Concur Expense Account Codes

You will find Concur Expense Account Codes under Administration >> Expense (& Invoice) Settings >  Expense Type for Expenses >> Account Codes Tab.

You have two options when configuring your Concur Expense Account Codes. We strongly recommend using the “Mapping” option. 

Expense Account Codes: Connector Enabled Mapping Option

This will involve using a very basic numbering system in Concur (eg, if you have 30 Expense Types, using codes number 1 through 30 is a good way to do this).  The key here is like Vision to make sure that the account codes are unique.co

In Concur, your spend management system will track by deviation of the Type selected. Once the Connector pulls the approved expenses into Deltek to post, the programming will reference a mapping grid in the Blackbox Connector Configuration Info Center to determine which General Ledger Account the charge should hit, based on the Projects Charge Type, and whether the user flagged the transaction as billable or not. 


In Vision, you need to setup your Concur Account drop down to match Concur label and code:

  1. In Vision, navigate to Configuration >> General >> User Defined Components.
  2. From the application drop down, select "Blackbox Connector Configuration"
  3. Select the "Custom Grids" tab
  4. In the top grid, select the "Concur EK Account Map" 
  5. In the lower grid, select the "Concur Account Code" row and click on the ellipsis button (...)
  6. Insert the value and code of your expenses from Concur.  The value we tend to setup with the code in parenthesis so you can see the code in the label when selecting in the grid.
  7. Navigate to your GL mapping grid (Blackbox >> Blackbox Connector Configuration >> Concur Mapping Tab)
  8. Ensure the Bypass Mappings checkbox is unchecked
  9. If you are multi-company, you will need to enter a line for each company as you can have different GL accounts for each company.  If they are the same, it is easiest to enter a line, click the copy button, and then change the company.
    Note: If you do not have the company values in the company drop down yet, you can click the validate mappings button and then reload the info center by clicking on "Blackbox Connector Configuration" in the menu again.  You should then see the companies populated in the drop down.
  10. If you have different indirect accounts for promotional projects, you can enter that ledger account in the promo indirect account column.  If you leave the promo indirect account blank, it will default over to the indirect account column.  On save, the account numbers will fill in the grayed out columns for better visibility.


This is the most straightforward way to ensure you are handling Deltek’s General Ledger account type attribution and leverages Deltek’s built in capabilities.


Expense Account Codes: Alterative Mapping Option

This methodology will involve some involvement from your Concur Implementation Coach and special configuration of your Project list. Effectively you must still have a Custom Billable/NonBillable field that can track to the Allocation Level, and you must include as the top level of your Concur Project List a “Charge Type” parent item, which will segment your projects out by Regular, Overhead and Promotional Projects, followed immediately by WBS1, WBS2, and WBS3.


Handling this information in Concur means that the User will be responsible for selecting the right values - we do not recommend this methodology as the chance of erroneous entry is high and can make the overall process cumbersome on the AP staff responsible for processing expense reports.