Configuring Custom Fields Advanced Settings

On the Custom Fields page, you can perform additional tasks by toggling to the Advanced view option as shown below. Additional tasks will be displayed such as rearranging the order of the fields, managing the visibility on forms, changing the copy down settings, choosing a driver for alternate account codes and deleting a custom field altogether.

Some options can be set for the custom fields. These options are:

• Required
• Read-Only
• Optional
• Hidden

You must determine the field visibility at the User Profile, Invoice Header, Line Item and Allocation levels.

The visibility of the fields at the User Profile Level dictates how a field behaves for users. It's best practice to configure this level as either Hidden or Read-only. Implementing this strategy empowers you to maintain control of the input on employee profiles. If a field is set to Hidden, it becomes invisible during data entry but continues to hold and provide data for reporting purposes. On the other hand, the Read-only option allows users to view the field but not modify it.

Select the appropriate behavior for the field at this level of the application. The options are:

• Required: You must enter data in this field before saving their profile.
• Optional: Users can change the field value on their profile.
• Read-only: Users can see the field but cannot change the value on their profile.
• Hidden: Users cannot see the field on their profile.

Like the User Profile Level, these fields determine field behavior in the designated levels. Select the appropriate behavior for the field at this level of the application.

These options are:

• Required: Users must enter data in this field before submitting the invoice.
• Optional: Users can change the field value at that level.
• Read-only: Users can see the field but cannot change the value at that level.
• Hidden: Users cannot see the field at that level.

Follow these steps to configure custom fields visibility.

1. Select Manage Visibility for the custom field you need to change the visibility.
2. Make a selection (Required, Read-Only, Optional, Hidden) at the Employee Level (Profile) and Report Header/Expense or Line Item/Allocation Level (Expense). Select Save to enable these changes.

The Invoice Copy-Down feature allows you to choose how a custom field value should copy down as shown in two options:

• User to Header: The custom field value that displays on the invoice header is from the user profile of the invoice owner.
• Vendor to Header: The custom field value that displays on the invoice header is from the record of the vendor selected for the invoice.

The default selection is set to User to Header but making a selection is dependent on how a company manages their use of the field values. Make sure to select Save after making changes on this page.

When setting up alternate account codes, a custom field needs to be selected to decide which account code invoices should be mapped to. On the advanced settings, select a checkbox under the column Drives Alternate Invoice Account Codes. Your selection should be what triggers or drives the change when it comes to assigning account codes to invoice expense types. You can only make one selection for Invoice. Make sure to click Save after making changes on this page.

Custom fields can be deleted if the field is no longer in use or to make way for additional custom fields. Deleting custom fields will result in irreversible data loss. 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.

• 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.