Accounting code field on expense entry form

[sainaik]

Hi Team,

Can anyone please guide on below query.

Our expense processor is looking for option to have GL account code on the expense entry while they process the expense reports. So I wanted to check if it possible to add accounting code to the expense entry form? please suggest.

Regards,

Saikripa Naik

[KevinD]

@sainaik there are a couple of ways to do this, but I'll share the easiest way I can think of.

If the processor wants to see the GL Account codes, the easiest way is to add the GL Account code to the name of the Expense Types that are active. Otherwise there is a lot more configuration that would need to go into having this visible to the processor.

By doing it this way, users will see the expense type as: Airfare - 1000 (just an example). If you wanted a separate account code field, then it would require users to not only select an expense type, but then choose the correct GL Account code from a list.

Either way, you would need to submit a support ticket to SAP Concur to have the changes made unless you have someone at your company who has completed our Advanced Configuration Training.

[sainaik]

@KevinD 

Thank you very much for your response. It is very nice idea to add GL codes to the expense type. But most of the expense types are used globally by other entities as well. 

[KevinD]

@sainaik is there an issue with other entities seeing the GL Code as part of the expense type name? 

[sainaik]

@KevinD There may not be any issues as such but I may need to seek permission on the change as this will be global changes. 

[dsadler]

Hi Kevin, 

I also have processors that would like to see the account codes as well when processing reports. However, we do not want to add the codes to the expense type names for the regulr users to see. Can you please share the extra configuration that will be required to make this visible to only the expense processor? Thanks

[Alexander_L1]

Hello @dsadler 

Up front, I'd like to mention that I got this working but already stepped away from this.

Not sure if you found this already but the guide on how to do this is under the Admin List Management guide.

Use an Expense Type as the First Field in a Multi-level List | SAP Help Portal

the steps are:

- set up a multi-level list with Expense Type Code and then the GL Account as the name;

- Create a connected list on the Forms & Fields;

- Add the Expense Type Key and the 2nd field to the forms

Quote from Kevin: "If you wanted a separate account code field, then it would require users to not only select an expense type, but then choose the correct GL Account code from a list."

Reason I'm stepping away is that I can't get the 2nd field (with GL account) to be filled automatically. The purpose of the setup is as per the Admin guide example (Expense Type Award and then select from Gold/Silver/Bronze) and not specifically for getting the G/L account visible for processors.

@KevinD , @sainaik 

I like the idea of adding the GL account to the name, however, we currently have a North America group with 1000+ users that would need to be informed and I wouldn't want to upset them. I'm currently working on adding a Group in the UK for only 30 users. They don't have SAP (they use Xero) and we don't have any Concur to Xero integration scheduled. For the processors of this new group it would be great to see the G/L Account. I can provide this through Intelligence/Cognos Reporting, however this then means they have to do their job by working both an excel data report and Concur Expense Processing.

I'm currently contemplating setting up copies of approx. 30 Expense Types where I would add the GL account to the name and add these into the separate policy the new group would be getting anyway. For Example:

- Current Name: Office Supplies

- Copy Name:     CoCd - Office Supplies - GL Account 

Would be nice to have a copy function on the Expense Types btw. if I go this route, I need to re-setup all the tabs and forms, etc.

Anyway, as multiple Admins have posted the question about seeing the GL account that goes with an Expense Type, I'm hoping Concur will come with a more structural solution for this. Any new ideas from you or the Admin group are welcome.

Rgds,

Alexander_L1