Custom fields let you add information to items, customers, and purchase orders. This includes things like checkboxes, dates, text, or numbers. This can be helpful for workflows like tracking customers waiting for items, gathering information on brand preferences, or indicating when a purchase order payment is due and if it's been paid.

You can create up to 100 custom fields per record. After you create a custom field, it appears for both existing and new records.

Custom fields can be viewed and edited in your items, customers, purchase orders and Settings > Custom Fields section. However, they aren't included in searches, reports or export CSV files generated in your Retail account.

Creating a custom field

1. Navigate to Settings. Under Advanced Setup, click Custom Fields.
2. Click + New Custom Field.
3. In the Custom Field Name field, type in the name of your custom field.
4. Choose where you want the field by clicking Customer, Item, or Purchase Order.
5. Click Continue.
6. Choose the settings for the type of custom field you're creating.
   • Text: Creates a single or multi-line text box.
     • Check Multiple lines to allow for multi-line text entries.
     • Optionally, type in a Default Value. Leave this blank if you don't want a default text.
     • Optionally, use the dropdown to select a Validation format. If you choose this, you won't be able to enter a text value in the custom field that doesn't conform with the selected validation format.
   • Number: Creates a text box with a unit designation, such as ft., lb., or $.
     • Type in the maximum number of allowable Decimal Places. If you enter more than the maximum, the entry will be rounded up/down and truncated.
     • Optionally, type in a Default Value. Leave this blank if you don't want a default number value.
     • Optionally, enter the value's Units, using a maximum of 4 characters.
   • Date: Calendar entry field with optional time field.
     • Check the Include Time option if you want the date custom field to include a field for time as well.
   • Checkbox: Creates a selectable checkbox.
     • Check the Default to checked option if you want the checkbox to be selected by default.
   • Single Choice: Creates a dropdown selection list.
     • Click Specify Choices.
     • Enter your Choice title and click Add Choice. Repeat until all choices are added.
     • Optionally, edit an option's label by clicking it. Here, you can change the Choice name, Make Default Choice, or Remove the option.
   • Multiple Choice: Creates a checkbox group with multiple available selections.
     • Click Specify Choices.
     • Enter your Choice title and click Add Choice. Repeat until all choices are added.
     • Optionally, edit an option's label by clicking it. Here, you can change the Choice name, Make Default Choice, or Remove the option.
7. Click Create Field.

Editing custom fields

You can rename a custom field and edit its settings. You can edit the field type - text, number -options only. After you create a field type, you cannot change it and its associated record type - item, customer and purchase order.

1. From the main menu, click Settings > Custom Fields.
2. Click the custom field and follow the below accordingly:
   • To rename: From the top right Advanced menu, select Rename. Enter a new name for the custom field and click Rename Custom Field.
   • To edit: From the top left, select the blue Edit button. Edit the field type settings and click Update Field.

Duplicating custom fields

Save time by duplicating a custom field as a starting point for creating a new field. When a custom field is duplicated, a copy is created that you can then edit.

A duplicated custom field's type - text, number - and associated record type - item, customer and purchase order cannot be changed.

1. On the main menu, click Settings > Custom Fields.
2. Click the custom field you want to duplicate.
3. From the Advanced menu, click Duplicate. A duplicate custom field is automatically created with Copy added to the custom field name.
4. Rename and edit the duplicate custom field.

Archiving custom fields

When a field is archived, all information within the field is lost for the associated records.

If you don't need a custom field, you can archive it it so that it no longer appears in the corresponding records. You can still view the archived custom fields in the custom field screen by filtering them. You can also re-activate archived custom fields.

1. From the main menu, click Settings > Custom Fields.
2. Click the custom field you want to archive.
3. Click Archive or Unarchive.

What's next?