Configuring Custom Fields

Objective

After completing this lesson, you will be able to create custom fields.

Create a Simple List

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

These lists are customizable and can be pre-populated, 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 Project lists and Department lists.

Custom lists can be created to ensure that users can access only valid accounting allocations.

The image displays a user interface for editing a location list. The left side shows options to add, edit, or delete list items, with Seattle and its code listed. The right side previews a dropdown menu where users can select Seattle, Pittsburgh, or Atlanta.

Steps

  1. Navigate to the Custom Fields page.

  2. Select the Add a Custom Field button.

    The image displays the Custom Fields page in Concur. It shows a list of existing custom fields with columns for name, type, manage, and delete. The Add a Custom Field button is highlighted on the right. There is also a search bar and a Save option.

  3. 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 displays the Add a New Custom Field page. It shows a section asking what you would like to name your new field. There is a dropdown menu for entering or selecting a field name, with options such as Department, Campaign, and Business Unit. The Field Name dropdown is highlighted.

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

  5. Select Continue.

    The image displays a page for naming a new custom field. The selected field name is Business Unit. Recommended field types are shown as options: List, Free-form Text, Checkbox, and Multi-level List. The List option is highlighted. At the bottom right, the Continue button is also highlighted.

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

    The image displays the Edit List: Business Unit page. It shows a message indicating you are almost done and prompts you to add items to your new list. The Add button is highlighted on the left. On the right, there is a preview of what users will see for the Business Unit field. The Done button is at the top right.

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

    The image displays the Add List Item window. It includes input fields for List Item and GL or Item Code, with sample values Business Unit 1 and BU1 entered. The Add button is highlighted in the bottom right corner, next to the Cancel option.

  8. Repeat step 7 for all the list items.

  9. Choose Done to save the list.

    The image displays the Edit List: Business Unit page. It shows a table with list items and their codes, and a message indicating you are almost done. On the right, there is a dropdown preview of the Business Unit field showing options from Business Unit 1 to Business Unit 5. The Done button is highlighted in the top right corner.

    Note

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

Edit Simple List

You can perform the following actions: Add a List Item, Edit a List Item and Delete a List Item.

Add a List Item

Steps

  1. Select Manage List Items under Custom Fields. This opens the Edit List page.

    Manage List Items is located at the bottom of the Custom Fields page.

  2. Choose Add. This opens the Add List Item window.

    The Add button is located on the left side of the screen and highlighted.

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

    Add list item window contains the List Item menu on the left and the GL/Item Code menu on the right. Add button is on the bottom of the screen.

    Edit a List Item

  4. Check the box for the item you want to select, then select Edit to modify the item.

    Edit button is between the Add and Delete buttons.

  5. Make the necessary changes and select Save when done.

    Save button is on the bottom of the screen.

    Delete a List Item

  6. Check the box for the item you want to delete. Select Delete.

    There are three buttons to choose from: Add, Edit, Delete. The Delete button is on the right of the Edit button.

  7. Select Delete on the Delete Confirmation pop up window.

    Delete Confirmation window pops up and delete button is on the lower right of the screen.e

  8. Select Done to save your changes.

    Done button is located on the upper right side of the screen.

Create and Manage a Multi-level List

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 invoice 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 displays an invoice entry page for Cranks Manufacturing. It shows vendor information on the left and various invoice details on the right, including invoice name, number, date, policy, and amount. The Region, Branch, and Cost Center fields are highlighted in the middle section of the form. There are Save, Assign, and Submit Invoice buttons on the page.

Create a Multi-Level List Field

Steps

  1. Select Add a Custom Field on the Custom Fields screen.

    The image displays the Custom Fields page in Concur. It shows a list of custom fields with columns for name, type, manage, and delete. The Add a Custom Field button is highlighted on the right. There is also a search bar and a Save option.

  2. Name the Field Name or select one from the list of commonly used fields. Select Multi-level List and Continue.

    The image displays the Add a New Custom Field page. The Field Name is set to Countries. Four field type options are shown: List, Free-form Text, Checkbox, and Multi-level List. The Multi-level List option is highlighted. The Continue button is also highlighted at the bottom right.

  3. Select Continue on the confirmation page.

    The image displays the Add a New Custom Field page with the Multi-level List option selected. It explains that a multi-level list will create multiple related lists. There is an example section on the right. The Continue button is highlighted at the bottom right.

  4. Select a name for the 2nd level on the Add a New Custom Field page. Level 1 is already selected. Select Done.

    The image displays the Add a New Custom Field page, where you need to name each list level. The first level is named Countries, and the second level is named State. The dropdown for naming the second level and the Done button are both highlighted. There is also an option to add another level or cancel the process.

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

    The image displays a confirmation window titled Confirming Your List Levels. It instructs users to double-check the names of their list levels, noting that these names cannot be changed later. The OK button is highlighted in the bottom right corner.

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

    The image displays a confirmation window titled Confirming Your List Levels. It instructs users to double-check the names of their list levels, noting that these names cannot be changed later. The OK button is highlighted in the bottom right corner.

    Add Items to the Multi-level List

  7. Select Add list items on the Add New Field page.

    The image displays the Add a New Custom Field page, confirming that a new multi-level list with Countries and State has been added. There is a highlighted Add list items button for adding items to the list. Additional options to add another custom field or manage custom fields are also shown.

  8. Select Add to add items to the Level 1 field.

    The image displays the Edit List page for custom fields. It shows two columns labeled 1. Countries for the first level and 2. State for the second level. The Add button is highlighted under Countries, allowing users to add list items. There are also Done and Import List buttons at the top.

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

    The image displays the Edit List page for custom fields. Under the first level, Countries, there are input fields for Item Name and Item Code, with United States and US entered. The Add button is highlighted, allowing users to add the new list item. The second level, State, is shown on the right.

  10. Select one item for the Level 1 field. Select Add in the Level 2 field.

    The image displays the Edit List page for custom fields with two columns: Countries as the first level and State as the second level. The Countries column lists Mexico, Canada, and United States with their codes. The Add, Edit, and Delete buttons are shown under Countries. The Add button is highlighted under State, allowing users to add items to the second level.

  11. Enter the Item Name and Item Code. Select Add. Repeat this step for the remaining items in the Level 2 field.

    The image displays the Edit List page for custom fields with two columns: Countries as the first level and State as the second level. Under State, there are input fields for Item Name and Item Code, with California and US-CA entered. The Add button is highlighted, allowing users to add the new state item. The Countries column shows Mexico, Canada, and United States with their codes.

  12. Select Done to save the changes.

    The image displays the Edit List page for custom fields with two columns: Countries as the first level and State as the second level. The Countries column lists Mexico, Canada, and United States with their codes. The State column lists New York, Texas, and California with their codes. The Done button at the top is highlighted.

Import 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.

Download the List Data Spreadsheet

Steps

  1. Select import from a spreadsheet link on the Edit List screen.

    Import them from a spreadsheet is located in the tile on the left side of the screen.

  2. Select the word link in the List Import window.

    The link is under number 1 in the list called: To download a list import template.

    Populate the list data spreadsheet.

  3. Enter the values under the Name/Item Name and Level_01_Code/Item Code columns for a single level list.

    Excel spreadsheet shows three columns: Delete, Name, Level_01_Code. The value Item name is located under Name and the value Item code is located under Level_01_code

  4. Enter the values under the Name/Item Name and Level_01_Code/Item Code and Level_02_Code columns for multi-level lists.

    Excel spreadsheet shows four columns: Delete, Name, Level_01_Code, Level_02_Code. The value Item name is located under Name, the value Item code is located under Level_01_code, the value State Code is located under Level 02 Code.

    Upload the List Data Spreadsheet

  5. Select Upload Your Data.

    Upload Your data button is located on the bottom of the page.

  6. View the initial field validation results.

    Field validation results are shown in the blue highlighted area in the center of the screen.

    Note

    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.

Resources

SAP Help PortalLink
Custom Fields Setup Guide for Concur Standard EditionConfigure Custom Fields

Summary

  • Simple and multi-level lists help ensure data consistency and valid accounting allocations in invoice management.
  • You can easily create, edit, or delete list items directly in SAP Concur or by importing a spreadsheet.
  • Multi-level lists link up to five fields, where each selection determines the options for the next field.
  • Each list item and code must be unique within its list for accurate tracking and reporting.
  • Use the Custom Fields page to add and manage all list types for your organization’s needs.

Learning

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