Overview
The Extension Columns feature in Ocerra is a flexible configuration tool found in General Settings. It allows you to customise invoice data entry by adding extra fields tailored to your business needs. This guide provides an overview of how Extension Columns work and how you can use them to improve your invoice management process.
Understanding Extension Columns
Extension Columns in Ocerra allow you to add custom columns to your invoice layout, enabling the entry of additional data such as jobs, items, sub-accounts, and other relevant information. This functionality is especially useful for aligning invoice data with your internal processes and ensuring compatibility with your accounting system or ERP integration.
Imported Extension Columns
When you connect Ocerra to your accounting system, key Extension Columns are automatically imported based on the configuration of your ERP or accounting software. These columns ensure that invoice data aligns with your system’s structure, supporting accurate and seamless data transfer.
For example, if you're using MYOB and have Jobs enabled, the corresponding Extension Column for Jobs will be automatically added to your invoice layout in Ocerra.
Using Extension Columns for Custom Integrations
Extension Columns can also be used to support custom integrations with external systems that require specific data fields not provided by default. This is particularly useful when integrating with third-party platforms or internal tools where additional data points need to be captured on each invoice line.
To manually configure Extension Columns:
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 – this should match the field name expected by your external system.
Provide a Name to describe the column’s purpose.
Define Column Details:
Add a Description to help users understand how this field is used in the integration.
Choose the Type of data the column will hold:
Option – for predefined values (you’ll need to list each option).
String – for open text entry.
Once created, the column will appear on invoice lines for data entry. You can then map this field in your custom integration logic to pass the data through as required.
Example setup:
Set Permissions and Requirements
Once your custom Extension Column is created, you can adjust its permissions and behaviour:
Allow Approvers to Edit: Tick this box if Approvers should be able to enter or update information in this column during the approval process.
Activate the Column: Select the Active checkbox to make the column visible and usable on the invoice line.
Make It Required: Check the Required box if this field must be completed before the invoice can move to the next stage in the workflow. This is useful for enforcing key data capture.
Example:
You can create a custom column for Line Info Approval Notes and define options such as Approved, Declined, or Needs Review. This can help capture more structured feedback at the line level during approval.
- Please note: These notes are not part of the formal approval logic in Ocerra. They are intended to support communication and visibility during the approval process.
Practical Applications
Free Text Entries: Use a custom Extension Column to add notes or specific instructions on each invoice line. This improves internal communication and provides additional context for approvers or finance teams.
Selectable Options: Create dropdown fields with predefined values such as project codes, department names, or expense categories. This ensures consistent data entry and supports better filtering, categorisation, and reporting.
Integration Considerations
While custom Extension Columns enhance flexibility in Ocerra, it’s important to consider how they interact with your accounting or ERP system. In some cases, these columns can be configured to push data directly into your external system, reducing manual work and ensuring data accuracy.
However, this depends on the capabilities of the integration in place. To ensure proper setup, especially for pushing custom data fields to your ERP, please check our API guides.