User-defined fields (UDFs) are additional fields that can be added to various system objects in SAP Business One to capture customised information.
Function
- Storage of data that is not provided for in the standard.
- Existing standard fields can be hidden or deactivated if they are not required.
Creation and configuration
- User-defined fields can be easily added.
- UI configuration templates enable a seamless integration in existing masks.
- Each field is defined by a unique form ID.
- Field descriptions can be customised to make operation easier.
Utilisation
- UDFs can be used in various areas, e.g. in projects or employee master data.
- They can be used in approval processes to define approval criteria.
- Up to five user-defined fields from the Document, Business partner and articles can be used as determination criteria for extended G/L account determination.
Important notes
- When creating authorisations, the unique form ID must be specified.
- The "Element" checkbox determines whether the authorisation applies to an entire window or only to an individual object within a window.
- The correct assignment of authorisations can be complex, especially if users belong to several groups.
Data transfer
- When migrating from legacy systems, you must check whether the field definitions in SAP Business One are compatible with the existing data.
- For example, telephone number fields in the business partner master data have a limited number of characters.
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