Shared: Custom Fields Setup Guide for Concur Standard Edition

Shared:

Custom Fields

Setup Guide for Concur Standard Edition

Last Revised: February 28, 2023

Applies to these SAP Concur solutions:

 Expense

 Professional/Premium edition

 Standard edition

 Travel

 Professional/Premium edition

 Standard edition

 Invoice

 Professional/Premium edition

 Standard edition

 Request

 Professional/Premium edition

 Standard edition

ii Shared: Custom Fields Setup Guide for Concur Standard Edition

Last Revised: February 28, 2023

Table of Contents

Section 1: Overview .................................................................................................... 1

Section 2: Custom Fields ............................................................................................. 1

Basic and Advanced Views ........................................................................................ 2

Configuration-Dependent Columns ............................................................................. 3

Integrated Accounting Software Mapping .............................................................. 3

Alternate Account Codes..................................................................................... 3

Invoice Copy-Down ............................................................................................ 4

Access the Custom Fields Page .................................................................................. 5

Section 3: Configure Custom Fields ............................................................................. 6

Invoice Copy-Down ............................................................................................ 8

Add New Fields ........................................................................................................ 8

Add Multi-Level Lists .............................................................................................. 16

End-User Experience ........................................................................................ 17

Create Multi-Level Lists .................................................................................... 18

Move Fields ........................................................................................................... 21

Delete Fields ......................................................................................................... 22

Section 4: Edit List Items .......................................................................................... 24

Add List Items ....................................................................................................... 24

Edit List Items ....................................................................................................... 27

Filter Items on the Edit List Page ............................................................................. 27

Delete List Items ................................................................................................... 28

Import List Items ................................................................................................... 29

Download the List Import Spreadsheet ............................................................... 29

Populate the Spreadsheet ................................................................................. 30

Single-Level Lists and Multi-Level Lists ............................................................... 30

List Import Formatting Requirements ................................................................. 31

Upload the List Import Spreadsheet ................................................................... 32

View the Import Results ................................................................................... 33

View the Import Details .................................................................................... 34

Section 5: Manage Visibility ...................................................................................... 35

Default Visibility Settings ........................................................................................ 35

Visibility Settings ................................................................................................... 36

Help Me Decide ..................................................................................................... 37

Shared: Custom Fields Setup Guide for Concur Standard Edition iii

Last Revised: February 28, 2023

Revision History

Date Notes/Comments/Changes

February 28, 2023

Added a note on page 4 that custom fields that drive account

codes are limited to 10 list items.

May 21, 2022 Added information about vendor custom fields.

January 21, 2022

Updated the copyright year; no other changes; cover date not

updated

December 10, 2021 Updated instructions for Product Settings page

September 18, 2021

Added note re: existing list items are now included in the

downloaded template if fewer than 1000 exist.

February 25, 2021

Renamed the Authorization Request check box to Request on the

guide's title page; updated the copyright year; cover date not

updated

August 3, 2020

Update the Delete Fields procedure to reflect change to warning

message.

June 5, 2020 Updated to reflect Custom Fields page redesign.

January 15, 2020 Updated the copyright; no other changes; cover date not updated

October 8, 2019

Updated one instance of "payment request" to "invoice". (No date

change.)

June 8, 2019

Renamed the “Cost Tracking Setup Guide” to the “Custom Fields

Setup Guide”. Updated text and images throughout to reflect UI

name change from "Cost Tracking" to "Custom Fields".

February 12, 2019 Updated the copyright; no other changes; cover date not updated

December 5, 2018 Minor edits.

November 27, 2018

Updated to include the new Manage Custom Fields and Add

New Fields pages and workflow.

August 24, 2018 Clarified hidden field descriptions.

July 30, 2018 Updated guide to include new Edit List page.

June 19, 2018

Removed information about QuickBooks Connector and Financial

Integration, as content is now consolidated in the Shared:

QuickBooks Connector Setup Guide and Shared: QuickBooks

Integration Using Concur Financial Integration Service Setup

Guide.

iv Shared: Custom Fields Setup Guide for Concur Standard Edition

Last Revised: February 28, 2023

Date Notes/Comments/Changes

April 16, 2018

Changed the check boxes on the front cover; no other changes;

cover date not updated

February 26, 2018

Added a note regarding best practices for custom fields. It is best

to not allow personal, sensitive, or uniquely identifying

information in custom fields.

January 13, 2018 Updated QuickBooks Connector information.

Added:

• Configuration > Configure Data to Track > QuickBooks

Connector Clients Only > Connector with QuickBooks Online

Creates Fields Automatically

Updated:

• Configuration > Configure Data Entry Details > QuickBooks

and QuickBooks Connector Clients Only

Configuration > Configure List Items > QuickBooks and

QuickBooks Connector Clients Only

November 4, 2017

• Updated guide to include new Product Settings page, which

replaces the Setup Wizard.

March 18, 2017 Updated with menu option name change to access Setup Wizard.

December 15, 2016 Changed copyright and cover; no other content changes.

March 18, 2016

Updated graphics to reflect new editable field indicators; no other

content changes.

November 20, 2015

Updated graphics to reflect updated step names and instructional

text where applicable.

October 16, 2015 Updated graphics to reflect newly styled step numbers.

August 14, 2015

Added clarification regarding the use of the Is Billable field. The

Is Billable field requires a customer field mapping.

July 20, 2015 Added information about the QuickBooks List column.

June 12, 2015 Added information about Request.

April 10, 2015 Made general content updates.

January 22, 2015

Removed information about two user interfaces; no other content

changes

January 16, 2015

Updated the screen shots to the enhanced UI; no other content

changes

September 16, 2014

Added information about two user interfaces; no other content

changes

May 16, 2014

New document. (This content originated from the Expense Setup

Guide for Concur Standard.)

Shared: Custom Fields Setup Guide for Concur Standard Edition v

Last Revised: February 28, 2023

NOTE: Multiple SAP Concur product versions and UI themes are available, so this

content might contain images or procedures that do not precisely match your

implementation. For example, when SAP Fiori UI themes are implemented, home

page navigation is consolidated under the SAP Concur Home menu.

Section 1: Overview

Shared: Custom Fields Setup Guide for Concur Standard Edition 1

Last Revised: February 28, 2023

Custom Fields

Section 1: Overview

After reviewing expense, invoice, user, and vendor pages, you might find that some

data you need to track is missing from the default layouts. You can add a custom

field to these pages to capture the required data. For example, if you track your

costs by project, you can add a custom Project field to the desired pages in SAP

Concur solutions.

Section 2: Custom Fields

On the Custom Fields page, you can delete custom fields, define the order in which

custom fields display for users, save changes to custom fields, select the custom field

that drives alternate account codes for Concur Expense or Concur Invoice, and

search for custom and commonly used default fields.

From the Custo

m Fields page, you can access the following sub-pages:

• Add New Field: Enables you to add custom list, multi-level list, free-from

text, and checkbox fields.

• Edit List: Enables you to maintain custom list and multi-level list fields

• View Field: Provides a preview of checkbox and free-form text fields

• Manage Visibility (Advanced View): Enables you to configure the visibility of

your custom fields

When you

add a custom field, the field is added to SAP Concur pages , including the

user page (employee user profile in Concur), the Concur Invoice new vendor and

vendor details pages, and several pages in Concur Expense, Concur Request, and

Concur Invoice. You can configure whether the field is visible on the user, Concur

Expense, Concur Invoice, and Concur Request pages and whether the field is read-

only, required, or optional.

NOTE: Custom fields on the Concur Invoice vendor pages are not configurable. They

are visible and optional.

Section 2: Custom Fields

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Basic and Advanced Views

The Custom Fields page can be displayed in Basic View or Advanced View.

Basic View

Advanced View

NOTE: The columns on the Custom Fields page in advanced view differ depending

on your configuration.

Section 2: Custom Fields

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Configuration-Dependent Columns

Integrated Accounting Software Mapping

If your SAP Concur entity is integrated with accounting software such as QuickBooks,

Sage Intacct, or Xero Accounting, an additional "mapping" column is included on the

Custom Fields page and fields that are mapped to the accounting software will be

designated by a green connection icon (

The mapping column can be used to choose which fields are linked to your

accounting software.

QUICKBOOKS CLIENTS ONLY

If you are using QuickBooks Financial Integration, you can create custom list fields to

map to the Class and Customer fields in QuickBooks (and a Location field if using

QuickBooks Online).

Alternate Account Codes

If you use alternate account codes, the option to choose which custom field drives

alternate account codes appears on the Custom Fields page in Advanced View.

You can choose one custom field to drive alternate account codes for Concur Expense

and one custom field to drive alternate account codes for Concur Invoice.

Section 2: Custom Fields

4 Shared: Custom Fields Setup Guide for Concur Standard Edition

Last Revised: February 28, 2023

NOTE: The custom field you designate to drive alternate expense or invoice account

codes can have a maximum of ten list items. If you attempt to select a field

with more than ten lest items, the following message is returned:

“The field you are using to define your account code structure can contain up

to 10 list values”

If you change which custom field drives alternate account codes, you must redefine

your account codes based on the new selection.

After you select the new custom field, a warning is displayed. Click Yes to

acknowledge the warning or click No to cancel the change.

Invoice Copy-Down

If your SAP Concur solution includes Concur Invoice, the Invoice Copy-Down field

is included on the Custom Fields page in advanced view. The Invoice Copy-Down

field enables you to configure the copy-down source for custom fields on invoices.

Custom fields can be configured to copy from the user profile to the Invoice Header

or from the vendor record to the Invoice Header.

Section 2: Custom Fields

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Last Revised: February 28, 2023

Access the Custom Fields Page

 To access the Custom Fields page:

1. Click Administration > Expense Settings or Expense & Invoice Settings

or Invoice Settings.

2. In the Product list, click Expense or Invoice or Request.

3. In the Capturing Spend section, on the Custom Fields tile, click Edit.

Section 3: Configure Custom Fields

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The Custom Fields page appears.

Section 3: Configure Custom Fields

After reviewing the default expense, invoice, request, user and vendor pages, you

might find that some data you need to track is missing. On the Add New Field

page, you can add a custom field to these pages to capture the data you need. You

can create up to 12 custom fields.

Typically, employees enter values for custom fields in their expense reports or

invoices. The custom field data can be part of your accounting extract or financial

posting from SAP Concur solutions to your accounting system.

By default, when you add a custom field, it is added to all available pages as

Optional. You can configure whether a custom field is visible and whether it can or

must be filled by the user on the Manage Visibility page.

NOTE: Custom fields on the Concur Invoice vendor pages are not configurable. They

are visible and optional.

The custom fields that you create appear on the following pages:

Expense:

• Expense Information page in Profile Settings

• Expense report header

• Expense entry page

• Expense entry allocation page

Section 3: Configure Custom Fields

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Invoice:

• Invoice Information page in Profile Settings

• Invoice header

• Invoice line item

• Vendor Manager New Vendor page

• Vendor Manager vendor details pages

Request:

• Request Information page in Profile Settings

• Request header

• Request allocation page

When an employee creates a new expense report or invoice, custom field values

copy down from the employee page into the expense report or invoice. This copy

down process occurs each time an employee creates a new expense report or

invoice.

Similarly, the value from the report or invoice copies down to new expenses or

invoice line items. A further level of copy down occurs when expenses or invoice line

items are allocated. The copied down values can be changed by the employee unless

you prevent it by making the field read-only or hidden on that form.

EXAMPLES

The following are examples of custom fields:

• You may want to assign a cost center to each employee and make sure their

expenses are tracked against that cost center. To do so, you would create a

Cost Center custom field, and make it Read-Only on the employee and

expense pages. Expense submitters will not be able to change the value.

Section 3: Configure Custom Fields

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• You are an advertising agency and you want to track whether expenses are

billable. On the Add New Field page, click Checkbox. In the Field Name

field, select Is Billable?, then click the Add button.

• You would like to track your expenses by department. On the Add New Field

page, click List. In the Field Name field, type or select Department, then

click Add. On the Add New Field confirmation page, click Add List Items to

access the Edit List page to enter your departments.

NOTE: Defining values for list fields helps control the data entered in the

fields, ensuring consistent reporting and saving your employees time

by avoiding mistyping commonly used list values.

Invoice Copy-Down

If your SAP Concur solution includes Concur Invoice, the Invoice Copy-Down field

is included on the Custom Fields page in Advanced View. The Invoice Copy-

Down field enables you to configure the copy-down source for custom fields on

invoices. Custom fields can be configured to copy from the user profile to the Invoice

Header or from the vendor record to the Invoice Header.

Add New Fields

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

• List

• Multi-Level List (refer to the Add Multi-Level Lists section in this document)

• Free-form Text

• Checkbox

You can add up to 12 custom fields, which can be created by typing in a custom field

name or choosing from a list of suggestions. When creating fields, it is a best

practice to plan what fields you need before creating the them. Please consider the

following:

• How many fields do you need?

• What field types are best for each field?

♦ Lists are more consistent and reportable, but you need to maintain them.

♦ Free-form text fields are useful if there are many values that change

often.

• W

hat labels or names best indicate the field's purpose?

♦ Field names or labels should be as clear as possible to provide proper

guidance to employees on what to enter in each.

♦ Field names can be a maximum of 64 characters long

• What values do you need to populate list fields?

• What order do you want each list field's values to display?

Section 3: Configure Custom Fields

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• Do you need a multi-level list (composed of two or more levels) to ensure

employee's select a value in the parent list before they can select a value in a

sub-level or child list?

! WARNING: Once you have created a field, you cannot change the filed name or

type of field. If you want to change the field name or type of field, you must

delete the existing field and recreate it.

If you delete a field, the data the field contains will be irreversibly deleted and

cannot be recovered. When you delete a field, a warning appears, and you must

confirm your understanding that all data associated with the field will also be

deleted.

 To add a new field:

CREATE A LIST FIELD

1. On the Custom Fields page, click Add a Custom Field to access the Add

New Field page.

Section 3: Configure Custom Fields

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2. Click List.

 To create a multi-level list, refer to the Add Multi-Level Lists procedure in this

document.

3. In the What would you like to name your list section? section, in the

Field Name list, select or type a field name to use as a label when the field is

displayed.

NOTE: Best practice is to not allow personal, sensitive, or uniquely identifying

information in custom fields.

4. Click Add.

Section 3: Configure Custom Fields

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5. A message confirms the addition of the new field.

6. You can now choose to add list values to the field, add another custom field,

or return to the Custom Fields page.

7. If you choose to add another new field, an on-page message tracks how

many available custom fields you have remaining.

8. You can now choose to add another custom field or return to the Custom

Fields page where you can configure the new custom list field.

Section 3: Configure Custom Fields

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CREATE A FREE-FORM TEXT FIELD

1. On the Add New Field page, click Free-form Text.

Section 3: Configure Custom Fields

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2. In the What would you like to name your text field? section, type in the

name of the custom field or select a field name from the list.

3. Click Add.

4. A message confirms the addition of the new text field.

5. You can now choose to add another custom field or return to the Custom

Fields page.

Section 3: Configure Custom Fields

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CREATE A CHECK BOX

1. On the Add New Field page, click Checkbox.

2. In the What would you like to name your checkbox? section, type in the

name of the custom field or select a field name from the list.

3. Click Add.

Section 3: Configure Custom Fields

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Last Revised: February 28, 2023

4. A message confirms the addition of the new check box.

5. You can now choose to add another custom field or return to the Custom

Fields page.

Section 3: Configure Custom Fields

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Add Multi-Level Lists

A multi-level list is a set of up to five list fields that depend on each other. The list

item selected in the first list field determines which items are available in the second

list field, and so on. Multi-level lists are configured on the Edit List page. Multi-level

lists display on the Custom Fields page in sequential order with an arrow pointing

up to the parent list level.

EXAMPLE

You want your employees to enter region and city information for their expenses.

You need the available branch to vary based on the region the users select. On the

Add New Field page, you will create a multi-level list with Region as the first or

parent list and Branch as a child list or sub-level list. Click Add to link the lists in

multi-level, hierarchy form. The fields will display on pages with the Region field

displaying first, and the Branch field displaying next. When creating expense

reports, users will not be able to select from the Branch list without first selecting

from the Region list.

NOTE: Multi-level lists are not compatible with QuickBooks IIF or QuickBooks

Connector.

NOTE: M

ulti-level list items appear in the transaction file as columns, one for each

field.

Section 3: Configure Custom Fields

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Last Revised: February 28, 2023

End-User Experience

By default, custom fields are included on the page when a user creates an expense

report, an invoice, requests a new vendor, updates vendor details, or updates their

employee profile.

When a user selects the first field in a multi-list hierarchy of fields, the fields are

numbered to indicate the order in which field data must be selected or entered.

Users cannot select a value for a subsequent field until the previous field is

populated. The list selection arrow is grayed out.

After a selection is made in a multi-list field, the next field in the hierarchy becomes

available and it is populated with the list items associated with the previous

selection.

Section 3: Configure Custom Fields

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Create Multi-Level Lists

 To create a multi-level list:

1. On the Add New Field page, click Multi-Level List.

2. In the Using Multi-Level Lists section, read the on-page information and

view the multi-level list diagram.

NOTE: If you do not need a multi-level list, you can click Create New List to

make a single level list field.

3. Click Next.

4. In the first Field Name field, type or select a field label for the parent list.

Section 3: Configure Custom Fields

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5. In the second Field Name field, type or select a field label for the sub-level

list.

6. If you need to add more list levels, click Add another level. You can add up

to five list levels.

7. Click Remove to remove a list level.

8. Once you have created the desired structure, click Add.

! WARNING: If you want to change or rename the levels later, you will

have to delete the multi-level list field and create a new one.

If you delete a field, the data the field contains will be irreversibly

deleted and cannot be recovered. When you delete a field, a warning

appears, and you must confirm your understanding that all data

associated with the field will also be deleted.

Section 3: Configure Custom Fields

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9. Click Add list items to add list selections for the new fields.

The new multi-level list fields appear in a single row on the Custom Fields

page.

Section 3: Configure Custom Fields

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Last Revised: February 28, 2023

Move Fields

After you create the necessary custom fields, you can change the order in which they

display on the Custom Fields page by switching to Advanced View.

 To move fields:

1. On the Custom Fields page, click Switch to Advanced View.

2. Click on the up or down arrow to the left of the field you want to move.

Section 3: Configure Custom Fields

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Delete Fields

If you delete a field, the data the field contains will be irreversibly deleted and

cannot be recovered. When you delete a field, a warning appears, and you must

confirm your understanding that all data associated with the field will be deleted

before the field can be deleted.

 To delete a field:

1. On the Custom Fields page, in either Basic View or Advanced View, click

Delete in the row for the field you want to delete.

Basic View

Advanced View

Section 3: Configure Custom Fields

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2. Read the warning messages and check each box to confirm that you

understand your data will be permanently deleted and cannot be recovered.

3. Enter the phrase “PERMANENTLY DELETE ALL DATA” exactly as it appears in

the text field.

4. Click Permanently Delete.

Section 4: Edit List Items

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Section 4: Edit List Items

On the Edit List page, you can enter list items that will appear in the fields. Only

fields selected and configured as lists display on this page. Adding list items prevents

users from entering invalid or misspelled values in the field.

EXAMPLE

Your employees often forget to enter the project name in the correct format on their

expense reports. The administrator can enter the project names in a list field, either

by typing them in or importing a spreadsheet. Users can only select valid project

names when filling out the Project field. If the Project field is also set as Required,

users must select a valid project name from the list before submitting the report.

Lists can also be populated by importing a spreadsheet. Each list item must have

both an item name and an item code.

Add List Items

Before you create a list-type field, it is a best practice to plan what list items will be

included in the list and the order you want them to display.

If you use alternate account codes, you must create the list items for the account

code driver field manually.

 To add a list item:

1. On the Add New Field or Custom Fields page, click Add List Items.

2. On the Edit List page, click Add at the parent level to add the list values.

Section 4: Edit List Items

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The Item Name and Item Code fields appear.

NOTE: Each list item must have both an item name and an item code. If your

list does not use codes, type the item name value in the Item Code

field.

3. Enter the item name and item code in the Item Name and Item Code fields.

4. Click Add to save the list values. The list item information appears. An on-

page validation confirms the action.

5. Repeat these steps for each list item you need to add.

Section 4: Edit List Items

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The system displays an alert if an error or conflict occurs. For example, a alert

appears if an item name or code is already in use.

6. If you are adding an item to a sub-level list in a multi-level list, select the

parent item on the left to enable the sub-level list to which you want to add a

list item.

7. Click Add to display the Item Name and Item Code fields.

8. Add the desired list item (Item Name) and corresponding item code.

9. Click Add.

Section 4: Edit List Items

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10. Repeat for each list item.

11. Click Done to return to the Manage Custom Fields page.

Edit List Items

 To edit a list item:

1. On the Custom Fields page, click Manage List Items.

2. On the Edit List page, click the desired list item, and then click Edit.

Single-level List

Multi-level List

3. Type in the new information.

4. Click Save.

Filter Items on the Edit List Page

 To filter list items on the Edit List page:

1. Click Filter Items to display the Filtering field(s).

Section 4: Edit List Items

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2. In the Filtering field, for the list level you want to search, type all or part of

the list item name or code you want to display.

NOTE: You do not need to use wildcards when you filter by part of a name or

code.

3. Press Enter. The search results appear with the search term highlighted.

4. Click X to clear the search results.

Delete List Items

 To delete a list item:

1. On the Edit List page, click the desired list item.

2. Click Delete.

Section 4: Edit List Items

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3. In the message box, click Delete.

Import List Items

The List Import process has the following steps:

1. Download the list data spreadsheet.

2. Populate the list data spreadsheet.

3. Upload the list data spreadsheet.

4. View the initial field validation results.

5. View the import results.

Download the List Import Spreadsheet

The administrator can download the Concur List Import Template for the list data

import.

NOTE: On entities with fewer than 1000 preexisting list items, the existing list items

are included in the downloaded template.

 To download the list data spreadsheet:

1. On the Custom Fields page, click Add List Items or Manage List Items.

2. On the Edit List page, click the Import List link. The List Import page

appears.

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3. On the Upload File tab, click the word link to download the Concur List

Import Template (ConcurListImportTemplate.xls).

4. Depending on which browser you are using, the file might be downloaded to

the default download location for your browser or you might be prompted to

choose a download location.

Populate the Spreadsheet

Data can be entered directly in the template spreadsheet to import, or the template

can be used as a guide for creating a list import spreadsheet.

Single-Level Lists and Multi-Level Lists

The spreadsheet for a single level list requires the item name and item code for each

list item you want to add or delete through the import. These are the same values

you would enter if you were creating the list items manually within Custom Fields in

Product Settings.

The spreadsheet for a multi-level list requires the item name for the list item you

want to add or delete, the item code for that list item, and the item code(s) for any

list items that precede the added/deleted list item in the list hierarchy.

SINGLE-LEVEL LIST EXAMPLE

For a single-level list named Client, the downloaded spreadsheet contains 3 columns

and 2 rows.

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The first column, DELETE, can be used to delete existing list items by entering a ‘Y’

in the DELETE column followed by the item name and code for the list item you

want to delete.

The second and third columns can be used to add list items by leaving the Delete

column blank and entering the item name and code for the list items you want to

add.

EXAMPLE

For a multi-level list, the downloaded spreadsheet contains the DELETE column, the

item name column, and columns for each level in the list hierarchy. For example, the

spreadsheet for a multi-level list with 3 levels will contain the DELETE column, the

NAME (Item Name) column, and three Item Code columns: LEVEL 01 CODE,

LEVEL 02 CODE, and LEVEL 03 CODE.

The name of the list that corresponds to each level in the hierarchy appears in the

second row of the downloaded spreadsheet.

Three-Level Multi-List in Custom Fields

Downloaded Spreasheet for Three-Level Multi-List

List Import Formatting Requirements

The Concur List Import Spreadsheet has the following formatting requirements:

• Do not delete the values in the spreadsheet header rows.

• All cells in the spreadsheet must have a format of Text or Number before

being uploaded. The cells' format settings default to General.

Section 4: Edit List Items

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NOTE: If you use the Replace feature in Excel, be aware that it may not maintain the

required cell formatting. Testing has shown that cells formatted as text

become general format after using Replace. If the cells are not formatted as

text, the import will fail.

If you use this feature, always verify the cell formatting when you are done. If

necessary, select the appropriate cells and change the formatting.

Upload the List Import Spreadsheet

The list import spreadsheet is uploaded in the List Import window.

 To upload the list data spreadsheet:

1. On the Edit List page, click Import List.

2. In the List Import window, click Choose File.

3. Select the file you want to upload and select the list import spreadsheet, and

then click Open.

4. In the List Import window, click Upload Your Data.

Section 4: Edit List Items

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FIELD VALIDATION RESULTS

After the upload file is processed, the Field Validation Results page appears. If

any list items failed the import, the Field Validation Results page list which rows in

the table failed to import and provides information about why the import failed.

NOTE: You can correct the errors in the file you uploaded and reupload the file. The

previous imported list items do not need to be removed.

On the List Import page, click Previous to return to the List Import page, or click

Back to Setup to return to the Edit List page.

View the Import Results

Once the administrator clicks Upload Your Data, the eligible records are queued for

import. The system processes these as soon as possible. It may take the system a

few minutes to process queued records. Provided there are no further errors in

processing the records, the system proceeds with the import.

The administrator can use the Review Import Results tab to view the status of the

import as well as the import details, including any errors generated. Once the

administrator selects the date, the page displays the status of all imports on that

date, the number of records processed, and the number of records rejected. This list

is sorted in descending order by time, starting when the administrator initially

imported the file.

The Review Import Results window displays any errors that may have occurred

during the import.

 To view import results:

1. Click Review Import Results.

Section 4: Edit List Items

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2. In the Date field, type the desired date.

3. Click Search.

The window displays all files imported on the specified date, and 10 days prior.

The Review Import Results window allows administrators to view details about

processed records from a file. Here the administrator can view details about:

• Records with Errors: The window displays the row number in the

spreadsheet with the error that prevented the record from being imported.

The Description and Action To Take columns provide the information

necessary to correct the issue. These records must be corrected in this file

and then re-uploaded.

• Records with Warnings: The window displays the row number in the

spreadsheet where the system successfully imported the record. If there is an

issue, the administrator should investigate. The Description and Action To

Take columns provide the warning information. The administrator should

consider the warning and decide whether the issue warrants further

investigation. The administrator can review the import information using the

List Management user interface and make any necessary modifications.

Alternatively, the administrator can review the list record directly in the

spreadsheet file, make any necessary edits there, and then re-upload the

corrected file.

• Records without Warnings or Errors: The window displays the row

number in the spreadsheet where the system successfully imported the

record.

View the Import Details

 To view import details:

1. In the Review Import Results window, under Details, click an icon

associated with the list template in the desired row.

2. The page refreshes, displaying all records with errors.

3. Select the type of issue to display. The details can be filtered to show records

imported without errors or warnings, records with warnings, records with

errors, or all records.

4. Review the Description and Action To Take columns for details about any

records with errors.

Section 5: Manage Visibility

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Section 5: Manage Visibility

The Manage Visibility page is only accessible in Advanced View.

On the Manage Visibility page, you can configure which pages your custom fields

appear on and define whether visible fields are required, optional, or read-only.

NOTE: Custom fields on the Concur Invoice vendor pages are not configurable. They

are visible and optional.

Default Visibility Settings

When you create a new custom field, it is set to Optional by default. A field set to

Optional is visible on the page and the user can add data to or interact with the

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field, but the field is not required, and the page can be saved without entering data

or interacting with the field.

Depending on which SAP Concur products you are using, by default, custom fields

will appear on the following pages:

Expense:

• Expense Information page in Profile Settings

• Expense report header

• Expense report line item

• Expense report allocation

Invoice:

• Invoice Information page in Profile Settings

• Invoice header

• Invoice line item

• Vendor Manager New Vendor page

• Vendor Manager vendor details pages

Request:

• Request Information page in Profile Settings

• Request header

• Request allocation

Visibility Settings

On the Manage Visibility page, you can set a custom fields visibility and behavior

on each available page to one of the following:

• Optional: The field is visible on the page and the user can populate it, but it

is not required and the page can be saved whether or not the user populates

the field.

• Required: The field is visible on the page and the page cannot be saved if

the field is not populated. Required fields display with a red bar on the left

side of the field.

Section 5: Manage Visibility

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When you set a field to Required, the following prompt appears:

If you click Visit Users, the Users page opens.

• Read-only: The field is visible on the page, but users cannot change the

contents or state of the field.

• Hidden from employees: The field does not appear on the page.

NOTE: If a field is hidden on all pages, it is only visible to administrators in

the User Information section on the Users page in Product Settings.

Help Me Decide

The Manage Visibility page includes a Help Me Decide feature. This feature helps

you set the visibility levels for your custom fields.

 To use the Help Me Decide feature:

1. In Advanced View, click on Manage Visibility.

2. On the Manage Visibility page, select the custom field you want assistance

with in the Select a Custom Field list.

3. Click Help me Decide.

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The Guide Me – Setting Up Field Visibility page appears.

4. Answer the questions that appear and then click Set Visibility.

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A confirmation message appears.

5. Click OK.

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