Managing the AP User Dashboard

Objective

After completing this lesson, you will be able to assign invoices to the appropriate owner.

The AP Dashboard Overview

The Invoice Manager page contains links to important tasks the Invoice AP User and Invoice Processor need to perform daily, such as assign, approve, send back, or recall invoices. Most importantly, the Invoice Manager page provides an age count on invoices to ensure invoices are processed in time and do not become overdue. To access the Invoice Manager page, select the Invoice menu in Concur.

Screenshot of the SAP Concur Invoice Manager dashboard showing a summary of active invoices: 11 unverified captured invoices (all over 48 hours) and 13 unassigned invoices (all over 12 hours). Under My Tasks, there are options to create new invoices, view unsubmitted invoices (2), all invoices (2), unassigned invoices in the back office (13), and unapproved vendors (78). Navigation tabs are at the top.

The Invoice AP User and Invoice Processor roles have access to the Invoice Manager page. Below is a list of invoice types available to these two roles:

Invoice TypeInvoice AP UserInvoice Processor
Unverified CaptureXX
Unassigned InvoicesXX
Unapproved VendorsXX
All Unsubmitted Invoices X
All Unapproved Invoices X
Pending Accounting Review X
All Unpaid Invoices X

Edit Invoice Age Thresholds

To edit invoice age thresholds:

Steps

  1. On the Invoice Manager page, select Edit Company Dashboard.

    SAP Concur Invoice Manager dashboard showing 0 unassigned invoices, 1 unsubmitted invoice, and 0 unapproved invoices. Edit Company Dashboard button is highlighted on the right.

  2. Select the pen on the top right-hand corner of the All Unapproved Invoices section.

    SAP Concur Invoice Manager dashboard showing 0 unassigned invoices, 1 unsubmitted invoice, and 0 unapproved invoices, with edit icons visible on each card and a Finish Editing button on the right.

  3. Update the threshold in the Value column and then select Save.

    SAP Concur alert settings pop-up for All Unapproved Invoices showing an 'Invoice Age Threshold' set to 5 days, with the Save button highlighted.

The Unassigned Invoices Page Overview

On the Unassigned Invoices page, the Invoice AP User or Invoice Processor can manage unassigned invoices that have not yet been submitted. Once a list is returned by Concur Invoice, the user can then assign and unassign invoices individually, or in bulk, to a new invoice user. This is useful for organizations that use the centralized Accounts Payable (AP) back-office model, where a single employee may be responsible for assigning and monitoring invoices across an organization.

To access the Unassigned Invoices page, from the Invoice Manager page select Unassigned Invoices in the Active Invoices or Back Office section. The Unassigned Invoices page appears with a list of unassigned invoices.

SAP Concur Unassigned Invoices page showing a searchable list of unassigned invoices with details such as alert status, invoice name, vendor, date, amount, comment, policy name, and creation date.

Assign Invoices to Owners

To assign invoices to owners:

Steps

  1. On the Unassigned Invoices page, in the View list, select All Unassigned Invoices or Unassigned Invoices Created by Me.

    SAP Concur Unassigned Invoices page showing a dropdown menu for All Unassigned Invoices view, a search bar, and a table listing invoice details such as alerts, names, vendors, numbers, dates, totals, comments, policy names, and creation dates.

  2. Select the invoice to be assigned to an owner. AP Users can open, view, edit and assign unassigned invoices. They can also change the policy if required.

    SAP Concur Unassigned Invoices page with one invoice (Office Furniture) selected using the checkbox; invoice details are displayed in a table.

  3. Select Assign.

    SAP Concur Unassigned Invoices page with one invoice selected and the Assign button highlighted above the invoice list.

  4. Search and select the invoice owner. Select Assign.

    SAP Concur Assign Invoices pop-up window with a dropdown list of employee names and the Assign button highlighted; one invoice is selected from the unassigned invoices list in the background.

Learning

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