Concur Expense Sync

Prerequisites

• MuleSoft Direct setup is required. For more information, see the MuleSoft Direct setup guide.
• Obtain SAP Concur license and Concur client app credentials for establishing a connection to Concur via APIs. The Concur client app should have all required access such as read/write access to expenses, expense reports, attendees, users etc.
• Create an Integration User and ensure this user has read and write access to all mapped Expense entities and fields in Life Sciences Cloud.
  • Create a custom permission set that uses the Life Sciences Commercial license and grants access to all required entities and fields.
  • Create a second custom permission set that uses the Salesforce API Integration license, and enable the following System Permissions:
    • Modify All Data
    • Customize Application
    • Skip Life Sciences Trigger Handlers
  • Assign both custom permission sets and the Life Sciences Field Medical permission set to the Integration User.
• To integrate the application with Life Sciences Cloud, set up a Local External Client App in your Salesforce org. When you configure the external client app, select Run as as the Integration User created in previous step. You’ll need the credentials from this external app during the MuleSoft Direct setup.
• Ensure that the ExpenseReport.ExpenseSystemIntegrationStatus and Expense.ExpenseSystemIntegrationStatus picklist values has these values added:
  • Pending
  • Completed
  • Error
  • Failure
  • Deleted
• Ensure that the ExpenseReport.Status picklist values has these values added:
  • NotSubmitted
  • Submitted
  • InReview
  • Approved
  • Rejected
  • Deleted
• Ensure that the IntegrationJobRun.Status picklist values has these values added:
  • InProgress
  • Completed
  • CompletedWithError
  • Failure
• Enable Field-Level Security (FLS) for the integration user profile on all mapped fields. If you use the default field mappings, ensure FLS is enabled for the following fields:
  • ExpenseReport
    • Status
    • ExpenseSystemIntegrationStatus
    • ExpenseSystemIntegrationError
    • SourceSystemName
    • SourceSystemIdentifier
  • Expense
    • RelatedExpenseType
    • SourceSystemName
    • SourceSystemIdentifier
    • Comments
    • ExpenseSystemIntegrationStatus
    • ExpenseSystem IntegrationError
  • HealthcareProvider
    • ExpenseSystemIdentifier

Setup

1. Log into Salesforce and navigate to the Setup page.
2. Search for the MuleSoft Direct page.
3. Select the Concur Expense Sync application and click Enable.
4. Enter the application display name, target business group, and environment for deployment, then click Next.
5. Select the Concur Expense Sync tab and enter ‌these details to configure the application properties:

1. To add any optional configuration, click Add Additional Parameters and enter the required details.
2. Click Proceed to deploy the application.

Post Deployment

1. To enable/disable/modify the sync jobs (salesforce-to-concur-sync, concur-to-salesforce-sync) after deployment, follow below steps:
   • Log in to Mulesoft Anypoint Platform.
   • From the top right corner, select the Organization where the applications are deployed.
   • In the Management Center, select Runtime Manager and choose the correct environment where the applications are deployed.
   • Search for and select the Concur expense sync application which was deployed using MS Direct.
   • Navigate to Schedules, select the jobs, and enable or disable or modify the schedule as required.

Customizations

Customizations can be done in the app by modifying the below mappings (in /resources/dwl/mapping folder):

fieldMapping.dwl

Contains functions for field value mappings between Salesforce and Concur.

Source: ./src/main/resources/dwl/mapping/fieldMapping.dwl

toConcur.dwl

Contains functions for transforming Salesforce data to Concur format (used in salesforce to concur job).

Source: ./src/main/resources/dwl/mapping/toConcur.dwl

toSalesforce.dwl

Contains functions for transforming Concur data to Salesforce format (used in concur to salesforce job).

Source: ./src/main/resources/dwl/mapping/toSalesforce.dwl

Limitations

• All users submitting expenses in Life Sciences Cloud must have a corresponding profile in Concur.
• Expense reports must be manually submitted to the approval workflow in Concur. The integration does not automatically submit records to the workflow.
• The Salesforce to Concur job must be executed before the Concur to Salesforce job.
• When race conditions occur between records in Salesforce and Concur, the record with the most recent timestamp takes precedence.
• Only one attachment is supported per expense.
• The maximum supported attachment size is 1000KB and supported attachment types are PNG, JPG, JPEG, and PDF.
• If an error or failure occurs while syncing expenses or reports, manual intervention is required to change the status to Pending so that the Salesforce to Concur job can process the record again.
• The following are not synced from Concur to Salesforce:
  • New expenses created directly in Concur
  • Receipts/Attachments
  • Participants/Attendees
  • Expense comments added or updated in Concur (due to a limitation of the Concur APIs)
  • ExpenseType changes made in Concur
• The integration does not support creating new users in Concur or deleting/inactivating attendees and users in Concur.
• Editing Visit expenses is supported only via the mobile app. Changes made in the Salesforce web app, including updates to expense reports, expenses, participants, or attachment, will not sync to Concur. Use the mobile app or Concur directly to apply changes.
• Attendee duplicate detection logic must be managed in Concur.
• A default Expense Payment Type must be configured in Concur's policy management settings.
• If Concur auto-allocates the total amount, company settings might have mandated equal allocation for specific expense types.
• To sync successfully, the same user must own both the expense report and its related expenses in Concur and Salesforce. If an expense owner differs from the parent expense report owner, the expense is not synced to Concur and Salesforce marks the expense as Error; the expense report and other matching expenses sync as expected.
• Admins can create expense reports on behalf of end users, and transfer ownership to the end user before syncing.
• Unsubmitted and rejected reports are inserted into Salesforce via the prerequisite sync in forward sync. They become eligible for forward sync or reverse sync updates.
• New expenses cannot be added to a rejected report through the integration. Although the Concur web application allows it, the Concur API rejects new expenses and updates to existing entries on such reports, so the expense is not synced and Salesforce marks the expense as Error.
• When an Expense is deleted in Concur, it is now only unlinked from Reports instead of being deleted in Salesforce, to help preserve history. Manually clean up these unlinked Expenses, as the Integration does not delete them automatically.
• Don't link one expense to more than one expense report.
• To move an expense from one report to another, move it in Concur. Don't move synced expenses between reports in Salesforce.
• By default, synchronization is restricted to 100 expenses per report. To process larger volumes, customize the integration to iteratively fetch subsequent records using the NextPage parameter provided in the Concur API payload.