Questions about the Concur expense report submission process: How approvers track and coordinate with accounting
A new user, serving as the sole approver for Concur expense reports, has mastered most functions during testing but is uncertain about where reports go after submission: accounting has not seen the reports, and it is unclear whether they sync automatically to QuickBooks or require email notification. Based on existing information, this article organizes key questions and suggests possible directions for resolution.
As a key role in the expense report approval process, you may be experiencing common confusion when transitioning from traditional paper-based processes to an automated system. This article addresses the specific issues you raised, combines the general logic of the Concur system, outlines the areas that need attention, and provides actionable troubleshooting suggestions.
Core Issue: Unclear Destination of Reports After Submission
You mentioned that you are currently the only person operating in Concur and have basically mastered all functions except 'Submit'. When you submit reports containing AMEX transactions and receipts, the accountant (who has been set up in Concur) does not see these reports. This usually involves two key points:Approval routing after submissionanddata integration between systems。
1. Where the report goes after submission
In Concur, after submitting a report, the system sends it to the next approver or approval queue based on the predefined approval process. Since you are currently the only operator and the accountant is configured in the system but does not see the report, possible reasons include:
- Approval process not correctly configured: Your report may still be in 'Submitted' status, waiting for further action from yourself (as the approver), rather than automatically routing to the accountant.
- Insufficient role permissions for the accountant: The accountant may not have been assigned as an 'Approver' or 'Expense Processor', so they cannot see the report in their to-do list.
- Abnormal report status: For example, the report may be temporarily held by the system due to missing necessary information (such as receipt attachments).
2. Integration issues with QuickBooks
Regarding whether reports are automatically integrated into QuickBooks, this depends on whether your company has enabled the official Concur and QuickBooks integration or a third-party connector. Typically, such integration requires additional configuration and may involve settings such as mapping chart of accounts and synchronization cycles. If the integration is not enabled, reports will not automatically enter QuickBooks, and the accountant may need to manually export or receive report copies via email.
Recommended Troubleshooting Steps
- Check report status: In Concur, view the 'Status' field of the submitted report to confirm whether it shows 'Submitted' or 'In Approval'.
- Verify the approval process: Go to 'Administration' or 'Approval Settings' to confirm whether the expense policy associated with your submitted report specifies the correct approver (e.g., the accountant).
- Confirm the accountant's permissions: Ask the administrator to check the accountant's user role to ensure they have 'Approver' or 'Expense Report View' permissions.
- Test email notifications: In Concur, you can set up automatic email notifications to designated people after submission. Check whether the accountant's mailbox has received any reminders from Concur.
- Review integration documentation: If you have enabled the QuickBooks integration, please refer to the Concur Help Center documentation on 'QuickBooks Integration' to confirm whether the synchronization was successful.
Questions about 'Receiving via Email'
You mentioned, 'Or should she receive my report via email?' - In Concur, the report itself is usually not sent as an email attachment, but the system can send a notification link that directs the approver to log in and view it. Therefore, if the accountant has not received a notification, it may be because the notification settings are not enabled or the email address is incorrect.
Tip: As the only operator, you may not have completed a full 'Submit-Approval' closed-loop test. We recommend creating a test report, submitting it, and then immediately checking the 'To-Do' area on the accountant's Concur homepage, while also checking the notification email.
Conclusion
Currently, the core of your issue lies in system configuration rather than operational errors. It is recommended to prioritize contacting your company's Concur administrator (or system implementer) to assist in checking the approval process and integration settings. If you have permission, you can also check the 'Approval Process' under the 'Administration' module and the 'Integrations' option under 'Company Information'. Through systematic troubleshooting, you will be able to clarify the destination of the report and ensure the accountant handles it in a timely manner.