Custom Fields

You can now create new fields based on expense types which means as soon as the users choose an expense type, the system will display new fields for them to update. You can have different fields for each expense type and these fields can be simple text fields or date fields or drop down fields.

Field Groups

To enable these new custom fields, you will first need to create "Field Groups". To create fields groups, login as admin, click on "Setup" and click on "Field Groups".

In the field groups page, click on "New", enter the field group name, select "Expense Type" as the entity type and click on "Save".

Fields

Once a field group is created, you can proceed to create new "Fields" within that group. To create fields, click on "Fields" against the field group created.

In the fields page, you can click on "New" to create a new field. 

In the new field page, you can enter below details -

• Name - name of the field that should appear on the screen for the users.
• Code - code of the field. This can be same as the name,
• Data Type - this indicates the type of the field.

1. Text - if the field needs to be a simple text field or a drop down field.
2. Number (without decimal) - if the field needs to have whole numbers only.
3. Number (with decimal) - if the field needs to be numbers only but with decimal points.
4. Date - if the field needs to be in date format.

• Display Field - this indicates the nature of the field.

1. Required - if the field should be mandatory for the users to populate when completing the expenses.
2. Optional - if the field should be optional for the users to populate when completing the expenses.
3. Read Only - if the field should appear but as read-only.
4. Hidden - if the field should contain values but not appear on the screen for the users.

• Reportable - tick the box if the field should appear in the "Expense Report". Please note that only a new column for this field will appear in the expense report. There won't be a filter available.

Once the above information has been entered, click on "Save" to create the field.

Once the field has been created, you can tick the "Link" checkbox for it to be linked to the field group.

You can also "Link" already existing fields instead of creating new fields.

Options

If the field created should be a drop down field, you can add drop down options by clicking into "Options". Please note that the "Options" link will appear only once you tick the link checkbox and click on save.

In the options page, you can add new options by clicking on "New".

For each option, you will need to add a code and a name. If you're exporting this information to your finance system, then the code needs to match with what's in your finance system.

Once the options have been added, you can tick the "Link" checkbox for them to be linked to the field.

If you don't want an option to appear in the drop down, you can simply untick the above "Link" checkbox.

You can also add, link or unlick options to the existing fields using the same process as above.

Link Expense Types to Field Groups

Once the fields have been linked to the field groups, you can link the field groups to expense types. Click on "Link" against the field groups to link them to the expense types.

Once you click on link, on the following page, you can choose which expense types that field group should be linked and click on "Save". You can also select all the expense types for that field group to appear for all the expense types.

The new field should then appear as soon as the user chooses the expense type when they are coding expenses.

Link Field Groups to Expense Types

When adding a new expense type, you can link field groups to it from the expense type setup page instead of going to the field groups section.

Once you add a new expense type and click on save, you will see a new link called "Manage Field Groups".

You will be taken to a "Linked Field Groups". Click on "Link Field Groups" to link one or more existing field groups to that expense type.

In the field groups list page, you can tick all the field groups that should be linked to the expense type and click on "Save".

The additional fields should then appear when the users choose that expense type.

Deleting Field Groups and Fields

Currently, the admins cannot delete field groups and fields. However, they can be unlinked (by unticking the "Link" tick boxes) to the expense types. If the field groups or fields need to be deleted, please contact ProSpend support team.

Over Budget Warnings

The users can now see an orange warning icon within a claim if it contains expenses that went over budget.

The user can still submit and approve the claim as usual.

Email to the Claimants when Approvers or Payers Adds Notes

The system will now send an email notification the claimants when approvers or payers add notes to the claims.

Below is what the notification looks like -

Displaying the Original Approver's Name Against the Acting Approver's Name

Previously, when an approver has an acting approver setup, the original approver's name was removed from the list and it was replaced with the acting approver's name which means the acting approver's name might appear multiple times.

The system now displays the original approver's name right below the acting approver's name, so you can identify who they are acting for.