Name: Working with Audit Rules in SAP Concur
Uploaded: 2025-9-11
Duration: 349 s
Description: You use Audit Rules to create rules that look at expense-related data, and notify submitters, approvers, and expense processors if that data has violated a company expense policy. These rules can create Yellow and Red Flags to either warn the user of a violation or stop them from proceeding until they correct an error.

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<div><p>You use Audit Rules to create rules that look at expense-related data, and notify submitters, approvers, and expense processors if that data has violated a company expense policy. These rules can create Yellow and Red Flags to either warn the user of a violation or stop them from proceeding until they correct an error.</p></div>

Working with Audit Rules in SAP Concur

You use audit rules to create rules that look at expense -related data and notify submitters, approvers, and expense processors if that data has violated a company expense policy. Select Audit Rules. There are two types of audit rules, custom and random. Select the Random tab. Random rules are set up during implementation and randomly select expense reports for further review. You can modify these rules to base their random selections on either a percentage or a sequence. Select Percentage. The percentage option creates an audit rule that checks a certain percentage of all expense reports submitted. The sequential option creates an audit rule that checks every nth number of expense reports submitted. For the sequential option, enter the nth number of reports to audit. Select Save. Select the Custom tab. You create custom audit rules to define certain conditions regarding your company's expense policies. When a user violates one of these conditions, the audit rule is triggered and will flag the report for review. Select New. Enter a Name for the audit rule. Select the Event drop-down arrow. The event determines the audit rule's triggers as well as which data fields are available as you create the rule. The most common events used are Entry Save, Entry Submit, Post Report Submit, Report Save, and Report Submit. Select the appropriate event. Select the Editable By drop-down arrow. Select the appropriate groups. The editable by field allows you to choose which administrative groups can make changes to this audit rule. You can select one or multiple groups. The list of groups in the drop-down menu is based on your company's configuration. Select the Applies To drop-down arrow. Select the appropriate groups. The applies to field allows you to select the groups that this audit rule will apply to. This allows you to create different rules for different sets of users. Select the Active drop-down arrow. Select Yes to activate the audit rule. Select Next. Select the Data Object drop-down arrow. The next step is to set the conditions. The audit rule is triggered when the conditions you specify are met. In this example, you will see how to specify conditions for an audit rule that flags any reports with an amount approved that is greater than $5,000. Select Report. The list of data objects is determined by the event that you previously selected. The data object determines the type of data that this condition can evaluate and which fields are available for evaluation. Select Amount Approved. Next, you will select the field on the expense report that the audit rule will evaluate. Select Greater Than as the operator. Select the Currency drop-down arrow. Select (USD) US, Dollar. Enter 5000 in the Amount field. Select OK. Select Insert. The condition is added. You can use AND or OR to combine additional conditions together. You can use parentheses to group conditions together. To remove a condition, select the condition and then select Remove. Select Next. Select the Exception visibility drop-down arrow. In the next steps, you will see how to select who will have visibility to the exception that the audit rule creates, and create or select the exception message that users will see when the audit rule is triggered. The exception visibility allows you to specify which users will see the selected exception. It is possible to hide the exception from just the submitter, or the submitter, and the approver. The expense processor will always see all exceptions. In this example, the exception will be visible to the traveler, approver, and expense processor. Select New. Next, you choose the exception that appears when this audit rule is violated. You can select from a list of pre -existing exceptions or create a new one. The exception code is an alphanumeric code used to uniquely identify an exception. It must be eight characters or less in length, and all letters must be capitalized. The exception level determines what type of exception will be generated when the audit rule is triggered. The behavior of different exception levels depends on your configuration. In general, there are two main levels. 1. Level 99 is a hard stop (Red Flag Exception) . This type of exception must be corrected before the expense report can continue in the workflow. 2. A value less than 99 is a warning yellow flag exception. It will not prevent the expense report from being submitted or moving to the next step in the workflow. Typically, a 1 is the most common value for a warning, but you can use other numbers depending on your needs and configuration. In the message field, enter the message that users will see when they violate the audit rule. Select Save. Select Done. The new audit rule is created and appears in the list of rules. This concludes the video.  Thanks for watching.