Importing and Managing Lists Using the On-Demand Import

Objective

After completing this lesson, you will be able to manage custom list items using the on-demand import in Concur Expense

Import Custom List Items

You can import list data using any of the following methods:​

  • Web Services (API)
  • Excel Import
  • CSV Import

The Excel/CSV list import process includes five steps:

  1. Download the list data spreadsheet.
  2. Populate the list data spreadsheet.
  3. Upload the list data spreadsheet.
  4. View the initial field validation results.
  5. View the import results.

Let’s look at the step-by-step process to import list data.

Steps

  1. On the List Management page, select Import.

    List Management page with action buttons Modify, New, Remove, and Import (Import highlighted). Below is a table with columns List Name, Levels, and Vendor List. Example rows include: *Cost centers (2, No), *Exp_Company_Cost Center (2, No), *Exp_Mobile Phone Providers (1, No), Expense Group ID (1, No), *Location Office (2, No), *Project-Task (2, No), Airlines (1, Yes), Airport Codes (1, No), Car Rental Agencies (1, Yes), Cellular Vendors (1, Yes), European Airlines (1, Yes), Facilities maintenance (1, No), and others; vertical scrollbar indicates more entries.

    The import page appears with two tabs:

    • Upload File
    • Review Results

    Note

    The upload tab displays by default.

  2. On the Upload File tab, read the instructions and then download template.

    List Import page with Upload File and Review Import Results buttons. A “Select a List Name” dropdown and “New List” link appear above instructions. In the “To download a list import template” section, step 1 “Click on this link” is highlighted, followed by steps to save and open the Excel template. A note states the import requires Microsoft Excel and is limited to 1,000 items per file. The “To upload a list import spreadsheet” steps instruct to click Browse, select the file, and click Upload Your Data. Bottom shows “Choose File | No file chosen” and an “Upload Your Data” button.

  3. Populate the spreadsheet with the list details. Do not change the tab name or add additional columns as your file will be rejected on upload.

    Excel workbook displaying a blank list import template. On the “List” sheet, row 1 headers read: DELETE?, NAME (Item Name), LEVEL_01_CODE (Level 1 Code), LEVEL_02_CODE (Level 2 Code), LEVEL_03_CODE (Level 3 Code), LEVEL_04_CODE (Level 4 Code), LEVEL_05_CODE (Level 5 Code), LEVEL_06_CODE (Level 6 Code), LEVEL_07_CODE (Level 7 Code), LEVEL_08_CODE (Level 8 Code), LEVEL_09_CODE (Level 9 Code), and LEVEL_10_CODE (Level 10 Code). The grid is otherwise empty; Excel’s Home ribbon is visible at the top.

  4. On the List Management page again, choose a list from the Select a List Name drop-down menu, or select New List.

    List Import screen with Upload File and Review Import Results buttons. An expanded “Select a List Name” dropdown shows options such as *Cost centers, *Exp_Company_Cost Center, *Exp_Mobile Phone Providers, *Exp_Projects, Expense Group ID (Do Not Change—Contact Customer Support), *Invoice Group ID, *Location Office, *Project-Task, *Test, Airlines, Airport Codes, Car Rental Agencies, Cellular Vendors, Demo, European Airlines, and Facilities maintenance.

  5. Select Choose File and locate the appropriate file for import on your local drive.

    On the List Import page (with Upload File and Review Import Results buttons and the “Exp_Country_Location_C” list), a Windows “Open” dialog is in the foreground showing the Downloads folder. The file “ConcurListImportTemplate Country_Location_Cost Center 06232025.xls” is selected, with Open and Cancel buttons and a File name field populated. The page underneath displays instructions plus “Choose File | No file chosen” and an “Upload Your Data” button.

  6. Select Upload Your Data.

    List Import page for uploading list items. Top has buttons Upload File and Review Import Results, with an option “List is a Vendor List.” A field shows the list “*Exp_Country_Location_C” with an “Existing List” link. Instructions explain downloading a Microsoft Excel template and note a 1,000-item limit per import. Highlighted section lists steps to upload a spreadsheet: 1) Click Browse, 2) Select the file, 3) Click Upload Your Data. Below are a Choose File control displaying “ConcurList…06232025.xls” and an Upload Your Data button.

Result

On the Field Validation Results page, review the details of the validation to confirm that no errors occurred during the import process. If you received errors, correct the spreadsheet, and then import the list again.​

List Import – Field Validation Results screen. Top shows buttons Upload File and Review Import Results, with links Previous and Back to List Management. A blue info box states: “The results of the Field Validation are: 20 list items were successfully processed. 0 list items failed field validation.”

If you need to view any import results, select the Review Results tab, enter the appropriate import date, and then select Search . All imports on that date, the number of records processed, and the number of records rejected are displayed.

List Import page with buttons for Upload File and highlighted Review Import Results; a date field set to 23/06/2025 with a Search button; below, a results table (File Name, Date, Status, Records Processed, Records Rejected, Details) showing two imports—one “Completed with Warnings” (4 processed, 4 rejected) and one “Success” (20 processed, 0 rejected).

Summary

  • Use Excel or CSV templates for on-demand list imports in Concur Expense.
  • Download and populate the template; do not change tab name or columns.
  • Select a list or New List, choose file, and upload your data.
  • Review Field Validation Results; correct errors, re-import, and check Review Results by date.

Reference

TopicLink
List Import ProcessSAP Help Portal

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