by customers themselves, possible errors concerning the integration can be reported and corrected via the SAP standard support process. In addition to these corrections, SAP regularly delivers functionality enhancements as part of support packages.

Security through control of data

As part of Concur's native integration with SAP, data transfer is secure, with communication using HTTPS encryption.

Additional security is ensured by the fact that communication always originates from the SAP system. Uncontrolled access to the customer system from outside is thus ruled out.

In addition, in the event of a communication breakdown, it is ensured that no documents are lost.

To ensure this, the data transfer process is checked regularly and automatically, and confirmations (known as feedback loops) are obtained that the data has arrived safely in the SAP back end.

Installation Wizard

To make the integration of Concur and SAP straightforward, SAP provides an installation wizard that guides users through the entire implementation process with targeted questions.

He also clarifies which requirements companies must meet in order to successfully implement the solution. If requirements are not met, he explains how to solve the problem.

Generally speaking: In order for SAP ERP and Concur to communicate directly, SAP ERP data elements must first be connected to Concur data elements.

To this end, core employee and account data is replicated from Concur and SAP, and cost centers and organizational structures from the systems are transferred to the integration solution.

BAdIs provided by SAP enable customers to adapt and modify functions and codes independently in the ERP system. This gives companies the opportunity, for example, to adapt processes to their own needs. This brings more flexibility to the application.

The SAP package and functionality are free of charge. The only charge is for the one-time setup.

Customers can also leverage joint SAP and Concur partners who have extensive knowledge of the native interface and can handle on-site implementation.

The duration of the implementation depends on the complexity of the system and can vary - from one hour to several days.

Integration saves time and resources

In summary, the direct exchange between Concur and SAP ERP streamlines data transfer processes and provides greater transparency and a more agile interaction between the two systems.

Lower error rates enable faster processing and handling of travel expense reports. This saves time and resources and not only makes the work of finance managers easier, but also leads to greater satisfaction among employees.