Concur Expense: Forms and Fields Setup Guide

Concur Expense: Forms

and Fields

Setup Guide

Last Revised: August 23, 2024

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

   
Concur Expense: Forms and Fields Setup Guide  i 
Last Revised: August 23, 2024 
© 2004 - 2024 SAP Concur All rights reserved. 
Table of Contents 
Section 1:  Permissions ................................................................................................ 1 
Section 2:  Overview .................................................................................................... 1 
Terminology – Data Types and Control Types ................................................................ 1 
Fields Overview .......................................................................................................... 4 
Field Configuration Information ............................................................................... 5 
Form Fields Overview ................................................................................................. 8 
Forms Overview ......................................................................................................... 9 
Employee Form ..................................................................................................... 9 
Expense Report Header Forms ................................................................................ 9 
Expense Entry Forms ............................................................................................. 9 
Expense Detail View ............................................................................................ 11 
Expense Attendee Forms ...................................................................................... 12 
Attendee Detail View ........................................................................................... 12 
Cash Advance Form ............................................................................................. 15 
Expense Car Forms.............................................................................................. 15 
Expense Allocation Forms ..................................................................................... 16 
Tax Form ........................................................................................................... 16 
Form Configuration Considerations ............................................................................. 18 
Connected List Overview ........................................................................................... 18 
Conditional Fields Overview ....................................................................................... 18 
Business Purpose / Client Benefit .......................................................................... 19 
End User Experience ............................................................................................ 19 
Restrictions and Considerations ............................................................................. 20 
Validations Overview ................................................................................................ 21 
Section 3:  Configuration Overview ............................................................................ 21 
Forms, Fields, Lists, and Validations Configuration Process ............................................ 21 
Section 4:  Configuration – Accessing the Forms and Fields Page .............................. 22 
Section 5:  Configuration – Forms and Fields ............................................................. 23 
Selecting a Form Type .............................................................................................. 23 
Allocations and Attendees Fields............................................................................ 24 
Working with Fields .................................................................................................. 24 
Accessing the Fields Tab ...................................................................................... 24 
Modifying Fields .................................................................................................. 25 
Changing Columns .............................................................................................. 32 
Working with Form Fields .......................................................................................... 33 
Accessing the Form Fields Tab .............................................................................. 33 
Modifying Form Fields .......................................................................................... 34 
Adding Form Fields .............................................................................................. 37 
Removing Form Fields .......................................................................................... 38 
Previewing a Form ............................................................................................... 38 

 
ii  Concur Expense: Forms and Fields Setup Guide 
  Last Revised: August 23, 2024 
  © 2004 - 2024 SAP Concur All rights reserved. 
Working with Custom Fields for Air Comparison Fare .................................................... 40 
Working with Custom Fields for Credit Card VAT data ................................................... 44 
Working with Forms .................................................................................................. 44 
Accessing the Forms Tab ...................................................................................... 44 
Viewing Fields on a Form ...................................................................................... 45 
Modifying Form Settings ....................................................................................... 45 
Adding Fields to a Form ....................................................................................... 47 
Filter Expense Entry Forms by Policy...................................................................... 48 
Copying a Form .................................................................................................. 49 
Deleting a Form .................................................................................................. 49 
Previewing a Form ............................................................................................... 49 
Section 6:  Configuration – Connected Lists ............................................................... 51 
Accessing the Connected Lists Tab ............................................................................. 51 
Adding a New Connected List Definition ...................................................................... 51 
Step 1: Select a List ............................................................................................ 52 
Step 2: Select Fields ............................................................................................ 54 
Step 3: Configure User Interface ........................................................................... 55 
Step 4: Preview .................................................................................................. 57 
Step 5: Assign to Forms ....................................................................................... 57 
Modifying a Connected List Definition .......................................................................... 58 
Using an Expense Type as the First Field in a Connected List ......................................... 58 
Section 7:  Configuration – Conditional Fields ............................................................ 61 
Getting Ready .......................................................................................................... 61 
Accessing the Conditional Fields Tab ........................................................................... 61 
Adding Conditional Fields .......................................................................................... 62 
Modifying Conditional Fields ....................................................................................... 63 
Removing Conditional Fields ................................................................................. 63 
Section 8:  Appendix – Special Situations/Forms/Fields ............................................ 63 
Air Comparison Amount ............................................................................................ 63 
Authorization Request/Travel Requests ....................................................................... 63 
Travel Diary............................................................................................................. 64 
Travel Reservation Reason Code ................................................................................ 64 
Fields: Special Conditions for Selected Fields ............................................................... 64 
Approval Status and Request Key .......................................................................... 64 
Amount Due Employee......................................................................................... 64 
Report Number ................................................................................................... 64 
Report Key ......................................................................................................... 65 
 

Concur Expense: Forms and Fields Setup Guide iii

Last Revised: August 23, 2024

Revision History

Date

Notes / Comments / Changes

August 23, 2024

Included a new heading Authorization Request/Travel Requests in Section 8:

Appendix – Special Situation/Forms/Fields

November 16, 2023

In the Fields – Overview > Data Types and Control Types section, moved the

following information from the List row to the Text row:

Launch URL (Single-line), Launch URL (Multi-line)

NOTE: The Launch URL control type is only used with the Launch

External URL callout from Concur Connect.

 Refer to http://developer.concur.com for more

information.

This information applies to the Text data type, not the List data type.

June 9, 2023

Added a note to Section 4: Configurations: Accessing the Forms and Fields Page

April 12, 2023

Added note to Expense Entry Forms topic on Lodging expense type

August 31, 2022

Removed information about existing UI

January 21, 2022

Updated the copyright year; no other changes; cover date not updated

September 18, 2021

Added a new section, Working with Custom Fields for Credit Card VAT data.

April 17, 2021

Updated the NextGen UI screenshot in the Terminology section of Section 3:

Overview to display the Report Number field.

Updated the Expense Report Header Forms section to include a Report Header

from NextGen UI example that displays the Report Number field.

Updated the NextGen UI screenshot in the What User Sees section of the

Conditional Fields Overview section to display the Report Number field.

Added a Report Number section to the Fields: Special Conditions for Selected

Fields section.

March 20, 2021

Added Working with Custom Fields for Air Comparison Fare section to Section 6:

Configuration – Forms and Fields.

Added the Airfare Comparison Amount and Travel Reservation Reason Code

sections to Section 9: Appendix – Special Situations/Forms/Fields.

February 22, 2021

Added a new section, Attendee Detail View Configuration Restrictions, in the

Modifying Fields section.

January 29, 2021

Updated the List Fields section with information about the maximum size for a

simple list with dropdown in the existing UI and the NextGen UI.

January 7, 2021

Updated the copyright; no other changes; cover date not updated

December 5, 2020

In the Accessing the Connected Lists Tab section, added Expense Attendee form

types to the note.

July 1, 2020

Updated information about the existing UI and NextGen UI; made modifications

throughout; cover revision date updated

iv Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

Date

Notes / Comments / Changes

June 8, 2020

Changed “Authorization Request” to “Concur Request” in Request guide

references to align with Concur Request product branding.

April 9, 2020

Renamed the Authorization Request check box to Request on the guide’s title

page; cover date not updated

January 2, 2020

Updated the copyright; no other changes; cover date not updated

December 13, 2019

Added a note that field validations are not supported for the Expense Amount

field.

November 8, 2019

Added a note about the Report Key field

January 4, 2019

Updated the copyright; no other changes; cover date not updated

December 6, 2018

Added information about the existing UI and NextGen UI; cover revision date

updated

October 12, 2018

Added an "IMPORTANT" note to the Definition column of the Field Default Value

term in the Terminology section.

September 26, 2018

Made the following updates to the Default Value Type section:

• Updated the copy down information

• Updated the caution note about copying down values in connected lists

August 9, 2018

Added a note regarding fields stating that "Fields that collect point-in-time data

such as the Comments field will fulfill required field configuration when any

comment has been entered by any person in the workflow. It is not possible to

evaluate for individual steps."

June 20, 2018

Added information about the Max Length (chars) and Default Max Length

fields to the Configuration – Forms and Fields > Working with Fields > Modifying

Fields section.

June 13, 2018

Changed copy-down to copydown; no other changes; cover date not updated

May 7, 2018

Add a caution note about copying down values in connected lists to the Default

Value Type section.

April 4, 2018

Made the following updates:

• Changed the check boxes on the front cover

• Added a note to the Configuration – Forms and Fields > Working with Form

Fields > Removing Form Fields section

February 27, 2018

Added the following note:

Best practice is to not allow personal, sensitive, or uniquely identifying

information in custom fields.

January 5, 2018

Updated the copyright; no other changes; cover date not updated

August 31 2017

Added a note to the description of the Field Name about not using HTML.

April 12 2017

Added a note to the Appendix about not adding the Amount Due Employee field

to the Report Header form.

March 18 2017

Added the Request Header Form > Fields: Request Key, Approval Status

section.

Concur Expense: Forms and Fields Setup Guide v

Last Revised: August 23, 2024

Date

Notes / Comments / Changes

December 14 2016

Changed copyright and cover; no other content changes.

November 28 2016

Added notes about data types: date, edit, multi-line edit, and drop-down

May 13 2016

Updated instances of he/she to they.

June 12 2015

Updated the screen shots to the enhanced UI; updated the Conditional Fields

information.

November 10 2014

Added a note in the appendix about the Travel Diary

Clarified that only custom fields can be used for conditional fields

Added a note about Boolean and conditional fields

September 24 2014

Added information about two user interfaces; no other content changes.

August 22 2014

Added information about conditional fields

March 12 2014

Adding a note about the maximum number of characters for tool tips is 256

February 7 2014

Added information about the previewing a form

January 17 2014

Added:

• Cash Advance form type

• Add fields from the Form Fields tab

• Filter Expense Entry forms by policy

December 13 2013

The Central Reconciliation Processor role is added as a role under Access Rights,

available when configuring a field-level permission for roles

April 3 3012

Removed all references to the legacy Authorization Request feature in Concur

Expense

Changed any references to Concur's Travel Request service to Request, Concur

Request, or Authorization Request, depending on the situation

No other content changes

December 28 2012

Made rebranding and/or copyright changes; no content changes

Older revision history has been removed.

Section 1: Permissions

Concur Expense: Forms and Fields Setup Guide 1

Last Revised: August 23, 2024

Forms and Fields

NOTE: Multiple SAP Concur product versions and UI themes are available, so this

content might contain images or procedures that do not precisely match your

implementation. For example, when SAP Fiori UI themes are implemented, home

page navigation is consolidated under the SAP Concur Home menu.

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 SAP Concur administrator.

Also, the administrator should be aware that some of the tasks described in this

guide can be completed only by SAP. In this case, the client must initiate a service

request with support.

Section 2: Overview

Terminology – Data Types and Control Types

The example below represents how the expense forms are displayed within Concur

Expense.

Section 2: Overview

2 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

The following terms are used within this feature.

Term

Definition

Form

A form is a configurable page that appears to users for data entry. A form

contains a set of fields, each used to display or enter one data item. The

administrator can add, remove, or re-sequence fields to make a custom

form.

Form Type

A form type is a specific type of form, such as report, employee, expense

entry, allocation, or attendee that serves a specific function in the

application. For example, the report form type is the basic report form

design or template, which may include the report name and any fields that

hold report form data. There are multiple forms associated with most form

types. For example, the expense entry form type may include individual

forms for airfare, business meals, and car rentals.

Field

A field is used to display or enter a single data item in a form. Each field

has properties such as control type, width, maximum characters, and so

on. There are three types of fields that can be used in any given form,

including:

• System Required: These fields must appear on every form because

they are required by Concur Expense.

• Concur Defined: These fields are created by SAP, based on common

client usage; you can include them on a form, if you so choose.

• Custom: These fields are uniquely created by the administrator for use

on any form as required, optional, or hidden.

NOTE: Best practice is to not allow personal, sensitive, or uniquely

identifying information in custom fields.

NOTE: Fields that collect point-in-time data such as the Comments field

will fulfill required field configuration when any comment has been

entered by any person in the workflow. It is not possible to evaluate for

individual steps.

Form Field

Once you have placed a field on a specific form, it becomes a form field.

Each form field can have distinct properties that apply to the field only in

that specific form, even if it is included on other forms. Edits to the field

properties apply only to the specific form. For example, if the form field

width is changed, it is changed only for that form, not for any other form

where that field occurs.

Data Type

A field can be any one of the data types listed in the following table. These

data types are related to the database column that holds the field value;

therefore, only custom fields can have configurable data types. Once you

have established a data type for a field, the same data type is set for every

form in which you have used the field.

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 3

Last Revised: August 23, 2024

Term

Definition

Field Default

Value

Options for the information that should automatically appear within a

specified field for an employee.

• Copy Down: Copydown allows the information entered into a field by an

employee to be automatically entered into duplicate fields on other

pages. This option takes precedence over other methods of pre-

populating fields such as the Exchange Rates feature.

If you select this option, you must also select the copydown source.

This tells Concur Expense which form type to use for the duplicate

field. For example, if you want to copy down the Country Code, the

copydown source will be Employee. Therefore, Concur Expense will

look to the Country Code field on the employee form type and

duplicate the entered information automatically.

 Concur Expense can be configured to copy down allocation

information from Concur Request. For more information, refer to

Concur Request: Allocations Setup Guide.

IMPORTANT: By design, conditional field settings may override the copy

down and required nature of field settings. Since conditional fields either

show or hide values based on the conditions set, the user may not be

unable to input a value for conditional fields in the user interface. Concur

Expense has no way of assuming the value remains copied down and does

not assign a value to the field upon saving their report details. Therefore,

there is a possibility that client extracts could still have a null or empty

value for a field that has been configured to copy down and is required.

From a configuration perspective, the client must make a choice whether

they want to always capture the value for this field, which means it should

not be a conditional field.

Alternatively, if the client has copy down values configured for fields also

set as conditional fields, they also have the option to modify their financial

extracts to only consider the field values from the original source. For

example, a client has required fields A and B listed in their employee form.

The values populating in fields A and B will then be copying down onto the

Report Header and Entry forms. At the Report Entry level, the client also

has conditional fields setup for the same fields A and B where if field A

shows a particular value, then field B will be hidden. This in turn on the

client's extract is showing a null value for field B in the Report Entry

details. In this case, clients can then configure their internal system to only

calculate field B values from either the Employee or the Report Header

level where no conditional fields have been configured.

Constant: Allows you to enter a default value that will always be entered

for the employee when that selected field appears.

Connected

List

Multiple-level lists contain a hierarchical collection of items. The data in the

list generally populates two or more associated fields. Both the data and

the associated fields are defined in terms of levels with parent/child

relationships (much like an organizational chart).

The purpose is that the choice a user makes in one field limits the choices

the user can make in the other associated fields. For example, assume the

company has a connected list that populates three fields: Region, Division,

and Department. When a user selects a region (level 1), then the user can

select a division (level 2), but the user's choices are limited to the divisions

associated with that region. Then, the user can select a department (level

3) – again the user's choices are limited to the departments associated

with that division

Section 2: Overview

4 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

Term

Definition

Conditional

Fields

With conditional fields, like connected lists, the first field drives the second

field, etc. Unlike connected lists, with conditional fields, the second and

subsequent field appears based on the user's choice in the first field.

Example of conditional fields: Assume that a check box (custom field with

the label of Are these expenses client related?) appears on the expense

report header. If the user checks the box (indicating "Yes"), then a second

field – a list – appears. The user selects the appropriate client's name from

the list. If the user does not select the Are these expenses client

related? check box, the second field does not appear.

NOTE: Only custom fields can be used for conditional fields.

NOTE: Best practice is to not allow personal, sensitive, or uniquely

identifying information in custom fields.

Each data type has a list of allowable control types that you can use to configure the

fields, as displayed in the table below. The field data type determines the list of

control types that appear for selection.

Field Data Type

Allowable Control Types

Any (Custom)

Edit, Multi-line Edit, Integer, Amount, Check Box, Edit (w/ Date Helper),

Edit (w/ List Helper), and Drop-down List

Key

Neither visible nor selectable by the administrator; these are used by the

system for foreign key columns

Text

Edit and Multi-line Edit

Integer

Edit

Amount

Edit

Boolean

Check Box and Boolean Drop-down List

Date

Edit (w/ Date Helper)

List

Edit (w/ List Helper) and Drop-down List

Connected List

Edit (w/ Connected List Helper)

Numeric

Edit

Fields Overview

These are the field types used to create expense reports:

• Expense Allocation Fields: Used on the expense allocation forms. These

fields are presented to the employee when adding or editing expenses, when

allocations are allowed or required.

20 Custom fields are available as Allocation fields.

• Expense Attendee Fields: Use on the attendee forms. These fields are

presented to the employee when adding or editing attendees, when attendees

are allowed or required.

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 5

Last Revised: August 23, 2024

• Expense Entry Fields: Used by the expense entry forms. Each expense

entry, or expense type, may contain fields that the employee must complete.

40 Custom and 6 Org Unit fields are available as Entry fields.

• Expense Report Header Fields: Used by the expense report header form.

These fields are displayed to the employee as the first step toward creating

an expense report (such as Project Code, Report Name, or Purpose).

20 Custom and 6 Org Unit fields are available as Report Header fields.

These fields are used outside the expense report to gather additional data on

expenses:

• Expense Car Fields: Used by the car registration forms presented in Profile

and to the user administrator in User Administration. These fields are used to

gather additional data about company or personal cars that will be used in

mileage entries.

These fields are used in User Administration to gather employee data:

• Employee Fields: Used by the Expense and Invoice Settings section of

the User Details page. These fields are displayed to the administrator as part

of the user creation process.

20 Custom and 6 Org Unit fields are available as Employee fields.

Field Configuration Information

Since the system uses the fields in forms, you must complete the configuration

options for fields before you configure the forms. Below are some considerations that

you should consider as you decide on fields:

• While the data type is configurable for custom fields, you cannot change the

configuration option once you have used the field on a form.

• Best practice is to not allow personal, sensitive, or uniquely identifying

information in custom fields.

• You can use a field on multiple forms. If a field is be used on multiple forms,

the purpose of the field should be consistent across all forms that utilize the

field.

 There is no system control to enforce this implementation

recommendation.

 If a field serves multiple purposes, extracting data for business

intelligence or integration would get cumbersome and complicated.

• A field that serves the same purpose on two forms could be assigned a

different label in each form, for example:

A multinational company has a common General Ledger (GL); however, the

US employees refer to an 8-digit section of the GL as the Org Unit, while the

UK employees refer to the same section of the GL as the Cost Centre.

 Form A – Custom 1 = Organizational Unit

Section 2: Overview

6 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

 Form B – Custom 1 = Cost Centre

You configure this label change when you add the field to the form.

• When you use a field on more than one form, it can have different Field

Access properties on each form.

If a particular field should be read-only on one form but modifiable in other

cases, this is possible. This is a possible scenario when groups in an

implementation have slightly different requirements. For example, perhaps

one group needs to cross charge expenses and another group does not. On

one form, the applicable fields for cross charging could be modifiable and on

the other, they could be read-only.

• When a field is added to a form, it has the default attributes. If the

administrator changes the default attributes on the Fields tab after a field

has been added to a form, the form field may or may not be updated (refer to

Form Fields Overview for details). For this reason, field configuration should

be completed before fields are added to forms. Any changes to fields that are

already assigned to forms can be performed on the Form Fields tab. Forms

and fields can be modified individually or in groups.

• When considering "edit" vs "multi-line edit" – be aware that:

 For multi-line edit, users can type more than the maximum amount of

characters in the field. Once they click outside the field, a red message

appears, telling them they have exceeded the maximum.

 For edit, users are stopped in the field when they reach the maximum

number of characters.

• The Date data type cannot be used with a "constant" value.

LIST FIELDS

All list fields with the search helper support wildcard (*) searches.

List fields will display as follows:

 If a field is configured as a simple list with helper, the field displays with a

helper that allows the user to search either by the list item text or code:

NOTE: Be aware that with simple list with helper, the user can choose to

search by text, code, or both. With the simple list with dropdown,

the user cannot choose; the search is by text only.

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 7

Last Revised: August 23, 2024

 If a field is configured as a simple list with dropdown, the field displays a

maximum number of items in the dropdown. If the size is greater than the

maximum number, the field displays as a text field with a search helper.

The maximum number is 99.

This sample shows the UI when the size is less than the maximum

number:

This sample shows the UI when the size is greater than the maximum

number:

NOTE: Be aware that with simple list with helper, the user can choose to

search by text, code, or both. With the simple list with dropdown,

the user cannot choose; the search is by text only.

 If a field is defined as a connected list, it will display a maximum of 500

items in the connected list dropdown, and it will allow the user to search

either by the list item text or code:

When the search results contain less than 500 items, any search

refinement will be done within the browser, preventing any database

access delay.

Example: Assume that the user is searching for Seattle. The user types in

SE and the result set returned by the system is less than 500. The user

adds A to search for SEA, and the previous result set is further refined,

instead of contacting the system for a new result set.

• The Most Recently Used list functionality can be enabled or disabled using a

site setting. The site setting is called TOP_VALUE_ON_MRU. Setting this value

to 0 disables the Most Recently Used functionality.

• If you are creating a field with a Data Type of Connected List, then you must

take the following cautions:

Section 2: Overview

8 Concur Expense: Forms and Fields Setup Guide

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 Connected lists - by definition - represent the association between two or

more fields, so you must configure at least two fields to be associated

connected list fields. Otherwise, the employee will receive errors when

trying to use that field.

 If a connected list field is on a form, then at least one other associated

connected list field must also be on that same form or a related form for

copydown.

 If you define a field as a connected list field, you cannot mark any

connected list fields below it as read-only.

 For detailed information about configuring connected lists, refer to the

Shared: List Management Setup Guide.

Form Fields Overview

The Form Fields tab is used to configure fields after they have been assigned to

forms. Note the following about form fields:

• A change made on the Form Fields tab affects only the selected field (or

fields) on that form. The change does not affect the default field nor any field

on another form.

• A change made on the Fields tab after a field has been added to a form may

or not affect the form field.

 If the administrator has edited the form field, a change made to the

default field (on the Fields tab) does not affect the form field.

 If the administrator has not edited the form field – is it still the same as

the default field (on the Fields tab) – then a change made on the Fields

tab will affect the form field.

• In order to reapply the default field settings, the administrator can remove

the field from the form (using the Forms tab) and then re-add it.

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 9

Last Revised: August 23, 2024

Forms Overview

Concur Expense provides several default forms for use by Concur Expense. They are:

Employee Form

This form is used in User Administration to enter user details.

Expense Report Header Forms

This form is used to enter information about the expense report and may include the

report name and date fields.

Note the following about this form type – Each policy can have a version of a report

form or can share a common form.

Expense Entry Forms

This form is used to enter a single expense entry into an expense report.

Section 2: Overview

10 Concur Expense: Forms and Fields Setup Guide

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This sample shows the existing UI:

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 11

Last Revised: August 23, 2024

NOTE: Every policy contains specified expense entries, and each expense entry uses

an individual entry form with fields that are specific to that expense type. For

example, the Airfare expense type would include the Ticket number, while the

Breakfast expense type would not.

NOTE: Hotel Check In and Check Out Date fields are supported only for the Lodging

expense type.

This form type can also display connected lists whose first field is an expense type.

By doing this, the expense type selection drives the connected list that displays, and

the connected list in turn drives what selections can be made.

 Refer to the Shared: List Management Setup Guide and Step 2 of Adding a

New Connected List Definition in this document for more information

Expense Detail View

This form is used to set the columns displayed in the Expenses section when the

user selects View > Detail on the Expense Report page.

Note the following about this form type:

• The Detail menu link will appear only if the form has been configured.

• Concur Expense users will see the List view by default.

• Concur Expense approvers will see the Detail view by default, if it is

available.

• The Detail View columns will occupy a maximum of 75% of the screen when

selected. If the Available Expenses pane is open, the Detail View will

occupy a maximum of 50% of the screen. If the configured columns cannot fit

Section 2: Overview

12 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

in the space, a scrollbar will appear at the bottom of the Detail section to

provide access to the rest of the columns.

• When the Detail View is selected, the View Receipts in Current Window

functionality is not available.

• If the Vendor Description field is added to the view, the system will look for

values there first, and if it does not find a value, it will check the Vendor List

field and display any value found there. Alternately, if the Vendor List field is

added to the view, the system will look for values there first, and if it does

not find a value, it will check the Vendor Description field and display any

value found there.

Expense Attendee Forms

Attendees forms are used for several tasks, including creating new attendees and

searching for existing attendees.

NOTE: There may be a pre-configured default form for an industry type, such as

using the Health Care Professional (HCP) form for pharmaceutical companies.

The New Expense tab with attendee form, in the figure below, including the

Business Meals expense type requiring that attendees be filled out:

 Refer to the Concur Expense: Attendees Setup Guide for more information.

Attendee Detail View

There are several places in Concur Expense where attendee information is presented

in tables.

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 13

Last Revised: August 23, 2024

Section 2: Overview

14 Concur Expense: Forms and Fields Setup Guide

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By default, the information that the user sees in these tables includes the attendee

name, type, company, and title. The administrator can customize this information.

The administrator can:

• Remove any of the following:

 Existing information (cannot remove Attendee Type)

• Add any of the following:

 First Name

 Last Name

 Custom 1-20

 Total Amount Previous Year

 Total Amount YTD

 Attendee Count

 Refer to the Concur Expense: Attendees Setup Guide for detailed information.

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 15

Last Revised: August 23, 2024

Cash Advance Form

This form is used by the end user or Cash Advance administrator to create a cash

advance.

Expense Car Forms

This form is used by the employee and the user administrator (with restrictions) to

enter the company or personal car that mileage expenses will be claimed on.

Note the following about this form type:

• This form has only one setting, Form Name.

• There are four fields that are required on all car forms. These fields can be

relabeled:

 Initial Distance (see Note below)

 Vehicle ID

Section 2: Overview

16 Concur Expense: Forms and Fields Setup Guide

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 Criteria

 Preferred Car

• The Employee Administrator may access this form to manage a user's car

configuration, meaning restrictions can be applied to field-level Access Rights

options to allow or restrict access to this user type.

NOTE: The default state of the Employee Administrator's Access Rights for the

Initial Distance field is Modify - this allows the admin to correct errors made

by a user without need to contact SAP to perform this task.

Expense Allocation Forms

This form is used to enter allocation information.

 Refer to the Concur Expense: Allocations Setup Guide for more information.

Tax Form

This "form" is a way to add tax-related fields to the New Expense tab that display

based on the expense type, the country, and the Tax Authority rules, Tax & Reclaim

Group, and Employee Related Configurations set up using the Tax Administration

tool. For the user, it simply means that a tax Custom field will display into which they

enter data that will affect any related tax credits or debits.

Example

For example, assume the rental of a car for less than 10 days in the UK means there

is not tax on the rental, then that information would need to be specified when the

report is created, and the expense type Car Rental chosen. Using the Tax form in

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 17

Last Revised: August 23, 2024

combination with tax criteria and the Forms and Fields tool, a tax Custom field is

renamed to Number of Rental Days and displays only when:

• The Car Rental expense type is chosen

• The location is within the UK, for example, London

• The user is working under the policy this form is associated with

Under these conditions, the field displays, and the user enters the required tax

information.

NOTE: This "form" lets the administrator add a tax Custom field that displays when

conditions are met and allows tax-specific data to be entered.

Section 2: Overview

18 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

 Refer to Concur Expense: Value Added Tax (VAT) / Tax Administration Setup

Guide for more information.

Form Configuration Considerations

Below are the key facts to consider when planning a strategy for deploying all

expense-related forms:

• There is no physical limitation on how many forms you can deploy in the

implementation.

• You assign the expense-related forms to policies, not to groups.

• Each expense type has an expense entry form assigned.

• A single expense entry form can be assigned to one or more expense types.

• Every policy has one assigned report header form.

• A single report header form can be assigned to one or more policies.

Below are the key facts to consider when planning a strategy for deploying employee

forms:

• There is no physical limitation on how many employee forms you can deploy

in the implementation.

• You assign employee forms to groups, not policies.

• You assign one employee form to each hierarchical group, which can be used

further down the hierarchy.

Connected List Overview

The Connected Lists tab is used to add new connected list definitions and modify

existing connected list definitions. The administrator can set connected list definition

fields, configure list user interface, and assign the connected list to forms.

NOTE: Connected lists are also known as Multiple Level Lists.

 Refer to the Shared: List Management Setup Guide for more information.

Conditional Fields Overview

Conditional fields are available for report header fields and expense entry fields.

Example of conditional fields: Assume that a check box (custom field with the label

of Are these expenses client related?) appears on the expense report header. If

the user checks the box (indicating "Yes"), then a second field – a list – appears. The

user selects the appropriate client's name from the list. If the user does not select

the Are these expenses client related? check box, the second field does not

appear.

Section 2: Overview

Concur Expense: Forms and Fields Setup Guide 19

Last Revised: August 23, 2024

NOTE: Only custom fields can be used for conditional fields.

NOTE: Best practice is to not allow personal, sensitive, or uniquely identifying

information in custom fields.

Business Purpose / Client Benefit

This feature allows clients to design cleaner, dynamic, easy-to-follow forms. This

feature can be used to reduce unused fields (and clutter) on expense entries and

expense reports.

Though a similar outcome can be accomplished with audit rules, those rules are

generally triggered when the user saves the report or entry. The user then returns to

the report or entry and completes the appropriate field(s). With conditional fields,

the user completes the appropriate fields immediately.

End User Experience

The admin had added the Are these expenses client related? check box to the

report header.

If the user selects the check box, the Client Name field appears.

The user chooses the appropriate client name from the Client Name list.

Section 2: Overview

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For this company, if the user selects Baily International, a third field appears, from

which the user selects the appropriate project.

Restrictions and Considerations

Currently, conditional fields:

• Can be used only for these form types:

 Expense report header

 Expense entry

• Cannot be used with connected lists

• Are custom fields

Note the following:

• The administrator can configure the conditional field search to use the item

name or the item code. This allows the administrator to create a condition

that evaluates the list item code, which does not change during localization.

• The source field will evaluate even if it is hidden (that is, it is hidden but is

populated by copydown).

• The target field will honor the visibility defined for the role (that is, a field

defined as hidden for an approver will remain hidden from the approver).

• A once-visible field can become hidden due to conditional logic. For example,

the user selects the check box, the second field (text box) appears, and the

user enters the appropriate text. Later, the user clears the check box,

resulting in the second field now being hidden. In this case, SAP will reset the

second field to its original state, for example:

 We will clear the value typed on the second field.

 If the field was originally populated with a copydown value, we will

populate the field with that value.

• Using the same sample as above, if a required field becomes hidden due to

conditional logic, it will no longer be required.

• If the field is a Boolean field and if the default value set on the form is

Yes/True, then the value that is perceived by the system on initial draw of the

form is blank/null even if the field shows as checked on the form. The

conditional logic may need to be written from the opposite point of view to

take this situation into account – if value is unchecked, then hide field rather

than if value is checked then show field for example.

Section 3: Configuration Overview

Concur Expense: Forms and Fields Setup Guide 21

Last Revised: August 23, 2024

Validations Overview

The Validations tab enables the administrator to add custom field-level validations

to the system. You can use validations to validate the data an employee inputs into

the system while completing fields (such as phone number).

Several standard validations are loaded with SAP. System field validations are not

visible to anyone, as they primarily validate data types. Use the Validations tab to

create validations that work in conjunction with these standard validations.

 Refer to the Shared: Validations Setup Guide for more information.

Section 3: Configuration Overview

Forms, Fields, Lists, and Validations Configuration Process

You use the Forms and Fields and List Management pages to perform the

following tasks, typically in the order shown.

1. On the Forms and Fields page:

 Set the field default settings.

 Create and configure each of the expense forms that are to be used within

the company.

 Add all required fields to your required forms.

2. On the List Management page:

 Identify and create the lists needed for the expense forms.

3. On the Forms and Fields page:

 Add or modify any of the field properties to fit the forms. For example,

you may wish to substitute a list for a text box; substitute a text box for a

connected list; or change the maximum number of characters allowed in a

field.

 Add or create validations. In order to perform this task successfully, the

administrator must first identify the fields that need validation. An

example of a field that requires validation would be the employee's phone

number. A validation routine can verify that the value entered is in the

proper format, three digits followed by a hyphen, three digits followed by

a hyphen, and then four digits (xxx-xxx-xxxx).

 Refer to the Shared: Validations Setup Guide for more information.

The above process is only a subset of the total configuration process.

Section 4: Configuration – Accessing the Forms and Fields Page

22 Concur Expense: Forms and Fields Setup Guide

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Section 4: Configuration – Accessing the Forms and Fields

Page

The Forms and Fields page contains these tabs:

• The Forms tab is used to configure form attributes and the list of fields on

the form.

• The Form Fields tab is used to make changes to field settings that are

specific to certain forms.

• The Fields tab is used to change the default attributes for fields.

• The Connected Lists tab is used to administer connected list definitions.

• The Conditional Fields tab is used to define conditional fields.

• The Validations tab is used to create field-level validations to ensure correct

data input.

 Refer to the Shared: Validations Setup Guide for more information.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 23

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 To access the Forms and Fields page:

Click Administration > Expense > Forms and Fields (left menu). The Forms

and Fields page appears.

NOTE: Users with the Expense Configuration Administrator (Restricted) role

can access (view but not edit) the Group Configurations page in Concur

Expense.

Section 5: Configuration – Forms and Fields

Selecting a Form Type

The first step in using Expense Forms and Fields is selecting a form type. This list

displays the various form types available for configuration. Selecting one of these

form types causes the system to update the tabs with the forms and form fields for

this form type.

Section 5: Configuration – Forms and Fields

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Allocations and Attendees Fields

If you are working with allocations or attendees:

• If you are configuring allocations, refer to the Concur Expense: Allocations

Setup Guide. It provides detailed field and form configuration information.

Expense can be configured to copy down allocation information from Concur

Request. For more information, refer to Concur Request: Allocations Setup

Guide.

• If you are configuring attendees, refer to the Concur Expense: Attendees

Setup Guide. It provides detailed field and form configuration information.

Working with Fields

The Fields tab in the Forms and Fields page is used to modify field attributes.

After selecting the form type, the tab will display a list of the associated fields. They

can be modified individually (with more options) or in groups (with fewer options).

Accessing the Fields Tab

 To access the Fields tab:

1. On the Forms and Fields page, in the Form Type list, click the desired form

type.

Section 5: Configuration – Forms and Fields

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2. Click the Fields tab.

Modifying Fields

 To modify fields:

1. On the Fields tab, click the desired field to modify.

2. Then:

 Click Modify Field.

– or –

 Double-click the field name.

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The Modify Fields window appears.

Section 5: Configuration – Forms and Fields

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Field

Description

Field Name

Underlying name of the field (64 characters)

This is the name used to reference this field, regardless of which

form is used. The field name is also the default form field label.

IMPORTANT: While the administrative user interface does not

prevent the entry of HTML (Hypertext Markup Language) into text

labels in all cases, this is not a supported option within SAP. If you

elect to take this path, there is no guarantee that it will work, and

if it does work, this may be a temporary situation. SAP is always

increasing the security code present to prevent vulnerabilities,

which could break such usage at any time. SAP will not fix any

reported issue regarding the use of HTML formatting in text fields.

Data Type

Data type for the field

Available data types are:

• Amount (currency)

• Boolean

• Connected List

• Date

• Integer

• List

• Numeric (floating point)

• Text

The data type is configurable only for Custom and Org Unit fields.

All other fields have fixed data types associated to the database

column that holds the field value. Once anyone has used the data

type in an expense report or payment request, you will be unable

to change it on this page.

Note that when you select from the Data Type list, the window

refreshes and provides other applicable fields. For example:

• When you select Text, you are asked to provide the maximum

length of the field.

• When you select Connected List, you are asked to provide the

name of the connected list definition.

• and so on

 For more information, refer to the Terminology section of this

guide.

Site Required

Indicates whether the field is required in the form

If there is a check in this box, this field appears on all forms of the

corresponding type.

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Field

Description

Tool Tip

(appears only

for some field

types)

Hover text as seen by users

NOTES:

• Tool tips are supported for static fields, but are not supported

for special handling (dynamic) fields such as those that drive

display of a table or similar.

• Maximum number of characters for tool tips is 256

Control Type

Allows you to select the control type users employ for data entry

in the form

The options that appear here are determined by the option

selected in the Data Type field.

Data Type

Control Type Options

Amount

Edit

Boolean

Check Box, Boolean drop-down List

Connected List

Edit (w/ Connected List Helper)

Date

Edit (w/ Date Helper)

Integer

Edit

List

Drop-down List, Edit (w/ List Helper)

Numeric

Edit

Text

Edit, Multi-line Edit, Launch URL (Single-

line), Launch URL (multi-line)

For more information, refer to the Terminology section of this

guide.

NOTE: The Launch URL control type will only appear if the

following conditions are true:

• The Form Type is Expense Entry

• The Data Type is Text

• There is at least one application connector configured and

enabled

Default Max

Length

(Modify

Fields page)

Max Length

(chars)

(Modify Form

Fields page)

Allows you to set the maximum length of the field value.

The maximum length, including spaces, must be equal to or less

than the maximum number of characters allowed for the field.

 For more information about maximum field lengths for fields,

refer to the Max Length column for the field in the applicable

Concur Expense extract specification guide.

NOTE: This field may or may not appear - depending the option

selected in the Data Type field.

Application

Connector

(Only appears

when using the

Launch URL

control type)

Select the application connector to use with this field. Only

application connectors for the Launch External URL callout will

display.

Section 5: Configuration – Forms and Fields

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Field

Description

Popup Width

(Only appears

when using the

Launch URL

control type)

Enter the width, in pixels, of the popup window that will display

when the user launches the External URL window by clicking the

list arrow button.

Popup Height

(Only appears

when using the

Launch URL

control type)

Enter the height, in pixels, of the popup window that will display

when the user launches the External URL window by clicking the

list arrow button.

Default

Validation

Allows you to select a validation routine to run against the field

NOTE: This field may or may not appear - depending the option

selected in the Data Type field.

IMPORTANT NOTE: Field validations are not supported for the

Expense Amount field.

Default Value

Type

Offers options for the information that should automatically

appear within a specified field for an employee

• Copy Down: Copydown allows the information entered into a

field by an employee to be automatically entered into duplicate

fields on other pages. This option takes precedence over other

methods of pre-populating fields such as the Exchange Rates

feature.

If you select this option, you must also select the copydown

source. This tells Concur Expense which form type to use for

the duplicate field. For example, if you want to copy down the

Country Code, the copydown source will be Employee.

Therefore, Concur Expense will look to the Country Code field

on the employee form type and duplicate the entered

information automatically.

The value that is copied down is validated upon save, and may

be cleared if the copied value is not allowed.

 Concur Expense can be configured to copy down

allocation information from Concur Request. For more

information, refer to Concur Request: Allocations Setup

Guide.

! WARNING: Use caution when copying down connected list

fields. If the validation on one field fails, then that field and all

fields at lower levels in that same connected list will be saved

as blank. Copydown is executed upon creation of the item and

may also be executed upon change of the copydown

source. For example, a field that is copied from the report

header to the expense entry would potentially be overwritten

when the report header source field is edited.

• Constant: Allows you to enter a default value that will always

be entered for the employee when that selected field appears.

• None: No default type.

Section 5: Configuration – Forms and Fields

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Field

Description

Refer to the following field description for further clarification.

Itemization

Field Source

Define copydown for itemizations.

For a parent field configured with copydown:

• Parent Expense: Concur Expense copies down the information

that is in the parent field at the time the expense is itemized.

Example: Assume that Org Unit 1 on the report header

contained Sales, which copied down to Org Unit 1 on the

expense entry. Further assume that the user changed the

expense entry field from Sales to Marketing before the

expense was itemized.

With this option, Marketing copies to the itemization field.

• Configuration Defined Above: Concur Expense copies down

the information from the parent's source field (as defined in

the Copy Down Source field and the Field field).

Example: Assume that Org Unit 1 on the report header

contained Sales, which copied down to Org Unit 1 on the

expense entry. Further assume that the user changed the

expense entry field from Sales to Marketing before the

expense was itemized.

With this option, Sales copies to the itemization field.

• None: Concur Expense leaves the itemization field blank.

For a parent field configured with a constant:

• Parent Expense: Concur Expense provides the information

that is in the parent field at the time the expense is itemized.

Example: Assume that the default "constant" in the field is

ABC. Further assume that the user changed the field from

ABC to DEF before the expense was itemized.

With this option, DEF copies to the itemization field.

• Configuration Defined Above: Concur Expense provides the

parent's default value (as defined in the Default Value field).

Example: Assume that the default "constant" in the field is

ABC. Further assume that the user changed the field from

ABC to DEF before the expense was itemized.

With this option, ABC copies to the itemization field.

• None: Concur Expense leaves the itemization field blank.

NOTE: The fields listed below will always match as itemizations to

parent expense, with no deviations allowed. This means these

fields will always copy the value from the parent entry and

additionally prevent any user modification:

• Currency

• Currency exchange rate/direction

• Receipt Status

• Vendor

• Location

Section 5: Configuration – Forms and Fields

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Field

Description

Access Rights

Indicates the level of access granted to each role that uses a form

with this field

It can be Modify, Read-only, or Hidden.

The choice you make here determines whether an employee can

modify that field's information when it is included on a form. For

example, in regards to the Employee role for the

Reimbursement Currency field:

• For Modify, all employees can select a reimbursement currency

on their expense reports and payment requests.

• For Read-only, the information appears in read-only form to the

employee.

• For Hidden, the field does not appear to the employee at all.

NOTE: If a field is required, you should not mark it Hidden.

3. Make any necessary changes.

4. Click Save.

ATTENDEE DETAIL VIEW CONFIGURATION RESTRICTIONS

The following configuration restrictions exist for the Attendee Detail View form:

• Data type of connected list is not supported

• Data type of Boolean must be configured as control type of Boolean drop-

down list

• Data type of List must be configured as control type of Drop-down list

• Data type of Text must be configured as control type of Edit

• Default validation is not supported

• Field/form field setting of Required is not supported.

NOTE: Use audit rules to enforce required fields for specific attendee types.

Section 5: Configuration – Forms and Fields

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Changing Columns

 To change the columns displayed:

1. On the Fields tab, click the right edge of the column name. The display

options appear.

2. Click Columns. The list of available columns appears.

3. Enable or disable the desired check boxes.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 33

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Working with Form Fields

The Form Fields tab contains the fields that are currently assigned to forms. Form

Fields can be modified, added to, or removed from forms using the Form Fields tab.

Accessing the Form Fields Tab

 To access the Form Fields Tab:

1. On Forms and Fields page, in the Form Type list, click the desired form

type.

2. Click the Form Fields tab.

 To search for fields:

Once you have located the desired fields, you can modify them from within the

Search results page. Refer to the To Modify Fields section of this guide for details.

1. On the Form Fields tab, enter any part of the field label in the Search box.

2. Click the magnifying glass to search. The list of matching fields appears.

3. Click the X next to the Search box to leave the search results and return to

the Form Fields page.

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Modifying Form Fields

 To modify form fields:

1. On the Form Fields tab, click the plus sign next to the desired form name.

The list of form fields appears.

2. Click one or more fields to modify. Either:

 To select multiple fields, use Shift+click or Ctrl+click. Click Modify Form

Fields. The Modify Form Fields window appears.

– or –

 To modify a single form field, double-click the form field name. The

Modify Form Fields window appears.

The information in the window differs based on whether you selected a single

or multiple fields.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 35

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With a single field selected, additional fields appear:

Just like the Modify

Fields window, the

fields that appear here

differ depending on the

selections made for the

data type, control type,

and so on.

Section 5: Configuration – Forms and Fields

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With multiple fields selected, the following appears:

3. Make any necessary changes.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 37

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 Refer to Modifying Fields in this guide for information about the various

fields that appear.

4. Click Save.

Adding Form Fields

You can add form fields to a form using the Form Fields tab or the Forms tab.

 To add fields from the Form Fields tab:

1. On the Form Fields tab, click the plus sign to expand the fields on the

desired form.

2. Click any field on the form. (This makes the Add Fields button active.)

Note the following:

 The field you add will appear just below the field you selected on the

Form Fields tab.

NOTE: You can also add fields using the Forms tab. If so, the newly

added field(s) appears at the bottom of the field list.

 You can add multiple fields but only to one form (at a time) using the

Form Fields tab. If you select more than one field on the Form Fields

tab, the Add Fields button becomes unavailable.

NOTE: You can add one or more fields to one or more forms (at the same

time) using the Forms tab.

3. Click Add Fields. The Add Fields to Forms window appears.

4. In the Add Fields to Forms window, click one or more fields.

5. Click Add Fields. The selected field(s) appears on the Form Fields tab just

below the field you originally selected.

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Removing Form Fields

NOTE: Fields that are required by the system and fields that are marked as required

cannot be removed. If you need to remove a field that has been marked are

required, the Site Required check box on the Modify Fields dialog must be

cleared for the field before the field can be removed on the Form Fields tab.

 To remove form fields:

1. On the Form Fields tab, click the plus sign next to the desired form name.

2. Click one or more fields to remove. To select multiple fields, use Shift+click or

Ctrl+click.

3. Click Remove Form Fields.

Previewing a Form

You can get a quick preview of a form.

NOTE: The feature is not intended to fully replicate the experience of the user when

entering an expense, but rather to convey enough information to ensure the

admin has selected the correct form.

 To preview a form:

1. On the Form Fields tab, expand the desired form.

2. Click a field.

Section 5: Configuration – Forms and Fields

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3. Click Preview Form.

Section 5: Configuration – Forms and Fields

40 Concur Expense: Forms and Fields Setup Guide

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Working with Custom Fields for Air Comparison Fare

The Expense Administrator (unrestricted) role can configure Concur Expense entry

custom fields for Airfare Comparison Fare and Reason Code. This feature

requires a change request for Concur Support to enable the feature on the Forms

and Fields page.

NOTE: Reason codes are not unique; a reason code can have multiple reason code

descriptions. Therefore, it is recommended you opt for one of two solutions:

create a two-level list (for example, country group at the top level that

corresponds to the travel rule classes and then the reason code at level) OR

create different categories for the lists that are based on the different travel

groups (different travel configurations).

 To access the Form Fields Tab:

1. On the Forms and Fields page (Administration > Expense > Expense

Admin > Forms and Fields), click the Form Type list and select Expense

Entry.

2. On the Forms tab, expand Airfare to note the two fields you need to add

(Airfare Comparison Amount and Travel Reservation Reason Code).

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 41

Last Revised: August 23, 2024

3. Click Add Fields. The Add Fields to Forms page displays.

NOTE: You can multi-select both fields by clicking Ctrl+left-clicking each

field.

4. Click Add Fields.

NOTE: While you have added the fields to the form, you also need to

configure Concur Expense to copy down the fields from the travel

reservation in Concur Travel. Copydown allows you to include these

fields in the expense report.

5. On the Fields tab, search for Air Comparison Amount and click Modify

Field. The Modify Fields page displays.

NOTE: The Field Name on the Forms and Fields page may differ from the

Field that displays on the form and expense report. For example, a

custom field for Comparison Fare may have Custom 1 – Comparison

as its Field Name, but is referred to as Lowest Airfare in both the

form and expense report in Concur Expense.

Section 5: Configuration – Forms and Fields

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6. In the Default Value Type list, select Copy Down.

NOTE: When copying down multiple fields and their values, this field must be

selected (for Default Value Type) every time you want to use

copydown.

7. Copy down the Airfare Comparison Amount source from Concur Travel

Reservation (to populate the data in its corresponding field in the expense

report) by selecting Amount for Data Type; Travel Reservation for Copy

Down Source; and Airfare Comparison Amount for Field.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 43

Last Revised: August 23, 2024

Recommended additional configuration:

 Set the Copy Down Default field value to zero. This value will be used

when no Air Comparison Fare amount is provided by the travel

reservation, or when no travel reservation is linked to the expense.

 Set the Itemization Field Source value to Parent Expense. This will

copy the value from the parent expense to any itemizations that may be

created.

8. Copy down the Travel Reservation Reason Code source from Concur Travel

Reservation (to populate the data in its corresponding field in the expense

report) by selecting Text, List, or Connected List for Data Type.

NOTE: List or Connected List is the recommended configuration.

9. Set the Travel Reservation for Copy Down Source; and Travel Reservation

Reason Code for Field.

Recommended additional configuration:

 Set the Itemization Field Source value to Parent Expense. This will

copy the value from the parent expense to any itemizations that may be

created.

 Allow the Employee role to modify this field, to provide a value when none

is provided from the travel reservation.

Section 5: Configuration – Forms and Fields

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10. Click Save.

Working with Custom Fields for Credit Card VAT data

For clients who use AirPlus, SAP Concur has the ability to import tax rate data using

the TaxRate field. If AirPlus data is provided, SAP Concur imports it into the

TaxRate field.

NOTE: This field also supports the importation of tax rate data from any source, as

long as the data is provided.

This custom field is automatically available, so there are no additional configuration

or activation steps to use it.

Working with Forms

Once a form type is selected, the list of available forms of that type is displayed. The

forms can be expanded to display the currently configured fields.

• Add Fields allows the administrator to add fields to one or more forms.

• Modify Form provides form-level settings that can be changed.

• Copy Form allows the administrator to create a new form by copying an

existing form. The form fields are copied to the new form.

• Delete Form allows the administrator to delete a form. The form cannot be

in use or be a standard Concur Expense form.

NOTE: When any form except the Expense Detail View is modified, all expense

reports in process continue to use that form. Any reports created after the

change will use the new form. Any changes to the Expense Detail View form

are applied immediately to all reports.

Accessing the Forms Tab

 To access the Forms tab:

1. On Forms and Fields page, in the Form Type list, click the desired form

type.

2. Click the Forms tab.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 45

Last Revised: August 23, 2024

Viewing Fields on a Form

 To view the fields on a form:

On the Forms tab, click the plus sign next to the name of the desired form. The list

of fields currently assigned to the form appears.

Modifying Form Settings

 To modify form settings:

1. On the Forms tab, select the desired form.

Section 5: Configuration – Forms and Fields

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2. Click Modify Form. The Modify Form window appears.

3. In the Form Name field, change the name of the form, if desired.

4. Make any necessary changes. The Form Name field always appears. The

other fields that appear and the tasks you can complete depend on the type

of form you selected.

Field / Task

Available only when this form

is selected...

Description

Expense Type

Assignment

Expense Entry

Select the expense

types – for each policy –

that will use this form.

Policy Assignment

Expense Report Header

Expense Allocation

Expense Detail View

Select one or more

policies that will use this

form.

Attendee Search Form

Fields

Expense Attendee

Select the list of fields

that will display in the

attendee search area.

NOTE: The Expense Car form only has one setting, Form Name.

5. Click Save.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 47

Last Revised: August 23, 2024

Adding Fields to a Form

You can add form fields to a form using the Form Fields tab or the Forms tab.

 To add fields to a form:

1. On the Forms tab, select the desired forms. To select multiple forms, use

Shift+click or Ctrl+click.

2. Click Add Fields. The Add Fields to Forms window appears.

3. Select the fields to add to the form. Use Shift+click or Ctrl+click for multiple

fields.

NOTE: Do not add report totals to the form, because the system updates

report totals at certain points in time, but not continuously.

Placing report totals on the report header form may show the user an

incorrect amount. Totals may display inaccurate amounts until one of

the following occur:

1. User views the report totals page for the report

2. User submits the report

3. Anyone edits the report amount after it is submitted

4. Click Add Fields. The Forms and Fields page appears.

Section 5: Configuration – Forms and Fields

48 Concur Expense: Forms and Fields Setup Guide

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Filter Expense Entry Forms by Policy

The Policy list appears on the Forms tab when the Expense Entry form type is

selected. If you select a policy from the list, then only the forms associated with the

selected policy display.

 To use the Policy list:

1. On Forms and Fields page, in the Form Type list, click Expense Entry. The

Policy list appears.

NOTE: The Policy list is available only on the Forms tab and only when the

Expense Entry form type is selected.

2. Click the desired policy. The list of forms refreshes, displaying only the forms

associated with that policy.

NOTE: Click All in the Policy list to see all Expense Entry forms, regardless of

policy.

Section 5: Configuration – Forms and Fields

Concur Expense: Forms and Fields Setup Guide 49

Last Revised: August 23, 2024

Copying a Form

 To copy a form:

1. On the Forms tab, select the desired form.

2. Click Copy Form. The new form appears in the list, named Copy of <form

name>.

Deleting a Form

Forms can be deleted only if they are not in use or are not a default Expense form.

 To delete a form:

1. On the Forms tab, select the desired form.

2. Click Delete Form.

Previewing a Form

You can get a quick preview of a form.

NOTE: The feature is not intended to fully replicate the experience of the user when

entering an expense, but rather to convey enough information to ensure the

admin has selected the correct form.

Section 5: Configuration – Forms and Fields

50 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

 To preview a form:

1. On the Forms tab, click the desired form.

2. Click Preview Form.

Section 6: Configuration – Connected Lists

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Last Revised: August 23, 2024

Section 6: Configuration – Connected Lists

The Connected Lists tab has the following functionality:

• New: The administrator can add new connected list definitions.

• Modify: The administrator can change list structure, attributes, and the forms

the list appears on.

• Remove: The administrator can remove connected list definitions.

Accessing the Connected Lists Tab

 To access the Connected Lists tab:

1. On Forms and Fields page, in the Form Type list, click the desired form

type.

NOTE: Connected lists are only available for the Expense Entry, Expense

Report Header, Expense Allocation and Expense Attendee form types.

2. Click the Connected Lists tab. The Connected Lists page appears.

Adding a New Connected List Definition

Adding a new connected list definition is a five-step process:

1. Select a List: Select the list to use, and set the connected list definition

name.

2. Select fields: Select the fields included in the connected list definition.

3. Configure User Interface: Configure the field properties for the fields.

4. Preview: Preview the fields with the list definition changes.

5. Assign to Forms: Select the forms to assign the new connected list to.

Section 6: Configuration – Connected Lists

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NOTE: During steps 2-5, the administrator can click Previous to go back to a

previous step.

Step 1: Select a List

 To select a list:

1. Click New. The Select a List page appears, displaying all available lists.

2. Select the desired list.

Section 6: Configuration – Connected Lists

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3. Enter the Connected List Definition Name.

4. Click Next.

Section 6: Configuration – Connected Lists

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Step 2: Select Fields

 To select fields for a new connected list definition:

1. The Connected List Definition page appears, with eligible fields populating

the left pane.

2. In the left pane, click the desired fields, noting the following:

 The number of fields selected must equal the number of levels in the list

 Select the Expense Type List Item Key field as the first field if the

connected list you configured in List Management and are adding to an

Expense Entry form uses an expense type as the first field in the

connected list

Section 6: Configuration – Connected Lists

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Last Revised: August 23, 2024

 Refer to the Shared: List Management Setup Guide and Step 2 of

Adding a New Connected List Definition in this document for more

information.

To select multiple fields, use Shift+click or Ctrl+click. The selected fields will

appear in the right pane.

3. Click Next.

Step 3: Configure User Interface

 To configure the user interface of the selected level:

1. In the left pane, click the desired field. The attributes available for editing

appear in the right pane.

Field

Description

Field Name

The field label displayed on the form.

Data Type

The data type of the selected field.

Section 6: Configuration – Connected Lists

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Field

Description

Default Value Type

Choose whether the copydown functionality automatically

populates the field.

• Copy Down: Copydown allows the information entered

into a field by an employee to be automatically entered

into duplicate fields on other pages. This option takes

precedence over other methods of pre-populating fields

such as the Exchange Rates feature.

If you select this option, you must also select the

copydown source. This tells Concur Expense which form

type to use for the duplicate field. For example, if you

want to copy down the Country Code, the copydown

source will be Employee. Therefore, Concur Expense will

look to the Country Code field on the employee form

type and duplicate the entered information

automatically.

• None: Indicates this field does not use copydown

functionality.

• Constant: The first field in the connected list can also be

configured as a constant; Allows you to enter a default

value that will always be entered for the employee when

that selected field appears.

For more information, refer to the Terminology section of

this guide.

Field Default Value

Only appears when Constant is selected in the Default

Value Type field (first connected list field only).

Enter the constants that appears.

Copy Down Source

Only appears when Copy Down is selected in the Default

Value Type field.

Select the source of the copieddown data.

Field

Only appears when Copy Down is selected in the Default

Value Type field.

Select the field the data will be copied down from.

Access Rights

Select the access rights to the field for different user roles.

2. Click Next.

Section 6: Configuration – Connected Lists

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Step 4: Preview

 To preview the connected list:

The connected list preview is displayed on this page. The set of connected list fields

function as they will on the form they are assigned to. This allows the administrator

to validate that the connected fields appear in the correct order and include the

expected list item values.

If the fields appear correct, click Next. Otherwise, click Previous to return to a

previous step and make changes.

Step 5: Assign to Forms

The Assign to Forms page appears. The page displays a list of all forms for the

selected form type.

1. Select (enable) the check box for the desired form.

2. Click Done.

Section 6: Configuration – Connected Lists

58 Concur Expense: Forms and Fields Setup Guide

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Modifying a Connected List Definition

 To modify a connected list definition:

1. On the Connected Lists page, select the desired list.

2. Click Modify. The Connected List Definition page appears.

3. Use the Next and Previous buttons to navigate to the settings to modify.

4. Make any necessary changes.

5. Click Done.

Using an Expense Type as the First Field in a Connected List

Using the combination of the List Management and Forms and Fields tools, the

administrator can create a connected list whose first field is an expense type. This is

done whenever you want a connected list to appear only when the user chooses

certain expense types on the Expense Entry form (for example, Awards).

The process is as follows:

• List Management: The connected list is configured using an expense type as

the first field, with an Item Code that exactly matches that of the expense

type you are using (example: Awards = "AWRDS"):

Section 6: Configuration – Connected Lists

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• Forms and Fields: The connected list created in List Management is chosen

when defining the connected list for addition to the Expense Entry form in

Step 2:

Now, when the user creates a report and selects Awards, this connected list is

displayed with the filtered selections based on the each preceding choice.

Section 6: Configuration – Connected Lists

60 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

NOTE: When the Awards expense type is selected - the connected list fields appear

- with the list values configured in List Management.

MORE INFORMATION

 Refer to the Shared: List Management Setup Guide and Step 2 of Adding a

New Connected List Definition in this document for more information.

Section 7: Configuration – Conditional Fields

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Last Revised: August 23, 2024

Section 7: Configuration – Conditional Fields

Getting Ready

Before using the Conditional Fields tab, ensure that all source fields and target

fields:

• Are included on the desired form

• Have the desired visibility, data type, associated list data, etc.

NOTE: Currently, connected lists cannot be used. Also, only custom fields can

be used for conditional fields.

Accessing the Conditional Fields Tab

 To access the Conditional Fields tab:

1. On Forms and Fields page, in the Form Type list, click either Expense Entry

or Expense Report Header.

2. Click the Conditional Fields tab.

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Adding Conditional Fields

 To add conditional fields:

1. On the Conditional Fields tab, click New. The Conditional Fields window

appears.

2. Complete the appropriate fields.

Field

Description

Field Name

Select the source field.

NOTE: Fields will not appear in this list unless they are

present on a form definition for the relevant form type.

Ensure that all desired fields are present on the form

before configuring the condition.

Applies To

Select the desired form.

NOTE: The source and target fields must be present on

the form.

Where Condition

Select the desired option (differ by field type).

Item Code/Item Name

Select the list item data to search when evaluating the

condition. Appears for all conditions except Equals.

Value

This field changes depending on the data type of the

source field, for example:

• For text fields, enter the desired text.

• For lists, enter the value to search for. Depending on

the Item Code/Item Name radio button value, the

search will check the code or name for this value.

• For check boxes, select the check box (indicating True)

Action

Select one of these:

• Show

• Hide

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Field

Description

Target Field Name

Select the desired target field.

3. Click Save.

Modifying Conditional Fields

 To modify conditional fields:

1. On the Conditional Fields tab, either:

 Click an existing definition. Click Modify Fields.

– or –

 Double-click an existing definition.

The Conditional Fields window appears.

2. Make the desired changes as detailed in Adding Conditional Fields.

3. Click Save.

Removing Conditional Fields

 To remove conditional fields:

1. On the Conditional Fields tab, click the desired definition.

2. Click Remove.

Section 8: Appendix – Special Situations/Forms/Fields

Air Comparison Amount

For information about the Air Comparison Amount field, refer to the Client Fact

Sheet Air Comparison Fare.

Authorization Request/Travel Requests

For clients using Concur Request integrated with Concur Expense,

the Authorization Requests/Travel Requests field must be added to the

Expense Report Header form in use for the integration to work properly. Failure to

include this field in the Expense Report Header form will cause issues with the

integration process, such as the Requests not properly linked with the Reports or

linked Requests becoming unlinked from the Reports unexpectedly.

Section 8: Appendix – Special Situations/Forms/Fields

64 Concur Expense: Forms and Fields Setup Guide

Last Revised: August 23, 2024

Travel Diary

For information about the Travel Diary field, refer to the Concur Expense: Fringe

Benefit Tax (FBT) Setup Guide.

Travel Reservation Reason Code

For information about the Travel Reservation Reason Code field, refer to the

Client Fact Sheet Air Comparison Fare.

Fields: Special Conditions for Selected Fields

Approval Status and Request Key

By default, these two fields are not included in the Request Header form. If they are

added to the form, their configuration can hide some details from the Request audit

trail.

If the Approval Status field is added and configured as hidden for the user: The

audit trail entries regarding the approval status changes will not be visible to the

user.

If the Request Key field is added and configured as hidden for the user: The user

won’t be able to see the audit trail entries regarding the emails sent to the TMC.

Amount Due Employee

If the Amount Due Employee field is added to the Report Header form the client is

advised that there is a varying time lag in presentation of accurate data as the

system updates report totals at three distinct points:

• The display of the Report Totals page

• When the report is submitted

• After submission, if editing the expense entries

For this reason, the client should have the knowledge on how to use this field to

obtain accurate data.

Report Number

If configured, the Report Number field is an available field that displays when

creating an expense report. It is also visible on the report header when the report is

saved. The Report Number is a unique 6-character (alphanumeric) report identifier

introduced as part of the NextGen UI. This shorter number makes identifying and

tracking specific expense reports easier for users, approvers, and processors.

 Refer to Working with Fields in this guide for information about adding this

field to the expense report header.

Section 8: Appendix – Special Situations/Forms/Fields

Concur Expense: Forms and Fields Setup Guide 65

Last Revised: August 23, 2024

Report Key

The Report Key field is intended for use by the Expense Processor when

troubleshooting issues from the integration with accounting systems (Standard

Accounting Extract or Financial Integration). SAP does not recommend that it be

used in employee- or approver-facing UIs, and strongly recommends that the Report

ID or Report Number is used in all scenarios that require an identifier for the specific

expense report.

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