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Working with Audit Rules

Objective

After completing this lesson, you will be able to describe Audit Rules.

Introduction

In this unit, you will refresh your knowledge of the Audit Rules configuration tool that you learned about in the Concur Request Configuration Tools Overview unit. You will recall how Audit Rules are configured and get to see how to configure them for CVI.

Note

It is strongly recommended that you have a copy of CVI's business requirements available as you complete this unit.

After completing this unit, you will be able to:

Describe Audit Rules.
Demonstrate configuring Audit Rules in Concur Request based on CVI's business requirements.

Audit Rules Overview

Audit Rules in Concur Request are built and function the same way as in Concur Expense and Concur Invoice: They can be used to warn users if they are getting close to violating company policies or stop users from submitting a request if they have violated a company policy.

Some important things to remember about Audit Rules are:

Rules are triggered by specific actions that the user is taking during the request process, such as saving something or submitting the request.
Rules can be defined to apply to specific groups.
The message displayed to the user when they violate a rule can be customized.

There are three screens used when creating an Audit Rule:

Audit Rule: This screen is used to enter the basic information for the rule, such as its name, the event that triggers it, and the groups that it applies to.

Conditions

This screen is used to define the criteria that define when the user has broken the rule. Keep the following in mind when creating your conditions:

There is no limit to the number of conditions that can apply to a rule.
You can place and and or operators between each pair of conditions.
Conditions can be grouped together with up to three groupings of parentheses.

Create conditions by placing And or Or operators between each pair of conditions.

Exception

This screen is used to define what happens when the rule is violated. You can control who sees the message, if it is a yellow or red flag, the message that is displayed, and a unique code that can be used for reporting.

You can select from a list of existing exceptions or create a new one.

Create exception by selecting from a list of existing exceptions or create a new one.

Request Event Triggers

One difference in Audit Rules from Concur Expense is the list of Events. However, just like in Concur Expense, the Event controls not only when a rule is triggered, but what area of the request the rule is focusing on by restricting the Data Objects available when creating the rule's conditions. Let's examine the Events available in Concur Request.

Review the table below to learn about the events available when creating Audit Rules in Concur Request.

Events	Triggers
Post Request Submit	This rule is triggered after the request is submitted, but before it arrives at the next step of the approval process. Any exceptions generated will not prevent the request from being submitted. This event is good for rules where you want the approver to take an action instead of the submitter.
Request (legacy) Budget Insight Submit	This event only applies if you are using the legacy Budget Insight tool from SAP Concur. Rules using this event will evaluate the Budget Insight items on the request at the time of submission. Note Budget insight has been replaced by Budget.
Request Allocation Save	This rule is triggered as each individual allocation is saved. This event is often used to ensure the user has allocated their request correctly.
Request Budget Submit	This event applies if your Concur Request site has been integrated with the Budget service from SAP Concur.
Request Entry Attendee Submit	This rule applies to the attendee fields on the request entry and is triggered when the request entry is submitted.
Request Entry Save	This is similar to the Expense Entry Save event in Concur Expense. It triggers when the user selects the Save button for an individual expected expense and only evaluates the current line item in general.
Request Entry Submit	This is similar to the Expense Entry Submit event in Concur Expense. It triggers when the user submits their request and evaluates all expected expenses associated with that request.
Request Save	This is similar to the Report Save event in Concur Expense. It evaluates when the user saves the request header form and only evaluates the data on that form.
Request Submit	This is similar to the Report Submit event in Concur Expense. It evaluates when the user submits their request and evaluates the overall data associated to that request.
Segment Save	This is the same as the Request Entry Save event, except it is evaluating travel segments instead of expected expenses.
Segment Submit	This is the same as the Request Entry Submit event, except it is evaluating travel segments instead of expected expenses.

Template Rules

The template site provided by SAP Concur contains many commonly used rules based on previous implementations. It is always a good idea to check the list of existing rules before creating a new one, as you might be able to simply make changes to that rule and save time. SAP Concur recommends making a copy of the existing rule and making the changes to your copy, to preserve the original rule for future use.

Resources

Select the Audit Rules Setup Guide to view the system documentation for Audit Rules.

In this lesson, you refreshed your knowledge of Audit Rules. In the next lesson, you will see the process of configuring them for CVI.

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