Purpose

This article explains how to set up and manage expense custom fields in TravelBank.

Audience

This article is directed toward TravelBank administrators (admins).

Overview

When creating new expense custom fields, you can set the custom field name and choose a field type. Once you’ve created an expense custom field, you can also edit some of the field properties.

To create or manage expense custom fields, from the left navigation menu, select:

Company Settings > Expenses > Custom Fields

Figure 1. Manage Expense Custom Fields page

Add a custom field

To create a new custom field, from the Manage Expense Custom Fields page select Add. This brings up the Create New Custom Field dialog (Figure 2):

Figure 2. Create New Custom Field dialog

When deciding on your custom field’s name and field type, it is important to note that once you create the field, you cannot later change the field name and type.

There are two field type options: Open Field and Dropdown Field.

Open fields

Open fields are fill-in-the-blank fields, as shown in Figure 3.

Figure 3. Create New Custom Field dialog

Dropdown fields

If you select Dropdown as the Field Type, a Dropdown Values section appears in the dialog (Figure 4).

Figure 4. Create New Custom Field dialog, Dropdown Values section

To add dropdown menu options, select Add, and then Save for each option (Figure 5). You can add as many options as needed, and you can add more options in the future by editing the custom field.

Figure 5. Create New Custom Field dialog, Dropdown Values section showing three example options in alphanumerical order

Figure 5. Create New Custom Field dialog, Dropdown Values section with options added

When you’re finished adding dropdown values, select Add to save your new custom field.

Set rules

Expense custom fields are enabled by default, but if you need to deactivate a field, you can toggle the Enabled rule toggle to OFF.

Setting a custom field as Required prevents users from submitting an expense prior to completing the custom field (Figure 6).

Figure 6. Create New Custom Field dialog, Rules section showing the Enabled and Required rule toggles set to ON

Figure 6. Create New Custom Field dialog, Enabled and Required rule toggles

By default, all new custom fields are turned on for all expense categories. To set custom fields to apply to one or more specific expense categories, toggle the Category Specific toggle to ON and then check the boxes of the categories you want the custom field to apply to. You can also use the search feature to locate specific categories (Figure 7).

Figure 7. Create New Custom Field dialog, Rules section; the Category Specific rule is set to ON, so the Expense Categories list appears below it

Figure 7. Create New Custom Field dialog, Rules section, Expense Categories checkboxes

Edit a custom field

Once you’ve created a custom expense field, you can edit certain details.

From the Manage Expense Custom Fields page, select Edit to the right of the custom field you want to modify (Figure 8).

Figure 8. Manage Expense Custom Fields page, list of custom fields with the Edit button for each outlined for emphasis

Figure 8. Manage Expense Custom Fields page, list of custom fields, Edit button

This brings up the Edit Custom Field dialog (Figure 9), which has the same options as the Create New Custom Field dialog, except you cannot edit the Field Name or Field Type.

In the Edit Custom Field dialog, you can edit the rules and the dropdown values, if your field is a dropdown field.

Select Save to confirm your changes and set them active for users.