How to integrate SAP Concur with Sapho version 3.9 - 4.2
Category: Integration Setup
Tutorial 1: How to set up the SAP Concur integration in Sapho
- This tutorial assumes you are a person who administers the SAP Concur instance of your organization.
- We recommend setting up the SAP Concur integration using a dedicated user account. Having a separate user account will enable delegated authentication and transparency in your audit logs. Steps 1-3 below describe how to create a new user in SAP Concur and assign to it the appropriate privileges.
Step 1: Sign in
Log in to www.concursolutions.com.
Step 2: Go to Expense Settings page
Hover on the Administration button in the top right corner of the SAP Concur UI. Then click on Expense Settings.
In the Expense Setup for your company, go to Users.
Step 3: Create a new user
Click the button for Create/Edit User.
Add the required user details in the fields marked as red.
TIP: Since this new user needs an email address as its Login, you can create a distribution group in your email system (something like “firstname.lastname@example.org”) with the members being the employees in your organization who manage SAP Concur, and use that address. This ensures that you don’t need to manage a separate mailbox from your email provider.
Save for future reference the information you entered for the following fields: (1) Login (email address) and (2) Password because you will need to paste it in Sapho.
Set the user as Active and check the following checkboxes for user permissions:
- Can Administer
- Can Submit Expense Reports
- Can Approve Expense Reports.
Click the Save button on the top of the page.
Step 4: Go to Partner Application Administration page
Hover on the Administration button in the top right corner of the SAP Concur UI. Then hover on Company and click Web Services.
Step 5: Go to Application Registration page
On the left side, click on Register Partner Application.
Step 6: Add partner application & set access permissions
Click the New button.
On the form page:
- Fill in Name and Description fields.
- Add access to the following APIs by checking the corresponding checkboxes:
- Expense Report - Add, Approve, or Update Expense Reports
- Imaging - Add or Retrieve Report and Line Item Images
- List Items - Add, Update, or Delete List Items
- Users - Add or Update User Accounts.
Step 7: Get the consumer key
On the same form for New Partner Application, under Application Authorization, you will find the consumer key. Copy & paste it in a secure place for later reference.
Step 8: Save the application
Click the OK button to save the partner application.
Step 9: Log in the Sapho Builder (Admin)
Go to the Data or Micro Apps page and start Add SAP Concur Integration or Add SAP Concur Micro App wizard by clicking on the SAP Concur icon.
Step 10: Enter the username of the dedicated SAP Concur account
The username is the Login (email address) you have set for the dedicated SAP Concur user account.
Step 11: Enter the password of the dedicated SAP Concur account
Again, this is the password you have set for the dedicated SAP Concur user account.
Step 12: Enter the consumer key
This is the consumer key you obtained at Step 7.
Step 13: Set the number of months of expense reports to load
Enter a number for how many months of SAP Concur expense reports you would like the integration to retrieve. The default is 3 months. If left as it is, the integration will load SAP Concur expense reports created or modified during the last 3 months.
Click Next and finish the creation of the integration.
Possible issue #1: Sapho on-premises (most likely behind a firewall) might not be able to connect to SAP Concur cloud.
Solution: In your firewall settings, allow access to hostname
www.concursolutions.com with port 443, so Sapho can connect to the SAP Concur cloud.
Possible issue #2: The site of concursolutions.com is down.
Solution: Check the status of the site here. If it’s marked as down, all you can do is to wait.
Delegated Authentication and Audit Trail
Once you have created a separate user in SAP Concur and set up the integration in Sapho using that user account, you need to do one more step for delegated authentication to work.
Sapho requires that all employees who are going to frequently use the micro apps to set the user account with which the connection to SAP Concur was made as an Expense Delegate. Provide them with the employee name, email address, employee id or login id of the dedicated account and ask them to adjust their SAP Concur profile settings as described in Tutorial 2.
This will allow transparency in the Audit Trail of each SAP Concur expense report. For example, when a manager will approve an expense report through Sapho, their name will be shown in the Updated By column (1) inline with the action that changed the report status to Approved. Additionally, their email will be available in the Description column in the Comment section (2).
This comment is added by Sapho, not the end user itself. The purpose of this comment is to let SAP Concur administrators distinguish which expense reports have been approved specifically through Sapho.
Tutorial 2: How to set up an Expense Delegate in SAP Concur
This tutorial is intended for end users who are going to use Sapho to have streamlined access to SAP Concur (such as approving reports in a few taps on their mobile phone). It is expected that you have been provided with the employee name, email address, employee id or login id of the user account used to connect Sapho to SAP Concur.
Step 1: Sign in
Log in to www.concursolutions.com.
Step 2: Go to Profile Settings
In the top right corner of the SAP Concur UI, click on Profile and then on Profile Settings.
Step 3: Go to Expense Delegates
Click on Expense Delegates.
Step 4: Add expense delegate
On the Delegates tab, click the Add button.
Step 5: Find delegate
Find the user account that was used to connect Sapho to SAP Concur by entering the employee name, email address, employee id or login id. (It is expected that one of these details was provided by your System Admin). Click the Add button in line with the search box.
Step 6: Add rights for the delegate
Assign the following permissions to the expense delegate:
- Can Approve
- Can View Receipts.
Step 7: Save changes
Click the Save button.