Sending Expenses and Expense Reports from Concur to PSA

If you are using multiple currencies, you must ensure that your Concur user has the same currency as the PSA resource you select when creating expenses and expense reports.

Exchange rates in Concur are used to calculate the reimbursement amount on expenses and expense reports that are sent to PSA. If your PSA project has a different currency assigned, then the exchange rates configured in your org are used to calculate the total billing and non-billing amounts for the project.

Depending on how you set up the Concur Filter By Billable Expenses Field and the Approval Status fields in the PSA Direct for Concur Expense Settings tab, the eligible expenses, and expense reports are automatically sent from Concur to PSA. By default, all expense reports that are in "Approved" status and have expenses with a PSA project, resource, and assignment (where applicable) selected are sent to PSA. For more information on customizing this, see PSA Direct for Concur Expense Custom Settings.

Note:

For expense reports to be created in PSA, the Automated Process user and resource who authenticates to the PSA Direct for Concur Expense connector must have the Expense Entry and Expense Ops Edit permissions for the projects and resources the expense reports are created against. This must be granted via permission controls. For more information on permission controls, see Permission Controls.

When creating an expense report in Concur, it is created in PSA with the status defined in the Expense Report Status Mapping field. If expense reports are created in the "Submitted" status, they have the Submitted field selected in PSA. Expense reports created in the "Approved" status have both the Submitted and Approved fields selected. In this case, expense reports also have the Include In Financials field selected in PSA. Underlying expenses in PSA inherit the values of the Status, Submitted, Approved, and Include In Financials fields from the parent expense report.

Expense reports have the Billable field selected in PSA if the linked assignment or project has their Billable field selected. When an expense is created in Concur with the Is Billable? field set to a specific value, for example, "Yes" or "Billable", the expense is created in PSA with the following:

  • Billable field is selected.
  • Billable Amount field is populated with the value from Concur.

If an expense has the Personal Expense (do not reimburse) field selected in Concur, the expense is created in PSA with the following:

  • Reimbursement Amount is set to 0.
  • Non-Reimbursable field is selected.
Notes:
  • If an error occurs when synchronizing expense reports with expenses from Concur to PSA, an error email notification is sent to the system default email address. Foundations messages are also created with the publisher name PSA Direct for Concur Expense/Hierarchy. For more information, see Viewing PSA Direct for Concur Expense Error Messages.
  • An email notification is also sent if an expense report containing errors is submitted for approval in Concur (if it is moved to the "Submitted & Pending Approval" status). That way, you can alert the submitter to correct the errors before the expense report is approved and eligible for sending to PSA.