Approving Purchase Requests

As an end-user with the Purchase Request Approver role in Concur Invoice, you have the ability to manage pending purchase requests (PRs) through the approval page. This role, assigned by your administrator, grants you the authority to review, approve, or return requests that are routed to you.

To access the approval page, navigate to the Approvals page and select Purchase Requests. This action will open the Requests Pending your Approval page, which provides a complete list of all PRs awaiting your attention.

The page offers a clear overview of essential details for each request, including:

• Request Name
• Request ID
• Submitter
• Amount
• Status

This at-a-glance information enables you to identify and prioritize items that require immediate action quickly. If no requests are pending your approval, the page will clearly indicate this.

The page includes direct links that take you straight to the approval page, enabling you to also access the approval page through notifications received in your e-mail. These notifications contain direct links that take you straight to the approval page, allowing for efficient processing even when you're on the go.

To further streamline your workflow, the page offers filtering options that allow you to sort or limit the results based on criteria such as date or status. This enhances organization and makes it easier to focus on specific requests. This centralized access point ensures efficient workflow management of purchase requests.

The approval process for purchase requests is critical for ensuring that all PRs adhere to company policies before they are converted into purchase orders (POs). As an approver, your primary responsibility is to review and take action on these requests. This involves either approving them, sending them back for revisions, or approving and forwarding them to additional reviewers if necessary.

To begin the approval process, navigate to the Requests Pending Your Approval page. From there, select the specific PR you want to review by clicking on its name or ID. This action will open the purchase request details.

Within the details view, you can examine various elements of the PR, including:

• Item Descriptions
• Quantities
• Prices
• Vendors
• Attachments (e.g., images or documents)
• Allocations
• Approval Workflow Timeline

To Approve a Purchase Request:

1. Open the purchase request from the approvals list.
2. Carefully review all the details to ensure accuracy and compliance with company policies. Select the Approve button.
3. The system will then route the PR forward in the workflow. If the PR receives final approval, it may automatically generate a PO.

To Send Back a Purchase Request:

If you identify any issues or require changes to the PR (e.g., corrections to amounts or details), you can send it back to the submitter for revisions.

1. On the purchase request, select Send Back.
2. In the dialog box that appears, enter a clear and concise reason for sending back the request. Select Ok.

The PR will then be returned to the submitter for editing. Your comments will be visible in the audit trail, providing transparency and context for the required changes.

It's important to note that approvers typically have limited editing capabilities within Concur Invoice. Therefore, sending back the PR or coordinating with a processor (if applicable) is often necessary to make the required adjustments.

This multi-level approval process, if configured, promotes accountability and ensures effective spend control within the organization.

Purchase request processing in Concur Invoice encompasses the complete end-to-end handling of PRs from the moment they are submitted. This includes review, adjustments, approval, and end-to-end handling of PRs from submission through completion, such as PO approvals, and end-to-end handling of PRs from submission through completion, including transmission.

To process purchase requests (with the Purchasing Admin role), your primary focus is on validating the request and moving it forward through the defined workflow.

To begin, access the Requests Pending Processor Review page by selecting Process Purchase Requests from the menu. From this page, you can efficiently process multiple requests.

Key steps in purchase request processing include:

1. Review: Open the PR to thoroughly inspect all details, including attached images, comments, and the audit trail. Flag any issues that you identify, such as policy violations or discrepancies.
2. Actions: You have several options for acting on the PR:
   • Approve as is: If the PR is accurate and compliant, approve it without changes.
   • Send Back for changes: If corrections or modifications are needed, send the PR back to the submitter with clear instructions.
   • Approve & Forward: If you need to add an extra approver to the workflow, use the Approve & Forward window. Enter the approver's name, add a comment explaining why you are forwarding the request, and click Approve & Forward.
   
3. Post-Approval: Once the PR receives final approval, it is automatically converted into a PO. If you have the necessary processing permissions, you can transmit the PO to the vendor via e-mail or through system integration. Monitor the status of the PO to ensure it is correctly received and processed. Notifications are sent to relevant parties throughout the process. The PO can then be matched against invoices within Concur Invoice.

   Purchase request processing ensures compliance with company policies and streamlines the procure-to-pay cycle. It also offers options to view the full approval flow, add comments, or even terminate the request if necessary.

   For complex scenarios, it may be necessary to coordinate with submitters or administrators to resolve any issues.

   This integrated approach reduces errors, enhances efficiency, and contributes to a more streamlined and effective procurement process.

• You can access the Purchase Request Approval page by navigating to Approvals > Purchase Requests.
• You can approve purchase requests after reviewing the details or send them back to the submitter for revisions with comments.
• Purchase request processing involves reviewing, adjusting, approving, and managing post-approval actions like PO generation and transmission.