Custom Fields

Custom Fields

Overview

Custom Fields allow users to add additional, user-defined data points to various modules in CustomBooks™, such as Companies, Sales Invoices, Items, Purchase Orders, etc. These fields can store information that isn’t part of the default setup.

For example, an e-commerce business might use a custom field to track order source (e.g., "Website" or "Mobile App"), while a service-based company might use it to note project deadlines or client preferences.

Benefits of Using Custom Fields

  1. Enhanced Flexibility - Custom Fields let you tailor CustomBooks™ to your unique business needs. Whether you want to track specific product attributes, customer details, or project statuses, you can design the system to fit your processes.
  2. Improved Data Organization - Storing specialized information in Custom Fields helps keep all relevant data in one place, reducing the need for external spreadsheets or tools. This improves efficiency and minimizes errors caused by scattered data.
  3. Better Insights - The additional data captured in Custom Fields can be included in reports, providing deeper insights into your business operations.
  4. Efficient Communication - Custom Fields can store notes or details that improve communication within your team. For instance, a sales team might use a "Preferred Contact Method" field to ensure they approach clients in their preferred way.
  5. Improved Branding and Personalization - Custom Fields can be used on customer-facing documents, such as invoices or quotes, to include personalized messages or additional details relevant to the client.

Where can Custom Fields be added/used?

Users may create any number of Custom Fields that can be used in various areas of the software including the following objects:
  1. Company (custom fields may be restricted to Customers only, Vendors only, Employees only or all three)
  2. Item (custom fields may be restricted to Product Items only or Service Items only or included on both)
  3. Assembly Build
  4. Bank Transfer
  5. Bill
  6. Bill Payment
  7. Budget
  8. Cash Receipt
  9. Cash Sale
  10. Deposit
  11. Disassembly
  12. Dropship Delivery
  13. G/L Account
  14. Inventory Adjustment
  15. Item Receipt
  16. Journal Entry
  17. Lots Adjustment
  18. Order Closing
  19. Payment
  20. Purchase Order
  21. Purchase Return
  22. Quote
  23. Reconciliation
  24. Sales Invoice
  25. Sales Order
  26. Sales Return
  27. Sales tax payment
  28. Serial Number Adjustment
  29. Shipment
  30. Statement
  31. Time Tracking
  32. Warehouse Transfer

Creating a Custom Field

  1. Navigate to Admin Panel → General Settings → click the Custom Fields link.
  2. Highlight or select the object that you want to place a custom field on in the list on the left.
  3. Click Create → New. The custom field creation tab will open.
  4. Enter a custom field name. This will become the label for the custom field in the software.
  5. Check the "Make this a required field" checkbox if you wish for it to be required.
  6. Choose a value type.
    1. Boolean - will create a checkbox custom field.
    2. Date - will create a date custom field with a date picker widget.
    3. String -  will create a free-form field. The maximum characters and field length may be specified.
    4. Number - will create a field that accepts number characters. Number of characters and precision (decimal places) may be specified.
    5. Address / contact - will create a drop-down list of addresses/contacts from your addresses/contacts list.
    6. Company - will create a drop-down list of companies from your company list.
    7. Country -  will create the custom field as a drop-down list of Countries that have been entered in the Country list.
    8. Custom Value - will create the custom field as a drop down.   If you choose this type, Click the create button and enter the list of values you would like to appear in the dropdown.
    9. Item - will create the custom field as a drop-down list of Items in your inventory.
    10. Sales People - will create the custom field as a drop-down list of sales people in the sales people list.
    11. Shipping Carrier - will create the custom field as a drop-down list of shipping carriers from the shipping carriers list.
    12. User - will create a drop-down list of account users in your account.
  7. Click OK.
  8. Some value types have additional formatting options. Click the format link to make changes if desired.
  9. Enter a tooltip to include a user tooltip that will appear when hovering over the field.
  10. Click Save and Close.




Creating Custom Fields

Using Custom Fields

Custom fields will appear in the appropriate document/object in a new tab called Custom Fields. The name of this tab may be renamed by navigating to More Actions → Change form. Highlight the Custom Fields entry on the left and change the name in the right panel.





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