Defining Budget Workflows

Objective

After completing this lesson, you will be able to define budget workflows to add a budget step to the approval steps.

Introduction

Workflows define how the system routes invoices, purchase requests, and expense reports through approval and processing steps. Without a budget review step, budgets can be fully consumed well before the end of the period or year.

To prevent this, you can add a budget step to the workflow, which helps companies control their spending. In addition, you can assign an approver using the Manage Approvers (optional) tab. A user with the Budget Approver/Manager role and the Spend User permission will have access to the Approval page to approve transactions. Note that budget approvers cannot be delegated.

Note

Budget Workflows are not available for the standard edition of Concur Request.

How to Build a Budget Workflow

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

Steps

  1. Navigate to the Approvals page. Go to the Expense Approvals pane of the Policy section and select Edit.

    The image shows a screenshot of the Expense Approvals pane under the Policy section of Expense Settings. The Expense Approvals pane has an Edit button, highlighted in yellow.

  2. Select one of the existing workflows on the Approval Routing tab. Enable the Include Budget Approver checkbox.

    The image shows a screenshot of the Approval Routing page where you define the routing for expense report approvals. Highlighted sections include options for Approval Routing, Custom Workflow Setup, and Cost Object Approver List. The Include Budget Approver checkbox is selected. The routing includes several predefined workflows and a highlighted custom workflow option.

  3. Confirm the Budget Approval step order on the Custom Workflow Setup tab. Use the arrows to change the order of the steps.

    The image shows a screenshot of the Approval Routing page, focusing on the Custom Workflow Setup step. It lists various approval steps including Budget Approval (highlighted in yellow). The step order can be adjusted using the arrow icons to move steps up or down.

  4. Select Done to confirm and apply these changes.

    The image shows a screenshot of the Approval Routing page, focusing on the Custom Workflow Setup step. It lists various approval steps, including Budget Approval. The step order can be adjusted using the arrow icons to move steps up or down. Navigation options for previous, next, and done (highlighted in yellow) are available at the bottom right.

References

TitleLink
Budget Admin Guide - Configure Budget WorkflowsBudget Admin Guide - Configure Budget Workflows

Summary

  • Add a budget approval step to control spending and prevent early budget consumption.
  • Assign approvers with the Budget Approver/Manager role and spend user permission.
  • Enable and order the Budget Approva step within the workflow setup.
  • Budget approvers cannot be delegated in the workflow process.
  • Budget workflows are not available in the standard edition of Concur Request.

Learning

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