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How to create a Ledger Field in ContractSafe

Set up a Ledger Field to track total spend against a contract, add it to a form, and fill in line items on the contract.

A Ledger Field is a type of Custom Field that lets you track the total spend against a contract. Just like any other Custom Field, admins can add a Ledger Field in Settings > Custom Fields & Forms for a particular set of contracts, such as Customer Agreements.

See also What are Ledger Fields?

Create a Ledger Field

  1. Head to the Settings page and click Custom Fields & Forms.

    Opening Custom Fields & Forms from the ContractSafe Settings page

  2. At the bottom of the list is an empty text box where you can give your new Ledger Field a name, such as ‘Authorized Spend.’ Once you've confirmed the Ledger Field name, click +New to add it to the list.

    Custom Fields list with a new field name entered and the +New button

  3. In the next window, change the Field Type to Ledger (from the drop-down menu) and click Save.

    Field settings window with Field Type set to Ledger and the Save button

To learn more about custom fields in general, see how to create Custom Fields and Forms.

Add a Ledger Field to a form

You can add your Ledger Field to an existing Form or create a new Form.

Dragging the Authorized Spend Ledger Field into a form section and saving the form

  1. Select the Form by going to Settings >> Custom Fields & Forms >> toggling to Forms.
  2. Choose the form where you'd like to add the Ledger Field. In this case, we created a specific form and section for “Authorized Spend.”
  3. Search for the new Ledger Field (in our example, “Authorized Spend”) you'd like to add to this form, drag and drop it where you want it, and click Save Form.
  4. You should see a confirmation in the bottom left-hand corner: Field has been updated.

Apply the Ledger Field to a contract and record spend

Navigate to the contract you'd like to apply this Ledger Field to and:

  1. Click More.
  2. Select Edit Form.
  3. Choose an existing Form you'd like to add this Field to, or create a new one by selecting the drop-down next to Edit Form.
  4. Locate your new Ledger Field and drag and drop it from the right side of the pop-up menu to the left side, under the section where you'd like it to live. If you don't feel like scrolling to find it, type in its name.
  5. Select Save.
  6. Revisit the contract. You'll now notice that this Field appears where you set it up to appear.
  7. Click on the Ledger Field to edit it. Fill in all applicable fields:

    Ledger Field edit window on a contract with spend line items filled in

ContractSafe will automatically build a 'Total To-Date' field summing the line items and a 'Remainder' field subtracting ‘Total To-Date’ from the original Contracted Amount.

Ledger Field on a contract showing line items with the Total To-Date and Remainder fields

Report on Ledger Fields

You'll also be able to add these fields to your Contract List page or to any of your views for reporting by customizing them. For more information, see:

Please reach out to support@contractsafe.com if you need any more help.