Configuring and Maintaining Expense Delegates

Objective

After completing this lesson, you will be able to modify existing delegate permissions for users.

Delegate Configurations Overview

Delegate Configurations primarily define which expense reporting options a user can delegate to another user, such as creating, submitting, or approving an expense report. Most companies use a single delegate configuration, but the configuration can vary by group. You can assign a delegate configuration to one or more employee group configurations, but each employee group configuration can use only one delegate configuration.

The image displays an Expense Delegate Configurations page. Buttons at the top read New, Modify, Remove, and Delete Inactive Delegates/Delegators. The main table lists a Global configuration. Columns show permissions such as Can Prepare, Can Submit Reports, Can Approve, Can Approve Temporary, Can View Receipts, Can Use Reporting, and Can Preview for Approver. Additional columns show Restrict Delegates to Group, Need Approver Role to Approve, Applies to Groups, and Maximum Time Period to Approve in days.

Configure Delegate Permissions

To create a new delegate configuration:

Steps

  1. From the Expense Delegate Configurations page, select the New button.

    The image displays an admin page titled Expense Delegate Configurations. It shows buttons: New, Modify, Remove, and Delete Inactive Delegates/Delegators. A table lists one configuration named Global. The permissions show Yes for prepare, submit reports, approve, approve temporary, view receipts, use reporting, preview for approver, and need approver role to approve. Restrict delegates to group is set to No. The last columns show additional details, with United States displayed.

  2. Enter a Delegate Configuration Name, select the Groups this Configuration Applies To, and select the Delegate Settings for the user administrators and employees.

    The image displays an Add Delegate Configuration page in an admin tool with Save and Cancel buttons. It shows a Delegate Configuration section with a field for the Delegate Configuration Name and a setting for Maximum Time Period to Approve in days. It includes checkboxes to restrict delegate selection to the user’s group, require an approver role for delegation, and restrict approvers by authorized limit. A Delegate Settings for User Administrators and Employees section lists permissions with checkboxes for Employee and User Administrator: prepare reports, submit cash advances and reports, use reporting, approve cash advances and reports anytime, approve during a specified period, preview reports for an approver, and view receipt images for reports. A right panel titled Groups this Configuration Applies To lists employee groups with checkboxes, including Global, Canada, and Czech Republic. A small table below shows Groups Used in Other Configurations with United States mapped to Global.

  3. Select the Save button.

Modify Delegate Permissions

To modify delegate permissions:

Steps

  1. From the Expense Delegate Configurations page, select the configuration name and then select Modify.

    The image displays an admin page titled Expense Delegate Configurations in an expense system. It shows action buttons: New, Modify, Remove, and Delete Inactive Delegates/Delegators. A table lists one configuration named Global. The permissions show Yes for Can Prepare, Can Submit Reports, Can Approve, Can Approve Temporary, Can View Receipts, Can Use Reporting, and Can Preview for Approver. Need Approver Role to Approve is Yes. Restrict Delegates to Group is No. Applies to Groups shows United States, and the last column is Maximum Time Period to Approve (Days).

  2. Select the appropriate permissions, and then select Save.

    The image displays an Edit Expense Delegate Configuration page with Save and Cancel buttons. The Delegate Configuration Name field shows Global, and a field for Maximum Time Period to Approve (days) appears below. Options show Restrict delegate selection to user’s group unchecked, Require approver role for approval delegation checked, and Restrict approvers to those with equal or higher authorized approver limit checked. A Delegate Settings section lists permissions for Employee and User Administrator, all checked: prepare reports, submit cash advances and reports, use reporting, approve cash advances and reports any time, approve during a specified period, preview reports for an approver, and view receipt images for reports. A right panel titled Groups this Configuration Applies To shows United States selected and Global and Canada unselected. A panel labeled Groups Used in Other Configurations appears empty.

Summary

  • Delegate configurations control expense report delegation options.
  • Create new configurations specifying applicable groups and user permissions.
  • Modify existing configurations to adjust user permissions as needed.
  • Each employee group can only use one delegate configuration.
  • Ensure configurations are aligned with the company's expense approval workflows.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn