🌐 Web | 👤 Yokoy admin with Cost object setup permission
By default, cost objects are visible to all users (submitters, managers, and finance users). This means that submitters can see and select cost objects in expenses and invoices. However, you can set up cost objects that are only visible to finance users and specific users.
Restrict cost objects to finance users only
You can choose to hide specific cost objects from employees. This means that the cost object isn’t visible in:
expense form: submitters and managers can‘t see or select that cost object
invoice form: submitters and managers can’t see or select it
suppliers form: it can’t be selected as a default cost object
user profile: it can’t be selected a default cost object
✏️ Note
Invoice processors can always see and select visible and restricted cost objects in invoices.
To restrict cost objects to finance users:
Go to Admin > Cost objects.
Select the cost object you want to restrict.
In Cost object access, select Only Finance users can access.
✏️ Note
Finance users can always see and select visible and non-visible cost objects.
Restrict cost objects to specific users (Professional or Enterprise)
🏢 Professional or Enterprise plan
This feature is restricted to Yokoy Professional or Enterprise plans. Your company must have this plan to be able to use this feature.
If your organization setup requires, you can determine the users who can view and select a cost object in an expense (or a trip). This means that only specific users and finance users can select the cost object. Other users do not see the cost object.
For example, the cost object does not appear when a submitter searches for it in the cost object field.
🚧 Warning - Default cost object assignment
If you assign a restricted cost object as a default cost object to a particular user, that setting takes preference over the cost object setup. In other words, the user’s expenses are automatically assigned the restricted cost object even though they do not appear on the list of users.
To restrict a cost object to a specific user:
Go to Admin > Cost objects.
Select the cost object you want to restrict.
In Cost object access, select Custom access (selected users).
You then can select one or more users who can use the cost object in expenses. Users can be from the same legal entity or from another legal entity in the organization (if global finance/HR roles are enabled).
🚧 Remove cost object permission from specific users
If a user is subsequently removed from the list of users granted access to a cost object, any existing expenses in approval or review using that cost object are not affected. If the expense is sent back, the user can still view the cost object in that particular expense, but cannot select it in new expenses.
Restricting cost objects to specific users via CSV
You can also specify the users you want to allow to access the cost object via CSV. To specify the users that need to be granted access, you need to upload the CSV mapping. You can download an example that illustrates the format.
The first row of the CSV file specifies the ID of the cost objects to be restricted, separated by commas. Subsequent rows determine the users to be granted access. There should be as many subsequent rows as cost object IDs specified in the first row.
Restricting cost objects to specific users via API
You can also restrict cost objects to specific users via the Yokoy API by using the accessType attribute.