Store custom information for Purchases

Steps to create a Purchase-based Custom Field

1 Create a Custom Field
2 FAQs

Related Help Guide Pages

Custom Fields

Learn how to store custom information for Purchases

You can add Custom Fields to Product & Service Purchases, giving you greater flexibility to capture the information you need for your internal processes.

Purchase Custom Fields could be used to -

Store extra details specific to your processes
Improve reporting and auditing with tailored Purchases information
Record things like tracking references or location notes (e.g. what3words)

This page will walk you through the steps to create a Custom Field for your Purchases to store additional information about your customers.

Create a Custom Field

Follow these steps to create a new Custom Field for your Purchase

Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Custom Fields’ page
Click the ‘Add Custom Field’ button
Give your Custom Field a useful name and description

Please Note!

If you are adding a number at the beginning of your Custom Field name, please ensure the number is in word format and not number format. For example, ‘Five’ instead of '5'. This is because numbers can affect the Audit Logs if you choose to have this enabled

Select what type of field you are creating, e.g. a date field, or a checkbox, or a text box
Text - Use this type for Custom Fields that will store words or sentences; for example, labels, descriptions, or general notes.
Number - Use this type for Custom Fields that will only store numbers, for example, quantities or scores.
Date - Use this type to add a calendar-style field that will store a date, for example, due dates or birthdates.
Checkbox - Use this type for Custom Fields which will be a simple checkbox; it’s ideal for yes/no questions or marking something as done.
Drop Down List - Use this type for Custom Fields where you’d like people to choose from the list of options in a drop-down menu. When you select this type, a new box will appear so you can add the choices you want to include.
Select the module ‘Purchase’ and the page ‘Details’
Select the section in the Details page that you would like to add this field to
Choose whether you would like this Custom Field to be available as a merge field in your Text & Email Templates
Check the ‘Include in Text Templates’ option if you would like to include this information in emails sent to your customer about their purchase
Choose whether you would like to be able to restrict your Purchase Workflows from sending based on this Custom Field
Check the ‘Include in Workflows’ option if you would like to use this Custom Field in your Workflow Rules
Check the ‘Include in audit logs’ option if you would like to monitor any updates to this Custom Field on your Purchases
Click ‘Save & Close’ to create your Custom Field!
You should now be able to view and edit it from the Purchases Details page for each Purchase!

FAQs

Can I change which page/section the Custom Field is displayed in later?

Yes, you can change the page/section that your Custom Field has been added to. You cannot change the Name or Type of the field once it has been created.

Can I see who makes changes to my Custom Field?

Yes, as long as the ‘Include in Audit Logs’ box is checked when you create or edit the Custom Field. This setting means any changes made to the value stored in that field will be tracked in the Audit Logs. You’ll be able to see what the value was changed from and to, when the change happened, and who made it! Please note This audits the values added or updated in the field, not changes to the field itself (like renaming or repositioning the field). Please Note! If adding a number at the beginning of your Custom Field name, please ensure the number is in word format and not number format. For example, ‘Five’ instead of '5'. This is because numbers can affect the Audit Logs if you choose to have this enabled

Can I search using my Custom Fields in my DataGrids?

This isn’t possible but it is possible to apply Filters using your Custom Fields!

Can I delete Custom Fields?

Best practice is hiding Custom Fields from view via the Configure Forms option, however, if you do need us to Delete a Custom field, we recommend contacting the Support Team in order to delete the field, the support team will need to be contacted within 15 minutes of the field creation.

Once a drop-down box Custom Field has been Created, is it possible for us to change the options included?

Yes, this is possible! Just edit the Custom Field from the Custom Fields DataGrid in Administration and add your new options.

Can a Custom Field be renamed?

No! Custom Field names cannot be edited/changed

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Store custom information for Purchases

Steps to create a Purchase-based Custom Field

Related Help Guide Pages

Create a Custom Field

FAQs