Handling Exceptions

Objectives

After completing this lesson, you will be able to:
  • Handle exceptions.
  • Summarize the essential tasks and best practices for processing expenses.

Expense Report Exceptions - Overview

Understanding Expense Report Exceptions

Expense reports often contain exceptions that must be addressed before they can be processed. These exceptions are typically flagged with red, yellow, or blue icons, indicating the severity and type of issue. Red icons signify errors that must be resolved, yellow icons indicate warnings or informational messages, and blue icons show that an exception has been cleared by the expense processor.

Common exceptions include exceeding expense limits, missing receipts, or incorrect data entries. Each exception is assigned a unique code and level, which helps processors identify and prioritize issues. By understanding these exceptions and their implications, processors can ensure that expense reports are accurate and compliant with company policies.

Understanding Exception Codes

Exception codes are unique alphanumeric identifiers assigned to specific issues within expense reports. These codes help processors quickly identify and address problems that arise during the report review process. Each code corresponds to a particular type of exception, such as exceeding a spending limit or missing required documentation.

Exception levels indicate the severity of the issue, with higher levels requiring more urgent attention. For example, a level 1 exception might be a minor warning, while a level 3 exception could indicate a critical error that must be resolved before the report can be approved. Understanding these codes and levels is essential for efficient expense report management.

Handling Report Exceptions

Exceptions can occur at various levels, including report, entry, and itemization levels, and are indicated by red, yellow, or blue icons.

  • Red icons - signify errors that must be resolved before submission.
  • Yellow icons - indicate warnings or informational messages.
  • Blue icons - indicate that an exception has been cleared by the processor.

Note

The Expense Processor can view all exceptions, including the code and level number in the exception message. This information is hidden from the employee and the approver.

Manage Exceptions

Accurate financial records are crucial for any organization. This guide will walk you through the steps to handle and clear exceptions in your expense reports, ensuring that they are accurate and ready for approval and payment.

Steps

  1. Navigate to the Process Reports page to view a list of reports containing exceptions.

    The image shows a screenshot of an SAP Concur interface displaying expense reports titled Reports in Cash over $1000. The interface includes options to manage and process reports, with a navigation bar showing Manage Expenses and Process Reports. The main section lists three expense reports with details. Two transactions are highlighted in yellow. Both have a warning icon indicating: This report has one or more entry level exceptions.

  2. Choose the specific expense report that you need to review for exceptions.

    The image shows a screenshot of an SAP Concur interface displaying expense reports titled Reports in Cash over $1000. The interface includes options to manage and process reports, with a navigation bar showing Manage Expenses and Process Reports. The main section lists three expense reports with details. The last transaction is highlighted in yellow and includes a warning icon that indicates: This report has one or more entry level exceptions.

  3. Examine the exceptions and the corresponding transactions that caused them. Address and rectify the issue that created the exception.

    The image shows a screenshot of an SAP Concur interface displaying expense reports titled Reports in Cash over $1000. The employee's name, Anne Teak, is also displayed. The interface includes multiple tabs: Summary, Details, Receipts, and Report. The upper section displays Exceptions with columns for Expense Type, Date, Amount, and Exception. The lower section displays Expenses, with columns for Expense Type, Date, Amount, and Received. Buttons for Send Back to Employee and Approve are located at the top right, along with an option to Hide Exceptions. A summary section at the bottom shows the Report Total, Amount Due Company, and Amount Due Employee.'

  4. Return to the Processor Page and select the Clear Exceptions button to clear the resolved exception.

    The image shows a screenshot of an SAP Concur interface displaying expense reports titled Reports in Cash over $1000. The interface includes options to manage and process reports, with a navigation bar showing Manage Expenses and Process Reports. The main section lists three expense reports with details. The Clear Exceptions button is highlighted in yellow.

Result

Once an exception is cleared, the warning icon is replaced by a blue icon, indicating it has been resolved.

The image shows a screenshot of an SAP Concur interface displaying expense reports titled Reports in Cash over $1000. The interface includes options to manage and process reports, with a navigation bar showing Manage Expenses and Process Reports. The main section lists three expense reports with details. Icons and indicators show the status and exceptions for each report. Options to Run Query, Group, List Settings, Create/Manage Queries, Mark Receipt Status, Clear Exceptions, and Change Approval Status are available above the report list.

Note

Audit Trail - Exceptions remain associated with the reports through the audit trail, providing a comprehensive record of any issues that were addressed and resolved.
The image shows a screenshot of the Audit Trail window showing a report and entry level audit trail for expense management. The report includes entries with the following details: Date/Time, Updated by, Action, Description. One entry is highlighted in yellow: Date/Time: 11/20/2024 09:34 AM, Updated By: Admin, Expense, Action: Exceptions Cleared, Description: All exceptions were cleared.

Summary of Essential Tasks and Best Practices for Processing Expenses

Welcome to our video on streamlining expense report management with SAP Concur. In this video, we'll show you how SAP Concur can simplify and enhance the process of reviewing and processing expense reports, making it more efficient and precise for Expense Processors like you.

By the end of this video, you'll have a comprehensive understanding of how to streamline your expense report management with SAP Concur, ensuring efficiency and precision in your workflow. Let's get started!

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