Forms in Concur Invoice define and control the data users must enter on a Purchase Request, Purchase Order, Invoice, or Vendor Profile. Their purpose is to:
- Capture organization-specific information beyond the default fields (for example: business purpose, project/cost center, funding source, compliance attestations).
- Enforce policy by making fields required/optional, adding validations, and conditionally showing or hiding fields conditionally based on context (such as expense type, business unit, or amount).
- 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 (for example: GL accounts, cost objects, and tax data).
- Improve reporting and analytics by standardizing the data collected across reports and expenses.
Accessing Forms Configuration
To access the Forms configuration area, select Forms and Fields from the Invoice Administration menu. The Forms tab loads by default, as shown in the screenshot below.
Form Configuration Levels
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.
Default Form Types
Invoice provides several default Form Types. Review the following screenshot and list to learn more.
- Employee: Use to enter user details in User Administration
- Payment Request Allocation: Use to enter distribution of cost information for an Invoice , when applicable. Not all customers allow allocation to be completed by the users.
- Payment Request Header: Use to enter information about the Invoice and typically includes the Invoice Number and date fields.
- Payment Request Line Item Details: Use to enter a single expense detail into an invoice.
- Payment Vendor: Use the capture the vendor details.
- Purchase Order Allocation: Use to enter distribution of cost information for a Purchase Order. This form is often skipped in configuration because vendors do not have access to allocate a PO.
- Purchase Order Header: Use to enter information about the Purchase Order and typically includes the PO Number and date fields.
- Purchase Order Line Details: Use to enter a single expense detail into a Purchase Order.
- Purchase Request Allocation: Use to enter distribution of cost information for a Purchase Request, when applicable. Not all customers allow allocation to be completed by the users.
- Purchase Request Header: Use to enter information about the Purchase Request and typically includes the Purchase Request Number, and Bill to/Ship to address.
- Purchase Request Line Item Details: Use to enter a single expense detail into a Purchase Request.
Note
Certain forms are available for use by specific product features. The field Copy Down options vary from form to form.
Purchase Request Forms and Copy Down Options
| Form | Copy Down From Options |
|---|---|
| Purchase Request Header | Only copy down option is Employee form |
| Purchase Request Line-Item Details | Copy down options are Employee and Vendor forms |
| Purchase Request Allocation (Distribution) | Copy down options are: (1) employee; (2) purchase request detail - ITEM |
Purchase Order Forms and Copy Down Options
| Form | Copy Down From Options |
|---|---|
| Purchase Order Header | Copy down option is: Purchase Request Details |
| Purchase Order Line-Item Details | Only copy down option is Purchase Request Item |
| Purchase Order Allocation (Distribution) | No copy down option or source is available |
Payment Request (Invoice) Forms and Copy Down Options
| Form | Copy Down From Options |
|---|---|
| Payment Request Header | Copy down options are Employee, Vendor, and PO Header forms |
| Payment Request Line-Item Details | Copy down sources are Employee, Payment Request Header, Payment Request Line-Item Details, Payment Vendor, and PO Line-Item Details forms |
| Payment Request Allocation (Distribution) | Copy down sources are Employee, Payment Request Header, Payment Request Line-Item Details, and Payment Vendor forms. Note You cannot copy down from Purchase Order or Purchase Allocation forms. |