How to Add User-defined Fields (UDFs)

Important: The best place to try this is in your SAP Business One test company database.

In the case of a header/body style UDF, let’s take the example of adding a unique field to the Item Master record. In this case, our company sells electronics items; some of these items require a recycling fee deposit and some do not. We’d like to track which items this fee applies to and which items are exempt.

1. Start by opening up the User-defined Fields - Management window.
2. Under Master Data, click the Items sub-menu. If we expand the Items list, we see that there are a number of additional third level options for where to put a UDF; however, in this case we’re simply going to select the Items row by clicking on the line and highlighting it. We know we’ve chosen the correct line as it will be highlighted in yellow, and the buttons in the bottom right hand corner become active.
3. Click the Add button.
   
4. In the Field Data window, fill in the following fields:
   Title: A short name for your UDF
   Description: A longer description
   Type: The type of data that goes in the field (alphanumeric, numeric, date/time, units and totals, general)
   Length: The maximum length
   Structure: Phone number, general, etc.
   Validation: Optional advanced data validation (e.g. create a list of values that can be used). This field can be left blank so it's just a free form text field.
   In our example, the recycling fee is either applicable or not applicable to an item, so we can create a drop-down list that only allows the user to pick from these options.
   Set Default Value for Field: The default value to appear if nothing else is entered
   Mandatory Field: Whether the field must be filled out

The below screenshot is an example of how we’d fill in the fields to create the UDF in our example.