Set up configured fields

As someone who processes hundreds of expense submissions each month, I’m constantly chasing down more information and details on expenses. With the right field configuration and visibility settings, I want to ensure that users only see what’s relevant to them, mandatory fields are clearly marked, and the data we receive is accurate from the start. This will save me time, reduce errors, and make the whole process smoother for everyone involved.

Ester, Accounts Payable, Cronus.

Set up visibility of fields

Configured fields give you control over which data fields appear when employees submit expenses, allowing you to tailor the experience based on expense type and ensure only relevant information is captured. By defining field visibility, you can simplify the submission process for end users while maintaining the level of detail your organization requires both in the browser and in the Expense Mobile App.

Take a tour of the Solution

You’re working as a company admin, at the demonstration company, Cronus. You wish to have different fields available depending on expense type and define what fields are available in the Expense Mobile App. The following steps are covered:

• Configured fields settings and how to select the options through the overview.

• How to add new fields and select visibility.

Adding fields

Determine what information employees must provide when submitting expenses, mileage, per diems, or expense reports by knowing how to add and delete fields along with creating new field types. Under configured fields, you can select and update different needs for different expense types.

1. In the Field Code column, click the type of expense document that you want to add a field to.
2. On the Action bar, click Add.
3. In the Field Description column, click the field you would like to add to your configured fields.
4. Click OK.
5. Select the relevant boxes to show:

• Visibility: Will be defaulted to Show. If you are using field dependencies, then Show if required will hide the field until the dependencies are met.
• Editable: Specifies whether the value can be changed in the Expense mobile app or Expense portal.
• Mandatory: The Expense user cannot submit an expense until this field is filled.

Creating new fields

The standard expense management configuration provides a large selection of the most common fields, but you can also configure new fields to suit your specific business needs.

1. Click on and open Create field type.
2. Within the assisted set up, enter a Code, Description, and Data type and click Next.
3. Add translations.
4. Review the new field type and click Finish.