Modifying Accounting Hierarchies

Objective

After completing this lesson, you will be able to manage complex accounting hierarchies in Concur Expense Professional Edition

Accounting Hierarchies

Every ledger has an account code hierarchy. The simplest hierarchy is based only on the ledger and expense type. For example, the same account code is assigned to every Entertainment expense created by any Expense user associated with that ledger. ​

The more complex form of hierarchy is based on the ledger, expense type, and additional criteria. For example, the same account code is assigned to every Entertainment expense created by an Expense user that is assigned to that ledger if the user also belongs to a specific division,department, and cost center.

Create Accounting Hierarchies

Review the following steps to learn how to create a new accounting hierarchy in Accounting Administration.

Steps

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

    ‘Accounting Administration’ is displayed, showing the ‘Account Codes’ and ‘Accounting Structure’ tabs at the top, with ‘Accounting Structure’ highlighted. A left panel contains a hierarchy tree with ‘Global’ and an indented item labeled ‘SAP.’ The main panel is titled ‘Account Code(s) for Selected Hierarchy Item’ and 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, along with corresponding account codes.

  2. Select the appropriate ledger and then select the Modify Hierarchy button.

    ‘Accounting Administration’ shows the ‘Account Codes’ and ‘Accounting Structure’ tabs, with ‘Accounting Structure’ selected. Below the tabs are buttons labeled New, Save, Remove, and Modify Hierarchy, with ‘Modify Hierarchy’ highlighted. A table lists one row with the ledger name ‘SAP,’ ledger code ‘SAP,’ and the expense account code hierarchy shown as ‘1. Allocation | *Custom 05 – Billable.’

  3. Select the New button.

    A pop‑up window titled ‘Account Code Hierarchy for ledger: SAP’ appears over the Accounting Administration page. The window contains two buttons at the top labeled ‘New’ and ‘Remove.’ Below them is an empty table with column headers Level, Segment Name, and Order. At the bottom right are Cancel and Save buttons.

  4. From the dropdown menu in the Level column, select the appropriate from that needs to be evaluated.

    A pop‑up window titled ‘Account Code Hierarchy for ledger: SAP’ is displayed over the Accounting Administration page. Inside the window are New and Remove buttons at the top. Below them, a row is being edited. The Level field is open, showing a dropdown list with three options: Report, Report Entry, and Allocation. To the right are empty fields for Segment Name and Order. Cancel and Save buttons appear at the bottom right of the window.

  5. From the dropdown menu in the Segment Name column, select the appropriate field. Only fields that are configured on active forms will appear. If working with connected lists, you cannot skip levels in the configuration. You can order the connected list based on system evaluation.

    A pop‑up window titled ‘Account Code Hierarchy for ledger: SAP’ is displayed over the Accounting Administration page. Inside the window, the Level field shows the value ‘Allocation,’ and the Segment Name field is open with a dropdown list expanded. The dropdown contains multiple options, including ‘*Custom 05 – Billable,’ ‘*Custom 01 – Country,’ ‘*Custom 02 – Department,’ ‘*Custom 03 – Cost Center,’ ‘*Custom 04 – Project,’ followed by entries labeled Custom 06 through Custom 13. The Order field to the right is empty. New, Remove, Cancel, and Save buttons appear in the window.

  6. Select the Save button.

    A pop‑up window titled ‘Account Code Hierarchy for ledger: SAP’ is displayed over the Accounting Administration page. Inside the window, a table shows one row with Level set to ‘Allocation’ and Segment Name set to ‘*Custom 05 – Billable.’ The Order column is empty. At the bottom right of the pop‑up, the Save button is highlighted, with a Cancel button to its left. New and Remove buttons appear at the top of the window.

  7. Select the Account Codes tab.

    ‘Accounting Administration’ is shown with two tabs at the top: ‘Account Codes’ and ‘Accounting Structure.’ The ‘Account Codes’ tab is highlighted. 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.’

  8. Highlight the Ledger Name that has the modified hierarchy and then select the New button.

    ‘Accounting Administration’ is displayed with the ‘Account Codes’ tab selected. On the left, a hierarchy panel shows ‘Global’ with an indented item labeled ‘SAP,’ which is highlighted. Above the panel, a New button is highlighted with a dashed pink arrow pointing to the selected ‘SAP’ item. On the right, the main section titled ‘Account Code(s) for Selected Hierarchy Item’ shows a table listing expense types and account codes such as Agency Booking Fees, Airfare, Airline Fees, Alcoholic Beverages, Bank Fees, and Breakfast. A Save button and search field appear above the table.

  9. Select the value assigned to the ledger.

    A pop‑up window appears over the Accounting Administration page displaying the prompt ‘Enter the value for this level.’ Below the prompt is a field labeled ‘*Custom 05 – Billable,’ and a dropdown menu is expanded. The dropdown shows two options: ‘Billable (BILL)’ and ‘Non‑Billable (NBILL).’ Save and Cancel buttons appear below the dropdown.

  10. Select the Save button.

    A pop‑up window appears over the Accounting Administration page with the prompt ‘Enter the value for this level.’ Below the prompt is a field labeled ‘*Custom 05 – Billable,’ showing the selected value ‘Billable (BILL)’ with a dropdown arrow. At the bottom right of the pop‑up, the Save button is highlighted, with a Cancel option to its left. The background shows the Account Code(s) table, partially visible.

  11. Reselect the ledger name and add all additional values.

    ‘Accounting Administration’ shows the ‘Account Codes’ tab selected. On the left, the hierarchy panel displays ‘Global’ with an indented item ‘SAP,’ which is highlighted. A dashed pink arrow points from the New button to the selected SAP item. On the right, the section titled ‘Account Code(s) for Selected Hierarchy Item’ is visible. A pop‑up window in the foreground shows the prompt ‘Enter the value for this level’ and the field ‘*Custom 05 – Billable,’ with the value ‘Non‑Billable (NBILL)’ selected. A pink arrow points to the Save button at the bottom of the pop‑up.

Result

The accounting hierarchy is saved in Accounting Administration.

Summary

  • Accounting hierarchies assign account codes based on ledger and expense type, with optional additional criteria.​
  • Complex hierarchies can include division, department, and cost center to refine account code assignment.​
  • Create hierarchies in Accounting Administration on the Accounting Structure tab using Modify Hierarchy and New.​
  • Select evaluation levels and segment fields; only active-form fields appear, and connected lists require ordered levels.​
  • Save the hierarchy, then add account code values on the Account Codes tab for the updated ledger.

Reference

TopicLink
Accessing the Account Code Hierarchy for Ledger pageSAP Help Portal

Learning

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