COA - Additional Fields

In this section, you can define additional fields related to the chart of accounts. These custom fields offer more flexibility when capturing purchase order (P.O.), Invoices and Expenses.

Create a New Custom Field

1. Click “Create New Version”.
2. You can then add a new field or edit existing fields.
3. Enter the desired field name under “Name” (for example, cost center, cost type, or project code) and select the appropriate input type (see below).
4. Set the visibility and decide whether the field should be mandatory for P.O.s and invoices/expenses.
5. Don’t forget to click “Save” to confirm your changes.

Data Entry Types

For each custom field, up to five input formats are available. These are included in the SESAM export.

COA → Link to an account from the chart of accounts

Value List → Select from a predefined list

Text → Free text field for manual input

Letters → Only letters are allowed

Numbers → Only numbers are allowed

Visibility & Required Fields

1. You can individually specify where the field should be visible and/or required:

• Visible: The field appears, for example, in the P.O. or invoice
• Required: The field must be filled out to complete the validation/creation process

2. Simply check the boxes in the "Visible" and "Required" columns according to your requirements
3. Don't forget to confirm your entries by clicking "Save"

New Field? Update Required

It is important to note that whenever a field is newly created or edited, the system automatically generates a new version board. This means that all currently active P.O.s, invoices, and expenses must be updated manually. You can identify these by the gear icon next to the account fields. Click it and save to apply the new data.

For invoices, this can be done either in Edit Mode if the invoice is not yet in the approval process, or via Edit Mode during approval, which can be used while the invoice is under review. Learn more about both options here.

For expenses, changes can be made using the pencil icon in Edit Mode, as long as the Top Sheet has not yet been approved.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you.

Updated on: 21/01/2026