Custom fields

What custom fields are

KyDec ships with the fields most businesses need. A custom field is one you add yourself: a licence number on your business, a region on a client, a shelf number on an item.

You define a field once, for one kind of record. From then on it is offered on every record of that kind, and you fill it in like any other field.

Where custom fields are kept

1. 1Open Business Settings and choose Custom Fields & Tags.
2. 2Open the part for the kind of record the field belongs to, for example Private Custom Fields for documents or Clients Custom Fields for clients.
3. 3For Private Custom Fields, first pick the document type from the list, such as Invoice. Each document type has its own fields.
4. 4Click Add Additional Field to define a new field.

• Private Custom Fields: asked for on the form of the chosen document type. They are kept with the document for your own records and are not printed on it.
• Lead Custom Fields, Vendor Lead Custom Fields and Clients Custom Fields: offered on the lead, vendor lead and client forms.
• Contact Relations Custom Fields: offered when you link a contact to a client.
• Inventory Management, Inventory Transactions and Batches Custom Fields: offered on items, on stock adjustments and on batches.
• Available Custom Fields In Your Plan: a table of how many fields each area uses, against what your plan allows.

Define a field

1. 1Field name: a name for your own use. It is shown in the settings table and in exports, and no two custom fields in your business can share one.
2. 2Field type: the kind of answer the field takes. Choose from Single Line Text, Multi Line Text, Email, Phone, URL, Single-select: Radio, Single Select Dropdown and Number.
3. 3Label: the wording people read on the form.
4. 4Click Save. The field joins the table and is ready to use.

• For a radio or dropdown field, list the choices under Customise Options. Add New Option adds one, and you need at least two. Radio buttons take up to four choices; use a dropdown for more.
• For a Number field, tick Enable decimal values for numbers (e.g. 10.50) if it should accept decimals. Otherwise it takes whole numbers only.

Choose how each field behaves

Each field in the table has tick boxes beside it. Which ones you see depends on the kind of record.

• Show In Documents: on Private Custom Fields, the field is asked for on the form of that document type. A new field starts unticked, so tick it to start using it.
• Mandatory: the document cannot be saved while the field is empty.
• Hide in table: the field is left out of the columns of the list page. It stays on the record itself.

Fill a custom field in

1. 1For your own business, open Business Profile, then Additional Details, and pick a field under Add a custom field.
2. 2Or click Add New Custom Field to define one on the spot. It is added to the form straight away.
3. 3Type the value and click Save changes.

• On a client, lead, vendor lead or item form, click Add Custom Fields, pick the field from Select any custom field and type its value. Add New Custom Field at the bottom of that list defines a new one without leaving the form.
• Private custom fields need no picking. Once Show In Documents is ticked they appear on the document form by themselves.

Extra fields your client sees

Private custom fields are for your eyes only. To add a line that is printed on the document, use the document custom fields instead: open Accounting Documents on the same tab and click Manage.

• Choose the document under Select Document, then the part of the form the field belongs to: Header, Footer, Additional Charges or Total.
• Add New Fields adds a row. Give it a Field Name and, if you like, a starting value under Field Values. Drag rows to put them in order.
• Hide in Form stops a field being offered on new documents without deleting it.
• Click Save Changes. On the document, the field is offered under Add Custom Fields, and what you type there is printed.