Concur Invoice Professional Edition Administration Help

Add a Budget Item

You can add a budget item to define a budget, including fiscal year or date range, budget owner, budget name and budget display name.

To add a budget item:

  1. In the Budget Items tab, click New.

    The Add Budget Item window appears.

  2. Complete all required fields.

    Field

    Description/Action

    Budget Name

    (Required)

    Enter a budget name. The name can be any combination of characters, but needs to be unique per fiscal year.

    The budget name, fiscal year and budget owner constitute the unique key of the budget record. The budget name is not displayed to users anywhere.

    Budget Display Name

    (Required)

    Enter a description of the budget item, which will be displayed on the budget dashboard, the in-transaction view, and on the Mobile app for budget owners, budget viewers and budget managers. Maximum 50 characters.

    NOTE: For Mobile users, the limit is 20 characters.

    Budget Owner

    (Required)

    Type in the first three letters of the budget owner name to search for a budget owner. The result shows all users with the Budget Owner role.

    Period Type

    (Required)

    Select one of the following options:

    • Yearly

    • Quarterly

    • Monthly

    • Date Range

    Date Range budgets are defined by start and end dates rather than fiscal years, and contain a single budget period.

    NOTE: Selecting a period type will regenerate the budget periods with zero amounts.

    Fiscal Year

    Select the fiscal year associated with this Budget Item, or leave blank for date range budget items.

    Start Date

    The start date of the budget item. Only appears if Date Range is selected in the Period Type field.

    End Date

    The end date of the budget item. Only appears if Date Range is selected in the Period Type field.

    Currency

    (Optional)

    Select the currency associated to this Budget Item.

    NOTE: The Currency list is no longer editable if the budget item is associated with a spending item.

    Budget Category

    (Optional)

    Select the Budget Category associated to this Budget Item.

    Budget Type

    Select the type of budget, either Budget Account (default), Restricted Account or Personal Account. Personal use budgets are budgets that are associated to one person, for education, entitlements or other benefits. The spending items will match the personal budget if the budget owner and spending item requestor are the same, and the other matching configured in Budget Items is met. A restricted account is another name for a grant or a purpose-driven budget.

    Test Budget

    (Optional)

    Select (enable) the Test Budget check box if you want Concur Invoice, Concur Expense or Concur Request to only capture transactions for test users. If you clear (disable) this option, Concur Invoice, Concur Expense or Concur Request will ignore transactions by test users.

    NOTE: For this feature to work, you need to have set up test users in the Test User Admin tool.

  3. In the Budget Details tab, in the Budget Amount column, enter the budget amounts for each of the available budget periods. The available budget periods are controlled by the Period Type field. The other columns are read-only fields.

    NOTE: If a budget period amount is zero (or negative) and an employee submits an expense claim, invoice or request against that specific budget period, the system will not send out any notifications to budget owners that their budget has reached its limit or is over limit.

  4. In the Budget Tracking Fields (optional) tab, activate the fields and connected lists that you want to use as spend capture filters. If a budget tracking field is enabled with the None value, no spend is captured.

    Column

    Description/Action

    Status

    This indicates the Active or Inactive status of the budget tracking field. To activate a budget tracking field, select (enable) the check box for the desired budget tracking field.

    Name

    This is the name of the budget tracking field.

    Type

    This is the input type of the tracking field. The following types are available:

    • List

    • Connected List

    • Free Form

    Operator

    The following operators are available:

    • IsEqual – This is the default operator which will filter on a value in the Value column. If the None value is selected, the filtering will take place on any or all values in the list. The admin can change the operator if needed. For example, a departmental budget for the Finance department will have the following budget tracking field filter: Department IsEqual Finance.

    • IsNotEqual – This operator is useful if you need all values apart from one, or when a field on the expense claim or invoice is optional and may have blank values beside valid values. For example, if there is a separate budget for the Training department in your company, Training would have the IsEqual operator, and other departments would have the IsNotEqual operator.

    • IsBlank – With this operator, budgets will be matched if the spending item has no value, and then the budget tracking field value is ignored. Mapping to budget will be performed and no searching or filtering will take place.

    • IsNotBlank – With this operator, budgets will be matched if the spending item has a value, and then the budget tracking field value is considered. Mapping to budget will be performed and searching or filtering will take place.

    • InValueList – This operator enables entry of a comma-separated value list (not a maintained list or a connected list), which can be useful, for example, for a budget owner who owns multiple cost centres within one budget, or if they want to filter invoices and purchase requests from a list of specific suppliers. They can then list the cost centres or suppliers with a comma-separated value. This operator is only available for free-form text fields.

      NOTE: The InValueList value needs to be comma separated without any spaces in between. The values also need to be in list codes. For example, "FR" for "France".

    • NotInValueList – Admins can use this negative operator to exclude certain values. This operator is only available for free-form text fields.

    • IsTrue – Admins can use this operator to filter on Boolean values. This operator is only available for free-form text fields. For example, if admins select an Is Billable Boolean budget tracking field value together with the IsTrue operator, the system will only filter on expenses that are billable. The IsTrue operator only covers True.

    • IsNotTrue - Admins can use this operator to filter on Boolean values. If a Boolean field does not have a default value and is not required, it is saved as Null (neither True nor False). This operator covers both False and Null and is only available for free-form text fields.

    • IsFalse - Admins can use this operator to filter on Boolean values. This operator is only available for free-form text fields. For example, if admins select an Is Billable Boolean budget tracking field value together with the IsFalse operator, the system will not filter on expenses that are billable. The IsFalse operator only covers False, not Null.

    • IsNotFalse - Admins can use this operator to filter on Boolean values. This operator is only available for free-form text fields. The IsNotFalse operator covers True and Null.

    Value

    This is the default value for the budget tracking field. For example, if the field name is Department, the default value might contain different company departments, such as Sales, IT and Marketing.

    NOTE: If a budget tracking field is enabled with the None value, spend is not captured. Select or enter a value to capture the intended spend for the budget.

  5. Click the Manage Viewers (optional) tab.

  6. In the Search Text field, type the first three letters of the manager’s name, select the correct name in the list, which is then added to the Assigned Viewers (Budget Viewer role) list. Assign one or more budget viewers to share visibility with other users. Budget viewers will see the budgets in the Shared Budget section of the Budget Overview dashboard.

  7. Click the Manage Approvers (optional) tab.

  8. In the Search Text field, type the first three letters of the manager’s name, select the correct name in the list, which is then added to the Assigned Approvers (Budget Approver role) list.

  9. Click the Filter by Managers (optional) tab.

    In the Search Text field, type the first three letters of the manager’s name, select the correct name in the list which is then added to the Assigned Managers (Budget Manager role) list. You assign the budget manager for this budget item if this budget item spend is to be captured through the manager hierarchy. Budget managers do not approve spend for budget approvers. Budget managers will see the budgets in the Shared Budget section of the Budget Overview dashboard.

  10. Click Save.