1. Expense Management Implementation Guide
  2. Understanding Workflow Message Setup

Understanding Workflow Message Setup

After you determine who should approve and audit expense reports, you must set up the appropriate individuals in the workflow process so that they receive the workflow messages.

Note: You can perform audits and verify receipts from the Auditor's Workbench program (P09E115), but in this case the system does not deliver workflow messages.

For the audit workflow, address book number 7372 is used as the default address book number. Because the system automatically sends audit messages to address book number 7372, consider these issues:

  • If you have not used address book number 7372, set it up in the address book system and assign it as a single auditor or use it as the parent for the group of auditors.

  • If you have already used address book number 7372, set up a different address book record for the auditor or group of auditors and either specify that address book number in the corresponding processing option for the Expense Entry program (P09E2011) or enter it in the Auditor Override ID field in the Expense Reimbursement Routing Rules program (P09E119).

If an address book number represents a group of auditors, you use it as the parent number for a distribution list of auditors as children that you set up in the Structure Inquiry program (P02150). This task is similar to the one that you use to establish multiple authorities for an employee profile, except that you use the structure type ERA (Expense Report Auditor).

See Setting Up a Distribution List for Workflow Messaging.

You can also use the Workflow system to set up these processes:

  • Auditor hierarchy based on the monetary amount of the expense report.

    You can set up a threshold in the A/B - Org Structure Browse program (P0150) that enables expense reports to be routed according to amount.

  • Escalation rules to send expense reports to another auditor if the prescribed number of hours or days has passed.

    You can set up escalation hours and minutes to route expense reports to another manager if the defined time period has elapsed.

You can also set up recipient conditions (data selection) in the workflow process to assign auditors to specific employees, a group of employees, or an expense report type.