Hi!
We know that sometimes having the expense category and the employee's note is not enough information for each expense.  Often, Accounting departments need the cost centre information while Controlling team needs the Project ID. In order to solve this issue we have created pre-define lists and labels. 

1. Pre-defined lists

You can define lists with specific values and only these values can be selected. The best practice is to use these type of lists for information that will not be modified regularly, such as cost centres.

IMPORTANT: You can create main and sub-list items. For example, you define Marketing as the main Cost centre list item. You can then add Online and Offline marketing as two sub-list items. One of these two sub-list items will need entered. 

To create a Pre-defined list you can follow these steps:

  1. Log into your Payhawk account
  2. Go to Settings
  3. Select Lists on the right hand-side
  4. Click on the "Add list" button
  5. Give a name to the list
  6. Select who is responsible to enter the data. If you choose "Employee" then the employee will see this field in the mobile app and in the portal. If you choose "Accountant" then the Employee does not see this field. Only Accountants and Admins have access to it and can enter the correct data
  7. Select "List" for a pre-defined list
  8. Click on "Save"
  9. Click on the "Add list item" on the left-hand side 
  10. Give a name to the list item.
  11. You can edit and delete the list items a

2. Labels (free text entry)

Labels enable a free text data entry. The user who is responsible for the data entry can enter free text. Or, if there were previous entries, select one of them. The best practice is to use these fields for dynamic data such as Projects or Trips.

IMPORTANT: If a label is not used for 3 months then they are not automatically suggested anymore. 

To create Labels you can follow these steps:

  1. Log into your Payhawk account
  2. Go to Settings
  3. Select Lists on the right hand-side
  4. Click on the "Add list" button
  5. Give a name to the list.
  6. Select who is responsible to enter the data. If you choose "Employee" then the employee will see this field in the app and in the portal. If you choose "Accountant" then the Employee does not see this field. Only Accountants and Admins have access to it and can enter the data.
  7. Select "Label" for free data entry
  8. Click on "Save"
  9. Click on the "Add label" on the left-hand side 
  10. Enter the name of the label you want to be shown as a suggestion
  11. You can delete labels

More questions? Feel free to ping us on Intercom.

Did this answer your question?