Concur Invoice Standard Edition End User Help

Viewing Budget Details

Budget users can view detailed information about a specific budget and also filter and search for budgets. They will be able to see the same information as they did on the budget overview page, including a graphical budget breakdown in percentage of Spent, Pending, Remaining and Over, budget consumption against time, a graph showing the amount spent per expense type and a spending trend bar graph.

Users can export budget data as transactions or summarised by expense type. They can apply filters to reduce the size of the export spreadsheet file. These filters are available for product category (Request, Expense, Invoice and Purchase Request) transaction status (Pending & Spent) and date range.

In addition, users will see more details about spent and pending budget for invoices, purchase requests, expense claims and authorisation requests.

Include or Exclude Pending Amount in Remaining Budget

By default, the pending amount is not included in the remaining amount calculation. The remaining amount equals the budget amount minus the spent amount. The pending amount may or may not be approved.

Users may want to have control over the remaining amount in their budget. If users want to include the pending amount in the remaining amount calculation, they can do so by requesting that the admin selects (enables) the Include Pending Amount in Remaining Amount calculation option in Budget Settings. With this option, the remaining amount equals the budget amount minus the spent amount and the pending amount. Users may count on the pending amounts to be approved and therefore want the remaining amount to reflect a realistic view of what is still available to spend.

View Audit Trail for a Budget Item

Budget owners can view the audit trail of a budget item by clicking the Details menu of a budget on the overview page and then selecting Audit Trail. Audit trails provide information about actions that the Budget Owner and the Budget Administrator have taken on a specific budget item.

The Audit Trail window that appears shows four tabs; Header, People, Filters and Amount. These tabs are described in the following table.

Audit Trail Tabs

Description

Header

The Header tab shows changes that have been made to a budget item.

People

The People tab shows information about changes made by users such as viewers and approvers.

Filters

The Filters tab shows the filter changes that have been made to a budget in the Budget Dashboard.

Amount

The Amount tab shows the changes that have been made to the budget item amount.

Compare budget consumption against time

Budget owners can view the consumption of their budget per budget period on a timeline on the bar charts of the Budget Dashboard. On the budget overview page, budget owners must hover the pointer over the tile to see the timeline. However, when budget owners navigate to the Details page, they see the timeline by default without having to hover the pointer over the tile. If a budget period spans over a year or a quarter, users will see the relevant months displayed on the timeline. If a budget period is only one month, users will see the days displayed on the timeline.

View Amount Spent per Expense Types

The details of a budget also displays a graph showing the amount spent per expense type.

Users can view what has been spent or is pending per expense type when reviewing spending items. To do this, users can click on the Spend Categories link. This view shows each expense type with its pending and spent amount per product with the total budget amount.

View Spending Trend per Year

The Spending Trend bar graph shows the status of a budget owner's budget periods over a whole year. Budget owners can view two bars for each budget period; the budget amount (bar in solid colour) and the total spending amount (total spent amount equals part of bar in solid colour, total pending amount equals part of bar in stripes) for a specific period in a quarterly or monthly view. The bar showing the total spending amount is composed of the total spent amount and the total pending amount.

Budget owners can also hover over each bar to view budget details of a specific month.

If a budget is based on a full year, the monthly view shows the budget period amount divided by the number of fiscal periods (typically 12 months) to calculate the monthly budget amounts. For the quarterly view, the budget period amount is multiplied by three to calculate the quarterly budget amount in the chart. The budget consumption (spend and pending) is based on the monthly actuals even for yearly and quarterly budgets.

The table below describes the status of a budget period which budget owners will see if they hover over a bar in the Spending Trend bar graph.

Budget Status

Description

Spent

This shows the approved amount that has been spent.

Pending

This shows the amount pending approval.

Remaining

This shows the amount left to spend. The remaining amount is calculated as budget amount minus spent amount. If the admin has enabled the Include Pending Amount in Remaining Amount calculation option in Budget Settings, the remaining amount is calculated as budget amount minus spent amount minus pending amount.

Over

If the remaining amount becomes negative, the Remaining label is replaced by a red Over label, which indicates how much has been consumed over the budget amount.

Unexpensed

(Expense only)

This shows the balance of the expense items that have not yet been submitted.

The unexpensed balance does not affect the bar graph because it is not subtracted from the remaining balance, and, thus, unsubmitted expenses do not consume a budget.

The bar graph colours display in green, yellow and red, which mean the following:

  • Green: The consumption of the budget is below the budget alert limit (default 80%)

  • Yellow: The consumption of the budget is at or above the budget alert limit

  • Red: The consumption is at or above the budget control limit (default 100%)

Export Budget Data

Budget owners can export budget data into an Excel spreadsheet, so that they can analyse spending details. Up to 12,500 items can be exported at a time.

To export budget data, budget owners click Export Data on the budget details page.

On the Export Spending Data window that appears, budget owners can select the following options in the:

  • Data Type (Line Items Data or Spending Category data)

  • Date Range

  • Product Category (Expense, Invoice, Purchase Request, Credit Card, Request or All Categories)

  • Transaction Status (Pending & Spent, Spent or Pending)

    After the budget owner has selected their options, they click the Export Data button to export the budget data into a spreadsheet.

Column

Description

Status

This column shows the budget status of the expense claim, invoice, purchase request or authorisation request. The status can be one of the following:

  • Pending & Spent

  • Pending

  • Spent

Product Category

This column shows the product category whose budget data is exported. The product category can be one of the following:

  • Expense

  • Invoice

  • Purchase Request

  • Credit Card

  • Request

  • All Categories

Reference

This column shows the invoice number, purchase request ID, expense claim ID or request ID of the invoice, purchase request, expense claim or authorisation request.

Date

This column shows the transaction date of the expense claim, invoice, purchase request or authorisation request.

Employee Name

This column shows the name of the invoice owner or the employee who submitted the expense claim, invoice, purchase request or authorisation request.

Description/Detail

This column shows the address details of the submitter of the expense claim, invoice, purchase request or authorisation request.

Spending Category

This column shows the spending category (such as parking, airfare or materials) of the expense claim, invoice, purchase request or authorisation request.

Budget Tracking Fields

The budget tracking fields, if configured, will appear as individual columns in the data export. These columns are labelled with the field name and show the value for the field for each spending item. These columns only appear when exporting the Line Items Data data type.

Supplier Name

This column enables users to see how much is spent per supplier when they export spending line items of a budget.

NOTE: Applicable to Concur Expense, Concur Invoice and Purchase Request.

Budget Amount (USD)

This column shows the budget amount of the expense claim, invoice, purchase request or authorisation request.

% of Budget

This column shows the percentage of the total budget for the expense claim, invoice, purchase request or authorisation request.

Budget Adjustments for Budget Owners

Budget owners can add adjustments to a budget, provided the Budget Administrator has activated this feature for them. If so, budget owners will see an Add Adjustment button on the budget details page of the Budget Dashboard.

When the Budget Owner clicks Add Adjustment, the Add Adjustment window appears, where budget owners can enter information about the budget they want to adjust. Budget owners can use the following table to fill in the details of the adjustment.

Column

Description

Adjustment Type

Select the type of balance you want to adjust. Choose one of the following:

  • Budget Balance

  • Fund Transfer

  • Expense

  • Invoice

  • Purchase Request

  • Request

Amount Type

Select where the adjusted amount should be applied. Choose one of the following:

  • Budget Amount

  • Spent Amount

  • Pending Amount

Transaction Date

Select the date the adjustment was applied to the budget. This should be within the budget period for this budget.

Amount (USD)

Type in the adjusted amount. This can be a positive or negative value.

Description

Type the reason for or description of the adjustment.