The Expense Setup and Admin tab is the location where you can view and configure each of the audit models available to your company. These models, along side other configurable aspects are available only for Functional Admins within the system.

Within the left hand navigation pane, a user with the Functional Admin permissions can click on the Audit Models Configuration tab to administer the AppZen models which were configured during the implementation phase, based upon your company's expense policies and behavioral goals.

Within this tab, you can view the model by name, check to see whether that model is active at the time, and where applicable, use the modify pencil to edit the configuration of the models. 

NOTE: This action should only be taken in conjunction with an AppZen expert that knows the ramifications of making these changes.

Audit Workflow Configuration

Within the left hand navigation pane, a user with the Functional Admin permissions can click on the Audit Workflow Configuration tab to administer a set of workflow steps, including the setup of the More Actions buttons. 

NOTE: This action should only be taken in conjunction with an AppZen expert that knows the ramifications of making these changes.

Expense Types

Within the left hand navigation pane, a user with the Functional Admin permissions can click on the Expense Types tab to administer the Expense Audit Mapping. Within this setup, expense policies are displayed. Within the implementation process, this step is used to match a company’s expense types to AppZen expense types, so the AppZen system can accurately identify audit rule violations.

NOTE: This action should only be taken in conjunction with an AppZen expert that knows the ramifications of making these changes.

Inferred Expense Types

Any customer expense type that is mapped to misc within AppZen config will be an inferred expense type. The following models use inferred expense types: 

Attendee verification
Daily Meal limit check
Receipt Verification
Merchant Category Check
Non conforming receipts
Receipt Itemization

Customer Organizations

Within the left hand navigation pane, a user with the Functional Admin permissions can click on the Customer Organizations tab to administer the different organizations that are set up for the company.

Within this setup, each organization, country, and currency pairing are shown, displayed, and enabled as necessary.

NOTE: This action should only be taken in conjunction with an AppZen expert that knows the ramifications of making these changes.

Reject Template Message

Within the left hand navigation pane, a user with the Functional Admin permissions can click on the Reject Template Message tab to set up pre-drafted templates when rejecting expense reports within AppZen. To learn more about Creating Reject Templates go here

NOTE: This action should only be taken in conjunction with an AppZen expert that knows the ramifications of making these changes.

Custom Field(s)

Within the left hand navigation pane, a user with the Functional Admin permissions can click on the Custom Fields tab to add header level custom fields.

NOTE: This action should only be taken in conjunction with an AppZen expert that knows the ramifications of making these changes. For more information on custom fields go here.

Configuring Groups

Groups help finance teams segment and manage incoming expense reports in different ways by allowing the ability to configure different expense types, audit rules, and policies to different employees based on groups like divisions, subsidiaries, teams, or location. By default the configurations are setup for country/currency. Whereas if the group-based org configuration once turned on, orgs will be based on group/country/currency.

The rules and threshold for expensing a certain expense type can vary from one country to the next or differ with sales as opposed to marketing. In the same sense, incoming expense reports from these groups should be audited according to the policy most applicable to that group of employees

How Orgs are created

Organizations are automatically created when AppZen identifies a unique combination of country and currency. For example, two orgs will be created if AppZen identifies expense reports attributed to US (country) and USD (currency) and other reports to US/EUR; the country is the same, but the currency is different and therefore two separate orgs will be created. When groups are turned on in AppZen, Concur Expense Groups will be added to the organization's attribution.

So a new organization will be created when AppZen identifies a unique combination of group, country, and currency; e.g. if groups were split up by sales and marketing in the US and reimburse in USD the two unique organization will be set up as follows – Sales (group), US (country), and USD (Currency) and Marketing/US/USD.

Some use cases of using group-based configurations are:

  • Create Audit Queues based on Concur Expense Groups
  • Filter the expense reports in the Workbench based on Groups.

Reach out to your Customer Success Manager or AppZen Support to have the configuration enabled.

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