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Set expense custom fields

What is an expense custom field?


Available in Team and Enterprise plans.
 

Click here to discover it in images
 

Each expense in Jenji includes fields to be completed by default. These fields are as follows: Seller, Total including tax, Total excluding tax, Date, Category, Payment method, Country, Currency, Comments.
 

A custom field is an additional field, configured to meet a specific need relating to a treatment process or a business expense policy.
 

A few examples:
 

  1. Creation of a custom field entitled Guest details, which is displayed when an expense is entered in the External invitation category, of text type and whose information is Required.
  2. Creation of a custom field entitled Number of nights, which is displayed when an expense is entered in the Hotel category, of number type and whose information is Required.
  3. Creation of a custom field entitled Project, which is displayed regardless of the category of the expense, of the dropdown list type and whose information is optional.
 

It is possible to filter expenses by custom field. In addition, the data is available in standard exports in CSV and Excel format. 

 

Create an expense custom field

 
  • Go to the web application at app.jenji.io.
  • Access Settings by clicking at the top right of the screen.
 

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  • In the Company settings menu on the left of the screen, click Expense policy, then Custom fields.
 

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  • Click on the Add
  • Complete the variables of the custom field:
    • Available types: Text, Long text, Decimal number, Integer number, Single option dropdown list, Multi select dropdown list, Date, Hour, Address, True/False.
    • Scope: Choose the category for which the custom field should be displayed. If the custom field must be displayed regardless of the category of the expense, all you have to do is leave the scope empty (all categories will be taken into account).
    • Condition: Is the field required or optional when entering/checking an expense.
 

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  • Click on Save
  • The custom field has been created and is displayed in the list.
 
If the List type has been selected, several entries must be completed in order for them to appear in the dropdown list.To do this:

 

  • In the custom field Options section, click on Add.
  • Enter the information for an entry in the list, then click on Save.
 

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  • Do the same for the following entries, then, when finished, click on Save.

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Once configured, the custom fields appear among the other standard fields. They can be completed by the employee when entering an expense, and by the checker and/or the manager during the following steps (compliance/acceptance).

 

Order the display of custom fields

 
  • Click and hold the field's cell, and then drag the field.

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Search for expenses associated with a custom field

 
  • Still on the web application, in the Expenses > Team, click on Add filter.
  • Click on the filter corresponding to the desired custom field for expenses
  • Select the desired variable or entry and click Apply.
  • The corresponding expenses are displayed.
 

Note: It is possible to do a cross search if several custom fields have been configured.

 

Edit a custom field

 
  • Via the custom field configuration, hover the mouse over the cell then click on the three dots to the right of the line, then on the Edit button.
 

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  • Edit the settings of the custom field, and/or its options if it is a List type custom field.
  • Click on Save
 

Delete a custom field

 
  • Via the custom field configuration, hover the mouse over the cell then click on the three dots to the right of the line, then on the Delete button. 
 

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If you want to remove options from a List type custom field:
 

  • Edit the custom field, and click on the three dots to the right of the entry you want to stop showing from the dropdown list, then on the Delete button.
 

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Points to take into consideration When a custom field has been deleted:
 

1- The field no longer appears when entering an expense.
2- The item is not available via the Add Filter button. It is therefore no longer possible to search for expenses using the custom field.
3- Any information related to an expense before the field is deleted will still be available when viewing the expense or in the generated export, provided that the expense has passed the approval step at the time of deletion.

 

Custom Fields date type

 
Have custom date-type fields been set up in your Team or Enterprise account?

It is now possible to define a consistency check between 2 dates, for example to prevent a user from entering an end date earlier than a start date.


To do so, go into Account Settings, then go to:
 

  • Expense Policy > Custom Fields, if these are custom fields applied to expenses.
 
  • Click on the 3 dots to edit the custom field.
 
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  • Activate the "Use the value of a custom field" boolean and select the desired item from the drop-down list.
 
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