Managing the Processor Queues

Creating an Invoice Processor Query

Objective

After completing this lesson, you will be able to configure a query to process an Invoice in Concur Invoice Professional Edition

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 signoff 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 all approvers 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.

The image displays an “Invoices Ready For Processing” page in an invoice system. It shows filters for group and date range, a search bar, and buttons to view, send back, approve, or recall an invoice. A table lists one invoice with vendor details, approval status, payment status, amount, shipping cost, and create date.

Configure an Invoice Processor Query​

Review the following steps to learn how to create a query in Processor.

Steps

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

    The image displays a “Search Results” page in an invoice processing system. A dropdown menu under “Query” is open and highlights “New Query.” The page shows date range fields, a search box, and buttons to view image, send back, approve, or recall. A table lists invoices with vendor name, invoice received, origin source, approval status, payment status, request total, transaction number, and create date.

  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 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 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.
    The image displays a “Query Builder” window for creating a query named “Duplicate Invoices.” It shows two conditions: set “Is Duplicate” to “Yes” and set “Approval Status” to “Not Submitted.” It includes controls to add, edit, group, or connect conditions. Buttons at the bottom let the user save and run, save, delete, or cancel.

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

    The image displays a “Search Results” page in an invoice processing system with the “Query” menu open. The menu lists saved queries, and “Duplicate Invoices” is highlighted. The page shows date filters, a search field, and buttons to view image, send back, approve, or recall. A results table lists invoices with vendor name, approval status, payment status, request total, transaction number, and create date.

Modify an Invoice Processor Query​

Review the following steps to learn how to modify a Processor query.

Steps

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

    The image displays a “Search Results” page in an invoice processing system with the “Query” menu open. The cursor highlights “Edit Saved Query,” and a submenu highlights “Duplicate Invoices.” The page shows date filters, a search field, and buttons to view image, send back, approve, or recall. A table below lists invoices with vendor name, approval status, payment status, request total, and create date.

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

    The image displays a “Query Builder” window for a query named “Duplicate Invoices.” It shows one condition that sets “Is Duplicate” to “Yes.” A help panel on the right explains how to add, remove, group, and connect conditions. Buttons at the bottom let the user save and run, save, delete, or cancel.

Summary

  • Invoice Processors verify employee-submitted invoices and provide final approval before vendor payment authorization.​
  • The Invoice Processor page supports invoice review and processing, but a separate system issues vendor payments.
  • Access Process Invoices from Home > Invoice > Processor > Process Invoices to view invoices ready for processing.
  • Use Query Builder to create and save custom search queries for invoices in your account.
  • Modify saved queries by editing conditions and saving updates in the Query Builder.

Reference

TopicLink
Creating and Managing QueriesSAP Help Portal
Learning

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