Concur Invoice Standard Edition Administration Help

Add New Field

On the Add New Field page, you can create custom fields for the financial information you want to track. After reviewing the default fields on the SAP Concur forms for employee records, expenses, invoices, etc., you might find that some data you need to track is missing. You can add a custom field to these forms to capture that data. You can create up to twelve custom fields.

Typically, employees enter values for custom fields in their expense reports or invoices. The custom field data can be part of your accounting extract or financial posting from SAP Concur to your accounting system. When you add a custom field, by default, it is added to all forms as Optional. You can adjust the visibility, as desired, on the Manage Visibitlity page. This flexibility allows you to show a custom field on some fields and hide on others. For example, you can configure a custom field to appear on invoice forms, but not on expense forms.

The custom fields you create appear on all of the following forms by default:

Expense:

  • Expense Information page in Profile Settings

  • Expense report header

  • Expense entry page

  • Expense entry allocation page

Invoice:

  • Invoice Information page in Profile Settings

  • Invoice header

  • Invoice line item

Request:

  • Requestion Information page in Profile Settings

  • Request header

  • Request allocation page

When an employee creates a new expense report or invoice, custom field values copy down from the employee form into the expense report or invoice. This copy down process occurs each time an employee creates a new expense report or invoice.

Similarly, the value from the report or invoice copies down to new expenses or invoice line items. A further level of copy down occurs when expenses or invoice line items are allocated. The copied down values can be changed by the employee unless set the field to read-only.

Examples:

  • You want to assign a cost center to each employee so that their expenses can be tracked against that cost center. To do so, you would create a Cost Center custom field, and make it Read-Only on the expense forms. This ensures the data is included on the form for tracking purposes, but cannot be changed by the employee.

  • You want to track whether expenses are billable and which project they relate to. On the Add New Field page, click Checkbox. In the Field Name field, select Is Billable?, then click the Add button.
  • You want to track your expenses by department. On the Add New Field page, click List. In the Field Name field, type Department, then click Add. On the Add New Field confirmation page, click Add List Items to access the Edit List page to enter your departments.

Add New Field

The Add New Field page allows you to add the following field types:

  • List

  • Multi-Level List (refer to the Add Multi-Level Lists section in this topic)

  • Free-form Text

  • Checkbox

You can create up to 12 custom fields, which can be created by typing in a custom field name or choosing from a list of suggestions. When creating fields, it is a best practice to plan what fields you need before creating the them. Please consider the following:

  • How many fields do you need?

  • What field types are best for each field?

    • Lists are more consistent and reportable, but you need to maintain them.

    • Free-form text fields are useful if there are many values that change often.

  • What labels or names best indicate the field's purpose?

    • Field names or labels should be as clear as possible to provide proper guidance to employees on what to enter.

  • What values do you need to populate list fields?

  • What order do you want each list field's values to display?

  • Do you need a multi-level list (composed of two or more levels) to ensure employee's select a value in the parent list before they can select a value in a sub-level or child list?

To add a list field:

  1. On the Custom Fields page, click Add a Custom Field to open the Add New Field page.

  2. Click List.

  3. In the What would you like to name your list section section, in the Field Name list, select or type in a field name to use as a label when the field is displayed.

  4. Click Add. A message confirms the addition of the new field.

  5. You can now choose to add list values to the field, add another custom field, or return to the Custom Fields page.

  6. If you choose to add another new field, an on-page message appears noting how many available custom fields you have remaining.

  7. If you are ready to configure the field, return to the Custom Fields page where you will see the new field.

To add a free-form text field:

  1. On the Add New Field page, click Free-form Text.

  2. In the What would you like to name your text field section, type in the name of the custom field or select a field name from the list.

  3. Click Add. A message confirms the addition of the new text field.

  4. You can now choose to add another custom field or return to the Custom Fields page.

To add a check box field:

  1. On the Add New Field page, click Checkbox.

  2. In the What would you like to name your checkbox section, type in the name of the custom field or select a field name from the list.

  3. Click Add. A message confirms the addition of the new text field.

  4. You can now choose to add another custom field or return to the Custom Fields page.

Add Multi-Level Lists

A multi-level list is a set of up to five list fields that depend on each other. The list item selected in the first list field determines which items are available in the second list field, and so on. Multi-level lists are configured on the Edit List page. Multi-level lists appear in a single row on the Custom Fields page.

Example

You want your employees to enter region and department information for their expenses. You need the available departments to vary based on the region the users select. On the Add New Field page, you will create a multi-level list with Region as the first or parent list and Department as a child list or sub-level list. Click Add to link the lists in multi-level, hierarchy form. The fields will display on forms with the Region field displaying first, and the Department field displaying next. When creating expense reports, users will not be able to select from the Department list without first selecting from the Region list.

To add a multi-level list field:

  1. On the Add New Field page, click Multi-Level List.

  2. Click Add.

  3. In the Using Multi-Level Lists section, read the on-page information and view the multi-level list diagram.

  4. Click Next.

  5. In the 1. Field Name field, type or select a field label for the list

  6. In the 2. Field Name field, type or select a field label for the sub-level list.

  7. Click the Add another level icon, if you need to add more list levels. You can add up to five list levels.

  8. Click Remove to remove a list level.

  9. Once you have created the structure, click Add.

  10. Click Add list items to add list selections for the new fields. The Edit List page appears. The new multi-level list fields appear on the Custom Fields page in a single row.

Move Fields

After you create the custom fields you need, you can change the order in which they display on the Custom Fields page by switching to Advanced View.

To move fields:

  1. On the Custom Fields page, click Switch to Advanced View.

  2. To reposition a field in the list, click on the up and down arrows in the row for the field you want to move.

Delete Fields

If you elect to delete a field, be aware that the data that field contains will be irreversibly deleted and cannot be recovered.

To delete fields:

  1. On the Custom Fields page, click Delete in the row for the field you want to delete.

  2. Select the check box to acknowledge that you understand that deleting the field will irreversibly delete all of the data associated with that field.

  3. Click Permanently Delete to remove the field.