You can create extra fields to use on layouts so that you can capture more analysis data on your orders & invoices. These are called custom fields & they're a quick win if you want to customize your transactions with extra snippets of useful information.

For example, you might create a custom field called 'Team' & apply it to your default order layout so order creators have to code their orders to a specific team in the company.

Custom fields also come in handy if you download invoices for your own reporting & analysis purposes outside iCompleat. iCompleat can't currently post custom fields to your accounting software, but that doesn't mean they're not a great way to enhance the audit trail within iCompleat & store extra information about your transactions.

To create a custom field, go to Configuration > Manage Custom Fields, & click Add a new custom field.

Check out Custom field types below to help you choose which type of custom field to create.

 

Enable a custom field in a layout

Once you've created a custom field, you need to enable the custom field in the layout that you'd like it to appear on. To do this, go to Configuration > Manage Layouts. Click the layout, & enable the custom field in the Field Configuration tab.

 

Custom field types

When you create a new custom field, you have to choose a custom field type. This determines how the custom field will appear to users on the layout, like in the form of a drop-down menu, or a free text entry box.

Here's a handy list of the custom field types available, along with examples of how they appear when they're used on order & invoice layouts.

 

Simple text

Add a simple text field to a layout so that users can type an entry within a single line.

Here's an example of the simple text field used at header level to provide extra information about an ad hoc delivery site for order approvers.

When you set up a simple text field, you can set a maximum character amount.

 

Multiline Rich Text

Add a multiline Rich Text field to a layout so that users can add a little extra information to an order or invoice, & format it to stand out.

Here's an example of a multiline rich text field used to record competitor prices upon placing an order:

 

Date

Add a date field to a layout so that users can add an important past or future date to an order or invoice.

Here's an example of the date field used at header level on an invoice to indicate when the original quote was received:

You can restrict a date field so that users can only select future or past dates, or both.

 

Number

Add a number field to a layout so that users can enter a figure relating to the order or invoice.

Here's an example of the number field used at header level on an order to select the estimated cost:

When you set up a custom number field, you can specify the number of decimal places required, the minimum and maximum value that can be entered, & whether the field will be mandatory.

 

Checkbox

Add a checkbox field to a layout so that users can indicate if an action has been taken. A toggle will appear for users to switch to Yes or No.

Here's an example of the checkbox field used at line level to indicate whether a competitor price check has taken place against an order item:

 

Predefined

Add a predefined custom field to a layout that lets users select an option from a drop-down.

Here's an example of a predefined field used to select the person who requested for the order to be placed:

When you create a predefined custom field, you can either manually enter the drop-down options, or upload a spreadsheet containing the required codes.

If you upload a spreadsheet containing the codes, make sure that there's no header information in the columns.

Uploading a new spreadsheet of codes will override any codes that are already saved against the field. For this reason, just make sure that when you need to update the codes that you do it in the spreadsheet, & then re-upload it.