Concur Invoice

June 2023
Versions

APAC Concur Rollout

Version Date
1.0 8 March 2023
2.0 June 2023

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Contents

1. Aim of the system

2. Concur Invoice workflow

3. Invoice Approval workflow

4. Additional Information

5. Teams Channel

6. Frequent Asked Questions (FAQ)

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1. Aim of the system
• PO is the expense • Systemize and
budget for each standardize procurement
procurement under one platform, no
• Ensure supplier more email
invoices are true and • Ultimate target: PO send
fair to supplier and receive
• Control enhancement supplier invoices in
Automation in Concur Invoice
Start using PO and
Concur Supplier
Purchase Order Invoicing
handling

Enhance
efficiency in
Optimize AP
payment cycle
process
and budgetary
control
• Download a list of • Ensure invoices are
approved invoices matched and
• Matched invoices approved before
are within budget making payment

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2. Concur Invoice workflow
CRF

Approval – for EG Project Development only

(Based on DoA) and Vendor onboarding

Purchase Request NEW!!

(PR)  Purchase PR/PO Process
Order (PO)
Approval – O&M only (Concur workflow)

Supplier Invoices

Approval and Invoice matching (Concur workflow)

Invoices approved and

verified for process
payment

Payment
Manual process

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2. Concur Invoice workflow - cont’d

(1) CRF Approval

• CRF approval is required for any contract/engagement/commitment for services/products before signing with the vendors

• CRF Approval Matrix: EG DoA, O&M DoA

• DoA and CRF Template:

• BMP-033-03 DOA_EnergyGroup_2022August.xlsx
• Form-032 Contract Review Form.xlsx

• Channel: DocuSign

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2. Concur Invoice workflow - cont’d

(2) Purchase Request (PR)  Purchase Order (PO)

• Right after the CRF has been signed, the invoice owner’s team should start to input the PR into Concur, attached with the
approved CRF. This record is served as the budget to be spent for the contract/engagement/order

• Please search for the correct vendor code when creating the PR. If you cannot find the vendor (due to new vendor), please refer
FAQ Q2 (p.23). Please be reminded some vendors’ name may look very similar but they are with different locations or
different entities.

• Different line items can be created in one PR if there are several payment milestones or installments, if you want to track each
individual milestone or installment

• (For EG) Since CRF has been approved and signed, no extra approval is required, except the line manager approval. Please
note the invoice owner has the responsibility to check and verify if the inputted data is correctly recorded in Concur

• Purchase Request Approval Matrix:

• EG: No approval is needed, approval has been backed up by fully approved CRF
• O&M: Follow O&M DoA

• Channel: SAP Concur

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2. Concur Invoice workflow - cont’d

(3) Supplier Invoices

• After the products have been received or the services have been rendered, the vendor will send you an invoice to ask for
payment

• Two ways to upload/send the invoices to Concur:

1. Human input and upload the invoice pdf/image.
 Pros: data can be reflected in the system immediately, Cons: human manual input is needed
2. Send the invoice pdf/image to Invoice Capture email address (p.20). This can be sent by anyone, either the
administrator or invoice owner in your team or directly from your vendor.
 Pros: data in the system in 72 hours, Cons: semi-automated, data not 100% accurate, human review and validation is
required

• Two types of invoice:

1. PO invoice: Invoice has to be matched with respective PO, usually project costs or engaged services
2. Non-PO invoice: No contract/commitment before spending, usually small opex or ad hoc spending therefore local
approval threshold will be lower and required more approvers

• Approval Martix: Country-by-Country basis, authorized by the Regional General Manager

• Channel: SAP Concur

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2. Concur Invoice workflow - cont’d

(3) Supplier Invoices (cont’d)

What is Invoice Capture?
Automated Invoice Capture and Accounts Payable (AP) Software - SAP Concur

• Invoices can be sent into Concur via email

• Invoice Capture uses OCR technology and SAP Leonardo Machine Learning to auto-populate data, followed by human
validation to ensure the information from the header and line item level of the invoice is accurate before it gets processed
• Data like vendor name, invoice number, date, PO number, and more is captured using OCR technology
• Once captured, the invoice gets routed to the employee that made the purchase

• Pros: data in the system in 72 hours, cannot cater for urgent payment request
• Cons: you can ask your vendor to send invoice to the capture email address; semi-automated, data not 100% accurate, human
review and validation is required

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2. Concur Invoice workflow - cont’d
(4) Payment process
• After the invoice has been fully approved, Finance staff will make a final checking in Concur before processing payment

• Approved invoices will be extracted and arranged for payment once per week per below cutoff day:

• Payment cycle cutoff day

• Taiwan: Every Monday
• Singapore & Other SEA: Every Tuesday
• Korea: Every Wednesday
• Australia: Every Thursday
• Hong Kong: Every Friday
• If the cutoff day fall onto public holiday, it will be pushed forward one business day earlier

• Payment will be started to process from the next business day after the cutoff day. Normal payment processing time is
within 3 business days after the cutoff day

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2. Concur Invoice workflow - cont’d
(4) Payment process – cont’d
• Financial Calendar – please refer: Financial Calendar 2023 - 2024.xlsx

• Payment Holiday: Payment request which falls two business days before the end of a calendar month and three
business days after the start of next calendar month (“2+3”) will be suspended due to month-end close week,
except for urgent payment request

• Any urgent payment request out of the payment cycle, please send an email, attached fully approved invoice,
reason of urgency and requested payment date to below email address:
• Australia: AU Accounts au.accounts@canadiansolar.com
• Rest of APAC: RoAPAC Accounts roapac.accounts@canadiansolar.com

• Urgent Payment criteria: PO & Invoices must be completed approval with reason of urgency

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3. Invoice Approval Workflow – PO policy

Policy PO

Proj Dev Opex O&M

APAC WF p.14 p.15 p.17

Contract Type Normal Large Normal Large Normal Large

Note:
• Project Development costs should always be backed by PO (i.e. contract/engagement), any Non-PO Project Development costs
have to be obtained special approval from Regional Head.

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3. Invoice Approval Workflow – Non-PO policy

Policy Non-PO

Opex O&M HR*

APAC WF p.16 p.18 p.19

Contract Type Sundry Small Small Small

* HR WF is only be used by HR, for specific approval workflow purpose

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3. Invoice Approval Workflow (WF)

(1) Project Development – PO Invoice

Normal Contract 1. Invoice Owner department to create/send the invoice in
WF Concur
2. Line Manager / Invoice Owner as the 1 st approver 2. Line Manager/
1. Requestor
Invoice Owner
3. Country Head / Director is required to approve every
invoice
Large Contract WF 5. Regional Head approval is required when the invoice
amount is above the country’s threshold
6. Exception: According to the DoA, if the amount is above
US$1m, EG President approval is required 5. Regional Head 3. Country
+ EG President
(for exceptional
Head / Country
Notes case) Director
• The approver as described in the diagram refers the approver’s role, not necessarily the job
title as the approver
• Country-by-Country threshold would share with the country’s leaders separately
• If the same person acts as few roles in the approval workflow, one time approval is required
• Any additional approver can be added, from time to time

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3. Invoice Approval Workflow - cont’d

(2a) Opex – PO Invoice

Normal Contract 1. Invoice Owner department to create/send the invoice in

WF Concur 2. Line
2. Line Manager / Invoice Owner as the 1 st approver
1. Requestor Manager/
Invoice Owner
3. Country Head / Director is required to approve every
invoice
Large Contract WF 4. Regional Head approval is required when the invoice
amount is above the country’s threshold

3. Country Head
4. Regional
/ Country
Head
Notes
• The approver as described in the diagram refers the approver’s role, not necessarily the job
Director
title as the approver
• Country-by-Country threshold would share with the country’s leaders separately
• If the same person acts as few roles in the approval workflow, one time approval is required
• Any additional approver can be added, from time to time

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3. Invoice Approval Workflow - cont’d

(2b) Opex – Non-PO Invoice

Approval threshold will be lower since this is Non-PO Invoice (i.e. No
pre-approval before spending)
2. Line
Sundry Contract 1. Invoice Owner department to create/send the invoice in 1. Requestor Manager/
WF Concur Invoice Owner
2. Line Manager / Invoice Owner as the 1 st approver

3. Country Head / Director is required to approve every

invoice
Small Contract WF 4. Regional Head approval is required when the invoice
amount is above the country’s threshold 3. Country Head
4. Regional
/ Country
Head
Notes
Director
• The approver as described in the diagram refers the approver’s role, not necessarily the job
title as the approver
• Country-by-Country threshold would share with the country’s leaders separately
• If the same person acts as few roles in the approval workflow, one time approval is required
• Any additional approver can be added, from time to time

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3. Invoice Approval Workflow - cont’d

2. Line
(3a) O&M – PO Invoice
1. Requestor Manager/
Normal Contract 1. Invoice Owner department to create/send the invoice in Invoice Owner
WF Concur
(< US$100k)
2. Line Manager / Invoice Owner as the 1 st approver

3. Regional O&M Manager

4. Associate Director, O&M

4. Associate 3. Regional
Director, O&M O&M Manager
Large Contract WF 5. VP, EPC and O&M approval is required when the
(=> US$100k and invoice amount is above the threshold
<US$500k)

Notes
• The approver as described in the diagram refers the approver’s role, not necessarily the job
title as the approver 5. VP, EPC
• If the same person acts as few roles in the approval workflow, one time approval is required
• Any additional approver can be added, from time to time and O&M

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3. Invoice Approval Workflow - cont’d

(3b) O&M – Non-PO Invoice

Small Contract WF 1. Invoice Owner department to create/send the invoice in
(< US$100k) Concur
2. Line Manager / Invoice Owner as the 1 st approver 2. Line
3. Regional O&M Manager
1. Requestor Manager/
Invoice Owner
4. Associate Director, O&M

4. Associate 3. Regional
Notes Director, O&M O&M Manager
• The approver as described in the diagram refers the approver’s role, not necessarily the job
title as the approver
• If the same person acts as few roles in the approval workflow, one time approval is required
• Any extra approver can be added, from time to time

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3. Invoice Approval Workflow - cont’d

(4) HR – Non-PO Invoice 1. Requestor

Small Contract WF 1. Invoice Owner department to create/send the invoice in
Concur
2. Any additional approver can be added, when necessary

2. Line
Manager/
Invoice Owner

3. Any additional
approver

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4. Additional Information
1. Concur Invoice login ID and PW – same as Concur T&E

2. Concur Mobile app is available: Mobile Expense Management Software and Apps for Business - SAP Concur

3. Contact Person
• Australia EG: Linda Li, Hailey Mu
• Australia O&M, EPC: Ryan Wang
• Korea: Yoonsun Park
• Hong Kong: Elisa Tang
• Taiwan: Elisa Tang
• SEA (Incl. Singapore, Malaysia and Thailand): Loretta Wong

4. Invoice Capture email (may change later due to rebranding)

• canadiansolaraustralia_invoicecapture@concursolutions.com​
• canadiansolaraustraliaom_invoicecapture@concursolutions.com​
• canadiansolarkorea_invoicecapture@concursolutions.com​
• canadiansolarhongkong_invoicecapture@concursolutions.com​
• canadiansolartaiwan_invoicecapture@concursolutions.com
• canadiansolarsingapore_invoicecapture@concursolutions.com​
• canadiansolarmalaysia_invoicecapture@concursolutions.com​

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5. Teams Channel
EG RoAPAC News & Knowledge – welcome to post any news and knowledge sharing
https://teams.microsoft.com/l/channel/19%3aGCxwEtmzUxBsLFZM9XM-ql4WjpYgCuJYzrxzGNU_d5I1%40thread.tacv2/Gen
eral?groupId=74a10288-3a5a-4379-9cc7-ad14887b9818&tenantId=61054dec-5032-4b83-81ce-60e7af6d6555

Concur Invoice quick start guide,

demo videos, information files and this
slide.

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6. Frequent Ask Question (FAQ)
(1) How can I know the approval status after I approved the invoice?
1. From Approvals > Invoices > View, you can select "All Invoices" or "Invoices you Approved xxxxx", then you can
retrieve all of your approved invoices. You can now read the "Approval Status" on the screen and know the approval
status.

2. If you are on the invoice screen, you can click Details > Approval Flow, then a box will pop-out. You can see who has
approved by when and who has not.

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6. Frequent Ask Question (FAQ) – cont’d
(2) I cannot find the vendor when I create the request or invoice, what should I do?
• You need to submit a vendor creation request form to SAP Helpdesk (now supporting by Suzhou).
• Email: help@canadiansolar.com
• Vendor creation request form can be downloaded from the Teams channel: __S4P700_Applicant company Code_Applicant
Name_Vendor_Creating Or Extension Or Revising_DATE_V2.xlsx
• SAP team will create the vendor in SAP, then refresh it back to Concur in next 24 hours. Daily cutoff time applies.
• *** Please include Bank accounts information in the vendor creation request form

(3) I am a multi-countries or regional user, how can I access PO or Invoices for multi-countries?
• You need to contact your country’s contact (p.19) to setup the multi-countries access rights.

(4) Who is the IT support for Concur?

• Currently there is no internal IT support for Concur, please contact your country’s contact (p.19) for any setup or accounts
enquiries. Finance may assist to raise the question to SAP Consultant if we are unable to resolve your question.

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6. Frequent Ask Question (FAQ) – cont’d
(5) Can I delegate my authority to my team member during dayoff or vacation?

• Go Profile > Profile Settings

• Select “Invoice Delegates”
• You can then add your delegates and choose what he/she can do
• If your delegates is not originally an approver in Concur, please contact your country’s finance for setup
• Same applicable to Purchase Request
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The End