Setting up financial fields

Effective spend tracking is important for maintaining financial health, optimizing operations, and supporting strategic growth within an organization.

Clients can monitor their costs more accurately over specific periods, by associating engagements with specific financial fields. Financial fields are included on engagements and timesheets linked with that engagement to allow for detailed financial analysis and control. Financial fields are also included in timesheet and expenses exports.

As a Beeline Professional administrator, you can set up additional financial fields to help clients track engagement spend. For example, you can add another cost center, a general ledger code, a region code, or more.

You can also modify, enable, or disable existing fields and their values.

Financial fields that are used in an active engagement can’t be disabled. Update your engagements to use a different financial field, before you can disable it. You can use the Custom Fields search filter in the Engagements hub to identify all the engagements that use a particular financial field.

To review all the modifications made to your financial fields in Professional over a specific period, generate an audit report. For more information, see Generating an audit report.

Before you begin

  • You must have administrator access to Professional.

Steps

To create a new financial field, complete these steps from any supported browser.

  1. Log in to Professional.

  2. From the left navigation, go to Settings  Spend Settings  Financial Fields. The Financial Fields page displays.

  3. In the upper right of the Financial Field table, select Add Financial Field. The Add Financial Field dialog displays.

  4. Enter a name in the Name field. The Reference ID field is populated with an ID derived from the name you enter.

  5. Optional: To modify the reference ID, select Edit from below the Reference ID field. You can’t modify the reference ID after the financial field is created.

  6. Select a field type from the Field Type list.

    • If you want to specify a list of values for your financial field, select the Dropdown type.

    • If you want to assign a text value input to your financial field, select the Text Value type.

  7. Optional: Enter a description of your financial field to help you find it faster.

  8. Select Add.

  9. Optional: When you create a dropdown financial field, the values page for your new financial field displays. Complete these steps:

    1. Select Add Value from the upper right. The Add Value dialog displays.

    2. Enter a name in the Name field. The Reference ID field is populated with an ID derived from the name you enter.

    3. Optional: To modify the reference ID, select Edit from below the Reference ID field. You can’t modify the reference ID after the value is created.

    4. Select Add.

    5. Optional: Add more values to track your transactions more accurately.

Next Steps

Include financial fields to display on engagements. You can display all or individual financial fields in the Finance tab of an engagement. For more information, see Displaying financial fields on engagements.

Ensure that your processes capture the financial fields aligned with your goals. Update the smart forms in your process definitions to include your financial fields in the same way you would include custom fields.

You can assign specific dates on which values become effective using the Data Import tool. For more information, see Effective dating financial field values.