Using Team Fields in Abacus

Team Fields allow admins to assign an additional piece of information to each employee. Examples include: Office Location, Department, Group, and Employee ID.

Syncing a New Team Field from Your Accounting Integration

For lists that exist within your connected accounting platform (connected accounting platforms here), Abacus can automatically pull, map, and sync these fields in a few easy steps:

First, navigate to the Team Fields tab in your 'Account & Settings' tab and select “New Team Field”

Select “Sync from [Accounting Software]”

The drop down list that populates will include any currently unmapped custom fields from the integrated accounting software - each of these fields can be used only once within Abacus. Select the field from which you would like to create a synced list in Abacus - the selected field can be renamed (tip: select a name that users will understand!)

Synced accounting fields will always reflect the corresponding list in the connected accounting software - including as new tags are added and existing tags are deactivated - ensuring that the selections available to employees are always up to date.

Creating a New Team Field

First, navigate to the Team Fields tab in your 'Account & Settings' tab and select “New Team Field”

Select ‘Create New Field’

Abacus offers some standard fields to choose from, or a custom field can be created - the name should be a descriptive label for what this field will track

In this example, "Location" is the Team Field, and "New York City," "San Francisco," "Chicago," and "Austin" have been added as field items. You can add them in one by one, or you can copy and paste a list of items in the "Bulk Add" option. Click "bulk add" and paste in a list of items, one after the other:

Fixed vs. User Editable Team Fields 

By default, Team Fields are fixed for the user, and employees do not see the field when submitting expenses. Data is automatically captured on each expense, depending on which employee is submitting. This is great for fields that never need to change per employee, e.g. Location.

There may be pieces of data that sometimes change depending on the expense. A common example is department: 95% of the time, my department is Customer Success, but 5% of the time, I need to book expenses to a different department. In this case, you can choose the "Yes (User Editable)" option for the Team Field: 

If you select "Yes (User Editable)" while creating or editing the field, you will be able to set a field for each user such that it will auto-populate on the expense in a drop down menu. Employees can optionally change the field item to something else, or they can leave the field as the default selection (in this example, the Team is "Customer Success" when you open a new expense):

* This feature is only available for customers on the Professional pricing plan. Please get in touch if you're interested in upgrading your plan.

How to assign Team Field items to your employees

After adding a Team Field to your account, you can assign this additional piece of information to individuals or groups of users. This data will be automatically associated with each expense submitted by these users. 

On your people page, you can toggle between different Team Fields in order to view that information for each employee. Click the pencil icon to assign or change a Team Field.

Teams on the Professional Plan can also use the Bulk Update feature on the people page to assign team fields and other user information in bulk.

Mapping Team Field items to your accounting software 

If you have set up an integration Quickbooks Online, Quickbooks Desktop, Xero, or Netsuite, you can map your Team Field items to a field in your accounting software. 

First, select the Accounting Field drop down in the header of the field you've just created, and select the accounting field: 

Then, match each item on the list with the accounting field item: 

Archiving Custom Field Items: 

If your team has a field that is no longer in use, you can archive the field, without losing access to any search or reporting capabilities related to that field. When a field is archived, it will still remain on all historic expenses, so you can still use the disabled field to run reports.

The disabled field will no longer show up in your Team Fields list after it has been archived, and archived fields cannot be reactivated. 

Mapping Custom Fields to your Accounting Software: 

QBO and QBD maps to:  class, customer

Xero maps to:   tracking categories 

Netsuite maps to:    location, department, class 

Intacct maps to:  class, department, location, customer, item

Learn more about managing your team and assigning Team Fields to people  here

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