Creating General Ledgers

Objective

After completing this lesson, you will be able to create, modify and activate a general ledger in Concur Expense Professional Edition.

General Ledgers

A ledger is the accounting book of final entry in which transactions are recorded by account. In Concur Expense, the general ledger serves as the integration point with your organization’s accounting system. It maps expense types to the appropriate account codes based on your configured financial system.

General ledgers are assigned at the user profile level to ensure that each user’s expense data posts to the correct accounting records.

Account Codes tab in Accounting Administration showing expense types and their account codes, with Business Meals highlighted.

To access the general ledger, select Accounting Administration from the left menu panel under Expense Admin.

Expense Admin page showing the Accounting Administration menu and available admin options.

Create a New General Ledger

Review the following steps to learn how to create a new general ledger in Accounting Administration.

Steps

  1. On the Accounting Administration page, select the Accounting Structure tab.

    ‘Accounting Administration’ displays two tabs: ‘Account Codes’ and ‘Accounting Structure,’ with the ‘Accounting Structure’ tab highlighted. On the left, a hierarchy panel shows ‘Global’ with a sub‑item labeled ‘DEFAULT,’ which is selected. On the right, the section titled ‘Account Code(s) for Selected Hierarchy Item’ contains a Save button, a search box, and a table listing expense types such as Agency Booking Fees, Airfare, Airline Fees, Alcoholic Beverages, Bank Fees, Breakfast, Business Calls, and more. The account code and inherited columns are empty

  2. Select Default in the Ledger Name field and enter the name of the software.

    ‘Accounting Administration’ shows the ‘Account Codes’ and ‘Accounting Structure’ tabs at the top. The ‘Account Codes’ tab is selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy. A table contains one row with Ledger Name ‘DEFAULT,’ Ledger Code ‘DEFAULT,’ and an empty Expense Account Code Hierarchy column. The DEFAULT row is highlighted.

  3. Select Default in the Ledger Code field and enter the name of the software. The Ledger Name and Ledger Code should be identical.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy. A table displays one row with Ledger Name ‘SAP,’ Ledger Code ‘DEFAULT,’ and a blank field under Expense Account Code Hierarchy. The value ‘DEFAULT’ in the Ledger Code column is highlighted.

  4. Select Save. You may need to click out of the Ledger Code field to make the Save button appear.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy, with the Save button highlighted. A table displays one row with Ledger Name ‘SAP,’ Ledger Code ‘SAP,’ and an empty Expense Account Code Hierarchy column.

Result

The new ledger is visible in Accounting Administration.

Create an Additional General Ledger

Review the following steps to learn how to add an additional general ledger to Accounting Administration.

Steps

  1. On the Accounting Administration page, select the Accounting Structure tab.

    ‘Accounting Administration’ displays two tabs, ‘Account Codes’ and ‘Accounting Structure,’ with the ‘Accounting Structure’ tab highlighted. On the left, a hierarchy panel shows ‘Global’ with a sub‑item labeled ‘SAP,’ which is selected. On the right, the section titled ‘Account Code(s) for Selected Hierarchy Item’ contains a Save button, a search field, and a table listing multiple expense types such as Agency Booking Fees, Airfare, Airline Fees, Alcoholic Beverages, Bank Fees, and Breakfast. The account code and inherited columns are empty

  2. Select the New button.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy, with the New button highlighted. A table displays one row with Ledger Name ‘SAP,’ Ledger Code ‘SAP,’ and an empty Expense Account Code Hierarchy column.

  3. Select the Ledger Name field and enter the name of the software.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy. A new empty row is highlighted under the Ledger Name column, indicating an editable field. Below it, an existing row shows Ledger Name ‘SAP,’ Ledger Code ‘SAP,’ and an empty Expense Account Code Hierarchy column.

  4. Select the Ledger Code field and enter the name of the software. The Ledger Name and Ledger Code should be identical.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy. In the table, a new row is being edited: the Ledger Name field contains ‘S4,’ and the Ledger Code field is an empty editable box highlighted in pink. Below it is an existing row showing Ledger Name ‘SAP,’ Ledger Code ‘SAP,’ and an empty Expense Account Code Hierarchy column.

  5. Select Save. You may need to click out of the Ledger Code field to make the Save button appear.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy, with the Save button highlighted. A table displays two rows: one with Ledger Name ‘S4’ and Ledger Code ‘S4,’ and the other with Ledger Name ‘SAP’ and Ledger Code ‘SAP.’ The Expense Account Code Hierarchy column is empty for both rows.

Result

The new ledger is added to the Accounting Administration page.

Modify a General Ledger

Review the following steps to learn how to modify an existing ledger.

Steps

  1. On the Accounting Administration page, select the Accounting Structure tab.

    ‘Accounting Administration’ displays two tabs: ‘Account Codes’ and ‘Accounting Structure,’ with the ‘Accounting Structure’ tab highlighted. On the left, a hierarchy panel shows ‘Global’ with a sub‑item labeled ‘SAP,’ which is selected. On the right, the section titled ‘Account Code(s) for Selected Hierarchy Item’ contains a Save button, a search field, and a table listing expense types such as Agency Booking Fees, Airfare, Airline Fees, Alcoholic Beverages, Bank Fees, and Breakfast. Account code values appear in the Account Code column for several items.

  2. Select the existing Ledger Name and enter the name of the software.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy. A table displays one row with Ledger Name ‘SAP,’ Ledger Code ‘SAP,’ and an Expense Account Code Hierarchy value of ‘1. Allocation | *Custom 05 – Billable.’ The SAP value in the Ledger Name column is highlighted.

  3. Select the existing Ledger Code and enter the name of the software. The Ledger Name and Ledger Code should match.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy. In the table, a row is being edited with Ledger Name ‘S4’ and Ledger Code ‘SAP,’ with the Ledger Code cell highlighted. The Expense Account Code Hierarchy column is empty.

  4. Select Save. You may need to click out of the Ledger Code field to make the Save button appear.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy, with the Save button highlighted. A table displays one row with Ledger Name ‘S4,’ Ledger Code ‘S4,’ and an empty Expense Account Code Hierarchy column.

Result

The ledger modifications are saved.

Summary

  • Use the ledger to map expense types to account codes and integrate Concur Expense with your accounting system.​
  • Access the general ledger in Expense Admin > Accounting Administration > Accounting Structure.​
  • Create the default ledger by updating Ledger Name and Ledger Code; keep both values identical.​
  • Add another ledger by selecting New, entering the matching Ledger Name and Ledger Code, then saving.​
  • Modify a ledger by editing Ledger Name and Ledger Code to match values, then selecting Save.

Reference

TopicLink
Adding a New LedgerSAP Help Portal

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