Customers can create rules to dynamically change the field options which are available to users. The image below illustrates how to accomplish this with Conditional Filtering.
The outcome of this logic is that for transactions or reimbursements where Department is coded as Bookkeeping or Executive, only the 2005 - Accrued Expenses or 2010- Accrued Wages will be available options to code for the NetSuite Category (GL Account) of the transaction or reimbursement. In addition, if Department is coded with anything other than Bookkeeping or Executive, then all GL Accounts will be available for the transaction or reimbursement.
Key benefits
Streamlined workflow for bookkeepers: By automating the validation of categorizations, bookkeepers can focus on more strategic aspects of their job, while gaining confidence in the accuracy of their records.
Flexibility and customization: The feature allows customers to manipulate field options, apply global and conditional filtering, and set field requirements based on specific inputs, catering to the unique needs of each organization.
Reduced errors and increased efficiency: By providing clear instructions and guardrails for users during the expense categorization process, the feature minimizes the likelihood of errors and speeds up the overall workflow.
How does this feature work?
Within each field, you can set requirements based on other inputs (e.g., require class if GL Account = X). This helps ensure accurate and compliant expense categorization.
Create a condition for QuickBooks Category Options: If “Department” is one of “Bookkeeping, Engineering, or Finance”
2. Filter QuickBooks Category Options based on the condition: Only show “Advertising” and “Fuel” when Department = Bookkeeping, Engineering, or Finance.
a. We default to "Filter Options" so you will NOT see this screen unless you hit cancel in the next step.
Click Save: Now, If Department is one of Engineering, Bookkeeping or Finance, Ramp will only display Advertising and Fuel QuickBooks Category Options.
Where can I access this feature?
Steps:
Click on the “Accounting” tab.
Click on the “Transactions” section under the “Accounting” tab.
In the top right of the screen, click on “Settings.”
Click on “Manage Accounting Fields.”
Click on “Edit” for the Field that you want to change the underlying field options.
Click on “Edit rules that change which options are available to users” under “Conditional Options.”
You will be presented with the feature!
How will this affect the Ramp experience?
What is staying the same
Ramp will still allow customers to set globally what field options are visible. Click path:
Click on the “Accounting” tab.
Click on the “Transactions” section under the “Accounting” tab.
In the top right of the screen, click on “Settings.”
Click on “Manage Accounting Fields.”
Click on “Edit” for the Field that you want to change the underlying field options.
Click on "Select which Accounting options should be available in Ramp. Show what you need, hide what you don’t."
Set Global filters for field options.
What is changing
Ramp will be sunsetting the current experience for how a customer conditionally filters options by department. Instead, the new conditional filtering for field options will also replace the current experience.
Current Experience
New Experience
FAQs
Q: How do I conditionally require which fields are entered?
A: Conditional filtering only applies to field options, it does not apply to fields. We have a workaround to solve it but the feature is not built explicitly for this use case.
Example: If GL Account = X then I want customers to code Class, otherwise, have them code Location.
Make sure GL Account is prompted to be coded before Class and Location. To arrange the order grab the icon with 3 lines next to the desired field and drag the field to a different position.
Build workflow to show all Classes if GL Account = X
No Classes should show up if GL Account != X
Build workflow to show all Locations if GL Account != X
In the expense policy, require all 3 fields
Make sure "None" is selectable by employees to fulfill expense policy requirements (default is on so should be good unless explicitly changed.
This is how it would look like for the cardholder (ignore the UX since that may change depending on where its filled in)
If I select the "Test Account"
If I select any other account
Q: How do I auto-code based on inputs?
A: Conditional filtering does not support the ability to auto-code. In other words, users do not have the ability to auto-code a transaction based on specific inputs. However, the workaround would be to display only one option for a field where GL Account = X. i.e. If GL Account = X then show Y Department option, otherwise show all Department options.
Q: How does the new expense categorization feature work?
A: The feature allows users to set up validation rules for fields such as category, location, and department, ensuring that only valid combinations are selected for expenses. This helps improve the accuracy of expense categorization and streamlines the workflow for bookkeepers.
Q: Can I reorder fields in the accounting tab and submission policy?
A: Yes, customers can reorder columns in the accounting tab, which will also affect the order in which they are shown in the submission policy.
Q: How do I customize field names and add helper text?
A: Within each field, you have the option to rename the field on Ramp and add helper text. This provides a more user-friendly experience for both cardholders and bookkeepers.
Q: What kind of filtering options are available in this feature?
A: The feature allows you to apply global filtering and conditional filtering to field options. This provides more customization and control over the fields available for expense categorization.
Q: What validation is there in place? What happens if someone fills it out out of order and it violates a workflow?
A: Ramp will flag to a customer that they have coded a transaction that breaks the logic of a conditional workflow. If a customer has broken the logic of a conditional workflow, then they will see the below flag:
