Questions on Delegation Setup

[Jim2W]

Hi all,

I have some questions about the delegation setup in Concur Invoice. We're using both purchase request and invoice delegate settings the same way, so the questions apply to both.

So, here are the questions:

1. It appears that approver2 (this being the approver profile that has been assigned delegation for approver1) is required to use the act as another user. select the name of who they are acting as. Not elegant, but fine. Why does this not work on the mobile app? The act as another user option remains empty on the app.
2. I don't see any option to add delegates to users on their behalf in the scenario where they are on unplanned leave so did not delegate. How do we deal with this?
3. The approvals home screen does not show the delegated approval PR when acting as - see pic 1. But it is on the Concur home screen pane and also in the specific PR approval view - see pics 2 & 3. 

*I seem unable to post images so I'll try attaching this in a follow up.

Our users are really enjoying how easy Concur Invoice is to use, but this area feels really clunky.  I'm sure a dedicated out of office option would be easier so that all approvals go to the assigned user profile, in one place. Using proxy access for this is a poor fit.

Any suggestions on how we can make this easier for our business users would be gratefully received.

Best,

Jim

[Jim2W]

Here are the settings I have applied during testing, it is the same across both delegation settings.

Pic 1 - the delegated PR 233 is not visible here on the approvals home screen, this is the approver2 listing when acting as.

Pic 2 - the delegated PR 233 is visible here on the home screen pane when acting as

Pic 3 - the delegated PR is visible here on the PR approval page when acting as

[PoojaKumatkar · Accepted solution]

Hi @Jim2W ,

Please find my below response:

1. It appears that approver2 (this being the approver profile that has been assigned delegation for approver1) is required to use the act as another user. select the name of who they are acting as. Not elegant, but fine. Why does this not work on the mobile app? The act as another user option remains empty on the app. 

With reference to below support article, approver delegation is not supported in mobile app. 

Article Number	000064915
Title	Can I approve an expense report while acting as a delegate on the mobile app?
Details	I would like to know if it's possible to approve an expense report while acting as a delegate on the Concur mobile app.
Resolution/Answer	Delegate approval is currently not supported on the mobile app. Therefore, this can only be done by logging in via computer on the SAP Concur website.
Cause
Additional Information	For more information on what features are available on the mobile app, see our Feature List by Device guide.

2. I don't see any option to add delegates to users on their behalf in the scenario where they are on unplanned leave so did not delegate. How do we deal with this?

From User Administration, you can add delegate to user profile. Refer below steps:

Administrators Experience:

A company Administrator with Employee Maintenance or Employee Administrator roles assigned can add Delegates by performing the following steps:

1. Select Administration > Company > Company Admin 
2. Select User Administration
3. Search for and open the user's profile for whom you want to assign a delegate to
4. Scroll down to the Expense and Invoice Settings section and select the desired Delegate option
   • Expense Delegates (also applicable for Request)
   • Invoice Delegates
   • Purchase Request Delegate 
5. On the Delegate popup, click Add
6. Start typing the employee's last name / email address / employee id or login id of the user to be set as the delegate
7. Select the user's name from the list
8. Check the boxes to grant them the desired permissions
9. Click Save
10. Close the popup window and click Save

Notes:

• To remove a Delegate, follow steps 1-4 above, then check the box of the delegate you would like to remove. Finally, click Delete.
• When a delegate is acting on behalf of an authorized approver or cost object approver, then the delegate inherits all of the capabilities of that authorized approver, including the limits, currencies, and exception authority assigned to that approver.

3. The approvals home screen does not show the delegated approval PR when acting as - see pic 1. But it is on the Concur home screen pane and also in the specific PR approval view - see pics 2 & 3. 

I couldn’t find any official documentation explicitly supporting this behavior; however, you may consider it a system limitation. Additionally, as mentioned in the supporting article below, users need to navigate to the Approvals section to view the report when acting as a delegate. (refer step #7.)

Article Number	000058699
Title	Why is the delegate for approval not seeing reports to approve?
Details	A user is set up as a delegate approver, but the reports that need to be approved are not routing to their approval queue.
Resolution/Answer	When a user is set up as a Delegate Approver, expense reports do not route directly to their approval queues. Reports still route to the original approver, and the delegate must first act on behalf of the approver in order to view and approve reports.   To view reports that are pending approval, delegates must first act on behalf of their delegator by following the steps below: 1. Log in to SAP Concur using your own credentials. 2. Click the profile icon (blue circle with your initials) in the upper-right corner of the screen. 3. Select Act as another user. 4. Under the Act As section, select A Delegate for another user who has granted you this permission. 5. Search for and select the user you would like to log in as. 6. Click Switch. 7. Then you may navigate to Approvals, check and approve the expense reports which are pending for the approver's approval.

If this answers your query, then please mark solution as accepted.

[Jim2W]

Hello @PoojaKumatkar 

Thank you for looking into these queries, all really helpful info. 

I'm assuming the acting as option on the app is for travel and expense users, otherwise it seems to have no purpose for invoice users.

Thanks again.

Jim