Cloudability SaaS Connect Concur to Cloudability SaaS

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Concur is a travel, expense, and invoice management technology that allow companies to ensure compliance and control over spending and simplifies the accounts payable process, from invoicing to capturing payment. Concur has many available products, but the Concur direct connector is for the Concur expense management solution. Connect this application with Cloudability SaaS to gain visibility into your SaaS license utilization, so that you can make educated decisions based on reporting and analytics.

What data is brought into Cloudability SaaS from Concur?

Concur is integrated with Cloudability SaaS using the Concur API. Cloudability SaaS brings in user and expense data from the Concur API. The data is analyzed and displayed as useful insights in Cloudability SaaS .

View the list of Concur data fields that are that are used by Cloudability SaaS from Concur

Login

Email

Full Name

Users

Expense Title

Amount Paid

Currency

Purchased By

Date Purchased

The list of fields that are retrieved by the connector can be quite long and detailed. It's therefore in a drop-down so that it's easier to read through this intro if you're not wanting the detail:

View the data fields brought into Cloudability SaaS from Concur

Cloudability SaaS uses API calls to retrieve data from Concur.

Users

https ://developer.concur.com/api-explorer/v3-0/Users.html

Provides details of all the client's SAP Concur users that meet the search parameters.

  • Provides details of all the client's SAP Concur users that meet the search parameters.

  • Retrieved parameters: PrimaryEmail, PrimaryEmail, FirstName, LastName, LoginID

Retrieved parameters used by Cloudability SaaS :

PrimaryEmail

FirstName

LastName

LoginID

https://developer.concur.com/api-reference/expense/expense-report/v3.reports.html#get

Retrieves expense reports for the entire account.

  • Retrieves expense reports for the entire account.

  • Retrieved parameters: Name, LastModifiedDate, CreateDate, SubmitDate, ProcessingPaymentDate, PaidDate, UserDefinedDate

Retrieved parameters that are used by Cloudability SaaS :

Name

LastModifiedDate

CreateDate

SubmitDate

ProcessingPaymentDate

PaidDate

UserDefinedDate

CurrencyCode

Total

Calculated fields

Total Annual Cost

The calculated Annual Cost. This is calculated using the formula - Price * Purchased Licenses.

Estimated Savings

The estimated savings if you only paid for what you use. This is calculated using the formula - (# Purchased Licenses - # ACTIVE Licensed Users) * Annual Cost per license.

Estimated Overage

The estimated overage charges. This is calculated using the formula - If(Used Licenses – Purchased Licenses)>0,(Price * Purchased Licenses) - (Price * Used Licenses)

Last Active On

The last known login date of the user. The last login date of the user is retrieved from the report they submitted in the last 30 days and calculated as the latest of ( CreateDate , LastModifiedDate , SubmitDate , ProcessingPaymentDate , PaidDate , or UserDefinedDate .) #number

Savings

The total calculated savings. This is calculated using the formula - Annual Savings = (# Purchased Licenses - # ACTIVE Licensed Users) * Annual Cost per license

Inactive

Number of inactive users based on inactivity configuration. The last login date of the user is retrieved from the report they submitted in the last 30 days and calculated as the latest of ( CreateDate , LastModifiedDate , SubmitDate , ProcessingPaymentDate , PaidDate , or UserDefinedDate .

Cloudability SaaS checks for last activity date for users and compares to the configured number of days set within the 'Analytics Settings' in the Connector's Configuration tab.

Purchased license count

The number of licenses purchased. For Concur the default value is 1. This can be set manually.

Used license count

For Concur, this value is always 1.

The used license count is based on the number of users found.

Connect to Concur

Before you start

Prerequisites, supported versions, , decisions you need to make (might XREFto a "best practice" topic or HREF to Community page)

Before you can integrate Concur with Cloudability SaaS , you must have the following:

A Concur account subscription at Professional/Premium Edition as a minimum.

For more information about Concur User Administration, refer to https://www.concurtraining.com/customers/tech_pubs/Docs/_Current/UG_Shr/Shr_UG_User_Admin.pdf Concur User Administration

The Concur account must have access to the Web Services Administrator for integration.

https ://www.concurtraining.com/customers/tech_pubs/Docs/ConcurPremier/UG_Shr/Shr_UG_AppCenterAdmin.pdf

Generate Client Id and Client Secret API credentials from your Concur account.

For instructions on how to generate the API credentials, refer to https://developer.concur.com/api-reference/authentication/getting-started.html this .

Steps to connect

Connect Concur to Cloudability SaaS .

From the Cloudability SaaS Dashboard, scroll down to view the Available Connections .

Find the Concur tile and select Connect .

Select Enable application discovery to allow Cloudability SaaS to access expense information from Concur.

Spend Management dashboard

Enter the following information :

OAuth Grant Type : The type of authentication that you are using to connector you Concur account.

Client Id : The API credential generated from your Concur account.

Client Secret : The API credential generated from your Concur account .

Geolocation url : The default base URI for initiating all new connections.

Refresh token : Your OAuth token, used if you are using the Client Credentials OAuth Grant Type.

User login : Your user login if you are using the Password OAuth Grant Type.

User password : Your user password if you are using the Password OAuth Grant Type.

Select Submit .

Complete the steps in the License Wizard to add your Concur license to Cloudability SaaS .

Confirm success

Use the wording below as a guide when describing a single connector. For example, a single application connected using an API connection.

Confirm that Concur has been integrated with Cloudability SaaS correctly.

Confirm that the Cloudability SaaS Dashboard displays the Concur tile under Your Connected Applications .

Select the Concur tile and confirm that data from Concur can be viewed in the application details page.

Compare the data in Concur to data in Cloudability SaaS to confirm success.

Troubleshooting

Troubleshooting questions can be listed here using the drop-down. Copy the following Madcap dropdown and replace the text for each common issue.

How are users listed in the Users tab?

All users, including the active and inactive, are listed in the Users tab

Are licenses assigned to the users automatically?

Concur has a transaction based license model, hence Users are not assigned licenses automatically.

What are the future enhancements ?

  • View the current count of expense reports for the month to get more visibility into the usage of the expense report and the impact on cost.

  • Allocation of the cost of Concur licenses to cost centers and departments based on number of expense reports submitted for the month.

  • Tiered pricing where the month’s base quantity and cost is listed along with the overage price used to calculate overage cost (instead of using user count)

  • Update KPI to view purchased and used expense report quantity