User Fields

Deacom allows the creation of user-defined fields that, once created, are available on various master data records such as Items, Vendors, and Customers. These fields allow companies to enter and store information outside of the fields provided in the system. User Fields can be used with User Calculations and are also available for printing on the majority of Part Forms and Report Layouts used throughout the system.

Additional notes regarding User Fields include the following:

  • The security setting "Tools -- edit user fields" controls the ability to add or modify User Fields, however it does not prevent users from entering information or values in these fields throughout the system.
  • The spreadsheet option via Inventory > Price Updates may be used to add, not modify, the values to existing User Fields with a "File" of "Item Master".
  • Added the ability to view and modify Purchase Order header UDFs from the Receive PO form.

System Navigation

  • Tools > Maintenance > User Fields

Edit User Defined Fields form

Opened via the "New" or "Modify" buttons on the User Fields form.

Button/Field/Flag Description

Sort

Allows the user to sort the order in which user-defined fields are displayed.

Edit Pick List

Opens the Edit Pick List form, which allows the user to enter an unlimited number of items and corresponding memo fields to be used in the pick list when information is entered in this User Field.

  • When deactivating a pick list value users will be prompted if they wish to clear the pick list option for any records in which it is already set.

File

Pick list used to determine where in the system the User Field will be available for use. Options are:

  • Attached Document - Available when accessing the "View Docs" part of a record.
  • BOM Line - The "bo_quant" (BOM Quantity) field and all BOM User Fields are available to print on Part Forms.
  • BOM Revision - The "bo_quant" (BOM Quantity) field and all BOM User Fields are available to print on Part Forms. Additionally, all User Fields on Formulas (BOM Revisions) are available to print on batch tickets.
  • Billing Group
  • Bill-To Company
  • Bill-To Facility
  • CRM Project
  • Campaigns
  • Campaign Email Results
  • Category
  • Chart of Accounts
  • Commissions / Rebates
  • Contact
  • Contact Notes
  • Contact Person
  • Contact Search 1-5, listed separately and using their specified captions.
  • Container
  • CRM Project
  • CRM Project Notes
  • Customer Part - Available to print on all Sales documents and Part Forms.
  • Deal
  • DSD Route (requires DSD license)
  • Facility
  • Freight Type
  • Item Facility
  • Item Master - Available to the Grid Layouts for the Inventory "Lots", "Lot Summary - User Lot", "History", "History Summary", "Transaction", and "Aged" reports and on the Issue/Reserve Inventory form. Additionally, if these fields should be printed on the BOM report, these fields must be prefixed with "cUSERPROD".
  • Item Search 1-5, listed separately and using their specified captions.
  • Job Category - The Job Category fields are available to the following Grid Layouts: jobsum, expmat, jobcostdet, jobcostsum, jobdet, jmatcost, prodhist, prodhistsum, jobqcdet, jobqcsum, wcostsum, and wcostdet
  • Job Header - Available to the Job pick list.
  • Job Line - Available to Job Labels, all batch tickets, and all job picklist report layouts.
  • Job Time Entry
  • Location
  • Location Type
  • Operation
  • Package
  • Payment Type
  • Part Form
  • Print Substitution
  • Project
  • Promotion
  • Purchase Order Header - All Purchase Order User Fields are available to the Purchase Order reports such as order confirmations and receivers.
  • Purchase Order Line - Available to all Purchase Order reports. Users with the security setting "Purchase orders -- edit user fields from View Order form" set to Yes may edit both header and line PO User Fields when clicking the "View Detail" button on Purchase Order reports and forms throughout the system. This ability was added to support various different scenarios including the need to indicate the reason for Vendor returns after the Purchase Order is marked as received in the system.
  • PO Search 1-2, listed separately and using their specified captions.
  • Quality Control Group - Available as a file type and available to the QCINFO block.
  • Quality Control Group Test
  • Quality Control Pass - Available as a file type and accessible on the C of A report through two methods: (1) In the QCINFO block using the field name (i.e. field "u_approver_1" should be written in the report as "u_approver_1") and (2) m. notation. by using m.u_approver_1 (or whatever the field name is) into the report to produce that value on the report.
  • Quality Control Test - Available as a file type and available to the QC INFO and QC PARENT INFO block types on COA reports. For additional info on the QC INFO and QC PARENT INFO blocks visit Managing Part Forms.
  • Report Layout
  • Restricted Selling
  • Route - Option to the File combobox on the tabadd form, when a record is saved into dmd1, store 'dtroute' in d1_table. This report displays information regarding Direct Store Delivery (DSD) routes in the system including route start date and time, end date and time, total number of order shipped, the Ship Via, Location and User.
  • Routing
  • Routing Sequence
  • Sales Order Header
  • Sales Order Line - Allows the use of "in_Engineering" fields in calculated Sales Order line User Fields.
  • Sales Rep
  • Sales Search 1-5, listed separately and using their specified captions.
  • Scale Model
  • Ship-To Company
  • Ship-To Facility
  • Ship Via
  • Shop Area
  • Sub-Category
  • Territory
  • Term
  • Ticket
  • Ticket Contact
  • Ticket Search 1-5, listed separately and using their specified captions.
  • Unit Of Measure
  • User
  • User Group
  • Vendor
  • Vendor Facility
  • Vendor Group
  • Vendor Part - Vendor Part User fields are available on the Vendor of Parts grid
  • Work Center
  • Worker

Name

Defines the caption that will appear as the field name.

Field Name

Indicates the field name that will be stored in the user field database table.

  • Preferred format is "u_(user field name)" i.e. "u_boiling_point".

Field Type

Pick list used to determine the kind of field, or the type of options or forms of entry that will be allowed when filling in this User Field. Existing User Fields that are in use can not have their "Field Type" changed; If the User Field is in use, the "Field Type" pick list is disabled. Options are:

  • Character - Allows users to enter a text statement up to 60 characters in length.
  • Date - Requires entry to be made in the following date format: 00/00/00 (month, day, and year can be entered in any order).
  • Logical - Only allows a selection of "Y" for yes or "N" for no.
  • Memo - Allows user to enter text, up to approximately 6,000 characters.
  • Numeric - Requires user to enter a number value based on the format/value defined on the "Picture" field.
  • Pick List - Used in connection with the “Edit Pick List” button and allows for the definition of an unlimited amount of pick list options.
  • URL - allows users to create a URL Textbox user field designated with "link" symbol.
  • Search Box - Used in connection with the "Search Box" and "Search Box Override" fields below to create a user field utilizing any existing search box in the system.

Search Box

Defines the search box that will be used for the selected user field. Only available when using a Field Type of "Search Box." The list contains all active search boxes available in the system.

Search Box Override

Option to override the filter on the search box with an expression, for example an SQL WHERE clause.

  • All fields available to the search box are available for this expression.

Min Value

Defines the minimum acceptable value that may be entered in this field when "Field Type" is set to "Numeric".

  • Only enforced when the user modifies the value from its default value of 0 or if a non 0 default value is set in this field.

Max Value

Defines the maximum acceptable value that may be entered in this field when "Field Type" is set to "Numeric".

  • Only enforced when the user modifies the value from its default value of 0 or if a non 0 default value is set in this field.

Picture

Defines the format used to enter results in the field when "Field Type" is set to "Character" or "Numeric".

Calculation

Memo field used to store a calculation for the selected User Field when flagged as "Calculated".

  • When selecting a "File" option of "Item Master," the following fields are available: Dmprod fields including pr_id and User Fields, Dmcats and Dmcats2 fields, Category and Sub-Category User Fields.
  • When selecting a "File" option of "Item Facility," the following fields are available: Dmprod3 fields and dmprod3 User Fields where p3_waid = the Facility that the user is viewing.
  • The jo_id field is available when selecting a "File" option of "Job Header".

Default Value/Memo/Search Value

Option to set a default value, memo, or search value as it will appear in the system for the selected user field. Note: Setting a default value does not affect existing records, only new records created after the default has been set will be affected. For example, if you modify an existing Item Master User Defined Field and set a default value, this default value will not be populated on the user field of existing Item Master records, rather it will take effect when you create a new Item Master record.

  • The fields available for use depend on the Field Type selected. For example, the Default Search Value field is only available when selecting a Field Type of "Search Box."
  • Logical user fields use the Default Value field and should have 0 for False and 1 for True.
  • Date user fields use the Default Value field and should use the syntax of mm/dd/yyyy

Active

If checked, this record is active. Only active records may be used in the system.

Calculated

If checked, indicates the field is not open for direct entry and will be populated based on a pre-defined User Calculation.

  • Calculated User Fields may reference other User Fields in their calculation.
  • All in_fields are available to calculated Sales Order User Fields.

Required

If checked, a user must enter a value in this field when creating or modifying the "File" type for this User Field in the system.

Unique

If checked, values entered in this field cannot be the same or duplicates of other previous values entered for this field.

  • When this field is checked, the "Copy To Backorder" flag is set to false and disabled.

Sort Alphabetically

If checked, when "Field Type" is set to "Pick List", pick list options for this User Field will be sorted alphabetically as opposed to the order in which they were created/are listed.

Use Captions For Options

If checked, when "Field Type" is set to "Pick List", pick list options for this User Field will be displayed using the "Caption" selected (rather than the "Name" defined) in the Edit Pick List Item form.

Fire Sales Calculations Upon Change

If checked, the system will re-fire Sales Order User Calculations applicable to the order when the value in this User Field is modified.

  • Available when "File" is set to "Sales Order Header" and for Sales Order Line user fields on the "Add" form.
  • Example: A customer adds charges to Sales Orders based on the values inputted in certain Sales Order header User Fields. Assume the values in the User Fields are normally entered or updated when printing out the Sales pick list when drivers pull up to the shipping window. In this case, an option to have Sales Calculations fired when User Field values changed is required.

Include in DSD

If checked, the user field will be available for use in the DSD application.

Copy to Backorder

If checked, the value in the user field will be copied over when creating backorders.

  • Only available when creating a Purchase Order Header, Purchase Order Line, Sales Order Header, or Sales Order Line user field.
  • This field and the "Unique" field cannot both be checked.

Sync Master Order Values to Child Orders

Only enabled when "File" is set to "Sales Order Header". Will dictate how user fields are copied between Master Orders and Child Orders as follows:

  • When checked and saving a Master Order with new user field records, this value in the master order header user field will be copied down to all the child orders as well.
  • When checked and saving a Child Order with new user field records, this value will match the value on the Master Order for the same user field.
  • When unchecked and saving a Master Order with new user field records, the values on the Child Order user fields will not be changed.
  • When unchecked and saving a Child Order with new user field records, this value will be what it already was in the Child Order user field, or the new one the user has entered.

Edit Pick List form

Opened via the "Edit Pick List" button on the Edit User Defined Fields form, the Edit Pick List form lists all pick list options for the selected User Field and allows the user to enter an unlimited number of items and corresponding memo fields to be used when completing this User Field. Clicking the "New" or "Modify" buttons will open the Edit Pick List Item form and allows the user to define the text that will appear as the pick list option as well as its availability.

Edit Pick List Item form

Opened via the "New" or "Modify" buttons on the Edit Pick List form.

Button/Field Description

Name

Defines the text the will appear as the pick list option.

Text

Memo field used to store a description of the option.

Caption

Search field used to select a Caption to use as the text that will appear as the pick list option.

Active

If checked, this record is active. Only active records may be used in the system.