Creating an Invoice Processor Query

Objective

After completing this lesson, you will be able to configure a query to process an Invoice.

Invoice Processor Queries Overview

With the Invoice Processor role, you can confirm the accuracy of invoices submitted by the employees and act as the final sign-off prior to authorizing payment to the vendor designated in the invoice.

Note

The Invoice Processor page do not manage payment disbursement. A third-party disbursement system does the actual payment disbursement to the vendor.

To access the Invoice Processor page, navigate to Home > Invoice > Processor > Process Invoices. Here, you can review invoices (payment requests) pending approvals and perform processing tasks on the invoices. The Invoice Ready For Processing page displays with all invoices that need to be processed.

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.

Screenshot of SAP Concur showing the Invoices Ready For Processing page, with a table listing one invoice and action buttons at the top.

Configure an Invoice Processor Query

To create an invoice processor query:

Steps

  1. On the Process Invoices page, select Query > New Query.

    Screenshot of SAP Concur’s invoice search results page showing a table of invoices with columns for Vendor Name, Approval Status, Payment Status, Request Total, and more. A dropdown filter menu for queries is open on the left, and there are navigation and export options at the bottom. Most invoices are marked Not Paid with various approval statuses.

  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
    • + button – Select + button 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.
    • – button – Select – button to delete a condition to the Condition Editor. The condition is deleted. This is permanent; therefore, if you delete a condition in error, you will have to recreate it in its entirety.
    SAP Concur Query Builder screen with a query named Duplicate Invoices, showing conditions for Is Duplicate and Approval Status: Not Submitted. Instructions are listed on the right, with save and delete options at the bottom.

  3. Select Save & Run or Save. You can find the query listed in the Query menu from where you can run the query.

    SAP Concur invoice search results screen with a dropdown filter menu open and Duplicate Invoices highlighted; invoice records are shown in a table below.

Modify an Invoice Processor Query

To modify an invoice processor query:

Steps

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

    SAP Concur search results page showing “Duplicate Invoices” selected in the query dropdown menu and “Edit Saved Query” option highlighted; a table of invoice results is displayed below.

  2. In the Query Builder, edit the condition information by adding or deleting a condition row. Select Save once your changes are complete.

    SAP Concur Query Builder screen with a query named Duplicate Invoices and the Save & Run and Save buttons highlighted at the bottom right.

Learning

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