Forms in Concur Expense define and control the data users must enter on expense reports. They are a core configuration tool used to ensure accuracy, policy compliance, and proper downstream processing.
Forms are used to:
- Capture organization specific data beyond default fields (for example: business purpose, project or cost center, funding source, and compliance attestations).
- Enforce policy by making fields required or optional, applying validations, and conditionally showing or hiding fields based on context (such as expense type, country, or amount).
- Drive workflow and audit behavior, including routing approval flows or triggering audits when specific values are entered.
- Support accounting and ERP integrations by collecting the coding and metadata needed for posting (for example: GL accounts, cost objects, and tax data).
- Improve reporting and analytics by standardizing the data collected across expense reports and individual expenses.
Accessing Forms Configuration
To access the Forms configuration area, select Forms and Fields from the Expense Administration menu. The Forms tab loads by default.
Form Configuration Levels
Forms are configurable at many levels to meet business needs.
For example, the Employee form type allows organizations to capture not only basic employee information, but also customer specific data such as accounting structures or car registration details.
Default Form Types
Concur Expense provides several default form types. The most common are described below.
- Expense Entry Form
- Use to enter a single expense entry into an expense report. Entry forms are available as VAT and Non-VAT versions. Non-VAT forms are primarily used by U.S.-based clients.
- Expense Report Header
- Used to capture information about the expense report as a whole, typically including the report name and reporting dates.
- Expense Allocation
- Used to enter allocation information when expenses are split across multiple accounts or cost objects.
- Expense Attendee
Used to create new attendees and search for existing attendees associated with an expense.
- Expense Detail View
- Use to set the columns displayed in the Expenses section when the user selects View > Detail on an expense report.
- Attendee Detail View
- Defines how attendee information is displayed in tables across Expense, such as in the Attendees section on the New Expense page or the Expense tab.
- Expense Car
- Used by employees - and by administrators with appropriate permissions - to enter company or personal vehicle information for mileage expenses.
- Employee
- Use to capture and maintain user details within User Administration.
- Cash Advance
- Used by employees or Cash Advance administrators to request and manage cash advances.
- Tax
- Used to add tax-related fields to the New Expense tab. The displayed fields depend on:
- Expense type
- Country
- Tax Authority rules
- Tax & Reclaim Group
- Employee-related tax configurations set up in Tax Administration