Pay Invoices Outside of SAP Concur

Utilize existing systems and processes outside of SAP Concur to pay invoices after they are extracted and posted to your financial system. Existing systems and processes may include:

• Financial systems with payment functionality
• Your bank’s online banking system
• Check runs using in-house check stock

Considerations

If you are currently processing invoices with the “Client” payment method type, you are already using this option for some of your invoices. To verify, Invoice Processor users can add the Payment Method Type column to the Process Invoices page and click the search button to view invoices in the system and their payment method type.

If you have invoices with the Client payment method type that are in an “Approved” approval status and an “Extracted” or “Paid” payment status, this suggests you are already posting invoices for this payment option to your financial system.

If you don’t have invoices with the Client payment method type that are in an “Approved” approval status and an “Extracted” or “Paid” payment status, this suggests you are not currently using this payment option.

If you are not currently using this payment option and your site is a Professional edition, it is recommended you verify if you are using the Payment Method Type, Liability Accounting Code, or Cash Accounting Code on the Invoice accounting extract file (Standard Payment Request Account Extract) to integrate approved invoices to your financial system. These fields are not available on the Invoice accounting extract file for sites on the Standard edition.

To verify if the edition of your site, click on Invoice Help under the Help menu in the top right and at the top of the help page it will say the edition of your site.

If you are not currently processing invoices with the Client payment method type, and you are using the Payment Method Type, Liability Accounting Code, or Cash Accounting Code fields to integrate approved invoices to your financial accounting system. You will most likely need to make changes to your integration method of invoices from SAP Concur to your financial system, to replace and map these values with different fields on the extract file

This is because the Payment Method Type, Liability Accounting Code, or Cash Accounting Code fields on the Invoice accounting extract come from the funding account an ACH invoice is paid from. Since invoices to be paid outside of SAP Concur will not be associated to a funding account in SAP Concur, these values will not be populated in the extract file for invoices with the Client payment method type.

Alternative options for the Payment Method Type, Liability Accounting Code, or Cash Accounting Code fields could be:

• Hard coding or adding constant values to the data before invoices are posted to your financial system.
  • If you have multiple Liability and Cash Account Codes an existing custom field(s) for something like Company could be used to determine the appropriate value for invoices.
• Add new custom field(s) to your Invoice form to replace the Payment Method Type, Liability Accounting Code, or Cash Accounting Code fields (this would require SAP Concur assistance if your SAP Concur administrators don’t have access to Forms and Fields in SAP Concur).

For more information on the Invoice account extract file, refer to the following documents.

• Professional Edition: Invoice Payment Request Accounting Extract V2 (Current)
• Standard Edition: Invoice Administration User Guide (See Section 'Working with the GL Extract')

  To update invoices in SAP Concur with payment information for payments made outside of SAP Concur, the Payment Confirmation Import must be used. If you are currently paying invoices outside of SAP Concur and these types of invoices have a “Paid” payment status, this means you are already using the Payment Confirmation Import to bring payment information into SAP Concur

  If you are not currently paying invoices outside of SAP Concur or not using the Payment Confirmation Import to bring payment information into SAP Concur. Please see the Payment Confirmation Import section under Setup below.

  If you need to make changes to your integration process and the time to complete that before November 15th is not achievable. You will need to consider manually entering invoices directly into your financial system

  Setup

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  Changing Vendors from ACH to Payments Outside of SAP Concur
  

  To switch a vendor in SAP Concur from being paid by Invoice Pay ACH to paying invoices outside of SAP Concur, you need to update the payment method type of the vendor record from ACH to Client. You can use the vendor import template in Vendor Manager to change the Pay Method Type in SAP Concur vendor records to Client.

  
  
  
  
  

  A list of your vendor records can be downloaded from the Manage Vendors page and vendors with an “ACH” Pay Method Type can be reimported with the “Client” Pay Method Type.

  It is also recommended to confirm vendor records being changed to the Client payment method type have current remittance addresses in SAP Concur and your financial accounting system.

  New invoices created after vendors are set to Client will default to the Client payment method type.

  For more information on Vendor Management, refer to the following documents.

  • Professional Edition: Invoice: Vendor Manager, Invoice: Vendor Import User Guide and Approved Vendor Import V3 (Current)
  • Standard Edition: Invoice: Vendor Manager and Invoice: Vendor Import (On-Demand)

  Changing Invoices from ACH to Payments Outside of SAP Concur
  

  To switch inflight invoices in SAP Concur from being paid by Invoice Pay ACH to paying invoices outside of SAP Concur, you need to change the Payment Method Type field from ACH to Client before the invoice is fully approved. Invoice Processor users typically have access to modify the Payment Method Type field in the Accounting Review approval step. If Invoice Processors do not have access to modify the field, see the next section on how to switch open payments from ACH to Client Pay.

  
  
  
  
  

  If you have recurring invoices that are paid by Invoice Pay ACH, you will need to delete the existing recurring invoice(s) and setup a new template after updating the vendor recorded with the Client payment method.

  p>For more information on Vendor Management, refer to the following documents.
  • Professional Edition: Invoice: Invoice Pay User Guide (See Section 'Export Payment Data to an Excel spreadsheet')
  • Standard Edition: Invoice Administration User Guide (See Section 'Create a Recurring Invoice')
  Changing Payments from ACH to Payments Outside of SAP Concur
  

  To switch payments in SAP Concur from being paid by Invoice Pay ACH to being paid outside of SAP Concur, you need to change the payment method of the payment demands to Client Pay. In Invoice Payment Manager on the Monitor Payments page, you can view payment demands in open ACH payment batches.

  If the status of the payment demands is Unsent, they can be selected and marked as Client Pay under the Actions menu.

  
  
  
  
  

  For more information on marking payment demands as Client Pay, refer to the following documents

  • Professional Edition: Invoice: Invoice Pay User Guide (See Section 'Mark an Invoice as Client Pay'
  • Standard Edition: Invoice Pay User Guide (See Section 'Mark an Invoice as Client Pay')

  Payment Confirmation Import

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  The Payment Confirmation Import is used to update approved and extracted invoices paid outside of SAP Concur with payment information. Updating invoices paid outside of SAP Concur with payment information is optional.

  In Invoice Payment Manager on the Payment Confirmation Import page, you can use the Payment Confirmation Import template to update invoices with payment information after payments are made outside of SAP Concur.

  
  
  
  
  

  For more information on the Payment Confirmation Import, refer to the following documents.

  • Professional Edition: Invoice Pay User Guide (See Section ‘Perform the On-Demand Payment Confirmation Import’)
  • Standard Edition: Invoice Pay User Guide (See Section ‘Perform the On-Demand Payment Confirmation Import’)

    Activation

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    After vendors are switched to the Client payment method, new invoices create for the vendor will automatically default to the Client payment method type and will not be batched for payment in SAP Concur since they will be paid outside of SAP Concur.

    After Changing Invoices to Payments Outside of SAP Concur
    

    After inflight invoices are switched to the Client payment method, the invoices will not be batched for payment in SAP Concur since they will be paid outside of SAP Concur after being fully approved.

    After Changing Payments to Check
    

    After payment demands are switched to the Check payment method, the payment demands will automatically be batched to the check configuration for payment.

    After Changing Payments to Outside of SAP Concur
    

    After payment demands are switched to Client Pay, the payment demands will be removed from the batch since they will be paid outside of SAP Concur.

    
    
    

    See also « Option 1 | « Option 2