V9 - Custom fields

SOS Inventory’s Custom fields feature allows you to add new fields on item pages, transaction forms, and almost any other kind of data record. Custom field values can be passed from parent transactions to the child transactions generated from the parent. If the same field is defined in QuickBooks Online, the data will sync between systems.

A custom field will appear on the edit page of the item, transaction, or other data record to which it is assigned. It is also included on the appropriate list’s Column options, as well as on relevant data exports and reports.

A custom field can be added to form templates as a merge field. The merge field name is the name of the custom field. Item custom fields go into the line-item table. Transaction custom fields will go into any other area of the template.

SOS Inventory’s alert feature can also be used to create a notification about a custom field when the Alert type is set to Custom field.

Adding a custom field

1. To add a new custom field, go to Tools & settings > Configuration > Lists > Custom fields and select +Add.
2. Complete the Name. It must be unique.
3. Complete a Description field (up to 4000 characters) that describes the intent of the field.
4. Select the appropriate Data type:

• Text. For single-line text fields up to 100 characters. This data type must be selected if the custom field will sync to QuickBooks Online.
• Multiline text. For freeform text. The field expands with the input text.
• Number. For a numerical field. Allows up to 13 digits and 5 decimal places. Allowable characters are the numbers 0-9,  as well as the lowercase e for exponential notation. 
• Money. For an additional currency field.
• Date. For an additional date-formatted field. It adds a popup calendar icon beside the Date field.
• Checkbox. Creates a clickable box that may be checked or unchecked to show the state of the field. This can be used in Alerts using a test of yes (checked) or no (unchecked).
• List. Creates a dropdown with a list of values. An additional box for the values is displayed, and the number of values displayed has no limits. Insert a comma between values. Adding a space after the comma is optional.

4. In the Show on list, select the data record(s) on which you want the custom field to appear. More than one record type can be selected. This allows the value to be passed between record types.
5. Save the custom field.

Custom field rules and number allowed per subscription plan

1. The name of the custom field cannot be the same as any other existing form field. If you want to include any custom fields on form templates, refer to Customizing form templates with merge field codes. This downloadable document explains how to add new fields to a form template and includes an exhaustive list of Microsoft Word merge field codes that are available for use with SOS Inventory form templates.
2. Maximum number of custom fields in SOS Inventory is based on your plan.
   • Companion—One
   • Plus—Three
   • Pro—Unlimited
3. PDF form templates can have any number of custom fields added but are limited to the number of custom fields allowed by your plan.
4. Regardless of your SOS and QuickBooks Online plans, QuickBooks Online syncs only the first three custom fields you create for sales and the first three for purchases. They must be created as Text and Number fields and must be transaction-based custom fields in QuickBooks Online.