Sections in this Article
- Introduction
- Getting Started
- Managing your Transactions
Introduction
Infinite Care uses the Concur system for capturing and accounting for credit card expenses. This user guide will
take the credit card holder through the steps necessary to reconcile their card successfully every month.
If you have any questions, please contact the support team on itsupport@infin8care.com.au
Getting Started
You will receive an invitation via email from Concur (noreply@concur.com). Click on the link in the email (or alternatively your Concur account can be accessed by typing the below address into the web browser on your preferred device (laptop/desktop etc) www.concursolutions.com/nui/signin).
Your username is your primary email address.
The setup process has a couple of steps:
- Create Password: On your first login you will be prompted to change your password. Ensure you use a secure unique password. Click Submit
- You will then see a confirmation - click Return to Sign In
3. Enter your primary email address, click Next.
4. Select SAP Concur Password sign in method
5. Enter your previously created password and click Next
6. An email will trigger to prompt you to setup up Two-Factor Authentication
7. Open the email and click Set Up Two-Factor Authentication
8. On the resulting Sign in screen, enter your created password, then follow the steps to setup the Two-Factor token within your Microsoft Authenticator App:
(a) Open the Microsoft Authenticator App and click the QR code capture icon and capture the code on screen
(b) Type in the resulting 6 digit code that appears on your mobile into the browser prompt. Click Sign In
You can also setup the Concur mobile app on your mobile phone. Follow these instructions: Concur - Mobile App Setup and Usage Instructions
Managing your Transactions
Expense Delegates
If you need to delegate management of your expenses to someone else, you can do this by following the below steps
- Click on your profile bubble (top right corner)
- Select Settings
- Click the heading Expense Delegates
- Click Add
- Search for the person you wish to delegated access to and click Add
- The selected Delegate will appear at the bottom, tick the boxes to provide them delegate access - click Save
Transaction feed from the bank
On a daily basis, your transactions will be downloaded on to your Concur account from the bank. You will see them appearing with an orange icon and they usually appear overnight. Tax invoices will need to be loaded for each transaction appearing on your statement.
How to load tax invoices
There are three methods of loading your tax invoices into Concur to complete your corporate card reconciliation. These are explained below:
Option A: Taking photos using mobile app
This is the preferred method. Steps to download, setup and use your mobile app outlined here: Concur - Mobile App Setup and Usage Instructions
Option B: Loading invoices via email
Should a supplier have emailed you a tax invoice as an attachment, you are able to email this to receipts@concur.com and it will be loaded into your account.
*Please note that the email address that you send the invoice attachment from needs to be your address recognised by Concur. For those of you who do not reconcile your own card, please forward these invoices to the person who reconciles your account. They will need to forward it from their email address.
Option C: Uploading invoices
It is possible to upload/drag tax invoices to Concur which have been saved to your laptop/desktop or are included in an attachment on an email. You will need to open Concur on your computer and navigate to the screen as shown below. Tax Invoices can be added by either dragging and dropping the file from your email/computer and drop into the “Upload New Receipt” box below or you can click on the box to open a window and select the file which you wish to upload.
Once tax invoices are uploaded to your account using one of the above three options, the tax invoices will appear with a blue icon and the bank transactions which have fed through directly from the bank feed (as per step 3 in this guide) will have orange icons as shown below.
How to match transactions to tax invoices
Corporate Credit Card transactions will appear on your Concur home screen under Expense→Manage Expenses. Bank transactions are loaded daily (overnight) so you are able to match transactions with tax invoices throughout the month.
1. Sort the transactions by amount by clicking the blue “Amount” heading
2. Go through the transactions and identify the Credit Card transactions (with the orange icon) which match to your corresponding tax invoices (blue icon with star). Some tax invoices may match automatically when loaded via the App and will appear alongside the transaction as a mobile phone icon.
3. Select the tick boxes on the left of the 2 items that match (1 orange and 1 blue) and then click on the Match button to merge the two lines together into one transaction with both icons – see below.
When the transactions have been matched, it will look like this:
Monthly Claims
Concur allows you to group your transactions into “claims”.
For each month, you should have 1 claim and it should be reconciled to your monthly credit card statement issued by CBA. Only the transactions shown on the statement should appear on your Concur claim for that month i.e. the total claim needs to equal the closing CBA statement balance.
Accounts Payable will send you the copy of this statement in the first few days of the month as soon as it is available.
Claims should be named after the month e.g. “January expenses”. It is possible to have more than one claim open at the same time.
Moving transactions into claims
Once you have matched all of your transactions to your tax invoices, tick the transaction/s and select “Move”. Choose the claim you want these transactions to go into (a new claim or an existing one) You should have an orange and blue icon for each transaction
If creating a New Claim, use the month that the transactions are in then click Next e.g.: January Expenses
Your transactions that you have moved from the last screen will now appear in the claim - see below.
Accounting for the transactions
It is important to account for the purpose and coding of the transactions as they appear on the left hand side of the above screenshot. The red exclamation mark shows transactions where this step is still outstanding. To complete this, please click on a transaction.
Please make sure you provide a detailed description of the item/service you have purchased in the Business Purpose section. Examples include:
- Airfare BNE/CNS return 10-12/01/2020 (if the travel expense is for someone other than the cardholder please also provide the traveller’s name)
- Taxi BNE Airport to Home
- Lunch in Cairns
The GST Amount in AUD must be the amount shown on the tax invoice. If no GST is calculated and there is GST on the invoice, select “Calculate Tax” in the middle of the box. For invoices where there is a mix of GST and GST Free items, it is necessary to overwrite the “GST Amount in AUD” box to what the tax invoice shows as GST.
Select the Location, Region, and Department. All credit cards have a default location, region and department depending on the cardholder’s role in the business. These should therefore only be changed if the purchase is for something not usual to the role e.g. a State Manager purchases a medical item for Ipswich. The change should be: Location - Ipswich; Region - all sites; Department - all sites
You will need to resolve any exceptions that may appear when creating a claim; if exceptions are not rectified, you might not be able to submit your claim to accounts.
Special types of transactions
Transactions where no tax invoices are supplied
Include foreign suppliers and suppliers with no ABN. For these transactions, the receipt should be provided and the receipt status drop down box should be used to select “Receipt”. Please ensure that no GST is allocated for these transactions.
Transactions where the tax invoice has been lost
In this case, please try to obtain a copy of the tax invoice. The business requires copies of all tax invoices to support the validation of the business expenses. Should you not be able to provide a copy, please use the receipt status drop down box to select “no receipt” and fill in the comment box with “Receipt lost” to ensure that Finance does not return your claim to you for tax invoices and that your manager can see that it has been lost. You will need to complete the statutory declaration for all lost invoices over $82.50. It can be found as on the screen shot below.
Entertainment vs travel and subsistence
Where you have entertainment costs, an attendee list will be required to be completed. It can be found at the base of the expense allocation screen.
Please ensure that you complete this in full as Finance have regulatory obligations that require this information. Only complete it for the guests/employees that entertainment applies to.
For employees, the form shows “Employee (Not using Concur)”. For all entertainment expenses incurred by the employee, you are required to provide ALL attendees regardless of whether they use Concur or not. Please select this option.
An invoice with more than one expense type
Please allocate the first part of the expense as usual, however, instead of “Save”, press “Save and Itemise” to make a further allocation. Repeat this process for all relevant allocations. Refer to Travel Policy for clarification of how an entertainment expense is to be allocated.
Approval process
When your claim reconciles to your CBA statement for the month and all receipts have been matched to the transactions, please submit your claim. Finance will request further information if required.
If you are a Manager, you will receive an email notification of a claim for your review and approval. Log into your account (as it is very difficult to view all details on the App) and it will look under “My Tasks”
Click into the required approvals and the claim details will appear as follows;
Please check the expense allocation for each expense as per below;
If any further assistance required for completion of Concur expense reimbursement submission, please contact the Accounts payable team via email; accounts@infin8care.com.au