Managing the settings of built-in expense fields

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You can set the visibility and the required-for-review and required-for-submission options for each built-in expense field to which they apply.

Available visibility settings for built-in expense fields

The available visibility options for the expense fields differ depending on the field and its function as follows:

Built-in expense field

Visibility settings

Category

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can additionally grant visibility to any Payhawk role except Employee by adding it in the visibility settings. These roles will then be able to view the expense field.

Note

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role to the visibility settings to allow those roles to view the expense fields.

Document

  • Cannot be disabled.

  • Preselected roles: All Payhawk roles (cannot be modified).

Document date

  • Cannot be disabled.

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role to the visibility settings to enable those roles to view the expense field.

Due date

  • Cannot be disabled.

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role to the visibility settings to enable those roles to view the expense field.

Document type

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role to the visibility settings to enable those roles to view the expense field.

Document number

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role to the visibility settings to enable those roles to view the expense field.

Service period

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role except Employee to the visibility settings to enable those roles to view the expense field.

Supplier

  • Cannot be disabled.

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role to the visibility settings to enable those roles to view the expense field.

Tax rate

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role except Employee to the visibility settings to enable those roles to view the expense field.

Discount

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role except Employee to the visibility settings to enable those roles to view the expense field.

Amortization

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role except Employee to the visibility settings to enable those roles to view the expense field.

Team

  • Preselected roles: Accountant and Administrator (cannot be modified).

  • You can add any Payhawk role to the visibility settings to enable those roles to view the expense field.

Setting the visibility of built-in expense fields

By configuring the visibility settings for the built-in expense fields, you can control which roles at your company can view them.

For the purposes of this example, you will change the Document date expense field visibility settings:

  1. In the Payhawk web portal, go to Settings > Expense fields.

  2. Select Document date.

  3. From the Visibility drop-down list, select the roles you want to have access to that field - for example, Senior AP Specialist and Auditor.

  4. Click on Save changes.

    Settings for expense fields, including visibility and submission requirements for roles.

Setting the required-for-review options for built-in expense fields

As a Payhawk Administrator, you can also define which built-in fields are required for expense review. As a result, if any of the required fields have been left blank, reviewers will not be able to mark an expense as reviewed.

For example, to require reviewers to make sure a document date for an expense is filled in:

  1. In the Payhawk web portal, go to Settings > Expense fields.

  2. Select Document date.

  3. Toggle on Required for review.

  4. Click on Save changes.

Setting the required-for-submission options for built-in expense fields

As a Payhawk Administrator, you can also define which built-in fields are required for the submission of an expense. As a result, if any of the required fields have been left blank, expense owners will not be able to submit the expense.

For example, to require expense owners to fill in the document date when submitting an expense:

  1. In the Payhawk web portal, go to Settings > Expense fields.

  2. Select Document date.

  3. Toggle on Required forsubmission.

    The built-in Document expense field provides an additional option for setting a threshold below which no document is needed for your employees to submit an expense. To enable it, enter the desired amount.

  4. Click on Save changes.

Settings for expense categories

Expense categories provide additional options for suggestion strategies related to the automatic population of expense data into the category field of the expense. For more information, see the article about the suggestion strategies for expense categories and the custom expense fields.

For more details on managing expense categories, see the following resources:

Useful resources