Setting Up a Fiscal Calendar

Objective

After completing this lesson, you will be able to manage fiscal years.

Introduction

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

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.

The image shows a screenshot of the Add Fiscal Year interface. At the top, there are fields to enter the Fiscal Year, Start Date, and End Date, all three are highlighted in yellow. There are buttons for Generate Fiscal Periods, Activate, Deactivate, and Remove. Below these buttons, there is a table with columns for Fiscal Period, Start Date, End Date, and Active; no fiscal periods are listed.

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

The image shows a screenshot of a Fiscal Calendar interface with four main options: Fiscal Calendar, Budget Category, Budget Items, and Budget Settings. The Fiscal Calendar tab is currently active. Below the tabs, there are buttons for New, Modify, Activate, Deactivate, and Remove. There are two fiscal years listed, 2024 and 2025 (highlighted in yellow). Fiscal year 2024 is marked as active and the 2025 is not active.

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 fiscal calendar created and active. If the fiscal year or period is inactive, the 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. A workaround is to add adjustments for the missed transactions.
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 must not overlap and must be created and activated before entering budget data.
Inactive fiscal years or periods prevent budgets from matching spend items correctly.
Customers are responsible for maintaining and updating the Fiscal Calendar tab.
Transactions submitted outside an active fiscal year will not consume the budget.
Fiscal years can be up to two years long.

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