Manage Budget Settings

Budget Settings is available for users with the Budget Administrator role.

For Professional Editions, users also need to have the Invoice Configuration Administrator (Restricted), Expense Configuration Administrator (Restricted) or Request Configuration Administrator (Restricted) role.

Setting	Description
Time Zone (only appears for Concur Internal users)	This setting determines exactly when the first day of the year starts and the last day of the year ends. When the first admin user creates a fiscal year, this will be registered and this setting will show the time zone of where this user is located. Only Concur can change this setting. Contact Concur Support to create a service request.
Alert Limit Percent	When a budget reaches a certain percent (80% by default), the owner or approver of the budget will see a yellow visual indicator when the budget is consumed beyond this percent.
Control Limit Percent	When a budget reaches a certain percent (100% by default), the owner or approver of the budget will see a red visual indicator when the budget is consumed beyond this percent.
Send alert limit notifications	When this option is selected (enabled), budget owners will receive an email alert when their budget exceeds the budget alert limit.
Send control limit notifications	When this option is selected (enabled), budget owners will receive an email alert when their budget exceeds the budget alert limit or control limit.
Restrict notifications for past Budgets	When this option is selected (enabled), budget owners will not receive email notifications for older data, only for the previous, current and any future periods. This means that by selecting this option, fewer email notifications will be sent out to them.
Alternate Budget Manager	If the user has not filled in an approver in the Your budget manager field in Invoice Approvers or Expense Approvers in Profile Settings, the system will use the approver selected in the Alternate Budget Manager list. The following options are available: Budget Manager Travel Manager Invoice Approver Expense Approver NOTE: To see the Alternate Budget Manager list, you must select (enable) the Enable filtering by Budget Manager option on the Budget Settings page.
Show unsubmitted expenses (Expense only)	The admins can select (enable) one of the following options: Do not show unsubmitted Expense amounts Show unsubmitted Expense Amounts as Pending Show unsubmitted Expense Balance For more information about these options, refer to the Show Unsubmitted Expenses section below this table.
Include Pending Amount in Remaining Amount calculation	Companies who want to include the pending amount in the calculated remaining amount should select (enable) this setting. This means that the pending amount will be subtracted from the remaining amount. If the setting is selected (enabled), the remaining amount equals the budget amount minus the spent amount and the pending amount. In this scenario, clients typically want the available amount to reflect a realistic view of what remains to spend and estimate that most of the pending items will be approved. If the setting is cleared (disabled), then the remaining amount equals the budget amount minus the spent amount. In this scenario, clients typically want the remaining amount to reflect the amount they still have control over. Pending spending items can be rejected.
Enable Budget Capture for Request	The admin can select (enable) this check box to enable budget capture for Request.
Enable Budget Capture for Expense	The admin can select (enable) this check box to enable budget capture for Expense.
Enable Budget Capture for Purchase Request	The admin can select (enable) this check box to enable budget capture for purchase requests.
Enable Budget Capture for Invoice	The admin can select (enable) this check box to enable budget capture for Invoice.
Mark Request budget items as spent after request approval (Request Only)	The admin can select (enable) this check box so that request budget items are marked as spent when the request has been approved. This means that the request will be moved from pending to spent.
Mark Purchase Requests as spent after processor approval (Purchase requests only within Invoice)	The admin can select (enable) this check box so that a purchase request is marked as spent when the processor approves it. The purchase request will remain marked as spent until it has been matched to an invoice. This means that the system acknowledges the pre-authorisation approval as final approval.
Enable filtering by Budget Manager	The admin can select (enable) this check box so that the Filter by Managers (optional) tab appears in Budget Items. When the admin selects this option, spend is captured based on the Manager Hierarchy. If the admin leaves this option cleared (disabled), spend will be captured by looking at configurations of budget categories and budget tracking fields, and the Manager Hierarchy will be ignored even if it has been configured. This setting is cleared (disabled) by default.
Use expense net amount (Concur Expense only)	The admin can select (enable) this checkbox so that the reclaim amount will be subtracted from the gross amount, that is so that expense claims are consumed with tax. This is useful in countries in which companies can reclaim taxes from expense claims, for example, countries that use VAT.
Use invoice net amount (Concur Invoice only)	The admin can choose whether the net or gross amount of the invoice should be consumed. The option is selected by default. If the admin would like to include taxes and shipping costs, the option should be cleared (disabled).
Enable Date Range Budget Period Type	The admin can select (enable) this checkbox to allow budget items based on date ranges instead of fiscal year and fiscal period. When the admin selects this option, the Add Budget Item and Modify Budget Item pages display the Date Range value in the Period Type field. If the admin selects Date Range for the budget item, the page displays the Start Date and End Date fields. The Budget Item Import template displays the Start Date and End Date columns.
Enable Budget Owner Adjustments	The admin can select (enable) this check box to allow budget owners to add adjustments to a budget. When the admin selects this option, budget owners will see a new option, Add Adjustments, in the Budget Dashboard, which enables them to add an adjustment to a budget. NOTE: The Budget Administrator can also add adjustments to the budget in the Budget Dashboard.

Show Unsubmitted Expenses (Expense Only)

The Show unsubmitted expenses setting in Budget Settings enable budget owners to view the balance of the expense items that have not been submitted yet and is a combination of unsubmitted expense claims and available expenses which are not attached to an expense claim. The setting has three options, which control what budget owners can see in the Budget Dashboard and when they click the View Budget link in Expense.

The following table describes the options available for the Show unsubmitted expenses setting.

Show Unsubmitted Expenses Setting	Description
Do not show unsubmitted Expense amounts	If the admin selects this option, unexpensed amounts do not appear in the Budget Dashboards. This option is the default value. Clients might want to select this option when they estimate that less than 80% of the available expenses and unsubmitted expense claims are matched correctly to a budget. Under this threshold, the unexpensed amount becomes less valuable and might be confusing for the individual budget owners. NOTE: Available expenses might not have enough information to be matched correctly. Unsubmitted expense claims can be in various stages from created to fully updated and ready for submission.
Show unsubmitted Expense Amounts as Pending	If the admin selects this option, available expenses and unsubmitted expenses are included in the pending amount visible in the Budget Dashboards and in the in-transaction view (through the View Budget link). Clients might want to select this option when they estimate that 95% or more of the available expenses and unsubmitted expense claims are matched correctly to a budget. NOTE: Credit card transactions and billing statements will not show in the Pending budget bucket when the admin selects this option. Instead, these transactions will show in the Spent budget bucket.
Show unsubmitted Expense Balance	If the admin selects this option, expenses will show in the unexpensed amount visible in the Budget Dashboard and in the in-transaction view (through the View Budget link). Clients might want to select this option when they estimate that 80–95% of the available expenses and unsubmitted expense claims are matched correctly to a budget. NOTE: Credit card transactions and billing statements will not show in the Unexpensed budget bucket when the admin selects this option. Instead, these transactions will show in the Spent budget bucket.

Show Unsubmitted Expenses Setting

Description

Do not show unsubmitted Expense amounts

If the admin selects this option, unexpensed amounts do not appear in the Budget Dashboards.

This option is the default value.

Clients might want to select this option when they estimate that less than 80% of the available expenses and unsubmitted expense claims are matched correctly to a budget. Under this threshold, the unexpensed amount becomes less valuable and might be confusing for the individual budget owners.

NOTE: Available expenses might not have enough information to be matched correctly. Unsubmitted expense claims can be in various stages from created to fully updated and ready for submission.

Show unsubmitted Expense Amounts as Pending

If the admin selects this option, available expenses and unsubmitted expenses are included in the pending amount visible in the Budget Dashboards and in the in-transaction view (through the View Budget link).

Clients might want to select this option when they estimate that 95% or more of the available expenses and unsubmitted expense claims are matched correctly to a budget.

NOTE: Credit card transactions and billing statements will not show in the Pending budget bucket when the admin selects this option. Instead, these transactions will show in the Spent budget bucket.

Show unsubmitted Expense Balance

If the admin selects this option, expenses will show in the unexpensed amount visible in the Budget Dashboard and in the in-transaction view (through the View Budget link).

Clients might want to select this option when they estimate that 80–95% of the available expenses and unsubmitted expense claims are matched correctly to a budget.

NOTE: Credit card transactions and billing statements will not show in the Unexpensed budget bucket when the admin selects this option. Instead, these transactions will show in the Spent budget bucket.

The second and third option in the table above give budget owners an indication of how they are really spending their budget(s) and what they need to do when planning their budget(s) going forward.

In addition, when the admin has selected the second or third of these options, an Employee column displays on the Budget Field Mapping tab in the Budget Tracking Fields tab of Budget Configuration.