Custom Fields are used to assign user-created values to transactions and then report on those values. These fields and their options are user-created and can be added to AP invoices, AP credit memos, and journal entries. Custom fields will only populate on records that have been added to the custom field.
Custom Fields on Transactions
When a custom field is added to a record, additional fields are displayed on the record.
They can be added with ‘Show in Details’ toggled on or off. If toggled on, custom fields can be individually applied by detail line in the record. If toggled off, custom fields are only displayed in the header of the record, and are applied to the entire transaction and the detail lines. It is possible to have both types of custom fields on the same record as the settings are configured per custom field.
Custom Field Settings Page
The Custom Fields page lists all the user-created custom fields. From the Custom Field Settings page, users can view custom fields or create new custom fields. The page can be filtered and sorted to view the desired custom fields.
Custom Field Record
The Custom Field record contains the configurations, the user-created options, and the records types where the field will be available.
Options
Options are user-created values that comprise the selection choices for the custom field. They can be deactivated or activated to restrict or allow use. When deactivated, the options will be removed from unapproved transactions and will not be available for future selection.
Records
The Records section of the Custom Field record displays all record types where the custom field has been added, making it available for selection on those records. They can be deactivated and activated to restrict or allow use. When deactivated, the custom field will be removed from unapproved transactions and will not be available for future selection on those records.
The ‘Show in Details’ setting controls how custom field options are assigned to records.
On: Custom fields can be individually applied to each detail line in the record. As selections are made in the detail lines, the options used are displayed in the header.
Off: Custom fields are displayed only in record header and apply to the entire transaction and detail lines. When this setting is off, only one option can be selected for the custom field on the associated record.
Each record type can have up to three custom fields.
Managing Custom Fields
Deletion: Custom fields that have not been used in transactions can be deleted.
Deactivation: If a custom field has been used, users can deactivate:
The custom field itself to remove it from selection for specific record types.
Custom field options to restrict selections that are no longer relevant.
Edit: Users can edit settings, names, options on the custom field record.