Managing Custom Fields

Objectives

After completing this lesson, you will be able to:
  • Access custom fields.
  • Create and manage simple lists.
  • Create and manage multi-level lists.
  • Import list items.

Path to Access Custom Fields

How to Access Default and Custom Fields:

Go to the Settings section of the Expense Admin. Under the Capturing Spend section, select Edit on the Custom Fields.

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 Custom Fields is highlighted in yellow. The Product selected is Expense

Simple Lists

You can create and manage simple lists for a smoother expense management process.

These lists are customizable and can be prepopulated, ensuring data consistency. Easily add new values, update, or delete them from these lists on SAP Concur as your users need. Examples of simple lists are Vendor lists and Currency lists.

Custom lists can be created for Cost Centers, Projects Codes, or Locations to ensure that users can access only valid accounting allocations.

The image shows a screenshot of a user interface for editing a list titled Location. There are buttons labeled Add and Edit for managing the list items. Below these buttons, there is a table with column for List Item, Code, and GL Code. On the right side, there is a section titled This is what your users will see, which displays a dropdown menu with the same list of locations. At the right top corner, there is a Done button to save the changes.

How to Create a Simple List

Follow these steps to create a simple list. We 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 is available to reinforce what you've learned and provide a quick recap.

Steps

  1. After navigating to the Custom Fields page, select the Add a New Custom Field. The Add a New Custom Field page appears.

    The image shows a screenshot of the Custom Fields page. The page includes a button labeled Add a Custom Field highlighted in yellow at the top left. Below the button, it indicates Custom fields remaining: 3. There are two tabs: Custom Fields and Fields We Track. The Custom Fields tab is selected, displaying a table with columns for Name, Type, and Manage. The table list one custom field: Project. The row has a Manage List Items link under Manage column. There is a Save button on the right side of the page and a link Switch to Advanced View next to it.

  2. Enter a name in the Field Name. You can enter a name or select a name from a list of most commonly used fields.

    The image shows a screenshot of the Add a New Custom Field page. On the page, there is a prompt asking: What would you like to name your name field, with a required field labeled Field Name and a dropdown menu labeled Most Commonly Used. The dropdown menu includes options such as: Campaign, Job Cost, Location, and Job Number. There is blue chat icon at the bottom right corner of the page.

  3. Select the type of field that you want to add: List.

    The image shows a screenshot of the Add a New Custom Field page. The page prompts to enter to name the new field, with Business Unit entered in the Field Name box. Below the field name, there are four options for the type of custom field: List, Free-Form Text, Checkbox, and Multi-Level List. The List is highlighted in yellow. There are buttons labeled Continue and Cancel at the bottom right of the page.

  4. Choose Continue.

    The image shows a screenshot of the Add a New Custom Field page. On the page, there is a prompt asking: What would you like to name your name field, with a required field labeled Field Name prefilled with Business Unit. List option is selected. At the bottom right, there is a blue Continue button highlighted in yellow.

  5. Select Add. The Add List Item page appears.

    The image shows a screenshot of the Add a New Custom Field page. On the left side, there is a section with a congratulatory message that says, Awesome! You're almost done. Below the message, there are buttons labeled: Add, Edit, and Delete. There is also a note indicating that items can be added manually or imported from a spreadsheet. Below the buttons, there is a placeholder text that says: No List Items and a prompt to add items to see how the user will view the list. On the right side, there is a preview section titled: This is what your users will see, with a dropdown menu labeled: Entity.

  6. Complete the List Item and GL/Item Code fields. Choose Add.

    The image shows a screenshot of the Add a new list item page. In the center of the screen, there is a pop-up window titled: Add List Item. The window contains two input fields: one labeled List Item with a value Unit 5 and another labeled GL Item Code with the value U5. St the bottom of the pop-window, there are two buttons, Cancel and Add, with the Add button highlighted in yellow. On the left side of the main screen, there is a list of existing items with checkboxes next to them. The list includes items labeled: Unit 1 through Unit 4, each with corresponding GL. There are also buttons labeled Add, Delete, and Filter Items Off above the list.

    Caution

    The names and codes can be letters, numbers, or combinations. Item Codes should have a unique value within the same list.

  7. Repeat step 6 for all the list items.

  8. Choose Done to save the list.

    The image shows a screenshot of a page for editing a list titled Business Unit. There are buttons labeled Add, Edit, and Delete. Below these buttons, there is a list of business units with checkboxes next to them. The list includes items labeled Unit 1, Unit 2, and Unit 3. On the right side, there is section with the heading This is what your users will see, followed by a dropdown menu labeled Business Unit. The dropdown menu contains options labeled Unit 1, Unit 2, Unit, 3, Unit 4, and Unit 5. On the top right corner of the page, there is a Done button highlighted in yellow.

Result

Hint

To create a free-form text field, in the step 3 select Free-Form Text as the field type. To create a checkbox field, select Checkbox as the type of field.

How to Edit a List

Follow these steps to edit a list. We 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 is available to reinforce what you've learned and provide a quick recap.

Steps

  1. Select Manage List Items following the custom field. The Edit List page appears.

    The image shows a screenshot of the Custom Fields page. The page allows users to add and manage custom fields for forms. There are two tabs: Custom Field and Fields We Track. The Custom Fields tab is selected, showing a list of custom fields with their name, types, and management options. There is a Save button and an option to Switch to Advanced View. A search bar is available a the top right corner. All the fields have the following columns: Name, Type, and Manage. Manage List Items under the Manage column is highlighted in yellow for the Location field.

  2. Choose Add. The Add List Item window appears.

    The image shows a screenshot of a user interface for editing a list titled Location. There are buttons labeled Add and Edit for managing the list items. Below these buttons, there is a table with column for List Item, Code, and GL Code. On the right side, there is a section titled This is what your users will see, which displays a dropdown menu. At the right top corner, there is a Done button to save the changes.

  3. Select an item and choose Edit if you must change an existing item. Once you complete the edit, select Save to enable the changes.

    The image shows a screenshot of a user interface for editing a list titled Location. T There are buttons labeled Add and Edit for managing the list items. Below these buttons, there is a table with column for List Item, Code, and GL Code. Three blue buttons are available above the entries: Add, Edit and Delete. Edit button is highlighted in yellow. On the right side, there is a section titled This is what your users will see, which displays a dropdown menu, with Atlanta displayed. At the right top corner, there is a Done button to save the changes.

  4. Select an item and choose Delete if you must delete an existing item. You must confirm the deletion of the item.

    The image shows a screenshot of the Delete Confirmation dialog box. It contains a warning icon and the message Are you sure you want to delete this list item? Below the message, there are two buttons: Cancel on the left and Delete on the right, with the Delete button highlighted in yellow.

    Caution

    If you gathered data for a field you delete, the system irreversibly deletes the existing data, which cannot be recovered. The custom field is removed from any existing expense reports that still must be processed, and all historical data related to this custom field is also deleted. SAP Concur cannot delete custom fields on your company's behalf.

  5. Complete the List Item and GL/Item Code fields. Choose Add.

    The image shows a screenshot of the user interface for editing a list of locations. At the top, there is a pop-up window titled Add List Item. Inside this window, there are two fields: List Item and GL / Item Code. There are two buttons at the bottom of the pop-up: Cancel and Add, with the Add button highlighted in yellow. Below the pop-up, the main interface is visible with the title Edit List: Location. There is a section on the left with a list of locations and their corresponding codes. There are buttons labeled Add, Edit, and Delete below this list. On the right side, there is a preview section titled This is what your users will see, with a dropdown menu labeled Location.

  6. Select Done to save the change.

    The image shows a screenshot of the user interface for editing a list titled Location. The interface is divided into two main sections. On the left side, there is a section titled Awesome! You're almost done. This section allows you to add items to the list manually or import them from a spreadsheet. There are buttons labeled Add and Edit for managing the list items. Below these buttons, there is a table with column for List Item, Code, and GL Code. On the right side, there is a section titled This is what your users will see, which displays a dropdown menu. At the right top corner, there is a Done button to save the changes, which is highlighted in yellow.

Result

Multi-level Lists

A multi-level (linked) list is a set of up to five fields that depend on each other. The list item selected in the first field determines which items are available in the second list field, and so on. For example, with the 3-level list configured, an expense report shows the three fields as linked or depend by numbering them. The value selected in the first field determines the options available in the second and third.

The image shows a screenshot of the New Expense form with various fields to be filled out. The form is divided into two main sections: Details and Itemizations. The Details section is currently visible, and the following fields are present: Expense Type, Transaction Date, Business Purpose, Vendor, Payment Type, Amount, Currency, Ticket Number, Project, Division , Company, Department, Location. The Division, Company, and Department are highlighted in yellow. The form includes several required fields, indicated by red asterisks.

How to Create and Manage a Multi-Level List

Follow these steps to edit a list. We 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 is available to reinforce what you've learned and provide a quick recap.

There are two main tasks to manage a multi-level list: creating the list and adding items to it.

Creating a Multi-Level List

Steps

  1. On the Manage Custom Fields screen, select Add a Custom Field.

    The image shows a screenshot of the Custom Fields page. The page includes a button labeled Add a Custom Field highlighted in yellow at the top left. Below the button, it indicates Custom fields remaining: 3. There are two tabs: Custom Fields and Fields We Track. The Custom Fields tab is selected, displaying a table with columns for Name, Type, and Manage. The table list one custom field: Project of type List. The row has a Manage List Items link under Manage column. There is a Save button on the right side of the page and a link Switch to Advanced View next to it.

  2. On the Add a New Custom Field page, name the Field Name, or select one from the list of commonly used fields. Select Continue.

    The image shows a screenshot of a user interface for adding a new custom field. The screen is titled Add a New Custom Field. Below the title, there is a section asking, What would you like to name your new field? with a text box labeled Field Name where the user has entered Division (highlighted in yellow). A drop-down menu labeled Most Commonly Used is also visible, with options such as Campaign, Cost Center, Branch, and others. At the bottom right corner of the screen, there are two buttons: Continue (highlighted in yellow) and Cancel.

  3. On the Add New Field page, choose Multi-level List.

    The image shows a screenshot of the Add a New Custom Field page. The page prompts to enter to name the new field, with Division entered in the Field Name box. Below the field name, there are four options for the type of custom field: List, Free-Form Text, Checkbox, and Multi-Level List. The Multi-Level List is highlighted in yellow. There are buttons labeled Continue (highlighted in yellow) and Cancel at the bottom right of the page.

  4. A confirmation page appears. Select Continue.

    The image shows a screeshot of the Add a New Custom Field page. On the page, there is message confirming you've selected a Multi-Level List. At the bottom right, there is a blue Continue button highlighted with a yellow border.

  5. The Add a New Custom Field page appears. On the page, Level 1 is selected. You must name or select a name for the second level field. A confirmation page appears. Select Continue.

    The image shows a screenshot of an interface for adding a new custom field. The interface is titled Add a New Custom Field and is part of the Expense Settings under the Company section. The page instructs the user to name each list level and provides an example link for previewing a multi-level list. The interface has two main sections for naming list levels: 1. Name of your 1st level with a dropdown menu currently set to Division. 2. The second section is labeled Name your 2nd Level with a dropdown menu that is currently open, showing options such as Campaign, Client Campaign, Client Matter, Client Service, Cost Center, and Custom Job.

  6. Select Done.

    The image shows a screenshot of an interface for adding a new custom field. The page is titled Add a New Custom Field and provides instructions for naming each list level. The first level is named Division, and the second level is named Company. There is a Done button highlighted in yellow, and a Cancel button next to it. The interface also includes navigation links at the top for Expense Settings and Company.

  7. A pop-up message appears, warning that the level names cannot be changed once the list is built. Review carefully. Choose OK.

    The image shows a screenshot of a pop-up window with the title Confirming Your List Levels. The message in the window reads: Once we build your list, you won't be able to change the names of your list levels. Please double-check the names you used in your lists. If everything's good, select Confirm. You'll be able to add items to your lists in the next step. At the bottom right corner of the window, there is a blue OK button highlighted in yellow.

  8. Confirm the levels on your Multi-level List. Select Done.

    The image shows a screenshot of a user interface for adding a new custom field. The title at the top reads Add a New Custom Field. Below this, there is a section asking the user to confirm the levels in their multi-level list, with an example provided. Two levels are shown: Division and Company. At the bottom right, there are three buttons labeled Previous, Done, and Cancel. The Done button is highlighted in yellow. The navigation path at the top indicates that the user is in the Expense Settings under the Company section.

    Add Items to the Multi-Level List

  9. The Add New Field page appears. Select Add list items.

    The image shows a screenshot of a interface titled Add New Field under the Expense Settings section. The page indicates that a new multi-level list has been added with the fields Division and Company. There is a button labeled Add list items (highlighted in yellow) for adding items to the list for employees to choose from. Below this button, there are two links: Add another custom field and Manage Custom Fields. The page features an illustration of three documents or forms.

  10. Select Add to start adding items for the Level 1 field.

    The image shows a screenshot of a user interface for editing a list. The title Edit List is displayed at the top, with options to Filter Items: Off, Done, and Import List below it. There are two columns labeled 1. Division and 2. Company, representing the first and second levels of the list, respectively. Each column has an Add button, with the button under Division highlighted in yellow.

  11. Enter the Item Name and Item Code. Select Add. Repeat this step for the remaining of items for the Level 1 field.

    The image shows a screenshot of a user interface for editing a list, specifically for adding items to a Division and Company category. The Division section is labeled as the First Level and requires an Item Name and Item Code, both marked with asterisks indicating they are mandatory fields. Below these fields, there is a blue Add button and a Cancel link. The Company section is labeled as the Second Level and has an Add button. At the top of the interface, there are options to Filter Items, Done, and Import List.

  12. Select one item for the Level 1 field. On the second level field, select Add.

    The image shows a screenshot of a user interface for editing a list of custom fields. The interface is divided into two sections: 1. Division and 2. Company. In the 1. Division section, labeled as First Level, there are three entries: Corporate (100)- highlighted in yellow, Electric (300), and Solar (200). Each has the option to Add, Edit, and Delete. 2. Company (Second Level). There is an Add button available, highlighted in yellow. At the top of the interface, there is a Done button, highlighted in yellow, and options to Filter Items: Off and Import List.

  13. Enter the Item Name and Item Code. Select Add. Repeat this step for the remaining of items for the Level 2 field. If necessary, repeat steps 12 and 13 until all the items are entered.

    The image shows a screenshot of a user interface for editing a list. The interface is divided into two main sections: 1. Division (First Level). There are two divisions listed: Corporate and Electric. There are buttons labeled Add, Edit, and Delete for managing the divisions; 2. Company (Second Level). There are input fields for Item Name and Item Code (highlighted in yellow), both marked with an asterisk indicating they are required fields. There are buttons labeled Add or Cancel for adding or canceling the addition of a new company. At the top of the interface, there are options to Filter Items: Off, Done, Import List. The title of the page is Edit List and it's part of Custom Fields.

  14. Select Done to save the changes.

    The image shows a screenshot of an Edit List interface for custom fields. The interface is divided into two sections: 1. Division and 2. Company. In the 1. Division section, labeled as First Level, there are three entries: Corporate, Electric, and Solar. Each has the option to Add, Edit, and Delete. In the 2. Company section, labeled as Second Level, there are three entries: Company 1 , Company 2, and Company 3. This section also has an Add button. At the top of the interface, there is a Done button, highlighted in yellow, and options to Filter Items: Off and Import List.

Result

How to Import a List

Importing from a spreadsheet is the preferred method for adding list items. Because names and codes can be verified beforehand, accuracy is improved, and subsequent edits are minimized.

Follow these steps to import list items. We 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 is available to reinforce what you've learned and provide a quick recap.

Steps

  1. Download the list data spreadsheet.

    1. On the Edit screen, select the import from a spreadsheet link.

      The image shows a screenshot of a Edit List: Project page. The page is divided into two sections. On the left, there is a message that reads, Awesome. You are almost done. It's time to add items to your new list. You can add them manually below or import them from a spreadsheet. The phrase import them from a spreadsheet is highlighted. On the right side, there is a preview section titled This is what your users will see, showing a dropdown menu labeled Project. At the top of the page, there is a Done button.

    2. The List Import window appears. Select the word link.

      The image shows a screenshot of a List Import instruction page. The page provides detailed steps for importing a list into the system. In addition to these instructions there are additional notes with the maximum number of list items per import (1,000). There is a Choose File button and Upload Your Data button at the button of the page. The word link is highlighted in yellow.

    3. The spreadsheet downloads.

      Portion of the spreadsheet (header) with columns: Delete, Name, Level_01_Code. Item Name and Item Code are blue and underlined.

  2. Populate the list data spreadsheet. Enter the values under the Name/Item Name and Level_01_Code/Item Code columns.

    The image shows the screenshot of a spreadsheet with three columns and several rows of data. The columns are labeled as follows: Column A: Delete, Column B: Item Name, Column C: Level_01_Code. The rows contains data row 3-7, Project 1-5 in the Name column, and P 1-5 in the Level_01_Code column.

    If the list is a multi-level list, populate the spreadsheet as follows:

    The image shows a screenshot of an example of two level list: Column A: Delete, Column B: Name, Column C: Level_01_Code, Column D: Level_02_Code. The rows contains data: Row 1: Headers (Delete, Name, Level_01_Code, Level_02_Code), Row 2: Sub-headers (Delete?, Item Name, Department Code, School Code), Row 3 and 4: Data.

  3. Upload the list data spreadsheet.

    Select the Upload Your Data button.

    The image shows a screenshot with instructions for uploading a list import spreadsheet. Below the instructions, there is a button labeled Choose File with a file selected. There is a highlighted button named Upload Your Data.

  4. View the initial field validation results.

    The image shows a screenshot of a List Import page showing the Field Validation Results. These results indicate that 5 list items were successfully processed and o list items failed field validation. The page has options to Upload File and Review Import Results, with navigation links to go Previous and Back to Setup.

    Caution

    The spreadsheet for a simple list requires the same values if you create the list manually. The spreadsheet for a multi-level list requires the regular name and code that identifies the top level and each additional level list item.

Result

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