Locating Expense Reports Ready for Processing

Objective

After completing this lesson, you will be able to approve or reject expense reports.

Expense Reports Ready for Processing

After the processor runs a query, reports with the statuses Approved and In Accounting Review become ready for processing. Each company must create its own internal Standard Operating Procedures (SOP) outlining how processors will review reports in this queue, communicate about returned reports, and handle similar tasks.

The image displays the SAP Concur “Reports Ready for Processing” page. A Preferences panel on the right shows settings for Default Query, date limit of 3 months, rows in list set to 25, and a GMT+01:00 time zone. Two check boxes let you open the next report after a workflow change and automatically show receipts. Action buttons include Delete Report, Mark Receipt Status, Clear Exceptions, and Change Approval Status. A filter area offers Report Name and Begins With fields and a Go button. A results table lists expense reports with columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, Cash Advance, and Payment Status. Several rows display warning icons for entry-level exceptions.

Approve or Reject an Expense Report as a Processor

To approve or reject an expense report:

Steps

  1. From the Reports Ready for Processing page, select Run Query then Reports Ready for Processing.

    The image displays the SAP Concur Reports Ready for Processing page with the Run Query menu open, listing options such as Reports Ready for Processing, Reports Review In Progress, Reports Financial Posting Failed, Department - HR, and Workload Division. Filters for Report Name and Begins With sit above the list with a Go button. Action buttons include Delete Report, Mark Receipt Status, Clear Exceptions, and Change Approval Status, with a Preferences button on the right. A results table shows multiple expense reports with columns for Employee Name, Submit Date, Receipt Status, Approval Status, Payment Status, Report Total, Amount Approved, Business Purpose, and organization units. Several rows display policy warning messages beneath the entries.

  2. Select the report to open it.

    The image displays the SAP Concur Reports Ready for Processing page in the Processor view. Action buttons at the top include Delete Report, Mark Receipt Status, Clear Exceptions, Change Approval Status, and a Preferences menu. A table lists expense reports with columns for Report Key, Report Name, Employee Name, Submit Date, Receipt Status, Approval Status, Payment Status, Report Total, and Amount Approved. One report row is selected and highlighted in blue: “Hotel” for employee William Never, submitted 16/08/2023, receipt status Received / Not Required, approval status Approved and In Accounting Review, payment status Not Paid, total $3,000.00, amount approved $3,000.00. Notes below the row state the report was selected for random audit and has one or more entry-level exceptions.

  3. Review the expenses, receipts and any other policy requirements for the report. Select Approve to send the report to the next step in the workflow or Send Back to Employee to reject the report.

    The image displays an SAP Concur expense report detail page titled “Hotel (William Never)” in the Processor view. Action buttons on the right read Requires Review, Send Back to Employee, Send to Approver, and Approve. An Exceptions panel lists alerts for random audit selection, transaction date over 90 days, itemized entry with exceptions, and amount mismatch. The Expenses table shows multiple hotel transactions in Franklin Park, IL, marked Company Paid. A Summary pane shows Amount Due Company $0.00. Totals at the bottom read Total Amount $3,000.00 and Total Approved $3,000.00.

Summary

  • Locate processed reports ready for final review and action.
  • Use the system's query to filter for reports requires processing.
  • Thoroughly review reports against company policies and guidelines.
  • Approve or reject reports and advance them through the workflow.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn