Invoice Fields Overview

Invoice Fields Overview

Invoice Fields let administrators define custom data fields collected on invoices in Emburse AP. Each field can have a list of selectable values used during invoice intake, routing, and reporting.

Access and Permissions

Invoice Fields configuration is available to Admin users and users with equivalent permissions granted by the company.

If you do not see Invoice Fields in the navigation, confirm your role and permission setup with your company administrator.

Navigate to Invoice Fields

In Emburse Spend

  1. In the top-right corner, select the System Configuration gear icon.
  2. Select Accounts Payable.
  3. Select Invoice Fields.

Invoice Fields Page Layout

The Invoice Fields page in Emburse Spend displays all configured custom invoice fields in a list. Each field displays as a card showing its name, External Source ID, and inline controls for managing values.

Emburse Spend Invoice Fields page showing configured invoice fields with External Source ID and value controls

Invoice Fields List

The Invoice Fields page lists all configured fields. Select any field row to expand it and view or manage its values. Each field card displays the field name and External Source ID.

Page-Level Controls

ControlDescription
+ NEW INVOICE FIELDDisplays the Add Invoice Field dialog to add a new invoice field.

Field Card Controls

ControlDescription
+ Add ValueAdds a new value to the field's dropdown list.
Edit (pencil icon)Displays the field configuration dialog to update the field name. See Field Configuration Dialog.
Import ValuesImports values for the field in bulk.
Export ValuesExports the field's current values.
Delete (trash icon)Removes the field and all its configured values.
Search valuesFilters the values list within the expanded field card.

Field Configuration Dialog

The Add Invoice Field dialog and the Edit (pencil icon) dialog in Emburse Spend include the following field.

FieldDescription
Field nameThe display name of the invoice field.

Values Table

The values table for each field shows the following columns.

ColumnDescription
Value NameThe display label for the dropdown option.
ActionsRow-level actions: Edit (pencil icon) to update the value; Delete (trash icon) to remove it.
Value countPagination footer label (for example, 4 values) showing the total configured dropdown values for the field.

Common Invoice Field Examples

Your company administrator is responsible for adding invoice fields, and their values.

The following table shows common invoice fields and their example values.

Field NameExample Values
Business UnitAPAC, Corporate, EMEA, North America, South America
Cost Center (CC)CC1000 Corporate, CC1100 Finance, CC1200 IT, CC1300 Sales, CC1400 Marketing, CC1500 Operations
DepartmentAccounting, Design, Engineering, Facilities, Finance, HR, IT, Legal, Marketing, Operations
Invoice CategoryFacilities, Freight, IT Services, Legal Services, Maintenance, Marketing, Miscellaneous, Office Supplies, Professional Services
Payment TypeACH, Paper Cheque, Wire
PriorityHigh, Low, Medium
Project CodeAP Migration, Q3 Vendor Cleanup, Office Expansion, Client Implementation

Create an Invoice Field

Use the following steps to create a new invoice field in Emburse Spend.

  1. Navigate to the Invoice Fields page.
  2. Select + NEW INVOICE FIELD.
  3. In the Add Invoice Field dialog, enter a name for the invoice field.
  4. Select Create.

The new invoice field displays in the list of available invoice fields.

Add Values to an Invoice Field

Use the following steps to add dropdown values to an existing invoice field in Emburse Spend.

  1. Locate the invoice field to which you want to add values.
  2. Select + Add Value.
  3. Enter the value you want to add.
  4. Select Create.
  5. Repeat these steps to add additional values, as needed.

The values are added to the selected invoice field and are available for use where the field is configured.

Manage Invoice Fields

Depending on your permissions, you can:

  • Edit an invoice field.
  • Edit a field value.
  • Delete an invoice field.
  • Delete a field value.

Import Values

Use the following steps to import values into an invoice field in Emburse Spend.

  1. Navigate to the Invoice Fields page.
  2. Locate the invoice field that you want to update.
  3. Select the Import Values action for the field.
  4. In the Update Your Items dialog, select Choose a File.
  5. Browse to the CSV file and select Open.
  6. Review the imported values displayed in the preview.

Validate the Import

Use the following steps to validate the import before applying changes to an invoice field in Emburse Spend.

  1. Review the validation results.
  2. Correct any rows identified with validation errors in the source CSV file.
  3. Upload the corrected file again, if necessary.
  4. When all values are valid, select Apply Changes.

The imported values are added to the selected invoice field.

Download the Import Template

Use the following steps to download a template for the import file in Emburse Spend.

  1. In the Update Your Items dialog, select Download Template.
  2. Populate the template with your values.
  3. Save the file as a CSV before importing it.

Export Values

Use the following steps to export values from an invoice field in Emburse Spend.

  1. Navigate to the Invoice Fields page.
  2. Locate the invoice field whose values you want to export.
  3. Select the Export Values action for the field.

The system downloads a CSV file containing the values for the selected invoice field.

Related Topics

For AP configuration settings, see Settings Overview. A dedicated UDF Best Practices topic is not yet published.

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