Prevent report submission when employee has old unused P-Card transactions

[xrorod]

Hi all,

I’m trying to find a way to monitor old/unsubmitted P-Card transactions and potentially prevent employees from submitting a new expense report when they still have P-Card transactions older than 60 days sitting in Available Expenses.
Concur Support mentioned that audit rules cannot look at transactions in the Available Expenses section.

Has anyone found another way to achieve something similar?

Ideally, the validation would work like this:

• Employee has an unused P-Card transaction in Available Expenses
• Transaction is more than 60 days old
• Employee attempts to submit an expense report
• Submission is blocked until the old P-Card transaction is submitted/processed

Has anyone implemented something similar? (Please don't say email reminders! haha )

Thanks!

[samasuraj]

Hi @xrorod 

Topic: Prevent report submission when employee has old unused P-Card transactions

Please see the below. Hope this helps. 
——-  

SAP Concur – Preventing Report Submission Due to Old P-Card Transactions

SAP Concur's standard Audit Rules cannot access unassigned P-Card transactions in Available Expenses when

validating a new expense report.

Therefore, they cannot block report submission based on outstanding P-Card transactions older than 60 days.

For a mandatory Submission Block, a custom solution would need to be evaluated with SAP Concur, as this functionality

is not available through Standard Audit Rules.

Actions:

1. Reporting: Use an appropriate card transaction or unassigned expense report in Cognos/Intelligence, where available, to identify P-Card transactions older than 60 days.
2. Automated notifications: Schedule reports or reminders to employees and managers regarding overdue transactions.
3. Administrative escalation: Establish a policy to escalate outstanding P-Card transactions after 60 days.
4. Custom integration: Evaluate an external validation process using supported SAP Concur APIs and transaction data. However, this would not automatically create a native submission-blocking rule.

Audit Rules cannot:

1. Identify unassigned P-Card transactions older than 60 days outside the current report.
2. Compare those transactions against the employee submitting a new report.
3. Trigger a hard-stop validation based on those outstanding transactions.
4. Prevent submission of an otherwise valid expense report until the old transactions are processed.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant