Exploring Budget Integrated with Purchase Request and Concur Invoice

Objective

After completing this lesson, you will be able to identify key considerations for integrating Budget with Purchase Request and Concur Invoice.

Integrating Budget with Purchase Request and Concur Invoice

To activate Budget for Concur Purchase Request and Concur Invoice, go to the Budget Settings tab and select Enable Budget Capture for Purchase Request and Enable Budget Capture for Invoice.

Image shows a screenshot of the Budget Settings tab under Budget Configuration. Multiple checkbox options are available to customize settings, including sending alerts an notifications. Two highlighted options are Enable Budget Capture for Purchase Request and Enable Budget Capture for Invoice, both showing checked boxes indicating they are activated. There are also two buttons: Save and Cancel.

Let's examine two scenarios that illustrate how the Budget Dashboards change, based on whether or not the setting Mark Request budget items as spent after request approval is selected. This setting, which is specific to Purchase Requests within the Invoice process, allows budget items on a purchase request to be marked as Spent upon processor approval. These items will remain marked as Spent until they are matched with a corresponding invoice.

Scenario 1. Mark Request Budget Items as Spent After Request Approval is Selected

The image shows a screenshot of the Budget Settings page under the Budget Configuration. It lists various options with checkboxes for sending alerts, notifications, and other settings. Mark Purchase Requests as spent after processor approval option is highlighted in yellow, which is currently checked. There are two buttons: Save and Cancel.

In this scenario, the Budget Dashboard updates when the user submits the purchase request for approval. The purchase request amount shows in the Pending Transactions tab and remains there until it is processed by the processor. Once processed, the amount moves to the Spent Transactions tab.

Follow the steps below to navigate the process—from submitting a purchase request to matching the purchase order with the invoice. We'll guide you through each phase with clear instructions and screenshots to support your understanding.

Steps

  1. The user submits a purchase request for approval.

    The amount of the submitted purchase request appears in the Pending Transactions > Purchase Request tab.

    The image shows a screenshot of the Budget Dashboard with the Pending Transactions and Purchase Request tabs highlighted in yellow. A table lists purchase requests, including request number, requestor, submit date, description, expense type, vendor name, budget amount, and percentage of budget. The row of request number 23 is highlighted in yellow for cleaning supplies, with a budget amount of $500. Navigation tabs and an Export Data button are also visible.

  2. The approver approves the purchase request.

    No change occurs in the Budget Dashboard; the amount of the submitted purchase request remains in the Pending Transactions > Purchase Request tab.

  3. The processor processes the purchase request.

    The amount of the submitted and approved purchase request shifts to the Spent Transactions > Purchase Request tab.

    The image shows a screenshot of the Budget Dashboard with the Spent Transactions and Purchase Request tabs highlighted in yellow. A table lists purchase requests, including request number, requestor, submit date, description, expense type, vendor name, budget amount, and percentage of budget. The row of request number 23 is highlighted in yellow for cleaning supplies, with a budget amount of $500. Navigation tabs and an Export Data button are also visible.

  4. The invoice matches the purchase order.

    The amount of the approved and processed purchase request/purchase order remains in the Spent Transactions > Purchase Request tab, but the value displayed is $0.

    The image shows a screenshot of the Budget Dashboard with the Spent Transactions and Purchase Request tabs highlighted in yellow. A table lists purchase requests, including request number, requestor, submit date, description, expense type, vendor name, budget amount, and percentage of budget. The row of request number 23 is highlighted in yellow for cleaning supplies, with a budget amount of $500. Navigation tabs and an Export Data button are also visible.

  5. The user submits the invoice matched with the purchase order (PO) for approval.

    The amount of the approved and processed purchase request/purchase order shows in the Spent Transactions > Invoice tab. The invoice matched with the Purchase Order is submitted by the user for review and approval.

    The image shows a screenshot of the Budget Dashboard with the Spent Transactions and Invoice tabs highlighted in yellow. A table lists invoices, with request name, invoice number, employee name, invoice date, line description, invoice date, expense type, vendor name, budget amount, and percentage of budget. The request name 1011 is highlighted in yellow for cleaning supplies, with a budget amount of $500. Navigation tabs and an Export Data button are also visible.

  6. The invoice is reviewed and approved. No change occurs; the amount of the approved and processed invoice shows in the Spent Transactions > Invoice tab.

Scenario 2. Mark Request Budget Items as Spent After Request Approval is Not Selected

The image shows a screenshot of Budget Settings page under the Budget Configuration. It lists various options with checkboxes for sending alerts, notifications, and other settings. Mark Purchase Requests as spent after processor approval option is highlighted in yellow, which is currently unchecked. There are two buttons: Save and Cancel.

In this scenario, the Budget Dashboard updates when the user submits the purchase request for approval. The purchase request amount remains in the Pending Transactions tab until the invoice matched with the purchase request is approved. Once approved, the invoice amount appears in the Spent Transactions tab.

Follow the steps below to navigate the process—from submitting a purchase request to matching the purchase order with the invoice. We'll guide you through each phase with clear instructions and screenshots to support your understanding.

Steps

  1. The user submits a purchase request for approval.

    The amount of submitted purchase request appears in the Pending Transactions > Purchase Request tab.

    The image shows a screenshot of the Budget Dashboard with the Pending Transactions and Purchase Request tabs highlighted in yellow. A table lists purchase requests, including request number, requestor, submit date, description, expense type, vendor name, budget amount, and percentage of budget. The row of request number 24 is highlighted in yellow for office supplies, with a budget amount of $900. Navigation tabs and an Export Data button are also visible.

  2. The manager approves the purchase request.

    No change occurs in the Budget Dashboard, and the amount of the submitted purchase request remains in the Pending Transactions > Purchase Request tab.

  3. The processor processes the purchase request.

    The Budget Dashboard remains unchanged, and the amount of the submitted purchase request stays in the Pending Transactions > Purchase Request tab.

  4. The invoice matches the purchase order.

    The purchase request/purchase order amount stays in the Pending Transactions > Purchase Request tab. The invoice amount appears in the Pending Transactions > Invoice tab.

    The image shows a screenshot of the Budget Dashboard with the Pending Transactions and Invoice tabs highlighted in yellow. A table lists invoices, with request name, invoice number, employee name, invoice date, line description, invoice date, expense type, vendor name, budget amount, and percentage of budget. The request name 1012 is highlighted in yellow for office supplies, with a budget amount of $900. Navigation tabs and an Export Data button are also visible.

  5. The invoice is reviewed and approved.

    No change occurs, and the approved and processed purchase request/purchase order amount remains in the Pending Transactions > Purchase Request tab. The amount of the approved & processed invoice shows in the Spent Transactions > Invoice tab.

    The image shows a screenshot of the Budget Dashboard with the Spent Transactions and Invoice tabs highlighted in yellow. A table lists invoices, with request name, invoice number, employee name, invoice date, line description, invoice date, expense type, vendor name, budget amount, and percentage of budget. The request name 1012 is highlighted in yellow for office supplies, with a budget amount of $900. Navigation tabs and an Export Data button are also visible.

Key Points

The Need by Date field on purchase request forms plays a key role in budget timing. Keep the following in mind when using this field:

  • It's best practice to mark the field as required, as this date determines the period the budget will allocate for spending.

  • If the Need by Date field is not used, the budget will rely on the Submit Date to determine the spending period.

Summary

  • Enable budget capture for purchase requests and invoices in Budget Settings.
  • Track purchase requests as Pending or SpentSpent based on the Mark as Spent after processor approval setting.
  • The invoice amount appears in Spent Transactions after approval, reflecting true budget consumption.
  • The Need by Date field determines the correct budget period for spending.
  • Always use Need by Date to ensure accurate budget allocation and tracking.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn