Processing Expense Reports

Objectives

After completing this lesson, you will be able to:
  • Access the Process Reports page.
  • Create and manage queries.
  • Search, review, and approve expense reports.

Path to Access Process Reports Page

Navigate to the Process Reports Page

Log on to your SAP Concur account. Under the Home page, locate APPLICATIONS. Select Expense, then choose the Process Reports tab.

The image shows a screenshot of the SAP Concur interface showing the Manage Expenses section. The top navigation bar includes the SAP Concur logo on the left and a user avatar with the initials EA on the right. Below the navigation bar, there are two tabs: Manage Expenses (selected) and Process Reports (highlighted in yellow). The main section displays the Manage Expenses heading, followed by Report Library with a dropdown menu labeled View: Active Reports. To the right, there is a blue button labeled Create New Report.

Set the Process Reports Page as the Home Page

You can also set the Process Reports Page as your home page for quick access. This can be done through the Profile Settings under System Settings by selecting Expense Processor as the home page.

The image shows a System Settings page for a software application. The page is divided into several sections. Of these sections is Other Preferences, that display Home Page: Expense Processor (highlighted in yellow) and Rows per page: 25.

Create a Query

Running and managing queries is crucial to handling expense reports effectively. This includes creating, running, and exporting queries to streamline your expense reporting process.

Create a New Query

Follow these steps to create a new query. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Steps

  1. Navigate to the Process Reports page. On this page, under the Create/Manage Queries, select Create New Query.

    The screenshot displays the Process Reports section of an expense management system. The top menu includes Manage Expenses and Process Reports. Below the Process Reports title, a toolbar features buttons such as Run Query, Group, List Settings, and Create/Manage Queries, with Create New Query highlighted in yellow. Users can find reports by specifying criteria like Report Name and Employee Name, using dropdowns and an AND condition for extra criteria. Table headers include Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, and Payment Status. A note below instructs users to use the Run Query dropdown or filter criteria.

  2. Add a query name. Define specific conditions that the expense reports must meet to be included in the results.

    The image shows a screenshot of the Add a Query section within an expense management system. The top menu includes options like Manage Expenses and Process Reports. Below the title Add a Query, there are buttons labeled Insert and Remove. The main section is framed in yellow and contains fields for constructing a query. The Data Object/Operator dropdown is set to Report, and the Field/Value dropdown is set to Amount Due Employee. The condition is set to Greater Than or Equal, with a value of 1,000.00 USD. On the right side of the screen, there is a Query Name field with the text Reports in Cash over $1000. The options to Save or Cancel the query are available on the right side of the screen.

  3. Choose Save to apply and enable the changes.

    The image shows a screenshot of the Add a Query section within an expense management system. The top menu includes options like Manage Expenses and Process Reports. Below the title Add a Query, there are buttons labeled Insert and Remove. The main section is framed in yellow and contains fields for constructing a query. The Data Object/Operator dropdown is set to Report, and the Field/Value dropdown is set to Amount Due Employee. The condition is set to Greater Than or Equal, with a value of 1,000.00 USD. On the right side of the screen, there is a Query Name field with the text Reports in Cash over $1000. The options to Save (highlighted in yellow) or Cancel the query are available on the right side of the screen.

Run a Query

Follow these steps to run a query:

Steps

  1. On the Process Reports page, select the Run Query dropdown menu, and select the query you want to run.

    The image shows the Process Reports section under the Manage Expenses tab. It features a Run Query dropdown menu with options like Reports Ready for Processing, Reports Review In Progress, and highlighted in yellow, Reports in Cash over $1000. Users can specify search criteria using dropdowns and a text box. The table below includes columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, and Payment Status. A note advises using the Run Query dropdown or filter criteria to find reports needing processing and to set the default query under Preferences.

  2. Review the results.

    The image shows a section titled Reports in Cash over $1000 under the Process Reports tab in Manage Expenses. The navigation bar includes Run Query, Group, List Settings, and Create/Manage Queries buttons. Users can apply search filters like Report Name. The table shows one entry: Report Name Training to Chi…, Submit Date 10/30/2024, Employee Name Arranda, Jack, Approval Status Submitted & P…, Report Total $5,000.00, Receipt Status Received / Not …, and Payment Status Not Paid. An orange warning icon indicates entry-level exceptions in the report.

Customize a Query

Follow these steps to customize a query (add, remove, or rearrange columns):

Steps

  1. On the Process Reports page, select the List Settings button. A popup window will open displaying all the columns assigned and available for assignment to the query.

    The Web page titled Reports in Cash over $1000 features navigation tabs for Manage Expenses and Process Reports. Below, there are blue buttons for Run Query, Group, List Settings (highlighted in yellow), and Create/Manage Queries. A search section allows filtering by report name and date. The report list includes columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, and Payment Status. One report is listed. A note mentions entry-level exceptions.

  2. To select the columns that you want to include in the query, check or uncheck the corresponding checkboxes to add or remove them from the query.

    The image displays a Web page with the title Reports in Cash over $1000. It has navigation tabs labeled Manage Expenses and Process Reports. Below the title, there are options to Run Query, Group, List Settings, and Create/Manage Queries, each in blue buttons. A search section allows users to filter reports by name and date. The report list shows columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, and Payment Status. There is one report listed. A note at the bottom indicates that the report has one or more entry level exceptions. On the right side, a List Settings window is open, showing checkboxes for various columns. The OK and Cancel buttons are at the bottom of the List Settings window.

  3. Select OK to apply and enable these changes.

    The image displays a Web page with the title Reports in Cash over $1000. It has navigation tabs labeled Manage Expenses and Process Reports. Below the title, there are options to Run Query, Group, List Settings, and Create/Manage Queries, each in blue buttons. A search section allows users to filter reports by name and date. The report list shows columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, and Payment Status. There is one report listed. A note at the bottom indicates that the report has one or more entry level exceptions. On the right side, a List Settings window is open, showing checkboxes for various columns. The OK (highlighted in yellow) and Cancel buttons are at the bottom of the List Settings window.

  4. Review the results.

    The image displays a Web page titled Reports in Cash over $1000 with navigation tabs Manage Expenses and Process Reports. Below the title, there are buttons for Run Query, Group, List Settings, and Create/Manage Queries. A section allows users to filter reports by name and date. A note at the bottom indicates the report has one or more entry-level exceptions. Buttons for Mark Receipt Status, Clear Exceptions, and Change Approval Status appear on the right side, along with a Preferences dropdown.

    Note

    You can also rearrange the columns. Hold on the name of the desired column and drag and drop it in the new location.

Edit a Query

Follow these steps to edit a query:

Steps

  1. On the Process Reports page, select Create/Manage Queries.

    The image shows a screenshot of a web interface Process Reports section under Manage Expenses. The title reads Reports in Cash over $1000. Below the title, there are buttons labeled Run Query, Group, List Settings, and a highlighted Create/Manage Queries button.

  2. Under the Edit Saved Query section, choose the desired query. The Edit Query page appears.

    The image shows a screenshot of a web interface Process Reports section under Manage Expenses. The title reads Reports in Cash over $1000. Below the title, there are buttons labeled Run Query, Group, List Settings, and a Create/Manage Queries dropdown. The dropdown menu is open, highlighting the Edit Saved Query option.

  3. On the Edit Query page, edit the condition information, add new conditions, modify, or delete conditions.

    The image shows a screenshot of a web interface Edit Query section under Process Reports. The query name Reports in Cash over $1000 is displayed at the top. The interface includes fields for Data Object/Operator and Field/Value, with an entry for Amount Due Employee greater than or equal to 1,000.00 USD. There are buttons labeled Insert, Remove, Save, Delete Query, and Cancel.

  4. Select Save to apply and enable these changes.

    The image shows a screenshot of a web interface Edit Query section under Process Reports. The query name Reports in Cash over $1000 is displayed at the top. The interface includes fields for Data Object/Operator and Field/Value, with an entry for Amount Due Employee greater than or equal to 1,000.00 USD. There are buttons labeled Insert, Remove, Save, Delete Query, and Cancel. Save button is highlighted in yellow.

Delete a Query

Follow these steps to delete a query:

Steps

  1. On the Process Reports page, select Create/Manage Queries.

    The image shows a screenshot of a Web interface Process Reports section under Manage Expenses. The title reads Reports in Cash over $1000. Below the title, there are buttons labeled Run Query, Group, List Settings, and a highlighted Create/Manage Queries.

  2. Under the Edit Saved Query section, choose the desired query. The Edit Query page appears.

    The image shows a screenshot of a Web interface Process Reports section under Manage Expenses. The title reads Reports in Cash over $1000. Below the title, there are buttons labeled Run Query, Group, List Settings, and a Create/Manage Queries dropdown. The Create/Manage Queries dropdown menu is open, highlighting the Edit Saved Query option.

  3. Choose Delete Query.

    The image shows a screenshot of a Web interface Edit Query section under Process Reports. The query name Reports in Cash over $1000 is displayed at the top. The interface includes fields for Data Object/Operator and Field/Value, with an entry for Amount Due Employee greater than or equal to 1,000.00 USD. There are buttons labeled Insert, Remove, Save, Delete Query, and Cancel. Delete Query is highlighted in yellow.

Send a Query to Excel

Query results can be exported to a Microsoft Excel file from the Process Reports page.

Follow these steps to send a query to Microsoft Excel:

Steps

  1. On the Process Reports page, in the Run Query list, select the name of the desired query.

    The interface from a finance management software under the Manage Expenses tab, specifically in Process Reports, shows tabs for Run Query, Group, List Settings, and Create/Manage Queries. A gray bar lists options like Reports Ready for Processing and Reports in Cash over $1000, highlighted in yellow. Action buttons include Mark Receipt Status, Clear Exceptions, Change Approval Status, and a Preferences dropdown. A message states No Expense Reports Found, and the table with headers like Report Name, Submit Date, and others is empty.

  2. Select Send to Excel. The Microsoft Excel file is created and downloaded to your machine.

    The image displays a Web page titled Reports in Cash over $1000 with navigation tabs Manage Expenses and Process Reports. Below the title, there are buttons for Run Query, Group, List Settings, and Create/Manage Queries. A section allows users to filter reports by name and date. The report list shows columns for Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, Payment Status, Amount Approved, Business Purpose, Employee ID, Has Exceptions, Personal Expense, Report ID, and Report Number. One report is listed. At the bottom of the page, there is a Send to Excel button highlighted in yellow.

  3. Open the Microsoft Excel file and review it.

    The image displays a Microsoft Excel spreadsheet titled report_112348.xls in a Compatibility Mode. The spreadsheet includes a single sheet. The interface shows the Home tab selected, with options for Paste, Font, Alignment, Number, and other familiar Excel tools. The sheet contains a table with several columns. The first row under the headers contains sample data. The rest of the rows in the table are empty. The window also features options for Comments and Share in the top right corner.

Customize the Process Reports Page Preferences

Follow these steps to customize the Process Reports page:

Steps

  1. On the Process Reports page, select Preferences. A window with available preferences that can be customize appears.

    The image displays a Web page interface for managing expenses and processing reports, specifically titled Reports in Cash over $1000. The screen shows several options including Run Query, Group, List Settings, and Create/Manage Queries. There is a search feature allowing users to filter reports by name and date. A table below lists report details. A warning icon at the bottom indicates that the report has one or more entry-level exceptions. Additional buttons on the right side include Mark Receipt Status, Clear Exceptions, Change Approval Status, and Preferences (highlighted in yellow).

  2. Make all the changes necessary.

    The image shows a section of a software interface with various settings and options for managing reports. At the top, there are three blue buttons labeled Mark Receipt Status, Clear Exceptions, and Change Approval Status. Below these buttons is a Preferences dropdown menu highlighted in yellow. Within the preferences section, there are several configurable settings: Default Query set to Reports Ready for Processing, Limit queries to reports dated within set to 1 year, Rows in List set to 50, and Time Zone set to (GMT -05:00) Eastern Time (US & Canada). Additionally, there are two checkboxes selected: Open next report in list after workflow change and Automatically show receipts when report is opened.

    The table below outlines and explain the fields that are available for customization.

    FieldDescription
    Default QuerySelect the query to run when the Process Reports page is first opened. If no specific query is regularly used, this can be set to None or to the general query for Report Ready for Processing.
    Limit queries to reports dated withinSelect the time frame that you would like applied to your searches.
    Rows in ListSelect the number of rows to display on the page.
    Time ZoneSelect the time zone which the search criteria should observe.
    Open next report in list after workflow changeIf this box is selected, the system automatically opens the next report in the list. If this box is not selected, the display returns to the report list.
    Automatically show receipts when report of openedIf this box is selected, the receipts are automatically displayed when the report is opened. If this box is not selected, the receipts can be opened from the menu as needed.

Search for an Expense Report

You can search for an expense report within the Process Reports page. When searching for expense reports, use these two filters in conjunction with one another:

  • Group
  • Specific employee or report information
The image shows a user interface for managing and viewing reports in cash over $1000. At the top, there is a title that reads Reports in Cash over $1000. Below the title, there is a navigation bar with buttons labeled Run Query, Group (highlighted in yellow), List Settings, and Create/Manage Queries. Below these buttons, there is a search filter section with dropdown menus and text fields for refining the search by report name and other criteria. The main content area displays a table with multiple columns such as Report Name, Submit Date, Employee Name, Approval Status, Report Total, Receipt Status, Payment Status, Amount Approved, Business Purpose, Employee ID, Has Exceptions, Personal Expense, Report ID, and Report Number. The table lists three entries with corresponding details. Each entry includes additional details such as receipt status, payment status, and whether there are any exceptions. On the left side of the table, there is a highlighted section that shows the available columns that can be included in the report, such as Report Name, Report Key, Employee First Name, and others.

View Options

As a processor, you can choose from several view options when viewing the expense report data.

To access the view options, on the Process Reports page, open the desired report. Select View. Then select one option from the available menu. The page will refresh, displaying the data in the new format.

The image shows a user interface for viewing details of an expense report titled Training NY October 2024 submitted by Anne Teak. At the top, there are navigation links labeled Summary, Details, Receipts, and Print. Below the title, there is a section labeled Exceptions which lists exceptions for the report. This section includes columns for Expense Type, Date, Amount, and Exception. Two entries are listed under exceptions, both for train expenses dated 10/24/2024, each amounting to $1,500.00. The exceptions are noted with warning icons and codes: CORPCOMP, Level 1; This expense is above the reimbursement limit and PAYMETH, Level 1; The preferred payment method was not used. Below the exceptions section, there is an Expenses section with a table displaying the expense details. The table has columns for Date, Expense Type, Reviewed, and other relevant details. One entry is shown for a train expense on 10/24/2024, labeled Train amtrack, with a total amount of $1,500.00 and a warning icon indicating it has not been reviewed. On the right side of the Expenses section, there is a View dropdown menu highlighted in yellow. The dropdown menu offers options for viewing expenses in different formats such as Custom, List, and Detail. It also provides grouping options by Date, Expense Type, or No Grouping, and calendar options to view expenses for One week, Two weeks, or Month.

Open an Expense Report

When processing expense reports, it is crucial to ensure that all necessary information is included and correctly formatted.

On the Process Reports page, select the desired expense report. The report opens in the summary view.

The image displays a section of an expense management system under the tab Process Reports. The report is titled Training NY October 2024, and the user is identified as Teak, Anne. The interface has several tabs including Summary (highlighted in yellow), Details, Receipts, and Print. There are two notable sections: Exceptions and Expenses. In the Exceptions section, there are two entries both dated 10/24/2024, each with an amount of $1,500.00. The first exception notes Code: CORPCOMP, Level: 1; This expense is above the reasonable amount set by your company, and suggests providing additional information to the manager. The second exception notes Code: PAYTMETH, Level: 1; The preferred payment method for this expense type is your company credit card. The Expenses section lists one entry also dated 10/24/2024 for a train expense labeled amtrack with an amount of $1,500.00 that has not been reviewed. The bottom of the image shows the total amount as $1,500.00 and the total requested amount as $1,500.00. There are options to Send Back to Employee or Approve the report. The bottom right corner has navigation options for Previous Report and Next Report.

Review and Approve an Expense Report

Once you open an expense report, you can take these actions:

View Report Totals

Steps

  1. Select Details. From the dropdown list, choose Totals to open the Report Totals window.

    The image displays an expense report interface titled Training NY October 2024 with a submenu showing options such as Summary, Details, Receipts, and Print. Under the Details menu, the Totals option is highlighted. The screen shows an expense for a train dated 10/24 with a requested amount of $1,500. Exceptions are noted, including one indicating the expense is above the reasonable amount set by the company and another stating the preferred payment method is a company credit card. There are buttons labeled Send Back to Employee and Approve on the top right. The Report Summary section at the bottom indicates that the Amount Due Company is $0.00 and the Amount Due Employee is $1,500.00.

  2. Review the results.

    The image shows a Report Totals window divided into three sections: Expense Report, Company Disbursements, and Employee Disbursements. In the Expense Report section, the Report Total is $1,500.00, the Less Personal Amount is $0.00, the Amount Claimed is $1,500.00, the Amount Rejected is $0.00, and the Amount Approved (pending) is $1,500.00. In the Company Disbursements section, the Amount Due Employee is $1,500.00 and the Total Paid By Company is $1,500.00. In the Employee Disbursements section, the Amount Owed Company is $0.00 and the Total Owed By Employee is $0.00. At the bottom right, there is a Close button.

    View Report Header

    You can view the report header information, including the report header fields and any associated requests. Under Details, the Report section, select Report Header.

    The image displays an expense report interface titled Training NY October 2024 with a submenu showing options such as Summary, Details, Receipts, and Print. Under the Details menu, the Totals option is highlighted. The screen shows an expense for a train dated 10/24 with a requested amount of $1,500. Exceptions are noted, including one indicating the expense is above the reasonable amount set by the company and another stating the preferred payment method is a company credit card. There are buttons labeled Send Back to Employee and Approve on the top right. The Report Summary section at the bottom indicates that the Amount Due Company is $0.00 and the Amount Due Employee is $1,500.00. The Report Header option is highlighted in yellow.

    View and Upload Receipts

    We'll dive deeper into this topic lager in the lesson when we explore receipt management.The image shows a screenshot from an expense management system for a training event in New York, October 2024, labeled Training NY October 2024.This screen includes a Summary, Details, Receipt (highlighted), and Report navigation bar at the top. Below, an Exceptions section with entries indicating validation issues or exceptions is visible. Below the Exceptions section is an Expenses section with a table header showing a calendar icon and the date 27.

    View Allocations

    On the expense report, hover-over the allocation icon to view the allocations.

    The image shows a screenshot from an expense management system for a training event in New York, October 2024, labeled Training NY October 2024.This screen includes a Summary, Details, Receipt (highlighted), and Report navigation bar at the top. Below, an Exceptions section with entries indicating validation issues or exceptions is visible. Below the Exceptions section is an Expenses section with a table header showing a calendar icon and the date 27. An allocation icon is highlighted in yellow.

    View Itemizations

    You can view the expense itemization details and modify selected details. The itemization icon can be selected to expand either at the top of Expenses for all expense items or individual itemizations using the itemization details icon.The image shows a screenshot from an expense management system for a training event in New York, October 2024, labeled Training NY October 2024.This screen includes a Summary, Details, Receipt (highlighted), and Report navigation bar at the top. Below, an Exceptions section with entries indicating validation issues or exceptions is visible. Below the Exceptions section is an Expenses section with a table header showing a calendar icon and the date 27. An itemization icons is highlighted in yellow.

    Review and Clear Exceptions

    We'll dive deeper into this topic lager in the lesson when we explore handling exceptions.The image shows a screenshot from an expense management system for a training event in New York, October 2024, labeled Training NY October 2024.This screen includes a Summary, Details, Receipt (highlighted), and Report navigation bar at the top. Below, an Exceptions section with entries indicating validation issues or exceptions is visible. Below the Exceptions section is an Expenses section with a table header showing a calendar icon and the date 27. The exceptions window is highlighted in yellow.

    View the Audit Trail

    You can view the audit trail for an expense report. This page is a read-only page.

    The image displays an expense report interface titled Training NY October 2024 with a submenu showing options such as Summary, Details (highlighted in yellow), Receipts, and Print. Under the Details menu, the Totals option is highlighted. The screen shows an expense for a train dated 10/24 with a requested amount of $1,500. Exceptions are noted, including one indicating the expense is above the reasonable amount set by the company and another stating the preferred payment method is a company credit card. There are buttons labeled Send Back to Employee and Approve on the top right. The Report Summary section at the bottom indicates that the Amount Due Company is $0.00 and the Amount Due Employee is $1,500.00. The Audit Trail option is highlighted in yellow.

    View Workflow

    You can review the approval workflow for an expense report. Depending on configuration, you can add additional approvers to the workflow process. If additional approvers are added to the workflow, the expense report goes to the added approvers upon completion of the processor tasks. Under Details, the Report section, select Approval Flow.

    The image displays an expense report interface titled Training NY October 2024 with a submenu showing options such as Summary, Details, Receipts, and Print. Under the Details menu, the Totals option is highlighted. The screen shows an expense for a train dated 10/24 with a requested amount of $1,500. Exceptions are noted, including one indicating the expense is above the reasonable amount set by the company and another stating the preferred payment method is a company credit card. There are buttons labeled Send Back to Employee and Approve on the top right. The Report Summary section at the bottom indicates that the Amount Due Company is $0.00 and the Amount Due Employee is $1,500.00. The Approval Flow is highlighted in yellow.

    Approve Report

    If all necessary information is included and correctly formatted, you can approve the report by selecting the Approve button.

    The image displays an expense report interface for Training NY October 2024 by an individual named Anne Teak. The interface includes tabs labeled Summary, Details, Receipts, and Print. There is a section titled Exceptions with a table listing the Expense Type, Date, Amount, and Exception. Two exceptions are listed for train expenses on 10/24/2024, each amounting to $1,500.00, with reasons including exceeding the reasonable amount set by the company and not using the preferred payment method of a company credit card. Below this, the Expenses section lists the same train expense with additional details showing it reviewed as N and requested amount as $1,500.00. On the right side, under Summary, the Report Summary and Report Totals indicate Amount Due Company as $0.00 and Amount Due Employee as $1,500.00. The interface also includes options to Send Back to Employee or Approve at the top right. The Approve button is highlighted in yellow.

    Send Back to Employee

    If an expense report requires modifications by the employee before it can be approved, you can send the report back to the employee, allowing the employee to edit and resubmit the report. A reason code must be selected when doing it, for example Missing Receipt. Select the Send Back to Employee button.

    The image displays an expense report interface for Training NY October 2024 by an individual named Anne Teak. The interface includes tabs labeled Summary, Details, Receipts, and Print. There is a section titled Exceptions with a table listing the Expense Type, Date, Amount, and Exception. Three exceptions are listed for train expenses on 10/24/2024, each amounting to $1,500.00, with reasons including exceeding the reasonable amount set by the company and not using the preferred payment method of a company credit card. Below this, the Expenses section lists the same train expense with additional details showing it reviewed as N and requested amount as $1,500.00. On the right side, under Summary, the Report Summary and Report Totals indicate Amount Due Company as $0.00 and Amount Due Employee as $1,500.00. The interface also includes options to Send Back to Employee or Approve at the top right. The Send Back to Employee button is highlighted in yellow.

    Recall to Processor

    To recall a report, select the Recall to Processor button. This action is available only for reports that have an approval status as Approved and a payment status other than Paid.

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