Custom Fields

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General

Custom fields are managed in the LOCATE Settings, within each module. The modules that contain custom fields are noted by a "C" symbol in the Settings navigation menu.

Custom Field Profile Page

To view current custom fields:

  1. Navigate to the Settings Menu.
  2. Click one of the modules from the left menu with a bold "C" icon.
  3. Click onto the Custom Fields tab.
    • On the left you'll see a list of all current custom fields and the order in which they will appear in LOCATE. Use the arrows to reorder the custom fields.

On the custom field profile page, you may view and edit all details pertaining to the custom field.

Name and Description
The name and description of the field will appear here.
  • Note that the custom field name must be unique.
  • The description is optional.
Default Value
You may choose whether or not there should be a default value for the custom field. For example, if the answer for a check-box type custom field is most often going to be "Yes" you may select it as a default value to appear automatically.
Type
There are many types of custom fields that may be created in LOCATE, which determine their formatting and use throughout the system.
  • Text Box - A text box will only display one line of text in LOCATE, but can contain up to 65,535 characters.
  • Checkbox - This type of custom field will create check-box for the user to flag.
  • Listbox - A listbox will generate a list of options from which the user can select a value. For information on how to manage custom lists, continue here.
  • Date Box - This custom field type allows the user to enter a date or select one from the calendar drop-down. The dates are formatted in MM/DD/YY [Ex: 10/28/16]
  • Integer Box - This field is formatted for whole numbers, and includes positive and negative values. [Ex: 4 or -4]
  • Textarea - The textarea field is designed to contain and display up to 65,535 characters.
  • Double Box - This field is formatted for numbers and does not allow commas. [Ex: 1235 or 1235.93]
  • Currency Box - This field type will be displayed with a currency symbol and will round the number entered to the nearest hundredth. [Ex: $1,000.00] This field does not allow commas, as they will be automatically added once the field has been saved.
  • Time Box - This field type will be formatted in the 24-hour clock, and will display hour and minute. [Ex: 24:00]
  • URL - A website address may be entered into this type of custom field, and hyperlinked for easy access. The site entered must include the full address, for example: "https://www.locateinv.com". Formats such as "locateinv.com" or "www.locateinv.com" are not acceptable.
Required?
Here you may specify whether or not it is required to complete the custom field when creating or editing a record in LOCATE.
Length Limit
If you would like to establish a character limit for the custom field, you may do so here by simply entering in the numerical limit. For example: entering "6" would limit the field to 6 characters.
List Values
If the custom field type is "Listbox", you will be able to view all of the list values associated to the field in the section below.
  • You may make a value default for the custom field by clicking "Make Default" next to the desired item.

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Create Custom Fields

  1. Navigate to the Settings Menu.
  2. Click one of the modules from the left menu with a bold "C" icon.
  3. Click onto the Custom Fields tab.
  4. Click New Custom field.
  5. Fields:
    • Field Name - Enter the name of the custom field.
    • Description - Enter a description of the custom field for the users' reference. This is optional.
    • Type - Select the desired type.
    • Default Value - Enter the default value for the custom field, if desired. This field will only be made available for certain custom field types.
    • Required - Select whether or not the user must fill out the custom field when creating a record.
  6. Click Save.

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Use Custom Fields

Custom fields are found in the following modules:

Bill of Materials Payment Methods Return Orders Use Orders
Carriers Picking Sales Orders Users
Customers Purchase Orders Salespeople Vendors
Invoices Quotes Shipping Terms Work Orders
Packing Receiving Sites
Parts Reconcile Transfer Orders


When Creating a Record

It is most common to complete the desired custom fields when a record is first created. For example, a new sales order or a new carrier. The available custom fields will appear at the bottom of the create screen, and the user may complete them before they save the record. If the custom field is required, the user must fill it out to save the record.


On the Custom Sub-tab

Each module that has custom fields will have a custom sub-tab on which to use the custom fields associated to a specific record.

  1. Navigate to the individual record for which you would like to manage the custom fields.
  2. Click onto the Custom sub-tab.
  3. Use the column headers to sort and find the custom field you would like to change.
  4. Click Edit.
  5. Fill in or select a new value.
    • Required fields will be marked with a green check-mark.
  6. Click Save.

If the custom field is a list type, you will have an additional option to click Go To List to view the full custom list.


On Order Line Items

Order-related modules will also allow for the association of line-item custom fields. For example, sales orders, purchase orders, quotes, invoices, etc.

  1. Navigate to the individual record for which you would like to manage the custom fields.
  2. Use the line item column headers to sort and find the line to which you would like to associate custom field data.
  3. Click the "C" badge to the right.
  4. Fill in or select new values.
    • Required fields will be marked with an asterisk.
  5. Click Save.

Line-level custom fields may be edited after a sales order or purchase order has been issued.

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Edit Custom Fields

The custom field type cannot be edited once the field has been created.

  1. Navigate to the custom field you wish to edit.
  2. Click Edit Details.
  3. Change the details you wish to modify.
  4. Click Save.

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Delete Custom Fields

Deleting a custom field will remove the field from all associated records in LOCATE and archive the custom field.

  1. Navigate to the Settings Menu.
  2. Click the module from the left menu that you would like to remove the custom field from.
  3. Click onto the Custom Fields sub-tab.
  4. In the custom field list on the left, find the field that you would like to remove and click the red "X" symbol.
  5. When prompted, click Yes.

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