Company Billed Statements (CBS)

The Company Billed Statements (CBS) module within Concur is the reconciliation tool for transactions purchased on the ProCard. Pro-Card transactions will be fed directly into Concur instead of creating a procurement card document (PCDO) in KFS.

The workflow in Concur is as follows:

1. Pro-Card transactions will be fed into Concur daily on a Company Billed Statement Report.

2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement report in Concur (i.e. assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period but must be completed by the 15th of the month following the statement period.

3. Pro-Card Holder submits no sooner than three (3) days after statement period closes and by the 15th of the month following the statement period.

4. Once submitted the Company Billed Statement report will route to the appropriate Fiscal Officer(s) for approval in Concur. Concur will identify the fiscal officer(s) based on the KFS account number assigned to the transactions.

5. Once fully approved all the transactions on the Company Billed Statement report will be sent to KFS to post to the General Ledger.

This document includes instruction on reconciling and submitting a Company Billed Statement report.

Table of Contents

Logging In

1. Navigate to any web browser.

2. Access Concur by logging in through our website at Travel Services and clicking “Login to Concur Travel & Expense.”

Company Billed Statement Report

1. From the Concur homepage, click on the Home drop down menu and click Expense.

2. Click on the Statement name to open the Statement that you need to reconcile and submit.

3. Click on Report Details at the top of your report then click on Report Header.

4. Review the Account number field to ensure the correct number is listed or to add a new account number for this Report.

5. Click Save.

6. To Add your Pro-Card Statement as an attachment to your CBS Report, click the Manage Receipts drop-down menu at the top of the report.

7. Click Manage Attachments.

8. Click Upload Report Level Attachment to locate the file on your file, once selected, click Open, then Upload to attach it to the Header level of the CBS report.

9. Review your attachment. The double arrow icon allows you to change your view. You can either delete the entire receipt portfolio or append to your portfolio. Click off of the review screen to go back to the report.

10. Next, Click the exception icon beside the individual expense line item to resolve any exception messages. Or edit the expense to review the Alert window and adjust accordingly.

11. To view the expense item details, select the check box to the left of the expense and click Edit. To preview Payment Type expense, click the Payment Type link.

12. Review the Expense Type column to ensure the transaction matched what Concur has auto selected.

13. If the expense type is incorrect or set to Unidentified, you will need to select the Expense Type from the drop-down menu that best matches your transaction.

14. Complete the required fields (with red asterisk) including adding any necessary Comments, and then any optional fields, as needed.

15. The Details tab allows you to Upload the Receipt Image.

16. Click Save Expense.

Itemizing Expenses

At times you might have a single transaction with expenses that fall under multiple expense types. For example, a purchase from Amazon that includes both books and lab chemicals. To complete Itemization, use these steps:

1. Click the checkbox beside the individual expense line item that you are trying to itemize, from the list of transactions on the statement report, and click Edit.

2. The Details tab is shown by default. Click the Itemization tab and Create Itemization button.

3. From the available drop-down, select the Expense Type that applies to the first itemization (All Books). The page refreshes, displaying the respective fields for the selected Expense Type.

4. Complete the required fields (with red asterisk), and then any optional fields, as needed.

5. Notice the Amount | Itemized | Remaining is displayed at the top of the Itemizations tab.

6. Click Save Itemization.

7. If there is a remaining amount to be itemized, click Create Itemization.

8. Select another Expense Type (Lab Chemicals & Hazardous Materials) to itemize the next line item, and then complete the required fields.

9. Click Save Itemization.

10. When done, all itemizations appear as sub-entries, within the parent expense.

Allocating Expenses

The Allocation feature allows you to allocate selected expenses to multiple funding accounts.

1. With the report open, click one or more checkboxes beside the expense itemization. Then choose either the More Actions or Allocate buttons, whichever displays.

2. Or click the Allocate link within the specific itemization.

3. Click the Percentage or Amount button and click Add for each additional account needed.

4. Enter the appropriate amount or percentage associated with each account.

5. Complete the Account Number and related account fields for each line item.

6. When allocations are complete, click Save.

7. This will bring you back to the itemization where you can click Save Itemization.

8. From the main expense report line item view, you will see the note that it was Allocated.

9. Click the Submit Report button at the top right of the page to send your Company Billed Statement Report to the approver.

Additional Support

For help with Company Billed Statements, contact pcard@uconn.edu .

For additional reference material, refer to the Training and Resources page located on the Travel Services page.

Related Articles