Concur Invoice: Printed Invoice Configuration Setup Guide

Concur Invoice: Printed

Invoice Configuration

Setup Guide

Last Revised: November 1, 2022

Applies to these SAP Concur solutions:

 Concur Expense

 Professional/Premium edition

 Standard edition

 Concur Travel

 Professional/Premium edition

 Standard edition

 Concur Invoice

 Professional/Premium edition

 Standard edition

 Concur Request

 Professional/Premium edition

 Standard edition

 
Concur Invoice: Printed Invoice Configuration Setup Guide  i 
Last Revised: November 1, 2022 
© 2004 - 2024 SAP Concur All rights reserved. 
Table of Contents 
Section 1:  Permissions ................................................................................................1 
Section 2:  Overview  1 
Default Printed Invoices Templates ............................................................................... 2 
Sections of a Default Printed Invoice............................................................................. 3 
Section 3:  Configuration Process .................................................................................3 
Section 4:  Printed Invoice Tool ...................................................................................4 
Differences Between Configurable Printed Expense Reports and Configurable Printed 
Invoices .................................................................................................................... 4 
Access Printed Invoices ............................................................................................... 4 
Section 5:  Print Formats ..............................................................................................6 
Print Format Components ............................................................................................ 6 
Add a Print Format ..................................................................................................... 6 
Edit Print Format Content ............................................................................................ 8 
Invoice Text Content Type .................................................................................... 13 
Invoice Form Data Content Type ........................................................................... 14 
Invoice List Data Content Type ............................................................................. 18 
Invoice Barcode Content Type .............................................................................. 27 
Edit a Print Format ................................................................................................... 29 
Delete a Print Format ................................................................................................ 30 
Assign a Print Format to a Policy ................................................................................ 31 
Section 6:  Print Templates ........................................................................................ 31 
Before You Begin...................................................................................................... 32 
Content Types and Content IDs.................................................................................. 33 
Change the Template Code ........................................................................................ 34 
Before You Begin................................................................................................. 34 
Components of the Template Code ........................................................................ 35 
Default Templates .................................................................................................... 35 
Access Print Templates ............................................................................................. 36 
Add a Template ........................................................................................................ 36 
Add a New Content ID ......................................................................................... 38 
Split a Content ID into Two .................................................................................. 39 
Section 7:  Print Condition Editor ............................................................................... 39 
Work With Print Condition Rules and Content IDs ......................................................... 39 
Understand Conditional Expressions ...................................................................... 40 
The Condition Page.............................................................................................. 42 
Access the Printed Invoices Condition Editor ........................................................... 43 

ii Concur Invoice: Printed Invoice Configuration Setup Guide

Last Revised: November 1, 2022

Create a Conditional Rule in the Editor ................................................................... 44

Assign the Rule to a Content Type ......................................................................... 45

Concur Invoice: Printed Invoice Configuration Setup Guide iii

Last Revised: November 1, 2022

Revision History

Date

Notes/Comments/Changes

November 1, 2022

Removed references to faxing as part of the Fax Feature Decommissioning on

November 1, 2022.

September 20, 2022

Clarified content in the Configure Allocation Details section for fields that can be

added to a printed invoice. Minor edits throughout.

January 21, 2022

Updated the copyright year; no other changes; cover date not updated

February 17, 2021

Updated the copyright year; no other changes; cover date not updated

Augut 31, 2020

Added notes that the fax feature is not available to clients onboarded after June

30, 2020. Other general updates.

April 17, 2020

Renamed the Authorization Request check box to Request on the guide’s title

page; cover date not updated

January 31, 2020

Removed references to graphics since these are no longer supported.

January 6, 2020

Updated the copyright; no other changes; cover date not updated

May 11, 2019

Changed the term "payment request" to "invoice" on the admin pages as part of

the new user experience for Concur Invoice including images.

April 13, 2019

Changed the term "payment request" to "invoice" where applicable as part of

the new user experience for Concur Invoice including images.

February 9, 2019

Changed the term "Concur" to "SAP Concur".

January 29, 2019

Updated the copyright; no other changes; cover date not updated

April 6, 2018

Changed the check boxes on the front cover; no other changes; cover date not

updated

January 10, 2018

Updated the copyright; no other changes; cover date not updated

December 14, 2016

Changed copyright and cover; no other content changes.

October 17, 2016

Added notes and clarifications in various places.

February 23, 2016

Updated syntax in table.

February 19, 2016

Attendee section can now be added to printed payment requests.

December 11, 2015

New guide.

Section 1: Permissions

Concur Invoice: Printed Invoice Configuration Setup Guide 1

Last Revised: November 1, 2022

Printed Invoice Configuration

NOTE: Multiple SAP Concur product versions and UI themes are available, so this

content might contain images or procedures that do not precisely match your

implementation. For example, when SAP Fiori UI themes are implemented, home

page navigation is consolidated under the SAP Concur Home menu.

Section 1: Permissions

A company administrator may or may not have the correct permissions to use this

feature. The administrator may have limited permissions, for example, they can

affect only certain groups and/or use only certain options (view but not create or

edit).

If a company administrator needs to use this feature and does not have the proper

permissions, they should contact the company's SAP Concur administrator.

In addition, the administrator should be aware that some of the tasks described in

this guide can be completed only by SAP Concur staff. In this case, the client must

initiate a service request with SAP Concur support.

Section 2: Overview

A printed invoice is an invoice that has been formatted for printing. Users print

invoices from the Actions menu, which appears when an invoice is opened in Concur

Invoice.

Section 2: Overview

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When the user selects Print from the Actions menu, the system shows the print

option formats available in Concur Invoice. When the user clicks on the option,

Concur Invoice opens the invoice in a separate browser window that displays a

preview of the invoice from within which the user can print the invoice by clicking the

Print button.

Many companies need to modify the data and text on the invoices to meet specific

needs of their company or of different organizations within their company. The

Printed Invoice feature allows the administrator to change the configuration of

existing printed invoices and add new printed invoices.

Once the printed invoices are configured, selected invoices can be made available for

use with specific policies, so the user is presented with the appropriate formats to

select from based on the policy assigned to the invoice.

 To activate or inactivate printed invoices for a policy, refer to the Assign to a

Policy section of this guide.

Default Printed Invoices Templates

There are several default printed invoice templates that come with the system:

• Detailed Invoice lists all the line items included on the invoice. It is a list of

all line items created for an invoice.

Section 3: Configuration Process

Concur Invoice: Printed Invoice Configuration Setup Guide 3

Last Revised: November 1, 2022

• Invoice lists a summary view of the invoice information.

NOTE: The fields that appear on the sample invoice in the figures below will vary

depending on the fields defined in the configuration process. They are highly

customizable and can represent many different views.

A printed invoice is comprised of two main components:

• A Print Template that provides the HTML instructions for the layout of the

page, and that requires programming skills to modify. In most cases, there is

no need to modify the print templates.

• A Print Format that provides the text and fields to be included within the

layout defined in a print template, and the style information for the font, font

size, and alignment of the text. Print formats are similar to data entry forms,

where the administrator defines the fields to be included on the form. Print

formats are commonly modified by the company to suit their needs.

Sections of a Default Printed Invoice

Each printed invoice is separated into distinct sections, which some of the invoices

may or may not have:

• Barcode: Depending on the configuration required by your company, a single

barcode or multiple barcodes may appear on the page.

• Page Header: Displays general information about the invoice, such as the

Invoice Name or other invoice-level information.

• Invoice Summary: Displays, in table format, a summary of lists, including a

total amount where a numeric field is added to the fields.

• Invoice Header: Contains some invoice-level information that is required on

the invoice, such as Payment Request Title, Description, and/or Invoice ID.

• Invoice Details: Contains a list of line items included in the invoice.

• Instructional Text: Contains text information for the invoice, such as how to

submit required invoice images, or an assertion that all the invoices to be

paid are legitimate business expenses.

Section 3: Configuration Process

If the default printed invoices do not contain the information or are not laid out in

the way that your company needs, you can modify the default invoices or create new

print invoice formats that can be used for different policies.

The process of modifying a printed invoice is as follows:

1. (Optional) Copy one of the system print templates, if modifications are

required.

2. (Optional) Modify the copied template, if required.

Section 4: Printed Invoice Tool

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3. Copy one of the system print formats.

4. Modify the copied print format.

5. Mark the appropriate print format as active for a policy in the Policies tool.

Section 4: Printed Invoice Tool

The Printed Invoice feature is used to create or modify the templates and the

formats.

Differences Between Configurable Printed Expense Reports and

Configurable Printed Invoices

The configuration capabilities for printed expense reports and printed invoices are

extensive. While most capabilities are the same, there are a few differences:

• Summary Data Tables: May be created by specifying a totals grouping for

printed reports, but may not be created for printed invoices

• Grouping Sequences: A field may be selected to define a grouping sequence

for printed reports, but not for printed invoices

• Grouping feature: Available for Concur Expense, but not Concur Invoice

• Itemization feature: Available for Concur Expense, but not Concur Invoice

Access Printed Invoices

 To access the Printed Invoices page:

1. Click Administration > Invoice and then click Printed Invoices.

Section 4: Printed Invoice Tool

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The Printed Invoices page appears.

NOTE: Only the Global Invoice Configuration administrator can make edits in the

Print Templates section of Printed Invoices page. If required, submit a

service request to change template configuration.

Section 5: Print Formats

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Section 5: Print Formats

Print formats define the text, fields, and barcodes used on a printed invoice. Each

print format utilizes a single print template which defines the layout of the printed

invoice, to position the fields, text, and barcodes that are displayed on the page.

Each print format is owned by the Global or Group administrator who created it. A

Global print format can be viewed by a Group administrator but can only be edited

by the Global administrator. A print format created by one Group administrator

cannot be viewed by Group administrators of other groups but can be viewed by the

Global administrator.

Print Format Components

There are two main components to creating or modifying a print format:

• General information: This defines the template used, the name of the print

format, and whether the employee can choose to print line items or

allocations.

• Content: This includes the fields that are displayed, the orientation of the

barcode, and the instructional text. This is generally the information that

appears on the printed invoice.

Add a Print Format

There are two ways to add a new print format:

• New: Add a new print format

• Copy: Use an existing format, copy it, and modify its content. Copying an

existing format that is similar to the desired format is simpler than

configuring the entire print format from scratch.

 To add a print format:

1. Click the Print Formats tab on the Printed Invoices page.

2. Click New to add a new print format or select an existing format and click

Copy to copy that print format.

3. On the Add Print Format or Edit Print Format page (depending on choice),

complete all applicable fields.

Field

Description

Print Format Name

Type a unique name. This name is displayed to the

employee.

Description (optional)

Type a description of this format.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 7

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Field

Description

Print Template

Select the print template to use. The option you select

here defines the content that appears on the invoice. You

can configure the appearance of the content in a later

step.

NOTES:

• If you change the template associated with an existing

format, any content IDs or fields not available in the

new template are automatically removed from the

invoice format.

 For more information, see the Print Templates section

of this document.

Always append

currency code to

amounts

If selected, any amount field you choose to add to the

invoice appears with the currency alpha code beside it,

such as USD or CAD.

For all List Content

Line Item

If Employee can choose to print line item is selected,

then the printed invoice will by default display a Show

Line Items check box that is selected (enabled). The

employee has the option of clearing (disabling) this check

box to prevent the printing of line items.

If Always print Line Item is selected, when the

employee chooses the format the line item from the

invoice are displayed to the employee on the invoice. The

employee cannot override this option.

Allocation

If Employee can choose to print Allocation is selected

(enabled), then the printed invoice will by default display a

Show Allocations check box that is cleared (disabled).

The employee has the option of selecting this check box to

allow the printing of line item allocations.

If Do not print Allocation is selected, when the

employee chooses the format, the allocations from the

invoice are never displayed to the employee on the

invoice. The employee cannot override this option.

Editable By

Displays the group rights that an administrator must have

to modify a print format.

4. (Optional) Click Preview Layout to display the template layout that you

have chosen. A separate browser window appears with the layout. This option

is useful as a reference for the layout and names of the various content

sections.

Section 5: Print Formats

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5. Click Close at the top right of the page to close this window.

 To create a new template or make changes to the existing template,

refer to the Print Templates section of this guide.

6. Click Save to save your changes. You are returned to Print Formats.

Edit Print Format Content

For print formats that you create or copy, you can edit the content that is printed on

the invoice by changing the content format, adding informational text and headings,

and changing which fields appear on the printed invoice.

Section 5: Print Formats

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NOTE: You cannot edit the default print formats. If you select one of the default print

formats, the Modify Content button changes to the View Content button

and you can view, but not modify, the content.

To edit one of the default print formats, make a copy of the format and edit

the copy.

 For the syntax required to implement the IDs discussed below, refer to

Content Types and Content IDs in Section 6: Printed Templates.

To edit the content that appears on a printed invoice, you can click the Modify

Content or Modify Fields buttons:

• Modify Content: The Modify Content button enables you to add headings,

change the attributes applied to form field data by assigning styles, add

informational notes, and assign a print condition if print conditions are

available.

 For more information about print conditions, refer to Section 7: Print

Condition Editor.

You can modify the following aspects of content:

NOTE: The aspects that are available to be edited depend on the type of

content you are modifying, for example, if you are modifying invoice

details you can edit the heading, assign styles to form fields, and

assign a print condition rule to the invoice details if print conditions are

available.

 Heading: Text that is displayed directly above the fields for this section

on the printed invoice.

 Note Text: Text that appears on the printed invoice, for example

instructional text about where to send a paper invoice.

 Form Field Data: Displays areas where you can list invoice-level data

from the invoice and employee forms.

 List Data: Displays the list of expenses that are included on the invoice.

 Summary Data: Displays, in table format, a summary of lists, including a

total amount where a numeric field is added to the fields.

 Barcode: Defines the orientation and sizing of the barcode necessary for

scanning.

Section 5: Print Formats

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 Approval Flow Data: Displays the approval flow associated with the

invoice.

 Audit Trail: Displays audit trail data, including confirmation agreement

acceptance records, to the printed invoice. This data appears in a non-

configurable preset format.

NOTE: The type is determined by the template and cannot be changed in the

print format section.

• Modify Fields: Enables you to add or remove fields that appear on the

invoice. This is applicable only for Form Data, Summary Data, and List Data.

 To edit the content of a printed invoice:

1. On the Printed Invoices page, select the print format you want to edit, and

then click Modify Content.

Section 5: Print Formats

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The Print Format Content page appears.

2. Select the content you want to edit and then click Modify Content.

Section 5: Print Formats

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The Edit Content for print format window appears.

NOTE: You cannot remove content on this page. However, if you leave a

section blank, that section does not appear on the printed invoice.

3. Do one of the following:

 Edit Information: Select a row in the Content ID list and click Modify

Content to edit the content. The Edit Content for print format page

appears. Depending on the content type, the page varies.

 Add or Remove Fields: Select a row and click Modify Fields to open the

Edit fields for print format page where you can add, remove, and

change the order of the fields that appear on the printed invoice.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 13

Last Revised: November 1, 2022

4. Click Save to save your changes.

Invoice Text Content Type

The text content type is used for instructional text or a note that can appear at the

top of the page.

 To edit text content

1. Select an invoice with Text data content and select a Text Content ID type

such as TopNote, BottomNote, or Note2.

2. Click Modify Content. The Edit Content for print format page appears.

3. Complete all required fields:

Field

Description

Content

Displays the name of the content ID (default).

Content

Type

Text (default)

Section 5: Print Formats

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Field

Description

Condition

Rule

The print condition rule associated with the content type. If the content

type does not meet the rule, it is excluded from the printed invoice.

Text

Type the text to be displayed on the printed invoice. This text is the

same for every invoice that is printed. Maximum length is 1,000

characters.

You can use some special character tags that are replaced by the

equivalent HTML tags. The supported special character tags are:

Purpose

Special Tags

HTML Tag Inserted

Bold

[b] [/b]

Italic

[i] [/i]

Underlined

[u] [/u]

Numbered list

[ol] [/ol]

Bulleted list

[ul] [/ul]

List item

[li] [/li]

Line space

[br]

Anchor tag

[a name=] [/a]

(a name=value) (/a}

Link

[a href= value] [/a]

(a href=value) (/a)

NOTE: All characters in the square brackets MUST be in lower case.

Text

Style

A style variable from the available print styles that determines the font,

color, and alignment of the text.

Style

Attributes

Identifies the styles that this field is comprised of as defined in the style

sheet. This field is not editable but rather displayed for your reference.

4. Click Save.

Invoice Form Data Content Type

Form Data content type allows the user to add fields, such as Remit To, Invoice

Date, and Invoice Number, to the printed invoice.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 15

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Field Access

The field access settings of a field (Hidden, Read-only) and the role of the user

printing the invoice control whether that field is displayed on the printed invoice. If

you have a field marked as Hidden as the field access for the employee role in the

configuration, then when you select it to appear on the printed invoice, it does not

actually appear on the printed invoice for the end user. This is the same for the

approver and processor roles if a processor or approver is printing the invoice.

If you want a Hidden field to appear on the printed invoice for any of these roles,

then you must modify the field access within Administration > Invoice > Forms

and Fields > Fields and mark it as Read-only or Modify and not Hidden.

 Changing the label associated with a field name requires the Global Invoice

Configuration administrator role. For more information, refer to the Concur

Invoice: Forms and Fields Setup Guide.

Section 5: Print Formats

16 Concur Invoice: Printed Invoice Configuration Setup Guide

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NOTE: Some default fields within the format, such as invoice totals, may have a field

access as Hidden by default, and should be modified to Read-only if you want

them to be displayed on the printed invoice. This should be done as part of

the configuration process. This may also require modification of the forms

using these fields, to mark the field as hidden on the form if you have set the

field access from Hidden to Read-only or Modify on the field settings.

 To edit form data content:

1. Select an invoice with Form Data content and select a Form Data content type

such as TopNote, BottomNote, or Note2.

2. Click Modify Content. The Edit Content for print format page appears.

3. Complete all required fields:

Field

Description

Content ID

Displays the name of the content ID.

Content Type

Displays the content type you selected, that is Form Data.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 17

Last Revised: November 1, 2022

Field

Description

Heading

Text that is displayed directly above the fields for this

section on the printed invoice. If the style is centered,

then the heading is centered to the width of the form data

fields. Maximum length is 256 characters.

Print Condition Rule

The print condition rule associated with the content type.

If the content type does not meet the rule, it is excluded

from the printed invoice.

Heading Style

The style that determines the font, color, and alignment of

the heading text.

Form Field Label Style

The style that determines the font, color, and alignment

for each field label that appears in this section.

Form Field Data Style

The style that determines the font, color, and alignment

for the field data for each field that appears in this section.

Style Attribute fields

Each Style Attribute field identifies the styles used for

each style as identified in the style sheet. These fields are

not editable but displayed for your reference.

4. Click Save to close the Edit Content for print format page.

5. With the same field selected, now click Modify Fields. The Edit Fields for

Print Format page appears, displaying all the fields that will appear on the

printed invoice.

6. Click Add Fields to add additional fields to display on the printed invoice. The

Add Field page appears.

7. Select all the fields you want displayed on the printed invoice, then click

Done.

Section 5: Print Formats

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8. To remove a field from the invoice format, select a field, and then click

Remove Fields.

9. To reorder the field, select it and use the Up and Down arrows to reorder the

field, noting its new position under Display Order.

10. Click Save when done adding, removing, and reordering the fields.

Invoice List Data Content Type

The List Data content type is used for areas that have a list of line items included on

the invoice. List entries may be sorted in ascending order by specifying one or more

designated fields to sort the list by. If desired, a representative icon may also be

added as a column to the list. Icons replace longer field labels and act identically,

calling out the list item status visually while using a minimum of visual space.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 19

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For a List Data content type, you add the fields, such as tax, vendor, attendees,

business purpose, and amount that you want to appear on the printed invoice.

 To edit list data content:

1. Select a format with List data content and select a List data content type such

as Line Items.

2. Click Modify Content. The Edit Content for print format page appears.

Section 5: Print Formats

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3. Complete all required fields:

Field

Description

Content ID

Displays the name of the content ID

Content Type

Invoice List Data

Heading

Text that is displayed directly above the fields for this

section on the printed invoice. If the style is centered,

then the heading it centered to the width of the form data

fields. Maximum length is 256 characters.

No Items Message

Text that you want displayed on the printed invoice if

there are no items in the invoice to be printed in this

section. If this field is blank, and no items match the list at

print time, then nothing appears in this section. Maximum

length is 256 characters.

Print Condition Rule

The print condition rule associated with the content type.

If the content type does not meet the rule, it is excluded

from the printed invoice.

Heading Style

The style that determines the font, color, and alignment of

the heading.

Grouping Header Style

The style that determines the font, color, and alignment of

the grouped column headings (Not applicable to Concur

Invoice).

List Field Label Style

The style that determines the font, color, and alignment

for each list field label that appears in this section.

List Field Data Style

The style that determines the font, color, and alignment

for the data for each field that appears in this section.

Style Attribute fields

for each Style (above)

Each Style Attribute field identifies the styles used for

each style as identified in the style sheet. These fields are

not editable but displayed for your reference.

Enable customization

of allocation details for

expenses

If selected, allows customization of allocation fields,

specifying what details appear and how they are

displayed.

Include divider line

between expenses

If selected, a divider line is placed between each row of

expenses in the list.

4. Click Save to close the Edit Content for print format page.

5. With the same field selected, now click Modify Fields - the Edit Fields for

Print Format page appears, displaying all the fields that will appear on the

printed invoice.

6. Click Add Fields to add additional fields to display on the printed invoice.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 21

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The Add Fields page appears.

7. Select all the fields you want displayed on the printed invoice, then click

Done.

8. To remove a field from the invoice format, select a field, and then click

Remove Fields.

9. Decide on the display and sorting order for the list data.

 Display Order: Sets the order, left to right, of the columns making up

the list data.

 Sort Order: Sets the field(s) that dictate the order in which the list is

sorted. You can choose more than one. In the following example, the sort

order is Client, then Project. For rows where the client value is the same,

the sort order falls to Project since this is the second sort order criteria.

Section 5: Print Formats

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 Print Below Entry Row: The list data content section of a printed invoice

can include additional list data fields below the entry row in the format

"Field Label: Field Content". The appearance of this additional data

appears as a list-type format as shown in the figure below.

 Display Value: Include the code associated with a list item in their

printed invoices. Choices include the name and long or short code, and

each may be displayed and printed either alone or alongside the name.

Seven variants are available, including name or long or short code, or a

combination of either the long or short code alongside the name.

10. Click Save.

NOTE: Fields that may have multiple entries such as attendees, allocations,

comments, and exceptions are printed on the line following the line

item.

NOTE: When allocations are printed, the following disclaimer is also printed at

the bottom of the list content and cannot be removed: The sum of

allocation amounts may not exactly match the expense amount due to

rounding.

CONFIGURE ALLOCATION DETAILS

When displaying allocations on a printed invoice, the administrator can decide to add

fields and specify the order in which they should appear in the Allocations section of

the invoice. Administrators can add the following fields: Percentage, Account Code,

and custom fields.

Allocation fields are presented in a list format for each allocation within the

Allocations section of the printed invoices as shown in the figure below.

 To configure allocation details:

1. On the Print Formats tab, select the desired print format.

2. Click Modify Contents.

3. Select the desired List Data field.

Section 5: Print Formats

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4. Click Modify Fields.

5. Click Add Fields.

Section 5: Print Formats

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6. Select the Allocations field.

7. Click Done.

8. Click Save.

9. Click Modify Content.

10. Select (enable) the Enable customization of allocation details for

expenses check box.

11. Click Save. This Modify Allocation Fields button now displays.

Section 5: Print Formats

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12. Click Modify Allocation Fields.

13. Click Add Fields.

14. On the Add Fields page, select the desired fields.

15. Click Done.

16. On the Edit Fields for print format page, use the arrows in the Sequence

Order column to arrange the allocation field display.

17. Click Save.

Section 5: Print Formats

26 Concur Invoice: Printed Invoice Configuration Setup Guide

Last Revised: November 1, 2022

ADD A DIVIDER LINE BETWEEN EXPENSES IN LIST DATA

A line dividing sections can be added to a printed invoice wherever expense data

needs to be separated to help in differentiating data areas. The dividing lines

separate the invoice line items.

 To add the divider line between invoice entries:

1. On Print Formats, select the desired printed invoice format.

2. Click Modify Content.

3. Select a List Data content ID then click Modify Content.

4. Select the Include divider line between expenses check box.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 27

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5. Click Save.

6. Click Done to return to the Print Formats page.

Invoice Barcode Content Type

An Invoice Barcode content type is used for the barcodes you want to add to the

printed invoice. Multiple barcodes can be added if needed by adding the content type

to the template. The barcode can be set up vertically or horizontally.

 To edit barcode content:

1. Select an invoice with Barcode data content and select a Barcode data

content type such as Invoice Barcode.

2. Click Modify Content. The Edit Content for print format page appears.

3. Complete all required fields:

Field

Description

Content ID

Varies depending on what content ID you selected.

Content Type

Barcode

Section 5: Print Formats

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Field

Description

Field used to generate

barcode

This determines what data value are used to generate the

barcode.

The choices are:

Option

Table

Column

Request ID

CTP_REQUEST

REQUEST_ID

Request

Key

CTP_REQUEST

RQT_Key

Company

CT_SITE_SETTING

VALUE where

TYPE= IMAGING

and NAME=

COMPANY_ID

Barcode orientation

If Horizontal, it appears along the top of the printed

invoice. If Vertical, it appears vertically along the left-hand

side of the printed invoice.

Split into two parts

For greater clarity, the barcode data used for vertical

barcodes can be split into two equal parts, each displayed

separately. For example, the 20-character Request ID:

1x2x3x4x5x6x7x8x9x0x

can be split into two parts, each 10 characters:

1x2x3x4x5x

6x7x8x9x0x

This does not apply to horizontal barcodes.

Auto size

For ease of sizing, selecting this check box expands the

barcode width to the space available based on the page

size. This allows the barcode to fill to the paper size for

both A4 and letter size paper.

Note that the field expands to the space available but does

not contract to fit the page, so when using this option, it is

best to size the barcode width to smaller than the

expected page size. If a barcode height is defined, then

selecting auto size has no effect.

Barcode Width

The longest dimension of the barcode, its length from the

first bar to the last bar, in pixels. The maximum value is

999 pixels.

Barcode Height

The shortest dimension of the barcode, the height of each

bar, in pixels. The maximum value is 999 pixels.

4. Click Save.

Section 5: Print Formats

Concur Invoice: Printed Invoice Configuration Setup Guide 29

Last Revised: November 1, 2022

Edit a Print Format

You cannot edit any of the default print formats, only view them. To modify a default

format, make a copy of the format then edit the copy.

You can edit print formats in the following ways:

• Change text or barcode orientation or size

• Add note text

• Add or remove fields

• Change styles

 To edit the content:

1. On the Printed Invoices page, click the name of a new or copied print

format you want to edit, and then click Modify Content. The Print Format

Content page appears.

2. Click on the print format content you want to edit and then click Modify

Content or Modify Fields.

3. Make the desired changes.

4. Click Save.

5. Click Done.

 To edit print format styles:

1. On the Print Formats tab, select a new or copied print format.

2. Click Modify Content. The Print Format Content page appears.

3. Select the content you want to modify and then click Modify Content. The

Edit Content for print format page appears.

4. Make the desired changes.

5. Click Save.

6. Click Done.

 To change the fields that appear on the printed invoice:

1. On the Print Formats tab, select a new or copied print format.

2. Click Modify Content. The Print Format Content page appears.

3. Select the content you want to modify and then click Modify Fields. The Edit

Fields for print format page appears.

Section 5: Print Formats

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4. Do one of the following:

 Remove the desired fields.

 Add the desired fields.

5. Click Save.

6. Click Done.

Delete a Print Format

You cannot delete any of the three default print formats, but you can delete any print

formats that you have created. You cannot delete a print format that another Group

administrator or Global administrator created.

You must make the format inactive from the policy before you can delete the print

format.

Once deleted, a print format is no longer available for use anywhere in the system.

 To delete a print format:

1. On the Printed Invoices page, select the format you want to delete.

2. Click Remove.

3. In the Remove Print Format window, click Yes.

4. The print format is deleted from the system.

Section 6: Print Templates

Concur Invoice: Printed Invoice Configuration Setup Guide 31

Last Revised: November 1, 2022

Assign a Print Format to a Policy

Once you have modified or created a new printed format, you can assign it to the

policy that will use it when users create invoices. The policy configuration decides if

the Detailed Invoice Default Report is available for selection by the user.

NOTE: Any custom report that the admin creates will display for the user if the

admin has activated the report in the Policies tool. Default reports are the

only conditional reports.

 For more information, refer to the Concur Invoice: Policies Setup Guide.

Section 6: Print Templates

The print template defines the form and layout that appear on the printed invoice.

When viewing the layout, you see only the components of the printed invoice, and

not the details, such as the fields or the text that will appear.

You use Print Templates mainly for the following:

• Adding new sections to the printed invoice

• Separating sections into multiple sections

• Changing location of the sections

• Adding white space padding around content, using the HTML padding property

It is not necessary to use the Print Templates for the following, but rather use Print

Formats for these things:

• Do not embed text into the HTML—it is not localized. Instead, create a text

content ID and add the text in the Print Format.

• Do not change the style of text in HTML by using the style property. Instead,

use one of the text styles in PrintStyles.css, or create a new one (requires

customization).

• It is not necessary to use the Templates to delete sections from the template.

To remove a section, you simply do not have to include any information

within the Print Format section.

Section 6: Print Templates

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A template is source code. It is a block of text that contains variable name

references to the content defined by the print format. The variables are surrounded

by HTML tags that provide the layout and formatting control.

Before You Begin

• You should have HTML or programming knowledge before you attempt to

modify any print templates. HTML knowledge is helpful in modifying print

formats when modifying text variables, but not necessary.

• You must be a Global Configuration administrator to modify a print template;

however, you only have to be a Group Configuration administrator to change

a print format. Each administrator can add, modify, view, and delete any print

formats that they created, but can only view the formats that another

administrator created.

Section 6: Print Templates

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Content Types and Content IDs

The template is made of content IDs and content types encased in HTML tables and

table cells. Content IDs, such as PaymentRequestTitle and Note2 can be any

terminology you want, but the content types can only be one of those types outlined

below. You should become familiar with the content types in order to make changes

within the template:

Section

Description

Invoice Text

Displays as text on the printed invoice, such

as printed date/time of the invoice.

Syntax: $rtext_XXXX

(where XXXX is the content section name,

such as $rtext_TopNote)

Invoice Form Data

Displays areas where you can list invoice-

level data from the invoice and employee

forms.

Syntax: $rformdata_XXXX

(where XXXX is the content section name,

such as $rformdata_InvoiceTitle)

Invoice List Data

Displays the list of expenses included on the

invoice.

Syntax: $rlistdata_XXXX

(where XXXX is the content section name,

such as $rlistdata_ReportEntries)

Summary

Displays invoice-level information, typically

the invoice amount totals for the invoice, in

table format.

Syntax: $rsummarydata_XXXX

(where XXXX is the content section name,

such as $rsummarydata_ReportSummary)

Invoice Barcode

Defines the orientation and sizing of the

barcode necessary for scanning.

Syntax: $rbarcode_XXXX

(where XXXX is the content section name,

such as $rbarcode_Barcode)

Section 6: Print Templates

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Section

Description

Approval Flow Data

Displays the approval flow associated with the

report.

Syntax: $rapproval_XXXX

(where XXXX is the content section name,

such as $rapproval_Workflow)

Audit Trail

Displays audit trail data, including

confirmation agreement acceptance records,

to the printed invoice. This data appears in a

non-configurable preset format.

Syntax: $rauditdata_XXXX

(where XXXX is the content section name,

such as $rauditdata_AuditTrail)

NOTE: The printed invoice will create the

audit trail information based on the role of the

user who is printing the report. For example,

a processor sees more types of information

on the audit trail than a submitter. When the

processor prints the report, their audit trail

section will contain more details than when

the submitter prints the same report.

Change the Template Code

Before You Begin

Before you begin changing the template code, you should be aware of a few things

to reduce the amount of errors and make coding easier:

• It is highly recommended that you are well-versed in HTML and programming.

• You can use any HTML editor by copying and pasting the template code into

the editor. Once complete, you can copy the code back into the Print

Templates section of the Invoice Configuration Administrator within Concur

Invoice.

 If you copy the text from Concur Invoice, paste the text within the Body

tags of the HTML editor. When you paste it back into the system, we

recommend that you only paste what is in between the Body tags.

• We recommend that you edit the Print Templates only for things that you

cannot edit using the Print Format section, such as adding borders to

sections, splitting up data, and moving sections around. You can use Print

Formats for editing styles, alignment, and fonts.

Section 6: Print Templates

Concur Invoice: Printed Invoice Configuration Setup Guide 35

Last Revised: November 1, 2022

Components of the Template Code

In the template code, each variable has a content type attached to it preceded by a

dollar sign ($), such as: $rtext_TopNote

When adding a new section or editing an existing section, it must contain the dollar

sign ($), then the content type, an underscore, and then a unique name, for example

<tr><td>$rtext_TopNote</td></tr>. When you add a new section, it creates its

own table cell, but you can create a table cell or table for the new parameter as well.

The name specified after the underscore will display as the section label in the

Preview Layout view:

The section heading that appears to the user in the printed invoice is configured by

clicking the Modify Content button on the Print Format page.

 For more information, refer to the Edit Print Format Content section of this

guide.

Default Templates

There are several default templates:

• Detailed Invoice

• Invoice

Default templates can be copied to create a new template.

Once a template is created, you can create or edit a format and identify the details of

the template, such as the fields that will be seen, the location and size of the

barcode if any, and the instructional text.

NOTE: If you have an imaging configuration created within Image Handling, you can

create multiple print formats in the Print Formats section, but you cannot

manipulate the template.

 For more information, refer to the Print Format section of this guide.

Section 6: Print Templates

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Access Print Templates

 To access print templates:

On the Printed Invoices page, click the Print Templates tab.

Add a Template

To add a template, you must copy an existing one. To familiarize yourself with the

existing system templates, click the template name, click the View button, and then

click Preview Layout. A separate browser window appears with the layout.

Section 6: Print Templates

Concur Invoice: Printed Invoice Configuration Setup Guide 37

Last Revised: November 1, 2022

 To add a new template:

1. On the Print Templates page, select the desired template.

2. Click Copy. The Edit Print Template page appears.

3. Complete the required fields.

Field

Description

Name

Type the name of the new template. This name appears in

Print Formats when editing the format. It does not appear

to the employee.

Template Code

Edit the code within this field. HTML and programming

knowledge is required before you begin editing any

template code. Refer to procedures in this section for

more information.

Preview Layout

Click to view the template layout.

4. Click Save. The new template appears alongside the existing templates.

Section 6: Print Templates

38 Concur Invoice: Printed Invoice Configuration Setup Guide

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Add a New Content ID

 To add a new content ID to the template code:

1. On the Edit Print Template page, click in the Template Code field.

NOTE: As stated in the Before You Begin section, you can copy and paste this

entire code into an HTML editor or edit it within this field. If you

choose to use another editor, be sure to copy the entire text and copy

it within the Body tags.

2. Copy a part of the code that has the same type of content type you want to

create, such as text or barcode, and paste it in the area that you want to

create. Be sure to include the entire cell and/or table.

3. Change the Content ID to a unique ID, such as TopNote to BottomNote, but

be sure to keep the space after the name.

4. Make any other necessary HTML changes.

5. Paste the edited section between the body tags back into the field.

6. Click Preview Layout to view the layout with your new addition.

NOTE: When you add a new section to the template, that new section appears

in the Print Formats section to allow you to further edit the content as

with any other content section.

Section 7: Print Condition Editor

Concur Invoice: Printed Invoice Configuration Setup Guide 39

Last Revised: November 1, 2022

7. Click Save.

Split a Content ID into Two

 To split a content ID into two sections:

1. On the Edit Print Template page, click in the Template Code field.

NOTE: As stated in the Before You Begin section, you can copy and paste this

entire code into an HTML editor or edit it within this field. If you

choose to use another editor, be sure to copy the entire text and copy

it within the Body tags.

2. Copy a part of the code that has the same type of content type you want to

create, such as text or barcode, and paste it in the area that you want to

create. Be sure to grab the entire cell and/or table.

3. Make edits to one of the cells to give the copy a unique content ID name. All

content IDs must be unique within a single template.

4. Click Preview Layout to view the layout with your new addition of the

element in two places.

5. Click Save.

6. Click the Print Formats tab and edit the two sections to include the

information that you want in each section.

NOTE: When you add a new section to the template, that new section appears

in the Print Formats section to allow you to further edit the content.

 For more information, refer to the Print Formats section of this guide.

Section 7: Print Condition Editor

The Print Condition Editor can be used to create print condition rules that apply to

the content included in a printed invoice. The rules are designed to control what

invoice data is included in an invoice by allowing rules to be set at the content ID

level. These rules are triggered when the criteria are met and typically offer a useful

informational message associated with the rule. Rules are available globally and may

be applied to multiple invoices and within the invoices, to multiple content IDs.

Work With Print Condition Rules and Content IDs

Condition rules may be set to display or hide the Text Data, Form Data, List Data,

and Summary Data content IDs. However, rules applied to the List Data and

Summary Data content IDs may also be used to include or hide either line item or an

entire section.

Section 7: Print Condition Editor

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This means that for all content IDs, when a rule is met, the content is included in the

printed invoice. However, for List Data and Summary Data content ID types, line

items are filtered from the list if they do not meet the condition. If all line items do

not meet the condition, the entire list is filtered from the invoice.

NOTE: Use the No Items Message option for List Data and Summary Data content

types to insert a message where line items are excluded from the printed

invoice when they do not meet a rule; this text will appear in their place.

Understand Conditional Expressions

When creating or editing conditional expressions, consider the following:

• There is no limit to the number of conditions that comprise a total expression.

The conditional expression for "Legal Service greater than 500.00 USD" is:

(Expense Type equals Legal Service) and (Request Total is greater

than 500.00 USD)

It is composed of two conditions, separated by the Boolean separator of and.

• Most conditions are comprised of a field, then an operator, and then a value.

For example:

(Field) Expense Type (operator) equals (value) Legal Service

 A field consists of a data object (essentially a database table) and fields in

that data object (essentially a database column). The field selected

defines the data type of the condition (number, text, date, and so on).

 An operator is one of several pre-defined comparison operators (equals,

not equals, is greater than, and so on). The list of operators changes

depending on the type of data being compared.

 An operator is further defined by Any and Every depending on the type of

data being compared. For example, a Report Submit event combined with

an Entry data object and Amount field/value results in an Operator value

Section 7: Print Condition Editor

Concur Invoice: Printed Invoice Configuration Setup Guide 41

Last Revised: November 1, 2022

that can have multiple values and thus multiple interpretations. In this

circumstance, the report level condition will trigger the rule as follows:

• ANY: Where a single expense of many associated with the report is

true for the operator. As "the amount is greater than" for any expense

causes the rule to be triggered

• EVERY: Where all expenses associated with the report are true for the

operator. As "the amount is greater than" for every expense causes

the rule to be triggered

 A value is a constant and – like the field – can be of any data type. The

data type of the value must match the data type of the field.

 If a second field is used in the condition, its data type must match that of

the first field.

• When a conditional expression is composed of multiple conditions, each

condition is separated by either and or or.

• Parentheses are optional and are used to define the order of operation for the

and/or operators. If the parentheses are omitted, and/or operations are

carried out left to right. There is no precedence of and over or. The evaluation

of the expression is simply left to right.

• If a conditional expression contains parentheses, the count of left parentheses

must match the count of right parentheses. There can be up to three

parentheses for both left and right sides.

Example of correct placement of parentheses and total left/right count:

(Condition 1) and (Condition 2)

Examples of incorrect parentheses even though the total left/right count

matches:

Condition1 ) And ( Condition2

Condition1 ) And ( Condition2 ) Or ( Condition3

( Condition1 )) And ( Condition2

• Conditional expressions must be precise to include or exclude all necessary

criteria. If a rule does not apply to personal expenses, then the condition

must exclude personal expenses.

Section 7: Print Condition Editor

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The Condition Page

The Condition page in Print Condition Rules is similar to the Condition page used

for Audit Rules and Invoice Processor.

Table 1: Description of the Condition page

Field

Description

A: Left Parenthesis

Up to three parentheses, depending on the complexity

B: Data Object

The choices that appear in this list are based on the event that

triggers the rule:

• Detail

• Detail Allocation

• Employee

• Request

• Request Exception

• Vendor Remittance

• Vendor Ship From

C: Field/Value

Select an item from the helper pane that appears. The information

that appears in this pane is based upon the selection made in the

Data Object list.

D: Operator

Select an item from the helper pane that appears. The information

that appears in this pane is based upon your previous choices.

NOTES:

• If you use the In or Not In operators for expense types, you

can select multiple check boxes to include as many expense

types as are required. Refer to Additional Samples of Custom

Audits in this guide.

• The Within operator defines a set of dates for the system to

check against when evaluating the rule. For example, if you use

Within Today -2 to evaluate the Request Submit Date, the

system will look for the submit dates within the two ends of the

range: Today, and two days earlier.

E: Data Object

The system provides the option that best suits the previous choices.

Change it if necessary.

Section 7: Print Condition Editor

Concur Invoice: Printed Invoice Configuration Setup Guide 43

Last Revised: November 1, 2022

Field

Description

F: Field/Value

Select an item from the helper pane that appears. The information

that appears in this pane is based upon the selection made in the

Data Object list.

G: Right Parenthesis

Select zero to three parentheses, depending on the complexity of

the condition.

H: And/Or

Select either option to join the current condition to the next

condition.

Access the Printed Invoices Condition Editor

 To access the Printed Invoices Condition Editor:

On the Printed Invoices page, click Print Condition Rules.

On this page, the user can create, view, or remove print condition rules depending

on privileges.

Section 7: Print Condition Editor

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Create a Conditional Rule in the Editor

Group administrators can only create print reminder rules if given "create" rights on

role assignment. If they do not have permissions, then the New button is grayed out

and inactive.

 To create a conditional rule:

1. Click New. The General step appears.

2. Fill in the fields:

Field

Description/Action

Print Condition Rule Name

Enter the name for the new print

condition rule.

Editable By

Select the group(s) that can edit the print

condition rule.

Section 7: Print Condition Editor

Concur Invoice: Printed Invoice Configuration Setup Guide 45

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3. Click Next. The Conditions page appears.

4. Create the necessary conditions.

 For more information, refer to the Understand Conditional Expressions

and The Condition Page sections of this guide.

5. Click Done to return to the Print Condition Rules List page.

Assign the Rule to a Content Type

Content Types consist of Text, Form Data, List Data, Summary Data, Barcode,

Itinerary List Data, and Approval Flow Data. Each content type may be associated

with a conditional rule in their respective Edit Content pages.

 To Assign a rule to a Content Type:

1. On the Printed Invoices page, select the desired print format.

2. Click Modify Content.

3. Select the desired content ID.

4. Click Modify Content.

Section 7: Print Condition Editor

46 Concur Invoice: Printed Invoice Configuration Setup Guide

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5. Select the rule you will apply by selecting it from the Print Condition Rule

list.

6. Click Save.

7. Click Done to return to the Print Formats page.

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