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Administrator Guide
Last Updated: 2023-06-23
Example: Freeze Spend Authorizations

Example: Freeze Spend Authorizations

This example illustrates how to configure a freeze and a mandatory questionnaire on spend authorizations, for greater spend control.
Your employees submit spend authorizations to seek preapproval for international travel expenses. However, recent global travel restrictions result in budget cuts at your company.
To meet these budget cuts, you need to:
  • Apply a company-wide spend authorization freeze.
  • Include a questionnaire on spend authorizations so employees can provide reasons for requests during the freeze period.
  • Configure the
    Spend Authorization
     business process and security policy in the Expenses functional area.
  • Ensure that there's an additional approver available on the Expense Partner security group. You'll add them to the approval process during your configuration.
Security:
  • The
    Process: Spend Control and Analysis (Expenses)
     domain in the Expenses functional area.
  • These domains in the System functional area:
    • Business Process Administration
    • Questionnaire Creation and Distribution
    • Question Library
  1. Add an approval step on the
    Spend Authorization
     business process.
    1. From the related actions menu of the
      Spend Authorization
       business process, select
      Business Process
      Edit Definition
      .
    2. Enter the current date and click
      OK
      .
    3. Add a step with these values:
      Option
      Description
      Order
      Enter a value that places the new approval step as the last step in the approval process. Example: If your last approval step is
      f
      , enter
      fa
      for the new approval step.
      Type
      Approval
      Group
      Expense Partner
    4. Click
      OK
      .
  2. Create a condition rule for the new approval step.
    1. From the related actions menu of the new approval step, select
      Business Process
      Maintain Step Conditions
      .
    2. Enter the current date and click
      OK
      .
    3. Add a row and select
      Create Condition Rule
       on the
      Rule
       prompt.
    4. Click
      OK
      .
    5. On the
      Create Condition Rule
       page, specify these values:
      Option
      Description
      Description
      Freeze spend authorizations company-wide
      And/Or
      And
      Source External Field or Condition Rule
      Spend Authorization Spend Freeze for Company
      Relational Operator
      is not blank
    6. Click
      OK
       twice, then
      Done
      .
  3. Enable the spend freeze.
    1. From the related actions menu of your company, select
      Worker Spend
      Manage Spend Freeze
      .
    2. Select the
      Freeze Spend Authorization
       check box.
    3. Click
      OK
       and
      Done
      .
  4. Create a questionnaire.
    1. Access the
      Create Questionnaire
       task.
    2. Select
      Create New Questionnaire
       and enter
      Purpose for Spend Authorization Request
       in the
      New Questionnaire Name
       field.
    3. Click
      OK
      .
    4. Click
      Edit Questionnaire Details
       and enter these values:
      Option
      Description
      Allowed on Business Processes
      Spend Authorization
      Questionnaire Instructions
      Specify the reason for this transaction as it occurs during a company-wide spend authorization freeze.
    5. Click
      OK
      .
    6. Click
      Maintain Questions
      .
    7. Select
      Create Question
       on the
      Question
       prompt and enter these values:
      Option
      Description
      Question Name
      Travel Purpose
      Question Body
      What is the purpose of this trip?
      Question Type
      Text
    8. Click
      OK
      .
    9. Select the
      Required
       check box and click
      OK
      .
  5. Add a questionnaire step on the
    Spend Authorization
     business process.
    1. From the related actions menu of the
      Spend Authorization
       business process, select
      Business Process
      Edit Definition
      .
    2. Enter the current date and click
      OK
      .
    3. Add a step with these values:
      Option
      Description
      Order
      aa
      Type
      Complete Questionnaire
      Group
      Contingent Worker As Self
      Employee As Self
      All
      Select.
    4. Click
      OK
      .
    5. Click
      Configure Questionnaire
      .
    6. Enter the current date and click
      OK
      .
    7. On the
      Questionnaire
       prompt, select
      Purpose for Spend Authorization Request
      .
    8. Click
      OK
      .
  6. Apply the spend freeze condition rule on the new questionnaire step.
    1. From the related actions menu of the new questionnaire step, select
      Business Process
      Maintain Step Conditions
      .
    2. Enter the current date and click
      OK
      .
    3. Add a row and select
      Freeze spend authorizations company-wide
       on the
      Rule
       prompt.
    4. Click
      OK
       and
      Done
      .
When employees:
  • Create spend authorizations, they have to complete a questionnaire that details the reason for their request.
  • Submit spend authorizations, the transactions route to an additional approver.
Add additional spend authorization controls by configuring budget checks during the freeze period.