The Sage 100 Help Topics files have step-by-step instructions on mapping user defined fields (UDF, UDFs) from data entry tables (invoices, orders, checks, etc.) to history tables. Use these available instructions to learn how to map user-defined fields from one data table to another.

If these mappings are correctly set up, UDFs can copy from another field, or allow updates to flow from one data table to another.

Note: This requires use of the Custom Office module application (also known as Customizer). Not all installations of Sage 100 include this module.

Note: This is considered customization. Using the Custom Office application module requires knowledge and familiarity. Sage 100 Customer Support does not assist in creating customizations and may not be able to troubleshoot or resolve errors or issues that may arise from customizations (this also applies to custom scripts). If you encounter an error or issue, you may have to delete or remove the customization and start over. Therefore, you may want to get assistance from your local Sage business partner or a qualified consultant. There is also Customizer training available on Sage University (www.sageu.com).

Note: Not all tables are available for UDFs to be created, and not all tables can be mapped for data flow.

To verify whether Custom Office is installed in Sage 100:

• Open Library Master, Setup menu, System Configuration
• Access the Modules tab
• Look for Custom Office as a listed module

To access Help for step-by-step instructions on mapping user-defined fields (UDFs):

1. Launch and then log into Sage 100 ERP
2. Click Help menu
3. Select Help Topics to open the Help Center window
4. Access the Index tab
5. For Type in the key word to find, enter "map" or "map udf" (without the quotes)
6. Amongst the results displayed will be a number of step-by-step instruction on mapping user-defined fields that are available to review and follow.

Note: Below is a list of currently available UDF mappings for which there are step-by-step instructions in the Help files. Again, not all tables are available for UDFs to be created, not all tables can be mapped for data flow. Not all mapping possibilities have step-by-step instructions available.

• Accounts Payable Invoice Detail UDF to an Accounts Payable Invoice History Detail UDF
• Accounts Payable Invoice Header UDF to an Accounts Payable Invoice History Header UDF
• Accounts Payable Manual Check Detail UDF to an Accounts Payable Check History Detail UDF
• Accounts Payable Manual Check Header UDF to an Accounts Payable Check History Header UDF
• Data Entry UDF to a General Ledger Detail Posting UDF
• Inventory Management Transaction Entry Detail UDF to an Inventory Management Item Transaction History UDF
• Invoice Detail UDF to an Accounts Receivable History UDF
• Invoice Header UDF to an Accounts Receivable History UDF
• Item Transaction History UDF to an Item Warehouse History By Period UDF
• Master/Repeating Purchase Order Detail UDF to a Standard Purchase Order Detail UDF
• Master/Repeating Purchase Order Header UDF to a Standard Purchase Order Header UDF
• Purchase Order Receipt Detail UDF to a Purchase Order Receipt History Detail UDF
• Return Merchandise Authorization Receipts Header and Detail UDFs to a History UDF
• Sales Order Detail UDF to a Purchase Order Detail UDF
• Sales Order Detail UDF to an Invoice Detail UDF
• Sales Order Entry Header UDF to a Sales Order Invoice Header UDF
• Sales Order Header UDF to a Purchase Order Header UDF
• Sales Order Invoice Detail UDF to a Common Information Item Transaction History UDF
• Sales Order Invoice Detail UDF to an Inventory Management Item Customer History By Period UDF

Note: When creating UDFs in multiple tables, with the intention to map the UDFs from one tabl;e to another, use the same UDF Name in each table. Failing to do this can cause UDF data not to be updated, even though the mapping may be correct.

Note: For user-defined fields (UDFs) to appear in task windows, panels, or screens within Sage 100, the task windows or screens must be modified using the Customizer Selection feature of Custom Office. For more information on adding a UDF to a task window, panel, or screen, please see the Related Resources section below.

Caution: If you set a User-Defined Field as Required, then it will be a required input value in all company codes. If users cannot set a value (such as when entering a sales order or creating an item) because that field is not added to the task window for them to enter a value for it, they will get an error message when attempting to save or Accept.

Note: For user-defined fields (UDFs) to appear on custom Crystal Reports forms or reports, they must be added in the data dictionary for the data table (usually a temporary Crystal work table) used by the report. For more information on customizing Crystal Reports, see the Related Resources section below.

Note: Creating a UDF for some few tables will automatically create a UDF in a corresponding/associated table.

• Example: UDFs created in SO_SalesOrderHeader or in SO_SalesOrderDetail will automatically have a corresponding UDF (of the same name and characteristics) created in SO_SalesOrderHistoryHeader or in SO_SalesOrderHistoryDetail, respectively.
  • Note: UDFs in the latter two tables still have to be added to the Sales Order and Quote History Inqiury task window if they are to be displayed.