Free fields

Free fields

Adding and Managing Free Fields


In Spend Cloud, you can utilize various specifications for coding invoices, contracts, and orders. By default, we have general ledger accounts, cost centers, and cost carriers (optional). Additionally, there are three free fields that you can fill in for projects or asset methods. The support for a specific free field depends on your financial package and the free fields you already have in use. You can verify this with our support department.

In the menu section of the configured free field, you'll find all values added in Spend Cloud. Here, you can manually add a value or import a list of values. The overview also allows you to set up a workflow and link organizational units and books.

Adding New Values to Free Fields

If an import definition is available for importing values, it's best to process changes through an import. For more information, refer to the next paragraph in this article.

When adding a new value, the entered number must match the number in the financial package. By selecting 'Use as empty value' as yes, this value will not be included in an export to the financial package. The value will also not be overwritten during an import.

Click on 'Save' at the top to add the new value.

Importing Cost Centers

If you use an import definition for cost centers, it's recommended to process changes through the import functionality.

At the top of the overview, you'll find the 'Import Free Field' button. Clicking on this button allows you to upload a file with all values, adjusting all values within the free field in Spend Cloud. If a web service link is used with a financial package, you can fetch values directly instead of using a CSV file. Additionally, you can automate the retrieval/synchronization of values via the 'Import Planning' menu daily.

Linking Organizational Units

If your organization uses modules like Invoice Processing, Procurement, Commitments, or Expense Claims, you can link various organizational units to one value from the free field overview.
  1. Click on the three dots at the end of a line in the menu section of the free field and click on 'Link Organizational Units'.
  2. Select the organizational units you want to link, or select all units by checking the top box in the gray bar.
  3. Confirm the linkage with 'Save' or cancel via the 'Back' button.
You can also link an organizational unit to multiple values in the Structure menu. In the case of a new value, it's easier to link it here with multiple organizational units. It's not possible to make links with passive organizational units.

Setting Up Workflow

If your organization uses the Invoice Processing module, you can set up a specific workflow for one value from the free field overview.
  1. Click on the three dots at the end of a line in the menu section of the free field and select 'Set Workflow'.
  2. Choose the corresponding action (assess or code) and select employees for each organizational unit.
  3. Confirm with 'Save' or cancel with the 'Back' button.
If you want to set up multiple workflows, and your Spend Cloud environment has the import definition "Free Field (Workflow)," you can also set up multiple workflows with a file. The format of the fields for the CSV file can be found in the import definition.

Linking Books

If your organization uses the Cash & Card module, you can link books to one value from the free field overview.
  1. Click on the three dots at the end of a line in the menu section of the free field and select 'Link Books'.
  2. Choose the books you want to link, or select all books by checking the top box in the gray bar.
  3. Confirm the linkage with 'Save' or cancel via the 'Back' button.

Deleting or Deactivating a Value

By clicking on the cross/pencil icon, you can delete or edit the value. It's recommended to deactivate rather than delete to preserve data.
To deactivate, click on the pencil icon and change the status to 'inactive'.

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