Audit rule - Total Daily amount control by country of the expense

[MEcnx]

Hi, 

Issue: Audit rule is not distinguishing daily limits by country/region, causing false alerts.
Expected Behavior: Validation should apply independently per country according to defined policies

Our policy includes a daily limit by country for expenses categorized under "Manutención Exterior." To manage these expenses effectively, we have established an audit rule for each country, each with its own specified limit.

However, during our testing of this rule, we discovered a malfunction. When there are two entries for "Manutención Exterior" on the same day from different countries, Concur combines all the amounts without distinguishing the country of origin. This leads to an incorrect alert indicating that the daily limit for one of the countries has been exceeded.

Has anyone experienced the same problem? 

Happy to hear your comments.

Thanks and regards.

Maria.

[PoojaKumatkar]

Hi @MEcnx ,

Can you write your audit rule conditions as shown below. Instead of "Country/Region" data object, try using "Country" and test.

I tried testing my audit rule in our sandbox for two different countries and it is working fine for me.

Sample test limit and test result:

IN - INR 10

UK - INR 20

If this answers your query, then please mark solution as accepted.

[MEcnx]

Thank you, Pooja!

Did you use the same date for all the entries? This is a possibility, especially when traveling between neighboring countries.

Thanks

Maria

[PoojaKumatkar]

Hi @MEcnx ,

Yes, I have used the same transaction date. 

UK limit - INR 20

IN limit - INR 10

[MEcnx]

Hi @PoojaKumatkar 

That's not correct, you put 02/01/2026 for the transactions in UK and 01/01/2026 for the transactions in INDIA. 

Try puting all the transactions with the same date. The user was in two countries at the same date.

Thanks

[PoojaKumatkar]

Hi @KevinD , @MEcnx ,

I performed the testing again after making all the required changes to the audit rule. During testing, I observed that the rule does not work when there are multiple expense entries with the same transaction date but different countries.

I also searched online for a solution and root cause, and found the following points:

• It checks the total amount per expense type per day, not individual entries.
• The rule works on aggregated daily totals.
• Country is an entry-level field, so it is not evaluated during aggregation.
• If multiple countries exist on the same day, Concur cannot apply the country condition.
• This is a standard system limitation, not a configuration issue.
• For country-based limits, use Daily Limit – Individual, separate expense types, or alternative configurations.

If this answers your query, then please mark solution as accepted.

[MEcnx]

Company Policies

• China: Daily limit for “Manutención Exterior” → EUR 35
• Audit Rule Name: Manu China
• Spain: Daily limit for “Manutención Exterior” → EUR 30
• Audit Rule Name: Manu Spain

TEST SCENARIO

The user submits an expense report with the following entries:

Entry	Transaction Date	Expense Type	City of Purchase	Country/Region	Amount (EUR)
1	30/11/2025	“Manutención Exterior”	Shanghai	China	10
2	30/11/2025	“Manutención Exterior”	Shanghai	China	10
3	30/11/2025	“Manutención Exterior”	Madrid	Spain	20

EXPECTED RESULT

The expense report should be submitted without alerts, because:

• In China, the daily total is 20 EUR, within the limit of 35 EUR.
• In Spain, the daily total is 20 EUR, within the limit of 30 EUR.

TEST EXECUTION

1. The user enters each expense into the report.

2. The user submits the report.

3. SAP Concur triggers the alerts:

• CHMANUT: “The amount entered exceeds the daily limit per person. Please note the caps established in the internal policy.”
• SPMANUT: “The amount entered exceeds the daily limit per person. Please note the caps established in the internal policy.”

ACTUAL RESULT

Failed – The alert is triggered incorrectly.

• The system aggregates all Foreign Meals entries for the same day, without distinguishing the country of origin.
• This causes the system to interpret an excess, even though each country’s expenses are within its respective policy.

[PoojaKumatkar]

Hi @MEcnx ,

Can you please check whether these expense entries contains attendees in it?

Also, have you tried updating audit rule data object to "country" instead of "country/region". Can you please try once. 

[MEcnx]

The expenses haven't arrendees in it, actually they haven't that option. (see image)

Related with Data Object, teh only option we have is Country/Region

But I think that it is the same as yours

[PoojaKumatkar]

Hi @MEcnx ,

I think I got the issue. 

The system checks all previous expense reports and transaction dates when validating the daily limit.

For the current test user, please review all previously submitted and unsubmitted expense reports to see if any entries exist with the same expense type and transaction date as those used in the current test report.

An existing entry in an older report is likely the reason the daily limit is being exceeded in the current report.

[MEcnx]

Unfortunatly, that's not the case. It's a brand new user, so it was easy to check if there were any entries with the same expense type. The only report that has that expense type is the report in the image I sent you.

Could you try this scenario in your tenant? I'm sure that it is a bad behavior of the Audit Rule.

Thanks.

[PoojaKumatkar]

Hi @MEcnx ,

Can you please check my private msg and respond there.

[KevinD]

@MEcnx what is the rule name you are working on and what is the test user's name? I'd like to take a look.

[PoojaKumatkar]

Hi @KevinD ,

Please check audit rule names below:

*Manu china

*Manu Spain

Also, I tried replicating same conditions as given here in Mecns's rule, for me rule is still working fine. 

[KevinD]

@PoojaKumatkar got it. Do you have screenshots of your rule conditions so we can compare them?

[PoojaKumatkar]

Hi @KevinD , @MEcnx ,

I performed the testing again after making all the required changes to the audit rule. During testing, I observed that the rule does not work when there are multiple expense entries with the same transaction date but different countries.

I also searched online for a solution and root cause, and found the following points:

• It checks the total amount per expense type per day, not individual entries.
• The rule works on aggregated daily totals.
• Country is an entry-level field, so it is not evaluated during aggregation.
• If multiple countries exist on the same day, Concur cannot apply the country condition.
• This is a standard system limitation, not a configuration issue.
• For country-based limits, use Daily Limit – Individual, separate expense types, or alternative configurations.

If this answers your query, then please mark solution as accepted.

[KevinD]

@PoojaKumatkar Good find. I found it odd that country was being used, but for no other reason than it wouldn't match the currency used in the rule. 

@MEcnx you might need to find another creative way to get the rule to work how you want it.

In your original post, you said you have limits by country...meaning that if Employee A travels to Spain, they can only spend so much per day on that expense type, correct? 

What I would consider having you do, is create a custom field for Country and have all countries where you plan to have limits listed in a drop down list. You could then create a rule that uses this custom field. Now the question is, how many countries will have a limit associated to them for this expense type? I mention this because you might have to create different versions of this rule...one for each country with the daily limit. 

What users would do is select the country from this custom field so the appropriate limit rule would come into play. The only tricky part would be if for some reason the employee happened to travel to two of the countries on the same day, but this seems a little unlikely. 

Anyway, something to consider.

[PoojaKumatkar]

Hi @KevinD , 

The only tricky part would be if for some reason the employee happened to travel to two of the countries on the same day, but this seems a little unlikely. 

I think, we can control this scenario by setting Daily Transaction Total = 1. This ensures that the system restricts the user to creating only one entry per transaction date for a specific expense type and country. Any additional entries for the same combination will be restricted.

@MEcnx - you can try this and check if it works. 

[MEcnx]

@PoojaKumatkar  Thanks for sharing your findings.

@KevinDI agree with you that creating separate expense Types for each country that has daily amount limits is ineffective. 
It's correct, I have different limits By Country, let me share it with you

It is common for us to be in two countries in one day, as neighboring countries are often just an hour apart.
I considered creating a Custom field for Country, but this may not provide the best user experience. However, it could be a potential solution.

@PoojaKumatkar  setting Daily Transaction Total = 1.  I think that is not possible for us because the Expense Type "Manutencion exterior" covers multiple concepts. Think of it as a Miscellaneous expense, which means you could have several receipts under that expense type (such as from a coffee shop or a convenience store, etc.).

Thanks and regards

Maria

[KevinD]

@MEcnx I'm going to go with my custom audit rule and custom field. Maybe name the custom field Destination. I think this is the only way you can have the system flag something if it is over the daily amount and have it based on country. You would need to create separate rules for each Destination. That way if a user does travel to two different countries in the same day, one rule will evaluate the daily total for the first country visited that day and another rule will evaluate the daily total for the second country visited. I haven't tested this, but in theory, I think it should work.

[MEcnx]

Hi Kevin,

Thank you for your assistance in resolving this issue.

The scenario when the rule is not working as expected is when the user submit expense Type "Manutencion exterior" from two different countries (China , Spain) with the same Transaction date.  Like the example I posted before.

Thanks

Maria