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User Defined Fields

User-defined fields (UDFs) are extra fields that your company adds to a module, for example a delivery truck number on sales outbound or a warranty date on products. They appear on the module's screen next to the standard fields.

Who can do this

Administrators, and users with General › Credentials › System Settings.

caution
Do not add a new UDF during transaction hours because this might affect some data.

Where: Settings › User Defined Fields

How to add a user-defined field​

  1. Open Settings and click the User Defined Fields tab.

  2. Choose the Module. The list covers the data records (for example Product, Supplier, Customer) and the transaction modules.

  3. In the empty row at the bottom of the table, fill in:

    ColumnWhat to enter
    LabelThe field name users will see.
    SectionWhere the field goes: Info (the transaction header), Detail (each product row) or Reference (the references of a payment or collection). The choices depend on the module.
    TypeString, Number, Decimal, Date, Datetime, Boolean, Text Area, Single Select, Multi Select, Formula, Checkbox or Link. Some modules only allow Formula.
    Preset ValueValues for the UDF. This can be served as the default value or the available values for dropdown selector. This column is required only in the following types (Single and Multi Select)
    VisibleUntick to hide the field without deleting it.
    UniqueOnce enabled, the system will validate values in a UDF for data uniqueness.
    Pre-selectedAvailable only for Boolean, Single Select, Multi Select UDF type

  4. Click ✔ at the end of the row. The field is saved straight away; there is no separate save button.

To change a field, edit its row and click ✔. To remove it, use the delete icon on the row (Delete User Defined Field).

Formula fields​

With Type = Formula, the Preset Value is a formula computed from other fields. Click Formula Guide to see the columns (and their Alias) you can use.

  • NOTE: Info UDF formula can set formula for head fields only.
  • NOTE: Detail UDF formula can set formula for columns from detail sections.
  • NOTE: UDF formula type fields are not included and cannot use in the "Sort By" feature.

User-defined columns in the Product Transaction List​

For the Product Transaction List report, the tab shows a simpler table: Label, Value and Visible. The value can be:

  • Free text value = Enter any string or words.
  • Enter equal sign "=" to begin constructing a formula. "See Table Guide for reference".
  • Blank value = Leave textbox empty.

Other tabs​

  • User Defined Fields Raw Query: shown to administrators. It defines user-defined fields whose values come from a database (SQL) query. Leave it to someone who knows your database.
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