How to use Custom Fields?

Custom Fields make your travel expense reporting more versatile. You can use them to categorize your travel expenses by projects, events, travel purpose, cost centers, and more. Below are some of the examples of how some of our customers use them

1. Custom Field = Events 
   • Sales Offsite
     
   • Las Vegas Conference
     
   • Miami Offsite
     
   • NYC Bonanza
     
2. Custom Field = Cost center
   
1. Sales & Marketing
   
2. Business Operations
   
3. Training & Workshop
   
3. Custom Field = Billability
   
1. Billable
   
2. Not Billable
   
4.  Custom Field = Grant
   
1. General Funds
   
2. Gates Foundation 
   
3. Sorority Funds

Where to find Custom Fields?

How to configure Custom Fields?

You can configure up to 3 Custom Fields. By default, we have named them Billability, Project, and Cost Center. However, you are free to rename these fields as you see fit by simply clicking on the edit/pencil icon next to each Custom Field name.

To view options in any particular Custom Field, click on the down arrow on the left side of the Custom Field name. We have added a few options to help you visualize how you could configure or use these custom fields. You can rename these as you see fit by clicking on the edit/pencil icon on the right of the same row.

To add options in any particular Custom Field, just click on the “Add Custom Field” listed under the list and save it.

By default, the custom fields are disabled. To enable custom fields, you need to click on "Enable all" or click on the individual checkmark(s) which will turn blue once enabled. If the Custom Fields are enabled, these will be visible to your travelers to select when booking travel (as below).

What reports can be used to analyze travel spending as per Custom Field configuration?

Transaction reports: If you want to view each individual transaction made under a given custom field, go to Company Dashboard > Reports > Transactions or click on this link: https://dashboard.routespring.com/admin?type=report&subType=Transactions. Then click on the “Fields” icon to add columns for Custom Fields. Once you click “Apply”, these columns will be added to the extreme right. You can then do filtering and sorting as needed to drill down on specific transactions.

Summary spend reports: If you want to view the summary report of travel spending under each Custom Field, go to Company Dashboard > Reports > Custom Fields or click on this link: https://dashboard-qa.routespring.com/admin?type=report&subType=CustomFields.