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MASTER GUIDE | CUSTOMER

Integrating SAP On-Premise Systems with SAP Concur


Document Version: December 2018 – 2018-12-13

SAP Integration with Concur Solutions – Master


Guide
© 2018 SAP SE or an SAP affiliate company. All rights reserved.

Preparing your SAP Systems

THE BEST RUN


Content

1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.1 Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.2 Key Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

2 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.1 Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2 Downloading Add-Ons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
2.3 Support Packages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3 The Integration Environment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10


3.1 Which Languages Are Supported?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.2 Authorization Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.3 Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

4 Problem Solving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4.1 Monitoring Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4.2 Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4.3 Support Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

SAP Integration with Concur Solutions – Master Guide


2 CUSTOMER Content
Document History

Version Date Change

December 2018 2018-12-14 No Changes


(SP 11)

September 2018 2018-09-07 ● Authorization Profiles were updated


(SP 10)

June 2018 (SP 09) 2018-08-06 Information specific to the integration with Funds Management and Grants Management
was added, where applicable.

March 2018 (SP 2018-03-09 ● Document was completely restructured to facilitate readability.
08) ● References to other information sources were added to the individual chapters, where
applicable.
● Sub-chapter Troubleshooting [page 12] was added.
● Sub-chapter Getting Started [page 11]: screenshots were added to support accessi­
bility of the main integration screen.

December 2017 2017-12-15 Links to the SAP Service Marketplace were replaced by SAP Help Portal links.
(SP 07)

September 2017 2017-09-08 Minor adjustments, such as corrections of typos and exchange of hyperlinks.
(SP 06)

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Document History CUSTOMER 3
1 Introduction

You've decided to integrate your SAP system(s) with Concur, to simplify your expense and invoice processes in the
areas of master data export, financial posting of expense reports, cash advances, and invoices, as well as payroll. If
your business is related to the public sector, you can also connect your funds management and/or grants
management systems to import travel requests for the purpose of creating commitments.

The straight-forward and time-efficient integration process enables you to connect your SAP and Concur systems
and be up and running in no time. The integration provides secured, bi-directional system communication for faster
processing of payments. Master data is constantly exported, meaning all changes to the employee data (for
instance new hires), cost objects (for instance cost center), and hierarchies, can also be updated in the Concur
system in near real-time. In addition, error handling has been simplified, enabling you to better identify the cause of
failed postings. Expense reports that fail in financial posting can be corrected and are then reprocessed during the
next posting run. Although the integration does not require middleware, you may use one, for example, to fulfill your
IT communication policy requirements.

Do you take care of admin tasks at your company and will be carrying out all installation and integration steps?
Then this guide is for you. Read all you need to know about software components, access rights, and system
requirements that must be met on SAP side before you can begin with the integration process.

1.1 Process Flow

Only few steps are required to set up the integration and actually connect your systems.

Procedure

1. Ensure you are in contact with your SAP Concur IPM (implementation project manager) since the integration
with Financials as well as Payroll must be enabled by Concur. The IPM will also assist you with questions that
may arise.
2. Download the integration add-ons from the SAP Download Center. For further information, see Downloading
Add-Ons [page 7].
3. Use the Setting Up the System Connection wizard in the SAP system to establish the connection with your
Concur system.
4. Set up the export/import and replicate your master data:
○ either manually
○ or automatically using change pointer handling
5. Create an expense report, cash advance, invoice, or travel request in your Concur system.
6. Pick up and post the document:
○ either manually

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○ or automatically by scheduling a batch job

Results

The financial posting status is transferred to Concur. If no issues occurred, the expense report (or travel request if
you are using funds management or grants management) is marked as posted in your Concur system. There you'll
also find the posting document number in the Audit Trail. In case of errors, you can correct the document and send
it back to the posting queue to restart the process.

1.2 Key Benefits

The integration offers numerous advantages for all involved stakeholders:

● For IT:
○ Standard features are supported by SAP standard development
○ Regular updates and improvements via support packages and corrections via SAP Notes
○ Simplified system landscape (middleware is optional)
→ Reduced support efforts
● For your company:
○ Improved posting error handling enables the correction of expense reports within the Concur system
○ Faulty expense reports can be forwarded directly to the employee
○ Errors can be detected at an early stage allowing quick counter measures
→ Reduced error processing efforts
● For the employee:
○ Updates in near real-time reduce the number of incorrectly used cost objects
○ Possibility of direct contact with the support team in case of posting errors
○ More frequent posting runs
→ Faster payments

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Introduction CUSTOMER 5
2 System Requirements

There are certain system standards that need to be met before you can begin to integrate your systems. In this
chapter, you'll find out what they are.

2.1 Prerequisites

The Concur integration process supports unicode systems only. Please be aware that non-unicode compatibility
has not been tested by SAP and errors are therefore likely to occur. SAP will not provide any support for bug fixes in
this respect.

The SAP Business Suite consists of multiple software components. To simplify system updates, a Support Package
Stack (SPS) combines support packages for different software components in one group. All support packages
were assembled and tested together. We recommend you install service packages for your basic software
components in accordance with the SPS grouping. The SAP software components that enable the Concur
integration scenarios are independent of SPS grouping.

Table 1: SAP ERP

SAP Software Component Description

SAP_BASIS 700 SP 22 or higher When installing the software components, the SAP Mainte­
nance Optimizer will automatically determine the required sup­
port package stack.

SAP_APPL 600 with SP 18 SAP ECC 600 and higher are fully supported. You do not need
any Enhancement Packages (EHP).
SAP_APPL 602 with SP 08

SAP_APPL 603 with SP 07

SAP_APPL 604 with SP 08

SAP_APPL 605 with SP 02

SAP_APPL 606 with SP 00

SAP_APPL 616 with SP 00

SAP_APPL 617 with SP 00

SAP_APPL 618 with SP 00

Table 2: SAP S/4HANA OP

Release SAP Software Component Version

S/4HANA on Premise 1709 SAP_BASIS 752

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Release SAP Software Component Version

S/4CORE 102

S/4HANA on Premise 1610 SAP_BASIS 751

S4CORE 101

S/4HANA on Premise 1511 SAP_BASIS 750

S4CORE 100

2.2 Downloading Add-Ons

Download the available integration add-ons according to your integration needs.

Context

For your convenience, here's an overview of the add-ons, followed by step-by-step instructions on how to download
them:

Add-On Description

CTE_FND 100
 Note
This add-on is the basis for all other integration add-ons
and must be installed for all systems that will exchange
data with Concur.

CTE_HCM 100 Export employee data from SAP HCM (Human Capital Man­
agement). This add-on allows you to transfer employee master
data from SAP to Concur.

CTE_FIN 100 Exchange data to and from SAP Financials. This add-on allows
you to export cost object master data including, for example,
cost centers, internal orders and other objects from SAP to
Concur, and to create financial postings from Concur docu­
ments, such as expense reports and cash advances, in SAP.

CTE_INV 100 Use this add-on to exchange master data which is relevant for
the Concur invoice process, such as vendors and purchase or­
ders.

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System Requirements CUSTOMER 7
Add-On Description

CTE_FGM 100 Connect your funds management and/or grants management


systems to import travel requests which serve as a basis for
commitments.

Procedure

1. Log on to the SAP Software Download Center available on the SAP Support Portal .
2. Choose Installation and Upgrades.
3. Choose By Alphabetical Index (A-Z).
4. Choose E and then SAP ERP-Concur Integration 1.0.
5. Optional: On the INFO tab, you can check which components are specific for the integration with Concur.
6. On the DOWNLOADS tab, click INSTALLATION, select the add-ons you want to install, and add them to your
download basket.

 Caution

To prevent inconsistencies, all add-ons in one system must have the same SP version. Also, if you're using
different SAP systems, for instance for Finance and HCM, please make sure that both are using the same
SP version. This way, dependencies between the financial- and payroll-related posting and payment
processes are secured. Finally, if you are combining SAP ERP and SAP S/4HANA on-premise systems,
ensure your ERP add-on is three SPs higher than the S/4HANA SP.

7. Complete the download.

 Note

You can uninstall all downloaded add-ons from the system again as of version SPAM 61. For more
information, see SAP Note 2313330 .

Next Steps

For information about the installation of software components, see SAP Note 2298170 .

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2.3 Support Packages

Install the latest support package to benefit from the newest features and updates.

Procedure

1. Choose Support Packages and Patches.


2. Choose By Alphabetical Index (A-Z).
3. Choose E and then SAP ERP-Concur Integration.
4. Choose REQUIRED COMPONENTS OF OTHER PRODUCT VERSIONS and then the required component, for
example, ERP INVOICE INTEGRATION ALTERNATIVELY REQUIRES…
5. Choose the required component and then SUPPORT PACKAGES.
6. Select the latest support package and add it to the download basket. On the right side under Related Info, you'll
see which SAP Notes are included in a separate pop-up window.
7. Complete the download.

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System Requirements CUSTOMER 9
3 The Integration Environment

Once you've prepared your SAP system and have downloaded the add-ons, it's time to introduce yourself with the
system in which you establish the connections and maintain all integration settings.

3.1 Which Languages Are Supported?

The SAP integration system is available in various languages:

● Chinese (simplified)
● Czech
● Dutch
● English
● French
● Finnish
● German
● Italian
● Japanese
● Norwegian
● Polish
● Portuguese
● Russian
● Spanish
● Swedish
● Turkish

3.2 Authorization Profiles

Depending on the features you want to use, different authorization profiles are required which you can assign to the
specific users. You can copy the provided roles and descriptions as a reference and add details in the actual
customer system.

● SAP_CTE_BASE: SAP Concur Integration Setup and Replication Monitor


The purpose of this role is to prepare your SAP system for the integration with Concur and to monitor the data
export.
● SAP_CTE_FINANCE: SAP Concur Financial Integration
With this role you are authorized to take care of the integration in the areas of financial posting and cost object
export.

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● SAP_CTE_HCM: SAP Concur Integration with HCM (Human Capital Management) Objects
This role is required to prepare your SAP system for the export of employee master data.
● SAP_CTE_INVOICE: SAP Concur Integration with Invoices (Vendor and Purchase Order)
This authorization profile is required to export vendors to your Concur system and to create purchase orders.
● SAP_CTE_FGM: SAP Concur Integration with Funds Management/Grants Management (Public Sector)
This role enables you to connect your SAP Concur and SAP Funds Management/SAP Grants Management
systems so that you can import travel requests which are used as a basis for commitments.

3.3 Getting Started

Now you're ready to start setting up the integration between your SAP and Concur systems. The central access
point for all components in your SAP system is always transaction CTE_SETUP which will take you to the Setting Up
the Integration with SAP Concur screen.

First, set up the system connection, by choosing the System button and then Create Connection. The wizard will
guide you through all steps. Once the connection is established, you can set up and change all exports (imports), as
required. Again, you'll be guided step by step.

For some features, for example the Communication Monitor, no wizard is available. Instead, you'll find a
Documentation button with instructions on how to proceed in the top left corner of the specific screen.

You can also print consolidated guides containing all available wizard and screen-specific documentation, as well as
documentation relevant for Business Add-Ins (BAdIs), by clicking the Download Guides button.

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4 Problem Solving

From time to time, issues are bound to occur, but help is at hand: use the monitoring transactions, troubleshoot
with the FAQ document and the installation notes, or, as a last resort, create a support ticket.

4.1 Monitoring Transactions

Within the integration environment, several tools are available to help you monitor the data exchanged between
your SAP and Concur systems. Use the reports to identify errors at an early stage and to prevent data
discrepancies which can result in posting inconsistancies and delayed payments.

● Check Connection
To verify whether your system was set up correctly, on the Setting Up the Integration With SAP Concur screen,
click System → Check Connection. In case of errors, logs will be shown accordingly with information about the
root cause and how to solve the issue.
● Communication Monitor
Use transaction CTE_MONI for an overview of all your imported and exported data. Check whether the data was
exchanged with the Concur system successfully and, in case of problems, double-click the object to display the
error logs for further details.
● Concur Documents
With transaction CTE_POST_MONI you can track and evaluate what happened to the Concur documents that
were posted to the current financial system. If your data is received in the SAP system, but cannot be posted,
choose Display → Document Protocol. A protocol opens with details about what happened and how to fix the
problem.
Alternatively, in the Concur system, use the Process Reports and Audit Trail functions to find out where the
error originates. For more information about this process, see the Concur Training page.

4.2 Troubleshooting

If you're experiencing difficulties or you have questions at any stage, you may find the SAP Concur Integration FAQ
helpful: 2388587 .

For an overview of all available corrections, check SAP Notes 2298170 - Installation and upgrade of add-ons for PV -
SAP ERP-CONCUR INTEGRATION 1.0 and 2392898 - Installation and upgrade of add-ons for PV - SAP S4-
CONCUR INTEGRATION 1.0 .

 Tip

To receive direct notification about important integration updates, for instance crucial security upgrades, send
a mail with the subject "Subscribe", your name, and company name to sapconcurintegration@sap.com.

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Although this channel is not intended for error handling or to address requirements, it can help you prevent
mishaps by keeping your system up to date.

4.3 Support Process

The SAP Integration with Concur Solutions connects your Concur and SAP systems and is therefore supported by
both Concur and SAP. However, due to technical constraints a common support process is not yet available. To
avoid unnecessary delays during incident handling, please proceed as follows:

In which system does the problem originate?

● If you suspect the cause in the SAP system, create a support ticket in the SAP Support Center using one of the
following components:
SAP ERP
○ BNS-CON-SE-ERP (integration in general)
○ BNS-CON-SE-ERP-FIN (Finance integration: cost objects and posting)
○ BNS-CON-SE-ERP-HCM (HCM integration)
○ BNS-CON-SE-ERP-INV (Invoice integration)
○ BNS-CON-SE-ERP-FGM (integration with Funds Management and/or Grants Management)
SAP S/4HANA OP
○ BNS-CON-SE-S4 (integration in general)
○ BNS-CON-SE-S4-FIN (Finance integration: cost objects and posting)
○ BNS-CON-SE-S4-HCM (HCM integration)
○ BNS-CON-SE-S4-INV (Invoice integration)
○ BNS-CON-SE-S4-FGM (integration with Funds Management and/or Grants Management)
If the issue does relate to Concur after all, the SAP support team opens a case in the Concur support system.
The new case is created under the authorized support contact for Concur, with the original ticket owner copied.
The original SAP ticket is closed with a reference to the Concur system and the email address of the person
who initially created the ticket. The email address is needed to keep the ticket creator informed about the
status.
● If you suspect the cause in the Concur system and you are the Concur Administrator, create a support case by
navigating to Help -> Contact Support in your Concur system. If you are not an ASC for Concur, contact your
Concur Administrator, who will create the Support case for Concur to manage. The ASC can add you as a cc on
the case so you can track the case status.
● If you are not sure what is causing the problem, please create the ticket in the SAP system and follow the
instructions above.
● In your support ticket, include the following information:
○ Expected behavior of the integration
○ Actual behavior of the integration
○ Time and date of the issue
○ Document ID and Employee ID, if applicable

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Important Disclaimers and Legal Information

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Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by SAP at
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Gender-Related Language
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14 CUSTOMER Important Disclaimers and Legal Information
SAP Integration with Concur Solutions – Master Guide
Important Disclaimers and Legal Information CUSTOMER 15
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