Concur Invoice Standard Edition End User Help

Viewing Budget Overview

The purpose of the budget overview is for users to quickly see their budgets and how much of their budgets have been spent, are remaining, and are pending. Concur Expense users can also see the unexpensed amount. Unexpensed amounts enable budget owners to view the balance of the expense items that have not been submitted yet and is a combination of unsubmitted expense reports and available expenses which are not attached to an expense report. A budget owner, for example, might want to view their budgets to make budget spend decisions, or see how much is left of their budgets. They might also want to compare one budget year with another.

A budget user can use filter and search functionality to find budgets.

The period filter enables users to select a budget year (current budget year is set as default) and a budget period. When users click the period filter, a window appears where they can select the budget year and then period type (monthly, quarterly, and/or yearly). They can also select multiple quarters and months for the period budgets.

The period filter only shows information that is relevant to the user. For example, if a user does not have yearly or quarterly budgets in a fiscal year, those fiscal periods will not appear in the list. This also applies to the fiscal years. If a company has defined fiscal years and budgets for five years, but the user only owns budgets in the current year, the user can only select the current year.

If users click the Date Range Budgets option, they can filter budget on year and date range by clicking the relevant buttons. They can also select multiple date ranges.

If a user uses the search filter functionality, they can start typing the name of the budget that they are looking for in the search field. When the user starts typing, they will see that the search functionality is structured into relevant categories; Show Budgets, Show Budgets With Category, and Show Budgets Owned By for easier viewing.

Users can also use search strings to search for budgets. The table below describes the available terms to use when creating a search string in the search field. These terms are pulled from Budget Items.

Search Category

Description

Name

This is the budget name. For example, to search for food expenses type name:(all food expenses).

Owner

This is the budget owner. For example, to search for budgets by owner type owner:johnsmith@brooksdev.com.

Category

This is the budget category. For example, to search for a budget category type category:(IT).

Description

This is the budget display name. For example, to search for a budget description type description:(budget west).

Budget

This is the budget amount. For example, to search for a budget with a specific budget amount type budget:(>1000). Some other examples include the following:

  • Budget=1000

  • Budget<1000

  • Budget>=1000

  • Budget<=1000

A budget user can view a specific budget to see how much of the budget has been spent (Spent), how much is awaiting approval (Pending), and how much is left to spend (Remaining). Expense users can also see the unexpensed amount (Unexpensed) provided the admin has activated the feature. The percentage shows how much of the budget is spent. Budget users can click the tile itself to view more details of a specific budget.

The bar graphs for each budget are color coded to make it easier to see how much of a budget is spent, pending, or remaining. Budget admins can configure the percentage in the Alert Limit Percent and Control Limit Percent fields in Budget Settings. The color coding is mapped as follows:

  • Green equals 80% or less of budget spent or pending

  • Yellow equals 80-99% of budget spent or pending

  • Red equals 100% or more of budget spent or pending

Users can select if they want to see the budget information in a tile view or in a list view. If they select the list view, users can click the arrow next to a budget to view how much of a budget is spent, pending, remaining, or unexpensed (if configured, Concur Expense only). In addition, clicking the arrow at the top expands all the budgets to show spent, pending, remaining, and unexpensed budget.

Year-to-Date Budget Spend

Budget owners can view year-to-date information about a budget. For monthly and quarterly budgets, the budget amount will be based on the budget amount of the current budget period plus prior budget periods of the current fiscal year.

The year-to-date information is accessible through the Card and List view in Budget Overview. For the Card view, users must right-click the budget tile and select YTD View. For the List view, users must expand the budget by clicking the blue expansion arrow on the right in the window.

Once the budget owner clicks the YTD View button to open the year-to-date view, they will see the YTD View window showing how their budget spend is doing from the start of the fiscal year up until today.

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. The timeline compares the budget consumption against time. If the budget consumption is equally spread on each day of the budget period, budget owners can see if consumption is ahead or behind schedule. The timeline helps budget owners keep track of their spent budget to ensure the budget is not overspent. To see the timeline on the budget overview page, budget owners must hover the pointer over the tile of a budget. 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 Shared Budgets

Budget owners can view all their budgets in the My Budgets section at the top of the budget overview. If a user has the Budget Approver / Manager or Budget Viewer role, they will be able to view budgets that are shared with them by other budget owners in the Shared Budgets section of the budget overview. The shared budgets are prefixed with the budget owner’s name.

Create Team Budgets

Team budgets enable budget owners to create and self-manage budgets for their team(s). This is particularly useful for lower-level managers who might receive an informal budget amount from their direct manager without a good way to track the spend of their team(s) against a budget. With team budgets, they can easily create a team budget and track the spend of their team(s) against an amount over time. In addition, Team budgets eliminates dependency on budget admins.

To create a team budget, budget owners click Add Team Budget, add the required information in the window that appears, and then click Save.

Export Data on Budget Overview Page

Budget owners can share budget information with non-SAP Concur users. By clicking the Send to Excel link on the budget overview page, clients can export the same information that is available in the list view option of the Budget Dashboard including some additional fields into an Excel spreadsheet. The additional fields include the Original Budget Amount (the budget amount entered in a budget item without the adjustment), the Adjusted Budget Amount (the budget amount coming from Adjustment Imports and Exports in Budget Items), the Period Type, the Budget Category, and the Budget Type.