SAP CONCUR

REQUEST MANUAL
SAP Concur – How To Create/Manage Requests

TABLE OF CONTENTS:

Logging on to Concur……………………………………………………………… 3

User Dashboard……………………………………………………………………. 4

Create a New Request ………………………………...………………………......... 4

i) Request Header……………………………………………………………... 5
ii) Segments…………………………………………......................................... 7
a) Railway Tickets………………………………………………………… 7
b) Hotel Reservation………………………………………………………. 8
c) Bus Tickets……………………………………………………………… 8
d) Miscellaneous…………………………………………………………… 9
e) Taxi Hire/Car Rental……………………………………………………. 9

Submit the Request………………………………………………………………… 10

Create Expense Claim……………………………………………………………… 10

Recall Request……………………………………………………………………... 11

Cancel Request…………………………………………………………………….. 11

Close/Inactive Request……………………………………………………………... 12

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SAP Concur – How To Create/Manage Requests

SAP CONCUR – REQUEST MODULE:

 The purpose of a Request is to obtain pre-travel authorization. This is required before

booking any Travel, Accommodations in the Concur booking tool.
 The travel request allows the individual to provide detailed information on where the
traveller is going and why, the travel accommodations needed (e.g. Train Fare, Hotel, etc.)
and the estimated costs that will be incurred.
 Expenses cannot be submitted without an approved travel request.

I. LOGGING ON TO CONCUR:

To Log on to SAP Concur, Navigate to https://eu1.concursolutions.com/.

1. In the User Name Field, enter your user name

2. In the Password field, enter your password
3. Click Login.

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SAP Concur – How To Create/Manage Requests

II. USER DASHBOARD:

After Concur Login, the following Dashboard appears.

III. TO CREATE A NEW REQUEST:

1. From the Request Tab in Concur, Click on New Request

OR
From the +New Tab in the Home Page, Click on New Request.

2. A blank Request Appears.

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SAP Concur – How To Create/Manage Requests

CREATE AND SUBMIT A TRAVEL REQUEST:

A request contains two main areas to enter travel information: Request Header, Segments.

The Approval Flow and Audit Tabs tabs are informational only.

i) REQUEST HEADER:

A Request header provides the general Information about the required trip. The following
Information are required.

 Request Type – Enter the reason for the request

• Domestic Travel
• International Travel
• Imprest Advance: - If users require Advance for Travel, he/she can use the
Advance part of the Travel Request Form and for Advance mode user need to
enter only “Cash” or “Bank” (CS or BK).
 Request Name – Create a name for the trip. It is recommended to name the trip the
destination city and date.
 Start Date – Enter the Start Date of the trip.
 End Date – Enter the End Date of the trip.
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SAP Concur – How To Create/Manage Requests

 Purpose – Enter the specific purpose or description of the trip.

 Destination City – Enter the destination city.
 Advance Mode – Enter the mode of Advance (Cash or Bank)
 Advance Amount – Enter the Amount
 Advance Purpose – Enter the purpose of Advance requested.

There are three types of request:

1. Domestic Travel
2. International Travel
3. Imprest Advance

SAP Cost Centre

User Details

If users require Advance

for Travel, he/she can use
the Advance part of the
Travel Request Form

Only “Cash” or “Bank” need to enter as Advance Mode

Fill the required fields and then Save it

This is the sample form of Travel Request. Above form is called Request Header. Red Colour marked fields are Mandatory

When the Request header is completed, either click on SAVE or Click on SEGMENTS
tab to continue.

Once saved, the request ID Auto generated and appears at the top of the request.

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SAP Concur – How To Create/Manage Requests

ii) SEGMENTS:

The segment tab contains the travel based section of Train tickets, Hotel reservation Bus
Tickets, Tax Hire, Car rentals and Miscellaneous.

To create a segment, Click on corresponding icon. The appropriate segment field appears.

a) Railway Tickets:

The fields with | (red left border) indicate the information is required.

The default is set to Round Trip. This can be changed to One Way / Multi Segment. Enter
the following required information:

 From: Indicate the city the traveller is starting his journey from as well as date and time.
 To: Indicate the city the traveller is terminating his journey as well as date and time.

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SAP Concur – How To Create/Manage Requests

 Meal: Details of Meal preferred.

 Class of Services: Indicate the class through which the journey is undertaken.

Once all information is entered to the Railway ticket segment, click on .

b) Hotel Reservation:

The fields with | (red left border) indicate the information is required.

 Amount- Enter the Estimated total amount the hotel reservation will cost. Enter the total
amount – not the daily rate.
 City: Indicate the city of the hotel.

Once all the information is entered to the hotel reservation segment, click on .

c) Bus Tickets:

The fields with | (red left border) indicate the information is required.

The default is set to Round Trip. This can be changed to One Way / Multi Segment. Enter
the following required information:

 From: Indicate the city the traveller is starting his journey from as well as date and time.

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SAP Concur – How To Create/Manage Requests

 To: Indicate the city the traveller is terminating his journey as well as date and time.
Once all information is entered to the air ticket segment, click on .

d) Miscellenous:

Any Request for Expenses other than above can be requested through this tab.

 Amount- Enter the Estimated total amount the hotel reservation will cost. Enter the total
amount – not the daily rate.

e) Taxi Hire/ Car Rental:

The fields with | (red left border) indicate the information is required.

Enter the following required information:

 Amount- Enter the Estimated total amount the car rental will cost. Enter the total amount –
not the daily rate.
 Pick-up City- Indicate the city where the vehicle will be picked up as well as date and
time.
 Drop-off City- Indicate the city where the vehicle will be dropped off as well as date and
time.
Once all information is entered to the air ticket segment, click on .

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SAP Concur – How To Create/Manage Requests

V. SUBMIT THE REQUEST:

Once all the information has been entered, several options are available. To save the request,
return to the Request Header and click on .

a) Attachments - Add a document to the request (e.g., conference brochure or other

information)
b) Print/Email –Once submitted the Request can be generate a Print/ Email/PDF.
c) Delete Request – Deletes entire request
d) Submit Request - Progresses the request for Final Review. A pop-up window appears,
click on .

VI. CREATE EXPENSE CLAIM:

Once the Request has been successfully created a Claim can be directly created attaching the
Request to the Cliam by Using the Create Expense Claim Button.

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SAP Concur – How To Create/Manage Requests

VII. RECALL REQUEST:

A submitted request can be edited if not yet approved. Click on .

A confirmation pop-up will appear.

VIII. CANCEL REQUEST:

In Case a request is Approved however the Employee does not plan to make the requested
Trip then he can cancel the Request Using the CANCEL REQUEST button.

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SAP Concur – How To Create/Manage Requests

IX. CLOSE/INACTIVATE REQUEST:

Once a Request has been Successfully attached to a Expense Claim the Request can be made
Inactive by using the Close/Inactive Request.

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