Configuring Expense and Attendee Forms

Managing Attendee Forms

Objective

After completing this lesson, you will be able to list the manage attendee forms by accessing form interfaces and performing administrative functions.

Basics of Attendee Forms

The image shows a screenshot of the Attendee Form Settings page. Below is a form titled Attendee Type: Default Attendee Form with fields for Last Name, First Name, Attendee Title, and Company. A blue Save button is located on the left side of the form.

The attendee forms allow users to record and manage the details of attendees associated with expenses.

With Attendee Forms, users can capture essential details such as the attendee's name, their role, their organization, and the nature of their attendance. They are instrumental in meals, entertainment, or other expense types where attendees are part of the expense justification process.

Path to Access Attendee Forms

To access and configure attendee forms, select Edit on Expense Types for Expenses in the Capturing Spend section of the Expense Settings page.

The image shows a screenshot of the Settings interface, with Capturing Spend section. There are four main options, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Edit button under the Expense Types for Expenses is highlighted in yellow. The Product selected is Expense.

How to Set Attendee Forms Options

Follow these steps to set expense form options. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video will be available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Manage Expense Types page, select Attendee Form Settings from the More Settings tab.

    The image shows a user interface for managing expense types and setting policy groups, activation, and limits. On the upper right side there are 3 tabs focusing on the second tab: More Settings. On the dropdown list are 4 options: Expense Form Settings, Attendee Form Settings (highlighted), Map E-Receipts and Trips and Map Hotel Folio Itemizations.

  2. Set the value for the three selectable fields.

    Each of the three selectable fields has the same values:

    • Hidden- The field is not displayed on the form.
    • Read-only- The field appears on the form but cannot be changed.
    • Optional- The field appears on the form but does not need to be filled in.
    • Required- The field appears on the form and must be filled in.
    The image shows a screenshot of an interface titled Attendee Form Settings. The user can select an Attendee Type from a drop-down menu, which is currently set to Default Attendee Form. There is a table with two columns: Field and Setting. The fields listed are Last Name, First Name, Attendee Title, and Company. The settings for these fields can be adjusted.

    Caution

    Most customers will only see one form; however, if the industry type is Pharmaceutical/Medical Device Manufacturers, an additional form called HealthCare Professional (HCP) is available.

  3. Select Save to enable all the changes.

    The image shows a screenshot of an interface titled Attendee Form Settings. The user can select an Attendee Type from a drop-down menu, which is currently set to Default Attendee Form. There is a table with two columns: Field and Setting. There is a blue Save button on the right side which is highlighted.

Result

References

TitleLink
Concur Expense: Expense Types - Setup Guide for Standard EditionConcur Expense: Expense Types - Setup Guide for Standard Edition

Summary

  • Attendee forms enable users to record and manage details of attendees associated with expenses.
  • Essential details captured include attendee name, role, organization, and nature of attendance for meals and entertainment.
Learning

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