I have been a Technical Consultant at SAP Concur for quite some time and have worked with many clients to help them build interfaces between their systems and SAP Concur. One requirement I regularly see is how to retrieve receipt images from SAP Concur.
The Image Delivery Extract is a way for clients to obtain their Invoice and/or Receipt image on a regular basis. There could be different and several reasons to have this feature such as: auditing requirements that may dictate the need for these image files, or clients desire to integrate their image files with in-house applications, etc.
There are several options for getting receipt image files from SAP Concur. These include:
In this blog I will describe the details of Image Delivery Extract feature.
Image Delivery is available if your company:
Historical images are available upon request. They arrive in the same format as described in the Introduction section, and have the following exceptions:
This is a free service. There are no setup fees, monthly fees, or use fees.
Note: Historical Image Extract services are billable based on the size of the images within a specific date range and the time required the processing of the extract, due to specific custom filtering of the data requested by your company.
The Image Delivery Extract is an out-of-the-box solution and cannot be modified or customized.
The feature will produce individual report images grouped in a ZIP file for each report/invoice, along with an index file containing the necessary information to reconcile the image with the corresponding report in Concur.
The index file contains information in the following order: Report ID, Employee ID, Report Key.
An additional option is to include the Report Entry ID in the index file. In this case, the index file will contains information in the following order: Report ID, Employee ID, Report Key, Report Entry ID along with the corresponding Image ID.
What is extracted?
NOTE: The images provided are copies. The original images are still available through SAP Concur support.
For customers with auditing requirements (eg. “Archiviazione sostitutiva” in Italy), the most common solution using this feature is to implement Image Delivery Extract including Report Entry ID in the index CSV file. This allows for reconciliation of the image with its corresponding expense entry.
The image extract zip file delivered will contain one index file and one ZIP file for each report/invoice, named <report_ID>.zip, with "report_ID" representing the expense report ID or invoice ID.
These nested zip files (<report_ID>.zip) will contain the image file for each attached image.
In the screenshot example above:
If the Report Entry ID is not included, then the image files will be named as <reportID_imageID>.<original_extension>
In the screenshot example above:
In the example below, we can see the information contained in the Index file: Report_ID,Employee_ID,Report_Key
If the Report Entry ID is included, then image files will be named as <reportID_imageID_entryID>.<original_extension>
In the screenshot examples above:
In the index file, for each report/invoice, its entry and the image associated with that entry will be included.
Example: Report_ID,Employee_ID,Report_Key,Report_Entry_ID::Image_ID||Report_Entry_ID::Image_ID||Report_Entry_ID::Image_ID||Report_Entry_ID::Image_ID
The Image Delivery Extract feature offered by SAP Concur provides a convenient and efficient way to obtain receipt and invoice images for auditing and integration purposes. With multiple options for extracting image files, you can choose the method that best suits your specific requirements. The feature is user-friendly, free of charge, and runs daily to ensure that you have access to the most up-to-date images. By opting for Image Delivery, you can streamline your processes and improve the efficiency of your financial document management.
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