User Defined Fields Setup

In eFinancials

Customers: Setup—AR Setup—Customers—User Fields Tab

Purchase Orders: Accounts Payable—Transactions—Purchase Order—User Fields Tab

Vendors: Setup—AP Setup—Vendors (link in User Fields column opens a pop-up)

In ePO

Purchase Orders: Purchase Order—User Fields Tab

Vendors: Setup—Vendors (link in User Fields column opens a pop-up)

In Job Cost

Jobs: Setup—Job Costing—Jobs—User Fields tab

Job Cost Estimates: Setup—Job Costing—Jobs—Estimates—Cost tab (link in User Fields column)

Job Income Estimates: Setup—Job Costing—Jobs—Estimates—Income tab (link in User Fields column)

In Contracts Setup

Subcontracts: Subcontracts—Subcontract Entry—User Fields tab

In Inventory Setup

Inventory: Setup—Global Setup—Item Master—User Fields tab

Refer to Overview for additional information.

Item (Select... button)

Click to select the location in the system where the User Defined Fields will be used.

eFinancials

Customers

Purchase Orders

Vendors

ePO

Purchase Orders

Vendors

Job Cost

Jobs

Job Cost Estimates

Job Income Estimates

Contracts

Subcontracts

Inventory

Item Master

Add Field (button)

Click the button to add a line to the grid.

Use a separate line to define each field that you want to appear in the User Defined Tab or pop-up in the location that you selected for Item.

If no fields are set up for the option you selected for Item, then the grid is blank. Otherwise, fields that were set up previously for the option you selected for Item appear in the grid.

For the Item you selected, you can:

• add new fields,
• view and edit existing fields, including changing the Type of fields and rearranging the Order of the fields, and
• delete fields.

The fields in the grid are arranged in columns. Click in a field and it becomes editable so that you can add or edit its contents.

Order

The sequence number assigned to the line, which is used to specify the order that the fields will appear in the User Defined Tab or pop-up.

NOTE that when you save after changing the sequence of any fields, the system rearranges the lines in the grid in the numerical order you specified.

Label

The label that you want to display next to a blank field in the User Defined Tab or pop-up. This label tells the user what you want them to enter into the blank field.

Type (drop-down)

The type of field. Select a type from the drop-down that appears when you click in the field. The type specifies the type of data and the type of field that you want to appear in the User Defined Tab or pop-up.

Options for type:

Check box

Select this option and a check box will be displayed in the User Defined Tab or pop-up so that in the tab or pop-up, the user can make an on/off or yes/no selection for this field.

Date

Select this option and a text box with a date picker will be displayed in the User Defined Tab or pop-up so that in the tab or pop-up, the user can enter a date.

Memo

Select this option and a memo box will be displayed in the User Defined Tab or pop-up so that in the tab or pop-up, the user can enter a memo, i.e., lines of text.

There is no length limit on the text that can be entered in the memo box.

Options

Select this option and a list of options will display for the user to pick from in the User Defined Tab or pop-up. After you select "Options" in the Type field, you must select an Option List in the next field.

NOTE that Options Lists are established using the User Defined Options menu item.

Text

Select this option and a single text box will display in the User Defined Tab or pop-up so that in the tab or pop-up, the user can enter a line of text.

There is no length limit on the text that can be entered in the text box.

Option List (drop-down)

Select the Option List that will be used to populate the drop-down list to be displayed in the User Defined Tab or pop-up.

Options that appear in this list must have been set up previously using the User Defined Options menu item.

When you click in the field, options only become available for (and are used by) fields with the Type, Options. Otherwise, this field is blank.

NOTE that this field is not required, but must be completed for if you select Options in the Type field. Otherwise, there will be no items to select from in the drop-down list in the User Defined Tab or pop-up. In other words, in the Type field, you can select Option, skip this Option List field, set up an Options List, and then return to User Defined Fields setup to select the Options List that you just set up for this field.

Required (check box)

When this is checked, the field displayed in the User Defined Tab or pop-up must be populated before the item can be saved, i.e., checking this box makes the field a required field on the User Defined Tab or pop-up.

NOTE that this does not apply to the Check box field type, however, so nothing happens when you attempt to check the box if you selected Check box as the Type.

Delete (button)

To delete a field, click the button and the entire line is deleted by the system.

Buttons

Reset

Click to restore defaults.

Save

Click to save changes. The system arranges your fields in the order you specify.

1. Select (path varies by module)—User Defined Fields. The User Defined Fields Setup grid appears.
2. At Item, click Select and select an Item from the drop-down list for the location in the system where you want to add the User Defined Fields.
   
   NOTE that the location in the system where the User Defined Fields will be used varies by application. This is hard coded in the system and cannot be changed. Refer to Fields List for Grid, the Item field, for a list of the locations by module.
   
   
3. Use the Fields list above to help you complete the fields.
4. Click Save.

Permissions must be set in the System module to access all User Defined Fields Setup setup activities.

User Defined Fields functionality is granted individually for each module: eFinancials, ePO, Job Cost, Contracts, and Inventory.

For each module, there are separate permissions for adding, deleting, and editing User Defined Fields.

System module—Security—Users—

—eFinancials—Setup—Global Setup—User Defined Fields

—ePO—Setup—Global Setup—User Defined Fields

—Job Cost—Setup—Global Setup—User Defined Fields

—Contracts—Setup—User Defined Fields

—Inventory—Setup—Global Setup—User Defined Fields