Understanding Policy Configuration

Objective

After completing this lesson, you will be able to explain the fundamental concepts of policies and their impact a report in Concur Invoice Professional Edition

Invoice Policies Overview​

A policy serves as a container that organizes the configuration elements directly connected to a user’s invoice. It defines everything from the data required during entry to the approval workflows and the categories of expenses eligible for vendor reimbursement.

To access Policies, select Policies from the Invoice Processing Admin menu.

Policies page showing a left navigation menu and a table listing policy names, who can edit them, and the regions they apply to, with buttons for copy, modify, remove, auto submit conditions, expense types, and print formats.

As seen in the screenshot above, there are two pre-defined policy templates available for Invoice: Invoice Policy and PO/Invoice Policy. Review the terminology definition list below to learn more.

Invoice Policy
Used when the system is configured for invoice processing only.
PO/Invoice Policy
Used when the system is configured to support Purchase Requests, Purchase Orders, and Invoices together.

Policies are assigned to user groups, enabling tailored invoice management based on roles, locations, or departments. A single policy can be assigned to multiple groups to promote consistency. If more than one policy is assigned to a group, one policy must be set as the default to simplify the user experience.

There is no limit to the number of policies that can be created within an implementation. However, it’s recommended to design policies that are easy to manage while still providing the flexibility and control needed to meet your company’s business and compliance requirements.

Note

Always use the Global Template as the starting point for configuration, as it contains a foundational policy for many invoice practices.

There are three key drivers that determine when to create a new policy: Data Entry Requirements, Expense Types, and Approval Process. Review the terminology definition list below to learn more.

Data Entry Requirements (Forms and Fields)
Policies define what information must be entered for each expense report, including mandatory fields and specific forms.
Expense Types
Policies specify the types of expenses that are allowed, providing a structured framework for categorizing and managing expenditure.
Approval Process (Workflows)
The approval process determines the routing of purchase requests and invoices for review and approval, ensuring that expenses are validated by the appropriate personnel.

Create an Invoice Policy​

Review the following steps to learn how to create a new Invoice policy.

Steps

  1. On the Policies page in Invoice Processing Admin, select the appropriate policy (on which you will base your new policy), and then select Copy Policy.

    Policies page showing Copy Policy, Modify, and Remove buttons above a table where Invoice Policy is selected, with columns for editable by and applies to.

  2. Modify the new policy General page as needed. Select Next.

    New Policy screen showing form fields for copying and naming a policy, selecting forms and workflow options, setting configuration values, and navigation tabs, with Next and Cancel buttons at the bottom.

  3. Select the appropriate expense types, and then select Activate or Deactivate to change the policy status. Select Next.

    Note

    This information is copied directly from the policy that you selected as the base for this new policy, so you might not need to modify it.
    New Policy page showing a list of expense types with active status and Activate and Deactivate buttons, plus paging controls and Previous and Next buttons.

  4. Create or edit any auto-submit conditions you wish to apply to an invoice. Select Next.

    Note

    These rules apply to any invoice assigned to the policy.
    New Policy page showing an empty Auto Submit Conditions table with options to apply auto submit, insert or remove conditions, and Previous and Next buttons.

  5. Activate or deactivate any applicable print formats. Select Done.

    New Policy page showing a list of print formats with active or inactive status, display order arrows, Activate and Deactivate buttons, and Previous, Cancel, and Done buttons. Done button highlighted.

Result

The new Invoice policy is saved and visible on the Policies page.

Modify an Invoice Policy​

Review the following steps to learn how to modify an existing policy.

Steps

  1. On the Policies page, select the appropriate policy, and then select Modify.

    Policies page showing Modify, Copy Policy, and Remove buttons above a table where Invoice Policy is selected, with columns for editable by and applies to.

  2. Update any existing configuration components as needed. Select Save.

    Modify Policy screen for Invoice Policy showing editable form fields for header, line item, allocation, vendor forms, workflow and configuration options, external ID, editable group, and Bill To settings, with Cancel and Save buttons.

Result

The modifications to the policy are saved.

Activate or Deactivate Expense Types​

Review the following steps to learn how to activate and deactivate an existing expense type.

Steps

  1. From the Policies page, select the appropriate policy, and then select the Expense Types button.

    Policies page showing Invoice Policy selected in the table with buttons above, focusing on the Expense Types button.

  2. Select the appropriate expense types, and then select Activate or Deactivate to change the policy status. Select Done.

    Modify Policy page showing a list of expense types with active status, Activate and Deactivate buttons, paging controls, and a Done button.

Result

The activated/deactivated expense type changes are saved to the policy.

Create a Purchase Request/Purchase Order Policy​

Review the following steps to learn how to create a new purchase request/purchase order policy.

Steps

  1. On the Policies page in Invoice Processing Admin, select the appropriate policy (on which you will base your new policy), and then select Copy Policy.

    Policies page showing PO Invoice Policy selected in the table with Copy Policy, Modify, Remove, Auto Submit Conditions, Expense Types, and Print Formats buttons.

  2. On the General step, modify the new policy as needed. Select Next.

    Note

    You must select the Is a PO Policy and Is a Purchase Request Policy buttons to enable Purchase Request and Purchase Order. When creating Purchase Request, you must have a Bill to Address in the Company Location configuration to complete this process.
    New Policy page showing PO Invoice Policy form with fields for naming, invoice and PO configuration, purchase request settings, workflow and imaging options, external ID, editable group, Bill To address, and Next and Cancel buttons.

  3. Select the appropriate expense types, and then select Activate or Deactivate to change the policy status. Select Next

    Note

    This information is copied directly from the policy that you selected as the base for this new policy, so you might not need to modify it.
    New Policy page showing a list of expense types with active status, Activate and Deactivate buttons, paging controls, and Previous, Next, and Cancel buttons.

  4. Create or edit any auto-submit conditions you wish to apply to the policy. Select Next.

    Note

    These rules apply to any purchase request or purchase order assigned to the policy.
    New Policy page showing an empty Auto Submit Conditions table with options to apply auto submit, insert or remove conditions, and Previous, Next, and Cancel buttons.

  5. Activate or deactivate any applicable print formats. Select Done.

    New Policy page showing a list of print formats with active or inactive status, display order arrows, Activate and Deactivate buttons, and Previous, Cancel, and Done buttons.

Result

The newly created policy is saved and visible on the Policies page.

Summary

  • Policies control purchase request and invoice behavior through data entry requirements, approval processes, and expense types.
  • Policies are assigned to groups, and a single policy can be assigned to multiple groups.
  • A group can have multiple policies assigned, with one designated as the default.
  • Purchase Request and Invoice workflows and expense types can be assigned to multiple policies.
  • Always use the global template as the starting point for configuration.

Reference

TopicLink
PoliciesSAP Help Portal

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