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One month has ended and a new one has begun. And an employee has submitted an expense report with expense entries splitting the two months. Now the reporting isn’t complete because you can’t split the expense report so that the entries are reported for the month that each expense was incurred.

Sound familiar?

With the SAP S/4HANA Cloud 2111 release, it’s become easier to enhance the posting logic for the Concur integration. Situations like the one described can be handled with the help of the Manage Concur Substitution Rules app.

Accessed with our standard business role, the app will guide you in creating your own substitution rule for expense reports at the item level for the following:

  • Assignment number

  • Business place

  • Functional area

  • Line item text

  • Reference keys

  • Service rendered date

  • Custom fields added in coding block (FINS_CODING_BLOCK) and/or journal entry item (FINS_JOURNAL_ENTRY_ITEM) business contexts

Depending on your use case, it may be possible to influence these fields by using the available substitution rules from Financials like the Substitution/Validation for Journal Entries app. But if you require data from a specific Concur field, then using the integration's substitution rules could be the best fit.

Once you’re in the app, you’ll first define the business context.


And then name your rule and provide a description.

With those taken care of, you’re ready to maintain the core parts of your rule: the precondition and the substitution.

The precondition lets you define when the rule should be executed. All transferred Concur fields are available for you to use and can be found using the value help (F4).

Do you need to enhance the posting logic only for expense reports submitted by employees who attended a conference? Then give the conference attendees a specific field, like Custom20 at the entry level, where they can enter the conference’s name when creating the expense report. For the rule's precondition, just select that exact same field as the Field and enter the conference’s name as the Value.

With the precondition maintained, it’s time to define the actual substitution. Choose the value help (F4) for your Target Field.

And select the field you need to substitute in the dialog box that appears.

Then determine how your rule should substitute the field and enter the Source based on your Substitution Type. Your Target Field can be substituted with a constant value, a value stored in another Concur field, or value from a table you created. Like with the precondition, all transferred Concur fields are available if you’re substituting with another field value.

If the native integration’s posting logic populates the Target Field, then you’ll need to select Overwrite so that the Target Field is populated with your chosen Source. Without Overwrite selected, the rule will only populate the Target Field if the standard posting logic doesn’t. Don’t forget – if the posting logic populates the Target Field or not can depend on your specific use case.

And with a quick save and activation of your rule, you can easily maintain fields that were once unavailable for the Concur integration.


Related Blog posts:

SAP S/4HANA Cloud 2111 Intelligent ERP Update

SAP S/4HANA Cloud Validation and Substitution rules