Configuring Purchase Request Permissions and Approvals

To use the Purchase Request system, the administrator will need to assign permissions to the appropriate users under the User Accounts section.

The following permissions are available to be assigned:

• Is Purchasing Admin? : This role is intended for those who are in charge of processing purchase requests and transmitting purchase orders to vendors.
• Is Purchase Request User? : This user is allowed to submit purchase requests.
• Is Purchase Request Approver?: This user is allowed to manage and approve purchase requests routed to them.

The Purchase Request Approvals page allows you to select the approval process for purchase requests.

To access approval routing, scroll down to Policy on the Invoice Settings page and select Edit on the Purchase Request Approvals tile.

You can choose between the following routing possibilities, depending on your company's needs:

• Route to processor (default)
• Route to the manager, then the processor
• Route to the manager, then the authorized approver, and then the processor
• Route to manager, then manager’s manager (up to five levels), and then processor

You can also choose whether managers and employees can add more approvers to the process. When the purchase request goes through final approval, it can be exported and paid.

Further, as an administrator, you can allow employees to recall submitted purchase requests at any time before a purchase request status of Pending Payment. SAP Concur has enabled this functionality by default.

Once recalled, the user can correct any errors or omissions and then resubmit the purchase request, or they can simply delete the request.

Specific to Purchase Requests are additional preferences that the administrator can select :

1. The admin can select whether to allow the system to automatically transmit purchase orders and thereby reduce a workflow step. Once the administrator has activated this feature, Concur Invoice will transmit the purchase orders from the approved purchase request directly to the supplier.
2. Purchase request owners can transmit their purchase orders (POs) once they are available in the system. This allows users to send their own POs to the supplier instead of waiting for the Purchasing Admin.
3. Purchase request owners can edit their own purchase orders after the Purchasing Admin has processed them.
4. Purchase request owners can process their own purchase requests, provided that they are also Purchasing Admins.

• Assign user permissions (e.g., Admin, User, Approver) to enable purchasing roles and responsibilities within the Purchase Request system.
• Configure approval workflows to route purchase requests through approvers and processors based on your company’s needs.
• Enable features like automatic purchase order transmission, user editing of POs, and recall of submitted requests for corrections.
• Customize settings to streamline approval processes, reduce workflow steps, and allow flexibility for purchase request management.