Configuring Workflows

Objective

After completing this lesson, you will be able to create and edit workflows in Concur Invoice Professional Edition

1-Up Workflows

To create a new workflow, you must copy an existing workflow and make the desired edits. You cannot create a workflow without copying an existing workflow, nor can you create a workflow by copying a different type of workflow. However, you can edit and existing workflow.​

The 1-Up workflow is a straightforward approval process where the payment request or invoice​ is routed directly to the employee's immediate supervisor, as defined in the organizational structure within Concur.

Key Features

  • Simple and direct approval routing.
  • Relies on the established reporting hierarchy.
  • Suitable for organizations with clear and well-defined management structures.
  • Minimal configuration required.

Create a 1-Up Workflow

Review the following steps to create a new 1-up workflow.

Note

The steps below are based on a simple, high-level configuration.

Steps

  1. On the Workflows page in Invoice Processing Admin, select the default manager to processor Workflow and then select the Copy button.

    Workflows list with Copy button highlighted and one workflow selected.

  2. Set the appropriate options on the General tab based on the requirement and then select the Next button.

    Settings form with options for invoice approval and notifications, Next and Done buttons at the bottom.

  3. Ensure the Invoice or Purchase Request Approver step is added between the user and processor step on the Steps tab.

    Two screenshots of a workflow steps interface showing the Manager Approval step. In the first, its role is Invoice Approver; in the second, its role is Purchase Request Approver.

  4. Remove all rules from the Step Rules tab and then select the Done button.

    Workflow step rules screen showing a rule to skip vendor approval if vendor is approved.

  5. Activate the workflow on the appropriate policy.

    Modify policy screen showing fields for invoice forms, options, and a dropdown for selecting the invoice workflow.

Result

The new 1-Up Workflow is saved to the Workflows tab. Be sure to review the Workflow Type. Payment Request create workflows for Invoice and Purchase Requests creates workflows for the purchase request system.

Authorized Approver Workflows

The Authorized Approver workflow allows you to designate specific individuals as approvers based on limits and level for certain expense types or departments, regardless of the employee's reporting structure.

Key Features

  • Routes expenses to individuals with specific approval authority based on Limit or level and both.
  • Overrides the standard reporting hierarchy.
  • Ideal for situations requiring specialized knowledge for expense validation.
  • Requires configuration to define authorized approvers and their approval scope.

Create a Manager to Authorized Approver Workflow

Review the following steps to learn how to create a Manager to Authorized Approver Workflow.

Note

The steps below are based on a simple, high-level configuration.

Steps

  1. On the Workflows page in Invoice Admin, select the Default Manager to Authorized Approver workflow and then select Copy.

    Workflows list with the first workflow selected and the Copy button highlighted.

  2. Set the appropriate options on the General tab and select the Next button.

    Settings page with various approval options and the Next button highlighted.

  3. Ensure there is an Authorized Approver Step available on the Steps tab and select the Next button.

    Workflow steps list with Authorized Approver step and role highlighted, and the Next button highlighted.

  4. Make sure the default rules are available on the Step Rules tab and select the Done button.

    Workflow steps list with Authorized Approver step and role highlighted, and the Next button highlighted.

  5. Configure the Purchase Request/Payment Request (Invoice) Authorized Approver Feature Hierarchy based on the Request Level. Always choose the Feature Hierarchy level as Request for Authorized Approver.

    Feature Hierarchies list with Payment Authorized Approver and Purchase Request Authorized Approver highlighted.

  6. Define the Authorized Approvers with the appropriate levels or limits on the Authorized Approvers tab on the Workflows page.

    Two overlapping Workflows screens showing group selection, filter, and configuration options for authorized approvers.

  7. Activate the workflow on the appropriate policy on the Policies page.

    Two policy modification screens showing different invoice workflow dropdown selections highlighted.

Result

The new Manager to Authorized Approver Workflow is saved and visible on the Workflows page.

Cost Object Approval Workflows

The Cost Object Approval workflow routes expense reports based on the cost object (e.g., project, cost center, WBS element) associated with the expense. This ensures that purchase requests or invoices are reviewed and approved by the individuals responsible for managing the specific cost object based on level or limit.

Key Features

  • Routes expenses based on the assigned cost object.
  • Ensures budget holders review expenses charged to their cost centers or projects based on their level or limit.
  • Provides financial control and accountability at the cost object level.
  • Requires proper configuration of cost objects and their respective approvers.

Create a Cost Object Approval Workflow

Review the following steps to learn how to create a Cost Object Approval (COA) Workflow.

Note

The steps below are based on a simple, high-level configuration.

Steps

  1. On the Workflows page in Invoice Admin, select the Default Manager to Processor or Default Purchase Request Workflow and then select the Copy button.

    Workflows list with Default Mgr to Processor Review highlighted and Copy button highlighted.

  2. Define the appropriate Cost Object Hierarchy Type as Limit or Level on the General tab. It’s recommended to rename the workflow to Cost Object Approval Workflow. When you’re done, select the Next button.

    Cost Object Hierarchy Type dropdown expanded, Next button highlighted.

  3. Ensure there is a Cost Object Approver Step available on the Steps tab. When you’re done, select the Next button.

    Workflow steps list with Cost Object Approval highlighted.

  4. Define the appropriate rules on the Step Rules tab and select the Done button.

    Workflow step rules list with step names highlighted and Done button highlighted.

  5. Configure the Payment Request or Purchase Cost Object Approver Feature Hierarchy based on the Allocation level. Always choose the Feature Hierarchy level as Allocation for Cost Object Approver workflows.

    Two Feature Hierarchies popups showing Allocation level for Payment Cost Object Approver and Distribution level for Purchase Request Cost Object Approver highlighted.

  6. Define the Cost Object approvers with the appropriate levels or limits on the Cost Object Approvers section under the Authorized Approvers tab on the Workflows page.

    Two screenshots of a Workflows interface showing approver lists: the first highlights the “Cost Object Approver List” tab with approver Gabrielle User for Global-Bankers Ball, and the second highlights the “Purchase Request Cost Object Approver List” tab with approver Gabby Admin for Global-Bankers Ball; both have an approval limit of $50,000.

  7. Activate the workflow on the appropriate policy on the Policies page.

    Two policy modification screens: the left is for CVI - PR/PO Policy with invoice workflow set to CVI Default Mgr to Authorised Approver to Cost O; the right is for Invoice Policy with invoice workflow set to Sequential & Ascending Approval to Processor Rev.

Result

The new Cost Object Approval Workflow is saved and visible on the Workflows page.

Summary

  • Create new workflows by copying the matching default workflow, then edit settings; you cannot build a workflow from scratch.
  • Use the Authorized Approver workflow to route to specific approvers by level or limit, outside the reporting hierarchy.
  • Use Cost Object Approval to route by cost object; set Feature Hierarchy to Allocation and configure cost object approvers.
  • Finish by activating the new workflow on the correct expense policy so it can be used.

Reference

TopicLink
Create and Configure WorkflowsSAP Help Portal

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