How do you handle recepit affidavits?

[Kbryfogle]

If we see an employee utilizing the MRA more than 4 times,  we send an email reminder with their usage from the report in the body of the email. We emphasize  that the affidavit is to only be used in the RARE instance of a lost receipt, and further include information on Expenseit Pro to help minimize future issues.  

[TomV]

@nancylmeyer  In Concur Intelligence Reporting, create a custom report that includes Expense Report Line Item detail.  Add a filter where [Expense].[Entry Information].[Has Affidavit] = 1

This report will return the Expense Report and Line Items where the Missing Receipt Affidavit has been selected on the Expense Report.

Tom

[tjbmoreno]

We require receipts for everything - regardless of the amount. If a receipt is not available, we require the MRA. We will not accept a MRA for airfare, hotel or car rental - since they are easily replaced if lost.

[GrantC]

When I train customers on this feature I suggest they create an audit rule that forces the user to provide a comment each time they use the affidavit. Lost your receipt? That's fine, now tell me what happened and how much effort you put in to getting a replacement.

There is also a yes/no field in Analysis/Intelligence that can be reported on so you can see who is abusing this feature.

[DimitriK]

Hi Rohan, 

Thanks a lot for your feedback. Could you please share the steps on how to set the VAT setting to post zero VAT or non-recoverable VAT in case an Affidavit is used....or is there a doc to explaine these setups?.

I look forward to your feedback.

Thanks

Dimitrios

[GrantC]

Hi Dimitrios,

There are a number of ways you could approach this, but I think an Audit Rule is probably the simplest and most straight-forward.

For most customers the recoverable VAT is calculated using the Receipt Status field. This field is a system drop-down with three possible values: Tax Receipt, Receipt, and No Receipt.

Logically, if the user says they have an affidavit they should not be allowed to set the Receipt Status to Tax Receipt or Receipt. We are going to do just that with our Audit Rule.

When creating the rule use the Entry Save event and create two conditions:

Receipt Status <> No Receipt and Has Missing Receipt Affidavit  = Yes. Here is a screenshot:

Then set the Exception to be a red flag with a message indicating that when using the Missing Receipt Affidavit they must choose a Receipt Status of No Receipt.

I have to be honest and say I have not tested this, but it should work, but I'd still test it before rolling it out to your live users.

[DimitriK]

Hi Grant, 

Thanks for your feedback.

But that does not answers my question requiring Rohan to share the steps on how to set the VAT setting to post zero VAT or non-recoverable VAT in case an Affidavit is used..

Best Rgds

Dimitrios

[KevinD]

Turning the feature on is done differently depending on what SAP Concur platform you are on. Are you using SAP Concur Standard Edition or SAP Concur Professional Edition? Once you tell me this, I can tell you how to turn it on.

[DimitriK]

Hi There,

We are using:  SAP Concur Professional Edition. 

Thanks and rgds

Dimitri

[KathyT]

I'm curious how companies handle the MRA when the employee does not have access to Concur (e.g. production floor employees) and a delegate is preparing the expense report since delegates can not use the MRA.  We've considered adding an attachment MRA but then we can't track the use of MRA.