Overview


  • Ocerra's Extension Columns feature is a versatile tool within the General Settings that allows users to customise their invoice data entry, catering to specific business requirements. This guide will explain the key purpose of Extension Columns and how to utilise them for enhanced invoice management.


Understanding Extension Columns


Extension Columns in Ocerra enable the configuration of additional columns on the invoice, facilitating the entry of varied information such as jobs, items, sub-accounts, and more. These columns are particularly useful for tailoring invoice data to match the unique needs of your business and its integration with accounting systems.

Imported Extension Columns


During the connection to your accounting system, key Extension Columns are automatically imported from your system. These columns are essential for ensuring that invoice information aligns with the data structure of your ERP or accounting software, thereby enabling seamless data flow and accuracy.

For example, if you are using MYOB and sync Jobs in to Ocerra, the extention column for Jobs will be automtically configured on the invoice:


Adding Custom Extension Columns


In addition to the automatically configured columns, Ocerra allows to configure custom Extension Columns. This feature might be helpful if you would like to record additional information on the line-level of the invoice.

Access Extension Columns Settings:

  • Go to the Settings menu.
  • Navigate to General.
  • Click on Extension Columns.


Create a New Extension Column:

  • Select Add New Item.
  • Enter a Code for the new column – this acts as a unique identifier.
  • Provide a Name for the column to indicate its purpose.

Define Column Details:

  • Add a Description to outline what the column will be used for, aiding clarity for users.
  • Choose the Typeof data the column will hold:
    • Option: If selected, you'll need to define the options available for selection.
    • String: This type allows for free text entry.

Set Permissions and Requirements:

  • If you want to allow Approvers to edit this column, ensure the corresponding checkbox is selected.
  • Activate the column by marking the Active checkbox. This makes the column visible and usable.
  • To make data entry in this column mandatory before moving the invoice to the next stage, check the Required box. This ensures that users cannot proceed without filling out this information.


For example, you can configure line info approval notes and add options such Approved or Declined*


  1. *Please note that these notes are not part of our Approval setup, it is used to help enhance the communication on the approval process.

Practical Applications

  • Free Text Entries: Utilise a custom Extension Column to add notes or specific instructions on each invoice line, enhancing clarity and communication within your financial operations.
  • Selectable Options: Create columns with predefined dropdown options for consistent data entry, such as project codes, department names, or expense categories, facilitating easier categorisation and analysis.

Integration Considerations

While manually configured Extension Columns enrich the invoice processing capabilities within Ocerra, it's crucial to understand how they integrate with your accounting system. Some columns can be set up to push data directly to your ERP, streamlining data transfer and minimising manual intervention. However, this functionality varies based on the integration and may require assistance from Ocerra's support team to implement effectively.