Custom Lists

The Custom Lists function allows you to define the drop-down selections used in user defined fields in the Expenses module. In Expenses, when setting up an expense policy for an expense type, one of the options is to enable user defined fields (see User Defined Fields). There are several types of user defined fields, for example: list, text and date. For list-based user defined fields, the setup user must select which custom list will be used for that expense type. The claimant will then be able to select a value from that custom list in the user defined field when creating an expense item of that type.

On this screen, you can create, modify and delete custom lists.

Creating a Custom List

  1. Right-click a custom list, or left-click a list and click the menu icon , then click Add New. This opens the Manage Custom List window.

  2. Define the values which users will be able to select from this custom list.

    1. To add a value, right-click inside the grid then click Add New. This opens the Manage Custom List Value window.

      2. Enter the value in the Description field then click .

    1. To modify a value, right-click the value you wish to modify, or left-click the value and click the menu icon , then click Modify. This opens the Manage Custom List Value window for that item. Edit the value the Description field then click .

    1. To delete a value, right-click the value you wish to delete, or left-click the value and click the menu icon , then click Delete. You will receive a warning message asking if you are sure.

      2. Click to confirm.

  3. Ensure that “User” is selected, then enter a name and description for the custom list and select the company which will be able to use it.

  4. When you have finished defining the values, click to save the custom list.

Modifying a Custom List

  1. Right-click the list you wish to modify, or left-click the list and click the menu icon , then click Modify. This opens the Manage Custom List window for that list.

  2. Edit the list as necessary.

  3. Click to save your changes.

Deleting a Custom List

  1. Right-click the list you wish to delete, or left-click the list and click the menu icon , then click Delete. You will receive a warning message asking if you are sure.

  2. Click to confirm.

Use in Expenses

When creating an expense policy for an expense type, the setup user can add user defined fields. In the Manage User Defined Fields window, when List is selected, a drop-down menu appears containing custom lists to select from.

Once a list-based user defined field has been added to an expense policy, the claimant will be able to see the field and select a value from the custom list in the Further Information section when creating a claim.