Adding, Editing, and Deleting Custom Fields

This document outlines the procedure for adding or editing custom fields. Custom fields allow you to add information that you want to track or report on. For instance, if you want to track your customers birthdays or report on vendor style numbers you can create custom fields for each of those.

Getting Started

To access custom fields in Heartland Retail, follow these steps:

• In the top navigation menu in the Heartland Retail dashboard, click the “Settings” link.

This will bring you to the “Settings” page.

Creating a New Custom Field

• Click the “Custom Fields” tab on the left menu bar.
  This will bring you to the “Custom Fields” page.
• Click the “New” button.
  You will be taken to a “New Custom Field” page.
• Enter a “Name” for the new custom field in the “Name” field.
  This name will be the text shown to the user above the text field in Heartland Retail.
• Assign the custom field to a group by selecting a group from the “Group” drop down menu.

If you wish to make the custom field required move the switch to the “Yes” position. If the field is not required to be filled out in Heartland Retail, keep the switch in the “No” position. If you make the field required it must be filled in on all new items in your system. Once you make a field required the system will not allow you to save a new item or edit an existing item without filling in that field.

If you wish to make the custom field’s values be unique, move the switch to the “Yes” position. If the field’s values are not required to be unique, keep the switch in the “No” position. If you make a fields values unique (by moving the switch to the "Yes" position) the field becomes a scannable field. This is useful if your items have unique item numbers and also UPC numbers associated with them.

If you would like the custom field's values to show up on the Purchase order or Purchasing Receipt, move these switches to the "Yes" position. These values will appear at the line item level.

When you navigate to "inventory" then "items" you will see a list of all of your items. If you would like to see a custom field from this view, move the "Display on Item List" switch to "yes."

If you wish to allow the custom field's values to be filled in free form select "Any". If you wish to only allow specific values be entered in the custom field select "Pick from a list" and enter the allowed values in the box that appears. Selecting "Pick from a list" is a great way to ensure consistency when setting up your items. For instance, you may want to create a custom field on the item record for Group with Ladies, Mens, Kids as options in your list. If you do not select "Pick from a list" you could set up the item with group ladies vs Ladies. When you go to report on that item any item with Group ladies will not show up if you run a report for Group Ladies.

• Click the “Save” button.

You have successfully saved a new custom field.

Editing Custom Fields

• Click the “Custom Fields” tab on the left menu bar.
  This will bring you to the “Custom Fields” page.
• Click the “Key” of the item you wish to edit.
  This will bring you to the Custom Field page where you can edit the name of the Key, Name, Group or other preferences.
• Click the “Save” button.

You have successfully saved and edited a custom field.

Deleting Custom Fields

• Click the “Custom Fields” tab on the left menu bar.
  This will bring you to the “Custom Fields” page.
• Click the “Delete” link of the item you wish to delete.
  Heartland Retail will ask you to confirm that you want to delete the custom field.
• Click the “Yes” button.
• Click the “Save” button.

You have successfully deleted a custom field.