Creating and Maintaining Reason Codes and Categories

Objective

After completing this lesson, you will be able to create reason categories and codes for workflow steps in Concur Expense Professional Edition

Reason Codes and Categories

You can use the Reason Category and Codes tab on the Workflows page to define standardized reasons for returning part or all an expense report to an employee. When a processor returns a report, they must select a reason code. This mandatory step allows the company to track and analyze return reasons, supporting targeted employee training and policy review.

When the processor selects Send Back to Employee, the Send Back Report dialog box displays all available reason codes set by the administrator. The processor selects the appropriate code(s) and selects OK to return the report to the employee.

Screenshot of the Workflows section in Concur Expense, showing the Reason Category and Codes tab. The table lists one reason code, Missing Expense Details, with the reason category Missing Details. The Save, New, and Remove buttons are at the top left.

Configure Reason Codes and Categories

Review the following steps to learn how to create reason codes.

Steps

  1. On the Workflows page in Expense Admin, select the Reason Category and Codes tab.

    Concur Expense Workflows page with “Reason Category and Codes” tab selected; table shows one entry—Reason Code “Missing Expense Details,” Category “Missing Details”—with Save, New, and Remove buttons.

  2. Select New.

    Concur Expense Workflows—Reason Category and Codes tab; “New” button highlighted; table lists Reason Code “Missing Expense Details” with category “Missing Details,” plus Save/Remove buttons.

  3. Enter the Reason Code which is generic text of the most popular reasons a processor may reject a report, and then select the Reason Category that matches the reason code created. Note that the Reason Category options aren't customizable. When you’re done, select the Save button.

    Screenshot of the Workflows section in Concur Expense, highlighting the Reason Category and Codes tab. The Out of Policy Expense reason code is selected, with the corresponding reason category Outside Of Policy. Save, New, and Remove buttons appear at the top left.

Result

The new Reason Code is saved and appears on the Reason Codes and Categories tab.

Summary

  • Use the Reason Category and Codes tab to standardize reasons for sending expense reports back to employees.
  • Require processors to select a reason code when they return a report for tracking and analysis.
  • Create a reason code by selecting New, entering the code text, and selecting a matching reason category.
  • Save the reason code to make it available in the Send Back Report dialog box.
  • Use predefined reason categories; you cannot customize the category options.

Reference

TopicLink
Reason Categories and CodesSAP Help Portal

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