Configuring and Allocating UDFs (User Defined Fields)

UDF (User Defined Fields) are custom fields created to track information specific to certain user specific areas, such as projected figures, activities, resources, issues, or risks. For example, users can track additional activity data, such as delivery dates and purchase order numbers. Interface based configuration option has been introduced to define user defined fields for POS transactions as well as item creation / modification windows in Ginesys Back Office. The configuration option is head office driven. Users can select appropriate module name, appearance section and create different user defined fields. The UDFs created for POS stores can be allocated to stores using an allocation mechanism.

Using the User Defined Fields module, you can add UDF fields for both HO and POS. The table below shows the available options:

HO UDF Availability	POS UDF Availability	Figure
Bin Adjustment Bin Master Bundle/Production/Split Delivery Challan Financial Journals Financial Vouchers Gate Entry Goods Receive Entry Goods Return Challan Item Master Item Sets Job Order Cancel Job Receipt Logistic Master Plan Miscellaneous Entry Production Cost Sheet Production Job Order Production Debit Note/ Credit Note Purchase Invoice Purchase Order Purchase Order Cancel Purchase Return Put away Requisition Retail Sale(primary) Retail Sale(Secondary) Sales Debit Note / Credit Note Sales Invoice / Transfer Out Sales Order Cancel Sales Return / Transfer In Sales Service Invoice Sales / Transfer order Service Invoice Service Order Site Stock transfer Stock Point Transfer Take Away Service Debit Note Site Master WIP Clearance WIP Material Transaction Working Plan	POS: Deposit Refund Bill POS: Gift Voucher Issue POS: Goods Return POS: POS Bill POS: POS Order

Important - Number of UDF available to users

Text Fields - 10

Number Fields - 05

Date Fields - 05

The users can print the UDFs in the barcodes, please follow the given link -

How To: Print Barcode in web

Pre-requisites

The users' role must have access to the User Defined Fields (UDF) feature in Admin - Utilities - Manage through Roles in Ginesys Web - Admin - Security.

Step-by-step guide

Configure UDF for both HO and POS

Go to Ginesys Web - Admin - Utilities - User Defined Fields (UDF). This opens the User Defined Fields module.
Select a Module and Area from their respective drop-downs.

Refer to the table above for selecting the Module.

These two fields are mandatory.
Click on the Add button. This will open the Add User Defined Fields window. The process of creating UDFs is divided into 2 steps.
Complete Step 1:Choose Custom Field Type by choosing the field type. The available options are: Editable choice list, Pre-defined choice list, Text field, Memo (Strings) ;Number field (Number) and Date Field (Date).
Editable choice list
1. This UDF is available for both GINESYS Back Office & POS modules. It would appear as a LOV (List Of Values) in the Other Information window in POS. The values would be editable. Operation Behavior of this UDF - at the beginning - if there’s no default value provided, then the UDF LOV would not show any value. The LOV value would be saved in the POS transaction’s respective UDF column; Later - The UDF LOV would display the LOV values from the POS transaction’s respective UDF column data. The steps to create this type of UDF field are as follows:
  1. After selecting the Editable choice list option, click on Next button. This shall lead you to Step 2 - Set property values window.
  2. Provide a Display Name for the UDF and add a Description in the fields provided. Also, set a Default Value for the UDF.
    
    The value provided in the Display Name field would appear as UDF name in the Other Information window in POS transactions.
    
    Display Name field is mandatory.
  3. Users can mark the UDF as mandatory by selecting the Mandatory checkbox.
  4. Click on the Save button.
Pre-defined choice list
This UDF is available for both GINESYS Back Office & POS modules. This type of UDF would also appear as a LOV in the Other Information window in POS. The LOV values would be non-editable. The steps to create this type of UDF field are as follows:

The source of LOV values for this type of UDF can be the following –
Comma Separated - Users can specify LOV values with (,) comma separation at the time of UDF definition in Head Office.
Query Based - Users can write SQL statements, based on which UDF values would be generated in the LOV. [Sample query – Select BillNo from POSBill. This query would populate the BillNo of the POS bills in the UDF LOV.].
1. After selecting the Pre-defined choice list option, click on Next button. This shall lead you to Step 2 - Set property values window.
2. Provide a Display Name for the UDF and add a Description in the fields provided. Also, set a Default Value for the UDF.
  
  Display Name field is mandatory.
  1. Users can mark the UDF as mandatory by selecting the Mandatory checkbox.
3. In the List Values section, you may choose Comma Separated or Select Query.
  1. If you choose Comma Separated option, provide the values in the Comma Separated Values field with each value separated by a comma.
  2. If you choose Select Query option, provide the select query in the Select Query field. You can double-click and select available queries from Available Query Variables section.
4. Click on the Save button.
Text field
This UDF is available for both GINESYS Back Office & POS modules. It would appear as a text box. Users can specify alphanumeric values in the UDF field. The steps to create this type of UDF field are as follows:
1. After selecting the Text field option, click on Next button. This shall lead you to Step 2 - Set property values window.
2. Provide a Display Name for the UDF and add a Description in the fields provided. Also, set a Default Value for the UDF.
  
  Display Name field is mandatory.
  iii. Enter the Input Mask.
  Field Masking
  
  Format masking is only available for this particular UDF type. It acts as a format validation for the captured UDF data.
  Example - The PAN number comes in a specific 10 character format. The first 5 characters are only ALPHABET values. The next 4 characters are only NUMERIC values and the last character is an ALPHABET value.
  If field masking is defined for any UDF, then the captured data would be validated as per defined masking.
  To know about the values that can be used, hover over the question mark icon beside the field.
  iv. Users can mark the UDF as mandatory and / or unique by selecting the Mandatory and Unique check boxes respectively.
  Unique Validation
  
  If this UDF is marked for unique validation, then the software would not allow to capture and save duplicate UDF value.
  v. Click on the Save button.
Memo
This UDF is available for only GINESYS back office modules. It would capture alphanumeric data. The steps to create this type of UDF field are as follows:
1. After selecting the Memo option, click on Next button. This shall lead you to Step 2 - Set property values window.
2. Provide a Display Name for the UDF and add a Description in the fields provided.
  
  Display Name field is mandatory.
3. Click on the Save button.
Number field
This type of UDF only captures numeric data. The steps to create this type of UDF field are as follows:
1. After selecting the Number field option, click on Next button. This shall lead you to Step 2 - Set property values window.
2. Provide a Display Name for the UDF and add a Description in the fields provided. Also, set a Default Value for the UDF.
  
  Display Name field is mandatory.
3. Users can mark the UDF as mandatory and / or unique by selecting the Mandatory and Unique check boxes respectively.
  Unique Validation
  
  If this UDF is marked for unique validation, then the software would not allow to capture and save duplicate UDF value.
4. Click on the Save button.
Date Field
This type of UDF would open a calendar control in the Other Information window in POS. The steps to create this type of UDF field are as follows:
1. After selecting the Date Field option, click on Next button. This shall lead you to Step 2 - Set property values window.
2. Provide a Display Name for the UDF and add a Description in the fields provided. Also, set a Default Value using the calendar icon .
  
  By default, the current date remains selected.
  
  Display Name field is mandatory.
3. Users can mark the UDF as mandatory by selecting the Mandatory checkbox.
4. Click on the Save button.

Allocate UDF to POS

Important

Allocation can only be done for the Is POS enabled UDFs.

Pre-requisites

The users' role must have access to the User Defined Fields (UDF) feature in Admin - Utilities - Manage through Roles in Ginesys Web - Admin - Security.
The UDF to be allocated must be present.

Steps-by-guide

Go to Ginesys Web - Admin - Utilities - User Defined Fields (UDF). This opens the User Defined Fields module.
Select a Module and Area from their respective drop-downs. The available UDFs will be displayed in the grid.

The values of these two fields must be same as that of the UDF you want to allocate.
Select the UDF you want to allocate and click on the Allocate button. The Site wise UDF allocation window appears.
Select the site you want to allocate the UDF to from the Available Sites section and click on the right arrow button. The selected sites will be displayed in the Assigned Sites section.
Click on the Save Allocation button.
Sync HO and POS.

To go back to the main page click on Managing Utilities tab in Ginesys ERP Admin Module