Setting Up the Filter by Managers (optional) Tab

Objective

After completing this lesson, you will be able to set up the optional Filter by Managers tab.

Introduction

Options to filter a budget

Use the Filter by Manager option to match employees with the correct budgets and to ensure the correct manager approves each budget.

There are two options for filtering and approving a budget:

  • Use the default approver hierarchy
  • Use a custom hierarchy

How to Set Up the Filter by Managers (optional) Tab - Default Approver Hierarchy

Use this optional step if you need to filter a budget using the default approver hierarchy.

Follow these steps to filter a budget. 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 Settings tab. Select the Enable filtering by Budget Manager checkbox. In the Alternate Budget Manager field, select one of these options:

    • Invoice Approver
    • Expense Approver
    • Travel Manager
    The image shows a screenshot of the Budget Settings tab under the Budget Configuration page. It includes several toggles. Enable filtering by Budget Manager is checked, with a dropdown for Alternate Budget Manager options like Budget Manager, Invoice Approver, Expense Approver, and Travel Manager, all highlighted in yellow. At the top of the page there are two buttons: Save and Cancel.

  2. Go to the Administration page. Under the Company Admin, select User Administration. Choose User Permissions to assign the Budget Approver/Manager role to a user.

    The image shows a screeshot of the Expense roles available and roles assigned to a user. The Budget Approver/Manager role is highlighted in yellow and listed as role assigned to the a user.

  3. On the Budget Items tab, select an existing budget item. Choose Modify. The Modify Budget Item window appears.

    The image shows a screenshot of Budget Configuration interface under the Expense section and Budget Items 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. One budget is listed: Hugo First 2025.

  4. On the Modify Budget Item window, select the Filter by Managers (optional) tab. The Filter by Managers page shows.

    The image shows a screenshot of the dialog box Modify Budget Item. It offers options like Budget Details, Budget Tracking Fields (optional), Manage Viewers (optional), Manage Approvers (optional), Filter by Managers (optional) (highlighted in yellow), and Adjustments.

  5. Type the first three letters of the user's name to find and select the assigned approver. Select the user.

    The image shows a screenshot of a Modify Budget Item dialog box focused on managing viewers. Budget details are filed in with Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, and Budget Type. The Filter by Managers tab is active, where Simon Sais is entered as a search text. Details for Simon Sais are displayed, such as email and user name. At the bottom there are buttons such as Audit Trail, Save, and Cancel.

  6. Choose Save to apply these changes.

    The image shows a screenshot of a Modify Budget Item dialog box focused on managing viewers. Budget details are filed in with Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, and Budget Type. The Filter by Managers tab is active, where Simon Sais is entered as a Assigned Managers (Budget Manager role). At the bottom there are buttons such as Audit Trail, Save (highlighted in yellow), and Cancel.

Result

Key Points

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

  • Assign the Budget Approver/Manager role to the Default Manager who will be the budget manager.
  • User profiles do not need a Budget Manager added when using the Default Approver. However, it is mandatory to add the Default Approver to the budget item for the filter to work.

Scenarios to Consider when Adding a Budget Manager

Let's review two example scenarios that show which approver to add to the Filter by Managers (optional) tab.

Scenario 1. The Budget Manager has direct reports that are also managers

When Pat is listed on the Filter by Managers (optional) tab for the budget, Pat's spend, plus all the managers who report to Pat and their direct reports, will consume the budget.

The image shows a management hierarchy where Pat manages Sam, Sarah, and John, who further manage others. The interface below includes tabs such as Filter by Managers (optional) and a search bar. Pat is listed under the Assigned Managers (Budget Manager role), with options to remove them.

Scenario 2. The Budget Manager has direct reports only (not managers)

When Pat is listed on the Filter by Managers (optional) tab for the budget, Pat's spending, plus Sam, Sarah, and John's spending, will consume the budget.

The image shows a management hierarchy where Pat manages Sam, Sarah, and John. The interface below includes tabs such as Filter by Managers (optional) and a search bar. Pat is listed under the Assigned Managers (Budget Manager role), with options to remove them.

How to Set Up the Filter by Managers (optional) Tab - Custom Approver Hierarchy

Use this optional step if you need to filter a budget using a custom approver hierarchy instead of the default one.

Follow these steps to filter a budget. 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 Budget Settings tab. Select the Enable filtering by Budget Manager checkbox. In the Alternate Budget Manager field, select Budget Manager.

    The image shows the Budget Settings page of the Budget Configuration. It includes options such as enabling budget capture and for displaying unsubmitted expenses. At the bottom, there is a dropdown menu for selecting an Alternate Budget Manager with Budget Manager selected.

  2. Go to Administration page. Under the Company Admin, select User Administration. Choose User Permissions to assign the Budget Approver/Manager role to a user.

    The image shows a screeshot of the Expense roles available and roles assigned to a user. The Budget Approver/Manager role is highlighted in yellow and listed as role assigned to the a user.

  3. Add the budget manager to the user's profile. Options available to complete this task:

    • Option 1: The administrator adds an approver manager in the Your Budget Manager field in Invoice Approvers, Expense Approvers, or Request Approvers.
    • Option 2: The administrator imports budget approvers/managers in User Administration.
    • Option 3: The user enters a budget approver in the Your Budget Manager field in Invoice Approvers, Expense Approvers, or Request Approvers using the navigation path Profile > Profile Settings > Invoice Approvers, Expense Approvers, or Request Approvers.
    The image shows two screenshots of two sections. On the left, there is an Expense and Invoice Settings panel where various fields like Reimbursement Currency, Employee Group, Invoice Group, Vendor ID, and Cash Advance Account Code can be configured. On the right side, a panel titled Specify the user's approvers, allows entry of approvers. There are two buttons, Save and Copy. Under the Copy button there are several fields, including Your Budget Manager (highlighted in yellow).

  4. On the Budget Items tab, select an existing budget item. Choose Modify. The Modify Budget Item window appears.

    The image shows a screenshot of Budget Configuration interface under the Expense section and Budget Items 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. One budget is listed: Hugo First 2025.

  5. On the Modify Budget Item window, select the Filter by Managers (optional) tab. The Filter by Managers page appears.

    The image shows a screenshot of the dialog box Modify Budget Item. It offers options like Budget Details, Budget Tracking Fields (optional), Manage Viewers (optional), Manage Approvers (optional), Filter by Managers (optional) (highlighted in yellow), and Adjustments.

  6. Type the first three letters of the user's name, to find and select one or more assigned viewers. Select the user.

    The image shows a screenshot of a Modify Budget Item dialog box focused on managing viewers. Budget details are filed in with Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, and Budget Type. The Filter by Managers tab is active, where Simon Sais is entered as a search text. Details for Simon Sais are displayed, such as email and user name. At the bottom there are buttons such as Audit Trail, Save, and Cancel.

  7. Choose Save to apply these changes.

    The image shows a screenshot of a Modify Budget Item dialog box focused on managing viewers. Budget details are filed in with Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, and Budget Type. The Filter by Managers tab is active, where Simon Sais is entered as a Assigned Managers (Budget Manager role). At the bottom there are buttons such as Audit Trail, Save (highlighted in yellow), and Cancel.

Result

References

TitleLink
Budget Admin Guide - Enable the Budget Manager Hierarchy (Optional)Budget Admin Guide - Enable the Budget Manager Hierarchy (optional)

Summary

  • Enable filtering by manager to match employees and budgets with the correct approval hierarchy.
  • Choose between default or custom approver hierarchy for budget filtering and approvals.
  • Assign the Budget Approver/Manager role and select the appropriate manager in the Filter by Managers (optional) tab.
  • Understand how the assigned manager and their reporting structure impact budget consumption.
  • Save changes to apply the selected manager filters to the budget item.

Learning

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