Concur Invoice Standard Edition End User Help

Budget Terminology

This table describes the terminology used for the Budget feature.

Field

Description

Budget Category

This is a group of expense types from which to manage budgets.

Budget Currency

This is the currency of a budget item. Budget items are always displayed in their budget currency and take precedence over the currency setting in Profile Settings. Spending items are converted to the budget currency based on the submit date or the invoice/expense date. The actual invoices, purchase requests, expense claims or authorisation requests are not converted.

Budget Dashboard

The dashboard shows budget spend to date – including pre-approved spend – across an approver’s budget, and budget managers can view their budgets and make informed budget decisions.

Budget Item

This is the annual budget including fiscal year, budget owner, budget name and description.

Budget Period

This is part of the Budget Item. Depending on the period type of the Budget Item, the Budget Item has one or more budget periods. Each budget period is associated with a fiscal period and has a budget amount for that fiscal period and budget item.

Budget Tracking

Budget tracking fields are copies of the custom fields defined in Product Settings. If a new budget tracking field is needed, admins can add a custom field in Product Settings and then a budget tracking field is automatically added with the same name in Budget Configuration. These budget tracking fields appear in the Budget Tracking Fields (Optional) tab in Budget Items where you can specify a value for the budget tracking field to be associated with a budget item. The budget tracking fields in the standard editions are limited to the fields defined as custom fields.

Manager Hierarchy

A manager hierarchy consists of the managers to whom the users report to directly or indirectly. If a user or an admin has defined a budget manager for a budget item, then spending items will be matched to the Budget Item if the submitter of the spending items reports to one of managers listed in the Manage Managers (Optional) tab of the Budget Item.

Managers listed in the Manage Managers (Optional) tab have the Budget Approver / Manager role.

NOTE: To see the Manage Managers (Optional) tab, the admin must have selected (enabled) this option in Budget Settings.

Matching Criteria

Expense claims, invoices, purchase requests and authorisation requests can be matched to one or more budget items. The matching criteria are as follows:

  • When an expense type of a line item or allocation matches a budget category of a budget item

    • If a budget item does not have a budget category, any expense type is accepted for matching

  • When the submitter of the invoice, purchase request, expense claim or authorisation request reports to one of the budget approvers listed in a manager hierarchy of a budget item

    • If a budget item does not have a manager hierarchy, then items from any user are accepted regardless of the organisational structure

  • When an Expense Claim Transaction Date, Purchase Request Date, Payment Request Invoice Date or Authorisation Request End Date falls into a fiscal period that is associated with a budget period

    • If a fiscal period is marked as inactive, the spending item will be matched to the next active fiscal period

    • If no future fiscal periods are active, the spending item will not be matched to a budget item

NOTE: If there are no budget categories or budget managers associated with a budget item, all spending items will match based on the fiscal period

Period Type

Each budget item has a period type. The period type determines the level of control of a budget item. Admins can select yearly, quarterly or monthly.

Example: If admins select monthly as period type, the Budget Item is controlled monthly and budget amounts for each monthly period must be entered. Budget items are displayed in the budget dashboards for each month, and the remaining budget uses the monthly budget amounts on a "use or lose" basis.

Spending Item

This is a specific item that consumes a portion of a budget, such as an expense allocation, expense item, invoice allocation, invoice line item, purchase request allocation, purchase request line item, request expected expense or request segment.

A spending item can reference one or more budget items.