Creating a Purchase Request Processor Query

Objective

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

Purchase Request Processor Queries Overview

With the Purchase Request Processor role, you can review each Purchase Request (PR) to ensure completeness. You can check that all required fields are filled in, clear any exceptions, and verify that the requester has provided all necessary details.

To process purchase requests, navigate to Requests > Purchase Requests > Process Purchase Requests. In this section, you can view all purchase requests pending approval and carry out the necessary processing tasks.

Note

Custom queries are visible only within the account where you created them.
Screenshot of the SAP Concur Requests Pending Processor Review page, showing a table of purchase requests needing review. Columns include requester, description, status, date, and amount. Several rows display red warning icons and messages about required invoice approval. Navigation and action buttons are at the top and bottom.

Configure a Purchase Request Processor Query

To create a purchase request processor query:

Steps

  1. Navigate to Requests > Process Purchase Requests and select Query > New Query.

    Screenshot of the SAP Concur Requests Pending Processor Review page. The Requests menu is open with Process Purchase Requests highlighted. The Query button is selected with New Query visible. A table lists purchase requests with columns for requester, description, approval status, submit date, and amount. Some rows display red warning messages about invoices being past policy limits.

  2. On the Query Builder page, enter a Query Name. Once the query is saved, it will appear in the Query menu.

    Screenshot of SAP Concur with the Query Builder window open on the Requests Pending Processor Review page. The Name field is highlighted for entering the query name. The window includes options for building a custom query, adding filter criteria, and action buttons at the bottom for saving, running, or canceling the query. The background shows a dimmed requests table.

  3. Enter a condition by selecting the appropriate information from within the Condition Editor.

    Screenshot of SAP Concur displaying the Query Builder window. The name PR > 1000 USD is entered in the Query field. The filter criteria section is highlighted, showing a rule to select Purchase Request amounts Greater Than 1,000.00 USD. Action buttons labeled Save & Run, Save, Delete, and Cancel are at the bottom. The requests table is visible in the background.

  4. To add another condition, select Insert. 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.

    Screenshot of SAP Concur’s Query Builder window. The Insert button is highlighted and an arrow points to newly added filter criteria below. The highlighted section shows a logical And operator and a filter for Purchase Request approval status equal to Approved. Existing criteria for Purchase Requests greater than 1,000 USD remain above. Action buttons appear at the bottom.

  5. To remove a condition, select the condition and then select Remove. 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 Query Builder window. The Remove button is highlighted with an arrow pointing to a selected checkbox next to the Purchase Request Approval Status filter criteria. The highlighted area shows that this rule (Approval Status equal to Approved) is selected for removal. Other existing filter (Purchase Request Total > 1,000.00 USD) and query action buttons are visible.

  6. Select Save & Run or Save.

    Screenshot of SAP Concur’s Query Builder window. The query is named PR > 1000 USD. There is one filter set to show Purchase Requests with a Total greater than 1,000.00 USD. The Save & Run and Save buttons at the bottom right are highlighted, with additional options for Delete and Cancel visible beside them.

  7. The query is now saved and available for use on-demand.

    Screenshot of the SAP Concur Requests Pending Processor Review page. The left panel displays a list of saved queries, with the query PR > 1000 USD highlighted. The results table to the right shows purchase requests that match the selected query, displaying columns for requester, description, approval status, submit date, total amount, and other details. A red notice is visible under the table explaining approval restrictions for pending items.

Modify a Purchase Request Processor Query

To modify a purchase request processor query:

Steps

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

    Screenshot of SAP Concur’s Requests Pending Processor Review page. The left panel menu is visible, with the Query, Approve, Send Back, View Image, Actions, and Preferences buttons highlighted. In the saved queries list below, PR > 1000 USD is selected. The main table displays a list of purchase requests filtered by the selected query, showing details such as requester names, descriptions, approval status, submit dates, and total amounts. There is a red warning note beneath the table about items pending for approval.

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

    Screenshot of SAP Concur's Query Builder pop-up window. The query is named PR > 1000 USD. Two filter criteria are set: Purchase Request Total greater than 1,000.00 USD and Approval Status equal to Approved, joined with an And condition. The Insert button at the top and the Save & Run and Save buttons in the bottom right are highlighted. The background shows a blurred Requests Pending Processor Review page with a list of requests.

Learning

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