Demonstrating Forms and Fields

As you learned in the Configuring Forms and Fields unit, this configuration area is where you define how data is captured during the creation and approval process. If users link requests and expense reports, the proper configuration of the Forms and Fields tool in Concur Expense will play a critical role in the process.

Verify the Authorization Requests/Travel Requests field is included in the Expense Report Header Form and that the Access Rights for the Employee Role are set to Modify.

This allows the user to manually link a request to the expense report they are creating. The data for the two documents will be associated going forward.

Some data elements captured during the request creation can be configured to copy to corresponding fields on the expense report. This can save the user time and help avoid discrepancies between the two documents. Some key fields to configure are:

• Report Name: You can set this field to copy from the Name field on the request. This ensures the two documents have the same name, making them easier to compare later.
• Business Purpose: You can configure this field to copy from the Purpose field on the request. This ensures the two documents have the same purpose, making them easier to compare later. This configuration is shown in the image below.
• Report Start Date and Report End Date: You can set these fields to copy from the Start Date and End Date fields on the request. This ensures the two documents have the same date range.

Remember that the copy down feature sets the default value of these fields; users can change them if needed on each expense report.

This configuration is optional and may not apply to every configuration. In the Configuring Forms and Fields unit, you learned how to set many fields on the report header to get their default values from the employee profile.

If requests are going to be integrated to expense reports, there is an alternate data flow to consider:

This configuration means the user only has to define the fields on the header once, on the request header, and those values carry down to the expense report header. Whether you use this configuration depends on how common requests are in the business. If they are prevalent, this is a good option; if they are rare, you should copy them from the employee profile to the expense report.

In this lesson, you learned how to configure Forms and Fields to allow integration. In the next lesson, you'll take a closer look at how Audit Rules can impact the integration.