Expense and User Fields as per Fyle terminology are the data points that are associated with every expense/employee that is necessary to be recorded in an organization. As an administrator of Fyle, you can either use the fields that are inbuilt in the application or you can create new fields as per your company’s requirements.
Fields present in Fyle:
Default Fields - Fields that are inbuilt and ready to use.
Custom Fields - Fields that can be created by the admin as per the requirement.
Note: Both the fields mentioned above can be further classified into two;
> User Fields: All the information that captures the employee details. Click here to know more.
> Expense Fields: All the information that captures the expense details. Click here to know more.
To create policies for custom fields (explained below), you as an admin have to create a custom expense field first.
Below are the steps to create custom fields;
1. Click on the “Settings” icon on the top right of your screen.
2. Click on Expenses > Fields > In the Custom Fields section, click on “Add Custom Field”.
3. Enter the;
- Field Name
- Field Type, choose Number as the policy would be created on it.
- Mandatory, mark this field as mandatory if need be.
- In Category, select Food.
- Click on “Add Custom Field”
4. The custom expense field is now created.
All the additional expense fields that are created by you will be shown here on the Settings > Expenses > Fields section.
Creating a Policy on a Custom Expense Field:
Example: Policy Violation must be triggered if the user tries to claim reimbursement for lunch for more than 4 employees. Here, the number of employees would be the custom field upon which a policy would be created.
Below are the steps to create policies on custom fields;
1. Under the “Settings” option, click on Expenses > Policies. Click on “+ Add New Policy”.
2. A policy form would appear wherein you would be asked to enter information that would help in configuring the policy.
3. Enter the Policy Description - This is the message that will be displayed to the user when the policy violation is triggered.
4. Scroll down till you find Expense Properties, choose the Category on which you would want the policy to be applied.
5. At the end of the Expense Properties section., you will be able to see a section called Expense Custom Properties. Click on “Add Properties”.
6. Select the Custom Expense Field, choose the Condition, and enter the Number.
Here, as the custom expense field is numeric in nature, you have to set the condition accordingly.
Example: The Greater than or Equal to condition here ensures that users do not enter a number that exceeds 4 in this field. The idea behind this condition is to prevent users from creating food expenses for more than 4 employees at a time.
7. Policy Actions is the set of actions that must be taken when the policy is violated. Choose the action and click on Save.
Example: In this case, when an employee creates a food expense for more than 4 people, they will not be able to report this expense as Critical Policy Violation is selected by the admin here. Along with that, the Popup on violation would help the user to understand what went wrong in the expense they are trying to create.
This is how the expense would look like when the user tries to create an expense that violates this policy;
If you wish to know all the components that are present in a policy form, do go through this article.