PR Add or Edit User-Defined Fields window

PayrollCS > Payroll > Options menu > PR Module Preferences window > PR Module Preferences window: User-Defined Fields tab > PR Add or Edit User-Defined Fields window

Use this window to add or edit user-defined fields (UDFs) you want to select in the Module Preferences window. These UDFs will be available in Payroll and Purchase Order and are available to filter and sort some reports. Once you use a UDF and post the transaction, you can only delete the UDF after you purge any history that contains it.

Field Type

If a UDF is saved in history, this drop-down is read-only. Use this drop-down to define the type of UDF for the line. Once you select a type, the associated options are enabled in the grid. The field types from which you can choose include the following:

• Text: select this field type if you want to enter information in text format in the UDF field.

• Number: select this field type if you want to enter a number in the UDF field.

• Date: select this field type if you want to enter a date in MM/DD/YYYY format in the UDF field.

• Check Box: select this field type if you want the UDF to appear as a check box.

• Multi-line Text: select this field type if you want to enter multiple lines of text in the UDF field.

Caption

Enter the caption you want to use to identify this UDF in the software.

Formatting

Enter the formatting instructions for the UDF. This formatting defines how your clerks can enter data in the field. Depending on the formatting you set for a field, the character limit might be affected. For more information about the formatting characters available for User-Defined Fields and how you might use them, see Formatting User-Defined Fields.

Lookup/Code

This column is only available for text-type UDFs. Select this check box if you want to create codes for this UDF that you can look up in other windows of the software. For example, if you create a UDF called Vendors, you can add all your vendor options to the Vendors Code and your employees can use the Lookup to select the appropriate vendor.

To add codes for this UDF, select Options > Set Up User-Defined Codes > <UDF Code> from the left navigation pane.

Size

If you selected the Lookup/Code check box, this field defaults to 10 and is disabled. If you uncheck the Lookup/Code check box, this field is enabled and you can set the size of the UDF text field for up to 50 characters. For Multi-line Text UDF types, this field defaults to 250 and cannot be edited. For Number UDF types, this field defaults to 11.4 and cannot be edited.