Quick reference user-guide

Concur account application:

If you do not have a Concur account with BMA, an application can be made via the BMA
website
SAP Concur
For assistance in using and submitting expense claims on Concur contact:
John O’Connor - Concur administrator, tel. 020 7383 6458 email joconnor@bma.org.uk,
concurqueries@bma.org.uk Mon-Fri 9:00 – 17:00
Outside office hours: Concur users support desk tel. 0800 389 87 58
Please note: This is for technical assistance only in using SAP Concur, the operator will not
be familiar with BMA & GPC committee policy and procedures.
Signing in to SAP Concur: In the sign-in screen, enter your Username, (this will be the
email address you provided when you applied for a Concur account with BMA), then click
Next.
You can select the Remember me check box to store your password, so that you don’t
have to enter it the next time you sign-in to SAP Concur from this device.
Signing in to Concur continued…….
Enter your Password.
If this is your initial log in to SAP Concur, enter the temporary password that was provided
to you by BMA.
• Your password is case sensitive.
Exploring the SAP Concur Home Page:

The Quick Task bar at the top of the home page provides links to

Start a Claim – Create a new expense report.

Upload receipts – Upload receipt images saved on your computer to the Available Receipts
section on Concur.

Note: To return to the SAP Concur home page from any other page, click the SAP Concur
logo on the top left corner of the screen.

Your Expense Profile:

Use the Profile Options page to enter or change your bank account details. Complete your
profile after logging onto SAP Concur for the first time and update it whenever your
information changes.

To enter your bank details, click Profile on the top right corner of the screen, then click on
Profile Settings.
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On the Profile Options screen click on Bank Information, fill in the compulsory fields and
click Save and Authorise at the end of the bank information form. SAP Concur will then
conduct a penny test. That means SAP Concur will attempt to make an automated 1p
payment to your bank account to check that the account details you have entered are
valid. Further ‘penny tests’ will be conducted each time you amend your bank details.
Please note: Once your expense claim has been approved for payment by a BMA
committee secretary / employee; it takes three to four working days (excluding weekends
and public holidays) for the BACS system to transfer payment to your bank.

Creating a New Expense Claim:

To create a new expense claim

Either:
• On the SAP Concur home page, on the Quick Task Bar, click on Start a Report
Creating a New Expense Claim continued…

Or, from the Expense page, under the heading Manage Expenses click the Create New
Claim tile.

We recommend you give your expense claim the same name as the BMA or GPC committee
meeting or event you attended; then click Create Claim.
Note: It is not necessary to include your name.
Creating a New Expense Claim continued…

Click on Add Expense, then either, search for the expense type you require by entering the
name such as train, hotel, etc in the search window or select from the alphabetical list of
expense types displayed below the search window.

The page refreshes, displaying the required fields (marked with red asterisks) for the
selected expense type.

Fill in the compulsory fields and click Save Expense to save the entered text.
Itemizing Nightly Hotel Expenses
A hotel bill typically contains a variety of expenses, including room fees, parking, meals, etc.
To itemise a hotel bill that includes overnight accommodation and other charges, first
select Hotel from expense type list and fill in the compulsory fields as described above.
Then click on the Itemisations tab.

If your hotel bill includes overnight accommodation and other charges, deal with the
accommodation charges first. Click on Add itemisation.
Itemizing Nightly Hotel Expenses continued…
The page refreshes, in the expense type window type in Hotel or select from the
alphabetical list of expense types displayed below the search window.

If your room charge is the same for each night of your stay, select the option The Same
Every Night. Enter your gross (tax inclusive) nightly charge into the Room Rate Per Night
field; it is not necessary to enter the tax amount in the Room Tax fields.
Click Save Itemisations.
Itemizing Nightly Hotel Expenses continued…

If you are charged a different room rate over several nights, select the option Not the
Same.

You can then itemise the remaining charges on your hotel bill.
Itemizing Nightly Hotel Expenses continued….
In this example the remaining balance of £57.50 includes a dinner charge of £27.50 on 17
June and recurring parking charges for £10 per day.
Click on Add Itemisation again to itemise the dinner expense.

Fill in the required filled fields in the dinner expense entry form and select Save Itemisation
Itemizing Nightly Hotel Expenses continued….
Adding receipt images
There are a number of ways to add receipt images to your expense claim.
• Take photos of your receipts via the Concur mobile app, also known as ExpenseIt
• Synchronise your email account with your Concur account and forward receipts by
email
• Activate E-Receipts

Take photos of your receipts via the Concur mobile app (ExpenseIt)

Download the Concur mobile app from the Apple App store or Google Play for Android

Working with ExpenseIt – iPhone or iPad Working with ExpenseIt - Android

Working with the Concur mobile app (ExpenseIt) – iPhone guide

To add an expense to a report using the Concur mobile app also known as ExpenseIt, you
start by taking a picture of your receipt.
1. Press the ExpenseIt icon, displayed in the bottom right on the app homepage.
Working with the Concur mobile app (ExpenseIt) – iPhone guide continued…
2. Align the receipt in the camera frame, and then take the photo. ExpenseIt uses
optical character recognition (OCR) to read the amount.

3. After you take the picture, verify or correct the amount on the receipt.

You can upload multiple receipts using the Next Receipt button. When you are done
uploading your receipts, press Done.

The receipt is analysed by the OCR function and uploaded by expense category.

Once the receipt is uploaded as an expense you can open it to modify any of the details or
add it to an expense report.
Working with the Concur mobile app (ExpenseIt) – iPhone guide continued…
4. Press the selection icon, or swipe left to select the expense.

5. Press Move to add the expense to a report.

6. Press the report you want to add the expense to.

Working with the Concur mobile app (ExpenseIt) – iPhone guide continued…
The expense is added to the report and you can modify it as needed. You can also press
Details to modify the report header fields, or to view receipt images, press Receipts.

Working with the Concur mobile app (ExpenseIt) – Android

ExpenseIt will take the picture you took of your receipt and will use Optical Character
Recognition (OCR) technology to read the receipt and create an expense line.

1. Press the ExpenseIt icon.

Working with the Concur mobile app (ExpenseIt) – Android continued…
2. Press the Camera icon to begin taking a picture of the receipt.

3. Align the receipt in the camera frame and take a picture of your receipt and press

done after you take the picture, you can verify or correct the information on the
expense. You can upload multiple receipts using the Next Receipt button. Otherwise,
once you’re done taking pictures of the receipt, press Done.

The receipt is analysed and uploaded by expense category. Once the receipt is uploaded as
an expense, you can open it to modify any of the details or add it to an expense report.
Working with the Concur mobile app (ExpenseIt) – Android continued…
4. Click on the expense.

5. Press the Add to Report icon.

You can select an existing expense report from the list or create a new report using the plus
icon. In this example, you will see how easy it is to add the expense to an existing report.

6. Select the appropriate expense report.

Working with the Concur mobile app (ExpenseIt) – Android continued…
7. Press GO to open the expense report.

8. Press the expense to open it, you can edit the expense details as needed.

9. When you are done modifying the expense, press Save. The expense is added using
ExpenseIt and you are now ready to submit your expense claim for approval.
Forwarding receipt images to Concur by email
Synchronise your email account with Concur and forward receipts by email.

Receipts received by email such as a hotel receipt or an email received from an airline or
travel agent confirming flight details can be forwarded to your Concur account and either
attached manually to an expense claim or auto-assigned by Expense Assistant.

To synchronise your email address with your Concur account:

When the screen updates.

To synchronise your email address with your Concur account: continued…

Scroll to the end of the screen.

Concur will send an alphanumeric code to your email address, copy and paste the code into
the profile field illustrated below.
To synchronise your email address with your Concur account: continued…..

Your email address and your Concur account has been synchronised. Going forward you can
now email receipts to receipts@concur.com When received, the email will be converted by
Concur into a jpeg file, enabling you to either attach the receipt manually to an expense
claim or it will be auto-assigned by Expense Assistant if this function has been activated.

Activate E-Receipts
E-receipts are electronic receipt images sent to SAP Concur directly from the vendor.
E-receipts help to eliminate paper receipts and make it easier for you to complete your
expense reports.

1. To activate e-receipts, click on the alert displayed on your Concur account home page
or click Profile, and then click Profile Settings.
Activate E-Receipts continued…
Enabling and Disabling Expense Assistant

Expense Assistant automatically adds all your expenses in your Available Expenses list to
any open expense report. An open report can be a user-created expense claim or an
expense claim that is auto-created by Expense Assistant. Once enabled Expense Assistant
will continue to add all of your new incoming expenses (that is, receipt images captured via
the Concur mobile app, forwarded by email or E-Receipts sent by a vendor) that have a date
that matches the calendar month of an already created expense claim or will auto-generate
a new expense claim.

1. To enable Expense Assistant, from the SAP Concur home page, click Profile, then
click Profile Settings and then Expense Preferences.

2. In the Expense Preferences screen under Sign me up for… select the option By
Month from the drop-down menu and click on Save to confirm this setting.
Enabling and Disabling Expense Assistant continued…

Your Expense Preferences are saved, and Expense Assistant will begin adding expenses to a
monthly expense report.

On the manage Expense screen, you can view your newly created expense claims. Expenses
are added to your claims based on their transaction date month.

To amend the name on an expense claim created by Expense Assistant, click on the expense
claim tile.
Enabling and Disabling Expense Assistant continued…

Click Save to confirm the amended name.

Allocating Expenses

Before you can submit a completed expense claim for approval and payment, it is necessary
to allocate your expenses to the BMA/GPC committee or event you attended. This allows
your expense claim to be directed to the BMA employee that is familiar with you and your
committee and therefore ensures prompt reimbursement; while also ensuring the BMA has
robust financial governance processes in place to safeguard the appropriate use of
members’ money.

1. To allocate expenses, (ensure you have clicked on the expense tile and your claim is
displaying as an open report as illustrated below, select the top check box to select all listed
expenses.
Allocating Expenses continued…

Click on the active Allocate button.

Click on Add to access the allocation screen.

The allocation screen displays.

Allocating Expenses continued…

Click Save to assign the selected Allocation Code to your expense claim.
Allocating Expenses continued….

The allocation code for Consultants Agenda Committee is saved under Favourite Allocations for
future use.

Amending and Resubmitting an Expense Claim

The Concur auditor or the BMA approver may return your expense claim to you if any changes or
additional information are required. Returned expense claims appear on the SAP Concur home
page in the Open Claims section.

Or can be accessed from the Expense page.

Amending and Resubmitting an Expense Claim continued…

3. To review the auditor / approver’s comments, click View Report Timeline.

4. Review the auditor / approver comments, add any comments that need to be made, and
then click Close.
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5. To correct and make any changes, click the expense.

6. After making your corrections, click Save Expense

7. Click Submit Claim.

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8. From the Claim Totals window, click Submit Claim again.

10. Click Close. Your expense claim is corrected and resubmitted for approval.

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SAP Concur
For assistance in using and submitting expense claims on Concur contact:
John O’Connor - Concur administrator, tel. 020 7383 6458 email joconnor@bma.org.uk,
concurqueries@bma.org.uk Mon-Fri 9:00 – 17:00
Outside office hours: Concur users support desk tel. 0800 389 87 58
Please note: This is for technical assistance only in using SAP Concur, the operator will not
be familiar with BMA & GPC committee policy and procedures.

2021