You can define custom expense fields, manage their visibility and external ID settings, and apply their configuration to the whole group of entities or individual entities.
Creating custom expense fields for your group
To create custom fields for your group of entities:
In the group dashboard, go to Settings > Expense fields > Custom fields.
Click on Create field.
Follow the steps for creating custom fields on the individual level.
Creating parent and child values for group custom fields
In the group dashboard:
Go to Settings > Expense fields > Custom fields and select the desired custom field.
Under Values, click on Add value.
In the dialog that opens, fill in a name for your value.
To create a new parent value, leave the New parent category field empty.
To create a new child value, select the parent category for it from the drop-down list.
Click on Confirm.
Defining parent values for group custom fields
You can define settings for the parent values of your custom fields, which will be inherited (applied) by their child values unless explicitly set to be overridden.
Select the desired custom field, go to its Value tab, and select the desired value.
In the dialog that opens, define:
The entities for which the value will be visible.
Under Entity visibility, click on Edit.
Select the desired entities.
Click on Confirm.
The external ID of the value.
To set an external ID for the value that will be used by all entities:
Under External ID, click on Edit.
Fill in the data.
Click on Confirm.
To set external IDs for the value that will be different for individual entities:
Click on Edit.
Switch on the Different external ID per entity toggle.
Fill in the external IDs for the respective companies.
Click on Confirm.
The custom field manager.
To set one or more custom field managers for that value for all entities:
Click on Edit.
Select the employees.
Click on Confirm.
To set custom field managers that will be different for individual entities.
Click on Edit.
Switch on the Different managers per entity toggle.
For each entity, select the employees from the drop-down list.
Click on Confirm.
Overriding parent value settings for group custom fields
You can use the individual settings of each child value of the custom field to override the settings defined on its parent value level.
Click on the desired value.
In the dialog that opens, define:
The entities for which the value will be visible.
Under Entity visibility, click on Edit.
Switch off the Inherit parent settings toggle.
Select the desired entities.
Click on Confirm.
The external ID of the child value.
To set an external ID for the child value that will be used by all entities:
Under External ID, click on Edit.
Switch off the Inherit parent settings toggle.
Fill in the data.
Click on Confirm.
To set an external ID for the child value that will be different for individual entities:
Click on Edit.
Switch off the Inherit parent settings toggle.
Switch on the Different external ID per entity toggle.
Fill in the data for the respective companies.
Click on Confirm.
The child value manager.
To set one or more child value managers for all entities:
Under Category manager, click on Edit.
Switch off the Inherit parent settings toggle.
Switch on the Different managers per entity toggle.
Select the employees from the drop-down list.
Click on Confirm.
To set child value managers that will be different for individual entities.
Click on Edit.
Switch off the Inherit parent settings toggle.
Switch on the Different managers per entity toggle.
For each entity, select the employees from the drop-down list.
Click on Confirm.
Reordering custom expense fields for your group
To reorder the custom expense fields for your group of entities:
In the group dashboard, go to Settings > Expense fields > Custom fields.
Drag and drop the custom field you want to move to the desired position.
Reordering the custom expense fields for your group does not affect the order of custom fields defined in a custom export definition.
Visibility, configuration, and operations settings for values and child values
You can select group values and child values and apply various actions to them such as:
Deactivate a value or child value.
Reactivate an inactive value or child value.
Delete values and child values.
The following actions can also be done from the settings of the parent values and their child values.
Set the visibility of the value or child value for the entities within the group.
Set the external ID of the value or child value for the entities within the group.
Set the value or child value manager for the entities within the group.
Apply value or child value settings from other values or child values.
For child values, inherit parent value settings.
Bulk visibility, configuration, and operations settings
You can apply the visibility, configuration, and operations settings to two or more values and child values by selecting them.
