Restricting users to submit only one expense report per month

[Saikat]

Hi All,

Is there any audit rule to restrict users submitting only one expense report per month?

[Snell]

Saikat, I believe you need to add in Claim period dates in the claim header and then possibly use an Audit rule against these.

i.e. Period Start, Period End in the claim Header. 

[KevinD]

@Saikat exactly what @Snell said. You need custom fields to put in the dates of the expense reporting period then create the audit rule on those fields.

[Saikat]

Hi Kevin,

What you and @Snell saying I understand that, I have seen same solution earlier in this community. But I have some doubt in that. Like we put the audit rule where report start date and end date should have a certain difference, but every month different different end dates. Like if we assume for Feb we put a logic Start date should be End date+27 days in that case also if some user is creating expense reports in January and creating expense reports in consecutive dates  , i.e. one report with Jan 1 start and next with Jan 2 start date. In this case will this logic work? 

[Saikat]

Dear All,

Can you please help me resolve this. I tried some rules but nothing seems to be working. I added "Start Date" and "End Date" fields in the report. But then cannot figure what the rule should be. 

[rohanpatil · Accepted solution]

Hi @Saikat ,

I have not done this before but took a look at the available documentation and inspiration from what @KevinD and @Snell  suggested earlier.

1. Add Report start and end dates to the report header and make it mandatory. Make sure you use the standard start and end date fields and not custom fields named in this way.
2. Instruct employees to put start date as the first day of the month and end date as the last day of that month. You can check this either at manager approval or accounting review step.
3. Setup audit rule with condition Dates Overlap Another Report

Best regards,

Rohan

[KevinD]

@Saikat this post may be helpful to you as well: https://community.concur.com/t5/Concur-Expense/Restricting-1-claim-a-month/m-p/55422#M24011.

[Saikat]

Hi Kevin and Rohan, Thank you so much for your help.  I will check if this is working.

[Saikat]

Hi @KevinD @rohanpatil I am facing a problem after activating this rule. Now whatever report I am submitting getting the error that I cant submit more than one report  a month. I have deleted all previous reports and created a new still having issue.

[Saikat]

This is my audit rule

This is how I am submitting new report

[rohanpatil]

Hi @Saikat 

Had a thought. Hence sharing. I suspect that if user has existing claims without any value for the report start and end dates, this may affect the rule; as system is considering them to be the one report for all valid durations. I would suggest trying once by setting up a brand new user for the purpose of testing.

Best regards,
Rohan

[Saikat]

Hi ,

Now I am seeing the error everytime, even if I deactivate the rule and submit any report wit any date getting this error. 

[rohanpatil]

Hi @Saikat ,

Sorry. Without access to your system, I am afraid I cannot be of further help on the topic. May I suggest creating a Concur support case whilst waiting to see if @KevinD can access the system for you and advise.

One thing that I can think of, is to check the trigger event that you chose for the audit rule. Even after you deactivate an audit rule, you need the event (say submit) again for the rule conditions to be evaluated again and the error message to be removed/ updated.

Best regards,
Rohan

[Saikat]

Hi @rohanpatil ,

This is actually a new site I am implementing till now I don't have access to raise SAP case yet. Is anything can be done via call or something? I actually deleted the start and end date and then I dont see the exception in everything but this rule not working in that case

[rohanpatil]

Hi @Saikat 

That caught me a bit off guard as usually we do not have questions from the consulting team setting up a new site 🙂

Whilst I can try to help, it will be a lot easier if someone from Concur can step in here. @KevinD Is there a Concur resource that can help Saikat here?

Best regards,
Rohan

[KevinD]

@Saikat please send me a private message with the entity ID you are implementing and or the company name you are working with.That way I can go in and look at you rule and test it myself.

[Saikat]

Hi Kevin,

Thanks for the help issue now resolved.