Limiting expense item and managers approvals

[hichamkandil]

Hello dears,

Is it possible to 

We can set a combination of rules for the 2nd approver, we can also set a limit per each expense type, the question here is, could one of the rules assigned to the 2nd approver be "when the expense limit is exceeded" ?

let's take the below as an example:

• Expense item "Maintenance" capped at a limit of 1000

• 2nd manager/ approver is assigned a rule to approve expenses exceeding the expense limit in general "1000"

• Transaction "A" of 1200 was created for the item

• Transaction "B" of 800 was created for the same item

• Transaction "A" is to be approved by the 2nd manager, while transaction "B" is to be only approved by the 1st manager

  noting that the same rule is to be applicable to all expense types, & to 2nd manager in general, in other words, the rule assigned to 2nd manager is to approve whenever the limit is exceeded regardless of the limit assigned per expense type (e.g. Maintenance limit = 1,000, Transportation limit = 5,000, Meals limit = 10,000; all are to be approved by the 2nd manager when the limits is exceeded)

  • Transaction (1) for item "Maintenance" of 1200, to be approved from the 1st then 2nd manager

  • Transaction (2) for item "Transportation" of 3500, to be approved from the 1st manager and no need for the 2nd manager's approval

  • Transaction (3) for item "Transportation" of 6000, to be approved by the 1st then 2nd manager

  • The same applies for item "Meals", to be approved by the 2nd manager if only exceeds 10,000

  • Etc,...

[KevinD]

@hichamkandil I'm having a hard time understanding this portion of your post:

"noting that the same rule is to be applicable to all expense types, & to 2nd manager in general, in other words, the rule assigned to 2nd manager is to approve whenever the limit is exceeded regardless of the limit assigned per expense type (e.g. Maintenance limit = 1,000, Transportation limit = 5,000, Meals limit = 10,000; all are to be approved by the 2nd manager when the limits is exceeded)"

You say you want the 2nd approver to approve if limit is exceeded regardless of the limit on the expense type. What is the purpose of the limit on the individual expense types? Usually limits on expense types are set to not allow employees to submit expenses over the limit. Doesn't sound like that is your goal though.

You can certainly require second approvals, but usually for report totals that exceed a certain amount. You could set approval workflow rules that say if Expense Type = Maintenance and Entry Amount Greater Than $xxx, then have a second approver. However, you would need to set up rules in the workflow for each expense type that you set a limit on that would require a second approval. This would be quite the undertaking if you have a long list of expense types.

Even creating an Audit Rule that would fire an Alert for the first approver to send the report to the second approver would require creating a rule that has all the expense types and their limits set up in the conditions.

What you are asking is possible, but would take a bit of set up. In regards to workflow changes, most likely SAP Concur would need to do this as most site admins do not have the proper permissions to change workflow. This requires the site admin to complete and pass our Advanced Configuration training.