Concur Invoice Standard Edition Administration Help

Reporting Configuration

The Report Configuration page allows you to set the fiscal calendar settings that will be used by the reporting tools.

Fiscal Calendar

IMPORTANT: Fiscal calendar date mappings will not be immediately available in the reporting database. An archive must be successfully completed before this information can be utilised. Reporting archives run every night.

Fiscal calendars defined on the Fiscal Calendar step are used by Analysis / Intelligence for its reports and dashboards. The fiscal calendars are also used by BI Managers to define their budgets on the Reporting Budget page (Profile > Profile Settings > Reporting Settings > Reporting Budget).

A fiscal calendar allows organisations to define their accounting periods independent of the standard calendar year. Many organisations define their own calendars to model their financial reporting to reflect seasons in their business, to compare results with direct competitors and to avoid the busy year-end season in January.

A fiscal calendar has one or more fiscal years, and fiscal years have one or more fiscal periods.

Fiscal years have a start date and an end date. Each year may have a different length to accommodate leap years and short years or long years. (Organisations use short years and long years when they change the start date of their fiscal year.) Fiscal years cannot overlap with prior fiscal years and no gaps can exist between fiscal years or between fiscal periods.

Fiscal periods can vary in length within a fiscal year; however, they typically represent months. In the background, for every three fiscal periods a fiscal quarter is generated and for the year, a fiscal year period is generated.

Add a Fiscal Calendar

You can add a fiscal calendar to define your company’s accounting periods. A fiscal year can have one or more periods.

To add a fiscal calendar:

  1. On the Reporting Configuration page, click the Fiscal Calendar step.

  2. Click New. The Add Fiscal Year window appears.

  3. Complete all required fields.

    Field

    Description/Action

    Fiscal Year Name

    (Required)

    Enter the name of the fiscal year. This can be any combination of characters, but it must be unique. It is recommended to use the actual calendar year name. If two fiscal years comply within this rule (short year), then use a post fix for the second year.

    The Fiscal Year Name field will default to a fiscal year name based on the start date of the fiscal year. If the start date is before July 1, the year of the start date is defaulted as the fiscal year name. If the start date is July 1 or later, the year of the end date is defaulted as the fiscal year name.

    Start Date

    (Required)

    Enter the start date of the fiscal year, which must be the day after the end date of the previous fiscal year. The first fiscal year you create for your company can have any start date.

    NOTE: The start date is based on the time zone of the entity, which is managed by Concur.

    End Date

    (Required)

    Enter the end date of the fiscal year, which can be any date after the start date. By default it will be one year minus one day from the start date.

    NOTE: The start date is based on the time zone of the entity, which is managed by Concur.

  4. Click Generate Fiscal Periods to create all fiscal periods for the fiscal year. The generated fiscal periods appear on the page.

  5. Click Save. The fiscal year appears on the Fiscal Calendar step.

Modify a Fiscal Calendar

You can modify an existing fiscal year, for example, to correct mistakes or to reflect organisational changes, such as a merger or need to follow industry standards.

You cannot change the end date of the current month to today or any date before today, and you cannot change the start date of the current month. In addition, you cannot change any start or end date of past months this year or years prior to this year.

To modify a fiscal calendar year:

  1. On the Fiscal Calendar step, select a fiscal year and then click Modify, or just double-click the fiscal year you want to modify. The Modify Fiscal Year window appears.

  2. Make the desired changes. For field information, refer to the To add a fiscal calendar procedure in this topic. If you need a fiscal year to be shorter than 12 months or longer than 12 months, change the end date, but ensure fiscal years are not overlapping and do not have gaps.

  3. Click Generate Fiscal Periods.

  4. Click Save.

Activate a Fiscal Calendar

To activate a fiscal calendar year, on the Fiscal Calendar step, select a fiscal year and then click Activate.

Deactivate a Fiscal Calendar

To deactivate a fiscal calendar year, on the Fiscal Calendar step, select a fiscal year and then click Deactivate.

Remove a Fiscal Calendar

You can remove a fiscal year to clean up the list of available fiscal calendars to ensure old fiscal years cannot be re-activated.

To remove a fiscal calendar year:

  1. On the Fiscal Calendar step, select a fiscal year and then click Remove.

  2. In the Remove Fiscal Year window that appears, click Yes.

Activate a Fiscal Period

To activate a fiscal period:

  1. On the Fiscal Calendar step, select a fiscal year and then click Modify. The Modify Fiscal Year window appears.

  2. Select a fiscal period and then click Activate.

  3. Click Save.

Deactivate a Fiscal Period

You can deactivate a fiscal period anytime. All fiscal periods that belong to the fiscal year become inactive when the year is deactivated. If all fiscal periods that belong to the fiscal year are inactive then the year is deactivated.

To deactivate a fiscal period:

  1. On the Fiscal Calendar step, select a fiscal year and then click Modify. The Modify Fiscal Year window appears.

  2. Select a fiscal period and then click Deactivate.

  3. Click Save.

Remove a Fiscal Period

You can remove a fiscal period to change the fiscal periods of a fiscal year. A fiscal period can be removed anytime.

The fiscal calendar will not show any fiscal periods that are marked as deleted.

To remove a fiscal period:

  1. On the Fiscal Calendar step, select a fiscal year and then click Modify. The Modify Fiscal Year window appears.

  2. Select a fiscal period and then click Remove. The fiscal period is removed from the fiscal year.