Exploring Invoice Policy Groups

Objective

After completing this lesson, you will be able to describe the purpose and key features of Invoice Policy Groups.

Invoice Policy Groups Overview

Policy groups are user groups, each with a unique invoice policy. You can set different expense types for each policy group, and many times these groups might relate to different countries/regions.

As an administrator, you can use the Policy Groups page to create up to five policy groups for your invoices.

Invoice Policy Groups Access

To access the Policy Group page, click Policy on the Invoice Settings page and select Edit on the Policy Group tile.

The image displays the SAP Concur Policy page, where users can manage different policy settings. The Policy Groups section is highlighted in pink, and it includes an Edit button to manage groups for employees who need different expense types and limits.

Invoice Policy Groups Creation and Management

Once you navigate to the Policy Groups page, select  New Group. Enter a unique group name and choose  Save  to finalize the group creation.

The image displays the Policy Groups page in SAP Concur, where users can create up to five unique invoice groups. The New Group button, the Group Name field with Managers entered, and the Save button are highlighted in pink.

How to Assign Expense Types to Groups

Once the groups are created, you can assign expense types to each group. Follow these steps to assign expense types to a policy group.

Steps

  1. On the Expense Types for Invoices page, select the group you want to assign a specific expense type to.

    The image shows the Expense Types for Invoices page wherein the upper portion has a dropdown displaying the Policy Groups (highlighted). The rest of the page shows a partial list of expense types, and at the top are several buttons: Save, New, Activate, Deactivate, Remove, and Import.

  2. In the Expense Types  section, select the row of the expense type you want to assign to the group. Select Activate or Deactivate whenever applicable.

    The image shows the Expense Types for Invoices page. The rest of the page shows a partial list of expense types, wherein one expense type is highlighted. At the top are several buttons: Save, New, Activate & Deactivate (highlighted), Remove, and Import.

How to Assign Users to a Policy Group

Users need to be assigned to a policy group for its rules to apply to them. Follow these steps to assign users to a policy group.

Steps

  1. On the User Accounts section, select the user you want to assign to the policy group.

    The image displays the Manage Users page in SAP Concur, where users can view and manage a list of system users. The last name Never is highlighted in pink in the user list.

  2. Scroll down and select the Invoice Policy Group field to display the available policy groups. Choose the group you want to assign the user to and select Save to confirm the changes.

    The image displays the Products settings page in SAP Concur, specifically under the Invoice tab. The Invoice Policy Group dropdown menu is expanded and highlighted in pink, showing options for All, Managers, and Staff. The Save button at the bottom right is also highlighted in pink.

Resources

SAP Help PortalLink
Policy Groups Setup Guide for Concur Standard EditionPolicy Groups
Concur Invoice Standard Edition Administration GuidesPolicy Group Configuration

Summary

  • Policy Groups enable unique invoice policies for user groups, allowing tailored expense types for specific regions or business needs.
  • Administrators can create up to five policy groups by naming the group and saving it on the Policy Groups page.
  • Assign expense types to policy groups via the Expense Types for Invoices page by activating or deactivating specific expense types.
  • Users are assigned to policy groups by selecting the desired group in the User Accounts section and saving the changes.
  • Access and manage policy groups via the Policy Group tile on the Invoice Settings page.

Learning

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