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How to add expense custom fields to an external resource

  • Updated

Add expense custom fields to an engagement for accounting purposes

You can add up to 5 additional expense custom fields to enable attribution of invoices for accounting purposes. This will appear in the Resource tab > Expenses in a matter. For example, expense custom fields can be used by clients for fields such as:

  • GL Code
  • Cost Type
  • Cost Centre
  • Company code

In this article:

Setting up the custom fields in Admin

Follow the steps in this article to learn how to set up custom fields.

Adding custom fields to the expense tab

Once your custom fields have been created, click on the 'Expenses' tab in Admin > Custom Fields.

expense-custom-field1.png

Scroll down the list of available custom fields on the left hand side and drag and drop onto the Expense Form designer.

expense-custom-field2.png

  • Activate the field on the expenses tab by checking the ‘Active’ box
  • Choose whether you would like the field to be searchable in the Expense Log list view by ticking the checkbox under 'Indexed'
  • Click ‘Save’
Note: You can select up to 5 fields to be included in your expenses tab.

The custom fields will now appear on the expenses section of the resource tab.

expense-custom-field5.png

Adding a custom field from the core matter form to the expense tab

If there is a custom field being used on the core matter form that you would like to include on the resource tab > expenses, you can easily add by following these steps:

  • In Admin > Custom Fields, click on the ‘Core Matter Form’ tab
  • In the Core Matter Form designer, locate the custom field and in the ‘Add to’ column, tick ‘Expense Log’
  • Click ‘Save’

expense-custom-field3.png

The custom field will now be included in the ‘expense’ tab. Any edits to this custom field will need to be made on the core matter form.

expense-custom-field4.png

It will also appear on the resource > expense tab on the matter.

expense-custom-field6.png

Note: any data inputted in this custom field on the core matter form will also appear on the expense tab of that external resource. If you wish to update data, please do so on the details tab of the matter form.

To remove the core matter form custom field from appearing on the expense tab:

  • In Admin > Custom Fields, click on the ‘Core Matter Form’ tab
  • In the Core Matter Form designer, locate the custom field and in the ‘Add to’ column, untick ‘Expense Log’
  • Click ‘Save’

If you require more information or support, you can get in touch with the Support team here or email support@xakiatech.com.