Invoice: Purchase Request And Purchase Order User Guide
Invoice: Purchase Requestand Purchase OrderUser GuideLast Revised: October 21, 2020Applies to these SAP Concur solutions: Expense Professional/Premium edition Standard edition Travel Professional/Premium edition Standard edition Invoice Professional/Premium edition Standard edition Request Professional/Premium edition Standard edition
Table of ContentsSection 1: Permissions .1Section 2: Overview .1Section 3: Access the Feature .1Section 4: What the Purchase Request User Can Do .2Create the Purchase Request . 2Add Purchase Request Items . 2Select a Vendor . 3Complete the Purchase Request . 5Manage Images . 8Support Images and the PO Configuration Supporting Documents Feature . 11Search for a Ship-to or Bill-to Address . 12Change Ship-To or Bill-To Address . 12Create and Submit a PO Change Order . 14Edit an Existing Purchase Request . 16Delete an Existing Purchase Request . 19Cancel a Change Request . 19Copy an Existing Purchase Request . 20Change Purchase Request Policy . 21Auto-Assign PO-Based Invoices to Original Purchase Request Owner . 22Reassign PO-Based Invoices Created Within Invoice . 22Reassign PO-Based Invoices Created Outside of Invoice . 23Submit the Purchase Request . 23Notify Purchase Request Users When Purchase Order Transmitted. 23Purchase Request Owners Transmitting Their Purchase Orders . 25Purchase Request Owners Editing Their Purchase Orders . 25Search for a Purchase Request . 26Change View Search Option . 26Add a Comment to an Item . 27View Comments . 28View the Audit Trail . 29View Purchase Orders . 30Create Invoices From Purchase Orders . 30Recall a Purchase Request . 31Select for Different Vendors and Project- and Event-Based Requests . 32Distribute (Allocate) a Purchase Request . 33Import Distributions . 35Create and Manage Allocation Favorites . 38Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.i
Act As a Proxy for a Purchase Request User . 40How It Works. 40Purchase Request Proxy Role Behavior is Limited to Purchase Request . 41Exit the Proxy State . 41Use Employee Import to Assign the Purchase Request Proxy Role . 42Configuration . 42View the Approval Flow . 42Email Notifications of Status Change and Required Approvals . 44Manage Receipts and Receipt Images . 45Section 5: What the Purchase Request Approver Can Do .45Search for a Purchase Request . 45Change View Search Option . 46Send Back a Purchase Request . 46Approve and Forward a Purchase Request . 47Approve a Change Request . 48Upload and View Images . 49View Comments . 51View the Audit Trail . 53View the Approval Flow . 54Add a Comment to an Item . 56Edit an Item of an Unapproved Purchase Request. 57View Purchase Order Contact and Email Address . 58Section 6: What the Purchase Request Processor Can Do .58Search for a Purchase Request . 59Change View Search Option . 59View Associated Images to a Purchase Request. 60Purchase Order Contact and Email Address. 60Clear Exceptions for a Purchase Request . 61Approve a Purchase Request. 61Approve and Forward a Purchase Request . 62Approve a Change Request . 63Upload, View, and Delete Images . 64View Comments . 66Review Audit Trail . 68View Approval Flow . 69Change Ship-To Address . 71Add a Comment to an Item . 72iiInvoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Delete an Item from a Purchase Request. 73Distribute (Allocate) a Purchase Request . 74Import Distributions . 76Create and Manage Allocation Favorites . 79Edit an Item of an Unprocessed Purchase Request . 81Delete an Item of an Unprocessed Purchase Request . 82Section 7: What the Purchase Order Processor Can Do .82Review or Change a Vendor . 83Change Ship-To or Bill-To Address . 83Edit Purchase Order Details . 85Upload, View, and Delete Images . 86Send Back a Purchase Order . 89Create Invoices From Transmitted Purchase Orders . 91Void a Purchase Order . 91Close a Purchase Order . 93Reopen a Closed Purchase Order . 94View Associated Images to the Purchase Order . 95Search for a Purchase Order . 96Change View Search Option . 96View Original Payment or Purchase Request Associated With a PO . 97Approval Flow Available to View Within Purchase Order . 97Review the Audit Trail . 99Filter the Approver and Processor Views . 100Additional Search Options . 100Preview a Purchase Order . 101Tip: Combined Processor Roles for a Single Back-Office Processor . 103Preview a PO Change Order . 103View PO Amount That Has Been Invoiced . 104Transmit Purchase Order to the Vendor . 105Automatically Transmit Purchase Orders . 106Transmit a Change Order . 106Manage Receipts and Receipt Images . 107Section 8: Create and Manage Queries .108Overview. 108Understand Conditional Expressions . 108The Query Builder and the Condition Editor . 110Determine How to Create a Query . 119Access the Query Builder . 120Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.iii
Create New Queries in PR and PO Processor . 121Edit Queries in PR and PO Processor . 122Delete Queries in PR and PO Processor . 123Export Query Results in PR and PO Processor. 124Section 9: Configure Column and Fields Set View .124Add, Delete, and Move Columns . 124Rearrange the Columns . 125ivInvoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Revision HistoryDateNotes/Comments/ChangesMarch 4, 2021Updated the copyright year; no other changes; cover date not updatedOctober 21, 2020Added information about users with the Purchase Request User and PurchaseRequest Processors roles being able to delete images.June 12, 2020Minor edit; no content change.June 11, 2020Added information about reopening a closed purchase order.May 21, 2020Added note that states that users who do not have access to the Distributionfunctionality will not see it.April 20, 2020Renamed the Authorization Request check box to Request on the guide’s titlepage; cover date not updatedJanuary 7, 2020Updated the copyright; no other changes; cover date not updatedOctober 8, 2019Minor edit; no content changes.September 25, 2019Minor spelling correction; no content changes.September 24, 2019Updated Select Invoice Owner link and image.August 10, 2019Minor edits; no content changes.May 17, 2019Updated the Create the PR and View Comments sections for May release newfeatures (comments icon and View Details link.)April 13, 2019Updated images as part of the new user experience for Concur Invoice.March 14, 2019Renamed "SAP Concur Customer support" to "SAP Concur Support".February 1, 2019Updated the copyright; no other changes; cover date not updatedNovember 27, 2018Renamed Concur to SAP Concur where applicable. Performed minor edits;updated some images with old Concur logo; renamed payment request toinvoice; no other content changes.April 14, 2018Updated the Edit an Existing Purchase Request section to reflect theaddition of bulk editing the Expense Type list and Custom field(s).April 11, 2018Changed the check boxes on the front cover; no other changes; cover date notupdatedMarch 17, 2018Added information about bill-to address on PO Change Order editable whendeleted on original purchase order.March 17, 2018Added information about ship-to address on PO Change Order editable whendeleted on original purchase order.January 25, 2018Updated the copyright; no other changes; cover date not updatedOctober 14, 2017Added information about invoice and purchase request numbers beinghyperlinked.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.v
DateNotes/Comments/ChangesSeptember 16, 2017Updated some images to show the now available hyperlinked purchaserequests and purchase orders in some windows for purchase request users,purchase request processors, and purchase order processors. No contentchanges.July 29, 2017Added information about transmitted PO PDF emails to vendors displaying allrecipients.July 8, 2017Added the following information:June 3, 2017April 22, 2017 Change View menu option for purchase request and purchase orderprocessors now available Purchase Request Creators can create invoice from their purchase orders.Added the following information: Search options for purchase request processors PO contact name and email address available in Vendor list and field forpurchase request creators, purchase request approvers, and purchaserequest processorsAdded 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 to an invoiceIn addition, performed restructuring of content, including adding moreprocedures.March 18, 2017Added information about purchase request user being able to view thepurchase orders resulting from their purchase requests.December 13, 2016Changed copyright and cover; no other content changes.December 5, 2016Updated the Permissions section and guide content to new corporate style; nocontent changes.November 4, 2016Added information about the Concur Receiving feature.September 9, 2016Added information about the following: Purchase request vendor search enhancements Ability to change purchase request policyAugust 12, 2016Added information about warning message appearing for processor in PreviewPurchase Order window and updated purchase order images.July 8, 2016Added information about searching for a ship-to address.March 18, 2016Updated with the following information: PO Processors being able to upload images to purchase order PO Processors being able to view PO amount that has been invoicedFebruary 19, 2016Added information about exporting query results.January 15, 2016Added information about creating and managing queries for PR and POProcessors.viInvoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
DateNotes/Comments/ChangesDecember 11, 2015Added information about purchase request owners being able to edit their ownpurchase orders.September 18, 2015Added information about email notification to include transaction-specific URL.Older revision history has been removed.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.vii
Section 1: PermissionsPurchase Request and Purchase OrderSection 1: PermissionsA company administrator may or may not have the correct permissions to use thisfeature. The administrator may have limited permissions, for example, they canaffect only certain groups and/or use only certain options (view but not create oredit).If a company administrator needs to use this feature and does not have the properpermissions, they should contact the company's SAP Concur administrator.In addition, the administrator should be aware that some of the tasks described inthis guide can be completed only by SAP Concur. In this case, the client must initiatea service request with SAP Concur Support.Section 2: OverviewThe Purchase Requests and Purchase Orders (PR and PO) feature allows clients toachieve internal spend authorization by using purchase requests. These requests arethen turned into purchase orders, which are documents authorizing a supplier toprovide goods or services, at specified prices and quantities, in return for payment.When coupled with existing Invoice, PO Matching and Pay functionality, thesefeatures provide an end-to-end spend authorization to pay lifecycle.Section 3: Access the FeatureTo access the Purchase Request (PR) feature, first ensure that the feature is enabled. For more information, refer to the Invoice: Purchase Request and PurchaseOrder Setup Guide.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.1
Section 4: What the Purchase Request User Can DoTo access the feature, click Requests.Users who work with purchase requests and purchase orders have a unique viewdesigned to allow rapid entry and review. Additional options allow each user,depending on role, to submit, approve, and transmit or, as required, return a requestto the requestor or even terminate the PO past its transmittal phase, after it is in thehands of the vendor.Section 4: What the Purchase Request User Can DoThe user with the Purchase Request User role can create purchase requests (PR) onthe Requests Purchase Requests Pending Requests page.The user creates a purchase request by adding one or more items to the request,filling in the required purchase details, and then submitting the request forprocessing.When creating a purchase request, the Purchase Request user can also request anew vendor be added to the system.Create the Purchase RequestAdd Purchase Request ItemsTo create a purchase request, the user adds PR items and then generates a purchaserequest that contains those items.2Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Section 4: What the Purchase Request User Can DoOn the Pending Requests page, the user can create one or more PR items byclicking Add New Item, specifying the type of item (Goods or Services), selecting avendor, and then filling in the remaining required fields.Select a VendorIf the user clicks in the Vendor field, a list of the five most recently used vendorsappears.The user can choose a vendor from the recently used list, search for a vendor bytyping the first few letters of the vendor's name in the Vendor field, or search for avendor by clicking the More Search Options link and using the advanced search.The user can also request a new vendor by clicking Request New Vendor.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.3
Section 4: What the Purchase Request User Can DoThe Request New Vendor page appears.After the vendor information is entered and the user clicks OK, the user is returnedto the New Item page.The name of the requested vendor appears in the Vendor field and the vendorinformation is added to the system in Unapproved status. The vendor remainsunapproved until the Vendor Manager reviews and validates the vendor.NOTE: For more information, refer to the Invoice: Vendor Manager User Guide.Until the vendor is approved or the request is submitted, the user will see an Editlink to the right of the Request New Vendor link. Clicking Edit opens the vendorinformation page so that the information can be reviewed and updated.If the user selected an approved vendor, they will see a View Details link to theright of the Request New Vendor link.Clicking the View Details link opens the Vendor Information page in read-onlymode.Depending on the Concur configuration and what information about the selectedvendor has been added to the system, the vendor address, contact name, or contactemail address might appear below the Vendor field.4Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Section 4: What the Purchase Request User Can DoAfter selecting or requesting a vendor, the user can fill out the remaining requiredfields (denoted by a red bar) to complete the purchase request item and then clickSave.Complete the Purchase RequestClicking Save returns the user to the cart. Saved items are listed in the cart. Theuser can continue to add PR items until all of the necessary PR items have beenadded to the purchase request.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.5
Section 4: What the Purchase Request User Can DoAfter all of the request items have been added, the request is assembled by clickingRequest. Clicking Request opens the Purchase Details page where the user cancomplete the request by entering the required header information in the PurchaseDetails section.When the user clicks the Ship To Address or Bill To Address field, a list of theavailable addresses (previously configured by the Invoice ConfigurationAdministrator) appears and the user must select an address from the list.6Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Section 4: What the Purchase Request User Can DoAfter selected a Ship To Address, the user can choose to make the selectedaddress the default Ship To address for their purchase requests.After setting the default Ship To Address, the Ship To Address field will beautomatically populated with the selected address when new purchase requests arecreated. The default address can be changed as needed.When all the required fields have been filled out, the user clicks Save. Once saved,the request can be submitted by clicking Submit, or the user can return to thePending Requsts page by clicking Back to Previous Screen.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.7
Section 4: What the Purchase Request User Can DoPurchase requests that have been saved but not yet submitted are listed at the topof the Pending Requests page. Purchase request that have been submitted and arein process are listed in the Active Items section.Manage ImagesThe user can upload, view, and delete images. In addition, the user can attachsupporting documents to a purchase order that transmits to a vendor by selecting(enabling) the Include in PO Transmission check box in the Upload Imagewindow. Further, the user can choose documents that are already available for apurchase request and attach these documents for the vendor. To upload an image1. Click Actions Upload Image.The Upload Image window appears.8Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Section 4: What the Purchase Request User Can Do2. Click Browse and select the desired image by double-clicking it, or byselecting it and clicking Open.3. (Optional) Select (enable) the Include in PO Transmission check box.4. Click Upload.5. Click Close. To view an image:1. On the Request page, click Image Gallery.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.9
Section 4: What the Purchase Request User Can DoThe Purchase Request Images window appears. If there are more than oneimage or supporting document, you can toggle between them by using theNext and Previous buttons.NOTE: You can also include supporting documents in the PO transmissionfrom the Purchase Request Images window by selecting (enabling)the Include in PO Transmission check box.NOTE: The approver and processor can view images and include supportingdocuments in the PO transmission. The processor can also deleteimages, whereas approver cannot.2. Click Save or Cancel when you are done. To delete an image:1. On the Request page, click Image Gallery.10Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Section 4: What the Purchase Request User Can Do2. 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.Support Images and the PO Configuration Supporting Documents FeatureThe PO configuration associated with a Group may also include supportingdocuments. These documents apply to all PO transmissions performed by the POProcessor for that Group and are included alongside any documents added by theuser.Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.11
Section 4: What the Purchase Request User Can DoSearch for a Ship-to or Bill-to AddressTo search for a ship-to or bill-to address, start entering the company name in theShip To Address or Bill To Address field. The list that appears shows the companyname and the full address details. In addition, the list shows the default address.Change Ship-To or Bill-To AddressThe purchase request user can change the ship-to or bill-to address on purchaserequests, so that they can send the vendor the correct address to which to ship orbill the request. Users can switch to any ship-to or bill-to address available for theircompany.The default ship-to or bill-to address that is used on policy level should be used forthe purchase request. If the user changes the policy on the purchase request, thesystem does not change the ship-to or bill-to address on the purchase request sincethe user might have changed this previously from the former policy default. To change the ship-to or bill-to address:1. Double-click the desired purchase request. The Purchase Request windowappears.2. In the Ship To or Bill To section, click Change.12Invoice: Purchase Request and Purchase Order User GuideLast Revised: October 21, 2020 2004–2021 SAP Concur All rights reserved.
Section 4: What the Purchase Reques
purchase request processors, and purchase order processors. No content changes. July 29, 2017 Added information about transmitted PO PDF emails to vendors displaying all recipients. July 8, 2017 Added the following information: Change View menu option for purchase request and purchase order processors now available
PPA Interim Invoice, Invoice Items, and Documentation An Invoice consists of an Invoice record, line item records called Invoice Items, and attached receipts, invoices, or other documentation. Amount fields on Invoice Items roll up to the Invoice record. Create
Total Engineering Design 0.00 0.00 0.00 Construction Inspection Construction Community Development Block Grant (CDBG) INVOICE REQUEST FOR PAYMENT Budget Line-Item Invoice Request Number: Date of Invoice: Amount of this Request: Edison Contract ID# : Grantee Name Final Invoice Request? YES or NO
Enter the PO# in PO Field and click submit Invoice Status - Invoice on hold Click on invoice# to check the hold reason Click on Invoice life Cycle for exact hold reason Hold name and hold reason are below Invoice Status - Invoice Paid If Invoice status is "PAID" Click on Payment# to find complete payment information
Invoice: ge note invoice is specifically ol customers. Includes bait station box. L-5310 Large Note Blue/Grass Invoice L-5309 ellow/Grass Invoice L-5308 Large Note Red Service Call L-5312 een Service Call L-5305 een/Blue Invoice L-5306 een Invoice L-5307 een/Blue Invoice L-5311 een Invoice
Upload the CSV Invoice 1. Navigate to the home page and click on the CSV Invoice option. 2. Click the Browse button to select the newly created CSV Invoice file and click on the Import CSV Invoice button to upload you invoice. 3. Once you have uploaded the invoice you will see the following message, “CSV
The system can interpret the invoice if a structure extraction template has been made for the specific invoice format. If the system can interpret the invoice with a template, a result is presented to the user where the invoice head and invoice lines are presented in tables. The user has options to save the interpreted invoice to a database.
Download Invoice. Click Yes to change the Invoice number again. Click No if Invoice number is changed correctly or channel wishes to continue with Bank’s allotted invoice number. Invoice gets downloaded and the invoice file appe
May 01, 2016 · Invoice Prefix: An invoice number is needed to complete the form. Please include the invoice number as shown on the department issued invoice (i.e. Publications, Parking). If you do not have an invoice number available, select an “Invoice Prefix” from the drop down box and an
