SAP Concur Expense List Management

[Dane_b]

I am the administrator on our Concur site and we are a construction company. Employees must select which construction project their expense is related to while filling out their expense reports. I keep this list updated using the list management feature. Now that we have had SAP Concur for around a year, there are some finished projects that I would like to take off of the construction project list so that it does not keep growing. These projects are inactive and should never be used again.

If I delete the old projects out of this list, will it have an affect on the expense reports that were submitted in the past which were coded to the old projects I want to delete?

Or

Will those expense reports still be coded to the project they selected in the past and the employees just will not be able to see the old projects in our job list anymore going forward?

[KevinD]

@Dane_b I don't believe the historical data will be affected, but if you are worried about it (as I would be too) what you could do for now is update the name of those projects to include z_DoNotUse at the beginning of the name. For example, if you had a project named Library that was now all closed out, go to List Management and change the name to z_DoNotUse_Library. That way users can see this. Or you could make the name Closed_Library. 

Just a suggestion. For a precise answer to whether the historical data will be affected, you can submit a Support ticket. 

[katwilliams]

Were you ever able to get a firm response to this? I have the same issue and want to ensure I don't mess up our historical data.

[KevinD]

@katwilliams historical data should not be affected. 🙂

[dlamont]

@katwilliams  & @Dane_b  Deleting the projects from the list does not affect historical data. This includes running reports and looking at expense reports in Concur.  We've been deleting from the list for years - I just verified with some 2019 projects that have been deleted for a long time, and the data is intact. 

Two things deleting the projects from the list does:

1. Users no longer see the project for selection
2. The project is removed from their "Most Recently Used" list - which I find very beneficial - especially since the project CAN be selected from the most recently used list, even if deleted from the main project list.

We also, took away user's ability to copy expense reports, because it will also hold onto an old project and allow submitttal!  (Unless that has changed over the years)

DL

[dlamont]

Sorry, delete my comment "even if deleted from the main project list"  that is incorrect! And doesn't match my other comments. LOL