Custom Fields

Custom fields are a great way to capture unique pieces of data for a company or business process.  They can be used on printed forms, reporting, and lookup lists. The following article explains how to setup and apply the different custom fields in Connected.

ARTICLE CONTENTS

• What are Custom Fields?
• Simple Custom Fields Setup and Example
• Dynamic Custom Fields Setup and Example
• Where Can Custom Fields be Used?

What are Custom Fields?

Custom fields in Connected allow companies to capture and store unique information specific to their needs, enabling more tailored data management and reporting. Custom fields can be used on Forms, within lookup lists, in ledger and query windows, and can be included in report or custom report exports.  

Connected has two types of custom fields:

1) Simple Custom Fields

2) Dynamic Custom Fields

Each of the custom fields are explained in the following sections.

Simple Custom Fields Setup and Example

Simple Custom Fields, when enabled, support input masks for alpha-numeric, date, and numeric values.  They are useful for capturing specific data, within the input mask parameters. 

Simple custom fields are available in the following windows:

General Ledger Accounts

Job Window

Custom Purchase Fields (Purchase Orders, Purchases)

Custom Sales Fields (Sales Quotes, Sales Orders, Account Invoices, Credit Memos, Debit Memos, Receipts)*

*Custom Sales Fields transfer from Sales Quote to Sales Order to Account Invoice

Simple custom fields are enabled by changing the labels in the respective module setup window. For example, to configure the Custom Sales Fields:

1) Select File -> Company Setup -> A/R Defaults.

2) In the A/R Defaults window, click the "Custom Fields" tab, followed by the "Sales Fields" sub tab, as shown in the following screen.

3) To enable a custom field, simply change the label to make it active.  Unlabelled fields are not active.  After a field is labelled, "Default Entry" text can also be added.

4) Click Save to exit and save the changes.

The following is an example of how Custom Sales Fields appear in the Sales Order window.

Dynamic Custom Fields Setup and Example

Dynamic Custom Fields, when enabled, support the same options as the Simple Custom Fields but are enhanced with the following:  Numeric Formatting (dollars for example), Controlled Lists, and making a field "required".

Dynamic Custom Fields are available in the following windows:

Customer Profile

Vendor Profile

Inventory Items

Manufacture Work Order transactions

Custom Line Item Fields (Sales Quotes, Sales Orders, Account Invoices)*

*Custom Line Fields transfer from Sales Quote to Sales Order to Account Invoice provided that the same line remains on each entry.

Dynamic Custom Fields values can be used while entering data, added to forms, and in various look up lists, queries and ledger windows. 

A great example of how to use these is for tracking contracts with Vendors. This screen shows the location of the custom fields in the Vendors window.  If a lower screen resolution is used, the fields will appear under separate tab.

The following is an example of how Dynamic Custom Fields are set up and used in the Vendor window, using Vendor contract tracking data.

1) Select File -> Company Setup -> A/P Defaults.

2) In the A/P Defaults window, click the "Custom Fields" tab, followed by the "Vendor Fields" sub tab, as shown in the following screen.

3) Using the Custom Field Drop down list, select a User Defined Field.  

In the example below there are the following Custom Fields:

Field 1 - Vendor Type

Field 2 - Contract Length

Field 5 - Contract Amount

Field 8 - Renewal Date

4) Select via the checkboxes the options that are required

Active - If checked this field will show on the Vendors Window

Enabled - This field will be modifiable on the Vendors Window

Required - This field will be required when users are creating new vendor records

Use Choices List - This will give the ability to create a preset list of values, and only allow those values to be entered into the field.

Here is what these fields look like in the Vendors window.

Using the Vendor Query Window and a saved Connected View, it is easy to keep an eye on contracts and due dates, as shown below.

Where Can Custom Fields be Used?

In Connected, custom fields can be used in multiple areas:

Forms - A box can be added to forms that will print the value of the custom fields.  

Read about how to customize forms here -=> Customizing Forms in Connected

Ledger Windows - A column can be added to the ledger window for custom field values.

Learn more about Ledger Windows and how they work here -=>Using Connected Ledger Windows

Query Windows - A column can be added to a query window for custom field values.

Learn more about Query Windows and how they work here -=> Using Connected Query Windows