Expense categories and custom fields on Spendesk
You can now add custom fields and expense categories to analyze your spendings.
You have two options:
Request a custom field activation for additional information such as projects or customers' names, quote numbers, internal references...
👉 These will be included in your purchase journal after you have added the columns on your custom export in Settings > Export. They are included by default in your Spendesk bank journal.
👉 Careful: it's not possible to select several expense categories for one payment. Neither it's possible to select several values from one custom field on one payment. But, you can definitely create as many custom fields as you wish! Example, if your custom field is named "city" and the expense is for two cities "NYC" and "Paris", then you cannot tick "NYC" and "Paris", but you can create a value "NYC-Paris".
Set up, edit, and delete expense categories
Go to the Settings > Analytics page
Click on Add a category
Enter the name of your expense category
Click on Add the category
You are able to select the right expense category while filling a new request or when a payment is made.
🖋 If you need to edit an expense category: hover your mouse on the value and click on the pen.
🗑 If you need to delete an expense category: hover your mouse on the value and click on the bin. Please be aware that:
👉 Payments in the "Prepare" tab (not yet exported) will lose the information filled.
👉 Payments already exported will keep the information filled.
Link expense categories with cost centers
You have a long list of expense categories and some of them are only relevant for specific cost centers? It is now possible to define which expense categories should be available in the list depending on which cost centers has been selected by the requesters.
By default all expense categories will be set to « apply to all cost centers » which mean that they will all appear for every cost center selected on the request. To display the expense categories only for some cost centers, click on "Create a new category" and "Make the category visible for Some cost centers".
☝️ This applies to the request side, to prevent users from making mistakes when choosing expense categories. It will always be possible for the controller to assign all expense categories no matter the cost center in the Payments tab, the All Payables tab and the Prepare tab.
Set up, edit, and delete custom fields
Go to the Settings >Analytics page and "Create analytical field" then follow the steps.
If this doesn't meet your needs, contact support@spendesk.com and :
Choose if it's a mandatory field or not.
Choose which roles can add a custom field value (Admins, Controllers, Requesters, all or some of them)
Choose which roles can see custom field values
Choose if it applies to requests, subscriptions, expense claims, payments or all / some of these.
🖋 If you need to edit a custom field value: select the value and edit it. If you need to add a new value, click on "add a new value" and enter it. It will be saved.
🗑 If you need to delete a custom field value: click on the X. If you need to delete a custom field and all its related values, reach out to the Support team or your Customer Success Manager. Please be aware that:
👉 Payments in the "Prepare" tab (not yet exported) will lose the information filled.
👉 Payments already exported will keep the information filled.
Additional information
👉 Note that on the mobile app, custom fields or expense categories are filled by the users after the payment is made by physical card.
👉 We usually sort values by alphabetical order. However, if you want your custom fields to be in a specific order, simply add numbers at the beginning of the value!
