Creating a Purchase Order Processor Query

Objective

After completing this lesson, you will be able to configure a query to process purchase orders.

Purchase Order Processor Queries Overview

The Purchase Order Processor typically reviews a Purchase Order (PO) for buying details. This means reviewing the PO for correct shipping method and terms, reviewing the selected vendor to ensure it is a preferred supplier, as well as other details. They may also transmit (email) the PO to the vendor.

Note

If Allow Purchase Request Owners to Transmit their own Purchase Orders is enabled in Invoice Settings, the purchase requester will also have access to transmit the PO.
Screenshot of SAP Concur’s “Purchase Orders Pending Transmission” page showing a table of purchase orders. Columns include Order No, Request No, Requestor, Vendor Name, Ship To, Status, Needed By, Total, Total Invoiced, Order Date, First Order Date, and Data Source. All listed orders have the status Pending Transmission. Blue navigation buttons and options such as Query, Actions, and Preferences are visible at the top.

To access the Purchase Order Processor page, navigate to Home > Requests > Purchase Requests > Process Purchase Orders. Here, you can review PO requests pending all approvers and perform processing tasks on PO requests.

On this page, you can use the query builder to create new search queries and manage existing queries. Custom queries that were created will only be visible in the account in which they were created.

Note

Purchase Order Configuration is Group-aware. The PO configuration a PO Processor works with may be based on the Group the processor works in. This configuration may include region- or subsidiary-specific attributes, including supporting documents, logos, and email addresses.

Configure a Purchase Order Processor Query

To create a purchase order processor query:

Steps

  1. On the Process Purchase Orders page, select Query > New Query.

    Screenshot of the SAP Concur Purchase Orders Pending Transmission page. At the top left, the Query dropdown menu is open, with the New Query option highlighted in pink. Below, a table displays a list of purchase orders with columns for Requestor, Vendor Name, Ship To, Status, Needed By, Total, and Data Source. Each row contains details of different purchase orders pending transmission.

  2. Complete the following:

    • Query Name – Enter a name for the query. Once the query is saved, it will appear in the Query menu to be run.
    • Condition – Select appropriate information form within the Condition Editor
    • Insert – Select Insert to add conditions to the Condition Editor. The system always adds rows to the bottom of all currently existing rows. There is no limit to the number of rows that you can add.
    • Remove – Select the condition that you want to delete then select Remove. The condition is deleted. This is permanent; therefore, if you delete a condition in error, you will have to recreate it in its entirety.
    Screenshot of SAP Concur’s Purchase Orders Pending Transmission page with the Query Builder window open, highlighted in pink. The Query Builder contains fields to filter purchase orders, including Purchase Order and Total Invoiced Net Amount (%) set to 100. Action buttons like Save & Run, Save, and Cancel are at the bottom. The purchase order list is visible but faded in the background.

  3. Select Save & Run or Save.

    Screenshot of SAP Concur’s Purchase Orders Pending Transmission page with the Query Builder window open. The builder shows filter criteria for Purchase Order with Total Invoiced Net Amount (%) set to greater than 100. At the bottom right, Save & Run and Save buttons are highlighted in pink. The rest of the main page is dimmed in the background.

  4. You can find the query listed in the Query menu from where you can run the query.

    Screenshot of the SAP Concur Purchase Orders Pending Transmission page. The Query dropdown menu is open, highlighting the Total Invoiced Net Amount > 100% saved query in pink. A list of purchase orders with columns such as Name, Site To, Status, Needed By, Total, and Data Source is displayed in the main table.

Modify a Purchase Order Processor Query

To modify a purchase order processor query:

Steps

  1. On the Process Purchase Orders page, select Query > Edit Saved Query and then select the query you want to edit.

    Screenshot of SAP Concur’s Purchase Orders Pending Transmission page. The Query dropdown is open, with Total Invoiced Net Amount > 100% highlighted in pink under Edit Saved Query. The purchase order table below shows details like Vendor Name, Status, Needed By date, Total, and Data Source.

  2. In the Query Builder, edit the condition information by adding or deleting a condition row.

    Screenshot of SAP Concur's Query Builder window over the Purchase Orders Pending Transmission page. The builder shows a filter for Total Invoiced Net Amount (%) greater than 100, with an AND/OR section highlighted in pink that adds a filter for Purchase Order Status equal to Transmitted to Vendor. Blue action buttons for Save & Run, Save, Delete, and Cancel appear at the bottom right. The rest of the main page is dimmed in the background.

  3. Select Save once your changes are complete.

    Screenshot of SAP Concur’s Query Builder window over the Purchase Orders Pending Transmission page. The Query Builder dialog shows a query named Total Invoiced Net Amount > 100%, filtering purchase orders where Total Invoiced Net Amount (%) is greater than 100, and Status is equal to Transmitted to Vendor. The options Save & Run and Save are highlighted in pink at the bottom right of the window. The rest of the main page is blurred in the background.

Learning

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