If you need to make a change to a custom field, or you no longer need a custom field, an Account Administrator can edit or delete it from the Admin area.
Note: Any expense history will not be affected when you edit or delete a custom field.
Important information
Editing or deleting a custom field can have an impact on other areas of your ExpenseIn setup. Before making any changes, or removing a custom field, ensure that you consider the below information.
If any of these statements apply to your account, you'll need to make the relevant changes in the Admin area after you have edited or deleted the affected custom fields to prevent any errors when processing or reporting on your expenses and invoices.
Accounting Package Direct Integration
Check for the use of custom fields against one of the mappable fields, in the integration mapping area, typically included as part of a static field or composite field. If you edit or delete a custom field in use, adjust your integration mapping accordingly to reflect the changes made.
Note: If a custom field is deleted and is in use as a part of a composite field, contact our Support team.
Inbound File Delivery
Check for the use of custom fields in your inbound file delivery files used to sync your admin data. If you edit or delete a custom field in use, adjust your inbound file delivery import file accordingly to reflect the changes made.
ExpenseIn API
Check for the use of custom fields in any API calls. If you edit or delete a custom field in use, adjust the API call(s) accordingly to reflect the changes made.
Custom CSV Export Formats
Check for the use of custom fields in a custom CSV export format. If you delete a custom field, this will be removed from the format.
Note: If you still want to use an export format to report on a custom field that is no longer needed, edit the custom field instead to change the visibility settings and hide the field from your end-users.
Standard Completed Reports
The Custom Field Report is available under the standard Completed Reports. In this report, if a custom field is deleted, you can no longer select the custom field to report on under this report. Any edits to custom fields will update in this report automatically.
Note: If you still want to use this report for a custom field that is no longer needed, edit the custom field instead to change the visibility settings and hide the field from your end-users.
Bespoke Reports
Check for the use of custom fields in your Bespoke report, if you're unsure how to check this or need an update to be made, contact our Support team to request a change is made to the report specification.
How to edit a custom field
Note: If you need to change the Field Type, you'll need to delete the existing custom field and create a new one.
To edit an existing custom field, follow the steps below:
1. Click the Account Name > Admin.
2. In the Advanced section, click the Custom Fields subheading.
3. Click the Edit icon next to the relevant custom field, or click the three dots icon and select Edit from the drop-down.
4. On the Details tab, edit the custom field details as required.
Field Name - change the custom field name; this is the name of the field in the area it will display. E.g. If you're editing an expense custom field, this is the name of the field your users will see when creating their expenses.
Required - change if the field is to be a compulsory field by ticking or unticking the checkbox.
5. On the Categories tab, change if the custom field is visible when specific categories are selected by ticking the checkboxes of the relevant categories.
Note: Depending on where the custom field will display in ExpenseIn, this tab may not be available. Category settings only apply to Expense-based fields.
6. On the Visibility tab, change which departments, user groups and users can see this custom field when creating their expenses.
Note: Depending on where the custom field will be displayed in ExpenseIn, this tab may not be available. Visibility settings only apply to Expense and Purchase Request-based fields.
7. Click Update.
Note: If you're using the custom field in any of the features mentioned in the Important Information section, we recommend checking the setup of the relevant area to ensure you complete any applicable admin changes.
How to delete a custom field
To delete a custom field that is no longer required, follow the steps below:
1. Click the Account Name > Admin.
2. In the Advanced section, click the Custom Fields subheading.
3. Click the three dots icon next to the relevant custom field and select Delete from the drop-down.
Note: To delete multiple custom fields, tick the checkboxes next to them, then click Actions and select Delete from the drop-down.
4. Click Continue on the pop-up window to confirm deletion of the selected custom field(s).
Note: If you were using the custom field in any of the features mentioned in the Important Information section, we recommend checking the setup of the relevant area to ensure you complete any applicable admin changes.
After you've made your required changes, if you have multiple custom fields, you can reorder how the custom fields display in the specific area they are set up in if you wish to do so.