customizing "Process Report" columns for end users

[kpick]

As an admin, when I am in the "Process Reports" area of Expense, I can customize the columns I see there by accessing "List Settings".  However, end users do not have this "List Settings" button (or any other customization options in that area).  Is it possible to either add this option to their role, OR for me as an admin to configure the fields that users can search by if they cannot customize their own report?  I am using Professional Edition, and specifically I am trying to add Report Key to those options for users to search on.  Thank  you!

[TriciaW]

@kpick For End Users, Report Key was deprecated and not available since January, 2022.  

• Report Key for Processors:  Still available on Processor list settings. If properly configured, can be found on Report Header and Detailed Report.  NOTE: This will be deprecated from Report Header when processor moves to NextGen UI.
• Report Key for Approvers: If properly configured, can be found on Report Header and Detailed Report.  NOTE: This will be deprecated from Report Header when approver moves to NextGen UI.

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[kpick]

@TriciaW So there is ANOTHER UI coming besides the one we had in 2022?  We have always used the Report Key as the identifier in our ERP for the report, which is why our users are asking to search by it.  Report Key does show to users on the Report Header and Detailed Report now.  At one point there was confusion about Report Key and Legacy Report Key but I saw nothing further about that so did not instruct our IT department to make any ERP changes.  I did begin to investigate as to whether we could transition to the six character alphanumeric Report Number but have not been able to get that field to appear on either document so it was difficult to make a case for it.   I would appreciate additional information about this if we must transition Report Key to use of another field instead.  Thank you.

[TriciaW]

@kpick NextGen UI is the current UI.  SAP Concur, as any other application that uses relational database, needs unique identifiers for each entry on any part of the database. Considering that, we have some ways of identifying a report:

• Report ID is an identifier that SAP Concur generates and advises to be used by the clients as it will be completely randomly generated and is usually enough for tracking an Expense Report.
• Report Number is a six-character alphanumeric identifier for an expense report automatically generated when the report is created. This unique identifier makes identifying and tracking specific expense reports easier for users, approvers, and processors. It is also recommended to start using this field as an unique identifier. 
• Report Key is an internal field that was available on the Expense Report Header Form. However, this field was deprecated and is no longer recommended to be used as an unique identifier. It is recommended start using Report Number to replace it.

Also, to update the SAE File information to include Report Number (strongly recommended), it is recommended checking article How to make Report Number Field available in SAE file?

• The Report Number is the unique identifier recommended to be used by clients. 
• The Report Key is the only Primary Key Identifier available to the client.

[kpick]

hi @TriciaW , with the end of the fiscal year approaching I am looking into having IT make this switch.  However, I am not able to open the article  How to make Report Number Field available in SAE file? you linked; it's prompting me to login to MicrosoftOnline with SAP credentials.  Can you please provide an unprotected resource?  Thank you!

[kpick]

@TriciaW    Hi Tricia, we've coordinated the migration from using Report Key to Report Number.  However, this is also not in the report listing to search or filter by for our approvers as shown below.  This was the reason behind my original question and you indicated Report Key was deprecated and we should start using Report Number.  However, it's still not an option for them to search.  Can you please assist with understanding how they can search on this Report Number?  Thank you!

[KevinD]

@kpick  @TriciaW was referring to the Processor screen when referring to using the Report Number. The screenshot you provided is the view from an expense report Approver, not a Processor. 

[kpick]

@KevinD  Hi Kevin, yes, my original question was for our end users, not processors, saying that they need to be able to search on a value they see in their data.  The recommendation was to switch to Report Number as Report Key is no longer an option.  So now that we are transitioning to Report Number, is there still no way for the approvers or other end users to search their reports based on that value?  If there's a place where an admin can customize the approvers' search value options, I haven't found it yet.  And if there's not a way that they can search their approvals by report key OR report number, I need to find a way to get the 20-character report ID value into their ERP reports instead.  Thank you.

[KevinD · Accepted solution]

@kpick unfortunately the list of options in your screenshot is not customizable. 

[kpick]

Thank you for confirming that.

[hlucas]

Hi, we want to make the change from Report Key to Report Number on our extracts however we need to be able to see the Report Number in the Processor view.  Currently we can not see the Report Number when in Processor View, unless I have just not found it yet.  We can only see Report Number if we are proxy'd as the associate.  Is there a way to put the Report Number on the Report Header, it currently includes the Report Key.

Thanks!
Heather Lucas