Concur Expense: Account Codes Setup Guide Last Revised: January 10 2017 Applies to these SAP Concur solutions: Expense Professional/Premium edition Standard edition Travel Professional/Premium edition Standard edition Invoice Professional/Premium edition Standard edition Request Professional/Premium edition Standard edition Section 1: Permissions Table of Contents Section 1: Permissions ................................................................................................1 Section 2: Overview ....................................................................................................1 Ledgers ..................................................................................................................... 1 Account Codes ........................................................................................................... 1 Examples of Accounting Structures ............................................................................... 2 Natural Account Code ................................................................................................. 2 Account Code Hierarchy .............................................................................................. 3 Levels of Account Codes .............................................................................................. 4 Ledger and Account Code Hierarchy Levels ............................................................... 4 Global Level.......................................................................................................... 5 Expenses Split Between Two or More Records ........................................................... 7 Taxability / Deductibility.............................................................................................. 7 Section 3: What the Expense User Sees ......................................................................7 Changes Made by the User or Processor ........................................................................ 8 Section 4: The Basic Process – Overview.....................................................................8 Section 5: Procedures .................................................................................................8 Step 1: Defining the Company's Ledger(s) .................................................................... 8 Step 2: Defining the Expense Account Code Hierarchy .................................................... 9 Accessing the Account Code Hierarchy for Ledger page .............................................. 9 Adding a New Segment ........................................................................................ 11 Step 3: Account Codes Procedures ............................................................................. 14 Account Codes Tab .............................................................................................. 14 Accessing the Accounting Administration Page ........................................................ 16 Adding and Editing Account Codes ......................................................................... 16 Adding a New Account Code Hierarchy Level ........................................................... 17 Section 6: Maintaining Hierarchies and Account Codes ............................................. 18 Editing a Segment .................................................................................................... 18 Deleting a Segment .................................................................................................. 19 Section 7: Maintaining Ledgers ................................................................................. 20 Concur Expense: Account Codes Setup Guide i Last Revised: January 10 2017 © 2004 - 2021 SAP Concur All rights reserved. Section 1: Permissions Revision History Date Notes / Comments / Changes January 6, 2021 Updated the copyright; added Concur to the cover page title; cover date not updated April 9, 2020 Renamed the Authorization Request check box to Request on the guide’s title page; cover date not updated December 9, 2019 Updated the copyright; no other changes; cover date not updated January 4, 2019 Updated the copyright; no other changes; cover date not updated April 4 2018 Changed the check boxes on the front cover; no other changes; cover date not updated January 3 2018 Updated the copyright; no other changes; cover date not updated January 10 2017 Added a new section, Expenses Split Between Two or More Records, to clarify use of the Account_Code_2 field in the CT_Journal table. December 14 2016 Changed copyright and cover; no other content changes. July 13 2016 The Account Code field maximum number is changed from 20 to 48 to match the extract support for 48 alphanumeric characters May 13 2016 Updated instances of he/she to they May 15 2015 Updated the screen shots to the enhanced UI; no other content changes September 24 2014 Added information about two user interfaces; no other content changes April 15 2014 Changed copyright and cover; no other content changes December 28 2012 Made rebranding and/or copyright changes; no content changes October 19 2012 Addition of Receipt Status as Report Entry-level selectable field January 20 2012 Added a note that ledgers cannot be deleted - once in use January 21 2011 Completed transition of document from classic to current interface December 31 2010 Updated the copyright and made rebranding changes; no content changes May 2010 Added information about using connected list fields in account code hierarchies January 2010 Added information about the Account Codes page in current user interface December 2009 Changed to stand-alone setup guide; no content change July 2009 Added a reference to the Taxability / Deductibility feature June 2008 Added information about the two available user interfaces: • Classic user interface • Current user interface ii Concur Expense: Account Codes Setup Guide Last Revised: January 10 2017 © 2004 - 2021 SAP Concur All rights reserved. Section 1: Permissions Concur Expense: Account Codes Setup Guide iii Last Revised: January 10 2017 © 2004 - 2021 SAP Concur All rights reserved. Section 1: Permissions Account Codes Section 1: Permissions A company administrator may or may not have the correct permissions to use this feature. The administrator may have limited permissions, for example, they can affect only certain groups and/or use only certain options (view but not create or edit). If a company administrator needs to use this feature and does not have the proper permissions, they should contact the company's Concur administrator. Also, the administrator should be aware that some of the tasks described in this guide can be completed only by Concur. In this case, the client must initiate a service request with Concur Client Support. Section 2: Overview Ledgers Account codes are part of a ledger. Before using the information in this guide, ensure that you are familiar with ledgers. For information about ledgers, refer to the Expense: Ledgers Setup Guide. Account Codes The purpose of mapping expense types to account codes is to connect Expense with the company's accounting system – the expense types are defined in Expense while the account codes are defined in the company's accounting system. The expense type/account code map is the thread that connects the two systems and ensures that the amounts coming from Expense (via extract) are applied correctly (via import) in the company's accounting system, which in turn ensures the correct posting to the company's General Ledger. In Expense, the expense type/account code mapping allows for a broad range of accounting system structures, including multiple ledgers and different account codes at different levels in the ledger's hierarchy. (The hierarchy can be based on, for example, country, organizational unit, currency, custom fields, and so on). Expense provides this flexibility while requiring a minimal amount of configuration effort. It also provides for a global set of account codes that can be used as a master set or "umbrella" set of account codes for the entire company. Information about the company card clearing account code and the cash advance clearing account code is not included in this guide. Refer to the Expense: Company Card Administrator User Guide and the Expense: Cash Advance Administrator User Guide. Concur Expense: Account Codes Setup Guide 1 Last Revised: January 10 2017 © 2004 - 2021 SAP Concur All rights reserved. Section 2: Overview Examples of Accounting Structures Generally, the relationship between ledgers and accounting systems is one ledger for each accounting system. Within one ledger, there can be multiple sets of account codes. • Example 1: Company A has two ledgers – one for its affiliate in the US and one for its affiliate in Canada. Assume that the Canadian affiliate was a recent acquisition and is still using its legacy accounting system, so it has its own ledger. Each ledger (US and Canada) has its own set of account codes. • Example 2: Company B has one ledger (with one set of account codes) because its three affiliates use the same accounting system and a shared Chart of Accounts. • Example 3: Company C, like Company A, has two affiliates with two separate accounting systems and, hence, two separate ledgers. The first affiliate has one set of account codes. The second affiliate, however, wants to track selected expenses for the Sales division separately. It defined a complete set of codes that applies to all divisions and then defined