Custom Fields

Introduction

Custom Fields are dynamic text fields which can be added to any document template, and which display data either drawn from within the software (System Fields), or specified by the user (User Defined Fields).

Custom Fields are placed within text areas on a template. Taking ‘Address’ as an example, clicking on the Address text area in the default invoice template, you will see in the Text Properties panel the Trader Billing Address Custom Field.

When the template is used to produce an invoice for customer X, customer X’s address is used to replace the Trader Billing Address placeholder.

System Fields

System Fields comprise a number of data fields automatically generated by the program, which draw their data accordingly from within the software, for example Trader Billing Address (drawn from the relevant Customer or Supplier field). Many of these are already automatically included in the relevant template, e.g. ‘Trader Billing Address’ is included by default in every sales document template.

The user can choose from the following System Fields:

  • Document No - The Document No. relevant to the type of document, e.g. Invoice no. for Invoices, Purchase Order No. for Purchase Orders
  • My Business Address - Your Business Address as set in Your Business>Your Business
  • My Business Country - Your Business Country as set in Your Business>Your Business
  • My Business Name - Your Business Name as set in Your Business>Your Business
  • My Business Postcode - Your Business Postcode as set in Your Business>Your Business
  • My Business Tax Code - Your Business Tax Code as set in Your Business>Your Business
  • Number of Pages - The total number of pages which make up the document.
  • Page Number - The current page number of the document (used in conjunction with ‘Number of Pages’ (above))
  • Printing Date - The date of printing
  • Printing Date Time - The time and date of printing
  • Printing Time - The time of printing
  • Tax Date - The Tax Date of the current document
  • Total Amount - The Total Amount for the current document
  • Total Amount Exc VAT - The Total Amount Exc VAT for the current document
  • Total Amount From - The Total Amount From for the current document
  • Total Amount To - The Total Amount To for the current document
  • Total Currency Amount - The Total Currency Amount for the current document
  • Total Currency Amount Exc VAT - The Total Currency Amount Exc VAT for the current document
  • Total Currency Amount From - The Total Currency Amount From for the current document
  • Total Currency Amount To - The Total Currency Amount To for the current document
  • Total Currency VAT Amount - The Total Currency VAT Amount for the current document
  • Total Rows - The total number of transaction rows for the current document
  • Total VAT Amount - The Total VAT Amount for the current document
  • Trader Billing Address - The Trader (i.e. Customer or Supplier) Billing Address
  • Trader Billing Country - The Trader (i.e. Customer or Supplier) Billing Country
  • Trader Billing Postcode - The Trader (i.e. Customer or Supplier) Billing Postcode
  • Trader Contact Country - The Trader (i.e. Customer or Supplier) Contact Country
  • Trader Contact Email - The Trader (i.e. Customer or Supplier) Contact Email
  • Trader Contact Fax - The Trader (i.e. Customer or Supplier) Contact Fax
  • Trader Contact Mobile - The Trader (i.e. Customer or Supplier) Contact Mobile
  • Trader Contact Name - The Trader (i.e. Customer or Supplier) Contact Name
  • Trader Contact Phone No - The Trader (i.e. Customer or Supplier) Contact Phone No
  • Trader Contact Position - The Trader (i.e. Customer or Supplier) Contact Position
  • Trader Contact Website - The Trader (i.e. Customer or Supplier) Contact Website
  • Trader Delivery Address - The Trader (i.e. Customer or Supplier) Delivery Address
  • Trader Delivery Country - The Trader (i.e. Customer or Supplier) Delivery Country
  • Trader Delivery Postcode - The Trader (i.e. Customer or Supplier) Delivery Postcode
  • Trader Name - The Trader (i.e. Customer or Supplier) Name
  • Trader Notes - The Trader (i.e. Customer or Supplier) Notes
  • Trader Reference - The Trader (i.e. Customer or Supplier) Reference
  • Trader Tax Code - The Trader (i.e. Customer or Supplier) Tax Code
  • VAT Period - Current VAT Period

User Defined Fields

You can also create your own dynamic fields. For example, you may wish to include a Barcode number field on your template.

For user created fields, the value is specified by the user (rather than by the application). You can either set a default value for the field, or enter a different value each time a new document is created based on this template.

Adding Custom Fields to a template

Custom Fields can be added in two ways:

  • Add Custom Field Wizard - Accessed via the Data Tab of the Document Editor. Enables the user to add existing or user defined fields to the template
  • Add Text Field - Accessed using the Text Tool within the Template Editor. Enables the user to add existing fields only to the template.