Category Management
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      How to use the Reporting Fields feature (Category)

      You can now setup custom Reporting fields to classify and track your transactions on Aspire.

      Reporting fields are fields that you can use to capture details about your transactions on Aspire for your internal tracking needs, and can be used across transfers, bills, cards and claims. Once filled, these values can then be easily exported or used with our Xero integration.
      Please note that only Admin or Finance users have the permission to create and manage Reporting fields, while any user, including Employee users, will be able to fill the values.

      Note!

      • Reporting fields can be of two types - Default fields (Category and Internal notes) which are provided by Aspire and Custom fields, which you can set up as per your business's requirements.
      • Filling up custom Reporting fields is optional for now. We are working to provide an option to make them mandatory soon!
      • If reporting fields have been filled for the transactions being exported, we will add extra columns when exporting transaction data.

      How to create new reporting fields

      1. Log into your Aspire Account
      2. Go down and click on "Settings" under the ⚙️ at the top of your account
      3. Select "Reporting Fields"
      4. You can then select "➕New Field" on the top right-hand side to create a new reporting field and set the following details:
        1. Icon - choose the icon of your field
        2. Field name - place name of your field
        3. Helper text - place a description of what the user should fill
        4. Field type - choose the Dropdown option to provide users with a list of options to choose from or Free text to allow them to enter any value

      5. Once complete click on "Add a reporting field"

      Once you have created a new reporting field, it will be accessible when you input information for your transfers, refunds, cards, claims, and bills.

       

      How to edit existing reporting fields

      1. Go down and click on "Settings" under the ⚙️ at the top of your account
      2. Select "Reporting Fields"
      3. Click on the field name you want to edit (note you can only edit "active" fields)
      4. Click on "Edit field" on the upper right part of the page
      5. You can edit the Field name, Icon, Helper text, and Field Type
      6. Once done, click on "Save changes", and the updates will reflect instantly

      Note! You can also filter Reporting fields by Status (Active/ Inactive) or Type (Dropdown/Free text).

       

      How to deactivate or delete reporting fields

      Note! Default fields CANNOT be deleted or deactivated.

      1. Go down and click on "Settings" under the ⚙️ at the top of your account
      2. Select "Reporting Fields", then click on the field name you want to deactivate/delete
      3. Click the three-dotted menu button on top, then hit "Deactivate"
      4. If you have previously utilized the reporting field in past transactions, you can solely deactivate it. If you have never utilized the reporting field in any transactions, you have the choice to either delete it from the list or simply deactivate it.

        When you deactivate or delete a field, all existing transactions where the field was already filled, will be retained.

               

       

      How to fill out the reporting fields

      Users can fill up the custom reporting fields when they initiate transfers, submit bills, submit claims, create new cards, and edit existing transactions.

      A. When initiating new transfers from your Aspire Debit Accounts, you will be able to view your active reporting fields on the Transfer details screen. Simply click on the fields to select and fill the value for them.

      B. Your reporting fields will also be visible when creating new Claims and Bills. When the claim or bill transfer is submitted, the values entered at creation will be automatically be filled for the transfer.

      C. When creating or editing cards, you can setup default values for each Reporitng field for the card. All transactions made on the card will automatically have these values filled up. You can update the values for any transaction if required.

       

      D. To make changes to the reporting fields on transfers that have already been sent, you can navigate to the "Transactions" tab and select the specific transaction you want to edit:

      Can Reporting fields be used with Aspire's Xero integration?

      Yes, you can set up custom Reporting fields with the same names as your Xero tracking categories, so that the values are automatically filled when using our Expenses or Bills sync features. Click here to learn more

       

      How to view analytics for reporting fields

      1. Go down and click on "Settings" under the ⚙️ at the top of your account.
      2. Choose "Reporting Fields" from the menu and then select the specific field name you want to view, and a pane will slide from the side:
      • To view analytics for the reporting field, click on the "Analytics" tab. You can toggle between different date ranges.
      • To view analytics for a specific reporting field option, select the option under the "Overview" tab. A new panel will appear, and then go to the "Analytics" tab to access data for the specific option. You can toggle between different date ranges.

         

        Questions? Please log in to the app and reach out in the chat at the bottom right corner of the screen.

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