Custom Field - uploading file

[KimH]

Hi, I'm new to Concur and we're in the process of rolling-out to all staff, having used a few 'guinea pigs' to help us get to know the system.

Question I have is regarding uploading files to update the Custom Field for Departments/Projects:

Can we delete project codes which have finished and no longer being used in claims or should we keep them on the system?  Will deleting any result in causing problems with claims already posted?

Many thanks

Kim 🤞

[KevinD · Accepted solution]

@KimH deleting them shouldn't cause any issues with with expense claims already processed. Just be sure if you are going to delete them, you process all current claims that might have those codes being used. Something else people do with items in a list that are no longer used is just change their name so it reads: zNotUsedProject Code. 

[KimH]

Thanks Kevin, that's really helpful 

[marithompson1]

Hi I have 80 project codes to add. Is there anyway I can add them quickly instead of adding one by one? Many thanks.

[KevinD]

@marithompson1 absolutely. On the screen where you would enter the project codes, look for an Import button. This will bring up a window with steps on how to download the template to import these codes. 

[marithompson1]

Thank you, Kevin

I have followed the steps and downloaded the template, which is empty apart from:

Where can I see the list of project codes that are already in Concur so that I do not duplicate the project codes?

Can you also tell me why it is asking to delete, please?

Much appreciated for your help in advance.

[KevinD]

@marithompson1 you won't see the already added project codes. Even if you end up duplicating, the system will recognize that the code already exists and will not add it again. The Delete? option is used so you can edit your list of Project codes in the future. If a project closes and needs to be removed from your list, you put a Y in the Delete column for that project to remove it the next time you import your list. 

This template will now be your master list going forward and should be used again and again to edit the list of projects. 

[marithompson1]

Hi Kevin

I have successfully uploaded 87 new project codes in one go. Thank you very much for your support! 

[KevinD]

@marithompson1 awesome to hear. You are now dubbed Import expert. 🙂 Glad it worked out for you.