Setting Up the optional Filter by Managers Tab

Objective

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

Introduction

This option is used to match employees to the correct budgets. When invoices, purchase requests, or expense reports are submitted, both direct and indirect employees are matched to budgets based on the manager hierarchy – specifically, their direct manager or any higher-level manager in the reporting chain.

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 approver hierarchy

How to Set Up the Filter by Managers (optional) Tab - 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 Budget Settings page. Four tabs are displayed: Fiscal Calendar, Budget Category, Budget Items and Budget Settings (highlighted in yellow). Multiple checkboxes outline budget capture options. Enable filtering by Budget Manager checkbox is checked. Below, a dropdown for Alternate Budget Manager shows options like Budget Manager, Invoice Approver, Expense Approver, and Travel Manager (last three options highlighted in yellow). The page displays Save and Cancel buttons at the top.

  2. Assign the Budget Approver/Manager role to a user.

    The image shows a screenshot of the Budget Permissions. There are options for Submit, Approve and Administer. under Approve section there are three permissions: Budget Owner, Budget Viewer, and Budget Approver/Manager (highlighted in yellow).

  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. Two budgets are listed: Hugo First 2025 and Turner 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 one or more assigned viewers. Select the user.

    The image shows a screenshot of a Modify Budget Item dialog box focused on managing approvers. 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 (optinal) tab is active, where Simon Sais is entered as a Assigned Approvers (Budget Approver/Manager role). 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 approvers. 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 (optional) tab is active, where Simon Sais is entered as a Assigned Approvers (Budget Approver/Manager role). At the bottom there are buttons such as Audit Trail, Save (highlighted in yellow), and Cancel.

    Note

    You don't need to add a budget manager to the user's profile when using the default approver. The default approver must be added to the budget item for the filter to work.

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 my Manages (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.

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 a screenshot of Budget Settings page. Four tabs are displayed: Fiscal Calendar, Budget Category, Budget Items and Budget Settings (highlighted in yellow). Multiple checkboxes outline budget capture options. Enable filtering by Budget Manager checkbox is checked. Below, a dropdown for Alternate Budget Manager shows options like Budget Manager (highlighted in yellow), Invoice Approver, Expense Approver, and Travel Manager. The page displays Save and Cancel buttons at the top.

  2. Go to Administration page. Under the Company Admin, select Edit under User Administration. Select the user you need to assign the Budget Approver role and under Manage User profile, scroll down to the Products section and select the Budget tab. Choose User Permissions to assign the Budget Approver/Manager role to a user.

    The image shows a screenshot of the Budget Permissions. There are options for Submit, Approve and Administer. Under the Approve section, there are three permissions: Budget Owner, Budget Viewer, and Budget Approver/Manager (highlighted in yellow).

  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 a screenshot of the Budget Permissions. There are options for Submit, Approve and Administer. Undser the Submit section there is a field Budget Manager (highlighted in yellow), with Teak, Anne selected. Under the Approve section, there are three permissions: Budget Owner, Budget Viewer, and Budget Approver/Manager.

  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. Two budgets are listed: Hugo First 2025 and Turner 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 approvers. 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 (optinal) tab is active, where Anne Teak is entered as a Assigned Approvers (Budget Approver/Manager role). 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 approvers. 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 (optional) tab is active, where Simon Sais is entered as a Assigned Approvers (Budget Approver/Manager role). At the bottom there are buttons such as Audit Trail, Save (highlighted in yellow), and Cancel.

Result

References

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

Summary

  • Use the Filter by Managers (optional) tab to match employees to budgets based on the manager hierarchy.
  • Choose between default or custom approver hierarchies for budget filtering and approval.
  • Assign the Budget Approver/Manage role to users who will manage or approve budgets.
  • In default hierarchy, add the approver directly to the budget item; user profiles do not require a budget manager.
  • In custom hierarchy, add the approver to user profiles and assign them to the budget item as needed.

Learning

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