You can add custom fields and expense categories to analyze your spendings.
Add Expense Categories and Custom Fields
Add Your Expense Categories
You have two options:
Add your expense categories.
Request a custom field activation for additional information such as projects, customer names, quote numbers, or internal references.
These fields will be included in your purchase journal after you add the columns in your custom export under Settings > Accounting Setup > Export. They are included by default in your Spendesk bank journal.
Important:
It is not possible to select multiple expense categories for one payment.
It is not possible to select multiple values from one custom field for one payment.
However, you can create as many custom fields as you wish. For example, if your custom field is named "City" and the expense is for two cities (e.g., "NYC" and "Paris"), you cannot tick both "NYC" and "Paris," but you can create a value "NYC-Paris."
Manage Expense Categories
Set Up, Edit, and Delete Expense Categories
Go to Settings > Organisation > Analytical fields.
Click on Add a category.
Enter the name of your expense category.
Click on Add the category.
You can select the appropriate expense category when filling a new request or making a payment.
To edit an expense category: Hover over the value and click the pencil icon.
To delete an expense category: Hover over the value and click the bin icon.
Note:
Payments in the "Prepare" tab (not yet exported) will lose the information filled.
Payments already exported will retain the information filled.
Link Expense Categories with Cost Centers
If you have a long list of expense categories and some are only relevant to specific cost centers, you can define which expense categories appear depending on the selected cost center.
By default, all expense categories apply to all cost centers. To restrict categories to specific cost centers:
Click on Create a new category.
Select Make the category visible for Some cost centers.
This prevents errors when users choose expense categories. Controllers can still assign all expense categories in the Payments, All Payables, and Prepare tabs.
Manage Custom Fields
Set Up, Edit, and Delete Custom Fields
Go to Settings > Organisation > Analytical fields.
Click on Create analytical field and follow the steps.
If the options do not meet your needs, contact support@spendesk.com and specify:
Whether the field is mandatory.
Which roles can add custom field values (Admins, Controllers, Requesters, or specific roles).
Which roles can see custom field values.
Whether the field applies to requests, subscriptions, expense claims, payments, or a combination of these.
Editing Custom Field Values:
To edit a value, select it and make changes.
To add a new value, click Add a new value, enter the value, and save it.
Deleting Custom Field Values:
To delete a value, click the X.
To delete a custom field and its related values, contact the Support team or your Customer Success Manager.
Note:
Payments in the "Prepare" tab (not yet exported) will lose the information filled.
Payments already exported will retain the information filled.
Additional Information
On the mobile app, users fill custom fields or expense categories after the payment is made using a physical card.
Values are typically sorted alphabetically. To customize the order, add numbers at the beginning of each value.