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 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, 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, 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, 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.
Figure 9. Edit Custom Field dialog
Frequently asked questions
Need help?
If you need help, contact the TravelBank support team:
Email support@travelbank.com.
From the website or mobile app: Open the TravelBank left navigation menu and select Chat with us.
Publish date: November 9, 2020
Last update: July 3, 2024