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Administrator Guide
Last Updated: 2023-06-23
Example: Configure Automatic Approval for Expense Reports with an Allowance Plan

Example: Configure Automatic Approval for Expense Reports with an Allowance Plan

This example illustrates how to configure automatic approval for expense reports that include an expense item with an allowance plan.
Employees in the U.S. are eligible to claim 50 USD monthly for health and fitness expenses. As your U.S. workforce exceeds 5,000, you want to configure automatic approval for health and fitness expense reports to reduce manual effort.
  • Create a
    Health and Fitness (U.S.)
     expense item and link it to an allowance plan.
  • Configure the
    Expense Report Event
     business process and security policy in the Expenses functional area.
  1. From the related actions menu of the
    Expense Report Event
     business process, select
    Business Process
    Copy or Link Business Process Definition
    .
  2. On the
    Effective Date
     prompt, verify that you're using the current date.
  3. In the
    Rule Based Workflow Definition Name
     field, enter
    Auto Approval for Monthly Health and Fitness Expenses (U.S.)
    .
  4. Click
    OK
    .
  5. Delete all steps from the
    Business Process Steps
     grid.
  6. Click
    OK
     and
    Done
    .
  7. From the related actions menu of the
    Expense Report Event
     business process, select
    Business Process Type
    Rule Based Business Process Configuration
    .
  8. On the
    Effective Date
     prompt, verify that you're using the current date.
  9. Click
    OK
    .
  10. Add a row on the
    Business Process Type
     grid.
  11. On the
    Rule
     prompt, select
    Create Condition Rule
    .
  12. Click
    OK
    .
  13. In the
    Description
     field on the
    Create Condition Rule
     page, enter
    Auto approve the Health and Fitness (U.S.) expense item
    .
  14. In the
    Rule Conditions
     grid, enter these values:
    Option
    Description
    And/Or
    And
    Source External Field or Condition Rule
    Expense Items on Expense Report
    Relational Operator
    exact match with the selection list
    Comparison Type
    Value specified in this filter
    Comparison Value
    Health and Fitness (U.S.)
  15. Click
    OK
    .
  16. On the
    Rule Based Workflow Definition
     prompt, select
    Expense Report Event (Auto Approval for Monthly Health and Fitness Expenses (U.S.)
    .
  17. Click
    OK
     and
    Done
    .
Workday:
  • Approves expense reports automatically when U.S. employees include only the
    Health and Fitness (U.S.)
     expense item.
  • Routes expense reports for manual approval when U.S. employees include the
    Health and Fitness (U.S.)
     expense item and other expense items.
Create a settlement run.