Creating and Running Queries

Objective

After completing this lesson, you will be able to search for specific requests by creating and running queries

What Are Queries?

Each processor can create their own custom queries to save for later use. Queries are specific to each user; there's no mechanism for one user to share a query with another user.

Each processor can select one of their queries to run automatically when launching the Request Processor tools.

Existing queries can be modified and deleted as needed.

Queries are comprised of one or more conditions. You can use an And or an Or operator to control how conditions work together. Conditions can be grouped together with parentheses (brackets) to help create more complex queries.

There are a few system-provided queries available to all processors. The provided queries cannot be modified or removed. They are:

Requests Ready for Processing: This query returns all requests that are pending approval by a Request Processor. This query is critical for companies that use the Request Processor in their approval process.
Requests Pending Approval: This query returns all requests that are pending any type of approval. This is most commonly approval by a manager or Request Processor.
Requests Pending Approval with an approval limit date: Some requests may have a date they must be approved by. This query returns all requests that are pending approval and have an approve by date.
Requests Approved without Expense Report: Some companies require that each approved request is associated to an expense report. This query returns all requests that have been approved but have not been attached to an expense report yet.
Event Requests: Event Requests are rarely used, and this specific type of request has not, and will not, be discussed in this course. This query returns all requests of that type. Consult the system documentation or contact SAP Concur to learn more about this type of request.

Custom queries will appear beneath the provided queries.

Creating and Running a Query

In this example, there's a business need to regularly see a list of authorization requests that are over USD 500.

Steps

Create a new query.
Select Create New Query from the Create/Manage Queries dropdown.
Give the query a name.
Type Authorization Requests over $500 in the Query Name field.
Start creating the first condition.
Select Request from the Data Object/Operator dropdown.
Select a field.
Scroll down on the right side of the screen, and select Request Type.
Select an operator.
Select Equal.
Select a request type.
Select Authorization.
Add another condition.
Select the Insert button.
Start creating the second condition.
Select Request from the Data Object/Operator dropdown.
Select a field.
Scroll down on the right side of the screen and select Total Approved Amount.
Select an operator.
Select Greater Than.
Define the amount.
1. Select (USD) US, Dollar in the Currency dropdown.
2. Type 500 in the Amount field.
3. Select the OK button.
Save the query.
Select the Save button.
Run the query.
Select Authorization Requests over $500 from the Run Query dropdown.

Result

Screenshot showing the results of the query.

The query results are displayed.

Creating and Running a Query

Now that you've seen the steps on creating and running a query, watch the following video for a demonstration.

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