expense: japan public transport€¦ · 12/05/2018 · corporate card users and the japan public...

Concur Expense: Japan Public Transport

User Guide

Last Revised: May 12, 2018

Applies to these SAP Concur solutions:

Expense Professional/Premium edition

Standard edition

Travel Professional/Premium edition Standard edition

Invoice Professional/Premium edition

Standard edition

Request Professional/Premium edition Standard edition

Concur Expense: Japan Public Transport User Guide i Last Revised: May 12, 2018

© 2004 - 2021 SAP Concur All rights reserved.

Table of Contents

Section 1: Permissions ................................................................................................1

Section 2: Overview ....................................................................................................1

Who Should Use This Feature ...................................................................................... 1 Corporate Card Users and the Japan Public Transportation Expense Type ..................... 1

Required Roles ........................................................................................................... 1

Understanding the Icons Used in Japan Public Transport ................................................. 2

Section 3: Using the IC Card ........................................................................................3

Overview................................................................................................................... 3 How Expense Works With the IC Card ...................................................................... 3

Network IC Card Reader to read IC Card routes ............................................................. 4 Associate an IC Card to an employee ....................................................................... 5 Register the IC Card in Expense .............................................................................. 5 Entering Route Information .................................................................................... 6 Removing an IC Card Route from an Expense Report ................................................. 7

Section 4: Accessing Japan Public Transport ...............................................................7

Accessing the Japan Public Transport Feature ................................................................ 7

Section 5: Options .......................................................................................................8

JPT Options Available When Creating an Expense Report ................................................. 8 Entering JPT Route Information ............................................................................... 9 Editing a Route in the Expense Report ................................................................... 17 Deleting a Route from the Expense Report ............................................................. 18

JPT Card and Route Options Available in Profile Settings ............................................... 18 IC Card - Activating, Inactivating, and Renaming the IC Card ................................... 19 Commuter Pass - Entering Commuter Pass Routes .................................................. 19

ii Concur Expense: Japan Public Transport User Guide Last Revised: May 12, 2018


Revision History Date Notes / Comments / Changes

January 8, 2021 Updated the copyright; added Concur to the cover page title; cover date

not updated

April 13, 2020 Renamed the Authorization Request check box to Request on the guide’s title page.

January 2, 2020 Updated the copyright; no other changes; cover date not updated

January 7, 2019 Updated the copyright; no other changes; cover date not updated

August 3, 2018 Corrected name of expense type from Japan Public Transport to Japan

Public Transportation.

May 12, 2018 Updated screenshots for the removal of personal IC Card number information and general document maintenance.

April 14, 2018 Added a note that for users of the Pit Touch Pro2 IC Card Reader device, the user activation step has become unnecessary following the support of

company-level authentication as described in the April 2018 release notes.

April 5, 2018 Changed the check boxes on the front cover; no other changes; cover date not updated

March 17, 2018 Corrected name of feature from Japan Public Transportation to Japan

Public Transport.

March 7 2018 Updated the copyright; no other changes; cover date not updated

September 16 2017 Removed all references to the USB IC Card reader now that it has been

replaced with a network IC Card reader solution.

January 20 2017 Added information for simplified employee authentication for network IC card readers.

December 14 2016 Changed copyright and cover; no other content changes.

September 9 2016 Added information about the new network IC Card reader feature that uses

Concur’s E-Receipt service.

April 15 2016 Removed the Japan Public Transport setup information from the Expense: Japan Public Transport User Guide, and added it to the new Expense: Japan Public Transport Setup Guide.

March 18 2016 Added information about the new Distance column and field.

January 25 2016 Changed references to the import/extract guide; no other changes.

June 4 2015 Clarify that the Japan Public Transport expense type cannot be associated

with a corporate card.

May 15 2015 Updated the screen shots to the enhanced UI; no other content changes.

April 17 2015 Added information about using Internet Explorer to ensure the IC Card button and card reader ActiveX controls are resident on the local machine.

February 11 2015 Removed references to the current UI; no other content changes.

October 14 2014 Added information about the two user interfaces; no other content

changes.

Concur Expense: Japan Public Transport User Guide iii Last Revised: May 12, 2018


Date Notes / Comments / Changes

July 11 2014 The icon showing route returned by a route search or by using an IC Card

is replaced with a new icon.

June 13 2014 Addition of the IC Card Fare check box, allowing a search return that includes routes that support this ticket type.

April 11 2014 The End Date value is now automatically updated when the commuter pass

import functionality is used and certain elements of the existing route match the imported route.

March 7 2014 Added information about:

• Logic is changed to now validate all commuter pass routes using Jorudan before they will be listed by Expense

• New Admin tools Commute Pass Admin and Commuter Pass Import

pages.

• User may now add commuter pass routes using My Profile

December 13 2013 An appendix is added, and information about using audit rules to flag a JPT

traveler’s type of travel classification is included

December 28 2012 Made rebranding and/or copyright changes; no content changes

November 27 2012 Add text stating that this feature is not available using Concur Mobile or on Mobile devices at this time.

September 14 2012 New user guide.

Section 1: Permissions

Concur Expense: Japan Public Transport User Guide 1 Last Revised: May 12, 2018


Japan Public Transport

Section 1: Permissions

You may or may not have the correct permissions to use this functionality. You may have limited permissions, for example, you can affect only certain groups and/or use only certain options (view but not create or edit).

If you need to use this functionality and do not have the proper permissions, contact your company's Concur administrator.

Section 2: Overview

The typical businessperson in Japan can have multiple train rides per day that they will track and process for reimbursement. To answer the need to expense this type of travel, Concur designed and integrated the Japan Public Transport (JPT) feature into the Expense product.

This feature allows users to quickly expense JPT in several ways:

• Manual entry of routes

• Route search (look up routes bases on a from/to station)

• IC Card routes imported into Expense via the E-receipt service using the network IC Card reader

• From their Favorites list of routes

Who Should Use This Feature

The rail content sourced is specific to the Japan marketplace. The feature cannot be used with any rail content outside of Japan.

Corporate Card Users and the Japan Public Transportation Expense Type

A corporate card cannot be used with the Japan Public Transportation expense type. Only the IC Card or Cash Out of Pocket payment types are supported.

Required Roles

There are no required roles to use the Japan Public Transport feature; you need only have the Expense User role.

Section 2: Overview

2 Concur Expense: Japan Public Transport User Guide Last Revised: May 12, 2018


If you do not see the Japan Public Transportation expense type when creating your expense report, contact your administrator.

Understanding the Icons Used in Japan Public Transport

Several different icons are used in JPT that are unique to this feature. These include:

Icon Description

Created Manually: The route was added using the manual route search function, and all aspects, including the route itself, may be edited by the user.

Commuter Pass: A commuter pass was used for this (portion of) travel.

Example:

Created Using an IC Card: This route was downloaded from an IC Card, and the route information cannot be edited, only selected items such as the Business Purpose.

TIP: Hover over this icon to note what IC Card this route was downloaded from:

In the Route search result: By searching for a route returned with an IC Card fare.

Created Using Route Search: This route was created using the Route Search

feature, and the route information cannot be edited, only selected items such as the Business Purpose.

TIP: Hover over this icon to note attributes of the selected route, for example,

in the figure below, F E C indicated the route was the Fastest, Easiest, and Cheapest all at the same time (other routes may combine a subset of these

attributes).

Round Trip: This route included round-trip travel.

Receipt Attached: Like other expense report entries, this entry has a receipt

image attached to it.

Section 3: Using the IC Card




The easiest, quickest, and most error-free way to add routes to an expense report is to import them into Expense from the employee's IC Card.

To import data from an IC Card into Concur Expense, use one network IC Card reader per office location.

A network IC Card reader enables users to import their IC Card data into Expense via

the Internet. The Concur Client Executive should contact an implementation partner directly to purchase a network IC Card reader and run an implementation project.

Overview

An IC card is a preloaded commuter card used to enter and exit the rail station gates, thereby capturing the time, date, and route information within the intelligent chip of the IC card. There are approximately 16 different IC Cards in Japan, SUICA and PASMO being the most popular since they are primarily used by JR (Japan Rail Company) and within Tokyo by many millions of people. Each IC Card stores the last 20 transactions.

How Expense Works With the IC Card

IC Card routes are read using a network IC Card reader.

PARTNER NETWORK IC CARD READER (DEVICE)

• A device is installed at each Company location and a user swaps the IC Card on the device.

• Routes stored on the IC card will be pulled into the Receipt Store and displayed in Available Expenses along with any other Smart Expenses.




THE FIGURE BELOW SHOWS THE MOST POPULAR IC CARDS:

Network IC Card Reader to read IC Card routes




Associate an IC Card to an employee

After you activate your user account, you need to associate your IC Card to your Concur account. The first time you tap your IC Card on the network IC Card device,

the screen below is displayed. Enter your employee ID.

Your IC Card and your Concur account are associated.

Register the IC Card in Expense

Expense will automatically create the new IC Card when the user imports the first route from Available Expenses. The IC Card will be created with a default name, “IC Card – (date of import)”. The user can rename the IC Card from their Profile.

For more information, refer to the IC Card - Activating, Inactivating, and Renaming the IC Card section of this document.




Entering Route Information

With the network IC Card reader, once the employee has swapped his IC Card on the device, the IC Card routes are displayed automatically in the Available Expense list

along with all other Smart Expenses.

In Available Expenses, the user can select All IC Cards to filter Smart Expenses to display only those expenses that are related to an IC Card.

Section 4: Accessing Japan Public Transport



Removing an IC Card Route from an Expense Report

If a route, added from the Available Expenses, is removed from an expense report, either:

• The route was part of a Smart Expense that contains several routes, in which case the routes will be hidden and will not be available in Smart Expenses.

- or -

• All the routes from the same Smart Expense were removed from an

expense report in which case, the system adds them back in Available Expenses.

Section 4: Accessing Japan Public Transport

You can access this feature by selecting the Japan Public Transportation expense type when creating your expense report.

If you do not see the Japan Public Transportation expense type when creating your

expense report, contact your administrator.

Accessing the Japan Public Transport Feature

NOTE: Remember that the Japan Public Transportation expense type cannot be associated with a corporate card.

To access the Japan Public Transport feature:

1. Click Expense > New Expense Report.

2. Fill out the Expense header fields, being sure to complete all required field types, then click Next.

3. On the New Expense tab, click Japan Public Transportation as the expense

type.

Section 5: Options



4. Fill out the Expense entry form fields, being sure to complete all required field types, then click Next.

5. The Transport Routes tab appears, with all required options to complete your point to point route entries.

Section 5: Options

You are granted access to the Japan Public Transport (JPT) feature and options in the following areas of Expense:

• When Creating the Expense Report: You select the Japan Public

Transportation expense type to see options that let you add the routes you have travelled

• My Profile: Your Profile page includes two links that let you manage your

imported IC card, and add or delete commuter pass routes

JPT Options Available When Creating an Expense Report

To add JPT travel to an expense report:

• Create an expense report by completing the Expense header form including all Required field types

• For the expense type, select Japan Public Transportation and complete the fields that display

• Add the route(s), using the appropriate option:

From Available Expenses if using the network IC Card device

Manually, by entering routes point to point

Section 5: Options



Using the Search Route function and Jorudan to populate the route

(preferred solution)

Choosing Favorite Routes saved within Expense

TIP: Traveled routes on the IC Card also include those pre-paid by a commuter card. When using the Route search function, be sure to enter commuter routes in Profile - Jorudan services will automatically deduct expenses associated with commuter routes paid for by the commuter pass.

Entering JPT Route Information

Options that appear when you select the Japan Public Transportation expense type

allow you to add one or more routes manually, perform a route search to add a route, and download routes directly from your IC Card stored in Concur and available from the Add IC Card Routes dialog box if user is using a network IC Card Reader only.

ENTERING ROUTES USING THE NETWORK IC CARD READER

If your office has a network IC Card reader, you may register and store routes in

Expense for use in your expense reports.

To enter routes using a network IC Card reader:

1. In the office, tap your IC Card on the device.

2. Login and go to Available Expenses or within the Expense Report, click Import Expenses.

Section 5: Options



Each Smart Expense with the source “IC” corresponds to an IC Card route. Hover the mouse over the icon to see the detail of the Smart Expense route.

3. Select one or more IC Smart Expenses and move them to an existing report or a new report.

4. Each Smart Expense will be automatically added as a report entry in the Expense Report. The routes associated with the Smart Expense appear in row

format on the Transport Routes tab.

5. (Optional) Enter text in the Business Purpose and Comment sections as directed by your company policy.

If the IC Cards related to the Smart Expenses, is disabled, while selecting the associated routes in Available Expenses, the user will be informed that the routes can only be added into a report for active IC Cards.

6. Click Add. The routes appear in row format on the Transport Routes tab.

NOTE: For routes coming from the IC Card, the route distance is not

managed.

7. (Optional) Add additional routes.

8. Click Done.

ENTERING ROUTE INFORMATION MANUALLY

To enter the route information manually:

1. Complete the Expense header form, and then click Next.

2. In the New Expense tab, select Japan Public Transportation as the expense

type.

Section 5: Options



3. Complete the fields, and then click Next to display the Transport Routes page.

4. Click Add to open the Add Routes window.

5. Fill in the fields in Add Routes using the table below:

Field Description

Start Date The start date of travel.

From / To Station The station you traveled from, and the station you traveled to for this route.

From / To Line The name of the line used to travel between the designated stations.

Commuter Pass Was a commuter pass used to travel at either or

both stations? If so, select this check box for all that apply.

Cost Enter the total cost.

Additional Charge Enter any additional charges, such as baggage,

reserved seating, or other.

Distance Enter the route distance in kilometers.

Round Trip Was the trip a round trip? If so, select this check

box.

Section 5: Options



Field Description

Add To Favorites Select this check box to have this route saved as

a favorite route - doing this lets you choose this route again for rapid form entry.

Business Purpose Enter the reason for the trip.

Comment Enter any additional information that affects the

business travel.

Personal Expense Was this a personal expense? If so, select this check box.

6. Click Add. For example:


8. Click Save.

9. Click Done.

Section 5: Options



On the finalized expense entry, the icons indicate the input method (manual) and trip type (round trip), and the use of a commuter pass. For example:

For more information about the icons, refer to the section Understanding the Icons Used in Japan Public Transport in this document.

ENTERING ROUTE INFORMATION USING ROUTE SEARCH

When you do not know exactly what route stations are used for travel, you can use the Route Search option to help select the stations for you and validate the route against the commuter passes entered in your profile. Your route may also allow you to choose from a selection of available routes. If so, you can refine the route you

choose to one that is fastest, least expensive, or easiest in travel time.

To enter the route using Route Search:


2. In the New Expense tab, select Japan Public Transportation as the expense type.

3. Complete the fields, and then click Next to display the Transport Routes

page.

Section 5: Options



4. In the Transport Routes tab, click Route Search and fill in the fields using the table below:

Field Description

From / To Station The station you traveled from, and the station you traveled to for this route.

Start Date The start date of travel.

Round Trip Was the trip a round trip? If so, select this check

box.

Through Station Choose the stations you wish to travel through

from your start station choice.

Seat Type Choose from the following:

• Reserved Seat

• Non-Reserved Seat

• First Class (Green Seat)

IC Card Fare Returns routes that are supported by the IC

Card, allowing you to apply the IC Card fare to the route by identifying those routes that support

this ticket type.

Fast tab The routes that are the quickest (least in overall

time).

Easy tab The routes that involve the least transfers from train to train.

Cheap tab The routes that are the least expensive.

Others tab Routes similar to the ones you selected and may

have overlooked in your search criteria.

Business Purpose Type the purpose of the trip here.

Comment Type any comments that will help the approver or provide a record of the trip here.

Add to Favorites Select to add to the Favorite Routes feature.

5. Click Search to display the available routes according to your search criteria.

Section 5: Options



6. The Route Search window refreshes to show all available routes for the criteria you have entered:

7. Select a route by clicking it, and then click Add Route.


9. Click Done.

ENTERING ROUTE INFORMATION USING FAVORITE ROUTES

As you create routes, options let you save the route for future use. This greatly reduces the time it takes to reconstruct a route you use on a regular basis. Favorite routes can be chosen to populate the expense report quickly and without error.

Section 5: Options



To select and add a route from Favorite Routes:


2. In the New Expense tab, select Japan Public Transportation as the expense type.

3. Complete the fields, and then click Next to display the Transport Routes page.

4. In the Transport Routes tab, click Add From Favorites.

5. In Add From Favorite Routes, select the route to add, and enter the date (Required), business purpose, and any comment.

Section 5: Options



6. Click Add to add the route to the expense report.


Editing a Route in the Expense Report

When editing a route, it is important to remember that only the manually-entered route can be changed. Any route downloaded from an IC Card is locked and cannot

be edited, but instead removed from the report. When editing a route that is locked, only the Personal Expense, Business Purpose, and Comment information may be changed.

• To edit the route in the expense report, select the route row and then click

Edit.

Section 5: Options



Deleting a Route from the Expense Report

• To delete a route from the expense report, select the route row, and then click Delete. On the confirmation message, click Yes.

JPT Card and Route Options Available in Profile Settings

You are granted access to two links on your Profile page that let you work with JPT passes and commuter routes. The links are:

• IC Cards: Edit the card registered to you within Expense

• Commuter Pass Routes: Add and delete commuter pass routes you use

to transit for business purposes

If you do not see the links, contact your administrator.

NOTE: Identifying the commuter pass route type is important to avoid additional travel charges beyond the point to point travel the card allows.

Section 5: Options



IC Card - Activating, Inactivating, and Renaming the IC Card

My Profile maintains a list of all IC Cards registered by Expense during auto-detection of the card through the card reader. When a card is not being used, it can

be inactivated and then reactivated through My Profile. Making a card inactive removes the card from the display of all active cards when:

• Choosing a card to read when downloading routes from the IC Card

• Viewing available (active) cards in My Profile > IC Card

To activate and inactivate a card, or rename it, click Profile and, under Expense Settings, click IC Cards.

In the IC Cards page, select the card type you wish to view by first choosing either Active or Inactive under Show all IC Cards that are. Then, from the cards that display, select a card to be activated or inactivated, and click Edit.

The Edit IC Card dialog box is used to rename or change the status of the card.

Rename a card by typing in the new name, and change the Active status by selecting either Yes or No. Click Save to exit the dialog box and return to IC Cards.

Commuter Pass - Entering Commuter Pass Routes

A commuter pass route may already have been entered for you by your administrator. To enter your own routes, use the Commuter Pass Routes link.

NOTE: A total of 10 commuter pass routes are supported in your Profile.

Section 5: Options



For example, if you are using a commuter pass that pre-pays for travel from station to station, you should enter these routes on the Commuter Pass Routes page. Doing this allows Concur to deduct the amount already paid from station to station when a trip includes that leg when using the route search feature.

As another example, if you pre-paid for travel from station A to station B, and you travel by rail from station A to station B to station C, the actual cost you can expense is from station B to station C. The A > B leg of this trip is already paid.

To add commuter pass routes:

1. Click Profile > Profile Settings > Commuter Pass Routes (under Expense Settings).

2. In the Commuter Pass Routes page, click Add to open the Commuter Pass Route dialog box.

3. Enter all information for the required (red) fields, and then click Search. Jorudan evaluates and validates the route.

Section 5: Options



4. One or more routes are returned by Jorudan for selection. Choose the route associated with your commuter pass, and then click Add Commuter Pass.

The route is added to the list of routes in the Commuter Pass Routes screen. If the route is not associated with a commuter pass subscription or by the date, no route is returned (that is, the registered commuter pass is not

valid for the date and/or route you entered).

In this example, two routes are added as separate legs of the overall transit route:

Section 5: Options



To delete commuter pass routes:

1. Click Profile > Profile Settings > Commuter Pass Routes (under Expense Settings).

2. In the Commuter Pass Routes page, select the route or route(s) to delete and click Delete.

TIP: Select all legs of a commuter pass route to remove the entire route.

3. In the Delete dialog box, click Yes to remove these routes from the list.

expense: japan public transport€¦ · 12/05/2018 · corporate card users and the japan public...

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