Configuring Request Policies

Objective

After completing this lesson, you will be able to demonstrate configuring Request Policies in Concur Request based on your business requirements.

Request Policies Configuration

In the Concur Request Business Requirements unit, you learned that the customer had the following business requirements:

  • Users can submit two types of requests: Travel and Authorization.
    • Travel requests must include travel segments and can include expected expenses as needed. Authorization requests can only include expected expenses.
    • The segments available to travel requests are Air Ticket, Car Rental, Hotel Reservation, and Railway Ticket.
    • The expense types available to travel and authorization requests are Alcoholic Beverages, Business Meals, Entertainment – Clients, Entertainment – Staff, Gifts – Clients, Gifts – Staff, Marketing/Promotional, Office Equipment/Hardware, Office Supplies/Software, Passport/Visa Fees, Relocation Expenses, Seminar/Course Fees, Staff Awards/Incentives, Taxi, and Tuition/Training Reimbursement.
  • Users can cancel their requests.
  • Requests must close automatically after 90 days.
  • A request can be assigned to only one expense report.

Review the process to create the Request Policies below.

Request Policy Configuration Process

Working with Request Policies

Steps

  1. Access Request Policies

    Select the Request Policies from the Request Admin page.

    Select Request Policies from the Request Admin tools.

  2. Copy a Default Policy

    Select the Not Integrated with Travel Request Policy and then select Copy button.
    1. Select Not Integrated with Travel.
    2. Select the Copy button.

  3. Update Policy Settings

    Enter Name, Type, Request Workflow and Request Header Form details to create a new Request Policy. Then, scroll down.
    1. Change the Name to *CVI Travel Request Policy.
    2. Select Travel from the Type dropdown.
    3. Select *CVI Travel Request Workflow from the Request Workflow dropdown.
    4. Select *CVI Travel Request Header Form from the Request Header Form dropdown.
    5. Scroll down.

  4. Continue Updating Settings

    Fill Assignable to Report and Create Report from Request with Expected Expenses details and then scroll down.
    1. Select One from the Assignable to Report dropdown.
    2. Select All Expected Expenses from the Create Report from Request with Expected Expenses dropdown.
    3. Scroll down.

  5. Finalize Settings

    Enter the Request Allocation Form and Request Active Days details and select Next.
    1. Select *CVI Request Allocation Form from the Request Allocation Form dropdown.
    2. Enter 90 in the Request Active Days field.
    3. Select the Next button.

  6. Define Segments

    Review the information and select Next.

    No changes need to be made for CVI on this page.

    Select the Next button.

  7. Activate Expense Types

    Select the Expense Type checkboxes, assign the appropriate Request Entry Form for each expense, select the attendee settings checkbox wherever required, and then select Next.
    1. Activate the correct expense types based on CVI's requirements.
    2. Assign the proper Request Entry Form for each expense type.
    3. Set the attendee settings checkboxes for the alcohol, business meal, entertainment, and gift expenses.
    4. Select the Next button.

  8. Finalize the Policy

    Select Done button.

    CVI has not requested any custom Print Formats, so select the Done button.

  9. Copy the Travel Policy

    Select the CVI Travel Request Policy and then select the Copy button.
    1. Select *CVI Travel Request Policy.
    2. Select the Copy button.

  10. Update Policy Settings

    Enter Name, Type, Request Workflow and Request Header Form details to create a new Request Policy. Then, select Next.
    1. Change the Name to *CVI Authorization Request Policy.
    2. Select Authorization from the Type dropdown.
    3. Select *CVI Authorization Request Workflow from the Request Workflow dropdown.
    4. Select *CVI Authorization Request Header Form from the Request Header Form dropdown.
    5. Select the Next button.

  11. Deactivate Travel Segments

    Unselect all travel related segments and then select Next.
    1. Deactivate all travel segments.
    2. Select the Next button.

  12. Review Expense Types

    Selected Expense types are displayed on the screen for this Request Policy. Select Next.

    All required expense types were activated on the previous policy. There is nothing to do on this screen but review the items. Select the Next button.

  13. Finalize the Policy

    Select Done.

    CVI has not requested any custom Print Formats, so select the Done button.

Result

The Request Policies for CVI have been created.

In this lesson, you saw how to configure Request Policies for CVI.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn