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

Concur Invoice, Expense and Request professional editions provide flexibility in the selection of invoice, purchase request expense claim and request fields that you want to track for budget purposes. This flexibility requires additional setup steps compared to the standard editions. If all the fields that need budget tracking are already defined in the Forms and Fields tool for invoices, purchase requests, expense claims and requests, you only need to identify these fields in the Budget Tracking Fields tab of the budget configuration. The budget tracking fields can be mapped to custom fields, organisation unit fields and any text field provided by SAP Concur.

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

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.