Settings for categories, dimensions and validations
There is a feature called Edit More Input Fields that is useful when making advanced settings about expense categories, dimensions, etc. In this article, we'll go through some examples and instructions on what you can do with this feature.
- Make a dimension mandatory (for all spend categories or for a specific category). Make a dimension visible to only one spend category.
- Hide the VAT field on expense categories
- Specify string validation for a field or dimension
Go to Settings - Expense Management - Expense Categories and click on Edit more input fields.
- If you want to make a dimension (eg cost center) mandatory for the users, you can either make it mandatory for all categories or for a specific category.
To make it mandatory for all expense categories, check the mandatory box to the right of the dimension. If you want it to be mandatory also for mileage allowance, subsistence allowance, etc., do the same in the appropriate tabs. Click Save Changes.
To make the dimension mandatory for one or more specific expense categories, move the mouse pointer to the right in the dimension's row until you see Add Exception. Click on it and select the correct expense category. If you want to add multiple expense categories, click Add exception again and select more categories.
Select the Mandatory check box for the selected expense category(s). Click Save Changes.
1.2 This operation can also be performed if you want a dimension to be visible only for one or a few specific categories. In this case, instead check the Visible box (to the left of the Mandatory box) for the categories you selected for the dimension. Click on "Save".
2. For organizations that are not VAT eligible, it is possible to hide the VAT field from the users. Click Edit more input fields, scroll down to the VAT line and uncheck the Visible box. Click Save Changes.
3. It is possible to set a string validation on a field, eg. setting a minimum or maximum allowed length of the description field or a minimum or maximum allowed value of the amount field.
An example where it may be necessary to specify a string validation is when the project dimension has been set up as a free text dimension (eg when there are often many new projects in a company and adding too much time uses them in the system). In this case you can add string validation to ensure that the project number is correctly supplied by the user. For example, you can check whether the length of the number is correct. You can also add a message to the user if validation fails.
To set validation, go to Edit more input fields and click the field or dimension you want to set validation for. Click on the selected row.
Select String Validation as Field Validation. For the Blocker type, choose Warning
or Blocker depending on whether you want the report to be able to be sent or not if the field is not valid. Add a minimum and maximum allowed length. You can also add a message that will be displayed to the user if the field is not valid. Click Save Changes .