User Defined Fields Maintenance

Menu Path: System Administration $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ User Defined Fields Maintenance

Purpose

Set up valid user-defined fields with optional validation rules for selected types of information.

Overview

Use User Defined Fields Maintenance to create user-defined fields for the following:

bank accounts
bills of lading
chargebacks
contacts
containers
credit tasks
customers
direct debit mandates
hazard codes
lots
market segments
orders
order line items
products
purchase orders
purchase order line items
sales contracts
sales representatives
shipments
styles
suppliers
units of measure
work orders
work order line items

You can select to validate the values in these fields if they are used for analytical purposes (such as Business Intelligence Cognos cubes). This window controls the labeling, format, and validation of these fields.

For database information for this window, see User Defined Fields Maintenance Database Information.

Updating User-Defined Fields

To update user-defined fields:

Select the type of fields you want to update. For more information, see User Definition Type below.
Click the Update button in the ribbon.
Enter labels for the fields, select whether to validate data in the fields, and select the type of data to store in the fields.
If you are validating fields, enter a valid value in the Valid Value field and a description of the valid value in the Description field, then click the Add button. Repeat this for all valid values for the field. You can select a valid value, and click the Remove button to delete it. You can also clear the check box in the Active grid column to mark a value as inactive.
Click the OK button in the ribbon. The fields are updated.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the User Defined Fields Maintenance window.
Update	Click this button to update the user-defined fields for the selected user definition type.
OK	Click this button to accept an action. This button is only available after you click the Update button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the Update button in the ribbon.
Show Data	Click this button to display values associated with a field selected if the Display Where Used radio button is selected.
Label Maintenance	Click this button to display Label Maintenance, which allows you to maintain user-defined field labels.

Main Tab Fields and Buttons

Field or Button	Description
User Definition Type	Select the type of user-defined fields. Bank - These fields are accessed on the Bank User Fields tab in Account Maintenance. You can use these fields to track additional data for bank accounts. Bill of Lading - These fields are accessed on the Other Information tab in Bill of Lading Process and Master Bill of Lading Process. You can use these fields to track additional data for bills of lading. Chargeback - These fields are accessed on the Other Information tab in Chargeback Entry, the Other Information tab in Chargeback Redistribute, and the Results tab in Chargeback Task Management. You can use these fields to track additional data for chargebacks. Contact - These fields are accessed in Contact Maintenance. You can use these fields to track additional data for contacts. Container - These fields are accessed in Container Management. You can use these fields to track additional data for containers. Credit Task - These fields are displayed in Credit Task Management. You can use these fields to track additional data for credit tasks. Data is imported into these fields during the factor order approval import process. For information on which fields store data, see Factor Order Approval Import Format. Customer - These fields are accessed on the Other Customer Information tab in Customer Maintenance, Customer Template Maintenance, and Prospect Maintenance. You can use these fields to track additional data for customers and prospects. Direct Debit Mandate - These fields are accessed on the Other Information tab in Direct Debit Mandate Maintenance. You can use these fields to track additional data for direct debit mandates. Hazard Code - These fields are accessed in Hazardous Material Maintenance. You can use these fields to track additional data for hazard codes. Lot - These fields are accessed in Lot Information Update. You can use these fields to track additional data for product lots. Market Segment - These fields are accessed on the Other Marketing Information tab in Customer Maintenance, Customer Template Maintenance, and Prospect Maintenance. You can use these fields to track additional data for customers and prospects. Order - These fields are accessed on the Other Information tab in Order Entry and Order Edit. You can use these fields to track additional data for orders. Order Line - These fields are accessed in Line Item User Defined Fields. You can use these fields to track additional data for order line items. Product - These fields are accessed on the Other Information tab in Product Maintenance. You can update these fields to track additional data for products. Purchase Order - These fields are accessed on the Other Information tab in Purchase Order Maintenance. You can use these fields to track additional data for purchase orders. Purchase Order Line - These fields are accessed in Line Item User Defined Fields. You can use these fields to track additional data for purchase order line items. Sales Contract - These fields are accessed in Sales Contract Maintenance. You can use these fields to track additional data for sales contracts. Sales Representative - These fields are accessed in Sales Representative Maintenance. You can use these fields to track additional data for sales representatives. Shipment - These fields are accessed in Shipment Management. You can use these fields to track additional data for shipments. Style - These fields are accessed in Style Maintenance. You can update these fields to track additional data for product styles. Supplier - These fields are accessed in Supplier Maintenance. You can update these fields to track additional data for suppliers. UM - These fields are accessed on the Other Information tab in Unit of Measure Maintenance. You can use these fields to track additional information for units of measure. Work Order - These fields are accessed on the Other Information tab in Work Order Maintenance. You can use these fields to track additional data for work orders. Work Order Line - These fields are accessed in Line Item User Defined Fields. You can use these fields to track additional data for work order components.
Display	Select one of the following options: Display Valid Value List - Select this option to view a list of valid values for a specific user-defined field based on the User Definition Type currently selected. Display Where Used - Select this option to view the specific records (Customer, Product, etc.) that have a specific value entered for them based on the User Definition Type currently selected. Example This is how you could view every Customer that had a value of ABC in user-defined field 7.
Valid Value	Enter values in this field to be validated during entry. Note The User Defined Validation check box must be selected for the user-defined field if you want values to be validated during entry.
Add	Click this button to add more values to the validation list for user-defined fields.
Description	Enter a description of the entered valid value.
Remove	Click this button to remove values from the validation list for user-defined fields. Note Values cannot be removed if they are already being used by the type. Example If user-defined field 1 for a product type had a value of 1234, and Product ABC had 1234 stored for its user-defined field 1, then 1234 could not be removed.
Field	Select one of the user-defined fields based on the User Definition Type currently selected.
Value	When the Display Where Used radio button is selected, select the value associated with the field selected.
Valid Values	This grid displays valid values for the selected user-defined field. This grid is only available if you select the Display Valid Value List radio button. You can enter the description associated with each valid value in this grid. You can also use the Active column to mark each value as active or inactive.
Records Where Used	This grid displays records where the selected value for the selected user-defined field is used after you click the Show Data button in the ribbon. This grid is only available if you select the Display Where Used radio button.
User Defined Fields	This grid displays user-defined fields. This grid includes the following columns: User Defined Label - Enter the label that will display for each user-defined field. Double-click a label to display Label Maintenance, which allows you to set up the field label for multiple languages. User Defined All Label - Enter the label that will display for the check box used for selecting all values associated with the user-defined field when the field is used for filtering. Example You set up a user-defined field with a label Country of Origin, and enter All Countries of Origin for this column. Users will then be able to select the All Countries of Origin check box when filtering data for the user-defined field. User Defined Validation - Select this check box if you want to have the values for each user-defined field validated during entry. You cannot select this check box if you enter Logical in the User Defined Format column because logical fields are check boxes that can only be selected or cleared. User Defined Format - Double-click to select the allowable format for each user-defined field. You can select the following formats: Character, Date, Decimal, Integer, and Logical. Logical fields are check boxes that users can select or clear. NOTE You cannot change the format of an existing field if it already has user-defined valid values entered in it. User Defined Field Number - This column displays the number of each user-defined field. User Defined Label Code - Enter a label code if you want to use an existing label for a user-defined field. For information on setting up labels, see Label Maintenance. User Defined All Label Code - Enter a label code if you want to use an existing label for the check box used for selecting all values associated with a user-defined field. For information on setting up labels, see Label Maintenance. Format - Enter the maximum number of characters that users can enter in the field. This number must be greater than or equal to 30 and less than or equal to 400. This column is only used for Character format fields. Line Count - Enter the number of lines in the field. This number must be greater than or equal to 1 and less than or equal to 5. This column is only used for Character format fields.