Maintaining and Using Your Favorites List in Concur Travel...

Effective 05/05/2012 Company Confidential © 2012 Abbott

Maintaining and Using Your Favorites List in Concur Travel & Expense (CTE)

User Guide

Save time when creating

expense reports!

Easily create a list of your

favorite attendees!

Visually group attendees

by sorting the List!

Quickly add attendees to your

expense from your Favorites

List! Effortlessly find HCPs

practicing at the same address!

Effective 8/1/2013 © 2013 Abbott

Company Confidential © 2012 Abbott

Effective 05/05/2012

Contents

Maintaining and Using Your Favorites List in Concur Travel & Expense (CTE)

User Guide

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Overview……………………………………………………………………………………………………………………………………………………………..

View and Maintain Your Favorites List in Your CTE User Profile…………………………………………………………………..

View Your Favorites List……………………………………………………………………………………………………………………………….

Search Your Favorites List for Attendees Using Basic Search………………………………………………………………………

Sort Your Favorites List…………………………………………………………………………………………………………………………………

Add an Attendee (Including an HCP) to Your Favorites List Using Advanced Search………………………….…………..

Add a Business Guest to Your Favorites List………………………………………………………………………………………………….

View HCP or Abbott Employee Information………………………………………………………………………………………………….

View or Edit Business Guest Information …………………………………………………………………………………………………….

Delete an Attendee from Your Favorites List……………………………………………………………………………….……………….

Add Attendee(s) to an Expense from Your Favorites List………………………………………………………………………….....

View and Maintain Your Favorites List Within Your Expense Report……………………………………………...............

View Your Favorites List……………………………………………………………………………………………………………………………….

Sort Your Favorites List ………………………………………………………………………………………………………………………………..

Add a Business Guest to Your Favorites List …………………………………………………………………………………………………

View HCP or Abbott Employee Information………………………………………………………………………………………………….

View or Edit Business Guest Information …………………………………………………………………………………………………….

Delete an Attendee from Your Favorites List ……………………………………………………………………………………………….

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View and Maintain Your Favorites List in Your CTE User Profile

The Favorite Attendees section of your CTE user Profile allows you to view and maintain your Favorites List. You can perform the following tasks in this section:

Overview

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Your Favorites List is designed to help you quickly find your favorite attendees and add them to expenses when creating expense reports.

What is the purpose of your Favorites List?

You can perform a number of maintenance tasks, including adding attendees to your Favorites List, in your CTE user Profile and within your expense report.

Can you maintain your Favorites List, for example, add attendees to the List?

Each attendee who you have previously added to an expense is automatically added to your Favorites List by the system.

If you are not new to CTE and have previously added attendees to your expenses, your Favorites List already contains those attendees. If you are new to CTE, your Favorites List is blank.

Does the system create your Favorites List for you?

This User Guide provides steps to:

• View and maintain your Favorites List in your CTE user Profile,

• Add attendee(s) to an expense from your Favorites List when creating an expense report, and

• View and maintain your Favorites List within your expense report.

What is the purpose of this User Guide?

What is your Favorites List? A list of your favorite attendees – individuals who frequently participate in events for which you submit expense reports.

• View your Favorites List, • Search your Favorites List for attendees

using basic search functionality, • Sort your Favorites List, • Add an attendee, including a Health Care

Professional (HCP), to your Favorites List using advanced search functionality,

• Add a business guest to your Favorites List,

• View HCP or Abbott employee information,

• View or edit business guest information, and

• Delete an attendee from your Favorites List.

The following pages provide steps on how to perform each of the above tasks.




1. Click the Profile tab.

2. Click Favorite Attendees under Expense Settings in the navigation bar at left.

RESULT: The Favorite Attendees screen displays your Favorites List.

3. Browse through the list of your favorite attendees using A) the vertical scrollbar and B) the pagination controls at the bottom of the screen.

NOTE: Pagination controls indicate how many pages of attendees there are in your List and allow you to browse through the pages.

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View Your Favorites List

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Search Your Favorites List for Attendee(s) Using Basic Search

You can search for attendees that are in your Favorites List using the basic search functionality on the Favorite Attendees screen:

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1. Enter your search criteria in each of the search fields at top of the Favorite Attendees screen.

For example, to search for an attendee whose last name begins with Stan:

• Select Last Name in the first search field,

• Select Begins With in the second search field, and

• Type Stan in the third search field.

2. Click the Go button.

RESULT: The Favorite Attendees screen displays the list of attendees that match your search criteria.

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You can sort your Favorites List by clicking any of the column headers on the Favorite Attendees screen.

For example, click the Address column header in the List to sort attendees by address. This visually groups attendees who work at the same address.

Sort Your Favorites List

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Add an Attendee (Including an HCP) to Your Favorites List Using Advanced Search

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You can add attendees (including HCPs) to your Favorites List from the Master File using the advanced search functionality:

1. Click the Advanced Search button on the Favorite Attendees screen.

RESULT: The Attendee Search screen displays.

2. Select the desired attendee type in the Attendee Type drop-down menu.

NOTE: The following attendee types are available for selection:

• Abbott Employee • Business Entity / HCO • Business Guest • Health Care Professional • Request Business Entity/HCO

Lookup • Request HCP Lookup

(This option allows searching for HCP Lookup Requests submitted to Corporate OEC. It does not allow creating HCP Lookup Requests.)

RESULT: The Attendee Search screen displays the search fields corresponding to the selected attendee type.

Continued on the following page.

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Continued from the previous page.

3. Enter your search criteria in the desired search fields.

4. Click the Search button.

RESULT: The search results display the list of attendees that match your search criteria.

NOTE: Click any of the column headers to sort the search results.

5. Click the Attendee checkbox(es) to select the attendee(s) you wish to add to your Favorites List.

NOTE: If an attendee is already in your Favorites List, the Attendee checkbox for that attendee does not display.

6. Click the Add Selected Attendees to Favorite Attendees button.

RESULT: The selected attendee(s) has been added to your Favorites List. The Attendee checkbox(es) no longer displays next to the added attendee(s).

7. Optional. Click Favorite Attendees in the navigation bar at left to return to the Favorite Attendees screen.

RESULT: The Favorite Attendees screen displays the attendee(s) added to your Favorites List.

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Add a Business Guest to Your Favorites List A business guest is an attendee who is not an Abbott employee and is not considered an HCP, for example, a supplier/vendor, a patient, a retailer, media, government staff, etc. A Business Guest attendee type is rarely used for promotional sales activities.

You can add a business guest to your Favorites List using the New Attendee button on the Favorite Attendees screen.

You cannot, however, add an HCP to the List in the same way. For steps on adding an HCP to the List, refer to topic Add an Attendee (Including an HCP) to Your Favorites List Using Advanced Search.

1. Click the New Attendee button.

RESULT: The Add Attendee screen displays.

2. Enter information about the business guest into all required fields on the Add Attendee screen: Attendee Type, Last Name, First Name, Company, and Business Guest Title.

3. Click the Save button to save attendee information.

NOTE: To save attendee information and add another attendee to your Favorites List, click the Save & Add Another button and follow the steps above.

RESULT: The new business guest has been added to your Favorites List and displays on the Favorite Attendees screen.

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View HCP or Abbott Employee Information

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You can view detailed information about an HCP or an Abbott employee using the View button on the Favorite Attendees screen: 1. Click the Attendee checkbox for the

desired HCP or employee on the Favorite Attendees screen. RESULT: The View button becomes active.

2. Click the View button. RESULT: The View Attendee screen

displays. 3. Review HCP or employee information

on the View Attendee screen. NOTE:

• You cannot change information on the View Attendee screen.

• To return to the Favorite Attendees screen, click the Cancel button.

You can also view HCP or Abbott employee information by clicking the Attendee Name link on the Favorite Attendees screen.

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View or Edit Business Guest Information

You can view or edit information about a business guest using the Edit button on the Favorite Attendees screen: 1. Click the Attendee checkbox for

the desired business guest on the Favorite Attendees screen. RESULT: The Edit button becomes active.

2. Click the Edit button. RESULT: The Edit Attendee screen

displays. 3. View or edit attendee information. 4. Click the Save button to save your

changes. NOTE: To return to the Favorite

Attendees screen without saving your changes, click the Cancel button.

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You can also view or edit business guest information by clicking the Attendee Name link on the Favorite Attendees screen.




Delete an Attendee from Your Favorites List

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You can delete an attendee from your Favorites List using the Delete button on the Favorite Attendees screen:

1. Click the Attendee checkbox for the desired attendee on the Favorite Attendees screen.

RESULT: The Delete button becomes active.

2. Click the Delete button.

RESULT: The Please Confirm message displays.

3. Click the Yes button to confirm that you wish to delete the selected attendee.

NOTE: To cancel deleting the attendee, click the No button.

RESULT: The attendee has been deleted from your Favorites List and no longer displays on the Favorite Attendees screen.

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It is important that you keep your Favorites List “clean” and delete duplicates and outdated entries.



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Add Attendee(s) to an Expense from Your Favorites List

The following steps show the process to add an attendee(s) to an expense from your Favorites List. (For instructions on adding an attendee(s) from the Master File, please refer to the Add a Health Care Professional (HCP) Related Expense in CTE Quick Reference Card.)

1. After you have completed the Basic Information section of the expense and are ready to add an attendee(s), click the Favorites button in the Attendees section of the expense.

RESULT: The Search Attendees screen displays, with Favorites as the active tab. (The Favorites tab displays your Favorites List.)

2. Click the Attendee checkbox(es) for the desired attendee(s).

NOTE: You can sort your Favorites List by clicking any of the column headers. For example, click the Address column header to sort attendees by address. This visually groups attendees who work at the same address.

3. Click the Add to Expense button to add the selected attendee(s) to the expense.

RESULT: The selected attendee(s) has been added to the expense.

4. Click the Cancel button to close the Search Attendees screen.

RESULT: The Attendees section of the expense displays the added attendee(s).

NOTE: Attendees added to the expense from the Favorites List no longer display in the List (on the Search Attendees screen) to prevent you from adding them to the expense multiple times.

Once all attendees have been added to the expense, continue creating the expense report as usual.

There are two primary ways to add an attendee(s) to an expense when creating an expense report: • By clicking the Favorites button and adding an attendee(s) from your Favorites List and • By clicking the Search button and adding an attendee(s) from the Master File.

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View and Maintain Your Favorites List Within Your Expense Report The Favorites tab of the Search Attendees screen within your expense report displays your Favorites List. Here, you can perform the following tasks while in the process of creating your expense report:

• View your Favorites List, • Sort your Favorites List, • Add a business guest to your Favorites List, • View HCP or Abbott employee information, • View or edit business guest information, and • Delete an attendee from your Favorites List.

1. Click the Favorites button in the Attendees section of the expense.

RESULT: The Search Attendees screen displays, with Favorites as the active tab.

NOTE: The Favorites tab displays your Favorites List.

2. Browse through the list of your favorite attendees using A) the vertical scrollbar and B) the pagination controls at the bottom of the screen.

NOTE: Pagination controls indicate how many pages of attendees there are in your List and allow you to browse through the pages.

View Your Favorites List

You can sort your Favorites List by clicking any of the column headers on the Search Attendees screen.

For example, click the Address column header in the List to sort attendees by address. This visually groups attendees who work at the same address.

Sort Your Favorites List

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You can add a business guest to your Favorites List using the New Attendee button on the Search Attendees screen:

1. Click the New Attendee button.

RESULT: The Add Attendee screen displays.

2. Enter information about the business guest into all required fields on the Add Attendee screen: Attendee Type, Last Name, First Name, Company, and Business Guest Title.

3. Click the Save button to save attendee information.

NOTE: To save the business guest information and add another business guest to your Favorites List, click the Save & Add Another button and follow the steps above.

RESULT: The new business guest has been added to your Favorites List. The new attendee has also been added to your expense.

NOTE:

• You will not see the newly added business guest in your Favorites List on the Search Attendees screen. Attendees added to the expense do not display on the Search Attendees screen to prevent you from adding them to the expense multiple times.

• You will, however, see the newly added business guest in your Favorites List on the Favorite Attendees screen within your CTE user Profile (see the screen image at right).

Add a Business Guest to Your Favorites List

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A business guest is an attendee who is not an Abbott employee and is not considered an HCP, for example, a supplier/vendor, a patient, a retailer, media, government staff, etc.

A Business Guest attendee type is rarely used for promotional sales activities.




View HCP or Abbott Employee Information

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You can view detailed information about an HCP or an Abbott employee in your Favorites List within your expense report:

1. Click the Attendee Name link for the desired HCP or employee on the Search Attendees screen.

RESULT: The View Attendee screen displays.

2. Review HCP or employee information on the View Attendee screen.

NOTE: • You cannot change information on

the View Attendee screen. • To return to the Favorite

Attendees screen, click the Close button.

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View or Edit Business Guest Information

You can view or edit information about a business guest in your Favorites List within your expense report:

1. Click the Attendee Name link for the desired business guest on the Search Attendees screen.

RESULT: The Edit Attendee screen displays.

2. View or edit business guest information as needed.

3. Click the Save button to save your changes.

NOTE: To return to the Search Attendees screen without saving your changes, click the Cancel button.

RESULT: The Search Attendees screen displays.

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Delete an Attendee from Your Favorites List

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You can delete an attendee(s) from your Favorites List using the Delete button on the Search Attendees screen.

1. Click the Attendee checkbox(es) for the desired attendee(s) on the Search Attendees screen.

RESULT: The Delete button becomes active.

2. Click the Delete button.

RESULT: The Please Confirm message displays.

3. Click the Yes button to confirm that you wish to delete the selected attendee(s).

NOTE: To cancel deleting the attendee(s), click the No button.

RESULT: The attendee(s) has been deleted from your Favorites List and no longer displays on the Favorite Attendees screen.

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It is important that you keep your Favorites List “clean” and delete duplicates and outdated entries.


Maintaining and Using Your Favorites List in Concur Travel...

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