Overview

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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. Allocating your expenses is always required before submitting your expense report.

Essential Information

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• To Allocate is the way to choose your chart string information for the expenses you are claiming. 
• Selecting a different approver for an allocation will send the document to that person for approval; 
  • If a document has multiple approvers due to allocations, it will require the approval of all the approvers before being sent to the next step in the workflow.
• Please speak with your fund manager if you are unsure which values to input for your allocation or whether an allocation is necessary for your document.
• Allocations can be saved on a profile to make future Expense Report processing easier (Bottom of this article).
• Red alerts in an expense report are hard stops that provide information as to what you need to update or what you are missing.
• Orange alerts are informational and provide key details about policy that you should be aware of upon submission.

Next Steps

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Method 1:

1. Select your desired Expense Report from the Report Library.

2. Check the box next to your desired transaction and then click Allocate.

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

3. A pop-up box will appear, and you can select if you want to Allocate by Percent or Amount and then you can click Add. 

4. Your Financial Unit will default to whatever you chose in your Report Header, but then you will need to fill out the Approver field, and then you will either select to fill out the Fund and Function OR the Project and Task fields. 

1. In this example, I am choosing to only fill in the Project and Task fields (Fund and Function won't be required). 

6. Select Save to save the information entered.

7. Select Save again if you're only using one chart string for the expenses selected.

1. You can choose to add another line item to Allocate to a different chart string before clicking Save. 

9. We can now see that the two expense lines that were selected have now been Allocated.

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

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Method 2:

1. Hover over the Expense to highlight it. Once highlighted, click into the expense line you want to Allocate.

2. In the Details tab, select Allocate.

3.  A pop-up box will appear, and you can select if you want to Allocate by Percent or Amount and then you can click Add. 

4. Follow Steps 4-7 from Method 1. 

5. Once you have added your Allocation(s). select Save Expense.

9. You can repeat this process until you have Allocated all of the expenses in your Expense Report. 

1. If you forget to Allocate an expense line, you will not be able to Submit your Expense Report. 

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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 for your favorited Allocation. 

3. Select Save.

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Choosing your Favorite Allocation

1. To use your favorite allocation, select Add from the Allocation pop-up screen.

2. Select the Favorite Allocations tab.

3. Select your desired favorite and then click Replace Allocations.

 

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Removing a Favorite Allocation

1. Click into the Favorite Allocation tab. 

2. Check the box next to the Favorite Allocation you want to remove and click View Favorite. 

3. Select the Delete Favorite button. 

4. A pop-up will appear to confirm that you want to permanently delete the Allocation, select Delete.