Allocating a Request

Objective

After completing this lesson, you will be able to allocate a request to the proper cost objects in Concur Professional Request.

What Is Allocating?

Allocating a request is when a user splits a request across multiple cost objects such as cost centers or projects. Allocation allows the user to indicate what cost objects will incur the costs associated with the request, helping companies budget and plan more appropriately.

In most cases, if the user does nothing, all expenses on the request will be allocated based on the items on the request header.
Users can allocate expenses individually or in groups.
Users can allocate to one or more cost objects.
Users can split items by percentage or monetary amount. This example will show how to allocate by percentage.
Users can save their favorite allocations for easy re-use.
Depending on the site configuration, the allocations could be used to determine what managers must approve the request.
The system is usually configured so that allocations on the request are automatically applied to the later expense report, saving the user time during the expense reporting process.

Allocating a Request

In this example, the Sales and Marketing cost centers have agreed to share in the costs of your trip. You must allocate your request evenly to both cost centers.

Steps

Select the expenses to allocate.
1. Select the checkbox for each expense that must be allocated. Selecting the top checkbox selects all expenses on the request.
2. Select the Allocate button.
Add an allocation.
Select the Add button.
Save the allocation.
The details on the Add Allocation screen will default based on the corresponding fields on the request header. In this example, the default cost center is Sales, so select the Save button to save that allocation.
Add another allocation.
Notice that the request is now 100% allocated to Sales. Select the Add button to add another allocation.
Save the allocation.
1. Select the Marketing cost center in the Cost Object ID dropdown.
2. Select the Save button.
Review and save the allocations.
The request will always be split evenly across all cost objects the user adds. You an adjust the percentages if you do not want an even distribution. If you do not know the percentages, you can split by monetary values by selecting the Amount option in the upper left. Select the Save button to save the allocations.

Result

Screenshot showing the allocated request.

The request is allocated.

Allocating a Request

Now that you've seen the steps on allocating a request, watch the following video for a demonstration.

Summary

Allocation allows users to distribute a request’s expenses across multiple cost objects (e.g., cost centers or projects) by percentage or monetary value, supporting accurate budgeting and planning.
Expenses can be allocated individually or in groups; users may save favorite allocation templates for future use.
In a typical process, users select expenses, add one or more allocations, and assign percentages or amounts before saving.
System configurations may use allocations to determine approval workflows and automatically apply allocations from requests to subsequent expense reports, streamlining the process.

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