Exact Synergy Enterprise

Defining Free Fields for Accounts, Contacts, Addresses, and Contracts

Introduction

This screen allows you to define free fields for accounts, contacts, addresses, and contracts. These fields will then be available under the Free fields section when creating accounts, contacts, and addresses, as well as under the Additional information section when creating contracts. Different types of free fields can be defined such as Date, Amount, Text, and others.

Menu path

To define free fields for accounts, go to Customers/Setup/General/Free fields – Accounts, and then click the relevant link in the Name column.
To define free fields for contacts, go to Customers/Setup/General/Free fields – Contacts, and then click the relevant link in the Name column.
To define free fields for addresses, go to Customers/Setup/General/Free fields – Addresses, and then click the relevant link in the Name column.
To define free fields for contracts, go to Customers/Setup/General/Free fields – Contracts, and then click the relevant link in the Name column.

Roles & rights

To define and modify free fields for accounts, contacts, addresses, and contracts, function right 199 — Allows to define account free fields on corporate level is required. Users with the Customer manager role have this function right.

For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.

Button

Save

Click this to save the settings defined for the free field.

Clear

Click this to remove the existing attributes such as label from the selected free field. Once the button is clicked, a message “Confirm: Clear” will be displayed. Click OK to remove the attributes, or Cancel to cancel the removal.

Note: This is available only when you have selected a defined free field.

Close

Click this to exit.

Description

Date/Amount/Text/Yes/No/GUID/Number section

Label

Type a specific name for the selected free field. The label will be displayed in the relevant account cards, contract cards, contact maintenance screen, and address maintenance screen.

Indexes

Select one of the following options to specify the action to be taken on the index for the selected free field. With indexes, it is easier to search for the accounts or contracts by using the specified free field in the search criteria.

Update: No — Select this option to indicate that no action is to be taken on the existing index of the selected free field. By default, this option is selected.
Delete — Select this option to delete the index for the selected free field.
Create — Select this option to create a new index for the selected free field.

Reference

Select the type of reference for the free field. The types of references available for selection are:

Requests — Select this to allow requests to be selected from the additional field when creating or editing accounts. This option is available only if you are defining GUID free fields.
Documents — Select this to allow documents to be selected from the additional field when creating or editing accounts. This option is available only if you are defining GUID free fields.
Accounts — Select this to allow accounts to be selected from the additional field when creating or editing accounts. This option is available only if you are defining GUID free fields.
Contacts — Select this to allow contacts to be selected from the additional field when creating or editing accounts. This option is available only if you are defining GUID free fields.
Transactions — Select this to allow general ledger transactions to be selected from the additional field when creating or editing accounts. This option is available only if you are defining GUID free fields.
People — Select this to allow people to be selected from the additional field when creating or editing accounts or contracts. This option is available only if you are defining Number free fields.
Assortments — Select this to allow assortments to be selected from the additional field when creating or editing accounts or contracts. This option is available only if you are defining Number free fields.

Note: This field is available only if you are defining GUID or Number free fields.

Selection

Type an SQL statement for the free field to filter the options available for selection at the free field. For example, if you do not want customer accounts to be displayed for the defined GUID free field when creating or editing accounts, select Accounts in Reference and type “cmp_type <> ‘C’” in the Selection box. Click Show to display the results of the SQL statement. The results of the SQL statement will also be displayed in the browser screen of the defined GUID free field when creating or editing accounts.

Note: This field is available only if you are defining GUID and Number free fields.

Values (Separator=;)

Type the options to be displayed for selection at the defined free field. For example, if you want the free field box to have options “1”, “2”, and “3”, type 1;2;3;.

Note: This field is available only if you are defining Number free fields.

Selection (Value:Description) section

This section is available only if you are defining Text free fields.

Include blank

Select this check box to allow a blank option as part of the options for the free field.

Click this to move the value up.

Click this to move the value down.

Click this to save the value.

Click this to delete the value.

Translations

Click this to translate the value into different languages.