Exploring Custom Fields

Objective

After completing this lesson, you will be able to define basic custom field settings.

Custom Fields Overview

Once you’ve identified the cost tracking fields your company needs and how users will enter the data, you're ready to set custom fields.

Custom fields serve two purposes:

Enable a custom field that your company wants the users to complete in an invoice.
Capture any other General Ledger (G/L) types of information, such as Departments, Projects, and Cost Centers that must be part of the G/L string or G/L file SAP Concur provides your company.

Note

In Concur Invoice Standard Edition, you can activate up to 12 custom fields.

You can designate the behavior for each field:

Required
Optional
Read-Only
Hidden

The Add a Custom Field page allows you to add the following field types:

List
Multi-level List
Free-Text
Checkbox

The fields selected appear in the following places:

User Profile page
Invoice Header page
Invoice Line Item page
Invoice Allocation page

In addition to the custom fields, the system tracks those available by default to all customers. The Fields We Track tab provides a complete list of the types assigned to each field.

The image displays the Custom Fields page in SAP Concur. The Fields We Track tab is highlighted. The page lists tracked fields such as account number, amount, attendee company, attendee first name, attendee last name, and attendee title with their types. There is a search bar at the top right and navigation tabs for Custom Fields and Fields We Track.

Caution

You cannot change the field type once it is assigned.

Custom Fields Access

To access custom fields:

Go to Invoice Settings in the Capturing Spend section.
Select Edit on the Custom Fields tile.

The image displays the Capturing Spend page in SAP Concur. It shows three sections: Custom Fields, Invoice Policy Group Configuration, and Expense Types for Invoices. Each section has an Edit button, with the Edit button for Custom Fields highlighted. The sections provide options to set up custom fields, configure policy groups, and customize expense types.

Resources

SAP Help Portal	Link
Custom Fields Setup Guide for Concur Standard Edition	Custom Fields

Summary

Custom fields let you capture company-specific data, such as Departments, Projects, and Cost Centers, on invoices.
You can set each custom field as required, optional, read-only, or hidden to fit your business needs.
Available field types include list, multi-level list, free-text, and checkbox; you cannot change the type after assignment.
Custom fields appear on user profiles, invoice headers, line items, and allocation pages for easy data entry and tracking.
Access and manage custom fields through Invoice Settings in the Capturing Spend section.

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