Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Concur Invoice: Purchase

Request and Purchase

Order

User Guide for Standard Edition

Last Revised: September 16, 2023

Applies to these SAP Concur solutions:

 Concur Expense

 Professional/Premium edition

 Standard edition

 Concur Travel

 Professional/Premium edition

 Standard edition

 Concur Invoice

 Professional/Premium edition

 Standard edition

 Concur Request

 Professional/Premium edition

 Standard edition

 
Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition  i 
Last Revised: September 16, 2023 
© 2004 - 2024 SAP Concur All rights reserved. 
Table of Contents 
Section 1:  Overview ....................................................................................................1 
Section 2:  Access the Feature .....................................................................................2 
Section 3:  What the Purchase Request User Can Do ....................................................3 
Create a Purchase Request .......................................................................................... 4 
Add New Item ....................................................................................................... 4 
Review Vendor Information .................................................................................... 5 
Request New Vendor ............................................................................................. 6 
Enter Purchase Request Details ............................................................................... 8 
Manage a Pending Request ................................................................................... 11 
Manage Images ....................................................................................................... 11 
Search for a Ship-to Address ..................................................................................... 15 
Change Ship-To or Bill-To Address.............................................................................. 15 
Create and Submit a PO Change Order ....................................................................... 17 
Edit an Existing Purchase Request .............................................................................. 20 
Delete an Existing Purchase Request .......................................................................... 20 
Cancel a Change Request .......................................................................................... 20 
Copy an Existing Purchase Request ............................................................................ 21 
Change Purchase Request Policy ................................................................................ 22 
Submit a Purchase Request ....................................................................................... 23 
View Purchase Orders ............................................................................................... 23 
Create Invoices From Purchase Orders ........................................................................ 23 
Recall a Purchase Request ......................................................................................... 24 
Auto-Assign PO-Based Invoices to Original Purchase Request Owner .............................. 25 
Reassign PO-Based Invoices Created Within Concur Invoice...................................... 26 
Reassign PO-Based Invoice Created Outside of Concur Invoice.................................. 27 
Manage Receipts and Receipt Images ......................................................................... 27 
Search for a Purchase Request ................................................................................... 28 
Change View Search Option .................................................................................. 28 
Add a Comment to an Item ....................................................................................... 29 
View Comments ....................................................................................................... 30 
View the Audit Trail .................................................................................................. 32 
Select Different Vendors for Project- and Event-Based Requests .................................... 33 
Distribute (Allocate) a Purchase Request ..................................................................... 33 
Import Distributions ............................................................................................ 36 
Create and Manage Allocation Favorites ................................................................. 38 
Act As a Proxy for a Purchase Request User ................................................................. 41 
How It Works...................................................................................................... 41 

 
ii  Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 
  Last Revised: September 16, 2023 
  © 2004 - 2024 SAP Concur All rights reserved. 
Stop Acting as a Proxy ......................................................................................... 43 
View the Approval Flow ............................................................................................. 43 
View Default Purchase Request Approver .................................................................... 44 
Email Notifications of Status Change and Required Approvals ........................................ 45 
Section 4:  What the Purchase Request Approver Can Do........................................... 45 
Search for a Purchase Request ................................................................................... 46 
Change View Search Option .................................................................................. 46 
Send Back a Purchase Request .................................................................................. 46 
Approve and Forward a Purchase Request ................................................................... 48 
Approve a Change Request ........................................................................................ 48 
Upload and View Images ........................................................................................... 49 
View Comments ....................................................................................................... 52 
View the Audit Trail .................................................................................................. 53 
View the Approval Flow ............................................................................................. 54 
Add a Comment to an Item ....................................................................................... 55 
View Purchase Order Contact and Email Address .......................................................... 57 
Section 5:  What the Purchasing Admin Can Do.......................................................... 57 
Process Purchase Requests ........................................................................................ 57 
Send Back a Purchase Request ............................................................................. 58 
Search for a Purchase Request .............................................................................. 59 
Change View Search Option .................................................................................. 60 
Use a Query to Search for a Purchase Request ........................................................ 60 
View Associated Images to a Purchase Request ....................................................... 63 
Purchase Order Contact and Email Address............................................................. 64 
Clear Exceptions for a Purchase Request ................................................................ 64 
Approve a Purchase Request................................................................................. 65 
Approve and Forward a Purchase Request .............................................................. 66 
Approve a Change Request ................................................................................... 67 
Upload, View, and Delete Images .......................................................................... 67 
View Comments .................................................................................................. 70 
Review Audit Trail ............................................................................................... 71 
View Approval Flow ............................................................................................. 72 
Change Ship-To Address ...................................................................................... 74 
Add a Comment to an Item .................................................................................. 75 
Delete an Item from a Purchase Request ................................................................ 77 
Distribute (Allocate) a Purchase Request ................................................................ 77 
Process Purchase Orders ........................................................................................... 84 
Review or Change a Vendor .................................................................................. 85 
Change Ship-To or Bill-To Address......................................................................... 86 
Edit Purchase Order Details .................................................................................. 87 
Send Back a Purchase Order ................................................................................. 88 
Create Invoices From Transmitted Purchase Orders ................................................. 90 
Void a Purchase Order ......................................................................................... 90 

 
Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition  iii 
Last Revised: September 16, 2023 
© 2004 - 2024 SAP Concur All rights reserved. 
Upload, View, and Delete Images .......................................................................... 92 
Close a Purchase Order ........................................................................................ 95 
Reopen a Closed Purchase Order ........................................................................... 97 
View Associated Images to the Purchase Order ....................................................... 98 
Search for a Purchase Order ................................................................................. 98 
Use a Query to Search for a Purchase Order ........................................................... 99 
View PO Amount That Has Been Invoiced ............................................................. 101 
View Original Invoice or Purchase Request Associated with a PO ............................. 102 
Review the Audit Trail ........................................................................................ 104 
Preview a Purchase Order................................................................................... 105 
Preview a PO Change Order ................................................................................ 107 
Transmit Purchase Order to the Vendor ................................................................ 108 
Automatically Transmit Purchase Orders .............................................................. 109 
Transmit a Change Order ................................................................................... 109 
Manage Receipts and Receipt Images .................................................................. 110 
Extract Purchase Orders .......................................................................................... 111 
Download and Search for Purchase Order Extracts ..................................................... 112 
Section 6:  Configure Column and Fields Set View .................................................... 113 
Add, Delete, and Move Columns ............................................................................... 113 
Rearrange Columns ................................................................................................ 114 
 

iv Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Revision History

Date

Notes/Comments/Changes

September 16, 2023

Updated the Create a Purchase Request section to include the new Policy field.

August 31, 2022

Minor edits; cover date not updated

January 21, 2022

Updated the copyright year; no other changes; cover date not updated

December 2, 2021

Updated the screenshots and text on pages 105 and 106 to reflect new static

suffix for the From line in PO preview.

March 4, 2021

Updated the copyright year; no other changes; cover date not updated

October 21, 2020

Added information about users with the Purchase Request User and Purchase

Request Processors roles being able to delete images.

June 12, 2020

Minor edit; no content change.

June 11, 2020

Added information about reopening closed purchase orders.

May 21, 2020

Added note that states that users who do not have access to the Distribution

functionality will not see it.

January 8, 2020

Updated the copyright; no other changes; cover date not updated

December 17, 2019

Removed references to the deprecated ‘pause while “Acting as” another user’

feature.

October 8, 2019

Minor edit; no content changes.

September 25, 2019

Minor spelling correction; no content changes.

September 24, 2019

Updated the Reassign PO-Based Invoice Created Outside of SAP Concur

section.

September 23, 2019

Updated the “Auto-Assign PO-Based Invoices to Original Purchase Request

Owner” procedure.

May 11, 2019

Added information about the new View Details link and new comments icon.

February 28, 2019

Fixed a couple more instances of 'payment request'. Updated 'Concur' to SAP

Concur'. Updated images and added some details in the 'act as a proxy user'

section.

January 30, 2019

Updated the copyright; no other changes; cover date not updated

November 17, 2018

Added Purchase Order Extracts. Updated screenshots with outdated logos (with

exceptions). Replaced instances of ‘payment request’ with ‘invoice’.

April 11, 2018

Changed the check boxes on the front cover; no other changes; cover date not

updated

March 19, 2018

Added information about bill-to address on PO Change Order editable when

deleted on original purchase order.

March 17, 2018

Added information about ship-to address on PO Change Order editable when

deleted on original purchase order.

October 14, 2017

Added information about hyperlinked invoice and purchase request numbers.

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition v

Last Revised: September 16, 2023

Date

Notes/Comments/Changes

September 16, 2017

Updated some images to show the now available hyperlinked purchase

requests and purchase orders in some windows for purchase request users,

purchase request processors, and purchase order processors.

July 29, 2017

Added information about transmitted PO PDF emails to vendors displaying all

recipients.

June 24, 2017

Added the following information:

• Purchase Request Creators can create invoices from their purchase orders

• Purchase request users can add notes to vendors for specific purchase

request

June 3, 2017

Added the following information:

• Search options for purchase request processors

• PO contact name and email address available in Vendor list and field for

purchase request creators, purchase request approvers, and purchase

request processors

April 22, 2017

Added the following information:

• PO Change Order feature

• Users can change bill-to address on purchase requests

• Users cannot edit or delete a receipt that is associated with an invoice

March 18, 2017

Added information about purchase request users being able to see the

purchase orders resulting from their purchase requests.

January 20, 2017

Added information about Invoice Users being able to reassign invoices to

another user.

December 13, 2016

Changed copyright and cover; no other content changes.

December 5, 2016

Updated the guide content to new corporate style; no content changes.

November 4, 2016

Added information about the following:

• The Concur Receiving feature

• Processor page now displaying all invoices that need to be processed

for new clients

October 14, 2016

Added information about the Need By Date field.

September 9, 2016

Added information about the following:

• Purchase request vendor search enhancements

• Ability to change purchase request policy

August 12, 2016

Added information about warning message appearing for processor in Preview

Purchase Order window and updated purchase order images.

July 8, 2016

Added information about searching for a ship-to address.

February 19, 2016

Added information about the following:

• Exporting query results

• Ability to view account code

Older revision history has been removed.

vi Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

NOTE: Multiple SAP Concur product versions and UI themes are available, so this

content might contain images or procedures that do not precisely match your

implementation. For example, when SAP Fiori UI themes are implemented, home

page navigation is consolidated under the SAP Concur Home menu.

Section 1: Overview

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 1

Last Revised: September 16, 2023

Purchase Request and Purchase Order

Section 1: Overview

The Purchase Requests and Purchase Orders (PR and PO) feature allows clients to

achieve internal spend authorization by using purchase requests. These requests are

become purchase orders (documents that authorize a supplier to provide goods or

services at specified prices and quantities) in return for payment. When coupled with

existing Concur Invoice, PO Matching and Pay functionality, these features provide

an end-to-end spend authorization to pay lifecycle.

Section 2: Access the Feature

2 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Section 2: Access the Feature

To access the Purchase Request (PR) feature, first ensure that SAP Concur has

enabled the feature.

 For more information, refer to the Concur Invoice: Purchase Request and

Purchase Order Setup Guide.

To access the feature, click Requests, and then select an option in the Purchase

Request menu depending on your user role.

Users who work with purchase requests and purchase orders have a unique view

designed to allow rapid entry and review. Additional options allow each user,

depending on their role, to submit, approve, and transmit, or as required, return a

request to the requestor, or even to terminate the PO past its transmittal phase,

after it is in the hands of the vendor.

Section 3: What the Purchase Request User Can Do

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Last Revised: September 16, 2023

Section 3: What the Purchase Request User Can Do

The user with the Purchase Request User role is limited to opening only the Pending

Requests page via the Request > Request Items menu. When creating the

purchase request, the user is assembling goods and/or services request items, then

assembling these items under a single PR, using a descriptive name, such as Flood

Damage Repair or Christmas Gala 2022. This is essentially the reverse of tasks

presented when creating an invoice in Concur Invoice, where the line items follow

the header items. If the user clicks in the Vendor field, the five most recently used

vendors appear in a list. Users may also click the More Search Options link that

appears in the vendor list to be able to perform more advanced search options.

These search options are also available on the purchase request details page.

Section 3: What the Purchase Request User Can Do

4 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Create a Purchase Request

Add New Item

The user may create one or more items by first clicking Add New Item, selecting

the PO policy based on activated country packs, specifying the type of item (Goods

or Services), and then selecting a vendor. When selecting a vendor, type the name

in the Vendor field to view a list of vendors from which to choose.

NOTE: The Policy list’s field values are determined from the user’s Profile

configuration on the Invoice Information page in Invoice Settings.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 5

Last Revised: September 16, 2023

Review Vendor Information

After selecting a vendor, the user can see the vendor address below the Vendor

field. If the vendor information includes the PO contact name and/or the PO contact

email address, this information will also be displayed below the Vendor field.

After selecting a vendor in the Vendor field, the user can review all available vendor

information by clicking View Details to open the Vendor Information page.

Section 3: What the Purchase Request User Can Do

6 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The View Details link is also available for each line item in the Request Items

section when the user views an opened purchase request.

The PO contact name, email address, and View Details link are also visible in the

Request Items section of a purchase request line item that is opened for editing.

Request New Vendor

When adding new items to a purchase request, the user can also request a new

vendor by clicking Request New Vendor.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 7

Last Revised: September 16, 2023

The Request New Vendor page appears.

After entering the required information and clicking OK, the new vendor is added to

the system with a status of Unapproved.

NOTE: The Vendor Manager reviews and approves the vendor as appropriate. For

more information, refer to the Concur Invoice: Administration User Guide for

Standard Edition.

The user can now fill out the remaining fields for the purchase request type.

Required fields are marked with a red bar.

Section 3: What the Purchase Request User Can Do

8 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

NOTE: If the user selects a needed-by date, this date appears on the Purchase

Order page and in the Preview Purchase Order window. If the field is left

blank, the purchasing admin will not see this field in the Preview Purchase

Order window.

Enter Purchase Request Details

After entering the required information, the user clicks Request and the Purchase

Details page opens.

To save the request, the user must fill in the required purchase request header

information. The required fields are marked with a red bar.

SET SHIP TO AND BILL TO ADDRESSES

When the user clicks in the Ship To Address or Bill To Address field, a list of the

addresses that the Invoice Admin configured in Product Settings > Company

Locations displays.

 For more information about company locations, refer to the Concur Invoice:

Company Locations User Guide.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 9

Last Revised: September 16, 2023

After selecting an address, the user can change the address by clicking Change or

make the address their default shipping address by selecting (enabling) Make this

location my default.

The default address will be selected in the Ship To Address field automatically when

new purchase requests are created.

The default shipping address can be changed by clicking Change on the Purchase

Details page, changing the address, and then re-selected (enabling) Make this

location my default.

Section 3: What the Purchase Request User Can Do

10 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The user can also change the default shipping address by going to Profile > Profile

Settings > Invoice Preferences.

ADDITIONAL FIELDS

You can add comments for purchase request users, approvers and processors and

add notes to the vendor about a purchase request.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 11

Last Revised: September 16, 2023

Manage a Pending Request

Clicking Save adds the request to the Pending Requests section on the Request

Items page.

Prior to submitting the request, you can add line items, edit existing line items,

submit, edit, or delete the request. In addition, you can use the Actions menu to

add an image and you can review comments and the audit trail.

If comments have been added to a purchase request line item or purchase request

header, an icon displays next to the Show Comments link.

After you submit the purchase request, you can no longer make changes to the

request.

Manage Images

The user can upload, view, and delete images. In addition, the user can attach

supporting documents to a purchase order that transmits to a vendor by selecting

(enabling) the Include in PO Transmission check box in the Upload Image

window. Further, the user can choose documents that are already available for a

purchase request and attach these documents for the vendor.

 To upload an image

1. Click Actions > Upload Image.

Section 3: What the Purchase Request User Can Do

12 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The Upload Image window appears.

2. Click Browse and select the desired image by double-clicking it, or by

selecting it and clicking Open.

3. (Optional) Select (enable) the Include in PO Transmission check box.

4. Click Upload.

5. Click Close.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 13

Last Revised: September 16, 2023

 To view an image:

1. On the Request page, click Image Gallery.

The Purchase Request Images window appears. If there are more than one

image or supporting document, you can toggle between them by using the

Next and Previous buttons.

NOTE: You can also include supporting documents in the PO transmission

from the Purchase Request Images window by selecting (enabling)

the Include in PO Transmission check box.

NOTE: The approver and purchasing admin, who processes purchase

requests, can view images and include supporting documents in the PO

transmission. The processor can also delete images, whereas approver

cannot.

2. Click Save or Cancel when you are done.

Section 3: What the Purchase Request User Can Do

14 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

 To delete an image:

1. On the Request page, click Image Gallery.

2. In the Purchase Request Images window, click Delete Image.

The Please Confirm window appears.

3. Click Yes. Once you have deleted an image, the next image, if there is one,

appears.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 15

Last Revised: September 16, 2023

Search for a Ship-to Address

To search for a ship-to address, start entering the company name in the Ship To

Address field. The list that appears shows the company name and the full address

details. In addition, the list shows the default address.

Change Ship-To or Bill-To Address

The purchase request user can change the ship-to or bill-to address on purchase

requests, so that they can send the vendor the correct address to which to ship or

bill the request. Users can switch to any ship-to or bill-to address available for their

company.

The default ship-to or bill-to address that is used on policy level should be used for

the purchase request. If the user changes the policy on the purchase request, the

system does not change the ship-to or bill-to address on the purchase request since

the user might have changed this previously from the former policy default.

Section 3: What the Purchase Request User Can Do

16 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

 To change the ship-to or bill-to address:

1. Double-click the desired purchase request. The Purchase Request window

appears.

2. In the Ship To or Bill To section, click Change.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 17

Last Revised: September 16, 2023

3. In the Ship To or Bill To field, click the field to select a different ship-to or

bill-to address. (Example of Bill To field below.)

4. Click Save.

Create and Submit a PO Change Order

Provided SAP Concur or the client admin has activated the PO Change Order feature,

the purchase request user will be able to start creating PO change orders from their

transmitted purchase orders. The purchase request user first locates the purchase

order from which they would like to create a change order by clicking Requests >

Purchase Requests > My Purchase Orders.

From the All Orders page, the purchase request user can view their purchase orders

in read-only mode, but will be able to select a transmitted purchase order, and then

clicks Actions > Create Change Order.

Section 3: What the Purchase Request User Can Do

18 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The purchase order will now return to the original purchase request, and an icon

appears on the now unsubmitted purchase request. As a matter of fact, most users

who work with a specific purchase request or purchase order that is in a PO Change

Order mode will see this icon next to the purchase request/purchase order.

NOTE: Once the purchase order is in a PO Change Order mode, additional changes

cannot be requested for that purchase order until it has been approved.

The purchase request user can now add new line items to the purchase request by

opening the purchase request and clicking Add.

Apart from adding line items, the purchase request user can edit, delete, or

distribute line(s) they they have just added. All other fields will be read-only, such as

vendor details. In addition, they can add or update the ship-to and bill-to addresses

on the PO Change Order if the addresses were deleted on the original purchase

order. When the purchase request user has added the desired line items, they need

to click Save.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 19

Last Revised: September 16, 2023

After saving the purchase request, the purchase request user is taken back to the

purchase request details page from which they can click Submit to send the

purchase request for approval. The purchase request will go through the same

approval workflow as previously.

NOTE: If the purchase request is part of a limit approval workflow, the approval

workflow will be based on the new total purchase order amount.

Section 3: What the Purchase Request User Can Do

20 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Edit an Existing Purchase Request

To edit a purchase request, for example adding items, double-click it directly and use

the instructions in the Create a Purchase Request section as a guide.

NOTE: Once the purchase request has been submitted, the purchase request user

cannot edit the request.

Delete an Existing Purchase Request

The user can delete a purchase request by clicking the Trash icon for the

unsubmitted request on the Pending Requests page, or, by clicking Delete if the

user has opened the request.

Cancel a Change Request

If the purchase request user wants to cancel any current unsubmitted change

requests they are working on, for example, if a manager does not approve a change

and sends the request back to the purchase request user, they can do so by clicking

Discard.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 21

Last Revised: September 16, 2023

Copy an Existing Purchase Request

The user can copy a purchase request to create a new request. Do this by either:

• Unsubmitted Request: Clicking the Copy icon for the unsubmitted request

• Submitted Request: Selecting the request and then clicking Copy Request

from the Actions menu of the submitted request

NOTE: A user cannot copy a request that is associated with a closed purchase

order.

Section 3: What the Purchase Request User Can Do

22 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Change Purchase Request Policy

Purchase request users can change policies of unsubmitted purchase requests, for

example, if they have selected incorrect ones.

Concur Invoice will track the change of policy in the audit trail.

To change the policy, the user needs to open the purchase request and click the Edit

link.

Then, in the Policy list, the user can change the policy and click Save.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 23

Last Revised: September 16, 2023

Submit a Purchase Request

Once submitted, the purchase request is first moved to the Active Items section

pending final approval and processing, and then order generation and transmittal to

the supplier.

View Purchase Orders

Purchase request users can view the purchase orders resulting from their created

purchase requests. To do so, in the Purchase Request menu, click My Purchase

Orders.

NOTE: If you are both a purchase request user and a purchase request processor,

you will not see the My Purchase Orders menu option.

Create Invoices From Purchase Orders

Purchase request creators can create invoices from their own transmitted purchase

orders by selecting the Create Payment Request option in the Actions menu,

either from the All Orders page or from an opened purchase order.

All Orders page:

Section 3: What the Purchase Request User Can Do

24 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Purchase Order page:

Recall a Purchase Request

The purchase request user can recall a purchase request that they have submitted

but that the approver has not yet approved.

 To recall a purchase request:

1. On the Pending Requests page, double-click the submitted, but the not yet

approved purchase request.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 25

Last Revised: September 16, 2023

2. On the Request page, in the Actions menu, click Recall Request.

3. In the Recall Request window that appears, click Yes.

Auto-Assign PO-Based Invoices to Original Purchase Request Owner

SAP Concur created or externally created PO-based invoices that can be

automatically assigned to the purchase request owner provided the Assign invoice

to Purchase Request Owner option is selected (enabled) in the Approval

Routing step of Product Settings.

This means that Concur Invoice will try to find the purchase request owner of the

PO-based invoices. When the PR owner is found, Concur Invoice will automatically

assign the purchase request owner as the invoice owner of the PO-based invoices.

 For more information, refer to the Concur Invoice: Approval Routing Setup

Guide for Standard Edition.

Section 3: What the Purchase Request User Can Do

26 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Reassign PO-Based Invoices Created Within Concur Invoice

If the user wants to assign the unsubmitted PO-based invoice, where the PO is

generated within Concur Invoice, they can do so from the My Invoices page.

 To reassign a PO-based invoice:

1. Open the invoice and then click the Assign button.

The Assign Invoices window appears..

2. Select the purchase request owner (the default selection) or search for the

desired owner.

3. Click Assign.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 27

Last Revised: September 16, 2023

Reassign PO-Based Invoice Created Outside of Concur Invoice

In cases where the AP user needs to assign the externally created PO-based invoice,

they can do so by clicking the Assign button or the Select Invoice Owner link.

If they click the Assign button, the Assign Invoices window appears where the AP

user can see who requested the purchase order or search for the desired owner and

assign the PO-based invoice to that user.

Manage Receipts and Receipt Images

Purchase Request Owners, who work with the Receiving feature, can add, edit,

delete receipts and receipt images of the transmitted purchase order provided the

Allow Purchase Request Owners to Edit their own Purchase Orders option is

selected (enabled) in Invoice Settings.

NOTE: If a receipt is associated with an invoice, a user will not be able to edit or

delete the receipt and the Edit and Delete buttons will be disabled. If a user

needs to make changes to an invoice, they need to first unassociated the

receipt to the invoice.

Section 3: What the Purchase Request User Can Do

28 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

 For more information, refer to the Concur Receiving section of the Concur

Invoice: Purchase Order Matching User Guide.

Search for a Purchase Request

Purchase request users can search for their submitted purchase requests in the

search area by selecting different search criteria, such as Vendor Name, Item Total,

or Order No.

Change View Search Option

Purchase request users can also use the Change View menu to display active items

or items submitted by date range. By changing the view, the result appears on the

page.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 29

Last Revised: September 16, 2023

Add a Comment to an Item

Purchase request users can add comments to an item to clarify an item or to provide

more information about an item.

 To add a comment to an item:

1. Open the desired purchase request.

2. In the Items section, click Show Comments.

3. Click the Add Comment link that appears.

4. In the comments field, type the comment, and then click Save.

Section 3: What the Purchase Request User Can Do

30 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The comment appears in the Request Items section.

If comments have been added but are hidden, an icon is displayed next to the

Show Comments link.

View Comments

The purchase request user can view comments about the purchase request that they

have entered in the Details section of the purchase request or that the approver has

entered when they have sent back a purchase request to the user.

 To view comments:

1. Open the desired purchase request.

2. If comments have been added at the header level of the purchase request, an

icon displays next to the Comments link. Click Comments to review the

comments.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 31

Last Revised: September 16, 2023

3. In the Comment History window that appears, view the comments about

the purchase request.

4. Click Close.

Section 3: What the Purchase Request User Can Do

32 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

View the Audit Trail

To review the audit trail, open the purchase request, and then click Audit Trail.

The Audit Trail window appears with information about actions that the purchase

request user and the system have taken on the specific purchase request.

NOTE: All users who have access to a PO change order transaction will be able to

view the audit trail history of the PO Change Order.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 33

Last Revised: September 16, 2023

Select Different Vendors for Project- and Event-Based Requests

When creating their purchase request, users may select a different vendor for each

item within the overall purchase request. Associating a vendor at the item level adds

more detail to the request and, combined with the ability to create project- or event-

based requests, makes the process more efficient and budget appropriate.

For example, an office update project may combine goods (pens and pencils)

alongside services (cleaning), with different vendors as required.

From this single request, multiple purchase orders are generated, each associated

with the items contained in the original request. The unique PO number guides the

system when an action, such as Send Back, requires that all POs be identified with

the parent PR being returned to the requestor.

Distribute (Allocate) a Purchase Request

The purchase request user or purchasing admin, who processes purchase requests,

can specify distributions at the line item level, so that they can allocate the cost of

the purchase accurately. In addition, if they want to apply the same distributions to

all line items, they can specify the distributions once and apply it to all line items.

NOTE: The purchase request user, the approver, and the purchasing admin, who

processes purchase requests, can create and manage distributions

(allocations).

NOTE: Only users with access to the Distribution functionality will see it. Users who

need to access the Distribution functionality should contact their client

administrator.

Section 3: What the Purchase Request User Can Do

34 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

 Distribute a purchase request:

1. Open the desired purchase request.

2. On the Request page, select one or more itemizations to that you want to

distribute between departments.

3. Click Distribute > Distribute Selected Items.

The Distribute Selected Items page appears.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 35

Last Revised: September 16, 2023

4. Click Distribute By and select to distribute the allocation by amount or by

percentage.

5. Click Add. The total is now evenly spread between the number of allocations

(you may adjust these manually, but the percent must equal 100 or the

amount the overall total, excepting tax and shipping before you can proceed).

6. Complete all required fields and the optional fields as directed by your

company. (Your company defines the fields that appear on this page.)

7. Click Save.

You can add or delete an item by clicking the Add or Delete button

respectively.

Section 3: What the Purchase Request User Can Do

36 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Import Distributions

The purchase request user can import their distributions (allocations) by using the

Import feature. This feature supports clients who need to distribute a single purchase

request across a large number of cost objects. For example, the corporate office may

decide one purchase request should be shared by all the 400 company retail

locations. Imported distributions can be:

• Specified to import as either percentage or amount, with restrictions based on

the sign (negative or positive)

• Applied across multiple line items at once

 To import distributions:

1. Double-click the purchase request that you would like to open.

2. On the Request page, in the Items section, select the item for which you

want to import distributions.

3. Click Distribute, and then Import Distributions.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 37

Last Revised: September 16, 2023

4. In the Import Distributions window that appears, click Browse to select

the file that you want to import. You may download a sample Excel file (.xls)

template based off distribution (allocation) configuration fields by clicking

Download Template.

5. Select the file to import, and then click Open.

6. Click Import.

Concur Invoice imports the distributions and displays them in Concur Invoice.

7. Click Save.

NOTE: While Concur Invoice imports the distributions, error checking and

validations are processed, and the results appear in the Import

Errors window.

Section 3: What the Purchase Request User Can Do

38 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Create and Manage Allocation Favorites

Users often allocate many expenses in an identical manner. For example, they will

allocate 20% of an expense to Cost Center A, and 80% to Cost Center B. The

Allocation Favorites feature allows the user to save a group of allocations, to use on

other expenses.

When the user applies these allocation favorite "sets" to another expense, the

system validates the data in those stored allocation records to ensure any project

codes or other list fields are still valid, and alerts the user if the user needs to correct

data. The user adds the allocation to the expense, and then the user can edit the

allocation just like a manually entered allocation row.

 To create an allocation favorite:

1. Open the desired purchase request.

2. On the Request page, in the Items section, select the item for which you

want to create a favorite allocation.

3. Click Distribute > Distribute Selected Items.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 39

Last Revised: September 16, 2023

4. In the Distribute By menu, select if you would like to distribute the

allocation by amount or percentage.

NOTE: You can use the Add button to correctly identify and budget the

expense to the accounting system. For example, use this if your need

to spread your expenses across several projects or departments.

5. Click Add to Favorites.

The Add to Favorites window opens.

Section 3: What the Purchase Request User Can Do

40 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

6. Enter a name for the allocation favorite and then click Save. The system adds

the allocation to your favorites, which you can see if you click Favorites.

 To assign your allocation favorite:

To assign your allocation favorites, follow the To create allocation favorite procedure

that is described above. However, instead of clicking Add to Favorites, in the

Favorites menu, select the favorite allocation that you would like to use.

 To remove an allocation favorite:

Over time, allocation favorites will become incorrect or obsolete. The user can

remove out-of-date allocation favorites by clicking on the red X icon next to the

name as shown in the figure below.

 To edit an allocation favorite:

The user can update the set by using it on an expense, making needed corrections,

and then saving the resulting allocations to the same allocation favorite name. The

system will confirm that the user wants to overwrite the existing set.

On the Distribution Summary page of the Distribute Selected Items window,

the user may view a summary of a distribution they made of a particular line item.

MAPPING ACCOUNT CODES TO PURCHASE REQUESTS

Users may view the account code for the expense type that they selected when they

created an item, so that they know which account code is going to apply to a specific

purchase request. The account code for a purchase request is applicable for the item,

but displayed and available at the distribution level. As the account code is derived

from the expense type selected for an item, the same account code will be applied

across all distributions for that item.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 41

Last Revised: September 16, 2023

The user will be able to see the Account Code column in the following two places:

• In the Distribution Summary tab on the Request Number page

• In the Items section on the Request Number page

Act As a Proxy for a Purchase Request User

A user can be assigned a role that allows them to act on behalf of users assigned the

Purchase Request User role. This feature is identical to its implementation in Concur

Invoice, and is designed specifically to work within Purchase Request, without

changing the Purchase Request User role and access right when they exit Purchase

Request and begin working within Concur Invoice.

How It Works

The proxy feature works when the following role relationship is in effect:

• The Invoice Admin role is assigned to the user who will act as a proxy for

users with the Purchase Request User role.

• The Purchase Request User role is assigned to the users that the Invoice

Admin will act as a proxy for.

With this relationship in place, the Invoice Admin sees a list of users in the Acting

as other user list in the Profile menu and will have the ability to select and act as a

proxy for any user with the Purchase Request User role.

Section 3: What the Purchase Request User Can Do

42 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

 To act as a user with the Purchase Request User role:

1. (Invoice Admin) Click Profile and then select the name of the user with the

Purchase Request User role from the menu in the Acting as other user field.

NOTE: If the Invoice Admin has permission to act as users with other roles,

those other users will also appear in the menu.

2. Click Start Session.

While the Invoice Admin is acting as a proxy for the Purchasing Request User, they

will see the Purchase Request User's name below the SAP Concur logo on the left

side of the page. In addition, a message that indicates they are acting as the

selected user replaces the Profile menu heading.

Section 3: What the Purchase Request User Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 43

Last Revised: September 16, 2023

Stop Acting as a Proxy

 To stop acting as a proxy for the Purchase Request User:

1. Click on the message that indicates you are acting as the Purchase Request

User.

2. Click Done acting for others.

View the Approval Flow

The purchase request user can view the workflow to see all the approval steps that

are part of the purchase request process. In addition, it is possible to submit the

purchase request from the Approval Flow for Purchase Request window.

 To view the approval flow:

1. Open the desired purchase request.

2. On the Request page, click Approval Flow.

Section 3: What the Purchase Request User Can Do

44 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

3. In the Approval Flow for Purchase Request window, review the workflow,

and then click Cancel, or click Submit to submit the request.

View Default Purchase Request Approver

The purchase request user can view the default purchase request approver by going

to Profile > Profile Settings > Invoice Approvers. For users, the Invoice

Approver page is a read-only page.

Section 4: What the Purchase Request Approver Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 45

Last Revised: September 16, 2023

Email Notifications of Status Change and Required Approvals

Clients receive email notifications about status changes or approvals to be done of

purchase requests. These notification emails contain a link that will take the client

directly to the specific purchase request that has changed or that needs to be

approved.

Section 4: What the Purchase Request Approver Can Do

The user who has the Purchase Request Approver role clicks Approvals > Purchase

Requests to access the request with which they need to work. The Request

Pending your Approval page and its actions are virtually identical to those in

Invoice, including search functionality and a Change View option to view by action

or approval date range.

Section 4: What the Purchase Request Approver Can Do

46 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Additional options let the approver review the image and either approve, or send the

purchase request back to the requestor. The approver is limited in what they can

change in the request, and so may elect to send back, or have the purchasing admin

adjust as needed.

Search for a Purchase Request

Approvers can search for approved purchase requests or requests that are pending

approval in the search area by selecting different search criteria, such as Requestor

Last Name, Total, or Request No.

Change View Search Option

Approvers can also use the Change View menu to display requests pending their

approval or requests approved by date range. By changing the view, the result

appears in the page.

Send Back a Purchase Request

Approvers can send back a purchase request prior to transmittal to vendor to remove

a purchase request from its workflow for the purpose of additional review, correction

of the associated purchase request amount or cost object, or amend some additional

items to the PR.

When a Send Back action is taken on the PR, the assigned purchase request

number is voided, the original associated request item(s) are made read-only, and a

new, duplicate PR is created with a status of Sent Back to Employee that includes the

original items and allocations that were part of the now-retired PR. An indicator is

also added to the new PR to show it was generated based on a now-invalid PR.

Finally, an email notification is generated and sent based on the purchase request

email notification settings for the requestor.

Section 4: What the Purchase Request Approver Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 47

Last Revised: September 16, 2023

 To send back a purchase request:

1. On the Requests Pending your Approval page, select the purchase request

you want to send back by clicking its check box.

2. Click Send Back.

3. In the Send Back Purchase Request window that appears, enter a

comment about why you want to send back the purchase request, and then

click OK.

Section 4: What the Purchase Request Approver Can Do

48 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Approve and Forward a Purchase Request

If the approver wants to approve a purchase request but also add another approver,

they can do this by opening the desired PR and clicking Approve & Forward.

In the Approve & Forward Purchase Request window that appears, the approver

can add another approver and a comment about why they would like to do this.

Complete this step by clicking Approve & Forward.

Approve a Change Request

When the approver logs in to approve the purchase request, they will see the icon,

which indicates that this is a change request.

Apart from approving the purchase request, the approver will be able to edit the

quantity of the purchase request. In addition, the approver can send the purchase

request back to the purchase request user by clicking Send Back. The approver

should include a send-back reason and the purchase request user is then notified by

email that the purchase request is being sent back. Reminders, notifications, and

escalations work the same way for change requests as they do for purchase

requests.

Section 4: What the Purchase Request Approver Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 49

Last Revised: September 16, 2023

Once the approver clicks Approve, the purchase request will proceed to the

purchase request processor for approval.

Upload and View Images

The approver can upload and view images to the purchase requests. However,

approvers cannot delete images.

 To upload an image:

1. Open the desired purchase request.

2. On the Request page, click Actions > Upload Image.

Section 4: What the Purchase Request Approver Can Do

50 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The Upload Image window appears.

3. Click Browse and select the desired image by double-clicking it, or by

selecting it and clicking Open.

4. (Optional) Select (enable) the Include in PO Transmission check box.

5. Click Upload.

6. Select the file that you want to upload by double-clicking it or selecting it and

clicking Open.

7. Click Close.

Section 4: What the Purchase Request Approver Can Do

Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition 51

Last Revised: September 16, 2023

 To view an image:

1. Open the desired request.

2. On the Request page, click View Image Gallery.

The Purchase Request Images window appears. If there are more than one

image or supporting document, you can toggle between them by using the

Next and Previous buttons.

NOTE: You can also include supporting documents in the PO transmission

from the Purchase Request Images window by selecting (enabling)

the Include in PO Transmission check box.

3. Click Save or Cancel when you are done.

Section 4: What the Purchase Request Approver Can Do

52 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

View Comments

The approver can view comments about the purchase request that the purchase

request user has entered in the Details section of the purchase request or that the

approver has entered when they have sent back a purchase request to the user.

 To view comments:

1. Open the desired purchase request.

2. If comments have been added at the header level of the purchase request, an

icon displays next to the Comments link. Click Comments to review the

comments.

Section 4: What the Purchase Request Approver Can Do

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Last Revised: September 16, 2023

3. In the Comment History window that appears, view the comments about

the purchase request.

4. Click Close.

View the Audit Trail

To review the audit trail, open the purchase request, and then click Audit Trail.

Section 4: What the Purchase Request Approver Can Do

54 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The Audit Trail window appears with information about actions that the approver

and the system have taken on the specific purchase request.

NOTE: All users who have access to a PO change order transaction will be able to

view the audit trail history of the PO Change Order.

View the Approval Flow

The approver can view the workflow to see all the approval steps that are part of the

purchase request process. In addition, they can approve or send back the purchase

request in the Approval Flow for Purchase Request window.

 To view the approval flow:

1. Open the desired purchase request.

2. On the Request page, click Approval Flow.

Section 4: What the Purchase Request Approver Can Do

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Last Revised: September 16, 2023

3. In the Approval Flow for Purchase Request window, review the workflow,

and click Cancel, or click Approve or Send Back to approve or send back

the purchase request.

Add a Comment to an Item

Approvers can add comments to an item to make a clarification about an item, or to

provide more information.

 To add a comment to an item:

1. Open the desired purchase request.

2. In the Items section, click Show Comments.

Section 4: What the Purchase Request Approver Can Do

56 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

3. Click the Add Comment link that appears.

4. In the comments field, type the comment, and then click Save.

The comment appears in the Request Items section.

If comments have been added but are hidden, an icon is displayed next to the

Show Comments link.

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

View Purchase Order Contact and Email Address

The purchase request approver will see the contact name and email address of the

purchase order contact in the Vendor field of the Request Items section of the

opened purchase request in edit mode, provided this information has been imported

into Invoice. This makes it easy to quickly find the relevant contact person of the

purchase order.

Section 5: What the Purchasing Admin Can Do

The user who has the purchasing admin role can process both purchase requests and

purchase orders. This section talks about how to process purchase requests and

purchase orders.

Process Purchase Requests

The purchasing admin typically reviews a PR for completeness. This means reviewing

that required field types are completed, exceptions are cleared, and other details to

ensure the requestor has properly filled out the request.

The purchasing admin clicks Requests > Process Purchase Requests. Here, the

purchasing admin can review purchase requests pending all approvers and perform

processing tasks on the purchase request.

NOTE: The default view showing all requests pending processing appears for new

clients only.

Section 5: What the Purchasing Admin Can Do

58 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

When opened, all functionality available to the original purchase requestor is

available to the purchasing admin, plus additional actions such as the following:

• Approve the PR

• Send the request back to the requestor for corrections

• View the associated image(s) for the PR

• Clear exceptions on the selected PR

• Create queries to search for requests

Send Back a Purchase Request

Purchasing admins can send back a purchase request prior to transmittal to vendor

to remove a purchase request from its workflow for the purpose of additional review,

correction of the associated purchase request amount or cost object, or amend some

additional items to the PR.

When a Send Back action is taken on the PR, the assigned purchase request

number is voided, the original associated request item(s) are made read-only, and a

new, duplicate PR is created with a status of Sent Back to Employee that includes the

original items and allocations that were part of the now-retired PR. An indicator is

also added to the new PR to show it was generated based on a now-invalid PR.

Finally, an email notification is generated and sent based on the purchase request

email notification settings for the requestor. The image below shows a sample email

body text:

 To send back a purchase request:

1. On the Requests Pending Processor Review page, select the purchase

request you want to send back by clicking its check box.

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

2. Click Send Back.

3. In the Send Back Purchase Request window that appears, enter a

comment about why you want to send back the purchase request, and then

click OK.

Search for a Purchase Request

Purchasing admins can search for purchase requests pending processor review in the

search area by selecting different search criteria, such as Requestor Last Name,

Total, or Vendor Name.

Section 5: What the Purchasing Admin Can Do

60 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Change View Search Option

Purchasing admins can also use the Change View menu to display requests pending

processor review, all requests, or change order requests pending processor review.

By changing the view, the result appears on the Requests Pending Processor

Review page, the All Requests page, or the Change Orders Requests Pending

Processor Review.

Use a Query to Search for a Purchase Request

You can also search for a request by using standard queries or those you create

yourself using options within the Query section of PR Processor. The query can be

created by clicking New Query where you can build a customized, condition-based

query to return your requests, or you can select an existing query that you have

created.

CREATE A CUSTOM QUERY

You can create a new query for your personal use on the Processor Query page.

Queries you create are your own and cannot be viewed, edited, deleted, or used by

anyone else. This means that all newly created queries cannot be shared across

processors.

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

 To create a new query:

1. Click Query > New Query.

2. In the Query Builder window, build the conditions for the query.

3. Click:

 Save & Run: Saves the query in the Query menu, and runs it

immediately, returning the results.

 Save: Saves the query for use in the Query menu.

Section 5: What the Purchasing Admin Can Do

62 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

EDIT A SAVED QUERY

You are allowed to edit only those custom queries you have created, and no other

user-created custom queries are available for edit, only your own.

 To edit your custom queries:

1. Click Queries > Edit Saved Query and point to the query you wish to edit.

2. Click the query in the list to open it in the Query Builder window. Refer to

Create a Custom Query in this document to edit your query.

3. When done click:

 Save & Run: Saves the query in the Query menu, and runs it

immediately, returning the results.

 Save: Saves the query for use in the Query menu.

DELETE A QUERY

You are allowed to delete only those custom queries that you have created. You

cannot delete others user-created custom queries.

 To delete your custom query:

1. Click Queries > Edit Saved Query and point to the query you wish to

delete.

2. Click the query in the list to open it in the Query Builder window.

3. Click Delete.

4. In the Please Confirm window that appears prompting you to confirm your

action of deleting the query, click Yes.

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

EXPORT QUERY RESULTS

You can export your query results into an Excel-based data template. This allows you

to open Excel and load the results of your query for use in application.

 To export the results of your query:

1. Run the query for the results you are seeking.

2. Click Send to Excel in the lower-right corner of the page.

The data is loaded and automatically appears in Excel with each column

representing a field within the purchase request.

View Associated Images to a Purchase Request

To view associated images to the purchase request, click Image Gallery.

Section 5: What the Purchasing Admin Can Do

64 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Purchase Order Contact and Email Address

The purchase request processor can see the contact name and email address of the

purchase order contact in the Vendor field of the Request Items section of the

opened purchase request in edit mode, provided this information has been imported

into Concur Invoice. This makes it easy to quickly find the relevant contact person of

the purchase order.

Clear Exceptions for a Purchase Request

To clear exceptions for a purchase request, read the exception message in the

Exceptions section of the purchase request that you have opened and take the

actions necessary to resolve the exception(s).

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

Approve a Purchase Request

To approve a purchase request, simply select the request and then click Approve.

If you need to review the details of the purchase request, you may first open the

request by double-clicking it.

Ensure that you clear any exceptions before you approve the purchase request.

Following approval, the system turns the purchase request into one or more

purchase orders, each PO generated from an item that makes up the parent request.

For the PR shown in the figure below, the system creates two POs, which will go to

two different vendors:

Section 5: What the Purchasing Admin Can Do

66 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

Approve and Forward a Purchase Request

If the purchasing admin wants to approve the purchase request but also add another

approver, they can do this by opening the desired PR and clicking Approve &

Forward.

In the Approve & Forward Purchase Request window that appears, the

purchasing admin can add another approver and a comment about why they would

like to do this. Complete this step by clicking Approve & Forward.

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

Approve a Change Request

Once the approver has approved the change request, the request will proceed to the

purchase request processor for approval. The approver will see a icon, which

indicates that this is a change request.

 To approve a change request:

1. Open the desired purchase request.

2. On the Request page, select the change request to approve and then click

Approve.

Upload, View, and Delete Images

The purchasing admin, who processes purchase requests, can upload, view, and

delete images to the purchase requests.

 To upload an image:

1. Open the desired purchase request.

2. On the Request page, click Actions > Upload Image.

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The Upload Image window appears.

3. Click Browse and select the desired image by double-clicking it, or by

selecting it and clicking Open.

4. (Optional) Select (enable) the Include in PO Transmission check box.

5. Click Upload.

6. Click Close.

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

 To view an image:

1. On the Request page, click Image Gallery.

The Purchase Request Images window appears. If there are more than one

image or supporting document, you can toggle between them by using the

Next and Previous buttons.

NOTE: You can also include supporting documents in the PO transmission

from the Purchase Request Images window by selecting (enabling)

the Include in PO Transmission check box.

2. Click Save or Cancel when you are done.

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 To delete an image:

1. On the Request page, click Image Gallery.

The Purchase Request Images window appears.

2. Select the image you want to delete and click Delete Image.

View Comments

The purchasing admin can view comments about the purchase request that the

purchase request user has entered in the Details section of the purchase request or

that the approver has entered when they have sent back a purchase request to the

user.

 To view comments:

1. Open the desired purchase request.

2. On the Request page, click Comments.

Section 5: What the Purchasing Admin Can Do

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Last Revised: September 16, 2023

3. In the Comment History window that appears, view the comments about

the purchase request.

4. Click Close.

Review Audit Trail

To review the audit trail, open the purchase request, and then click Audit Trail.

Section 5: What the Purchasing Admin Can Do

72 Concur Invoice: Purchase Request and Purchase Order User Guide for Standard Edition

Last Revised: September 16, 2023

The Audit Trail window appears with information about actions that the purchasing

admin and the system have taken on the specific purchase request.

NOTE: All users who have access to a PO change order transaction will be able to

view the audit trail history of the PO Change Order.

View Approval Flow

The purchasing admin can view the workflow to see all the approval steps that are

part of the purchase request process. In addition, it is possible to approve or send

back the purchase request from the Approval Flow for Purchase Request

window.

 To view approval flow:

1. Open the desired purchase request.

2. On the Request page, click Approval Flow.

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3. In the Approval Flow for Purchase Request window, review the workflow,

and click Cancel, or click Approve or Send Back to approve or send back

the purchase request.

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Change Ship-To Address

The purchasing admin can change the ship-to address.

 To change the ship-to address:

1. Open the desired purchase request.

2. In the Ship To Address section, click the Change link.

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3. Click in the field that appears and select the ship-to name.

4. Click Save.

Add a Comment to an Item

Purchasing admins can add comments to an item to clarify an item or to provide

more information about the item.

 To add a comment to an item:

1. Open the desired purchase request.

2. In the Items section, click Show Comments.

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3. Click the Add Comments link that appears.

4. In the comments field, type the comment, and then click Save.

The comment appears in the Items section.

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Delete an Item from a Purchase Request

The purchasing admin can delete an item from the purchase request.

 To delete an item from a purchase request:

1. Open the desired purchase request.

2. In the Items section, select the item that you want to remove.

3. Click the Trash icon.

The system will remove the item from the purchase request.

Distribute (Allocate) a Purchase Request

The purchasing admin, who processes purchase requests, can specify distributions at

the line item level, so that they can allocated the cost of the purchase accurately. In

addition, if they want to apply the same distributions to all line items, they can

specify the distributions once and apply it to all line items.

NOTE: Both the purchase request user and the approver can also create and manage

distributions (allocations).

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 Distribute a purchase request:

1. Open the desired purchase request.

2. On the Request page, select one or more itemizations to that you want to

distribute between departments.

3. Click Distribute > Distribute Selected Items.

The Distribute Selected Items page appears.

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4. Click Distribute By and select to distribute the allocation by amount or by

percentage.

5. Click Add. The total is now evenly spread between the number of allocations

(you may adjust these manually, but the percent must equal 100 or the

amount the overall total, excepting tax and shipping before you can proceed).

6. Complete all required fields and the optional fields as directed by your

company. (Your company defines the fields that appear on this page.)

7. Click Save.

You can add or delete an item by clicking the Add or Delete button

respectively.

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IMPORT DISTRIBUTIONS

The purchasing admin can import their distributions (allocations) by using the Import

feature. This feature supports clients who need to distribute a single purchase

request across a large number of cost objects. For example, the corporate office may

decide one purchase request should be shared by all 400 company retail locations.

Imported distributions can be:

• Specified to import as either percentage or amount, with restrictions based on

the sign (negative or positive)

• Applied across multiple line items at once

 To import distributions:

1. Double-click the purchase request that you would like to open.

2. On the Request page, in the Items section, select the item for which you

want to import distributions.

3. Click Distribute, and then Import Distributions.

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4. In the Import Distributions window that appears, click Browse to select

the file that you want to import. You may download a sample Excel file (.xls)

template based off distribution (allocation) configuration fields by clicking

Download Template.

5. Select the file to import, and then click Open.

6. Click Import.

Concur Invoice imports the distributions and displays them in the invoice.

7. Click Save.

NOTE: While Concur Invoice imports the distributions, error checking and

validations are processed, and the results appear in the Import

Errors window.

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CREATE AND MANAGE ALLOCATION FAVORITES

The purchasing admin has the same ability as the purchase request user and

approver to create and manage allocations.

 To create an allocation favorite:

1. Open the desired purchase request.

2. On the Request page, in the Items section, select the item for which you

want to create a favorite allocation.

3. Click Distribute > Distribute Selected Items.

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4. In the Distribute By menu, select if you would like to distribute the

allocation by amount or percentage.

NOTE: You can use the Add button to correctly identify and budget the

expense to the accounting system. For example, use this if your need

to spread your expenses across several projects or departments.

5. Click Add to Favorites.

The Add to Favorites window opens.

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6. Enter a name for the allocation favorite and then click Save. The system adds

the allocation to your favorites, which you can see if you click Favorites.

Process Purchase Orders

The purchasing admin typically reviews a purchase order for buying details. This

means, for example, reviewing the PO for correct shipping method and terms, and

reviewing the selected vendor to ensure it is a preferred supplier.

To process purchase orders, the purchasing admin clicks Requests > Process

Purchase Orders. Here, the purchasing admin can review PO requests pending all

approvers and perform processing tasks on the PO request.

NOTE: The default view showing all requests pending processing appears for new

clients only.

With the purchase order open in detail view, the purchasing admin can perform the

following actions:

• Review and change the selected vendor

• Change the Ship To and Bill To values

• Create queries to search for requests

• Send the request associated with an untransmitted PO back to the requestor

(the PO number is voided, and a new PR is created in this scenario)

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• Void transmitted POs

• Close transmitted POs

• View associated image(s) for the POs

• Review the original payment or purchase requests associated with this

purchase order

• Edit certain purchase order details such as description and need-by date

• Review the audit trail

• Preview purchase orders, in PDF format

• Transmit POs to vendors

Review or Change a Vendor

 To view or change a vendor:

1. Double-click the desired purchase order. The Purchase Order window

appears.

2. In the Vendor section, click View Details or Edit depending on what you

want to do.

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Change Ship-To or Bill-To Address

 To change the ship-to or bill-to address:

1. Double-click the desired purchase order. The Purchase Order window

appears.

2. In the Ship To or Bill To section, click Edit.

3. In the Change Address window, select a different ship-to or bill-to address.

Change Address window (ship-to address):

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Change Address window (bill-to address):

4. Click Save.

Edit Purchase Order Details

Purchasing admins can edit some of the details, for example, the description, need-

by date, or shipping cost of the purchase order.

 To edit purchase order details:

1. Open the desired purchase order.

2. Click Edit.

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3. In the Purchase Order Details window that appears, edit the fields and then

click Save.

Send Back a Purchase Order

Purchasing admins can send back a purchase order prior to transmittal to vendor to

remove a purchase order from its workflow for the purpose of additional review,

correction of the associated purchase request amount or cost object, or amend some

additional items to the PR.

When a Send Back action is taken on the PO, the assigned PO number is voided, the

original associated request item(s) are made read-only, and a new, duplicate PR is

created with a status of Sent Back to Employee that includes the original items and

allocations that were part of the now-retired PO. An indicator is also added to the

new PR to show it was generated based on a now-invalid PR.

Finally, an email notification is generated and sent based on the purchase request

email notification settings for the requestor. The image below shows a sample email

body text:

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 To send back a purchase order:

1. On the Purchase Orders Pending Transmission page, select the purchase

order you want to send back by clicking its check box.

2. On the Actions menu, click Send Back.

3. In the Send Back Purchase Order window that appears, enter a comment

about why you want to send back the purchase order, and then click OK.

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Create Invoices From Transmitted Purchase Orders

When purchasing admins view their list of purchase orders, they can create an

invoice from a purchase order on this list. The option to create an invoice from the

PO list is available only when the purchasing admin selects a single, transmitted PO

that has not yet been closed.

This feature is useful when, for example, the supplier has sent a PO-based invoice,

but not provided the purchase order number of that invoice.

The purchasing admin can create the invoice in the Actions menu on the All Orders

page.

Void a Purchase Order

A purchasing admin may want to void a purchase order after transmittal to vendor if,

for example, the order cannot be fulfilled due to a discontinued item, or if there are

vendor issues or changes in the business environment that deems the PO invalid.

When a purchasing admin voids a purchase order, the system sets the PO to Voided.

A record of the PO remains in the system, but the PO is not included in any listing or

extract of general purchase orders. However, voided purchase orders can be included

in search result lists by filtering the search where the status is equal to Voided.

Voiding the PO is a "housecleaning" measure used to ensure any associated invoices

referencing this PO Number will be identified and handled appropriately.

NOTE: Before the purchasing admin voids a purchase order, the system must first

extract the PO.

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 To void a purchase order:

1. On the All Orders page, select the purchase order you want to void by

clicking its check box.

2. On the Actions menu, click Void.

3. In the Void Purchase Order window that appears, enter a comment about

why you want to void the purchase order, and then click OK. The system

updates the audit log and changes the status of the purchase order to Voided.

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Upload, View, and Delete Images

The purchasing admin, who processes purchase orders, can upload, view, and delete

images of purchase orders.

 To upload an image:

1. Open the desired purchase order.

2. On the Request page, click Actions > Upload Image.

The Upload Image window appears.

3. Click Browse and select the desired image by double-clicking it, or by

selecting it and clicking Open.

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4. (Optional) Select (enable) the Include in PO Transmission check box.

5. Click Upload.

6. Click Close.

 To view an image:

1. On the Purchase Order page, click View Image Gallery.

The Purchase Order Images window appears. If there are more than one

image or supporting document, you can toggle between them by using the

Next and Previous buttons.

NOTE: You can also include supporting documents in the PO transmission

from the Purchase Order Images window by selecting (enabling) the

Include in PO Transmission check box.

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2. Click Save or Cancel when you are done.

 To delete an image:

1. On the Purchase Order page, click View Image Gallery.

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2. In the Purchase Order Images window, click Delete Image.

The Please Confirm window appears.

3. Click Yes. Once you have deleted an image, the next image, if there is one,

appears.

Close a Purchase Order

When a purchasing admin closes a purchase order after transmittal to vendor, the

system removes the closed PO from the list of purchase orders pending actions. This

helps the processor to manage their POs and their statuses more efficiently.

If the purchasing admin wants to search on closed POs, they can do so by selecting

Status Equals Closed in the search area. The page will list all the closed POs.

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NOTE: Please note that the purchasing admin cannot copy a request if it is

associated with a closed PO.

NOTE: If the client uses an external purchasing system, a standard PO import into

Concur Invoice can update any PO with a Closed status.

 To close a purchase order:

1. On the All Orders page, select the purchase order you want to close by

clicking its check box.

2. On the Actions menu, click Close.

3. In the Close Purchase Order window that appears, enter a comment about

why you want to close the purchase order, and then click OK. When the

purchasing admin has closed the PO, it will no longer appear in the list of that

page.

In addition, a closed PO will not be available in the list of active POs for

matching invoices.

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Reopen a Closed Purchase Order

Users with the Purchasing Admin role can reopen closed purchase orders. This is

useful when a PO has been incorrectly closed and needs to be reopened and

processed correctly.

 To reopen a closed purchase order:

1. On the Closed purchase orders page or in an opened purchase order, in the

Actions menu, select Reopen.

The Reopen Purchase Order window appears.

2. In the Comments field, enter a comment and then click OK. The PO is

reopened with the status it was in when it was closed. For example, if the

status of the PO was Transmitted to Vendor when the PO was closed, the PO

will be reopened with a status of Transmitted to Vendor.

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View Associated Images to the Purchase Order

To view associated images to the purchase order, click View Image.

Search for a Purchase Order

Purchasing admins can search for purchase orders that are pending transmission or

all purchase orders in the search area by selecting different search criteria, such as

Requestor Last Name, Total, or Vendor Name.

CHANGE VIEW SEARCH OPTION

Purchasing admins can also use the Change View menu to display purchase orders

or change orders pending transmission or purchase orders pending vendor approval.

By changing the view, the result appears on the page.

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Use a Query to Search for a Purchase Order

You can also search for a purchase order by using standard queries or those you

create yourself using options within the Query section of PO Processor. The query

can be created by clicking New Query where you can build a customized, condition-

based query to return your purchase orders, or you can select an existing query that

you have created.

CREATE A CUSTOM QUERY

You can create a new query for your personal use on the Purchase Orders

Pending Transmission page. Queries you create are your own and cannot be

viewed, edited, deleted, or used by anyone else. This means that all newly created

queries cannot be shared across processors.

 To create a new query:

1. Click Query > New Query.

2. In the Query Builder window, build the conditions for the query.

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3. Click:

 Save & Run: Saves the query in the Query menu, and runs it

immediately, returning the results.

 Save: Saves the query for use in the Query menu.

EDIT A SAVED QUERY

You are allowed to edit only those custom queries you have created, and no other

user-created custom queries are available for edit, only your own.

 To edit your custom queries:

1. Click Queries > Edit Saved Query and point to the query you wish to edit.

2. Click the query in the list to open it in the Condition Builder window. Refer

to Create a Custom Query in this document to edit your query.

3. When done click:

 Save & Run: Saves the query in the Query menu, and runs it

immediately, returning the results.

 Save: Saves the query for use in the Query menu.

DELETE A QUERY

You may delete only those custom queries that you have created. You cannot delete

others user-created custom queries.

 To delete your custom query:

1. Click Queries > Edit Saved Query and point to the query you wish to

delete.

2. Click the query in the list to open it in the Condition Builder window.

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3. Click Delete.

4. In the Please Confirm window that appears prompting you to confirm your

action of deleting the query, click Yes.

EXPORT QUERY RESULTS

You can export your query results into an Excel-based data template. This allows you

to open Excel and load the results of your query for use in application.

 To export the results of your query:

1. Run the query for the results you are seeking.

2. Click Send to Excel in the lower-right corner of the page.

The data is loaded and automatically appears in Excel with each column

representing a field within the purchase order.

View PO Amount That Has Been Invoiced

PO Processor can see how much of the purchase order amount that has been

invoiced. To do so, the PO Processor may create a query that defines if a purchase

order has been fully or partially invoiced, or not invoiced at all. This information is

important and lets the PO Processor take necessary actions, such as closing the

purchase order, or contact the vendor regarding the outstanding invoices.

NOTE: The query will be based on approved invoices.

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In the following example, the system will query for purchase orders where 90

percent or more of the PO amount have been invoiced.

By clicking the Preferences button, the PO Processor can add the new column,

Total Invoiced Net Amount (in Percentage) to the Purchase Orders page.

View Original Invoice or Purchase Request Associated with a PO

To view the original payment or purchase request associated with a specific purchase

order, click View Associations.

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The Purchase Order Associations window appears with information about the

associated payment and purchase order requests of the purchase order.

NOTE: Depending on your user permission role, you might be able to click on the

associated invoice and/or purchase request number to see the related record.

APPROVAL FLOW AVAILABLE TO VIEW WITHIN PURCHASE ORDER

The purchasing admin can double-click the purchase request in the Purchase Order

Association window to view the approval flow of a purchase request within a

purchase order.

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Review the Audit Trail

To review the audit trail, click Audit Trail.

The Audit Trail window appears with information about actions that the purchasing

admin has taken on the specific purchase order.

NOTE: All users who have access to a PO change order transaction will be able to

view the audit trail history of the PO Change Order.

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Preview a Purchase Order

The purchasing admin has a unique view of the overall PR to PO creation by being

able to view a PDF of the final purchase order, as it will appear to the vendor on

receipt via email. This view allows the purchasing admin to verify information in a

single view, including address, email, and comments to the vendor.

In addition, purchasing admins can view all documents that are associated with a

specific purchase order, which gives them an overview of all documents that they

transmit to a vendor.

This includes documents uploaded by:

• Administrators who configure purchase orders in PO Configuration

• Users who create purchase requests and select the Include in PO

Transmission option

• Approvers who approve purchase requests and select the Include in PO

Transmission option

• Purchasing admins who process purchase requests and select the Include in

PO Transmission option

 To preview a purchase order in PDF format:

1. On the All Orders page, double-click the purchase order that you want to

view.

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2. Click Preview.

The Preview Purchase Order window appears.

The purchasing admin can correct selected items in the Preview Purchase

Order window, and add one or more additional email addresses as needed. If

multiple email addresses exist, vendors will see all other contacts who

received the email by looking at the To line of their email. This helps prevent

multiple vendor contacts from fulfilling the same purchase order.

To change any PO data presented in the PDF, the purchasing admin opens the

actual PO and edits the fields.The purchasing admin can also email the PO

from this window by clicking Transmit.

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The client administrator can change the default text (Body text, address,

instructions, etc.) in the PO Configuration step of Setup.

The processor can change the prefix for the From address but cannot change

the suffix of the address from "_DoNotReply@ConcurSolutions.com".

Preview a PO Change Order

Once a PO change order has gone through the workflow and has been fully

approved, the PO processor will be able to open the Preview Purchase Order

window view information about the revision number and revision date of the last

revision, new line items, and updated amount of the PO change order.

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The PO processor can also view a Change Order Revision section of the purchase

order PDF with revision information.

Transmit Purchase Order to the Vendor

To transmit a purchase order to the vendor, click Transmit.

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Automatically Transmit Purchase Orders

The client administrator may enable (select) an option in the Setup Wizard, which

removes a workflow step in the purchase order process. In this case, Concur Invoice

will transmit purchase orders from the processed purchase request directly to the

supplier.

NOTE: If the purchase order contains incorrect data, such as an incorrect vendor

email address, Concur Invoice will not transmit the purchase order

automatically, but instead it will require manual PO processing.

Transmit a Change Order

When the purchase request processor has approved the purchase request, the PO

processor will be able to see an updated purchase order with a Pending Transmission

status in the processor view. They will also be able to tell that the purchase order is

a change order by the icon that is visible by the order number.

The PO processor can open the purchase order to see the newly added line item(s)

and a notification that the purchase order has changed.

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When the PO processor has reviewed the updates of the purchase order, they click

Transmit. Once the purchase order has been transmitted, all the icons disappear

that are associated with that specific purchase order.

Manage Receipts and Receipt Images

Purchasing Administrators, who work with the Receiving feature, can add, edit,

delete receipts and receipt images of the transmitted purchase order.

NOTE: If a receipt is associated with an invoice, a user will not be able to edit or

delete the receipt and the Edit and Delete buttons will be disabled. If a user

needs to make changes to an invoice, they need to first unassociated the

receipt to the invoice.

 For more information, refer to the Concur Receiving section of the Concur

Invoice: Purchase Order Matching User Guide.

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Extract Purchase Orders

The Purchase Order Extracts page enables the Purchasing Admin to run an on-

demand job to extract purchase order or purchase order receipt data from the

Concur Invoice system. After the data is extracted, clients can download the data

and then import it into their system of record so that the inventory values reflect the

quantities received.

 To extract purchase orders:

1. Click Requests > Purchase Order Extracts.

2. On the Extract menu, click Purchase Order Extract.

3. Click the Run Purchase Order Extract Now button to start the extract.

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Download and Search for Purchase Order Extracts

Once the data has been extracted, the extract can be downloaded as a pipe-

delimited text file.

To download the extracted data, select the row for the extract you want to

download, and then click Download File. The file is downloaded to the default

download location for the local machine.

You can also search for previously generated extracts by setting a range of dates in

the Extract Date (From) and Extract Date (To) fields, and then clicking Search.

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Section 6: Configure Column and Fields Set View

The approver and purchasing admin working with either purchase orders or purchase

requests can arrange the column view to include and exclude fields, and arrange the

sequence in the order they want.

Add, Delete, and Move Columns

First, click Preferences to open the Preferences window, and then select or clear

the check boxes next to those fields you want to add or remove.

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Rearrange Columns

A simple drag-and-drop action lets you grab the column heading, and then move it

to a new location in the list view.

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