SAP Concur Expense: Configuration Architecture Diagram

Understanding the configuration architecture of SAP Concur Expense is essential for any implementation project. This interactive diagram presents the complete hierarchy of configuration elements, from the Employee level down to individual Fields and Lists.

How to Read This Diagram

The diagram is organized in four hierarchical levels, each represented by a distinct color:

Employee (Navy blue): The top-level entity. Each employee is assigned a country of residence, locale, reimbursement currency, roles, credit cards, and a ledger.
Group (Teal): A configuration container that bundles policies, forms, and group-level settings. Each employee belongs to one group.
Policy (Purple): Defines expense rules, limits, workflows, and available expense types. A group can contain multiple policies.
Fields & Lists (Orange): Custom fields and dropdown lists shared across multiple forms.

The cardinality labels (1:1, 1:N, 0:1, 0:N) indicate the relationship type between elements. Hover over each element to see its detailed description.

Interactive Configuration Diagram

Legend:

Employee Level

Group Level

Policy Level

Fields & Lists

Hover over elements to see their description

Employee

1:1

Country of residence

1:1

Tax Authority

1:1

Travel Allowance

1:1

Locale

1:1

Reimbursement currency

1:1

Group

1:N

Roles

1:N

Credit Card

1:1

Ledger

Group Configuration

0:N

Car Configuration

0:N

Email Reminders

0:N

Audit Rules

0:N

Company Info

0:1

Expense Assistant

0:1

Receipt Handling

1:N

Payment Types

1:1

Accounting Extraction

0:1

Payment Batches

0:1

Delegate Configuration

0:1

Digital Receipt Compliance

0:1

Cash Advance Workflow

1:N

Attendee Type

1:1

Expense Car Form

1:1

Employee Form

1:N

Policy

Policy Configuration

1:1

Header Form

1:1

Allocation Form

0:N

Printed Report

1:N

Expense Types

0:1

Missing Receipt Affidavit

1:1

Workflow

via Expense Types

1:1

Entry Form

0:1

Vendor List

1:1

Account Code

via Workflow

1:1

Confirmation Agreement

Linked to Policy forms: Header Form, Allocation Form, Entry Form

1:N

Fields & Lists

Fields

0:1

Simple / Connected List

Key Takeaways

The Employee as Entry Point

Every configuration in Concur Expense starts with the Employee. The employee record determines which group they belong to, which in turn defines the policies, forms, and settings they will use. Key attributes like country of residence, locale, and reimbursement currency are set at this level.

The Group as Configuration Hub

The Group is the central configuration container. It aggregates all the settings that apply to a set of employees: audit rules, payment types, accounting extraction, email reminders, car configuration, delegate settings, and more. Understanding the group structure is crucial for multi-entity or multi-country deployments.

Policies Define the Rules

Within each group, one or more policies define how expenses are managed: which expense types are available, what workflow applies, which forms are used for headers and line items, and how printed reports are generated. The policy level is where most of the business logic resides.

Fields and Lists: The Foundation

At the bottom of the hierarchy, custom fields and lists provide the building blocks for all forms. Fields can be shared across Header Form, Allocation Form, Entry Form, Expense Car Form, and Employee Form. Connected lists enable cascading dropdown behavior for better data quality.

This diagram serves as a reference for consultants, administrators, and project managers working on SAP Concur Expense implementations. Understanding these relationships helps ensure a clean and scalable configuration.

Feel free to contact us to discuss your SAP Concur Expense configuration needs.