How to Connect Custom Fields in Your Account to Automatically Fetch Additional Details?

Karina Demidenko
Karina Demidenko
  • Updated

Custom fields provide flexibility in tailoring your procurement system to meet specific needs, allowing you to store additional details and avoid manual data entry. In this article, we’ll guide you through how to connect custom fields between products and purchase orders, using “Part Number” as an example. This setup will enable you to automatically fetch product details into your Purchase Orders (POs) without having to re-enter the information.

 

Add a Custom Field to the Product Form

First, we need to create a custom field for products where the additional details (like part numbers) will be stored.

  • Navigate to the Custom Fields Section: Go to Custom Fields -> Product Custom Fields.

  • Add the Custom Field: In the Product Custom Fields section, drag and drop a Short Text field into the product form. We will use this field to store the part number for each product.

 

  • Configure the Field:
    • Field Key: Click on the newly added field to open the settings. Change the field key to part_number.

 

    • Field Name: Change the display name to Part Number so it’s clearly identifiable.

 

    • Set Min/Max Values: You can define minimum and maximum values based on the type of information you’re collecting (optional).
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  • Save Your Changes: Once you’ve configured the field, click  to apply the changes to your product form.

 

 

Add the Same Custom Field to the Purchase Order Form

Now that we’ve created the custom field for products, we need to add the same field to the Purchase Order form so that the system can automatically pull the part number data.

  1. Navigate to Purchase Order Custom Fields: Go to Custom Fields -> Purchase Order Item Custom Fields.
  2. Add the Field to the PO Form: Drag and drop the Short Text field into the form, just as we did for the product.
  3. Match the Field Key and Name:
    • Field Key: Set the field key to part_number (it should match exactly with the field key used in the product form).
    • Field Name: Set the display name to Part Number.
  4. Save Your Changes: Once the field is set, click Save.

 

Add Data to a Product

With both fields set up, we can now input data into the product form, and it will be fetched automatically into the Purchase Order.

  1. Edit a Product: Go to the Products section and select a product to edit.

  1. Enter the Part Number: In the newly added Part Number field, input the part number for that specific product.
  2. Save the Changes: After entering the part number, click Save.

 

Create a Purchase Order

Once your product is updated with the additional details (part number in this case), you can create a Purchase Order, and the system will automatically fetch the information from the product form.

  1. Create a New Purchase Order: Begin the process of creating a new PO as you normally would.
  2. Select the Product: When adding the product to the PO, the Part Number field will automatically populate with the data you entered earlier in the product form.

  1. Review the PO: There’s no need to manually input the part number or other custom fields again—they will be automatically fetched from the product details.

 

Benefits of Connecting Custom Fields

By connecting custom fields between forms, you can:

  • Eliminate Duplicate Data Entry: Information such as part numbers, dimensions, or other critical details are automatically transferred, saving time and reducing errors.
  • Ensure Consistency: With data being pulled directly from a central source (product form), you minimize the risk of discrepancies.
  • Simplify Processes: This setup makes it easier to manage POs with consistent and accurate information without manual re-entry.

 

 

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