Connector for SAP Concur Professional

Documentation Index

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PEX and SAP Concur have joined forces to make managing and reconciling expenses easier than ever. Connect PEX’s corporate card transactions to SAP Concur for simplified spend management. To configure this integration, you don’t even need to wait for your account manager. You can get started right away with just your SAP Concur and PEX credentials. This support article details steps for Concur Expense Professional Edition.

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Set up in SAP Concur

Set up a Payment Type*: *If you do not see Payment Type available, you will need to file a support ticket with Concur. See more details below in the FAQ on getting access to the Payment Type Field. 1. Log into Concur Expense. 2. Navigate to “Expense Admin”. 3. Click on “Payment Types”. 4. Choose “New”. 5. Enter Payment Type details below including:

• Payment Type e.g., PEX CBCP
• Description e.g., PEX Card Transactions
• Clearing Account Code
• Payment Type Code: Company Billed/Company Paid

6. Click “Save”.

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Card Integration Admin set up

1. From the home screen of your Concur account, select “Home” then “Tools”. 2. Select “Card Integration Admin” 3. Select “Create integration” 4. Enter the following information:

• Integration Name: PEX
• Partner Application: PEX
• Default Payment Type: Refer to the payment type created in step 5 of the above section, e.g., PEX CBCP

5. Select Advanced Options if you wish to import ISA fees within your Expense Reports. 6. Click “Activate”.

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Connect PEX and SAP

There are two ways to connect your PEX and your SAP Concur accounts:

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Connect from the PEX Marketplace

To connect your PEX and your SAP Concur accounts from the PEX Marketplace follow these steps:

• Log in to http://dashboard.pexcard.com/
• Navigate to Apps > Available
• Scroll to locate PEX Connector for SAP Concur.
• Click More info > Install > Launch.
  • PEX will redirect you to a “Manage” page.

Note: To install the connector, you need to enable the following permissions: Edit business settings & apps, Manage cardholder, View card transactions. You can enable them in My Profile -> Permissions.

• Click “Connect”
  • PEX will redirect you to the Connector wizard.

• Click “Connect”
  • PEX will redirect you to the SAP Concur App login page.

• Enter your SAP Concur username, verified email address, or SSO code.
• Click “Next”.
• Enter your SAP Concur password.
• Click “Next”.
  • You will be redirected to the “PEX App” page on the SAP Concur App Center.
• Click “Connect”.

• Review the licensing terms and conditions to authorize sharing data between PEX and SAP Concur.

• If you agree then check the “Shared Information” checkbox and click “I Agree”.

PEX will open a new window redirecting you to the “Sync Options” step of the Connector wizard. Now you are ready to configure your connector. Click “Configure your Connector” to proceed.

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Connect from SAP Concur App Center

To connect your PEX and your SAP Concur accounts from the SAP Concur App Center follow these steps:

• Log in to your SAP Concur account.
• Click “Home”.
• Click “App Center”.

• Locate the PEX App.

• Click on the PEX App tile.
• Click “Connect”.
• Review the licensing terms and conditions.

• If you agree then check the “Shared Information” checkbox and click “I Agree”.

• Clicking “I Agree” will open a new window.

• If you don’t have a PEX account yet then click “Sign up with PEX”.
  • This will redirect you to https://start.pexcard.com/get-started so you can create a PEX account first.
• If you already have a PEX account then click “Connect your PEX account”. This will redirect you to your PEX account.
  • Log in to http://dashboard.pexcard.com/
  • Navigate to Apps > Available
  • Scroll to locate PEX Connector for SAP Concur.
  • Click More info > Install > Launch.
    • PEX will redirect you to a “Manage” page.
• Click “Connect”.
  • PEX will redirect you to the Connector wizard.

Now you are ready to configure your connector.

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Configure your Connector

Choose which items you would like to sync to your SAP Concur account.

• Import PEX cardholder purchases into your Concur Expense account. Enable this to successfully retrieve your PEX purchases. You can choose if you wish to sync all PEX cardholder purchases (regardless of approval status) or just approved ones. We recommend choosing All if you approve your transactions within SAP Concur and Approved if you approve transactions within PEX. For details on transaction review, please see How to Review Transactions.
• Import PEX cardholder fees (i.e. ISA fees) into your Concur Expense account. Enable this option to successfully retrieve your PEX cardholder fees.
• Specify a start date for the sync. Transactions after this date will be synced.
  • PEX uses ET as the default timezone.
  • Start date must be less than 1 year ago.
  • Leave empty to default 2 months back.
  • Auto-sync will always process up to 2 months back.
• Specify an end date for the sync.
  • PEX uses ET as the default timezone.
  • Leave empty to default to time of sync.
  • Hint: Temporarily pick a small date range for testing and reconciliation.

Click “Save”.

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MANAGE SYNC

On the “Manage” tab you can:

• Manually sync transactions by clicking Execute.
• View Sync history.
  • Refresh Sync history.
• View the connection status.
  • Auto-sync is executed every hour.
• Disconnect from your SAP Concur account.
• Refresh connection status.
• View/Edit configuration options.

Note that transactions are synced automatically every hour. Auto-sync
Auto-sync will always process transactions based on the start date specified on the “Sync Options” step with a maximum limit of 2 months back from today. If there is no start date specified on the “Sync Options” step then auto-sync will process transactions up to 2 months back from today. Manual sync
If you trigger manual sync then the system will process transactions based on the start date specified on the “Sync Options” step with a maximum limit of 1 year back. This means that you cannot set the start date older than 1 year back. If there is no start date specified on the “Sync Options” step then manual sync will process transactions only up to 2 months back from today.

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Assign individual PEX cards to Concur accounts

Follow the steps in the SAP Concur support article to sync fee and purchase transactions to individual Concur accounts. Make sure the cardholder’s email address matches exactly in both PEX and SAP Concur; otherwise, transactions may not sync properly.

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View transactions in Concur

Log into Concur and navigate to Available Expenses, from there the Employee can code/upload receipts and create an expense report for approval.

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FAQ

Why is Payment Type not visible within Concur?
For “Payment Types” to be configurable by a Concur admin in the Concur Professional platform, the admin must have completed Concur’s “Advanced Configuration Training”. If the Concur admin setting up the card integration has not completed this training you can either purchase, enroll and complete the 4-day training to gain unrestricted access or submit a Concur support ticket to be assigned a support representative to complete the necessary steps for you. Please reference this article URL (/administrator-guide/connector-for-sap-concur-professional)) in your support ticket with as much detail as possible to ensure the correct steps are completed by Concur support. If you are new to Concur and in implementation, your implementation coach should be able to complete these steps. Ask that your case is routed to the “Expense Solutions Inventory Group” within the case description. Can I enable auto-sync?
Yes, the Connector will automatically sync transactions every hour. What transactions are synced?
Purchases in a settled status as well as cardholder fees (e.g., ISA fees). Closed cards will not be synced by default, however can be requested if needed (email below). I can’t find synced transactions.
Most likely, individual PEX cards haven’t been assigned to Concur accounts. Please follow the instructions to complete this. In the meantime, you can view unassigned transactions under the Administration View -> Company Card Tool -> Manage Transactions. Does the connector sync purchase refunds and vendor credits to SAP Concur?
Yes. What data points does PEX sync to Concur?
PEX syncs the following data points to Concur: Type, First Name, Last Name, Time, Description, and Amount. For example: How does this information show up in Concur?
The transactions populate for each PEX Cardholder or Employee based on email address. Please note, the emails used in PEX and Concur must match How do Employees see their PEX Transactions in Concur?
Log into Concur and navigate to Available Expenses, from there the Employee can code/upload receipts and create an expense report for approval. Will new PEX cards automatically sync into Concur?
If auto sync is turned on, all new cards will automatically show up in SAP Concur. This includes card renewals and replacements for lost, stolen, damaged, or compromised cards. Does PEX provide multi-entity support with Concur Expense?
Yes. If you have multiple PEX accounts and use Concur Expense, you are in luck. Now you can sync multiple PEX accounts into 1 Concur account. Whether your business has multiple franchises, locations or departments, all of your PEX data will flow into your Concur Expense account. Please note that if you manually disconnect any of your PEX accounts linked to a single Concur account, all other connected accounts will also be disconnected from that Concur account. How to configure multiple PEX accounts with one Concur account?
To configure multiple PEX accounts with a single Concur account, you must use the “Link Business” feature in the Concur connector. One PEX account should be connected first, and the others will share its connection. The link feature becomes available when the logged-in Admin has linked business accounts set up and opens the connector under the linked (Admin) account. Click “Use existing”. Pick an existing connection to use and click “Link”. Will future transactions sync into Concur under the new user’s feed when a vendor card is reassigned from one user to another?
The transactions will continue to sync to the same card/account in Concur.

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Support & Inquiries

For any questions related to your connector, please email appsupport+concur@pexcard.com