The suggestion of Cost Object Approval is a good suggestion. I didn't bring it up due to the complex nature of getting it set up. Most likely, someone at SAP Concur will need to do it for you. Start with your SAP Concur Client Success Manager. They should be able to give you all the information about it, including cost. Good Luck. :-)
^^ Hope that worked to flag you guys.
I just wanted to confirm the process you stated:
Originator (person starting the expense report) attaches receipts, codes expenses, adds comments, etc then submits.
External Validator (assume a person in AP who knows COA and codes) checks for coding errors…. Then can fix or send back? Is this the Concur Processor Role where they can make changes?
Approving Manager checks for completeness and compliance to rules. Can send back to Originator or Approve. (Can they modify as well?)
COA does the routing for other Departments, if necessary. Can send back to Originator or Approve. (Can they modify as well?)
Processor (Accounting Review1) can make changes or Approve. Is this the Concur Processor Role where they can make changes?
Processor (Accounting Review2) can make changes or Approve. Is this the Concur Processor Role where they can make changes?
External Validator – is this where they import the data into the Financial System? (same person as above?)
Hi Tina, thanks for your detailed answer. We have just implemented Expense using COA and it works ok, but we do not use your 'secondary' process in those cases where the user is also the COA. This sound very interesting. We are actually adding a second COA to cover these cases, but that means that we will have two approvers in cases where we only need one.
Are you able to skip the secondary, manager approbal, if the COA approval is OK?
Thanks in advance.
In our current COA workflow, the only time the report moves on to Manager Workflow is when the report submitter is also the COA for the project expenses have been allocated to. If not, once COA approval is complete, the report moves to processing.
We are actually looking at changing this since the main complaint of our current process is that managers don't always see expense reports for their direct report employees.
The workflow that @JenniferM described would actually solve our problem. The submitter's manager views the report first, then it moves on to the COAs. This adds a second layer of approval and oversight of every expense by the submitter's manager which will solve another problem we ran into where a Senior PM could possibly allocate questionable costs to a project that one of his direct reports was COA for.
Hope that answers your question ... I have a bad habit of going into too much detail.