Working with Common Conditions

Objective

After completing this lesson, you will be able to configure and describe common conditions used when working with audit checks.

Audit Checks Condition Overview

Audit checks can be configured for expansive or granular levels, using multiple conditions such as amount, expense type, and more.

In this lesson, we'll go over some common conditions.

Amount Trigger
Expense Types Trigger
Date Threshold Setting
Improper Merchant Categories
Excessive Tip Percentage
Allowable Discrepancy Amount

For a complete list of conditions and details available review the Library of Audit Checks in the Concur Expense Professional Edition Tool Guide for Verify.

Common Used Conditions

Amount Trigger

Enter the maximum amount of line items that can be ignored by this check.

This amount will be used when running the checks and automatically converted when the expense currency differs from the configured one.

The image displays a Conditions section with two fields. The Amount Trigger field is set to 10.00, and the Currency field is set to US Dollar (USD).

Note

You must select the desired currency appropriate for your business. If the amount is 0 or blank, then the currency dropdown will not display.

Expense Types Trigger

Each check comes with a default suggested list of expense types. The check will only process the selected expense types. The check will run for the selected expense types only.

To view the expense types selected and to remove or add additional expense types, choose Select Expense Types.

Note

The default suggested list of expense types is based on the standard expense types created by SAP Concur. The custom expense types created by each customer must be configured manually.

To reset the expense types to default, if you configured them manually, you must select the link: Reset Expense Types selections back to default recommendations.

The image displays the Expense Types: Incorrect Amount screen. It shows options to restrict by expense type, reset selections to default recommendations, search for an expense type, filter by selection status, and choose an expense policy group. A list of expense types, such as Airfare and Airline Fees, is available with checkboxes for selection. A smaller box highlights the Select Expense Types link.

Date Threshold Setting

This setting appears when you select Check Name: Incorrect Date.

An exception will be raised if the receipt date and the expense date fall outside the date threshold. The recommended allowable differences are 0,1, or 2 days for cash and 30 days for card.

The image displays the Date Threshold Setting section. It shows payment types Cash and Card with allowable differences in days. Cash is set to 0 days, and Card is set to 30 days. A Quick Help message explains that exceptions occur if receipt and expense dates fall outside the threshold, recommending 0–2 days for cash and 30 days for card.

Improper Merchant Categories

This setting appears when you select Check Name: Improper Merchant Categories.

The Select Merchant Categories button will bring you to the page Merchant Category Codes, where a list of Not Allowed Categories and Allowed Categories is shown.

Categories moved to the Allowed Categories list will not raise exceptions.

The image displays the Merchant Categories section. It shows an option to select merchant categories and indicates that 199 categories are selected. The Merchant Category Codes window has two columns: Not Allowed Categories, where exceptions are raised, and Allowed Categories, where no exceptions are raised. Each column lists categories with codes and descriptions, along with checkboxes for selection.

Excessive Tip Percentage

This setting appears when you select Check Name: Excessive Tip.

Enter the maximum allowed percentage above the average spend value.

You need to select at least one expense type if you use the Select Expense Types option.

The image displays the Excessive Tip Percentage field with a Quick Help message. The message explains that an exception will be raised if the tip exceeds the allowed percentage and recommends using 20 or 25 percent. A Select Expense Types link is also shown above the field.

Allowable Discrepancy Amount

This setting appears when you select Check Name: Incorrect Amount.

You can choose a Claim Amount Parameter:

Amount Mismatch: when the receipt amount doesn't match the expense report amount.
Amount Overspend: when the expense report amount exceeds the receipt amount.

Enter the maximum allowed amount between the amount on the receipt and the amount claimed. The default value is 0.

A currency must be chosen from a dropdown menu.

The image displays the Claim Amount Parameter section. It includes two options: Amount Mismatch and Amount Overspend, with Amount Overspend selected. Below, the Allowable Discrepancy Amount field is set to 2.00, and the Currency field is set to US Dollar (USD).

Reference

SAP Help	Link
Concur Expense Professional Edition Tools Guides	Verify

Summary

Let's summarize what you've learned:

Configure audit checks with conditions such as amount, expense type, date, merchant category, tip, and discrepancy.
Use Amount Trigger and Expense Types Trigger to control which expenses are checked.
Apply Date Threshold and Merchant Category settings to detect incorrect dates and restricted merchants.
Set Excessive Tip Percentage and Allowable Discrepancy Amount to flag overspending or mismatched amounts.

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