Creating and Managing Vendor Lists

Objective

After completing this lesson, you will be able to create and manage vendor list items in Concur Expense Professional Edtion

Vendor Lists

Vendor lists are assigned to expense types within a policy to force a user to choose from a defined list of vendors on an expense report. Vendor lists are added to or removed from expense types in the Expense Type section.

Create a Vendor List

Review the following steps to learn how to create a new vendor list.

Steps

  1. On the List Management page, select New.

    Screenshot of a “List Management” page with action buttons at the top (Modify, New, Remove, Import). Below is a table with columns “List Name(s),” “Levels,” and “Vendor List,” listing items such as Cost centers (level 2, No), Airlines (level 1, Yes), Car Rental Agencies (level 1, Yes), Cellular Vendors (level 1, Yes), Telephone Vendors (level 1, Yes), and others.

  2. Select the Vendor List box. In the List Name field, enter a name, and then select Save.

    Screenshot of a “New List” page. A pink highlight box surrounds the top-left section with a checked “List is Vendor List” checkbox, the “List Name” field containing “Exp_Mobile Phone Providers,” and a blue Save button. Below are toolbar buttons (New, Remove), filter options with a text search field, an empty details pane on the right, and a Done button at the bottom right.

  3. Next, add values to your new list. On the List Management page with the new list name selected, select New.

    New List configuration screen. A form shows a checkbox “List is Vendor List,” a text field with “List Name: Exp_Mobile Phone Providers,” and two dropdowns set to “Default Search: TEXT” and “Display Format: CODED TEXT,” with a Save button. Below, a list toolbar offers New, Remove, Show Deleted, Filter by TEXT, and a search field. The left pane displays a single tree item “Exp_Mobile Phone Providers,” the right detail pane is empty, and a Done button appears at the bottom right.

  4. Enter the details for the first list item name and item code. Select Save or Save and Add to repeat the process, and then select Done.

    Screenshot of a “New List” page for a vendor list. The list name field shows “Exp_Mobile Phone Providers.” A left pane displays list controls (New, Remove, Show Deleted, Filter by TEXT) and the list tree. The right pane has Item Name and Item Code fields, both filled with “Verizon,” plus buttons: Export Deleted Children, Save and Add, Save, Cancel, and a Done button at the bottom-right.

Result

The new vendor list is saved on the List Management page.

Modify a Vendor List

Review the following steps to modify a vendor list.

Steps

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

    List Management screen showing a table of lists with columns “List Name(s),” “Levels,” and “Vendor List.” Action buttons at the top: Modify, New, Remove, Import. The “Airlines” row is selected (highlighted) and shows Level 1 and Vendor List = Yes. Other entries include Cost centers, Exp_Mobile Phone Providers, Airport Codes, Car Rental Agencies, Cellular Vendors, and more, with a vertical scrollbar on the right.

  2. Search for and locate the correct data in the list. You can use the Filter field to limit the items displayed.

    Edit List screen for “Airlines.” The top section shows “Default Search: TEXT,” “Display Format: TEXT (CODE),” and a Save button. A pink box highlights the left pane’s toolbar and filter row, where the filter text field contains “Delta Air.” Below it, the tree shows “Airlines filtered” with one item “Delta Air Lines.” The right detail pane is empty, and a Done button appears at the bottom right.

  3. Select the appropriate item, and then modify, or remove the item as needed. When you’re finished, select Done.

    Screenshot of an “Edit List” page. The top section shows an unchecked “List is Vendor List” checkbox, “List Name: Airlines,” dropdowns for “Default Search: TEXT” and “Display Format: TEXT (CODE),” and a Save button. Below, the left pane has toolbar buttons (New, Remove—highlighted), filter options, and a tree view with “Airlines filtered” and one item “Delta Air Lines.” The right pane displays item details with “Item Name: Delta Air Lines” and “Item Code: Delta Air Lines,” plus buttons “Export Deleted Children,” “Save and Add,” “Save,” and “Cancel.” A Done button is highlighted at the bottom right.

Result

The vendor list modifications are saved.

Summary

  • Assign vendor lists to expense types in Concur Expense to enforce vendor selection.
  • Create a vendor list from List Management: select New, choose Vendor List, name it, Save.
  • Add list items: select New, enter item name and item code, Save or Save and Add.
  • Modify a vendor list: select Modify, search or filter, edit or remove items, select Done.

Reference

TopicLink
Vendor ListsSAP Help Portal

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