Forms and Fields: Form Types

Forms in Concur Expense define and control the data users must enter on expense reports. Their purpose is to:

• Capture organization-specific information beyond the default fields (e.g., business purpose, project/cost center, funding source, compliance attestations).
• Enforce policy by making fields required/optional, adding validations, and showing/hiding fields conditionally based on context (expense type, country, amount, etc.).
• Drive workflow and audit rules (e.g., routing based on project or cost center, triggering audits when certain values are entered).
• Support accurate accounting and ERP integrations by collecting the coding and metadata needed for posting (GL, cost objects, tax data).
• Improve reporting and analytics by standardizing the data collected across reports and expenses.

To access the Forms configuration area, select Forms and Fields from the Expense Administration menu. The Forms tab loads by default, as shown in the screenshot below.

Forms are configurable at many levels. For example, an Employee Form Type exists so that the customer can gather not only basic information about an employee but also information that is specific to the customer such as accounting structure and car registration details.

Expense provides several default Form Types. Review the following screenshot and list to learn more.

Expense Entry Form

Use to enter a single expense entry into an expense report. Entry forms are separated into Value Added Tax (VAT) and Non-VAT forms. Entry forms marked Non-VAT are specifically used for US based clients. ​

Expense Report Header

Use to enter information about the expense report and typically includes the report name and date fields.​

Expense Allocation

Use to enter allocation information, when applicable. Not all customers allow allocation to be completed by the users.​

Expense Attendee

Use for several tasks, including creating new attendees and searching for existing attendees.​

Expense Detail View

Use to set the columns displayed in the Expenses section when the user selects View > Detail on the Expense Report page.​

Attendee Detail View

There are several places in Expense where attendee information is presented in tables, such as the Attendees section on the New Expense or Expense tab.​

Expense Car

The employee and the user administrator (with restrictions) can use this form to enter the company or personal car when mileage expenses are claimed.​

Employee

Use to enter user details in User Administration.

Cash Advance

The user or Cash Advance administrator can use this form to create a cash advance.

Tax

Use to add tax-related fields on the New Expense tab that display based on the expense type, the country, and the Tax Authority rules, Tax & Reclaim Group, and Employee Related Configurations set up using the Tax Administration tool.​

• Forms capture organization-specific data, enforce policies, drive workflow, and support accounting and reporting across Concur Expense.
• Expense Entry Forms record single expenses; VAT and Non-VAT versions exist, with Non-VAT used for US-based clients.
• Expense Report Header gathers report details; Expense Allocation distributes costs; Expense Attendee enables creating and searching attendee records.
• Detail View forms set table columns for expenses and attendees; Expense Car stores vehicle details for mileage claims.
• Employee captures user data; Cash Advance creates advances; Tax adds country- and rule-based tax fields on expenses.