The auditor has the ability to request more information from the user, add comments and documents to the report, and has the ability to re-run audit. An auditor would re-run audit for an expense report if there were changes to the configuration that needed to be applied, or if the expense report for some reason has been in Pending Audit status for longer than a day.
Request More Info
Before approving or rejecting a report, the "Request More Info" feature allows an auditor to reach out to the employee, another employee, or employee’s manager for additional questions about the expense report.
First, click on "More Actions" which is located next to the "reject' button on the bottom of the expense report details.
Once you see the "More Actions" menu click on the "Request More Info" option.
The auditor can enter comments in the box below. In the include section, you have the option to include the PDF of the expense report, high-risk findings, or medium risk findings. The preview button lets the auditor see the entire message before it goes out to an employee. An auditor can choose to CC a manager when responding to the employee as well. You can also reply to the employee who submitted the expense report or choose "Some Other Employee"
Once all the information entered click on the "send button" on the bottom right-hand corner.
To see all comments, please look at the report history by clicking on the clock icon next to the expense report.
When you send the email, the audit status will change from Needs Review to Request More Info.
The employee, another employee, or manager should be receiving the message in their inbox. Once received, click on the link to implement the comment. The request more info email goes out from “firstname.lastname@example.org” instead of the auditors email address in order to avoid auditors from receiving emails from users. The users response is no longer routed to the auditors email address.
When the link is clicked, a new browser will open for the person to implement their comments and add files if needed.
Pending Audit Timer
The pending audit timer shows the number of hours that an expense report has been in the pending state. If an auditor uses RMI for additional information the timer is set to 0.0. Once the user provides the info. The timer gets set back to the count before the RMI was initiated.
For example, an auditor who initiates RMI for an expense report with a 45h time stamp, the timer will be set to 0.0.
When the user responds the timer is set back to 45hr within AppZen. Then the auditor can continue taking action on the report.
Stop at Processor/Manager
If an auditor needed additional approval for an expense report, they need to select the "Stop at Processor" menu item to send the report to the processor within Concur. The configuration needs to be done in AppZen to show the "Stop at processor" option in the user interface and in Concur to ensure the proper workflow is set up.
In the report detail page click on the "More Actions" on the bottom right-hand corner of the screen.
Click on "Stop at Processor"
Auditor requires additional information from Processor within Concur. Click on the "Stop at Processor" button on the lower right hand of the "Stop at Processor" menu.
Add Internal comments (optional) so the processor/manager can read the comments within AppZen.
5. Click on the "Stop at Processor" button on the bottom right corner to submit.
Workflow for P Stop:
- The employee submits a report in Concur
- AppZen audits the report and flags any high-risk items. For example, there are 5 lines flagged as high-risk
- Auditor approves 4 out 5 high-risk lines however 1 high-risk line needs additional approval
- Auditor clicks on "More Info" and selects "Stop at Processor"
- The report goes back to Concur for the processor to review
- Processor either approves or rejects line within Concur
- If approved employee gets paid (short pay)
- If rejected employee has to correct/fix what is requested by processor
- Employee re-submits the same expense report
- AppZen adds "Addendum" to report name
- Auditor reviews and approves high-risk line for payment