Setting Up a Budget Tracking Field

Objective

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

Introduction and Overview

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

How to Add a New Budget Tracking Field

Follow these steps to add a new budget tracking field. 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. Go to the Budget Configuration page and select the Budget Tracking Fields tab.

    The image shows a screenshot of Budget Configuration interface under the Expense section and Budget Tracking Fields tab. It offers options like New, Modify, Remove, More, and View Team Budget. The table contains columns for Budget Name, Fiscal Year, Budget Owner, and others, with budget filtering options available.

  2. Under the Budget Fields tab, select either Add Budget Tracking Field or Add Connected Budget Tracking Field, based on your company's needs.

    The image shows a screenshot of a Budget Tracking Fields tab under the Budget Configuration page. It features a Budget Fields view with options to Add Budget Tracking Field, Add Connected Budget Tracking Field, Modify, Remove and Save Sequence. The table list items like Department, Projects, Cost Center, each associated with a Field Type, List, and Sequence. The Sequence column contains arrows for adjusting the order of the fields.

  3. Select Add Budget Tracking Field. The Add Budget Tracking Field window appears.

    The image shows a screenshot of a Budget Tracking Fields tab under the Budget Configuration page. It features a Budget Fields view with options to Add Budget Tracking Field (highlighted in yellow), Add Connected Budget Tracking Field, Modify, Remove and Save Sequence. The table list items like Department, Projects, Cost Center, each associated with a Field Type, List, and Sequence. Sequence column contains arrows for adjusting the order of the fields.

  4. Enter the Budget Tracking Field Name.

    The image shows a screenshot of a dialog box titled Add Budget Tracking Field. It includes fields to input the Budget Tracking Field Name (Reference Code), Data Type (blank), Default Value Type (blank). Save and Cancel buttons are present at the bottom of the page.

  5. Select one option from the Data Type dropdown menu field:

    • List - a list definition appears where you can select a predefined list.
    • Free Form - a Default Value Type list appears where you can select a default value (recommend selecting None as the default value).
    The image shows a screenshot of a dialog box titled Add Budget Tracking Field. It includes fields to input the Budget Tracking Field Name (Reference Code), Data Type (List), Default Value Type (None). Save and Cancel buttons are present at the bottom of the page.

  6. Choose one predefined list from the List Definition dropdown menu field.

    The image shows a screenshot of a dialog box titled Add Budget Tracking Field. It includes fields to input the Budget Tracking Field Name (Reference Code), Data Type (List), List Definition. List Definition is expanded to show multiple options, such as *CVI-1099, *CVI-Reference Code (highlighted in yellow), *Projects, etc. Save and Cancel buttons are present at the bottom of the page.

  7. Select one option from the Default Value Type dropdown field.

    The image shows a screenshot of a dialog box titled Add Budget Tracking Field. It includes fields to input the Budget Tracking Field Name (Reference Code), Data Type (List), List Definition (*CVI-Reference Code), Default Value Type (None). Save and Cancel buttons are present at the bottom of the page.

  8. Choose Save to apply these changes.

    The image shows a screenshot of a dialog box titled Add Budget Tracking Field. It includes fields to input the Budget Tracking Field Name (Reference Code), Data Type (List), List Definition (*CVI-Reference Code), Default Value Type (None). Save (highlighted in yellow) and Cancel buttons are present at the bottom of the page.

Result

Set the Sequence of the Budget Tracking Fields

Adjust the order of the Budget Tracking Fields if you have defined more than one field.

Follow these steps to complete this task. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Steps

  1. Go to the Budget Tracking Fields tab.

    The image shows a screenshot of Budget Configuration interface under the Expense section and Budget Tracking Fields tab. It offers options like New, Modify, Remove, More, and View Team Budget. The table contains columns for Budget Name, Fiscal Year, Budget Owner, and others, with budget filtering options available.

  2. On the Budget Fields tab, go to the Sequence column and use the arrows to reorder the fields. The fields will appear in this order on the Budget Items tab.

    The image shows a screenshot of a Budget Configuration interface for managing Budget Tracking Fields, with options to add, modify, remove, and sequence fields. Listed fields include Department, Company Class Subcat, Projects, Cost Center, Subcategory, and Reference Code. The Sequence column includes arrows to reorder fields.

  3. Use the Add Connected Budget Tracking Field option for connected list functionality. Define all levels of the connected list or define only one.

    The image shows a screenshot of a dialog box titled Add Connected Budget Tracking Field. It provides options to select a Connected List Definition from a dropdown menu, which currently displays *CVI- 1099. The Level is set to 1. Below, there is a table with columns for Budget Tracking Field and Default Value, listing Department with a default value of None. Buttons for New and Cancel are available, followed by Save and Cancel at the bottom of the page.

How to Map a Budget Tracking Field

After defining the Budget Tracking Fields, map them to spending items. Modify a budget field mapping to correct errors or add or remove budget tracking fields.

Follow these steps to complete this task. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Steps

  1. Go to the Budget Tracking Fields tab.

    The image shows a screenshot of Budget Configuration interface under the Expense section and Budget Tracking Fields tab. It offers options like New, Modify, Remove, More, and View Team Budget. The table contains columns for Budget Name, Fiscal Year, Budget Owner, and others, with budget filtering options available.

  2. On the Budget Tracking Fields page, go to the Budget Field Mapping tab.

    The image shows a screenshot of Budget Field Mapping (highlighted in yellow) page under the Budget Configuration interface. It includes a table with sections for Expense, Invoice, and Purchase Request, each with columns for Mapping Type and Mapping Value. The rows display various Budget Tracking Fields entries such as Department, Cost Center, and Reference Code, each with specific configurations. The Save and Cancel buttons are positioned above the table.

  3. Find the row for the budget tracking field previously created under the Expense Mapping Type or Invoice Mapping Type.

    The image shows a screenshot of Budget Field Mapping page under the Budget Configuration interface. It includes a table with sections for Expense, Invoice, and Purchase Request, each with columns for Mapping Type and Mapping Value. The rows display various Budget Tracking Fields entries such as Department, Cost Center, and Reference Code, each with specific configurations. Reference Code is highlighted in yellow and displays No Mapping (default) for Mapping Type and Mapping Value. The Save and Cancel buttons are positioned above the table.

  4. In the Mapping Type dropdown menu, select No Mapping from the available options. Choose any of the options available. For this training choose Allocation Field.

    The image shows a screenshot of Budget Field Mapping page under the Budget Configuration interface. It includes a table with sections for Expense, Invoice, and Purchase Request, each with columns for Mapping Type and Mapping Value. The rows display various Budget Tracking Fields entries such as Department, Cost Center, and Reference Code, each with specific configurations. Reference Code has Allocation Filed (highlighted in yellow) selected under the Mapping Type and No Mapping (default) under Mapping Value. The Save and Cancel buttons are positioned above the table.

  5. In the Mapping Value dropdown menu, select the custom field assigned to the Allocation Form.

    The image shows a screenshot of Budget Field Mapping page under the Budget Configuration interface. It includes a table with sections for Expense, Invoice, and Purchase Request, each with columns for Mapping Type and Mapping Value. The rows display various Budget Tracking Fields entries such as Department, Cost Center, and Reference Code, each with specific configurations. Reference Code has Allocation Filed selected under the Mapping Type and Custom 06- Reference Code (highlighted in yellow) under Mapping Value. The Save and Cancel buttons are positioned above the table.

  6. Choose Save to apply these changes.

    The image shows a screenshot of Budget Field Mapping page under the Budget Configuration interface. It includes a table with sections for Expense, Invoice, and Purchase Request, each with columns for Mapping Type and Mapping Value. The rows display various Budget Tracking Fields entries such as Department, Cost Center, and Reference Code, each with specific configurations. The Save (highlighted in yellow) and Cancel buttons are positioned above the table.

Result

Key Points

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

  • The Data Type in the budget tracking fields does not have to match the Data Type in the Concur Expense or Concur Invoice Forms & Fields.
  • Select a value from the list if you use List as Data Type. Only one value can be selected.
  • When configuring budget tracking fields for a connected list in Forms & Fields, start from the first level of the list and move down to the field you need to end on. Configure the top two fields if only two levels are required in a three-level list. Do not configure the third level.

  • Define the first and second levels on the budget item if only the second level is used. Use the Free form tracking field for your connected list if you want to use only the second level or a combination of fields that excludes some higher levels.

  • The sequence order does not affect how spending items are matched with budget items.
  • Change the order of the columns on the Budget Import template file if you changed the sequence of the columns.
  • Use Free form as the Data Type if you need to use more than one value for the budget tracking field, such as to filter a budget by two departments. Separate the value using the period (".").

References

TitleLink
Budget Admin Guide - Manage Budget Tracking FieldsBudget Admin Guide - Manage Budget Tracking Fields

Summary

  • Add budget tracking fields, selecting data type and assigning values or lists as needed.
  • Adjust the order of budget tracking fields using the sequence feature.
  • Map tracking fields to spending items through the Budget Field Mapping tab.
  • Use Free form data type to allow multiple values for a budget tracking field.
  • The sequence order does not impact how spending items match to budget items.
Learning
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