Using Expense Fields to add additional information to each expense

Admins can create custom fields that will appear in the expense submission window as a dropdown menu for employees to select from. This allows employees to add additional information to each expense, and this data will be included in the CSV export. Examples include: Project, Event, and Client.

Adding an Expense Field

First, navigate to the  Expense Fields tab in your 'Account & Settings' tab. Select the Field type. This should be a descriptive label for what this field will track. We offer some standard ones to choose from, or you can create a custom field.  

You can control who sees this field on their expenses. Make it visible to everyone or chose specific groups within your organization to display this field to. Then, add in the items you want to appear in the dropdown menu, or you can bulk add by copy and pasting a space or comma separated list. 

Once you add an Expense Field, it will be added to the expense detail in a drop down.

If you want this field to always appear on the expense form (and not in the "add detail" dropdown), you can create a rule requiring this field. Once you save this rule, the field will always be in the top portion of the expense form. Learn more about creating rules  here

Free-form text Expense Fields 

You also have the option to create a field that is a free-form text field. This can come in handy if you there are new or unique items that arise frequently.  Once you create and name the field, your employees can input the text in the field of the expense. In this example, the field name is "fun fact." 

In the 'Field Type' section, select 'Text.' If the contents of the field is reused by someone else in the organization, Abacus will recognize it and auto-populate it. Here's what the expense will look like with the free-form expense field filled out:

Limiting visibility of Expense Fields

If you've created custom  Team Fields to segment your team by department, location, etc., you can limit visibility of Expense Fields based on these criteria. 

If you've already created the Expense field, click the 'Edit' button in the bottom right. 

Next, you can click into the field items below to adjust the visibility settings.  

Mapping Expense Field items to your accounting software 

If you have set up an integration Quickbooks Online, Quickbooks Desktop, Xero, or Netsuite, you can map your Expense 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, map each item in your list to the corresponding accounting field:

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 they have been archived, and archived fields cannot be reactivated. 

Mapping Custom Fields to your Accounting Software: 

QBO and QBD maps to: class, customers

Xero maps to:  tracking categories 

Netsuite maps to:   location, department, or class 

Intacct maps to:  Class, Department, Location, Customer, Item

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