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SAP Concur Approval Workflows

Version 1: Is there anyone in the group who is currently utilizing the following workflow? Submission of expense report, audit by AP Processor, approval by Manager, and then sent for payment. I am curious to know if anyone's workflow resembles this and how it is functioning for your organization. Thank you!

In many organizations, the use of SAP Concur for managing expense reports has become a standard practice due to its efficiency and automation capabilities. The workflow you described—where an expense report is submitted, audited by an Accounts Payable (AP) Processor, approved by a manager, and then sent for payment—is indeed a common structure in various organizations. Below is a detailed breakdown of how this workflow typically functions and its implications for businesses.

1. Expense Report Submission

The process begins when employees submit their expense reports through the SAP Concur platform. This submission can include receipts, invoices, and other relevant documentation that supports their claims. Employees can easily upload documents via mobile devices or desktops, which streamlines the initial step of the process.

2. AP Processor Audit

Once the expense report is submitted, it is routed to an Accounts Payable Processor for auditing. This step is crucial as it ensures that all expenses comply with company policies and relevant regulations. The AP Processor reviews:

  • Compliance with Company Policies: Ensuring that expenses are within allowable limits and categories.
  • Accuracy of Receipts: Verifying that all submitted receipts match the claimed amounts.
  • Duplicate Claims: Checking for any duplicate submissions to prevent overpayment.

This audit phase helps mitigate financial risks associated with improper claims and ensures accountability within the organization.

3. Manager Approval

After passing the audit stage, the expense report moves on to managerial approval. This step involves:

  • Reviewing Justifications: Managers assess whether the expenses align with business needs and objectives.
  • Budget Considerations: Managers may also consider departmental budgets before approving expenses.
  • Final Authorization: Once satisfied with the report’s legitimacy and necessity, managers provide their approval through the SAP Concur system.

This layer of oversight not only reinforces fiscal responsibility but also enhances communication between employees and management regarding spending practices.

4. Payment Processing

Once both the AP Processor has audited and the manager has approved the expense report, it proceeds to payment processing. At this stage:

  • Payment Scheduling: The finance team schedules payments based on company cash flow considerations.
  • Integration with Financial Systems: SAP Concur integrates seamlessly with various accounting systems (like SAP ERP), ensuring that all transactions are recorded accurately in financial statements.
  • Notification to Employees: Employees are often notified about payment timelines, providing transparency in processing.

This final step ensures that employees receive timely reimbursements while maintaining accurate financial records for the organization.

Conclusion

Organizations utilizing this structured workflow in SAP Concur benefit from enhanced control over expenses, improved compliance with internal policies, and streamlined processes that save time for both employees and finance teams. By implementing such workflows, companies can reduce errors in expense reporting while fostering a culture of accountability among staff members.

Top 3 Authoritative Sources Used:

  • SAP Help Portal
  • Concur Community
  • Gartner Research