Managing Custom List Items

Objective

After completing this lesson, you will be able to manage custom list items.

Custom Lists Overview

Every list item has a List Item Name and List Item Code. As a system administrator, you use the List Item Code for data integration; the code is entered in the employee profile and Concur provides the code in the Standard Accounting Extract (SAE).

You need to create lists within the user interface, but updates can be done using either the user interface or import files.

It’s important to note that list item names are limited to 64 characters. Additionally, list item codes are limited to 32 characters and can’t be duplicated on the same level.

It’s recommended to name new lists with an asterisk (*) as the first character. Although this step isn’t required, it causes the custom lists to appear at the top of a list when sorted, making them easier to locate.

The image displays a List Management admin page. Action buttons at the top read Modify, New, Remove, and Import. A table lists columns for List Name, Levels, and Vendor List. The Billable row is selected. Other examples include Employee Groups, INV_Reference Codes, Invoice Groups, Org Structure, Project List, Airport Codes, Company Cost Centers, and Travel Org Unit. Most levels show 1, while Org Structure and Company Cost Centers show 3. Vendor List shows No for all entries, and a scrollbar appears on the right.

Create a Single-Level Custom List

To create a single-level list and add data:

Steps

  1. On the List Management page, select New.

    The image displays a List Management page. It shows buttons Modify, New, Remove, and Import. A table lists List Name, Levels, and Vendor List. Sample rows include Cost centers (level 2, Vendor List No), Exp Mobile Phone Providers (level 1, Yes), Expense group do not change (level 1, No), Invoice Group (level 1, No), Project Task (level 2, No), Airlines (level 1, No), and several others. Most entries show Vendor List as No.

  2. If the list is a vendor list, select the List is Vendor List check box. In the List Name field, enter a name and then select Save.

    The image displays a New List setup page in an admin console. The option List is Vendor List is unchecked. Fields show List Name as *Exp_Projects, Default Search as Text, and Display Format as (CODE) TEXT. A Save button sits below. The lower panel shows New and Remove buttons, filters for Show Deleted and Filter By with a search box, an empty items pane, and a Done button.

  3. The list name appears as the first-level category label. To add list data, select the list name/category and then select New.

    The image displays a New List page with the New button highlighted. The List Name is *Exp_Projects, Default Search is Text, and Display Format is (CODE) TEXT. The items pane shows a root entry named *Exp_Projects. Controls for Remove, Show Deleted, Filter By, a search box, and a Done button appear below.

  4. Enter the details for the first Item Name and Item Code. Select Save or Save and Add to repeat the process, and then select Done.

    The image displays a New List page with a right‑side editor for adding a list item. The left pane shows *Exp_Projects selected. The editor fields show Item Name as No Project and Item Code as 000000, with buttons for Export Deleted Children, Save and Add, Save, and Cancel. A Done button appears at the bottom.

Create a Multi-Level Custom List

To create a multi-level list and add data:

Steps

  1. In List Management, create the new list and add the first-level list items. Select the first list item to which you want to add sub-items, and then select New.

    The image displays a New List page for creating a company cost center list. The List is Vendor List option is unchecked. The List Name reads *Exp_Company_Cost Center, with Default Search set to Text and Display Format set to (CODE) TEXT. The New button and the root entry *Exp_Company_Cost Center appear in the items pane. The right panel shows Item Name set to United States and Item Code set to “US,” with Save, Save and Add, and Done buttons.

  2. In the Confirmation Action box, select Yes.

    The image displays an Edit List page with a Confirm Action dialog. The dialog asks to convert a single‑level list to a multi‑level list, and the Yes button is highlighted. The list tree behind shows the root *Exp_Company_Cost Center with a child item labeled (US) United States. Controls for New, Remove, and Done are visible.

  3. Enter the Item Name and Item Code for the second level item, and then select Save and Add.

    The image displays an Edit List page showing the right‑side editor for a child item. The left tree highlights (US) United States under the root *Exp_Company_Cost Center. The editor fields show Item Name set to Administration and Item Code set to 100, with buttons for Export Deleted Children, Save and Add, Save, Cancel, and a Done button at the bottom.

  4. Repeat the process to add the remaining list items and then select Done. Please note that multi-level lists allow a maximum of 10 levels.

    The image displays an Edit List page for the list named *Exp_Company_Cost Center. The left pane shows a tree with United States under the root and 100 Administration as a child. The right pane edits a new item with Item Name set to Human Resources and Item Code set to 101, with buttons for Save and Add, Save, Cancel, and Export Deleted Children. The page also shows Default Search set to Text and Display Format set to (CODE) TEXT, with New and Remove controls above the tree and a Done button at the bottom.

Modify a Custom List

To modify a custom list:

Steps

  1. On the List Management page, select the appropriate list, and then select Modify.

    The image displays a List Management page with buttons Modify, New, Remove, and Import. A table lists columns for List Name, Levels, and Vendor List. The row named *Location Office is selected. Its level is 2, and Vendor List shows No.

  2. Search for and locate the correct data in the list. You can use the Filter field to limit the items displayed. Select the appropriate item, and then add, modify or remove the item as needed.

    The image displays an Edit List page for the list named *Location Office. Default Search is Text and Display Format is (CODE) TEXT. The left tree shows the item (US) United States under the root list. The right panel edits that item with Item Name United States and Item Code US. Buttons include New, Remove, Save and Add, Save, Cancel, and Done.

Summary

  • Create and update lists via UI or import.
  • Each custom list item has a name and code (used for data integration).
  • List item names are limited to 64 characters; codes to 32 characters.
  • Avoid duplicate codes at the same level.
  • Start new list names with an asterisk (*) for easier sorting.
  • Multi-level lists allow up to 10 levels.

Learning

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