Setting Up a Budget Category

Objective

After completing this lesson, you will be able to manage budget categories.

Introduction

Setting up a budget category in SAP Concur's Budget configuration is an optional step in building the configuration.

How to Add a New Budget Category

Follow these steps to add a new budget category. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video will be available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Budget Configuration page, select the Budget Category tab.

    The image shows a screenshot of the Budget Category tab on the Budget Configuration page. The Budget Category tab is highlighted in yellow.

  2. Select New. The Add Budget Category window appears.

    The image shows as screenshot of the Budget Category tab on the Budget Configuration page. Options include: New (highlighted in yellow), Modify, and Remove. The table lists Budget Category, (Invoice) Expense Types, and (Expense) Expense Types.

  3. Enter a Budget Category Name.

    The image shows a screenshot of the Add Budget Category dialog box. At the top, there is a field labeled Budget Category Name (highlighted in yellow) and marked as required (red bar and message Budget Category Name Required). More fields available: Filter and Search Text. Below, a table lists various expense types with checkboxes under columns labeled Expense Types, Budget Category, and Product. Save and Cancel buttons are at the bottom.

  4. Use the Filter dropdown arrow to filter your budget categories. You can select All Expense Types, All Expense-Expense Types, or All Invoice-Expense Types.

    The image shows a screenshot of the Add Budget Category dialog box. At the top, there is a field labeled Budget Category Name (Office) and marked as required. More fields available: Filter (highlighted in yellow) dropdown menu with options: All Expense Types, All Invoice - Expense Types, and All Expense- Expense Types and Search Text. Below, a table lists various expense types with checkboxes under columns labeled Expense Types, Budget Category, and Product. Save and Cancel buttons are at the bottom.

  5. Select the checkbox for each expense type to include in the budget category. Use the Search Text field to quickly find an expense type.

    The image shows a screenshot of the Add Budget Category dialog box. At the top, there is a field labeled Budget Category Name (Office) and marked as required. More fields available: Filter dropdown menu with option selected All Expense- Expense Types and Search Text (highlighted in yellow). Below, a table lists various expense types with checkboxes available for selection under columns labeled Expense Types, Budget Category, and Product. Save and Cancel buttons are at the bottom.

  6. Select as many expense types as needed.

    The image shows a screenshot of the Add Budget Category dialog box.At the top, there is a field labeled Budget Category Name (Office) and marked as required. More fields available: Filter dropdown menu with option All Expense- Expense Types selected and Search Text. Below, a table lists various expense types with checkboxes under columns labeled Expense Types, Budget Category, and Product. Two expense types are selected and highlighted in yellow: Office Equipment and Office Supplies. Save and Cancel buttons are at the bottom.

  7. Choose Save to apply these changes.

    The image shows a screenshot of the Add Budget Category dialog box.At the top, there is a field labeled Budget Category Name (Office) and marked as required. More fields available: Filter dropdown menu with option All Expense- Expense Types selected and Search Text. Below, a table lists various expense types with checkboxes under columns labeled Expense Types, Budget Category, and Product. Two expense types are selected: Office Equipment and Office Supplies. Save (highlighted in yellow) and Cancel buttons are at the bottom.

Result

Key Points

To fully understand budget categories and budget configuration, it's important to break down some key points:

  • Include (Invoice) Expense Types or (Expense) Expense Types or combine (Invoice) Expense Types and (Expense) Expense Types.
  • Use the same expense types for different budget categories.
  • Match the expense type of the spending item with the expense type of the budget category if the budget includes a budget category.

References

  
Budget Admin Guide - Manage Budget CategoriesBudget Admin Guide - Manage Budget Categories

Summary

  • Add budget categories by selecting and naming them, then assigning related expense types.
  • Include Invoice expense types, Expense expense types, or both within a budget category.
  • Use the same expense types across multiple budget categories if needed.
  • Match spending item expense types with those in the assigned budget category for accurate budgeting.

Learning

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