In Lucca Expenses, the list of expense categories displayed at the expense level is not configurable, which allows a better automatic selection of the category thanks to the data from the intelligent scan (automatic receipt scanning), and from the banking channel in the case of an expense paid with a Cleemy card.
On the other hand, the inability to customize this list may be limiting if you want to distinguish among multiple types of expense within the same category.
Custom fields enable you to ask your employees for more details about an expense based on your own needs, and you can then use these in your management process.
Custom fields consist of a drop-down list of values, which you can configure in advance based on your needs.
Choosing between analytical axis and custom field
These two concepts are fairly similar. Both cases involve asking your users to choose an option from a drop-down list of values.
Analytical axes should be used to collect data that enable you to analyze your company's expenses. They are shared with other Lucca products, and are maintained centrally via the cogwheel (see the dedicated help page).
Custom fields should be used only in the context of business expenses, and have the purpose of specifying the context of an expense. This context helps you to better understand the circumstances related to the expense, and could also be used in your management process, such as in the expense policy.
Adding a custom field
Adding a custom field is done from the "Settings" > "Custom fields" section, by clicking on the "Add a custom field" button.
A form will appear allowing you to set up the custom field.
Your options include:
- Adding a name for your custom field.
- Defining whether or not this field is mandatory to complete for the expense to be declared.
- Selecting the list of expense categories for which the field will be visible.
- Adding a list of possible values for your field. These values consist of a description (visible to employees), and a code which can then be exported for monitoring purposes.
You will then be redirected to the previous view, where you will be able to view the list of your custom fields.
Managing your custom fields
From the list of custom fields, you can activate or deactivate a field anytime via the "..." button located at the end of the line, and you can also view all deactivated fields using the "Show deactivated fields" checkbox.
A custom field can also be reactivated via a similar action.
It is also possible to edit a custom field by clicking on it. This gives you access to an editing form using which you can edit all the data set up when creating the field. In particular, you can update the list of available values for this field, and can also deactivate obsolete values.
Visibility of the field on the expense form
Once added, the field will be visible on the expense form, below the expense-specific information.