Managing Custom List Items

Objective

After completing this lesson, you will be able to manage custom list items in Concur Invoice Professional Edition

Custom Lists Overview

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 Payment Request Accounting Extract (PRAE).

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 Payment Request Accounting Extract (PRAE).

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.
The image displays a list management screen showing a table with three columns labeled list name, levels, and vendor list. The table includes items such as billable, employee groups, reference codes, cost centers, org structure, project list, airport codes, audit group, class of service, fuel type, travel rule class, and several value‑added tax lists. Each row shows the number of levels and indicates whether the list is available for vendors. Blue buttons labeled modify, new, remove, and import appear at the top of the screen.

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.

    The image displays a software screen titled List Management with a large table that lists item names, levels, and vendor list status. The table contains many entries, including billable codes, employee groups, invoice reference codes, invoice groups, project lists, and other category names. Each row shows a level value and a “No” under the vendor list column. Buttons labeled Modify, New, Remove, and Import appear above the table. The New button is highlighted. A vertical scroll bar is visible on the right side of the table.

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

    Note

    Do not select the Vendor List checkbox if the data is used in Forms and Fields.
    The image displays a software form labeled “New List” with fields for creating a new list item. The form shows an unchecked option for marking the list as a vendor list, a text field containing “*INV_Cost Centers”, and dropdown menus for selecting the default search type and display format. A blue Save button appears below the text field. Instructional text is shown at the bottom of the form.

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

    The image displays a New List page in an admin interface. It shows a checkbox for List is Vendor List and a List Name field set to “INV_Cost Centers.” It shows dropdowns for Default Search set to Text and Display Format set to “(CODE) TEXT,” with a Save button. A lower section shows buttons for New and Remove, filter controls, a list tree with “INV_Cost Centers,” an empty edit pane on the right, and a Done button.

  4. Enter the details for the first Item Name and Item Code. Select Save or Save and Add to repeat the process, and then select Done.

    The image displays a New List page in an admin interface. It shows a checkbox for List is Vendor List and a List Name field set to “INV_Cost Centers.” It shows dropdowns for Default Search set to Text and Display Format set to “(CODE) TEXT,” with a Save button. The lower area shows New and Remove buttons, filter options, and a list tree for “INV_Cost Centers.” A right panel shows fields for Item Name and Item Code, plus buttons for Export Deleted Children, Save and Add, Save, and Cancel, and a Done button at the bottom.

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 modify a custom list.

Steps

  1. In List Management, create the new list and add the first-level list items.

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

    The image displays a New List page in an admin interface with the list name “INV_Regions-Cost Centers.” It shows dropdowns for Default Search set to Text and Display Format set to “(CODE) TEXT,” and a Save button. The left pane lists list items with codes and names, including (TXL) Berlin, (DAL) Dallas, and (PRA) Prague. The right pane shows fields for Item Name and Item Code, and buttons for Export Deleted Children, Save and Add, Save, and Cancel, with a Done button at the bottom.

  3. In the Confirmation Action box, select Yes.

    The image displays a “Confirm Action” pop-up dialog over a list editor screen. The dialog asks if you want to convert a single-level list to a multi-level list. It shows a help icon and two options: Yes and No. The Yes option is highlighted.

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

    The image displays a list editor screen for “INV_Regions-Cost Centers.” It shows a tree list with locations and child items, including Berlin with Accounts Payable and Administration, plus Dallas and Prague. It shows fields to edit the item name and item code and buttons to add, remove, save, cancel, and finish.

  5. Repeat the process to add the remaining list items and then select Done. Please note that Multi Level Lists allow 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 custom list.

Steps

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

    The image displays a “List Management” page with a table of list names. It shows buttons for Modify, New, Remove, and Import. It lists each item with its level count and whether it is a vendor list, with “INV_Regions-Cost Centers” highlighted.

  2. Search for and locate the correct data in the list. You can use the Filter field to limit the items displayed. Select the appropriate item, and then add, modify, or remove the item, as needed.

    The image displays a list editor with a filter set to “Dallas.” It shows a tree list with the parent item “USA” and the child item “Dallas,” plus another branch with “DE” and “Berlin.” It shows fields for item name and item code and buttons to export deleted children, save and add, save, cancel, and done.

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

    The image displays a “List Management” screen with a table of lists. It shows buttons for Modify, New, Remove, and Import. It lists each item with its level count and vendor list status, with “Exp_Projects” highlighted.

    Note

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

Result

The list modifications are saved.

Summary

  • Use item names and unique item codes to support integrations and extracts
  • Create single-level and multi-level lists, including up to 10 connected levels
  • Modify items using search and filters to add, update, or remove entries
  • Remove a list only when the system shows it is not in use

Reference

TopicLink
Manual Single and Multi-Level List CreationSAP Help Portal

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