Understanding Workflows

Objective

After completing this lesson, you will be able to understand the fundamental concepts of workflows in Concur Invoice Professional Edition

Workflows Overview

Workflows are system settings that define how a purchase request or invoice is routed for approval and processing after being submitted by an employee. The Invoice site has templated workflows that allow administrators to copy and edit the necessary steps needed for approval and payment. ​

Once a workflow is configured, it must be assigned to the policy.

To access workflows and their settings, select Workflows from Invoice Processing Admin.

Screenshot of an Invoice Processing Admin Workflows interface showing a list of workflow names, types, steps, and editable settings with navigation links on the left.

Review the following terms to learn about the available workflow types.​

1-Up Workflow
A linear approval process that includes a direct supervisor approval and accounting review.
Manager to Authorized Approver Workflow
Includes a direct supervisor and an approver that is subject to limits that specify which report amounts they can approve and/or whether they can approve a report that has a specific exception level.
Cost Object Approval Workflow
A cost object is any accounting-related data (cost center, department, product, project code, etc.) for which a separate cost measurement should be recorded. Cost Object approvals can base signing authority on report, line, or allocation level. There is not template for the Cost Object approval flow.

Note

Administrators can build a variation of each workflow for Purchase Requests or Payment Request (Invoice).

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.​

Concur Invoice provides default workflows for each type of workflow. The default workflows can be copied and then used "as is" or modified to meet the company's particular needs. ​

Configuring a workflow involves three main steps: configuring General Settings, Steps, and Step Rules. Review the image below to learn more about these steps.​

Three workflow configuration steps: 1 General, 2 Steps, 3 Step Rules, each with a brief description.

Manage General Information

Review the following steps to learn how to manage the general information for workflows.

Steps

  1. On the Workflows tab of the Workflows page, select the Workflow tab. Select the default workflow, and then select Copy and Edit.

    Workflows screen with Modify, Copy, and Remove buttons, workflow tabs, and a list of workflow names, types, steps, and editors.

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

    Workflow configuration screen with editable payment request settings, checkboxes, dropdowns, and navigation buttons for Next and Done.​

  3. Ensure the appropriate steps are added and select the Next button.

    Workflow steps screen showing step order, step names, roles, control buttons, and navigation options Previous, Next, and Done.​

  4. Confirm the appropriate the Step Rules are available and select Done.​

    Workflow step rules screen showing step names, rule names, actions, and Done button.​

Result

The General settings are saved to the workflow.​

Workflow Steps

Workflows define the steps each expense report must go through before reimbursement. Steps can be added, moved, edited, and removed. The fields that appear (and the options in the fields) on this page differ depending on whether the workflow is for expense reports or cash advances. It also differs for cost object approvals.​

Workflow steps screen listing step order, step names, roles, and buttons for new, modify, remove, previous, next, and done.​

Add a Workflow Step

Review the following steps to learn how to add and edit a workflow step.

Steps

  1. On the Workflows page in Invoice Admin, select the default workflow, and then select Copy to create a new workflow or Edit to modify the existing workflow.

    Workflows screen with Copy button highlighted and the workflow zNot Used Default Mgr to Processor Review selected.​

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

    Workflow setup screen with payment request details, checkboxes, dropdowns, and Next button highlighted.​

  3. Select the step row and then select the New button.

    Note

    You can add a new step row or edit the row selected.
    Workflow steps screen with New button highlighted and Manager Approval step selected.​

  4. Enter all required information and then select the Save button.​

    Note

    The Step Name is free text however the submitter will see this from the report timeline. The Role is the item that determines where the report is sent for approval.
    Add Workflow Step dialog with fields for step name, role, approval actions, and Save button highlighted.​

  5. Ensure the steps are in the correct order by reviewing the Role order. If the Roles are out of order use the arrows in the Step Order column to correct the order. When you’re ready, select the Next button​.

    Workflow steps list with move order arrows, roles, and Next button highlighted.​

  6. Confirm the appropriate the Step Rules are available, and then select Done.

    Workflow step rules list with Done button highlighted.​

Result

The workflow step is added and saved.

Workflow Step Rules

Step Rules define the conditions that determine what occurs at each stage of a workflow. Most workflow templates include predefined rules, which should generally remain unchanged. Any additional rules should be created only to support your internal business requirements. ​

Each rule consists of three components: Rule Name, Condition, and Action. Review the graphic below to learn more.​

Rule components: rule name, condition (if), and action (then) with brief descriptions.​

Add a Workflow Step Rule

Review the following steps to learn how to add and edit a step rule for workflows. ​

Steps

  1. On the Workflows page in Invoice Admin, select the default workflow, and then select Copy to create a new workflow or Edit to modify the existing workflow.

    Workflows list with Copy button and one workflow row highlighted.

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

    Workflows configuration screen titled Payment Request showing workflow name, approval settings, expiration, assignment timeout, options for steps, and navigation buttons for Next, Done, Cancel, and Previous.​

  3. Confirm the appropriate steps are available and in the correct order by reviewing the Role order. If the Roles are out of order, use the arrows in the Step Order column to correct the order. When you’re done, select the Next button.​

    Workflows steps list with step names, roles, order adjustment arrows, and New, Modify, Remove, Previous, Next, and Done buttons.​

  4. Select the Step that requires additional conditions, and then select the New button next to Step Rules.​

    Step rules list with steps, rule order, rule name, action name, and buttons for New, Modify, Remove.​

  5. Enter the appropriate Rule Name and then enter the appropriate conditions. When you’re done, select the Save button.​

    Edit Condition window for Invoice Under $100 with criteria Request Total less than 100.00 USD, and Save button.​

  6. Select the same step rule and then select the New button next to Rule Actions.

    Note

    Every Step Rule requires an action.
    Workflow step rules list showing a rule Invoice Under $100 for Manager's Approver, with New, Modify, Remove, Previous, and Done buttons.​

  7. Select the appropriate action and enter the corresponding message if needed. When you’re done, select the Save button.

    Note

    Actions change based on the step selected. You can also enter messages as needed. If you create an Exception message, it will automatically be added to the Exceptions Message administrator.
    Edit Action window with Action Name dropdown set to Skip Step, message box, and Save button.​

  8. Select the Done button.

    Workflow step rules list showing skip step actions and Done button.​

Result

The workflow step rules are added and saved.

Summary

  • Workflows automate expense report routing, ensuring policy compliance and efficient processing.
  • The Workflows tool manages creation, editing, and rules for expense report workflows.​
  • Key workflow concepts include step-by-step processes and exception handling.​
  • Workflow types include 1-Up, Authorized Approver, and Cost Object Approval.​
  • Choosing a workflow aligns with organizational structure, approval policies, and cost control needs.​

Reference

TopicLink
Workflow OverviewSAP Help Portal
Authorized ApproversSAP Help Portal
Cost Object ApprovalSAP Help Portal

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