Case Study. SAP Concur - implementation

SAP Concur is one of the most popular software used for management of business travels and employee expenditures that helps people automate and streamline the processes in that scope. Check below how our employees handled the implementation of SAP Concur for one of our customers and whether it is possible to combine it with an SAP S/4 Hana system. 

SAP Concur is a popular software used for management of business travels and employee expenditures that helps people automate and streamline the processes in that scope. It is a cloud-based solution, which means that you can access it at any place via the Internet.  

Thanks to the program, employees and employers can manage business travels as part of the company’s policy. It is possible to set specific acceptance levels thanks to which a particular settlement, once it has been recorded in the system, goes through a specific acceptance route to eventually be received by the accounting department. 

With a wide access to the summaries, the software automates the expenditure reporting process, so that both the employees and the employers can easily generate reports on expenditures. As a result, they can quickly and accurately settle costs and ensure accordance with the policies of the company. It also allows to control a better budget management and cost optimization. 

As one of the largest accounting firms, we have participated in the implementation of SAP Concur for our customers numerous times. The process requires diligent planning and cooperation between various departments, including the accounting department that, participating in the configuration of the software, will pay attention to the balance, VAT and CIT accuracy – a key factor in reporting data to Tax Offices. That is also why we recommend choosing an accounting firm that has experience in this scope and is able to go through the whole process. 

One of the most important steps of the implementation comprises of planning and assessment of the company’s needs. People who will participate in the project must be already involved at this stage. Next, it is necessary to gather the requirements and start working on the system configuration that will be both compatible with the company’s policy as well as relevant from the balance sheet and tax perspective in the company’s accounts. One should also remember to configure the software to be compatible with the accounting system used for the management of the company’s accounts e.g., SPA S/4 Hana. The system must also be tested. The accounting department should be involved in the tests in order to avoid problems in the future. Once the program is launched, it is also important to ensure supervision over the implemented solutions, whether they work as intended. 

To sum up, SAP Concur is a versatile tool that supports companies in effective management of business travels and expenditures, saving time, improving the accuracy and compliance, as well as providing a better finance management. 

Autor: Magdalena Włodek Manager at the MDDP Outsourcing accounting firm in Warsaw