How to create and manage lists to tag transactions

Lists help you tag transactions with custom data such as project names, departments, cost centres, or any other labels your business needs. Each list appears as a dropdown during transaction enrichment, and users can choose one or more items from the list to apply to a transaction.

This makes it easier to analyse spending, build custom reports, and filter transactions based on specific tags.

If you create multiple lists, each one has its own visibility settings. You can decide which roles or individual users can see and use each list, so it's simple to control access across your organisation.

Create a new list

1. In the web app, go to Configure > Transaction settings > Transaction fields.
2. Select View next to Lists.
   
3. Select Create list.
   
4. Enter a name for the list.
5. Select which roles or users the list should be visible to.
6. Select Create.
   

You can now begin adding items to your list. Each item will be available to users when they enrich transactions.

Add items to a list

1. From the Lists screen, select View next to the list you want to manage.
   
2. Select Create item.
   
3. Enter a name for the item.
4. Optional: Add a code and description to help with reporting or reconciliation.
5. Select Create.
   

Use codes to speed up reconciliation

The optional code field can be used to assign a unique identifier to each list item. This is especially useful if you’re syncing with an external system, such as an accounting tool.

Codes can also help users quickly search for list items in the transaction enrichment screen and within reports.

Depending on your download settings, reports may display codes and item names in separate columns or combined in the format: List name: List item (Code).

Allow users to select multiple list items

By default, users can only select one item from each list when enriching transactions. If you'd prefer to allow multiple selections from the same list, you can update this in the list settings.

This is useful when a single transaction relates to more than one project, cost centre, or other custom tag.

How to enable multiple selections

1. Go to the Lists screen in the web app.
2. Select View next to the list you want to edit.
3. Turn on the toggle labelled Allow multiple selections in transactions.
   

Once enabled, users will be able to select more than one item from the list when tagging transactions.

Manage list visibility

If you create multiple lists, each one has its own visibility settings. You can decide which roles or individual users can see and use each list, making it easy to control access across your organisation.

For example, some users may need access to cost centres, projects, and other custom lists to enrich transactions. Others may only need to see cost centres. You can manage visibility by user role or choose to include or exclude individual users.

If you disable visibility for a role (for example, Employee), you can still give access to selected users within that role using the Include users option.

To manage list visibility:

1. Go to the Lists screen in the web app.
2. Select View next to the list you want to edit.
3. Select Manage visibility.
   
4. Select Edit.
   
5. Use the role dropdown to choose which roles can view the list.
6. If you disable a role, you can still allow access to specific users by selecting Include users and choosing users from the dropdown.
7. Select Save when you're done.

Disable a list

If you want to temporarily disable a list, you can do so in a single click. This removes the list from view for all users across the web and mobile apps.

To disable a list:

1. Select View next to the list you want to edit.

2. Turn off the toggle labelled Enable for transactions.
   

Delete a list

If you want to permanently delete a list and all its items:

1. Select View next to the list you want to edit.

2. Select Manage visibility.

3. Select Delete.