Overview

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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.

This Knowledge Base Article will go over the two methods to allocate a transaction to a different Chart of Accounts from the Expense Report.
 

Critical Concepts

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• 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
  
  • Directions on how to do this are located at the bottom of this KBA

Steps to Take

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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. 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 this Knowledge Base Article)

Hint: 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

Hint (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 this Knowledge Base Article)

Hint: 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

Hint (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