User Defined and Re-Nameable Fields

Quick Access Links:

Configuring User Defined and Re-Nameable Fields

Entering Data into User Defined and Re-Nameable Fields

Reporting with User Defined and Re-Nameable Fields

Inventory and Wholegood Master User Defined Field Special Feature

Data Entry Locations for Different Types of User Defined and Re-Nameable Fields

Configuring User Defined and Re-Nameable Fields

Your RIMSS system includes User Defined and Renameable Fields in many areas to assist you with capturing specialized information on Master Records and POS Documents. The chart below shows the areas where you can access the configuration area for each type if field.

Configuring the custom fields is the same across all field types. Some fields will have fewer options available for customization, but the process to configure will be the same.

When you are on the configuration tab for a set of User Defined or Re-Nameable fields, double-click on the field that you want to customize. This will open a pop-up where you can customize the field.

In this example, we are customizing a Customer Master User Defined Field. All options for customization are available on all of these fields with the exception of special features we will highlight below.

Field Name - This will be the Title of the field that will populate on entry fields and reports.
Field Type - This allows you to create a specific format for the data to be entered. Select the type of data from the drop-down menu. The types that may be available include:

Alpha - text stream that can include alpha and numeric characters
Numeric Zero - Number field with no decimal point
Numeric Two - Number field with 2 places after the decimal point
Numeric Four - Number field with 4 places after the decimal point
Yes/No - Creates a dropdown to choose the options of Yes, No, or Maybe
Lookup - Allows you to assign a custom created Lookup List that will create a drop-down for the user to add one of the values in the list. We will show how to create a Lookup List later in this document.
Hyperlink - Allows you to add a clickable hyperlink within the field

Sort Order - Allows you to set the order that the fields will populate on the record or document. Setting up multiple fields with the same sort order number will secondarily sort within that order. A sort order of 0 will sort prior to a sort order of 1, etc.

Once all fields have been completed, click OK to save the new User Defined or Re-Nameable field.

Entering Data into User Defined and Re-Nameable Fields

To enter data into a User Defined or Re-Nameable Field, you will first need to open the Master Record or Document that includes the custom field. We set up User Defined Fields for Customer Masters, so I will open a Customer Master Record and navigate to the User Defined Fields tab. We will show where to enter data on each record type at the end of this document.

Locate the custom field in the list, and either type the data in the Value field or choose the correct information from the lookup drop-down or calendar drop-down. Click Save, Save and Close, or Save and New after entering the data to save the information to the record.

Reporting with User Defined and Re-Nameable Fields

After you have added data to your User Defined or Re-Nameable Fields, you can report on this data in any of the lists or reports that include the fields. The fields will be available in all critical reporting areas for the record type.

The first time that you report on a new customized field, you may need to click on Layouts > Default to refresh the field name in the Column Chooser. Once you have done this, the field will display in column chooser with the customized Field Name.

Right-click on the header bar to open the Column Chooser where you can find and add the custom fields to your report.

Re-fetch the report after adding the new fields. The system will not populate this data unless the field is already added to the grid prior to clicking on Fetch.

You can use the standard filters on the custom fields to assist in finding the information that you want to see. In this example, I filtered to customers that have a Birthday Month of September. I included the column for Mailing Preference and Monthly Email to help me determine the best method for sending Birthday Wishes to customers who have opted in.

There are many different ways to use custom fields to help manage information in the system. You are only limited by your creativity.

Inventory and Wholegood Master User Defined Fields Special Feature

When setting up a User Defined Field on a Parts Master or a Wholegood Master, you have an additional option to "Include data in printed notes section of sales documents".

After checking this box on the User Defined Field configuration pop-up, any data that you subsequently enter into the value field on a Wholegood or Parts Master Record will automatically print on POS documents in the notes area. You can add multiple user defined fields on each record that will each print on a separate line in the notes section of the POS documents.

The Note will be added to the Estimate, Sales Order, or Invoice at the time that you add the Part or the Wholegood to the document. Once the note has been populated, you can delete or edit the note in the same manner you would with a manually added note. The note will also carry over to Sales Orders or Invoices when you convert from Estimates or Sales Orders.