Form Configuration and Hierarchies

Overview

Form Configuration in Corpay Complete allows Companies to customize the data fields that appear on forms such as invoices and expenses. This feature ensures your Company captures the specific data it requires while maintaining consistency across modules.

Hierarchies build on Form Configuration by linking related fields through parent–child relationships. These relationships simplify data entry and improve reporting accuracy by ensuring users can only select valid field combinations.

This article explains how to create, configure, and use Form Configuration and hierarchies in Corpay Complete.

Understanding Form Configuration

What Is Form Configuration?

Form Configuration allows users to create and manage custom fields that appear on invoices, expenses, cards, purchase orders, or other forms in Corpay Complete. These fields supplement standard system fields and help Companies capture unique business data.

Benefits of Form Configuration

Form Configuration allows Companies to add custom fields across many forms, including Expenses, Purchase Orders, Contacts, Credit Memos, Invoices, Vendors, and Cards. These fields support Company-specific reporting and make forms easier to complete by showing only relevant options.

Custom-to-custom hierarchies can be used on all supported forms. However, any hierarchy that involves a standard field is only available on invoices and expense items. This means that standard-to-standard, standard-to-custom, and custom-to-standard hierarchies function only on those two form types.

By enabling custom field configuration and appropriate hierarchy behavior, Form Configuration helps ensure accurate data entry and a more streamlined user experience.

Understanding Hierarchies

What Are Hierarchies?

A hierarchy establishes a parent–child relationship between two drop-down fields. The value selected in the parent field determines which options appear in the child field.

Example:

If your Company tracks Projects and Departments, you can make Department a child of Project. When a user selects a Project, only Departments linked to that Project will be available to select.

Hierarchy Types Supported

Corpay Complete supports the following hierarchy configurations:

• Standard → Standard
• Standard → Custom
• Custom → Standard
• Custom → Custom

Note: Hierarchies are only supported for drop-down field types.

Benefits of Using Hierarchies

• Enforces valid data combinations.
• Simplifies form entry by filtering irrelevant field options.
• Improves data accuracy and consistency for reporting and approvals.

Create Custom Fields

Custom fields form the foundation of Form Configuration. They represent the custom data your Company wants to capture and can later be linked through hierarchies.

The Edit Fields grid on the Fields tab lists all created fields along with their type and activation status. Users can add or delete fields as needed.

1. Click the Administration module in the left-side navigation pane.

   

2. In the Administration module, click the Form Configuration tab.

   

3. On the Form Configuration page, ensure the Fields tab is selected.

   

4. In the Add Field section, complete the following information:

   

   1. Name: Key in the field name (for example, Project Phase).
   2. Field Id: Key in the unique identifier for the field. This will be the ID that matches with custom fields.

   3. Field Type: Click the Field Type drop-down and select from the following options:

      • Dropdown Select
      • Free Text
      • Date
      • Number

      Note: If a field does not appear as an option when creating a hierarchy, confirm that its type is set to drop-down.

   4. Add: Click the Add button.

5. The Success dialog will display, and the new field will display in the Edit Fields grid.

   

   

Create Hierarchies

Users can define hierarchies to connect related standard or custom fields and guide user input. Hierarchies keep data entry logical and consistent by filtering available options based on selections made in parent fields.

Note: This step is not required for Customers that have certain API integrations. In these instances, hierarchies will be created through the API integration. Contact your Account Manager at techsupport@corpay.com for more information or assistance.

1. On the Form Configuration page, click the Hierarchies tab.

   

2. Click the + Add Hierarchy button.

   

3. Complete the following steps in the New Hierarchy section:

   

   1. Parent: Select a parent field from the drop-down.

   2. Child Field: Select a child field from the drop-down.

      Note: Both standard and custom fields will appear in the list.

   3. + Add Values: Click the Add Values button to define child field values for each parent option.

4. In the New Hierarchy section, click the Child Field drop-down next to each Parent Field and select the values that should appear when that parent is selected.

   Example: When the Business Unit ‘Ad Sales’ is selected, the corresponding child field displays only the options Airfare, Hotel, IT Equipment, Meals, and Mileage.

   

5. Click Save when all values have been linked to each Child Field.

Assign Hierarchies in Templates

After creating hierarchies, assign them to templates to control where they appear and how they behave on forms. Templates define the layout and enforce field relationships during data entry.

The Templates tab serves two key functions. It allows Companies to add custom fields to specific forms, and it also defines and enforces all hierarchy types, whether standard or custom. In some cases, a custom field may be added to a form without applying a hierarchy to it. Templates therefore control both the placement of custom fields and whether any parent–child relationships apply during user input.

1. On the Form Configuration page, click the Templates tab.

   

2. Click the Add Template button.

   

3. In the Add Coding Template dialog, complete the following steps:

   

   1. Name: Key in a descriptive name for the template. For example, Business Unit – Category Hierarchy.
   2. Status: Click Active from the drop-down.
   3. Modules (Forms): Select where the template should be available, such as invoice or expense forms. In the previous example, the Business Unit – Category template will be visible in expense report and expense item forms.
   4. Add Field: Click the Add Field button.

4. To enforce a hierarchy (for example, Category as a child of Business Unit on the Expense Report and Expense Item forms), select the parent and child relationship:

   

   1. Field: Click the drop-down and select the child field.

   2. Dependent On?: Optionally, click the drop-down and select a parent field that controls the child field. The selected parent determines which options are available in the child field, based on hierarchies configured on the Hierarchies tab.

      Note: If a parent field is not selected, the child field will display all available options.

   3. Required: Click the drop-down and choose whether the child field will be required.

   4. Position: If multiple child fields are selected, users can control the order in which those fields appear in Corpay Complete by setting values in the Position field.

      Note: The Position field controls display order only; it does not affect hierarchy behavior.

   5. Add Field: Click the Add Field button to add another child field to the hierarchy.
   6. Click the Save button when all fields have been configured.

The hierarchy will apply automatically wherever the selected template is used.

Using Hierarchies on Forms

When a hierarchy is configured, users will see dependent field behavior directly on invoice or expense forms.

Example:

When a user selects a Project, the Department field updates automatically to display only the Departments linked to that Project. This ensures valid data combinations and simplifies user input.

Note: If a field appears blank or restricted, verify that it has a parent–child link configured correctly on the Hierarchies tab.

Best Practices

• Keep hierarchy relationships simple and logical (for example, Country → State → City).
• Document the purpose of each custom field for future reference.
• Use consistent naming conventions for fields and templates.