Configuring Audit Rules

Objective

After completing this lesson, you will be able to demonstrate configuring Audit Rules in Concur Request based on CVI's business requirements.

Audit Rules Configuration

In the Concur Request Business Requirements Overview unit, you learned that the customer had the following business requirements:

  • All Employees:
    • Requests with a segment departure date in the past cannot be submitted.
    • Travel requests with no segments cannot be submitted.
    • Authorization requests with no expected expenses cannot be submitted.
  • U.S. Employees:
    • Users must explain why they are traveling from or to the countries of Cuba or Iran.
    • Users should receive a warning (non-blocking) if they choose to submit a request that includes either Alcoholic Beverages or Entertainment – Clients. The message displayed will be "Please note that this type of expected expense will require the approval of the HR department for future reimbursement."

CVI requires a number of rules. Since you have experience creating rules in Concur Expense, our process in this lesson will show only two of CVI's rules: one where you copy and modify an existing rule (the first item in the All Employee section above) and one where you create a new rule (the second item in the U.S. Employees section above).

Audit Rules Configuration Process

Working with Audit Rules

Steps

  1. Open the Audit Rules Tool

    Select Audit Rules from Request Admin to configure Audit Rules.

    Select Audit Rules from the Request Admin tools.

  2. Copy an Existing Rule

    Select Segment Departure Date is in the Past from the Custom tab. Select Copy to continue.
    1. Select Segment Departure Date is in the Past.
    2. Select the Copy button.

  3. Update the Rule Name

    Enter the Name field to update the rule name and select Next.
    1. Change the Name to *CVI Segment Departure Days is in the Past.
    2. Select the Next button.

  4. Review the Conditions

    Review the existing conditions using the Conditions tab, modify as per requirement, and then select Next.

    Review the existing conditions and change or add to them as needed. In this example, the existing conditions satisfy the business case, so select the Next button.

  5. Review the Exception

    Review the existing exception and change it as needed or create a new one, and then select Done.

    Review the existing exception and change it as needed or create a new one. In this example, the existing exception satisfies the business case, so select the Done button.

  6. Create a New Rule

    To create a new rule, select the New button on the Custom tab.

    Select the New button.

  7. Add the Details of the Rule

    Enter the name, event, applies to, and active fields to add the details of the Rule, and then select the Next button.
    1. Type *CVI Alcohol and Entertainment in the Name field.
    2. Select Request Entry Save from the Event dropdown.
    3. Select United States from the Applies To dropdown.
    4. Select Yes from the Active dropdown.
    5. Select the Next button.

  8. Define the Conditions

    Enter the Data Object/Operator and Field/Value fields to define the conditions and select the Next button.
    1. Create one condition with the following settings:
      • Data Object: Request Entry
      • Field: Expense Type
      • Operator: In
      • Value: Alcoholic Beverages, Entertainment - Clients
    2. Select the Next button.

  9. Create a New Exception

    Select the New button on the Exception tab to create a new exception.

    Select the New button.

  10. Populate the Exception Details

    Populate the Exception Details by completing the Exception code, Exception level, Message, and Editable by fields, select the Save button to save the details.
    1. Type ALCENT into the Exception Code field.
    2. Type 1 into the Exception Level field.
    3. Type Please note that this type of expected expense will require the approval of the HR department for future reimbursement. into the Message field.
    4. Select *Global from the Editable By dropdown.
    5. Select the Save button.

  11. Finalize the Rule

    Select the Done button to finalize the Audit Rules.

    Select the Done button.

Result

The first two rules have been completed for CVI. In the real scenario you would need to complete the rest of the rules.

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