Setup Project Mapping
The Connector’s mapping profile is very dynamic – you can customize how you want to organize your projects in Concur in any way you’d like so long as the information exists in the Project Record.
- You must have your list created in Concur with all levels you intend to use before proceeding with these steps
- The Concur linked list must be required on all Expense Detail Entry forms, down to the allocation level, without exception
- The lowest level of the Work breakdown structure in use in Deltek must be represented (if you have a mixed back where some projects only use the Project (WBS1) level and others go to WBS3, the Connector will represent an NA for the invalid lower levels to ensure consistent entry)
- Any custom fields used for the “Code” value must be used as a Parent level to the Work breakdown structure levels you will represent
Note that custom fields can ONLY be placed at Parent levels – we strongly recommend using the Standard Setup to avoid orphaned parent records. Some ideas on how to organize your data include:
Standard Project List Setup
The three levels of the Work breakdown structure - Items that don’t have a lower level show up with lower levels of “NA” so you can require entry for all three levels in Expense Entry forms. This is the most commonly used and highly recommended for the most consistent user experience.
| Concur List Level | Code | Name | Notes |
| 1 | WBS1 (Project #) | Name (Project Short Name) | |
| 2 | WBS2 (Phase #) | Name (Phase Short Name) | |
| 3 | WBS3 (Task #) | Name (Task Short Name) |
Charge Type First Project List Setup
Organized first by the Project’s Charge Type, and then the three levels of the Work breakdown structure (or as many are in use). Items that don’t have lower WBS levels show up with lower levels of “NA” so you can require entry for all three levels in Expense Entry forms.
This list option is required if you want to control Expense Types and the derived natural General Ledger Account number in SAP Concur.
| Concur List Level | Code | Name | Notes |
| 1 | Charge Type Code EG: R (Regular) P (Promotional) H (Overheard) | Charge Type Name EG: Regular (R) Promotional (P) Overhead (H) | These are custom fields setup in the Project InfoCenter and must be the same value at all levels of the work breakdown structure |
| 2 | WBS1 (Project #) | Name (Project Short Name) | |
| 3 | WBS2 (Phase #) | Name (Phase Short Name) | |
| 4 | WBS3 (Task #) | Name (Task Short Name) |
By Company Project List Setup
Organized first by Company, and then the three levels of the Work breakdown structure (or as many are in use). Items that don’t have lower WBS levels show up with lower levels of “NA” so you can require entry for all three levels in Expense Entry forms.
This format is useful if you want to restrict Employees from certain Companies from charging to other Company’s projects.
| Concur List Level | Code | Name | Notes |
| 1 | Department Code | Department Name | These are custom fields setup in the Project InfoCenter and must be the same value at all levels of the work breakdown structure |
| 2 | WBS1 (Project #) | Name (Project Short Name) | |
| 3 | WBS2 (Phase #) | Name (Phase Short Name) | |
| 4 | WBS3 (Task #) | Name (Task Short Name) |