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Version: 2.0

Working with User-Defined Fields (UDFs)

SAP Business One allows the creation of User-Defined Fields (UDFs), which are custom fields added to forms and tables to meet specific business needs. CompuTec ProcessForce fully supports this functionality, with a few limitations.

This guide shows you how to add UDFs to CompuTec ProcessForce forms, along with notes on recommended settings and constraints.


What You Need to Know Before You Start

  • UDFs can be added to CompuTec ProcessForce tables using the standard SAP Business One customization tools.
  • Some CompuTec ProcessForce forms do not support UDFs or may encounter errors if UDFs are added.
  • Always ensure all other users are disconnected from the company database before making UDF changes.

Limitations

Form or AreaUDF Support
Costed Bill of Materials❌ Not Supported
Item Costing & Resource Costing⚠️ May cause errors - avoid adding UDFs
Downtime Reason (Flat Forms)✅ Supported but not displayed on the form - visible only via side panel

Prerequisites

Ensure you have the following authorization in SAP Business One:

Customization Tools → User-Defined Fields - Management

Navigate to:

Path

Administration → System Initialization → Authorizations → General Authorizations


How to Add UDFs to CompuTec ProcessForce Forms

  1. Go to:

    Path

    Tools → Customization Tools → User-Defined Fields - Management

  2. Navigate to the relevant User Table under the User Tables section. CompuTec ProcessForce tables appear here:

    User Tables

    • Header tables (e.g., BOM)
    • Row tables (e.g., BOM: Items, BOM: Scrap)
  3. Select the section (header or row) where you want to add a UDF and click Add.

    Add UDF

  4. Fill in required UDF details like:

    • Title

    • Description

    • Data type

    • Field structure

    Note: Title, Type, and Structure cannot be edited once the field is added. You must delete and recreate the UDF if needed.

    Fields

  5. Accept the prompt indicating a database structure change.

  6. Review the list of active users. If others are logged in, disconnect them or try again later.

    caution

    Adding UDFs modifies the database structure. It is strongly recommended to disconnect all users before proceeding.

  7. Restart the SAP Business One client to reflect the changes.


Viewing and Using UDFs

Header UDFs

  • These are not shown directly on the form.

  • Access them via:

    Path

    View → User-Defined Fields

    or shortcut Ctrl+Shift+U

    Header UDFs


Row UDFs

  • Displayed as additional columns in the table grid on the form.

    Row UDF


Flat Forms (e.g., Downtime Reason)

  • These do not support row structures.

  • UDFs added will behave like header UDFs, viewable in the side panel only.

    Downtime Reson UDFs


Managing Visibility with Form Settings

You can control the visibility and activity of row UDFs using: Form Settings → Table Columns

Note: Only row UDFs appear in the Form Settings window.

Form Settings


After installing CompuTec ProcessForce, some UDFs are automatically added to core SAP Business One forms (e.g., Revision on Sales Order).

  • Keep these fields visible and active to ensure proper behavior.

  • Hiding these UDFs may result in data inconsistencies or failed field updates.

    Sales Order UDF


Summary

TaskWhereNotes
Add Header UDFsTools → Customization ToolsAccess via side panel
Add Row UDFsIn table sectionVisible as columns
Manage VisibilityForm SettingsFor row UDFs only
Avoid ErrorsItem Costing, Resource Costing, BOM CostedMay break functionality

By following these best practices and constraints, you can safely extend CompuTec ProcessForce functionality with custom fields aligned to your unique business needs.