Dependent lists via CSV import
Overview
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Dependent lists help reduce user errors by only showing valid options when coding expenses. Admins can set up relationships between fields so that the values displayed are filtered based on the information in the previous field. Note: Only those using QuickBooks Online, NetSuite, Sage Intacct, Workday Financial, Oracle Fusion, or Custom Accounting can access this feature.
How it works
Dependent Lists link fields in a sequence. For example:
- Field 1: Select a location (e.g., North America)
- Field 2: Select a country based on the location (e.g., USA)
- Field 3: Select a city based on the country (e.g., New York)
This streamlines the coding process by narrowing down field options as they make selections. Note: Dependent lists are not available for bills.
Set-up
Account and card admins can manage dependent lists using a CSV template. To enable this feature, please contact your Brex representative and follow the steps below: Step 1: Follow the steps here to set up SFTP file transfer, which allows you to import CSV templates for dependent lists. Step 2: Go to Fields and Mappings and download the Dependent list import template. If you’ve created dependent lists before, the CSV will include your current dependent lists to help you make changes. Step 3: Complete the import template. The CSV template is split into four sections: Instructions, Recipient Email, Field ID Mapping, and Dependent Lists. Here's an example: Field ID Mappings:
| Field name | Field ID |
|---|---|
| Project | extended_field_af4kihdfsd8c02ax0i97dka34d |
| Phase | extended_field_afasdfsd8c02ax0i97dka3assa |
| Task | extended_field_qwerdsfsd8c02ax0i97dka3assa |
Dependent Lists Example:
| Project | Phase | Task | Delete (Y) |
|---|---|---|---|
| Project 1 | Phase B | Task 1 | |
| Project 1 | Phase B | Task 2 |
Step 4: Save the template to your SFTP folder (“/Dependent Lists/IN/”). After processing, the import will move to “/Dependent Lists/OUT/” and its name will change to include the import date and time. Step 5: Verify the import’s status. We’ll email you a notification about the import status. Following set up, we'll monitor SFTP for new templates and process them regularly during the day. If you can’t resolve the import errors, please contact Brex Support to provide details of the error and filename.
Managing of dependent lists
Admins can still see and codify all field values, regardless of dependencies. Below are some common ways that they can manage the dependent lists.
Adding new dependent lists
You can add new lists by entering new rows in the CSV template.
Deleting dependent lists
Mark the Delete (Y) column to remove a dependent list combination.
Updating dependent lists
To update, delete the old list and add the new one in the same template.