How to add and define your own fields

User Definable Fields (UDF) are additional fields you can add to pages within Wiise, such as a purchase order, sales invoice or vendor card. This is so you can add information that isn't already shown in the standard fields. These are shown in the document as Other Information.

Here are the data types you can use for user definable fields:

• 4 text fields with a character limit of 250
• 2 check box fields
• 2 integer fields to enter whole numbers (e.g., 1234)
• 2 decimal fields that allow up to 2 decimal places (e.g., 12.34)
• 2 lookup fields with a character limit of 30 but unlimited lookup options
• 2 date fields in dd/mm/yyyy format, and
• 2 date formula fields to enter date formula codes such as 10D, 5W, 1M resulting in dates 10 days, 5 weeks, 1 month

You can include user definable fields on these page types:

1. Customer
2. Vendor
3. Item
4. Sales Header
5. Sales Line
6. Purchase Header
7. Purchase Line
8. Job
9. Dimensions Value
10. Contact
11. Fixed Asset 
12. Service Item
13. Routing Header
14. Production BOM Header and
15. Production Order

These are added to pages like this:

1. From the Wiise role centre, search for and select UDF Captions.
2. Select Table NO. and then select the page you want to add a field to.
3. In FIELD NO. select the relevant fields on that page.
4. Now select the LANGUAGE ID of the custom fields. Make sure you include Language ID 3081 English (Australia) for each field.
5. If you're using code fields (UDF-CODE-01 or UDF-CODE-02), select UDF Lookup Values and set up the values that can be used with these fields. The person completing the page in the future will only be able to select those values.

How to display the fields in pages

1. You can now find your UDF on pages as columns within the list, within Other Information in the ribbon or in the factbox on the right. 
2. By default, you won't be able to see UDF in the list pages. So if you want to see the UDF on a list page, select Related > Order > Other Information.
3. UDF will appear automatically in the card pages — just select Other Information.
4. UDF with the same field no. and the same caption will be copied from the master record to its related documents. For example, if you set up UDF no. 16034405 (UDFCODE-01) in the vendor and the purchase header tables, the field value will be copied from the vendor record to the purchase document when you create a purchase order. This set up works between the following records:
   1. From the Customer record to the Sales Header record.
   2. From the Vendor record to the Purchase Header record.
   3. From the Item record to the Sales and Purchase Line record.
5. You don't need to set up UDF in the posted document and archive document tables. UDF in the posted document and archive document tables are defined by the UDF in related un-posted document tables. 

This table shows the relationship between custom UDFs and their related documents:

UDF limitations

You can find user defined fields on pages as Other information, as well as in additional columns in list pages. However, UDF aren't available in a printed document. For example, UDF text fields in a sales document won't appear within the printed or PDF version of the Sales Order, Quote and Invoice.

Scenario

Here's a scenario of how to use user definable fields. In this case, the example is creating additional fields to include BANT qualifiers.

Josefina is a sales manager for Cronus Australia and has completed a BANT qualifying test for her customer Cannon Group Pty. She now wants to enter the score the customer received on the test (67), the date they took the test and what the expected close of the sale is for the current month into Wiise.

How to define the custom fields

1. From the Wiise role centre, search for and select UDF Captions.
2. Select the TABLE NO., FIELD NO., and LANGUAGE ID of the custom fields you want to use. Make sure you include Language ID 3081 English (Australia) for each field.
3. Now add four lines for Table 18 (Customer) and three for Table 36 (Sales Header). 
4. Then fill in the Customer and Sales Header tables with these details:

• 18,Customer, UDF-text-01, 3081, (English Australia), Bant Tester
• 18,Customer, UDF-dec-01, 3081, (English Australia), Bant Test Results
• 18,Customer, UDF-date-01, 3081, (English Australia), Date of Bant Test
• 18,Customer, UDF-code-01, 3081, (English Australia), Bant Range
• 36,Sales Header, UDF-int-01, 3081, (English Australia), Bant Certified
• 36,Sales Header, UDF-code-01, 3081, (English Australia), Bant Range
• 36,Sales Header, UDF-df-01, 3081, (English Australia), Bant Expected date

Then for the UDF Code field enter the values to populate the field option as below:

• 18,Customer, Bant Range, 1%-20%, Extremely low likeliness to close
• 18,Customer, Bant Range, 21%-40%, Low likeliness to close
• 18,Customer, Bant Range, 41%-60%, Average likeliness to close
• 18,Customer, Bant Range, 61%-80%, Above average likeliness to close
• 18,Customer, Bant Range, 81%-100%, Very likely to close
• 36,Sales Header, Bant Range, 1%-20%, Extremely low likeliness to close
• 36,Sales Header, Bant Range, 21%-40%, Low likeliness to close
• 36,Sales Header, Bant Range, 41%-60%, Average likeliness to close
• 36,Sales Header, Bant Range, 61%-80%, Above average likeliness to close
• 36,Sales Header, Bant Range, 81%-100%, Very likely to close

You'll need to restart Wiise for the changes to take effect.

Josefina now has the option to enter values in her user definable fields. Here's how she can do that:

1. Open the Cannon Group customer card.
2. Review Other information from the ribbon or view the Other Information section.

Now that Josefina has added UDF fields in her customer card, she can fill in the UDF information in a sales order from this customer.

1. Create a sales order from this customer.
2. Then select Other Information.
3. Now enter the details (add an available item to the order).

The  factbox section should now have a code, checkbox, and date formula field available. And the code field should be pre-filled.

To finish, post the order and view Other Information in the ribbon in the Posted Sales invoice and Shipment documents.