Setting Up a Budget Item

Objective

After completing this lesson, you will be able to set up the Budget Details tab.

Introduction

Setting up a budget item in SAP Concur's Budget configuration is a required step in building the configuration.

In this lesson, you will learn how to set up the Budget Details tab for a budget item.

How to Set Up the Budget Details Tab

Follow these steps to set up the budget details for a new budget item. 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. Navigate to the Budget Configuration page. By default, you will be directed to the Fiscal Calendar tab. Select the Budget Items tab on the Budget Configuration page.

    The image shows a screenshot of a Fiscal Calendar page. It lists steps: 1. Fiscal Calendar, 2. Budget Category, 3. Budget Items (highlighted in yellow), 4. Budget Settings. Options are provided to create, modify, remove and manage budget items. The table below allows searching and filtering of budget items, displaying columns for Budget Name, Fiscal Year, Budget Owner, Budget Display Name, Annual Budget, Currency, Created, and Last Modified.

  2. Select New to begin creating a new budget item. The Add Budget Item window appears.

    The image shows a screenshot of a Budget Item page. It lists steps: 1. Fiscal Calendar, 2. Budget Category, 3. Budget Items, 4. Budget Settings. Options are provided to create, modify, remove and manage budget items, with a button New highlighted in yellow. The table below allows searching and filtering of budget items, displaying columns for Budget Name, Fiscal Year, Budget Owner, Budget Display Name, Annual Budget, Currency, Created, and Last Modified.

  3. Complete all the necessary fields.

    FieldDescription
    Budget Name (Required)Enter a budget name. The name can be any combination of characters but needs to be unique per fiscal year. The budget name is not displayed for users anywhere.
    Budget Display Name (Required)Enter a description of the budget item, which will be displayed on the budget dashboard, the in-transaction view, and on the Mobile app for budget owners, budget viewers, and budget managers. Maximum 50 characters.

    Caution

    For Mobile users, the limit is 20 characters.
    Budget Owner (Required)Type in the first three letters of the budget owner name to search for a budget owner. The result shows all users with the Budget Owner role.
    Period Type (Required)Select one of the options:
    • Yearly
    • Quarterly
    • Monthly
    • Date Range
    Date Range budgets are defined by start and end dates rather than fiscal years and contain a single budget period.
    Fiscal Year (Required)Select the fiscal year associated to this Budget Item or leave blank for date range budget items.
    Currency (Required)Select the currency associated to this Budget Item.
    Budget Category (Optional)Select the Budget Category associated to this Budget Item.
    Budget TypeSelect the type of budget: Budget Account (default), Restricted Account, Personal Account). Personal use budgets are budgets that are associated to one person for education, entitlements, or other benefits. The spending items will match the personal budget if the budget owner and spending item requestor are the same, and the other matching configured in Budget Items is met. A restricted account is another name for a grant or a purpose-driven budget.
    Budget Amount (Required)This is the yearly amount for the budget.
    The image shows a screenshot of the Add Budget Item interface for inputting budget details such as Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency (all highlighted in yellow), Category, and Type. Tabs for optional settings include Budget Tracking Fields, Manage Viewers, Manage Approvers, and Adjustments. It shows a budget name of Turner 2025, with a Budget Amount of $50,000. At the bottom of the page there are two buttons: Save and Cancel.

  4. Choose Save to apply these changes.

    The image shows a screenshot of the Add Budget Item interface for inputting budget details such as Budget Name, Budget Display Name, Owner, Period Type, Fiscal Year, Currency, Category, and Type. Tabs for optional settings include Budget Tracking Fields, Manage Viewers, Approvers, and Adjustments. It shows a budget name Turner 2025 with a Budget Amount of $50,000. At the bottom of the page there are two buttons: Save (highlighted in yellow) and Cancel.
    Practice

    Manually create a budget with the budget owner as Hugo First. Annual budget for 2025 is $40,000. Budget Categories are not used for this budget.

Result

References

TitleLink
Budget Admin Guide - Manage Budget ItemsBudget Admin Guide - Manage Budget Items

Summary

  • Set up each budget item with a unique name, display name, budget owner, period type, and fiscal year.
  • Select the appropriate currency, budget category (optional), and budget type for each budget item.
  • Enter the yearly budget amount and ensure all required fields are completed before saving.
  • Use budget display names carefully, as they appear on dashboards and mobile devices.
  • Budget items are essential for accurate configuration and tracking of budgets in SAP Concur.

Learning

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