Custom fields allow you to add extra details to your transactions and contact records, giving you flexibility to capture key information and tailor documents to suit your industry requirements. You can also choose whether these fields appear internally or on PDF transactions, ensuring that the right information is visible where it matters most.
Setting Up a Custom Field
Follow these steps to set up a custom field:
Navigate to Control Panel > Custom Fields and click +New.
Define the Custom Field:
Enter a Name for the field.
Select a Type:
Contact – Links the field to your contacts. The data in transactions is controlled by the contact’s profile.
Transaction – Links the field to transactions, allowing you to update the data for each transaction.
Choose the Data Type:
Text - Allows free text input.
Amount - Displays values in amount format.
Date - Uses a date format with a calendar for selection.
Dropdown - Requires predefined options for selection.
Example Dropdown (e.g.: Person In Charge)
Tick Set as Required if the field must always be filled in.
Choose where the field appears:
In the Show In section, enable the toggle for the transactions where you want the field to be displayed:
For a Contact-type field, enabling this option will display the field on the PDF transaction.
For a Transaction-type field, enabling this option allows users to enter data for the field in each transaction. To include it in the PDF transaction, tick Show in PDF.
This means the custom field can be used for internal purposes only, or set to appear on the PDF transaction. You might want to add a field to your transactions but not necessarily want it to appear on PDF transaction.
Once done, click Save.
Examples of Custom Fields
Here’s how custom fields work for both Contact-type and Transaction-type fields.
Example 1: Contact-Type Field
Name: Member ID
Type: Contact
Data Type: Text
Show in: Invoice
To view this field:
Go to the Contact module, click View on an existing contact or create a +New contact.
You will see the Member ID field in the Custom Fields section.
The Member ID will appear in the contact details section of the PDF invoice as follows:
Example 2: Transaction-Type Field
A list of transaction-type fields with different data types have been created and set to show on the PDF invoice.
To view these fields:
When creating a transaction under Sales > Invoice, you will see the fields in the Custom Fields section.
The field will appear in the PDF invoice as shown below:
Notes
When to Use Custom Fields - Custom fields are useful when you need to capture additional details that are not available in the default fields or when you want certain information to appear on PDF transactions.
Alphabetical Arrangement of Fields - Custom fields will be arranged in alphabetical order for better organization.
Automatic Custom Field Alignment - When a transaction contains more than four custom fields, system will automatically structure them in a dedicated table section.
Custom Field Column in Transaction Listing - You can add the custom field column in transaction listing from the column chooser, allowing for better visibility and improved tracking of your transactions.
Search Custom Fields - You can search for a keyword within a custom field that has been added to your transactions.
