Custom fields allows for more information to be added to expenses in the form of text fields, numbers, and check boxes. Their use is very flexible, and they allow for the information you collect from expense reports to be enriched according to your company’s needs. For example, by indicating the location of an expense, a postal code, etc.
Custom fields complete the analytic axes: the latter manage imputations within a pre-existing list, such as a list of projects or clients. Custom fields allow for independent pieces of information to be entered.
The values of custom fields can be exploited by the reporting module and in exports. It is possible to define up to 5 custom fields.
Configuring analytic fields
Custom fields can be configured from the Configuration > Analytic imputations interface by choosing the “Custom fields” entry on the left.
To add a custom field, click the “+” button under the list of configured fields
Custom fields can be one of four types:
- Whole number
- Decimal number
- Check box
According to the type of field, you will have additional options at your disposal to restrict what users can enter:
- Make the field mandatory (except for check boxes)
- Assign a default value from the user’s personal file
- Impose a letter case on text fields: uppercase and/or lowercase
- Impose the entry of a minimum/maximum number of characters
- Define if a check box is checked or unchecked by default
Attaching an analytic field to an expense type
In order to appear in the expense entry form, custom fields must be attached to expense types. It is therefore possible to not use custom fields for certain expense types.
This can be performed through the expense type configuration interface under the “Analytic and custom fields” section.