The information in this article applies exclusively to a feature in the Pro/Complete subscription.
Depending on the restrictions of the integration with the accounting package, it is determined which fields Zenvoices is allowed to retrieve for a financial transaction (see notes per accounting package). If certain master data is not available, custom fields can be used in Zenvoices. The administrator adds extra fields with this setting at both header and line level of the transaction screen. Because these custom fields — with the exception of Twinfield — are not transferred to the accounting package, they can be used freely. This can be useful, for example, for posting to license plates or departments that are not available by default in the accounting package.
In Twinfield the free text fields remain linked. Custom fields can also be included via the API, which can be valuable both for supported accounting packages and for external integrations and reporting.
Custom fields can be selected in transaction templates. This is also possible with proposal strategy last transaction, but this option is not enabled by default. You can configure this via the journal settings or via the software account settings.
This guide describes the following steps:
A Add custom fields via the administration settings
B Use custom fields in financial transactions
C Link custom fields via the API (optional)
A Add custom fields via the administration settings
Navigate to Manage / Environment / Administrations / Pencil icon to edit / tab Custom fields. Choose the button 'Add custom field' under Transactions to add a custom field at header level, or under Transaction lines to add a custom field at line level.
When the button 'Add custom field' is selected, the popup below will open. In this example a custom field at line level has been selected:
Please note: after saving it is no longer possible to change the fields Name and Type.
Name: The administrator enters a recognizable field name and determines whether the field may be enabled and whether it is a required field in the transaction line.
Translations: The administrator enters the correct translation for each active language: the displayed language depends on the user setting.
General ledger accounts: Choose for which general ledger account(s) the custom field must be filled in.
Type: Select the field type: text, numeric, percentage or create a selection field.
Maximum length: Determine the maximum number of characters that may be entered in this field.
Default value: Enter a suggested value that will automatically be offered when creating a transaction.
Accounting package field (optional): this field is only visible for administrations connected with Twinfield. Continue with this guide in that case. If the administration is not connected with Twinfield, choose save and continue to:
B Use custom fields in financial transactions.
Custom fields linking with Twinfield (optional)
Select a Free text field from Twinfield that is still available.
Please note:
It is not recommended to use Free text field 3. This field is primarily intended for viewing invoices and receipts.
Twinfield has three free text fields which can each be used once (avoid selecting a free text field that is already used for the Payment reference field).
In Twinfield it must be configured whether the custom field applies at header or line level. Navigate in Twinfield to Settings / Administration settings / Journals, select the desired journal, scroll to Free text fields and choose Header or Detail line under Location.
When a custom field is added in Zenvoices under Transactions, this corresponds with Header in Twinfield; when it is added under Transaction lines, it corresponds with Detail line.
In this example a custom field was added in Zenvoices to Transaction lines and Free text field 2 was selected; in Twinfield the option Detail line was selected for Free text field 2.
Choose Save in both Zenvoices and Twinfield.
B Use custom fields in financial transactions
Open a transaction with the pencil icon to edit. If no transaction is available, a test can be done by opening a New transaction. To do this, choose Transactions at the top and then the green button New transaction at the top left. When the transaction screen is opened, select the grid wheel icon at the top right to add extra fields (see image).
Select the custom field that was created and choose Save to add this custom field to the transaction screen.
The custom field will automatically appear on the right side of the transaction line. For instructions about changing the column order and width it is recommended to consult this article.
Administration connected with Twinfield
In this example the value Finance has been entered in Zenvoices for the Free text field Department.
In Twinfield this can be viewed as follows:
C Link custom fields via the API (optional)
Custom fields can also be passed via the API. Refer to our API documentation for more information.