Exploring the Pre-Work Steps to Complete

Objective

After completing this lesson, you will be able to explain the necessary steps to complete before setting up Budget Configuration.

Roles Available for Budget Feature

Before configuring the Budget, you must first complete the mandatory pre-work: review and assign Budget roles.

RolesDescription
Budget Approver/Manager
  • Approves invoices, purchase requests, expense reports, and requests and can view budgets in the budget dashboards.
  • If your company includes a budget step in the workflow, can be added as an approver for a specific budget.
  • Allows the person to be part of the manager's manager hierarchy to filter a budget.
  • Doesn't have access to the budget configuration.
Budget Owner
  • Owns the budget and can view budgets in the dashboards.
  • Doesn't have access to the budget configuration.
Budget Viewer
  • Owns the budget and can view budgets in the dashboards.
  • Owner doesn't have access to the budget configuration.
Budget Administrator
  • Views budgets in the dashboards.
  • There can be one or several budget viewers.
  • The data on the dashboard is the same as the Budget owner.
  • Doesn't have access to the budget configuration.

Note

If the Budget Administrator also has the Budget Viewer role, the admin will be able to see all configured budget items in the Shared Budget section of the Budget Dashboards.

Note

Administrators only need the Budget Administrator role to access Budget Configuration. No additional role is required.

A user with the Role Administrator permission assigns these roles through the following methods:

  • Manually via User Permissions
  • Via Concur Travel and Expense (CTE) On-Demand Employee Import
  • Via Concur Expense Service (CES) Employee Import 305 record (use Y for the appropriate role)

Budget pre-work gives you the foundation to start building the Budget configuration.

How to Access the Budget Configuration

Follow these steps to access the Budget Configuration page:

Steps

  1. Go to Administration and select Expense. The Expense Admin page appears.

    The image shows a screenshot of the SAP Concur interface, highlighting the Administration dropdown menu. The menu is divided into two sections: Applications and Administration. In the Administration section, options include Company (with sub-options for Company Admin and Tools), Request, Expense (highlighted in yellow), and Invoice.

  2. Choose the Budget Configuration link.

    The image shows a screenshot of a section of the SAP Concur interface under the Expense tab within the Expense Admin page. The interface displays a list of administrative configuration options related to expenses, such as: Accounting Administration, Audit Rules, Budget Configuration (highlighted in yellow).

    The Budget Configuration page displays.

Result

The Budget Configuration page includes several tabs—some required, others optional—based on your organization's needs. In the upcoming units and lessons, you'll learn what each tab does and how to configure them effectively.

The image shows the Budget Configuration page. It features tabs like Budget Items, Fiscal Calendar, Budget Category, Budget Tracking Fields, and Budget Settings.

Key Considerations for Building the Budget Configuration

  • Budget data can be imported either via manual upload or Web services, as there is no overnight process available through File Transfer Protocol (FTP).

  • The Budget Administrator's visibility cannot be restricted by group, granting them access to all created budgets.

  • While budget data is not accessible in Cognos reporting, a bulk export UI is available to extract various data types across budgets into a spreadsheet.

  • The Budget feature is fully integrated with Concur products, but spending is tracked solely in Expense, Purchase Request, Invoice, and Request modules.

References

TitleLink
Budget Admin Guide - Budget ConfigurationBudget Admin Guide - Budget Configuration

Summary

  • Assign Budget roles before configuring, using user permissions or employee imports.
  • Only the Budget Administrator role is required to access Budget Configuration.
  • Access Budget Configuration from the Administration > Expense menu.
  • Budget data import is manual or via Web services; no automated FTP process exists.
  • Budget Administrator has unrestricted visibility across all budgets.

Learning

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