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Configuring and Allocating UDFs (User Defined Fields)

Owned by Aparajita Basu Roy
Last updated: Mar 05, 2024
7 min read

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

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

  1. 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


  1. Go to Ginesys Web - Admin - Utilities - User Defined Fields (UDF). This opens the User Defined Fields module.




  2. Select a Module and Area from their respective drop-downs.





  3. Click on the Add button. This will open the Add User Defined Fields window. The process of creating UDFs is divided into 2 steps.

  4. 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).




















Important

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

Pre-requisites

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


  2. The UDF to be allocated must be present.

Steps-by-guide

  1. Go to Ginesys Web - Admin - Utilities - User Defined Fields (UDF). This opens the User Defined Fields module.

  2. Select a Module and Area from their respective drop-downs. The available UDFs will be displayed in the grid.



  3. Select the UDF you want to allocate and click on the Allocate button. The Site wise UDF allocation window appears.

  4. 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.


  5. Click on the Save Allocation button.


  6. Sync HO and POS.

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