Managing the Processor Queues

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.
The image displays a “Requests Pending Processor Review” page in a purchasing system. It shows a table of purchase requests with columns for request number, requester, description, approval status, submit date, total, and distributions. It includes buttons for query, approve, send back, view image, actions, and preferences. It shows a search field and several red warning messages for invoices pending approval longer than allowed.

Configure a Purchase Request Processor Query

Review the following steps to learn how to create a purchase request processor query.

Steps

  1. Select Process Purchase Requests and then select Query > New Query.

    The image displays a “Requests Pending Processor Review” page in a purchasing system. It highlights the “Process Purchase Requests” tab at the top. It highlights the “Query” menu with the “New Query” option selected. A table lists requests with columns for request number, requester, description, approval status, submit date, total, and distribution status.

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

    The image displays a “Query Builder” pop-up window on the “Requests Pending Processor Review” page. A highlighted field prompts the user to enter a query name. The window includes options to insert or remove criteria and dropdown fields for data object, field value, and operation. Buttons at the bottom include Save and Run, Save, Delete, and Cancel.

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

    The image displays a “Query Builder” window with a query named “PR > 1000 USD.” A highlighted rule filters purchase requests where the total is greater than 1,000.00 USD. The window shows dropdown fields for data object, field, operator, and value. Buttons include Save and Run, Save, Delete, and Cancel.

  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.​

    The image displays a “Query Builder” window for the query “PR > 1000 USD.” It highlights the Insert button and a new filter line added below. The new line uses “And” and filters purchase requests where the approval status equals Approved.

  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.

    The image displays a “Query Builder” window with two filter lines. It highlights the Remove button and a selected checkbox next to the second filter line. The second filter line filters purchase requests where the approval status equals Approved.

  6. Select Save & Run or Save.

    The image displays a “Query Builder” window with one saved filter rule. The rule filters purchase requests where the total is greater than 1,000.00 USD. It highlights the Save and Run and Save buttons at the bottom right.

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

    The image displays a procurement system page titled “Requests Pending Processor Review.” It shows a table of purchase requests with columns for requester, description, approval status, submit date, total amount, and distributions. A query menu on the left highlights the filter “PR > 1000 USD.”

Modify a Purchase Request Processor Query

Review the following steps to learn how 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.​

    The image displays a Query Builder window in SAP Concur for processing purchase requests. It sets a query named “PR > 1000 USD” and filters purchase request totals greater than 1,000.00 USD and approval status equal to Approved. It highlights the “Save & Run” button at the bottom right.

  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.​

    The image displays a Query Builder window in SAP Concur. It creates a query named “PR > 1000 USD.” It sets two filters: total amount greater than 1,000.00 United States dollars and approval status equal to Approved. It highlights the Save and Run button.

Summary

  • Review purchase requests for completeness, required fields, exceptions, and requestor details.​
  • Navigate to Requests > Purchase Requests > Process Purchase Requests to process pending requests.​
  • Create a query from the Query menu, name it, and build conditions in the Condition Editor.​
  • Add conditions with Insert, remove conditions with Remove, then Save or Save and Run the query.​
  • Edit saved queries from the Query menu and save changes; custom queries appear only in your account.​

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Reference

TopicLink 
Create and Manage QueriesSAP Help Portal 
   
   
Learning

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