"Custom Field" is added for Expense creation and the same can be used for Expense creation. User will be able to Export Expense Batches using this filter.
Expense Creation
Step 1: Navigate to the ‘SalesTrip Expenses’ by typing SalesTrip on the Application Launcher.
Step 2 : Click on the ‘Expense‘ Tab and Click ‘New’ to create a new expense.
Step 3 : Click on the 'Manual Expense Capture' and Select the 'Expense type' that you want to create the expense.
The user should be able to view the Standard Fields in the Default Fields section.These fields are essential for capturing the necessary expense details.
Step 4 : In the Additional Field Section, the User will get the additional fields as per the business requirements. For Example, Custom Field associated with the Other, it will be visible when the Other is selected.
- In the Custom Field, you can enter specific preferences such as ‘USA Region’ and the same should be visible in the Expense Export Batch.
Step 5 : After entering all the required fields, click Save as Draft / Save & Submit.
Note:
Please note that the availability of the Save & Submit button depends on the configuration and approval process setup in SalesTrip custom settings.
Pre-requisite for Expense Export Batch :
Before running the Expense Export Batches, you need to configure the picklist values in the Specific Object.
Expense Export Batch
Step 1 : Navigate to the ‘SalesTrip Company Wide Settings’ by typing SalesTrip on the Application Launcher.
Step 2 : Click on the ‘Expense Export Batches’ Tab and Click ‘New’ to create a new expense export batch.
Step 3 : In the New Expense Export Batch form,
- Enter the Expense Export Batch Name.
- Make sure the Active checkbox is checked.
Step 4 : To filter expenses for the export batch, you can use
- Currency and
- Custom field options
Filtering Expenses
- If you select a specific Currency, the batch will fetch expenses based on the chosen currency (e.g., U.S. Dollar).
- If you choose a Custom field, such as ‘USA Region’ , the batch will fetch expenses based on the custom field values.
- You can combine these filters to retrieve expenses based on multiple criteria.
- If no filters are selected, the batch will default to the currency of the user running the batch.
Step 5 : The expense export batches can be configured to run
- One time
- Weekly
- Monthly batches
Step 6 : Click the Save button.
You can refer this article for more detail –
https://support.salestrip.com/hc/en-us/articles/7227286387740-Expense-Export-Batches
Configure the Picklist Values in Expense Export Batch -
This is the per-requisite for Expense Export Batch to filter expense record based on the custom field.
The below configuring picklist values are temporary. In real time use cases will be different and based on business requirements.
Step 1 : Navigate to the Setup page and click the Object Manager and search for ‘Expense Export Batch’ in the Quick find box.
Step 2 : Click the Expense Export Batch from the search results, then Click the Fields & Relationships and locate and click the ‘Custom Field’.
Step 3 : Scroll down to the Values section and Click on the ‘New’ button to add a new picklist value.
Step 4 : Enter the desired value, such as "USA Region," and save the values.
Configure the Custom Field in Expense using Field Set
The below configuration was only for Expense Type - ‘ Other ‘, you can add the additional fields for other expense types as well by following the below steps.
Step 1 : Navigate to the Setup page and click the Object Manager and search for ‘ Expense ’ in the Quick find box.
Step 2 : Click the Expense Object , then click the ‘Field Sets’ and click the ‘New’ button.
Step 3 : Fill the required field and Save the Field Set.
Step 4 : In the Quick find box, search for ‘Custom Field’ and drag the desired ‘Custom Field’ into the ‘In the Field Set’ box and Save the Field Set.
Step 5 : Copy the API name of the created Field Set.
Step 6 : Navigate back to the Setup page and search for ‘Custom Metadata Types‘, Click on ‘ Manage Records ‘ related to the Expense Type.
Step 7 : Select the Expense Type that you want to add the Additional Fields, Click the ‘Edit’ and paste the API name of the Field Set next to the Additional Fields and Save the changes.