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How Do I Create a Ledger Field?

A Ledger Field is a type of Custom Field that allows you to track the total spend against a contract.

Here is an example of what a ledger field looks like on a Contract. Read on to see how to add an 'Authorized Spend' Ledger Field like the one above.

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Just like any other Custom Field, admins can add a Ledger Field to a Template of Custom Fields for a particular set of contracts such as Customer Agreements.

First, head to the Settings page and click 'Custom Fields & Templates':

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Make sure you you toggle to 'Custom Fields':

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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:

Screen Shot 2021-01-26 at 2.23.33 PMOn the next window, change the 'Field Type' to 'Ledger' and click 'Save':

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Now you can add this Ledger Field to an existing Template or create a new Template such as 'New Sales Order' in this example. Make sure you change the selection to 'Templates' and click 'Manage Templates' to either edit an existing or create a new Template:

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Then choose the Custom Fields you'd like to add to this Template, including the newly created 'Authorized Spend' Ledger Field, and click 'Save' at the very bottom:

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You should see a confirmation at the very bottom of the application, which means you're ready to add this 'New Sales Order' template with the 'Authorized Spend' Ledger Field to a Contract.

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Navigate to the Contract you'd like to apply this 'News Sales Order' Template to and click the 'Custom Fields' tab and click the 'Select custom field template' to apply one:

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When you select 'New Sales Order', you'll notice it has the 'Authorized Spend' custom field included. From here, you can input the dollar value for Contracted Amount and click 'Add' on the right:

Screen Shot 2021-01-26 at 2.41.39 PMAdd a Description and a Dollar Amount for the first line item, such as an Invoice, and click the checkmark to confirm:

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

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You'll also be able to add these fields to your Contract List page or to any of your views for reporting. Simply add those columns and drag and drop them as you please:

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