How to restrict the Expense Processor Run query

[PriyankaM_23]

Our client is following different workflow where Expense Processor is the 1st level of approver to perform compliance and policy checks. 2nd level of approval will be by default manager. 3rd approval will be again Expense Processor to provide the final approval on the Expense Reports.

We have integrated Concur with S/4 HANA using ICS , so Expense Processor MUST be the last step of the workflow. 

Our requirement here is since 1st and 3rd level of approval role is Expense Processor, Is there a way where we can restrict that the 1st Level Expense Processor (~4 people as a group) must only the see the reports that are supposed to see? In other terms, Is there a way we can restrict the query "Ready for Processing" as they shouldn't see the reports pending for final approval?

How can we restrict the view of the Expense Processor to view and approve only designated reports but no others. Please advise.

[grodriguezproje]

Hi @PriyankaM_23 

1- The 2 processor groups (1st level and 3r level) would need to create themselves, different queries by clicking on Create/Manage Queries -->Create New Query.

2- Also you will need to modify the initial status if you didn't do yet to have different status for each steps within the workflow in the first tab General, for example 1st Level will have Approved & In Accounting Review and the the 3rd level will have Pending Internal Validation. Note: you can create new Expense Approval statuses within the workflows in the 2nd tab.

3-In the new query for the 1st group you will select the conditions shown in the screenshot  (Approved & In Accounting Review ) for the second group Pending Internal Validation. Each group and each processor needs to create the query manually with the same conditions. 

4- Then instead of running the by default query Reports ready for Processing they should run the new custom query created by them

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

Thanks!

[PriyankaM_23]

Hi,

Thanks for your comments.

We have created one custom query for Level 1 Processor and created the status as " Pending Audit & Compliance Approval". 1st Expense Processor can able to run the query and able to see all the reports that are in status "Pending Audit & Compliance Approval" but the same processor can also see "Reports Ready for Processing" as well, where they can see all the reports that were submitted. We dont want the 1st processor to see reports other than what they have to approve.. they shouldn't see the query "Reports Ready for Processing". Is there a way we can set this or via any audit rule we can stop these 1st level processors approving reports of 3 and final processor?

Best Regards,

Priyanka

[grodriguezproje]

Hi @PriyankaM_23 

Maybe instead of using Expense Processor you can use the Authorized Approver Feature, so with this you can have different type of approvals, there are several options to achieve this.

Do you know how this works?

[PriyankaM_23]

Yes I know.. We have already have completed all the configuration and UAT is in Progress. We only got one entity that is production and we are doing testing using Test Users. Is there a way we can achieve rather than changing the Workflow entirely?

[grodriguezproje]

HI @PriyankaM_23 

Normally in those cases i create a special Group, Policy, Workflow, and assign the test users to that special group to test things like the one you need.

[PoojaKumatkar]

Hi @PriyankaM_23 ,

There is no direct way to do this but with the existing workflow, in all of those 4 ppl processor's profile we can setup "Pending Audit & Compliance Approval" query as a default query using "preferences" option. In preference button you will get option to set up your default query. By doing this, those 4 ppl will by default see only those reports which are pending "Pending Audit & Compliance Approval" status. They won't see other reports which are pending for final approval unless they manually run the other query.

Also, as a part of training process, you can give them instructions that 1st level processors are not allowed to run other query.

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

[KevinD]

@PriyankaM_23 so the short answer to this is no. The processor permission is group aware so you can restrict processors to see certain groups that are assigned to the role they were given. Other than that, a query is the only other way to filter out certain reports and/or statuses. However, as you know, the processors can run any query from the processor screen so technically they have access to all submitted reports. As @PoojaKumatkar mentioned, it is more of a training issue. Train them on the procedure is all you can really do.