Concur expense How to limit "City of purchase" to display only City instead of showing others?

[Jtsoi]

Anyone have idea how to limit  "City of purchase" to display only City?

Now, this field is showing city together with others, e.g. statusion 

[KevinD]

@Jtsoi you have to have access to the Forms and Fields area from the Expense Administration page. Unless you have taken our advanced configuration course, you would need to submit this request to Concur Support. 

By the way, you can remove "of purchase" from the field name.

[Jtsoi]

@KevinD Thanks for the sharing. But I am not try to adjust the field name. I am trying to have the field option to show City only. I don't want the other option e.g. shanghai east station to be showed as an option. Any idea if this is feasible?

[KevinD]

@Jtsoi I believe @PoojaKumatkar covered the answer to your question. 

[PoojaKumatkar]

Hi @Jtsoi ,

As per my understanding you query is related to how to deactivate unwanted/other cities from city of purchase. If my understanding is correct then you can follow below navigations:

Role - Expense Configuration Administrator (Restricted/Unrestricted)

Go to Locations >> Search for specific Country/directly search for location name/city >> click on search >> select unwanted location/city name and click on Deactivate Selected Cities button.

Like wise you can do it for all unwanted cities. Once any city is deactivated, it will not appear under city of purchase list.

If you want to deactivate unwanted cities from all countries then I would suggest your to download a location master data from Cognos OR raise a support ticket and get all active city of purchase list >> review and highlight all unwanted cities and again share it with support team and request them to deactivate.

Sample screenshot:

If this answers your query, then please mark solution as accepted. 

[Jtsoi]

@PoojaKumatkar 

Thank you so much for your sharing. It is something I am looking for. 

But I have a questions here. Since this "city of purchase" is shared use by other expense type, if we do the deactivation steps that you shared, is it means this location will also be disappear?

Also, if we want to setup some thresold limit for various city under specific expense type according to city, any best practise can shared to apply?
e.g. 100 for few 3 tier city for meal
200 for 2 tier city for meal
300 for 1 tier city for meal

[PoojaKumatkar]

Hi @Jtsoi ,

" But I have a questions here. Since this "city of purchase" is shared use by other expense type, if we do the deactivation steps that you shared, is it means this location will also be disappear? "

Yes , location will be disappear from other expense type as well because this setup is applicable for entire site.

"Also, if we want to setup some thresold limit for various city under specific expense type according to city, any best practise can shared to apply?
e.g. 100 for few 3 tier city for meal
200 for 2 tier city for meal
300 for 1 tier city for meal "

You can achieve this by setting up custom audit rules. While writing audit rule you can put city of purchase, expense type wise specific limit.

Example,

If expense type = Airfare 

And

(

City of purchase = Pune, India 

OR

City of purchase = Mumbai, India 

OR

City of purchase = Bangalore, India 

)

Entry: amount IS Greater than 100 INR

then trigger hard stop msg "Amount has been exceeded. You are allowed to claim 100 INR only"

Likewise, you need to write rule for all your combinations. However, please note that, these limits will be applicable only for the given cities. For the remaining cities, user can claim any amount unless you restrict with audit rule.

For other cities you need to write opposite rule as below:

Example,

If expense type = Airfare 

And

(

City of purchase NOT= Pune, India 

AND

City of purchase NOT= Mumbai, India 

AND

City of purchase = Bangalore, India 

)

Entry: amount IS Greater than 200 INR

then trigger hard stop msg "Amount has been exceeded. You are allowed to claim 200 INR only"

If this answers your query then, please mark solution as accepted. 

[Jtsoi]

@PoojaKumatkar 

For the audit rule, we understand this feasibility. But the display the list of city with non-city value make the rule didn't work well. 

Do you know if it is advise to have new customize field for the "city" option to make the field only reflect the correct city (instead of showing other place like airport) in some countries and make the rule function accurately? Any idea if this is part of the Concur best practise?

[PoojaKumatkar · Accepted solution]

Hi @Jtsoi ,

Best practice is to always use Concur standard "city of purchase" field.

Alternate workaround: 

However, if your rule needs to be applicable only for the specific group of expense type then you can hide standard "city of purchase" field and add custom field "city" with list data type and write your rule based on custom city list. 

I think this is the best way to achieve your requirement.  

Note - If you maintain custom city list then it will require maintenance activity for future city addition/deletion. 

If this answers your query then, please mark solution as accepted.