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Danc
Occasional Member - Level 1

Audit rule which checks across multiple years

Is it possible to create an audit rule which checks across multiple years for a given user/expense report type?

Ex. We have an expense report type ‘Employee Special Benefit’. The lifetime limit is $1000 per employee. When an employee enters a new expense report of this type we want the system to add up all prior expense reports for that type/person for all prior dates and confirm is not > 1000. If > 1000 then throw error/warning that user is over limit.

Seems like there is some limit to only check by year so can a formula be created to do:

Amount-Yearly Total for current year

PLUS

Amount-Yearly Total for prior year

Possible?

Thanks for any assistance you can provide

8 Replies
Routine Member - Level 3

Re: Audit rule which checks across multiple years

This is an excellent question and one I'm surprised wasn't answered. I have a similar issue right now regarding mobile phone device allowance for a two year period, which I'm told can't be done. We all know that nothing is impossible. @KevinD @tjbmoreno @RichardG  Do either of you have any insight?


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SAP Concur Employee
SAP Concur Employee

Re: Audit rule which checks across multiple years

@AmberLee Can you send me the details of what the mobile allowance amount is over the two-year period, please? I've reached out to someone and he has an idea he wants to try. No promises, but he's gonna test something out. 

 

I take it you want to prevent report submission if they go over the allotted amount within the two year period, correct?

 

Kevin

sreeleshskumar
Occasional Member - Level 3

Re: Audit rule which checks across multiple years

Hi All,

 

This is the same question even i have raised a couple of years back they (Concur Support) have come back saying its not possible to set it up and asked me to submit a solution suggestion.

But still i am think on and trying to find an altenative. 

Shouldn't be possible to set up by having the dates being set up for 2 years?

For example if the audit rule has to be audited for 2 years and if we can put the number of instances this expense has been expensed and the date as dated from Jan 1 2018 to Dec 31, 2020? - Is this something possible??

 

 

SAP Concur Employee
SAP Concur Employee

Re: Audit rule which checks across multiple years

As a work around since this currently isn't possible, what I would do is create a Cognos report that is scheduled to run on the first day of every month. You can have the employee name, report name and add expense type. Filter expense type for this one single expense type. Then group the report by Employee so the report will total up this expense type by employee to show what their current running total is. At least this way you can track employees. I know it won't prevent them from going over the limit, but you can at least see if they have and then take the appropriate action. 

aevangelista
Occasional Member - Level 1

Re: Audit rule which checks across multiple years

I would like to know why this audit rule can't be created? The work around isn't a great solution and requires manual intervention. Like you said, it won't prevent somone from going over the limit. But this is exactly what we need it to do. What are the barriers to get this audit rule to be developed? 

aevangelista
Occasional Member - Level 1

Re: Audit rule which checks across multiple years

I just posted a solution suggestion. Would appreciate if you can update for visibility and push to the top of the queue.

 

https://concur.secure.force.com/CteSupport/ideas/viewIdea.apexp?id=0870e000000XiTP

Routine Member - Level 3

Re: Audit rule which checks across multiple years

The link was dead but I probably waited too long.


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kathyunited
New Member - Level 1

Re: Audit rule which checks across multiple years

great idea!  We have a similar case where the union group can be reimbursed for passport and Chinese Visa for new or renewals (but not for lost).  It would be great to be able to track this across multiple years to ensure no double dipping.