SAP Concur User Guide

This guide explains how to use SAP Concur to submit and manage expense claims, including mileage claims, receipt uploads, and approvals. Follow the steps below to ensure a smooth claims process.

Prerequisites

You must have an active SAP Concur account linked to your organisation's system.
Ensure you have registered your vehicle (if claiming mileage) and have digital copies of receipts for expense submissions.

Signing In for the First Time

Open your browser and go to https://www.concursolutions.com.
Enter your Magrock email address as the username.
Use the default password Magrock1 (you will be prompted to change this after your first login).
Once logged in, set up your profile and update your password. You will then land on the homepage.

Installing the SAP Concur Mobile App

Open the App Store or Google Play Store on your mobile device.
Search for SAP Concur and download the app.
Open the app and log in using your Magrock email and new password.
Set up any required authentication for security.

Adding Your Vehicle for Mileage Claims

In the SAP Concur web version, click on Profile in the top right corner.
Select Profile Settings > Vehicle Configuration.
Click New, then enter your vehicle registration and select the appropriate vehicle type.
Tick the Is Preferred box and click Save.

Creating an Expense Claim

Click on Expense in the top menu.
Select Create New Claim.
Enter the following details:
- Claim Name: Enter the month and year (e.g., April 2025).
- Claim Date: Set to the last day of the claim month.
- Business Purpose: Add a reason if required.
- Department & Location: Select the correct department and site.
Click Create Claim.

Adding Expenses to Your Claim

Click Add Expense.
Choose the expense type (e.g., Business Mileage, Fuel for Mileage).
Fill in all required fields, including date, amount, and receipt status.
If claiming mileage:
- Select Business Mileage – Staff.
- Enter journey details and click Mileage Calculator.
Adjust the route if needed and click Add Mileage to Expense.

It’s important to note the required fields will not allow you to save the expense unless all relevant information has been filled in. In this case, the start and end locations, date of journey, receipt status and the vehicle and distance are
all required fields.

The Receipt Status field is also required, and you must always choose an option from this dropdown. Select ‘Tax
Receipt’ if the receipt you have details the VAT amount. If your receipt doesn’t display VAT, please select ‘Receipt’. If
you don’t have a receipt, select ‘No Receipt’. You will not be able to save or claim for this expense without uploading
a receipt. We’ll cover how to add receipts to your claim in the next section.

Note: For all mileage claims, ‘No Receipt’ should always be selected.
Click Save to add the expense.

Attaching Receipts to Expenses

Open your Expense Claim.
Select an expense and click Attach Receipt.
Upload an image or file of the receipt.
If using the mobile app, tap on the three dots, then select Attach Receipt and take a photo.

Submitting a Claim

Review all expenses and ensure receipts are attached.
Click Submit in the top-right corner.
The claim will be sent to your Director for approval.
Claims with yellow warnings can still be submitted, but red warnings must be corrected before submission.

Retrieving a Submitted Claim

If your claim is not yet approved, go to Dashboard > Open Claims.
Select the submitted claim.
Click Recall to edit or delete the claim before resubmitting.

Copying a Previous Claim

Click Expense > Open Claims.
Find the claim you want to copy and open it.
Rename and date the new claim, then click Create New Claim.

Troubleshooting

Missing Receipt: Contact your line manager if a receipt is unavailable.
Expense Limits: Some claims may trigger a warning if they exceed limits but can still be submitted.
System Issues: Contact IT Support.

By following this guide, you can efficiently submit and manage expense claims in SAP Concur. For additional support, submit a FreshService ticket or contact IT.