FullSail

Understanding the Basics in Concur

In Concur, we must represent certain data points from Vision to accurately track Spend Management in a manner consistent with how we track this data in Deltek Vision. The following items must be setup in Concur Expense to accommodate a firm that uses Deltek Vision as their accounting system.

Concur Expense Account Codes

Concur attributes certain Expense Types to codes. These must be setup to be able to route to the proper GL Account in Vision as a Reimbursable, Direct, or Indirect charge using one of the following methods with the Connector. 

• Connector Enabled Mapping:  Codes are entered in a simple format and mapped using the screens created in the Blackbox Connector Configuration area in Deltek
• or
• Concur Alternative Mapping:  You must set up alternative mapping codes with your Concur Implementation Coach to accommodate for entering your actual General Ledger account codes from Vision and directing the proper Direct, Indirect, or Reimbursable account based on the Project’s Charge Type and the Billable flag for a transaction/allocation.

We strongly recommend using the Mapping Option. 

Concur Project List

Projects in Concur are stored as a “Linked List,” or a hierarchal list, where we can properly represent the Deltek Project records and the full Work Breakdown Structure Vision makes available (WBS1, WBS2, and WBS3). Charges must go to the LOWEST LEVEL of the work breakdown structure you use, so you must represent the lowest level of the work breakdown structure as it appears in Deltek in Concur’s Project List. This will be a custom list in Concur, and must be required on all Expense Entry forms and lower, including the Allocation forms. It is not necessary to require it on the Expense Header Form.

Concur Billable Flag

This must be either a Checkbox custom field or a drop field with Yes or No as the code and required on all expense entry forms down to the allocation level. It is not necessary to require it on the Expense Header Form.

Understanding the Basics in Deltek

Deltek has certain operating conditions that it helps to understand before configuring Concur Expense.

Projects in Deltek – Work Breakdown Structure

A Project in Deltek can have three levels that are hierarchical in nature. This is called the Work Breakdown Structure. While the number of levels in use and the nomenclature can vary between Deltek implementations, these are commonly referred to as:

• WBS1 – Project – The top level of a Project record
• WBS2 – Phase – The second level of a Project record, a child object to a Project (WBS1) and parent object to a Task (WBS3)
• WBS3 – Task – The third and lowest level of a Project record, a child object to the Phase (WBS2)

Projects in Deltek – Charge Types

Those in Vision fall into one of the Charge Types in Deltek – they are:

• Regular:  A Billable job project for a client
• Overhead:  Non-Billable jobs with balances that reset each fiscal year and are for internal cost tracking
• Promotional:  Non-Billable jobs that are attributable to a project and balances roll over each year

A Project’s subordinate Work Breakdown Structure levels will always be the same Charge Type as the parent “Project” record.

General Ledger Accounts

GL Accounts fall into three types in Deltek when it comes to Expenses:

• Reimbursable:  Charges will be billed to the client and reimbursed with details of the expenses
• Direct:  Charges are absorbed by the Project without detailed billing of the expense
• Indirect:  Charges to a Project that is not billable (Regular)

Which Account is used depends on two things:

• The Charge Type of the Project
• Whether the employee entering the Expense has flagged it as Billable