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Quantum VS Help: File Maintenance |
User Defined Fields are 'user configurable' fields which can be added to a range of document types. This enables Users to record, view and analyse data in fields you have defined, based on your business's own needs and requirements.
Setting up User Defined Fields enables you to extend the scope of the existing Quantum VS record types. For example, trade-specific quality assurance codes or drawing number references might be recorded against a Product record. Similarly, unique detail might be added to Customer, Customer Part Number and Supplier records, such as classification status, or extended address/delivery information. It is also possible to set up and record User Defined details on Sales Orders, Purchase Orders and Purchase Order lines.
For further details see:
User Defined Fields are set up and maintained in the User Defined Data Maintenance screen, typically by a System Administrator. See Accessing User Defined Data Maintenance.
Fields may be created for the appropriate document type (Sales Order, for example), with the desired properties. See Creating User Defined Fields.
Once created, each User Defined Field then displays within that document type, allowing data for the current record to be added and amended.
If necessary you may edit and delete your User Defined Fields within the User Defined Data Maintenance screen.
User Defined Fields may be created for the following Quantum VS document types:
Customer: To record User Defined details for a Customer.
Customer Part Number: To record User Defined details for a Customer Part Number.
Product: To record User Defined details for a Product.
Purchase Order: To record User Defined details for a Purchase Order.
Purchase Order Line: To record User Defined details for a Purchase Order Line.
Sales Order: To record User Defined details for a Sales Order.
Supplier: To record User Defined details for a Supplier.
The following data types are available when creating a User Defined Field:
Date - Select this option if you want the User to enter a date.
Text - Select this option if you want the User to enter alpha numeric text (or make a selection from a list of text menu options - see below).
Numeric - Select this option if you want the User to enter a whole number.
True / False - Select this option if you want the User to select a 'True' or 'False' option.
Web Page - Select this option if you want the User to enter a URL.
An additional option, available for 'Text' type User Defined Fields only, is to set up a series of Analysis Field menu options for User selection. For example: you create a 'Text' type User Defined Field within Sales Orders called 'Order Value', with the following menu options: 'High', 'Medium', 'Low'. When a Sales Order is open the User will be able to select the User Defined Field tab and use the Order Value menu to select 'High', 'Medium', or 'Low'.
Once created, User Defined Fields can display in a number of possible areas.
Typically, User Defined Fields display in a tab within the chosen document type. You may view User Defined details for a:
Customer by opening the Customer record and selecting the User Defined Fields tab.
Product by opening the Product record and selecting the User Defined Fields tab.
Supplier by opening the Supplier record and selecting the User Defined Fields tab.
Sales Order by opening the Sales Order and selecting the User Defined Fields tab.
Purchase Order by opening the Purchase Order and selecting the User Defined Fields tab.
The following document types do not have a separate User Defined Fields tab. You may view User Defined details for a:
Customer Part Number: by opening the Customer Part Number record. User Defined Fields display within the record itself.
Purchase Order Line: by opening the Purchase Order and selecting the View hyperlink in the User Defined Fields column on the line.
User Defined Fields may also be configured to display in the Properties panel when Sales or Purchasing documents are displayed. For example, User Defined Fields created for:
Customers - will display in the Customer Panel...
Products - will display in the Product panel...
...of the Properties area when a Sales Order is open, providing useful information for the Sales Clerk.
In addition, User Defined Fields may be configured to display in the Finder for the chosen document type. For example, User Defined Fields created for Sales Orders and Purchase Orders can be displayed in the Sales Orders and Purchase Orders Finders. This enables the filtering and selection of records based on User Defined data.
You may record User Defined details for a Customer, Customer Part Number, Product, Supplier, Sales Order, Purchase Order and Purchase Order Line. See Adding, Editing And Deleting User Defined Details.
A range of methods are possible for viewing User Defined details for a Customer, Customer Part Number, Product, Supplier, Sales Order, Purchase Order and Purchase Order Line. See Viewing User Defined Details.