Discovering Company Administration
Managing the Processor Queues
Introducing Company Tools
Managing Expense Types and Account Codes
Creating Audit Rules
Maintaining Car Mileage
Maintaining Delegate Configuration
Configuring Email Reminders
Configuring List Management
Configuring Attendees
Configuring Receipt Handling
Working with Locations
Modifying Printed Reports
Maintaining Tax Administration
Maintaining Shared Configuration Administration
Maintaining Workflows
Maintaining Cognos Settings
Creating Test Users
Maintaining Training Documentation
Configuring Travel Allowance
Configuring Site Settings
Managing Control Center

Creating a Processor Query

Objective

After completing this lesson, you will be able to create a query to process expense reports.

Processor Overview

As an Expense Processor or Expense Processor Manager, you can process expense reports that are pending manager approval or that have already been approved but not yet reimbursed.

To view expense reports, select Reports Ready for Processing from the Run Query menu. Use the Create/Manage Queries menu to create new search queries or manage existing ones.

Queries and Report Display

Queries are defined using if/then conditional logic. When the system finds expense reports that meet the specified conditions, those reports are displayed for you as the Expense Processor.

You can create custom queries to refine which reports are shown; however, these queries are visible only within the account in which they are created.

Processor Page Overview

The following image shows the SAP Concur Expense Processor page titled Reports Ready for Processing. Some rows display warning icons, indicating entry-level exceptions that require attention.

The image displays the SAP Concur Expense processor page titled “Reports Ready for Processing.” Top buttons include Delete Report, Mark Receipt Status, Clear Exceptions, Change Approval Status, and Preferences. Action controls show Run Query, Group, List Settings, and Create or Manage Queries with a dropdown listing Reports Ready for Processing, Reports Review In Progress, Reports Review In Progress By Me, and US Reports. A search area offers fields and a Go button. A data table lists columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, Cash Advance, and Payment Status. Several rows show warning icons and notes about entry-level exceptions. Pagination and a Send to Excel link appear at the bottom.

Create a Processor Query

To create a new processor query:

Steps

  1. From Process Reports, select Create/Manage Queries > Create New Query.

    The image displays the SAP Concur Expense Processor page titled Process Reports. A pink outline highlights the Create or Manage Queries menu showing Create New Query. Top navigation includes Manage Expenses, Cash Advances, and Processor. Action buttons show Run Query, Starting Group, Group, and List Settings, with Mark Receipt Status, Clear Exceptions, Change Approval Status, and Preferences on the right. A filter area lets you set criteria such as Report Name with Begins With and click Go. A table header lists columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, Cash Advance, and Payment Status.

  2. Add conditional rows as required and then select Save.

    The image displays an SAP Concur Expense Processor screen titled Add a Query. A Query Name field shows London Department. A Save button on the right is highlighted. A query builder panel is outlined and lists Data Object/Operator, Field/Value, and Operation. The first criterion sets Employee, field Org Unit 2 – Department, operator Equal, and value London. Insert and Remove buttons appear above the panel. Top navigation shows Manage Expenses, Cash Advances, and Processor.

Edit a Processor Query

To edit an existing query:

Steps

  1. Navigate to Processor > Process Reports.

    The image displays the SAP Concur Expense Manage Expenses page. A pink outline highlights the Processor menu with options to Process Receipts and Process Reports. The Report Library view is set to Active Reports. A card labeled Unit 4 dated 05/27/2025 shows $600.00 and Not Submitted. A Create New Report button sits on the right. Tabs for Manage Expenses and Cash Advances and a breadcrumb path for Home, Expense, and Manage Expenses appear at the top.

  2. Select Create/Manage Queries and then select the desired query.

    The image displays the SAP Concur Expense Processor page titled Process Reports. A pink outline highlights the Create/Manage Queries menu with options Create New Query and London Department. Action buttons show Run Query, Starting Group, Group, and List Settings on the left. Additional buttons show Mark Receipt Status, Clear Exceptions, Change Approval Status, and Preferences on the right. A filter row lets you choose Report Name, set Begins With, enter a value, and click Go. A table header lists Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, Cash Advance, and Payment Status.

  3. On the Edit Query page, edit the condition parameters, add another condition row, or delete a condition row, and then select Save.

    The image displays the SAP Concur Expense Processor “Edit Query” screen. The query name is “London Department,” and the Save button is highlighted. The filters set Employee Org Unit 2 – Department equal to London and set Company Card transaction amount greater than 400.00 GBP.

Reference

For more detailed information, review the SAP Help Portal.

Summary

  • Create custom queries to efficiently filter expense reports.
  • Use conditional statements to filter expense reports for processing.
  • Save and manage your custom queries for efficient retrieval.
  • Modify existing queries to refine search criteria as needed.
  • Apply saved queries to filter the "Reports Ready for Processing" view.
Learning

SAP FacebookSAP YoutubeSAP LinkedIn