SOMMAIRE WORK IN SAS MODE BORDEAUX OR ST NAZAIRE CAN TAKE 3 TABLES OF 4 AGENTS ONE LEADER PER TABLE 10. BOOK A CAR 1.

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1 CONCUR USER GUIDE 1

2 SOMMAIRE 1. PROFILE UPDATE 2. AIR TICKET BOOKING 3. AIR TICKET BOOKING SUSCRIBER FARES SEARCH 3 TABLES OF 4 AGENTS 4. AIR TICKET BOOKING WITH APPROVAL 5. TRAIN TICKET BOOKING BY PRICE 6. TRAIN TICKET BOOKING BY SCHEDULE 7. BOOK A TRAIN TICKET WITH SUBSCRIPTION ONE LEADER PER TABLE 10. BOOK A CAR 11. HOTEL REJECTED BY APPROVER 12. BOOK FOR A GUEST 13. SHARE A TRAVEL WORK IN SAS MODE BORDEAUX OR ST NAZAIRE CAN TAKE 14. NON FINALISED TRAVEL OVER INSTANTLY 15. PLANNER FUNCTION HOME OFFICE POSSIBLE BUT 16. APPROVE A TRAVEL (MANAGER LIMITED FUNCTION) 8. RAIL NEWS : ONLINE MODIFICATION OF YOUR TGV PRO TICKET 9. BOOK AN HOTEL 2

3 PROFILE UPDATE The first thing to do when you sign in to Concur for the first time is to update your profile. Click on "Profile" at the top right and then "Profile Settings": 3

4 PROFILE UPDATE Then click on "Personal Information" 4

5 PROFILE UPDATE Then, you can complete your profile: 5

6 PROFILE UPDATE If you have subscription or discount cards, it's up to you to enter them in Concur: Fill out the drop-down menus, without forgetting to put the expiration date of the card, if you do not know the date, put 01/01/2020 SNCF or airline subscription card. The date of birth is MANDATORY to confirm a reservation. 6

7 PROFILE UPDATE When filling out an airline loyalty card, do not forget to check the following box (so that all miles are accumulated on your card) Once you have made your changes, click on SAVE to validate your profile 7

8 AIR TICKET BOOKING Click on the PLANE / RAIL tab Fill in the required fields: City of departure / arrival Date and time departure / return Search by time 8

9 AIR TICKET BOOKING The search page is displayed : Important information about airlines : Concur displays a summary table of all flights available on the requested route (Concur offers both the train and the plane on your route). You can directly click in the table to display the corresponding flights. For example, I click on AIR France - 42 results : 2 ways to search for a flight // Search by fare OR search by timetable Search 9

10 AIR TICKET BOOKING BY FARES : Using the small bars on the left, you can automatically filter your search (intuitive buttons) + you can also uncheck unwanted airports: The result then turns to 46 found out of 225 flights. 10

11 AIR TICKET BOOKING Then select the flight that suits you: Click on "Show all details" The flight chosen at 254,06 is a fare without ckecked in baggages (0 checked in baggage) and nonrefundable. Click on "Rules to know the modification conditions of your ticket, " 11

12 AIR TICKET BOOKING A window appears, go to the paragraph "PENALITIES": The ticket is non-refundable / non-modifiable. 12

13 AIR TICKET BOOKING If you are looking for an editable ticket, click on "View other air fares": Other fares appear on the same selected flight: 13

14 AIR TICKET BOOKING It's up to you to look at the fare rules and choose the flight that suits you best. Click on the price in blue to confirm your choice. 2nd method: Search by timetable Choose your return flight, by clicking on "SELECT" on the desired flights: The price is calculated automatically. Concur will always offer you the cheapest flight available. 14

15 AIR TICKET BOOKING You are in economy class according to your travel policy. You can then click on "Show all details" By clicking on rules, you will be able to see the conditions of the ticket. If you want to see other fares offered on the same route, right click on "show other air fares" Once you have found the price that suits you, click on SELECT. A page appears asking you to check the information provided: If it suits you, click on RESERVE THE FLIGHT AND CONTINUE 15

16 AIR TICKET BOOKING A summary page appears : From here, you must add a car rental or a hotel if you need it Click on NEXT to confirm 16

17 AIR TICKET BOOKING You an then choose between : Put the file on waiting list (here you have a tentative booking until 03/08 at 7.28pm). It will then return to your home page to validate the time your reservation. Click on NEXT to confirm your reservation. Once booked, you will receive a booking confirmation, and then your airline tickets. 17

18 AIR TICKET BOOKING SUSCRIBER FARES SEARCH 2 search modes: Search by price: according to the different rates available, it is sometimes necessary to click on "view more fare" to obtain the subscriber rate. Indeed, the cheapest rates are displayed on the first position on the display 18

19 AIR TICKET BOOKING SUSCRIBER FARES SEARCH Search by schedule: In order to facilitate your reservations at the subscriber rate, we recommend to start a search by schedule instead of price (the exhaustive display of rates are not necessary for this type of request): you will get the subscriber rate immediately 19

20 AIR TICKET BOOKING WITH APPROVAL SYSTEM Select the passenger for who you will make the reservation. Click on PROFILE at the top left, then in the search bar type the first few letters of the passenger's name. Select it, and then click on START SESSION You will then switch to the passenger profile: 20

21 AIR TICKET BOOKING WITH APPROVAL SYSTEM Click on the PLANE / RAIL tab and start your search. The search page is displayed: Important information about airlines 21

22 AIR TICKET BOOKING WITH APPROVAL SYSTEM Concur displays a summary table of all flights available on the requested route Select the requested flight If your travel policy requires approval (here the Business class is not allowed), a small yellow flag will tell you. 22

23 AIR TICKET BOOKING WITH APPROVAL SYSTEM Once you have found the price that suits you, click on SELECT. You must explain the choice of this trip + fare Then click on SAVE A page appears asking you to check the information provided: If it suits you, click on RESERVE THE FLIGHT AND CONTINUE 23

24 AIR TICKET BOOKING WITH APPROVAL SYSTEM A summary page appears : From here, you must add a car rental or a hotel if you need it 24

25 AIR TICKET BOOKING WITH APPROVAL SYSTEM Click on NEXT to confirm : You can then choose between : Put the file on waiting list (here you have an option until 10/09 at 23.55pm). It will then return to your home page to validate the time your reservation. Send a copy of the reservation to an approver for a first preview of the trip. Click on NEXT to confirm your reservation. The file then goes into the approval system. Depending on the passenger there are 1 or 2 approvers. 25

26 AIR TICKET BOOKING WITH APPROVAL SYSTEM Once all approvers have approved the request, you will receive a booking confirmation, and then your airline tickets. 26

27 TRAIN TICKET BOOKING BY PRICE Click on the TRAIN tab and fill in all the required fields: Departure and arrival station Departure and arrival time Choose the booking class and the search mode Click on Search 27

28 TRAIN TICKET BOOKING BY PRICE Concur will offer you all available routes on the requested course Table summary of results dropdown list to precise your search : by duration / by price / early departure All available results With the help of small strips, you can refine your search. I only want to see returns as from 5pm for example. Then I move the small dots according to my choice and I ask for the early departures 28

29 TRAIN TICKET BOOKING BY PRICE Concur Filters the results (9 of 36) 29

30 TRAIN TICKET BOOKING BY PRICE When a train suits you, click on SHOW DETAILS, to know the types of available fares (in fact Concur will always propose the cheapest ticket by default ) and the conditions of your ticket. All types of fares available on the requested route. 30

31 TRAIN TICKET BOOKING BY PRICE We will check each rate to know the specifics of each ticket. For the first ticket at : We are in second class all the way. Click on rules to know the conditions of the ticket So we have the Prem's fare, on the way in and out. 31

32 TRAIN TICKET BOOKING BY PRICE Then click on the second rate at We are in second class all the way. Click on fare rules to know the conditions of the ticket : The ticket is in Leisure fare on the way back. Now let's take a look at the last price offered at Click on fare rules to know the conditions of the ticket: We are in second class all the way. The ticket is in Pro fare on both directions. 32

33 TRAIN TICKET BOOKING BY PRICE Once you have found the rate you need, click on the price to confirm your reservation. A summary page appears : I can choose my sitting I can choose a precise seat and car in the train 33

34 TRAIN TICKET BOOKING BY PRICE Concur recovers all items on the passenger profile. Click on Book train ticket and Continue 34

35 TRAIN TICKET BOOKING BY PRICE Concur asks you to check what you have booked: Click on Next 35

36 TRAIN TICKET BOOKING BY PRICE Concur asks you to check what you have booked: You can rename your trip in the section : Trip Name You can put the file on hold (here you have a tentative booking until 03/08/ ). You will have to come back to your home page to validate your booking before this deadline 36

37 TRAIN TICKET BOOKING BY PRICE You click on next, to CONFIRM your reservation. Once booked, you will receive a booking confirmation, and then your train tickets by . When you put a ticket on hold, you'll see it in the upcoming trips section of your homepage: To validate it, click on the trip, then click on NEXT (at the bottom of the page). To cancel your option, click on CANCEL TRIP 37

38 TRAIN TICKET BOOKING BY SCHEDULE Fill in the requested fields, then search by schedule: 38

39 TRAIN TICKET BOOKING BY SCHEDULE The results page appears. I can sort by earliest departure + select the number of stops (and take only direct trains): I then choose in the list my train for the first way 39

40 TRAIN TICKET BOOKING BY SCHEDULE Then I choose my return ticket : I have my return ticket, the cheapest price is calculated automatically : 40

41 TRAIN TICKET BOOKING BY SCHEDULE Concur then finds me the best fare on the trains I want : Select the train that suits you, and finalize your booking. 41

42 BOOK A TRAIN TICKET WITH FREQUENCE SUBSCRIPTION Make your train search as previously indicated, then Concur will ask you if you want to apply your discount rate. Select the trains you want. Concur will understand that you have a Frequence subscription card, and you will choose the appropriate rate based on: Then, if it suits you, validate the rate by clicking on it and confirm your reservation. You will find all your trips in progress on your homepage Concur. WARNING!!!! Regarding frequency subscribers on specific lines Ex: Lyon-Paris subscriber // Wish a Lyon - Paris - Blois YOU MUST THEN MAKE 2 DISTINCT BOOKINGS -) 1 Go Lyon-Paris + 1 to Paris Blois. 42

43 RAIL NEWS : ONLINE MODIFICATION OF YOUR TGV PRO TICKET 1. Log in to your Concur user profile 2. Go to the "travel" / "travel" tab at the top and then "tools" / "tools" 3. Click on Modification billet SNCF TGV Pro 43

44 RAIL NEWS : ONLINE MODIFICATION OF YOUR TGV PRO TICKET 4. Enter your file reference (on your booking folder as the example below) and your name and click on "search" 5. Proceed to the modification of your ticket 44

45 BOOK AN HOTEL Click on the HOTEL tab Fill in the required fields and start the search. The search page appears : 45

46 BOOK AN HOTEL You can change the search by distance / price / preferences Then you see all the hotels available in real time To select a room in the desired hotel, click on "Show rooms". On Concur, you have a double base hotel: SABER and TELDAR / HCORPO SABER Hotels will book with a credit card as a guarantee. Your credit card number will be asked at the time of validation. TELDAR hotels are in invoice payment. It is the company Voyagexpert which will regulates for you. We will then send you an invoice for payment 46

47 BOOK AN HOTEL SABRE HOTELS Here, several rooms are available. Then continue the booking to confirm your choice. You will need to insert your credit card as a guarantee. The payment will be done on site. For the hotelier, the confirmation received by mail will be used for the registration of your room. 47

48 BOOK AN HOTEL TELDAR / HCORPO HOTELS Always click on " rates details / cancellation terms to find out if the hotel cancellation is refundable or not. When you click on PRICE, a summary page appears. Click on NEXT to book. The hotel is in prepayment, there is nothing to pay on site (except the tourist tax) 48

49 BOOK AN HOTEL On the next page, you can download your voucher directly via Concur : Finalize your booking by clicking on the bottom of the page on NEXT Your hotel is well booked. 49

50 BOOK A CAR Click on the "car" tab : 50

51 BOOK A CAR 1/ Search airport car rental / Airport return : Fill in the pick up date + hour / return date + hour Fill in the pick up site (here is the airport) Choose your car category All car rental companies are selected. You cannot unselect one Once you have filled all criterias, click on SEARCH 51

52 BOOK A CAR A new page appears : Concur displays all the prices (HT) proposed by all the renters on the requested trip. Here 4 categories of vehicles on 4 different rental companies. 52

53 BOOK A CAR You can click directly in the matrix to refine your search : The car company offers 1 choice of car : - 2 doors - 4 doors manual On the left appears the price HT However, you must add to this price, the airport surcharge + registration fees) The total price of your booking appears in the total cost. We can validate our choice : Click on Select. 53

54 BOOK A CAR A new page appears to check the selected information: You can here, add the name of a 2nd driver if necessary. Here you can add a GPS. Be careful, the price of the hiring can vary. If everything is ok for you, you can click on "Book and continue" 54

55 BOOK A CAR A confirmation page appears, and summarizes the details of the reservation: Then click on "Next" All you have to do is fill in the required boxes. Click on "Next" to confirm your reservation. You will then receive from Concur a booking confirmation and then the travel agency will 55 send you your voucher

56 BOOK A CAR 2/ CAR RENTAL TAKEN IN A CITY / STATION Go to the "car" tab, and select "Outside the airport" When you click in the box "Location outside the airport", a new window will open: You have 4 search options: - Airport (but in this case see procedure n 1) - Address (if you know the exact address of the car rental company - -Company website - By reference point or post code Here, we fin search a car at Toulouse Matabiau station 56

57 BOOK A CAR I look for Montabiau station on the seach bar Concur offers me this address, if it suits me I click on "Choose" Concur then offers me several choices of renters: 3 answers : AVIS suits me because it is located at Toulouse station I click on «Choose this site to rent a car» 57

58 BOOK A CAR Concur sends you back on the search module. You see in the search bar, the address of the renter that we have previously selected. Click on Search. 58

59 BOOK A CAR Concur suggests me 3 options : Then all you need to do is select your car type and finalyse your booking as we did on the first example. 59

60 BOOK A CAR 3/ ADD A CAR BOOKING TO A TRAIN OR PLANE BOOKING You also have the possibility to add a car to a train or plane booking. Either from the start at the time of your search by ticking the box: "Pick up / drop off the car at the airport" 60

61 BOOK A CAR Do your research, book your flight or train then select. Once your plane is selected, click on "add a vehicle" Concur knows where you are going from where you come from Click on NEXT 61

62 BOOK A CAR We will now book the car Then you just have to book your vehicle, and follow the booking process (until the end of your booking). 62

63 HOTEL REJECTED BY APPROVER Lorsque sur Concur votre politique voyage sur les hôtels est soumise à une approbation de votre manager et que celui rejette votre demande, il y a une manipulation EXTREMEMENT importante à faire pour vous éviter tous frais d annulation : Lorsque votre manager a rejeté votre demande, retournez sur vos venir à venir : When your hotel travel policy is subject to an approval from your manager who rejects your request, there is an EXTREMELY important thing to do in order to avoid any cancellation fees : When your manager has rejected your request, go back to your upcoming ones : 63

64 HOTEL REJECTED BY APPROVER Click on the trip wich has been rejected : 64

65 HOTEL REJECTED BY APPROVER Go to the bottom of the window and click on REMOVE THE REQUEST 65

66 HOTEL REJECTED BY APPROVER Thanks to this action, Concur sends a cancellation request to the hotelier Concur will calculate the cancellation fees: Check the cancellation fees and check the box "I accept...» Click on CONTINUE Be Careful: If you have selected a non refundable hotel and you request has been rejected, no refund will be possible. We will charge your booking 66

67 BOOK FOR A GUEST Click on Book for a guest Fill in the requested fields Select the requested path 67

68 BOOK FOR A GUEST A control page is displayed : Fill in the informations of the guest traveller 68

69 BOOK FOR A GUEST The agency credit card is already registered Book the flight and continue You can book an hotel on the same file Click on «Hotel» on the right dide. 69

70 BOOK FOR A GUEST Check Concur's information and click on NEXT For Sabre hotels, you must enter the credit card of your company. Click on Use a temporary credit card, and fill in the requested fields. Book the hotel and continue. Check your itinerary and validate your file. The trip once approved, will be issued. IMPORTANT: A credit card will be required for each SABRE hotel reservation. For all the rest, you will be in invoice 70

71 SHARE A TRAVEL WITH A COLLEAGUE Case study: 2 passengers must travel together on the same flight. Here's how to do it: 1- Book the ticket for the first passenger. Once the booking is made, return to the folder: 71

72 SHARE A TRAVEL WITH A COLLEAGUE Click on "share the trip" Search the drop-down menu, the person who will travel with the 1st passenger. - You can also add a comment to help you. - Click on "share the trip" 72

73 SHARE A TRAVEL WITH A COLLEAGUE 2- Go back on the home page Concur. 3- Select the 2 nd passenger profil, you will notice that an invitation has been sent to him : The "show travel" button will allow you to watch the 1st traveler's flight 73

74 SHARE A TRAVEL WITH A COLLEAGUE 4- Click on "Book a copy" to book the same flight as the first passenger. Concur will automatically search for the same flights as previously booked If you need a completely editable ticket, check the box above 74

75 SHARE A TRAVEL WITH A COLLEAGUE 5- Click on «Next» Concur will choose and automatically offer the same flights as the first passenger : 6-You just have to book by clicking on "Show prices", and click on the corresponding price. 7- Check and book the flight, and finalize your reservation. 75

76 NON FINALISED TRAVEL When you are on the profile of a passenger and you have not finished a reservation, the trip goes into "unfinalized trip" like this on the homepage : 1- A warning message warns you that a trip is in progress : 2- The trip turns red, because it is not finalized: 76

77 NON FINALISED TRAVEL TO SUM UP : BE CAREFUL with unfinalized trips They are autocancel after 6 hours If it is a regular AIR, RAIL or a CAR rental ticket : it will generate a cancellation / but the e-tickets / e-vouchers are not issued yet. There are no fees charged by VoyagExpert If it is a LOW COST : it will generate a cancellation / but the reservation is confirmed since the credit card is already given. The purchase cost will be charged by VoyagExpert If it is a HOTEL: it will generate a cancellation / but the reservation is confirmed since the credit card is already given. So if a cancellation fee exists, the cost of these fees will be charged by VoyagExpert. Concur offers 2 possibilities: The tentatives trips They will remain until your decision to CONFIRM or CANCEL If you do not respect the deadlines to intervene, the companies will cancel your files for NOT ISSUING on TIME: this will generate a cancellation letter The finalized trips Issue requests are forwarded to the agency for processing. 77

78 PLANNER FUNCTION As a travel manager, you will have access to an additional tab on Concur: the Organizer function This option will allow you to see all the trips of your employees, no matter who made the reservation (you / another travel agent or the passenger himself). Thus you will have a view about everything that happens, and if one of the travel agents is absent, it will allow you to know what has already been done (thus avoiding duplicate reservations). Click on the Organizer section: 78

79 PLANNER FUNCTION In the upcoming passenger section, you will see the departures "Today" You will be able to search for trips with a notion of time : 79

80 PLANNER FUNCTION You can add a note for one of your colleagues: Click on "NEW" Put your note: (and uncheck the private box so everyone sees your comment), and click Save So your colleagues will be able to see your remark and act accordingly: 80

81 APPROVE A TRAVEL As an approver, you will receive requests to validate or reject trips for your collaborators. Once a trip booked, you will receive an from Concur to check your collaborators bookings: 81

82 APPROVE A TRAVEL 2 possibilities : Either you reply directly to this directly by following the corresponding instructions: Approve Travel [] (enter A to Approve) Reject Trip [] (enter R to Reject) Either you connect to Concur, you click on the tab "APPROVAL": 82

83 APPROVE A TRAVEL Click on the name of the trip you can then approve or reject the request. If you approve, the ticket is then automatically issued within minutes. If the request is rejected, the booking is canceled completely from the system and the passenger is notified of your refusal. 83

84 THANK YOU FOR YOUR SUPPORT 84