Managing Custom List Items

Objective

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

Custom Lists

You can create custom lists in the user interface and then add items manually or through an import file. Each list item requires a List Item Name and a List Item Code. As a system administrator, you use the List Item Code for data integration. Enter the code in the employee profile, and Concur provides the code in the Standard Accounting Extract (SAE).​

Review the following terms to learn more about the key components of custom lists.

List Item Name
This is the descriptive name for the list item.
List Item Code
Use this code for data integration. Enter it in the employee profile, and Concur provides it in the Standard Accounting Extract (SAE).

Important Considerations

  • List item names are limited to 64 characters​
  • List item codes are limited to 32 characters and can’t be duplicated on the same level​
  • Naming new lists with an asterisk (*) as the first character is a common practice

Note

Although this step isn’t required, it causes the custom lists to appear at the top of a list when sorted, making them easier to locate.

Create a Single-Level Custom List

Review the following steps to learn how to create a single-level list and add data.

Steps

  1. On the List Management page, select New.

    A screenshot of a “List Management” page displaying a table with three columns: “List Name,” “Levels,” and “Vendor List.” The page includes buttons labeled “Modify,” “New,” “Remove,” and “Import.” The table contains multiple list names, such as “Cost centers,” “Exp. Mobile Phone Providers,” “Expense Group ID,” “Invoice Group ID,” “Location Office,” “Project Task,” “Airlines,” “Airport Codes,” “Car Rental Agencies,” “Cellular Vendors,” “Demo,” “European Airlines,” “Facilities maintenance,” “Freight Carriers,” “Gas Stations,” “Limousine Services,” “Location-Office-City,” “Lodging - Global List,” “Telephone Vendors,” “Testing,” “Travel Agents,” “Travel Rule Class,” and others. The “Levels” column shows values like 1 or 2, and the “Vendor List” column displays “Yes” or “No.” A vertical scrollbar appears on the right side of the table.

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

    Do not select theVendor List check box if the date is used in forms and fields.A screenshot of a “New List” page displaying form fields and controls. At the top, there is a checkbox labeled “List is Vendor List,” followed by a text field labeled “List Name,” which contains the text “Exp_Projects.” Below it are two dropdown menus labeled “Default Search” and “Display Format,” both set to “TEXT,” with the display format showing “(CODE) TEXT.” A blue “Save” button appears beneath the fields. Lower on the page is a toolbar with buttons labeled “New,” “Remove,” and “Show Deleted,” along with filters for “Filter By” and a search field labeled “Enter text to filter child items.” To the right is a large empty white panel. A blue “Done” button is at the bottom right.

  3. The list name appears as the first-level category label. To add list data, select the list name and then select New.

    A screenshot of a “New List” page displaying form fields and list management controls. At the top left is a checkbox labeled “List is Vendor List.” Below it is a text field labeled “List Name,” containing the value “Exp_Projects.” Under the text field are dropdown menus labeled “Default Search” and “Display Format,” both set to “TEXT,” with the display format showing “(CODE) TEXT.” A blue “Save” button appears beneath them. Below the form is a toolbar with buttons labeled “New,” “Remove,” and “Show Deleted,” along with a dropdown labeled “Filter By” and a search field titled “Enter text to filter child items.” A single list item named “Exp_Projects” appears in the list area. On the right is a large empty white panel, and a blue “Done” button is located at the bottom right of the screen.

  4. Enter the details for the first Item Name and then Item Code. SelectSave orSave and Add to repeat the process, and then select Done.

    A screenshot of a “New List” page with form fields and list item details. At the top left is a checkbox labeled “List is Vendor List,” followed by a text field labeled “List Name” containing “Exp_Projects.” Dropdown menus for “Default Search” and “Display Format” are set to “TEXT” and “(CODE) TEXT.” Below them is a blue “Save” button. In the list section, a toolbar with buttons labeled “New,” “Remove,” and “Show Deleted” appears along with filter options and a search field. One list item, “Exp_Projects,” is shown. On the right side, an item detail panel is displayed with fields labeled “Item Name,” set to “No Project,” and “Item Code,” showing “000000.” Buttons labeled “Export Deleted Children,” “Save and Add,” “Save,” and “Cancel” appear beneath the fields. A blue “Done” button is at the bottom right.

Result

The single-level custom list displays on the List Management page.

Create a Multi-Level Custom List

Review the following steps to learn how to create a multi-level list and add data.

Steps

  1. On the List Management page, select New and then add the first-level list items.

    Composite screenshot of SAP List Management and New List screens. On the left, the List Management page shows a table of list names with toolbar buttons Modify, New, Remove, and Import. On the right, the New List page is open for “Exp_Company_Cost Center,” with Default Search set to TEXT and Display Format to CODED TEXT. The item editor (highlighted) shows Item Name “United States” and Item Code “US,” with buttons Export Deleted Children, Save and Add, Save, and Cancel, and a Done button at the bottom right.

  2. Select the first list item to which you want to add sub-items, and then select New.

    Screenshot of the “Edit List” screen. The list name is “Exp_Company_Cost Center” with Default Search set to TEXT and Display Format set to CODED TEXT. In the left tree, the “[US] United States” item is selected. The right pane shows an editor with Item Name “United States” and Item Code “US,” plus buttons: Export Deleted Children, Save and Add, Save, Cancel. A “Done” button appears at the bottom right.

  3. In the Confirmation Action box, select Yes.

    Screenshot of an “Edit List” page for “Exp_Company_Cost Center.” A modal titled “Confirm Action” asks, “Are you sure you want to convert this single-level list to a multi-level list?” with a highlighted “Yes” button and a “No” option. In the background, the item editor shows Item Name “United States” and Item Code “US,” with buttons for Export Deleted Children, Save and Add, Save, and Cancel, and a “Done” button at the bottom right.

  4. Enter the Item Name and Item Code for the second-level item, and then select Save and Add.

    Screenshot of an “Edit List” page. The list name is “Exp_Company_Cost Center,” with Default Search set to TEXT and Display Format set to CODED TEXT. The left pane shows a tree for “[US] United States.” The right pane (highlighted) displays an item editor with Item Name “Administration” and Item Code “100,” plus buttons: Export Deleted Children, Save and Add, Save, and Cancel. A “Done” button appears at the bottom right.

    Note

    Repeat the process to add the remaining list items.

  5. Select Done when you are finished.

    Screenshot of an “Edit List” page. The list name is “Exp_Company_Cost Center.” A left tree shows “[US] United States” with child “(100) Administration.” On the right, an item editor has Item Name “Human Resources” and Item Code “101,” with buttons for Export Deleted Children, Save and Add, Save, and Cancel. A “Done” button is highlighted at the bottom right.

    Note

    Multi-Level List allows a maximum of 10 levels.

Result

The multi-level list is visible on the List Management page.

Modify a Custom List

Review the following steps to learn how to modify a list.

Steps

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

    Image of a List Management screen displaying a table of list names with levels and vendor list status, and action buttons Modify, New, Remove, and Import.

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

    Image of an 'Org Structure' list editor with default search and display format options, Save/New/Remove buttons, a highlighted Filter By: TEXT field, and a tree of country items with codes.

  3. Select the appropriate item, and then add, modify, or remove the item, as appropriate.

    Image of an Edit List screen for 'Org Structure' with a filtered tree showing (US) United States selected and a right panel with Item Name and Item Code fields plus Export Deleted Children, Save and Add, Save, Cancel, and Done buttons.

  4. If you need to remove a List completely, select the appropriate list on the List Management page, and then select Remove.

    Image of a List Management screen with a table of list names, levels, vendor list status, and toolbar buttons Modify, New, Remove (highlighted), and Import.

    Note

    The Remove button will be available only if the list is not currently in use.​

Result

The list modifications are saved.

Summary

  • Create custom lists and add items manually or by importing a file.
  • Each item requires a List Item Name and a List Item Code.
  • Use the List Item Code for integrations; enter it in employee profiles and it appears in the Standard Accounting Extract.
  • Keep names within 64 characters; codes within 32 characters and unique at the same level.
  • Optionally prefix new list names with an asterisk to sort them to the top.

Reference

TopicLink
Manual Single and Multi-Level List CreationSAP Help Portal

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