Manage custom fields and ERP fields

Overview

We use accounting fields to capture additional expense details on your transactions prior to exporting to your ERP. You can control which fields your employees will see after submitting an expense. There are two types of accounting fields within Brex: ERP fields and custom fields. Both can be managed from Accounting > Fields & rules.

Accounting fields

Create custom fields

Custom fields let you manage your expense codification needs in Brex. While custom fields do not directly sync to your ERP, we include them on CSV exports of your transactions. For example, custom fields could be used for capturing an expense’s project codes. Step 1: In your dashboard, go to Accounting > Fields & rules and click New custom field. Step 2: Choose which type of custom field you want to create from the following:

• List: Allows users to select a value from a dropdown list you provide.
• Checkbox: Allows users to provide simple yes or no answers. Example: “Sale closed.”
• Freeform: Allows users to enter up to 1,000 characters.

Step 3: Customize your field visibility options. Configure field visibility lets you limit what field values employees can see when they submit expenses. Step 4: Click Create field. Your new field will now be available to categorize expenses across Brex.

Import ERP fields

ERP fields are imported from your ERP system for use within Brex. They’ll have an ERP icon next to the field name in the Fields & rules page.

If you don’t see some of your ERP fields in Brex, please reach out to Support.

Configure field visibility

You can configure accounting field visibility on a per-field basis to support different workflows. Note: This feature is only available for QuickBooks Online, NetSuite, Oracle Fusion, Workday Financials, and Custom Accounting users. Step 1: Click on the Brex custom field that you want to edit.

Step 2: Click the pencil icon next to Visibility.

Step 3: Select which types of transactions your field will show.

Step 4: Select whether this field will be visible to accounting users only or available to all employees.

Limit what field values employees can see

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You can limit what field values are visible to employees given certain conditions to better employee codification. Note: This feature is only available for QuickBooks Online, NetSuite, Oracle Fusion, Workday Financials, and Custom Accounting users. Step 1: In the Fields & rules page, click the accounting field that you want to configure. Step 2: Click the pencil icon next to Visibility.

Step 3: Click No when asked if all field values should be visible.

Step 4: You can now control the specific conditions for which certain values will be visible to employees. Click Confirm when done.

Automatic ERP field syncing

New for Fall

Automatic ERP field syncing refreshes daily to update your ERP fields automatically, minimizing the need for manual updates. By default, this feature is disabled, but an admin can activate it by following the steps below: Step 1: In Accounting, click [Your ERP] settings. Step 2: Under Integration management, toggle on Auto-refresh. You can toggle this off later if you want to disable auto-refresh. Once enabled, a progress bar will track data export or import progress for you. You will also receive notifications on success or failure. Note: If an error occurs during auto-refresh, the system will halt further refresh attempts until the issue is resolved.