Setting up a fiscal year in SAP Concur's Budget configuration is a required step in building the configuration.
Setting Up a Fiscal Calendar
Objective
After completing this lesson, you will be able to manage fiscal years.
Introduction
How to Add a Fiscal Year
Follow these steps to add a new fiscal year. 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 is available to reinforce what you've learned and provide a quick recap.
Steps
Once you log in to the Budget Configuration page, select the Fiscal Calendar tab. The Fiscal Calendar page appears.
Select the New button. The Add Fiscal Year window appears.
Complete the required fields.
Field Description/Action Fiscal Year Name Enter the name of the fiscal year. This can be any combination of characters, but it must be unique. It is recommended to use the actual calendar year name.
Start Date Enter the start date of the fiscal year, which must be the day after the end date of the previous fiscal year. The first fiscal year can have any start date.
End Date Enter the end date of the fiscal year, which can be any date after the start date. By default, it will be one year minus one day from the start date.
Select Generate Fiscal Periods to create and list all fiscal periods in the fiscal year.
Note
By default, the generated fiscal periods are active.
Choose Save to apply these changes.
Result
How to Modify a Fiscal Year
Modify an existing fiscal year to correct mistakes, align with industry standards, or accommodate organizational changes such as mergers. Follow these steps to modify an existing fiscal year. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.
Steps
On the Fiscal Calendar tab, select the fiscal year you need to modify.
Select Modify. The Modify Fiscal Year window opens.
Enter all necessary changes.
Select Save to apply these changes.
How to Deactivate a Fiscal Year
Deactivate a fiscal year to disable budgets for budget owners. Follow these steps to deactivate an existing fiscal year. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.
Steps
On the Fiscal Calendar tab, select the fiscal year you need to deactivate.
Select Deactivate. The Deactivate Fiscal Year window opens.
Select Yes to confirm that you want to proceed with deactivation.
Result
How to Activate a Fiscal Year
Activate an existing fiscal year that is not active. Follow these steps to activate an existing fiscal year. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.
Steps
On the Fiscal Calendar tab, select the fiscal year you need to activate.
Select Activate. The Activate Fiscal Year window opens.
Select Yes to confirm that you want to proceed with activation.
Result
How to Remove a Fiscal Year
Remove an existing fiscal year to keep the list of available fiscal calendars up to date and prevent reactivation of old fiscal years.
Follow these steps to remove an existing fiscal year. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.
Steps
On the Fiscal Calendar tab, select the fiscal year you need to remove.
Select Remove. The Remove Fiscal Year window opens.
Select Yes to confirm that you want to proceed with removing the fiscal year.
Result
Key Points
To fully understand fiscal calendars and budget configuration, it's important to break down some key points:
- Fiscal years cannot overlap with the prior fiscal years.
- It is mandatory to have the created fiscal calendar active. If the fiscal year or period is inactive, Budget cannot match spend items to fiscal periods. Instead, the system will try to map them to the next available active budget period, preventing spend items from being associated with a budget.
- It is the responsibility of customers to maintain the Fiscal Calendar tab.
- Set the fiscal year in advance; transactions submitted during a missed period will not consume the budget. Workaround: add adjustments for the transactions missed.
- A fiscal year can be up to two years in length.
References
| Title | Link |
|---|---|
| Budget Admin Guide - Manage Fiscal Years | Budget Admin Guide - Manage Fiscal Years |
Summary
- Fiscal years cannot overlap and must remain active to match spend items with budget periods.
- Customers are responsible for maintaining fiscal calendars and setting fiscal years in advance.
- Add, modify, activate, deactivate, or remove fiscal years using the Fiscal Calendar tab.
- Inactive fiscal years prevent budget matching; missed transactions require manual adjustments.
- Fiscal years can be up to two years in length.