Configuring Invoice Compliance

Objective

After completing this lesson, you will be able to configure Invoice Compliance settings.

Invoice Compliance configuration

The Modify Compliance Controls page provides administrators with options to configure compliance rules that identify requests that are not compliant with company policies.

The image shows a portion of the Invoice Compliance page. The header shows Modify Compliance Controls. Listed are different compliance rules preceded by a checkbox, followed by an action dropdown and a warning message, both available to be modified.

To configure compliance rules:

Steps

  1. Select the checkbox for the desired compliance rule option.

  2. Review and edit the message the user will see by clicking Warning Message(if applicable), then click Save.

    The image shows a partial capture of the Invoice Compliance page that includes two highlighted areas: the Warning Message link located under several of the rules and the Warning Message dialog box, which allows a user to modify the message. A Save and Cancel button is available for a user to select.

  3. Set the event when the rule is broken (preventing submission or warning the user).

    The image partially captures the Invoice Compliance page, showing a dropdown from which users can select an action (Show Warning and Prevent Submission) triggered by conditions set in a compliance rule.

Available Compliance Rules Options and Definitions

  • Check if the user enter Invoice Total matches the calculated Request Total:

    Concur Invoice will compare the totals entered by the user and displayed in the invoice and, if different, either prevents the invoice from being submitted or displays a warning message to the user.

  • Check if the Invoice has the appropriate back-up documentation:

    Concur Invoice will check for included images via attachment and, if not found, either prevent the invoice from being submitted or display a warning message to the user.

  • Check if the Invoice has tracked changes:

    Concur Invoice will perform a check for tracked changes and either prevent the invoice from being submitted or display a warning message to the user.

  • Check if the Invoice has a duplicate invoice number:

    Concur Invoice will reference existing invoice numbers to determine if the submitted invoice finds a match. If it does, it either prevents the invoice from being submitted or displays a warning message to the user. This rule is triggered when users save or create the invoice on the Unassigned Invoices and My Invoices pages.

  • Check the invoice upon submission to see if a vendor does not have an image:

    A company may want an image, such as a W-9 tax certificate, included for a new vendor. Enforce this by selecting this option and then having Invoice either prevent the invoice from being submitted or display a warning message to the user.

  • Check the Invoice if the invoice date is in the future:

    Concur Invoice will note the creation date and, if it is in the future, either prevents the invoice from being submitted or displays a warning message to the user.

  • Allow invoice users to delegate images on invoices created on their behalf:

    If an invoice created on behalf of the assigned owner also includes an image, allow or prevent the assigned Invoice Owner the ability to remove that image from the invoice.

  • Hide Payment Request Delete Link for Payment User:

    If an invoice needs to be deleted, should the Invoice Owner have the option to delete it, or should they be prevented from doing so?

  • Hide Add and Delete Item Link for Payment Processor User:

    If selected, this setting removes a processor's ability to review invoice with any status other than Unsubmitted (only) to add or delete a line item for these invoice types. To allow a processor to add or delete a line item, clear (disable) this setting.

  • Allow Payment Manager to change banking information:

    If selected, this setting allows the Payment Manager to change banking information. To remove the ability for the admin to change banking information, clear (disable) this setting. The Banking Import link will then no longer be visible in the Payment Manager.

Resources

SAP Help PortalLink
Concur Invoice Standard Edition Administration GuidesCompliance Controls

Summary

  • Enable compliance rules to flag invoices that violate company policies, such as mismatched totals or missing documentation.
  • Set rules to prevent submission or display warnings for issues like duplicates, outdated dates, or future invoice creation dates.
  • Configure user permissions, such as deleting images, modifying line items, or managing payment user actions.
  • Allow or restrict the Payment Manager's ability to change banking information or access the Banking Import link.
  • Customize warning messages for users and save changes to reflect compliance rules and system behavior.

Learning

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