How can I create or edit 'lists' to categorise and tag transactions?

Lists help to categorise your company’s transactions for analysis and can refer to specific projects, expenses, or cost centres. Soldo Super admins, Admins and Accountants can create a range of lists and selectable list items in the Soldo web app. Soldo users can then select items from lists to enrich their transactions. Find out more about lists here.

You can import any existing lists you have, or create one manually in Soldo’s web app.

Create a new list manually

1. Log in to the web app.
2. From the left-side menu, select Configure > Lists.
3. Select Create list.
4. Enter a name and select which roles or users this list will be visible to.
5. Select Create.

You can now start adding items to your list. These will be the items available for your users to select when enriching transactions. For example, if you created a list named 'Departments', you may add items like 'Sales, Marketing, HR, Finance'.

To add items to the list:

6. Select View list.
   
7. Select Add item.
8. Enter a Code (optional), Name, and Description (optional) for each item.
   
9. Select Create to save.

Delete lists

1. Log in to the web app.
2. From the left-side menu, select Configure > Lists.
3. Select the list that you want to delete by clicking View list.
   
4. Select Edit.
   
5. Select Delete [List name].
   

Edit list items

1. Log in to the web app.
2. From the left-side menu, select Configure > Lists.
3. Select the list that you want to edit by clicking View list.
   
4. Select Edit next to an item to change its code, name, or description.
   

Importing lists

You can import lists and list items from a CSV file. You'll have the option to import list items into a list you've already created or import and create a new list along with the list items.

Import into an existing list

1. Log in to the web app.
2. From the left-side menu, select Configure > Lists.
3. Select Import list.
4. Select Into an existing list.
5. Select the list that you want to add items to from the dropdown and then select Continue.
6. Upload your CSV file. (You can download a sample template at this step).

7. Select Confirm to import your list items.

Import and create a new list

1.  
   1. Log in to the web app.
   2. From the left-side menu, select Configure > Lists.
   3. Select Import list.
   4. Select Into a new list.
   5. Enter a name and select which roles or users this list will be visible to.
   6. Select Continue.
   7. Upload your CSV file. (You can download a sample template at this step).

What are 'Codes' for list items?

The code field for list items allows you to add a reference or identifier for each of your list items. The code field is optional, so if you're creating list items manually or importing them from a CSV file you can choose whether or not to include a code for your custom list items.

The list code field is particularly useful if you are using an accounting integration and importing your list items from an external system. It helps speed up the reconciliation process by easily matching your list items in Soldo with your external system.

You'll even be able to search for list items by their code, making it even simpler to find your custom list items.

This powerful search capability also applies to the Reports section. So you'll be able to quickly locate tagged transactions by searching for the list item by its code field.

Can I see the list item code in downloaded reports?

Yes. You'll be able to clearly see the list item code in the web app and in your downloaded reports. You'll either see the list item code and name displayed in separate columns or merged into a single column (in the format: List name: List item (Code)). This will depend on the options you select for your downloaded report (e.g. items in single column, items in multiple columns).

For more information on downloading transaction reports and the settings available, refer to this article: Download transaction reports.

Lists help you categorise your company’s transactions in a consistent and reliable way. They make it easier for your teams to add the right details when enriching expenses, and they give Finance clearer data for reporting, reconciliation, and analysis.

You can think of lists as flexible “tags” you attach to transactions. These tags add context such as department, project, cost centre or any other category your company needs to track. Because a transaction can include multiple list items, you can apply several tags at once, for example Department plus Cost centre plus Project code. This layered tagging helps you understand spending at a deeper level without adding extra work for your teams.

Lists can be created and configured in the web app, either manually or by importing data from a CSV file.

Create a new list manually

Manual creation is a quick way to build custom lists that match how your company works. Each list acts as a category of tags, and each item within it is a tag your teams can apply to their transactions.

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Select View, next to the Lists option.
   
4. Select Create list.
   
5. Enter a name and choose which roles or users can see the list. This keeps your tagging relevant and clear for the right teams.
6. Select Create.

Once your list is created, you can start adding items. These items become the tags your teams will pick when enriching their transactions.

Add items to the list

6. Select View next to the list you want to manage.
   
7. Select Create item.
8. Enter a Code (optional), Name and Description (optional). A clear description helps users choose the right tag when items are similar. When you are done, select Create to save.
   

Edit and delete lists

If a list is no longer needed, you can delete it to keep your tagging simple and avoid confusion for your teams. Remember, if you prefer not to delete the list, you can disable it by using the Enable for transactions toggle instead.

If you need to make changes to the list such as updating the name or customising the visibility, you can choose to Edit the list.

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Select View, next to the Lists option.
4. Select the list you want to delete by selecting View.
   
5. Select Manage visibility.
   
6. Select Delete or Edit.
   

Edit list items

Updating list items helps keep your tags accurate and easy for teams to understand.

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Select View, next to the Lists option.
4. Select the list you want to edit by selecting View.
   
5. Select the edit icon next to the item you want to update.
   
6. Make your required changes to the code, name or description and select Save when you are done.

Importing lists

Importing lets you bring existing structures from your accounting system or internal tools straight into Soldo. This helps you stay aligned across systems, reduces setup time, and keeps your tagging consistent for reporting and reconciliation.

Import into an existing list

Use this option if you want to add new tags to a list your teams already use.

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Select View, next to the Lists option.
4. Select Import list.
   
5. Choose Update existing list.
   
6. From the dropdown, select the list to update, then click Next. 
7. Upload your CSV file and select Next. You can also download a CSV template here if needed.

8. After uploading your CSV file, you'll see a summary of the changes to the existing list. When you're happy, select Confirm to import the new tags.
   

Import and create a new list

If you maintain lists externally, this option lets you create a complete list and populate its tags in one step.

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Select View, next to the Lists option.
4. Select Import list.
5. Select Create a new list.
   
6. Enter a name and choose which roles or users can view the list.
7. Select Next.
8. Upload your CSV file. You can also download a CSV template here if needed.
9. After uploading your CSV file, you'll see a summary of your new list entries. When you're happy, select Confirm to import the new tags.

What are codes for list items?

The code gives each tag a unique identifier. Codes are optional, but they’re especially helpful if your lists come from an external accounting system. They make matching and reconciliation faster by giving Finance an easy way to search for and recognise tags.

You can also search by code in the Reports section, which makes it easier to locate tagged transactions.

Can I see list item codes in downloaded reports?

Yes. Reports display list item codes either in separate columns or merged with the item name, depending on the export settings you choose. This keeps your downloaded data clear and easy to sort.

For more information on report settings, see Download transaction reports.