Late fees - Default expense type

[Noufal_khan95]

Dear SAP Concur Community / Support,

The configuration options for handling late fees within SAP Concur are being explored. The goal is to implement an audit rule ensuring all late fee expenses are submitted as non-reimbursable and correctly categorized under a "Late Fee" expense type.

Progress has been made in setting up a rule where entries with a merchant or vendor name containing "Late Fee" must be categorized under the "Late Fee" expense type. If this condition is not met, an exception level 99 is triggered.

However, combining this with a second condition that mandates the "Personal Expense" checkbox selection is proving difficult. If the "Personal Expense" checkbox is not marked, an exception level 99 is desired.

The objective is to create a single audit rule that incorporates both conditions, effectively forcing all employees to:

1. Select the "Late Fee" expense type when applicable. (Employee's cannot manually change the expense type for these charges).
2. Mark the "Personal Expense" checkbox as mandatory, making late fees non-reimbursable by default.

It's important to determine if this combined audit rule is technically feasible within SAP Concur. Guidance on the system's configuration would be appreciated.

[KevinD]

@Noufal_khan95 What is the name of the audit rule? I went into your site, but didn't see any audit rule pertaining to late fees. 

Also, I'm looking at your list of expense types and I do not see one named Late Fees. I checked in your Test instance as well and didn't see a Late Fee expense type. 

I'm pretty certain you can build this rule by using three conditions. I'd like to see what progress you've made to this point though.

[Noufal_khan95]

Hi @KevinD ,

Initially, I set up a test version to ensure the functionality was as expected. However, due to some uncertainties about its performance, I temporarily deleted it. After making the necessary adjustments, I have now re-established the rule.

The current conditions set for the "Late Fee Test" are as follows: if the vendor name includes "Late Fee" or "Late Payment," the expense type will be categorized as "MISC." Please note, I have not yet created a specific expense type for "late fees", but plan to do so in the near future.

I believe everything is configured correctly up to this point. I am still not sure how to use the brackets and "And/or" functions in conditions.

[KevinD]

@Noufal_khan95 I would move the Entry condition to the top then use the AND operator. For the Vendor conditions, I would put an open parenthesis before then a closed parenthesis after. The vendor conditions would be separated by the OR operator. 

Then, your last condition would need to have Entry Personal Expense Equals No or Entry Personal Expense Does Not Equal Yes. That way if the user doesn't check the Personal Expense checkbox, the rule should trigger. This condition would have the AND operator in front of it.

Give that a try and let me know how it works for you.