No ERP, Financial, CRM or Payroll system can be a 100% solution for your business and you will make a decision on which system to purchase and then configure and customize the areas that will make your business unique in the way you run it.
Customer information might be important for you whereas extra fields of information for each Inventory item is important for someone else. User defined fields are possible not only in most Master files like Customers, Suppliers, Inventory and GL accounts but also documents like Invoices, job cards etc.
Currently user defined fields (UDF), or additional Fields as pastel calls them, are possible in documents as part of the header and believe that future versions will come with UDF in line items as well.
So decide on the additional fields you want to add as well as the data type (Text, Date, number etc) as well as what master you link this data to. Depending on data type you are also able to decide on the length and with numbers the amount of decimal places. The data can also be from a drop down choice menu and you can decide if these UDF are a compulsory field or not (Forcing a user to enter a value before saving that master file)
To add User Defined Fields (UDF) you need to log onto the company you wand to add UDF as a Supervisor (Admin).
Once logged into the company data that you want to ad UDF as an administrator you will be able to open the tree node called “Pastel Evolution Administration” and in the sub node System Configuration click on the User Defined Field Dialog Box (Circled Green)
The list of Master files and documents shown on this screen is dependent on the modules you have. The example shows all available tables that allows UDF.
In our example we will add some UDF in the prospective Customer Master File. From the UDF Maintenance Screen choose the Document or Master file you want to add UDF to. In this case Prospective Customer and once this is highlighted click on “ADD” Button.
The first example will be a UDF of the person at a prospective customer that is the decision maker for accepting your possible proposal. The name will be free flow text.
The following screen appears. The field Name needs a unique name that has no spaces or special characters. In the Description block enter a descriptive description of the data you will be entering in the future. Keep this as short as possible as the capture screen will cut this off. This example is too long.
From the Drop down Data Type choose “String” which denotes Text or all allowed characters.
The Other data types are self explanatory and I will demonstrate the True/False and Lookup in this document.
The field size can be changed to smaller or bigger than the default size of 30 Pastel has entered automatically. When you have multiple UDF you can decide the order of each UDF by increasing or decreasing the number in the sort order.
In this example the data type is True or False and as this can only be one or the other it is a “Forced Field and the reason this prompt is greyed out.
You have the option of what do you want the default to be.
Be aware that Forcing an option as well as having a default value will invalidate the force value as the default will add a value into the field.
In the following example we want the final result to be a drop down menu with choices and only those choices can be used.
You may capture as many possible options that you want the drop down to have and each needs to be separated by a semi colon.
Below is the sample UDF that you have created and shows the drop down menu with the multiple options captured originally.
Once you have added all the UDF you want for now you can close the UDF Maintenance screen.
The process to close and update tables can take some time as the LIVE master file tables are updated with these new fields as well as default data.
Below is an example of how you can create Multi Pages (Page Index number and Name) of UDF and sort them out accordingly.
Here is an example of these multiple page tabs (In the Green Block).
I do not know if there are any restrictions but Ritzy IT has 126 user defined fields in our Customer Master file. This tab shown are the fields for Ritzy IT to keep track of your loyalty points and are updated automatically by a script (programmers code) to calculate new balances etc.
Once you have added UDF to a master file an additional TAB becomes available in the Master file or document you added UDF to. This shows the Customer master File with the NEW Additional Fields Tab.
In this next screen shot is the Additional Fields Tab open showing the multiple Pages (TABS) at the bottom that all have UDF.
Below is an example of Additional Fields open in a Tax Invoice .