How to Allocate Expenses in Concur


There will be a new Request User Interface (UI) in Concur Starting October 2nd. The process outlined below will not change but the screenshots will be outdated. We'll be working on updating all related knowledge base articles in the upcoming weeks. In the meantime, here is a video on the new UI updates.

Overview


This article covers the two methods to allocate a transaction to a different Chart of Accounts from the Expense Report. Allocation is the Concur function of splitting a charge or an Expense Report over multiple Chart of Accounts chart strings. This may be necessary depending on the financial organization of your department.

Essential Information


Next Steps


1. Watch the Concur: Allocation training video

Video: Allocation (click above image)
Script: Allocation Script


Method 1:

1. Log into Concur using your Single Sign-On. Select the Expense module from the top of the screen.

Select your desired Expense Report from the Report Library.

2. Check the box next to your desired transaction to select it.

a. You can select multiple expenses to allocate all of them to the same chart string if desired.

 3. Select Allocate

4. You will be routed to the Allocate section. You can either allocate by percent or by amount. Once you have determined which method you would like to use, select Add.

5. Enter the financial information to reflect where you would like to allocate the transaction.

a. Fill out all of the necessary Chart of Accounts (COA) information information (all required fields are marked by a red asterisk - Fund is also a required field). You are able to search by Code (number in parentheses) or Text by clicking the hourglass icon under the field title (if you need additional assistance finding your COA information, please refer to KB0032176: How to Search for Chart of Accounts (CoA) Information in Concur)

NOTE: Ensure that all selections contain -(SD) and not (OP). If you have any questions on what to enter for the Financial Unit Information, please reach out to your fund manager.

NOTE (2): If you enter in a Project value, you must also enter in an Expenditure Type.

6. Select Add to List.

7. Select Save

8. You can add multiple lines to allocate within one expense by selecting Add.

9. After you select Save, you can repeat this same process to add multiple allocations per Expense. You can go back to your Expense Report once you have finished allocating for each Expense needed and you can see all of the Expenses that you allocated for on the right hand side of each Expense (see screenshot below).

 10. If you hover over the word Allocated under the dollar amount you have the option to view the allocation for that transaction.

11. If you decide that you no longer want an allocation on an expense, you have the option to remove it by checking the box next to the line you no longer want and selecting Remove.


Method 2:

1. Ensure you are on the Manage Expense screen. Hover over the Expense to highlight it. Once highlighted, select the Expense Type.

2. You will now be routed to the Details section. Right below the Details tab, select Allocate.

3. You will be routed to the Allocate section. You can either allocate by percent or by amount. Once you have determined which method you would like to use, select Add.

4. Enter the financial information to reflect where you would like to allocate the transaction.

5. Proceed to fill out all of the necessary Chart of Accounts (COA) information information (all required fields are marked by a red asterisk - Fund is also a required field). You are able to search by Code (number in parentheses) or Text by clicking the hourglass icon under the field title (if you need additional assistance finding your COA information, please refer to KB0032176: How to Search for Chart of Accounts (CoA) Information in Concur)

NOTE: Ensure that all selections contain -(SD) and not (OP). If you have any questions on what to enter for the Financial Unit Information, please reach out to your fund manager.

NOTE (2): If you enter in a Project value, you must also enter in an Expenditure Type.

6. Select Add to List.

7. Select Save

8. Select Save Expense

9. You can repeat this process until you have allocated as many Expenses as necessary


Creating a Favorite Allocation

1. Having created an allocation, check the box next to the desired allocation(s) and select Save as Favorite.

2. Enter in a name. 

3. Select Save

1. To use your favorite allocation, select Add from the main allocation screen.

2. Select the Favorite Allocations tab.

3. Select your desired favorite and then Replace Allocations.

Questions?


If you need any additional assistance, please submit a ticket here, or call the IPPS Help Desk at (858) 534-9494.