Managing Attendee Forms

Objectives

After completing this lesson, you will be able to:
  • Describe attendee forms.
  • Access attendee forms.
  • Manage attendee forms.

Basics of Attendee Forms

The image shows a screenshot of the Expense - Expense Types section. The interface has four tabs: Expense Types, Account Codes, Expense Forms, and Attendee Forms, with the Attendee Forms tab highlighted. Below, there is a form titled Attendee Type: Default Attendee Form with fields for Last Name (Required), First Name (Optional), Attendee Title (Optional), and Company (Optional). A blue Save button is located on the left side of the form.

The attendee forms allow users to record and manage the details of attendees associated with expenses.

With Attendee Forms, users can capture essential details such as the attendee's name, their role, their organization, and the nature of their attendance. They are instrumental in meals, entertainment, or other expense types where attendees are part of the expense justification process.

Path to Access Attendee Forms

To access and configure attendee forms, select Edit on Expense Types for Expenses in the Capturing Spend section of the Expense Settings page.

The image shows a screenshot of the Settings interface, with Capturing Spend section. There are four main options, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Edit button under the Expense Types for Expenses is highlighted in yellow. The Product selected is Expense.

How to Set Attendee Forms Options

Follow these steps to set expense form options. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video will be available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Manage Expense Types page, select Edit Expense Form Settings.

    The image shows a screenshot of a user interface for managing expense types and setting policy groups, activation, and limits. On the left side, there is a list of expense types, such as Airfare, Business Meals (Attendees). Each expense type is marked as Active. On the right side, there are details for editing the Airfare expense type: Expense Type Name (Airfare), Default Account Code (100), Category (Airfare), Edit Expense Form Settings link (highlighted in yellow).

  2. Select Attendee Forms tab.

    The image shows a screenshot of the Expense - Expense Types page, specifically showing the Attendee Forms tab. The Attendee Forms section includes fields such as Last Name, First Name, Attendee Title, and Company, with options to set each field as Required or Optional. The Save button is available for saving changes.

  3. Set the value for the three selectable fields.

    Each of the three selectable fields has the same values:

    • Hidden- The field is not displayed on the form.
    • Read-only- The field appears on the form but cannot be changed.
    • Optional- The field appears on the form but does not need to be filled in.
    • Required- The field appears on the form and must be filled in.
    The image shows a screenshot of an interface titled Expense - Expense Types. There are several tabs at the top: Expense Types, Account Codes, Expense Forms, Attendee Forms, and Trip and E-Receipt Mappings. Below the tabs, there is a section for configuring attendee forms. The user can select an Attendee Type from a drop-down menu, which is currently set to Default Attendee Form. There is a table with two columns: Field and Setting. The fields listed are Last Name, First Name, Attendee Title, and Company. The settings for these fields can be adjusted. For example, Last Name is set to Required, First Name is set to Required, and Attendee Title is currently being edited with a dropdown menu showing options: Hidden, Read-Only, Optional, and Required. The Company field is also listed but its setting is not shown in the screenshot.

    Caution

    Most customers will only see one form; however, if the industry type is Pharmaceutical/Medical Device Manufacturers, an additional form called HealthCare Professional (HCP) is available.

  4. Select Save to enable all the changes and return to the Expense Settings page.

    The image shows a screenshot of a software interface titled Expense - Expense Types. There are several tabs at the top: Expense Types, Account Codes, Expense Forms, Attendee Forms, and Trip and E-Receipt Mappings. Below the tabs, there is a section for configuring attendee forms. The user can select an Attendee Type from a drop-down menu, which is currently set to Default Attendee Form. There is a table with two columns: Field and Setting. The fields listed are Last Name, First Name, Attendee Title, and Company. The settings for these fields can be adjusted. For example, Last Name is set to Required, First Name is set to Required, and Attendee Title and Company are set to Optional. At the top left, there is a Save button to save the any changes made to the settings.

Result

References

TitleLink
Concur Expense: Expense Types - Setup Guide for Standard EditionConcur Expense: Expense Types - Setup Guide for Standard Edition

Summary

Thank you for completing this unit.

As we conclude our unit on configuring expense forms in Concur Expense, Standard Edition, you have gained the essential skills to navigate and manage expense and attendee forms effectively. We began with an introduction to the basics of expense and attendee forms and guided you through the process of accessing them. You have learned how to create, customize, and edit expense and attendee forms to meet your organization's specific needs.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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Learning

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