Create custom fields
Custom fields help tailor Manager to specific needs of your business, accounting workflow, and local laws and customs. They can be added to forms, accounts, definitions, and displays to record and present information not included by default. Custom fields can be added to:
- Bank and cash accounts
- Bank and cash transactions
- Customers and suppliers
- Credit and debit notes
- Sales and purchase invoices
- Withholding taxes
- Sales quotes
- Sales and purchase orders
- Billable time entries
- Delivery notes and goods receipts
- Inventory transfers
- Journal entries
- Inventory items and non-inventory items
- Inventory write-offs
- Fixed assets
- Expense claims
- Production orders
Custom fields are unique to the tab, form, account, or item for which you create them. Contents of a field created for one form do not carry over to other forms. On the other hand, fields created for accounts and items may be available on multiple forms or displays where those accounts or items are used. However, custom fields are not available in situations where they would be pointless.
You create a custom field,
Delivery route, for sales invoices to help plan daily delivery schedules. This field will not carry forward to delivery notes created using the Copy to button. If you want a
Delivery route field on delivery notes, create that separately. This separation helps you customize forms without unnecessarily cluttering others.
You add a custom field,
Point of contact, for your customers. This field will be available for every form where customers are included, such as sales quotes, sales order, sales invoices, delivery notes, etc. The field is unique to the customer, not any single form.
You define a custom field for inventory items,
Country of origin. This field can appear in the Inventory Items tab listing, and shows when editing individual inventory items. But it does not appear when inventory items are entered as line items on forms. (If you want country of origin to appear on sales invoices, for example, you must include that information in the
Creating custom fields
To create a custom field, go to the Settings tab and click Custom Fields:
The screen will show a New Custom Field button for each form, account, or item you have enabled.
Click the relevant New Custom Field button and complete the definition:
Label is your assigned name for the custom field. This label will appear where appropriate on forms or displays to designate the field. So it should be something you are willing for customers and suppliers to see.
Position controls the order in which custom fields appear. Enter a number.
- Check Show custom field as a column if you want the field to be included in listings of the relevant tab.
- Check Show custom field on printed documents to display the field on forms
Type lets you choose single-line text, paragraph text, dropdown list, or image as the nature of the field.
Size allows a choice of small, medium or large for either text type. Your selection will alter the size of the following field on the entry screen so you know how much text will fit.
Default text will appear automatically on form entry screens for either single-line or paragraph text. This text can edited case-by-case before forms are created. The field will also accept HTML code.
Dropdown list in the
Type field brings up a new window where you can enter fixed options of your choosing for the list:
Click Create to save the custom field. Later, the field can be edited. Be sure to click Update after editing.
Roger, the accounting manager at Northwind Traders, wants to closely monitor depreciation and disposition of fixed assets to be certain the company follows prescribed accounting standards. He creates four custom fields for the Fixed Assets tab. All are single-line text and designated to show as columns:
When Roger views the Fixed Assets tab, he sees a more complete picture of the company’s fixed assets:
Anastasia sells her glass artwork both to wholesale corporate distributors and directly to residential customers. To remind herself of discount rates and payment terms, and to simplify marketing campaigns, she establishes a custom field,
Customer type, in the Customers tab. She sets it to show as a column:
Before mailing a new brochure targeting residential customers, she uses the Search function to filter her customer list:
ModTek Design Associates wants its customers to know which partner has reviewed and approved billings. It creates a custom field for the Sales Invoices tab, labelling it
Approved by. The field will show at the bottom of the sales invoice:
Entry screens always show custom fields, labelled as such:
But fields show on completed forms and as display columns only when they contain an entry.