Every business has unique needs when it comes to displaying data within its documents. You might need to record additional information such as the salesperson's name, service execution date, or any internal details specific to the nature of your business. However, this data may not be available within the system's default fields.
The Custom Fields feature in Wafeq allows you to easily add new fields to your documents, whether at the entire document level or at the level of each individual line item, with the ability to control the data type and how it is displayed. This helps you organize your data more accurately and customize invoices to suit your business nature without the need for external solutions.
You can add Custom Fields to Sales documents (such as Quotes, invoices, credit notes, and delivery notes), as well as to currently available Purchases documents (Bills, debit notes, and purchase orders), in addition to Contacts. You can also determine whether the field will appear once at the document level or repeat as a column within the line items to hold a different value for each item.
In this guide, we will walk you through how to create custom fields, use them within documents, and then display them in the final document template step by step.
Steps to Create a Custom Field
From the creation screen of the document you want to add the field to — in our example here, the Create invoice screen — you can start adding custom fields from two places within the same screen, depending on the type of field you want to add.
Click on Edit Fields from:
The top of the document: If you want to add a field that appears within the document's main details (like the Customer and Date). → In this case, a Document-level field is created.
Above the line items table: If you want to add a column inside the items table (next to Description and Price). → In this case, a Line items field is created.
The difference here relates to where the field appears inside the document.
Important Note:
If you add the field from the same section where it will appear (e.g., adding it from the line items table for a line item-level field) → It will be activated automatically and appear immediately.
If you add it from a different section (e.g., adding a line item field from the top of the document or vice versa) → The field will be created, but it will require manual activation to appear in that specific section.
Click on the "Edit Fields" button to see the dropdown list. From the bottom of the list, click on "+ Add custom field". From here, you can create a new field to appear within the document data, such as adding a field for a salesperson or an internal reference number.
Once the Add custom field window appears, you will need to specify the properties of this field to suit your needs. Based on the illustrative image, here are the details of the required data:
Name: Enter the field name as you want it to appear to you and your customers (in this example, we typed "Sales Person"). You can also add an Arabic translation for the field name by clicking the (+ ar) button.
Applies to: Select the system sections where this field will appear by checking the box next to them. You can choose:
Sales: To appear in Quotes, invoices, credit notes, and delivery notes.
Purchases: To appear in Bills, debit notes, and purchase orders.
Contacts: To appear in Contacts.
Field level: Here you determine exactly where the field appears within the document:
Document-level: To appear once as part of the basic data of the document (which is the selected option in the example, and is suitable for a field like "Sales Person").
Line items: To appear as an additional column that repeats with each item or service inside the document table.
Field type: Through this dropdown list, you will determine the nature of the data that will be entered in this field (text, dropdown menu, date, etc.):
Text (single line): Dedicated to entering short texts, such as "Salesperson Name" or "Reference Number".
Text (multi-line): Dedicated to entering long texts that require more space, such as "Shipping Notes" or "Address Details".
Number: Restricts the input field to accept numbers only, which is ideal for adding data like "Employee Code" or a "Specific Percentage".
Date: Adds a calendar tool that allows the user to choose a specific date, such as "Delivery Date" or "Warranty Expiration Date".
Select: Used to create a static dropdown list containing predefined options to standardize entries (e.g., specifying the region: North, South, East, West).
Consequence: Once this type is selected, an additional field will appear asking you to enter the available options you want to include in this list for the user to choose from later.
Lookup: Used to allow the user to search and retrieve data already registered within the system and link it to the document.
Consequence: Once this type is selected, an additional option will appear asking you to define the search source (searching within contacts or employees).
Once you have finished selecting the Field type, click the "Save" button to create the field and make it available for use in your documents.
After saving, the field will appear within your document as follows:
You can control its visibility (show or hide) by clicking the "Edit Fields" button and toggling the switch next to the field on or off.
When printing the document, the added field will not appear automatically. Therefore, you need to go to the document template to display it by following these steps:
Click on the "Preview" button.
Then click on "Customize".
Click on the show/hide fields icon.
Enable the desired custom field.
Click Save.
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