When a custom field has been added to a record, additional fields are displayed on the record. Custom field records can be configured to be used on AP Invoice records, AP Credit Memos, and Journal Entries.
Records 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 whole transaction. It is possible to have both types of custom fields on the same record as the settings are configured per custom field.
Once a transaction has been approved, the custom field cannot be edited in the header.
Show in Details
On the custom field record, the Show in Details setting determines how custom fields can be selected on records. If enabled, custom fields can be selected on individual detail lines within the record. If disabled, custom fields appear only in the record header and apply to the entire transaction and the detail lines. Both configurations can exist within the same record, as each custom field is set independently.
In the example below, Department, Special Project, and Cost Center are all custom fields that were added to the AP Invoice record. Department and Cost Center were not toggled to 'Show in Details’ on their custom field records, so they can only be selected in the header. Special Project was configured with 'Show in Details' enabled, allowing selections to be made at the detail line level while also displaying the chosen option in the header.
Show in Details - On
The custom fields can be individually applied by detail line in the record (B) or from the custom field selection in the header (A).
In the header custom field dropdown, users have the following additional options:
Search: Filters the list to the entered text.
Clear all selections: Clears all selections from the detail lines of the transaction.
Apply to all: Applies the option in the row to all detail lines of the transaction.
If detail lines have already been populated, apply to all overwrites the previous selections.
Show in Details - Off
Custom fields are only displayed in the header of the record, and are applied to the whole transaction and only one option can be selected for the custom field on the associated record.
Custom Fields Buttons and Fields
When a record has been added to a custom field, additional fields are displayed on the record.
Button/Field | Description | |
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1 | Custom Fields Settings Button | Opens the Custom Fields page where users can view a list of user-generated custom fields. |
2 | Custom Field Name 1 | User-generated custom field name. Custom field names are entered on the custom field record.
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3 | Custom Field Option Dropdown (Show in Details - Not Enabled) | Opens the list of user-created options for the custom field.
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4 | Custom Field Name 2 | User-created custom field name. Custom field names are entered on the custom field record.
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5 | Custom Field Option Dropdown (Show in Details - Enabled) | Opens the list of user-generated options for the custom field. When open, users have the following additional options:
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6 | Custom Field Name 3 | User generated custom field name. Custom field names are entered on the custom field record.
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7 | Custom Field Column | Additional column that is added for each custom field with ‘Show in Details’ enabled. In this column, user-created options are assigned by detail line. When options are assigned to detail lines the selections are populated in the header selection box for that custom field (#5). |