Segments give you the ability to customize your expense line coding fields, and build out your spend reporting, to include various details like account code, department, client ID etc. (as appropriate).
By default, each account contains 20 segments that can be configured to support your business needs. You can configure as many segments as you need, but for simplicity, limiting your segments to 3 or 4 is ideal. The first segment you want to establish is your Chart of Accounts/Account codes.
When creating segments, you have the ability to assign segment values/codes within a "closed list", or leave the entry flexible as "free text". You can also define a segment "code owner" so that an identified team member will be responsible for approving expense submissions that include that specific code. You can also define code relationships across segments so that, when implemented, selecting one segment code will limit the available codes within another segment (i.e. for Customer 123 only use project codes XYZ).
Step 1: Click Settings > Accounting.
Step 2: Start creating a segment by clicking the pencil "edit" icon to the far right of the segment number.
The segment edit window will open, displaying fields that allow you to do the following:
- Assign a segment name (i.e. Chart of Accounts, Department, Client ID etc.)
- Assign a value type
- Assign a parent segment (for segment dependency)
- Assign default coding source(s)
Step 3: Once you have created your segment, you are now ready to provide values/codes for those segments that include a closed list. This step is not applicable for free text segments.
Start by clicking the eyeball show segment icon to the far right of the segment name.
On the next page, click the plus icon in the top right hand corner of the page to Create segment value.
The segment value edit window will open, displaying fields that allow you to do the following:
- Assign a segment value code (please also enter the name here as well, if no applicable name)
- Assign a segment value name (please enter the code here as well, if no applicable code)
- Assign a code owner
- Assign parent values (based on parent segment selection)
- Enter a segment value description
Be sure to add values for all segments that require a closed list to complete this step in your spend management setup.
TIP: Once you have added your Chart of Accounts/Account codes as a segment, you will move forward to map your expense types.