Creating custom UD Expense Form Fields via SAP Concur's Expense API

[ethanmsb]

Greetings SAP Concur Community,

I understand that it is possible to create custom fields for our expense reports, but I am wondering if there is a way to create these fields through an API call (PUT/POST).

Reasoning and Background: Our company has many "projects" which live in an external ERP system. We want to create a sync (Cronjob) to retrieve a list of projects from our ERP system and save them as custom fields inside Concur so that our users may select which project an expense should be assigned to without requiring our users to manually type the project name (as some of our Employees making expenses may not know the exact project naming conventions, may create a typo, etc.).

I do see that creating custom fields is possible in the SAP Concur App Interface, but I do not see any reference for creating new Form Fields via the API documentation.

Here are some relevant links I found while researching this topic:

Forms and Field - Custom Field configure - SAP Concur Community
Solved: Custom Field on Expense - SAP Concur Community

The closest thing I could find in the API reference regarding Form Fields is in the Expense V1 API where we are able to Get Form Fields; but I do not see any option to create new form fields via the API.

SAP Concur Developer Center | Expense Form Field v1.1

If someone can help point me in the right direction, I would greatly appreciate it. Thank you for taking the time to read.

Note: I am new to SAP Concur and just started onboarding this week, so I apologize in advance if this has already been asked, explained, or if I am misunderstanding the API reference.  Thank you for taking the time to read.

[ethanmsb]

Update: I did find in the Expense V3 API there is an option for Custom Fields (1-40), but I am still unsure if this is the correct approach to take.

[PoojaKumatkar]

Hi @ethanmsb ,

With reference to the description given in above and below posts what I understood is you want to load the projects into Concur and make them available in allocation form under drop down list.

Forms and Field - Custom Field configure - SAP Concur Community

To do this, basically you need to understand below two things:

1. Project field is a simple list (standalone list)? 

OR

2. part of org structure (meaning connected list)? 

Note - As per my understanding API is used just to GET or POST the data. However, with API you cannot create or do Concur Configuration. Initial base configuration has to be done manually.  Note that you need to use LIst API as you need to load the projects into list. @KevinD - Please advise if my understanding is wrong.

Also, as you mentioned that you are new to Concur, then I would suggest reaching out to Company Concur Administrator and take their help to do initial Concur Configuration as given in below steps.

1. Project field is a simple list (standalone list):

• Under list management >> Create new list for project (with sample 1-2 data items.)
• Then you can add custom field into respective Expense allocation form in Concur, select 'list' data type and associated project list (created in previous step) from the drop-down list. By doing this you are connecting list to the custom field.
• Now try to get that list data using API and see whether you are able to get same details through API. (This is just to validate the process - Using list v4 API)
• Later you can map that Concur list to ERP project field so that all projects will flow to Concur. In this you can try creating test project in source system and check through API whether that test project is flowing to Concur. Likewise, you can load all projects into Concur project list. 
• Once this is done, project list will be available for end users and they will be able to select project from drop down list on allocation form.

OR

2. part of org structure (meaning connect list)

• Under list management >> Open org structure list which is currently in use and add project as a new level. Meaning, you need to check with client at which level they want to load the project in org structure list.

Example:

Company >> Legal Entity >> Department /Cost Center >> Project etc. 

• Then you can add custom field into existing org structure connected list and respective Expense allocation form in Concur. By doing this you are connecting this additional level/field to the existing org structure list.
• Now try to get that list data using API and see whether you are able to get same details through API. (This is just to validate the process - Using list v4 API)
• Later you can map that Concur list to ERP project field so that all projects will flow to Concur. In this you can try creating test project in source system and check through API whether that test project is flowing to Concur. Likewise, you can load all projects into Concur project list. 
• Once this is done, project list will be available for end users, and they will be able to select project from drop down list on allocation form.

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