Audience: Neo1 Admins


Purpose

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. If you have connected your finance system to Neo1, this segment will automatically be added.

If you have a manual integration then click here to add your chart of accounts/accounting 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).


Overview



Creating Segments

The first accounting segment should be your chart of accounts. Connect your finance system (Xero, Quickbooks Online or Sage Accounting online). This will automatically create the segment.

For other finance systems, use the manual integration guide to add your chart of accounts.


Step 1: Click Settings and select Accounting

Step 2: Hover your mouse over an empty Accounting segment and click on Edit (pencil symbol) 


 

Step 3: The segment edit window will open, displaying fields that allow you to do the following:


 


Adding values to your segment (closed list only)  

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.


Step 1: Click on View segment (eyeball icon) to the far right of the segment name



Step 2: Click on the blue + on the top right hand-side of the page to add a value



Step 3: Complete the fields:

            Code: add a code or name

            Value name: Add the value name. (in the below example we are adding departments

            Owner (optional): When a code owner is assigned, any submissions with that code will trigger an approval request, routed to that code owner. This is the link for more information.

            Parent values (optional): Selecting a parent value allows you to pull from the parent segment values to determine segment code relationships. An established relationship will mean that when you select a certain value for one segment - "Segment A", only certain values will populate for another segment - "Segment B". This is the link for more information.



Step 4: Once you are ready then click on Confirm and the value will be added to the list



Step 3: Be sure to add values for all segments that require a closed list to complete this step in your spend management setup




Next Steps: Mapping Expense Types