> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# How to Set Up Additional Account 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. Open **Settings** → **COA-Additionlas Fields** 
2. Click **“Create New Version”**. 
* You can then **add a new field** or **edit existing fields**.
3. Click **"Add Cost Coding Field"**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1o1qj65.png =884xauto)



4. Enter the desired field name under **“Name”** *(for example, cost center, cost type, or project code)* 
5. Select the appropriate **Input Type**
6. Define where the field should be **visible**
7. Decide whether the field should be **mandatory** for P.O.s, invoices, or expense reports
8. Optionally, decide whether the field should be **included in the PDF and export**.
9. Click **“Save”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_j5ljxr.png =941xauto)


###### Data Entry Types

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

###### Editing a Cost Coding Field


1. Click **“Create New Version.”**
2. You can then make changes to the existing fields.
3. Click **“Save”** once you have completed your changes.

||| Important: When you edit a field, DPO creates a new version. Existing P.O.s, invoices, and expenses must be updated if you want the changes to be reflected in those documents.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_su3igb.png =812xauto)


###### Configure Visibility & Required Fields


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

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

1. Select the appropriate checkboxes in the **“Visible”** and **“Required”** columns.
2. Configure the settings separately for P.O.s, invoices, and expenses as required.
3. Click **“Save".**



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1pzh9k6.png =923xauto)



### **New Field? Update Required**

Whenever a field is **created or edited, the system automatically creates a new version**. This means that all active P.O.s, invoices, and expense reports **must be manually updated in order to apply the new fields.**

You can recognize this by the **reload** next to the account fields. Click the icon and save the document to apply the updated data.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-19-at-12261_w495t2.png =1052xauto)



**Updating Invoices**

Invoices can be updated in two ways:
* in **Edit Mode**, if the invoice is not yet in the approval process
* directly within the **invoice items**, if the invoice is already in approval

*More information about these functions can be found in the related article.*


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-27-at-14030_tw4ihb.png =831xauto)



**Updating Expense Reports**

Expense reports can also be updated in two ways:
* in **Review Mode** using the **“Update COA”** function next to each receipt line
* or in **Edit Mode** using the **pencil icon** in the Topsheet



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-27-at-14122_1nfyie4.png =834xauto)



${color}[#0d5068](**Questions or need help?**)
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