Custom fields — How to get started with a basic use case example

Custom fields are a powerful tool that allows you to customize CashCtrl for your needs. Many processes can be automated with it. Here we show with a basic example how custom fields work in CashCtrl.

Use-Case: The field "EAN" should be added to our articles, so that the "EAN" can be scanned in the warehousing and displayed on invoices.

1. Add custom field

Custom fields can be added via Settings Custom fields and there via the relevant tab.

For the use case example, we go to the Article tab and add a number field, which we call "EAN". To display the custom field on its own tab, enter a new tab "EAN".

INFO: Each custom field gets a unique placeholder from CashCtrl in the form of $customFieldXY. This placeholder can be used to display the value of the custom field e.g. on documents.

Add a custom field and define where it should be displayed

2. Import articles

We have exported our article database to add the EAN numbers in Excel. This works e.g. also with a Bluetooth scanner, which inserts the EAN number into the Excel field.

Now we want to get the articles back into CashCtrl using the import function to import the added column "EAN" (more details about the import function can be found here). We set the checkbox "Complement existing articles".

We select EAN at the very bottom of the list below custom fields when mapping the EAN field. This way CashCtrl fills the data from the column "EAN" of the Excel file into the custom field of the same name during the import.

Import articles and map the columns from the Excel table to the fields in CashCtrl.

3. Search and filter by custom field

After the import you can display the custom field of the article as a separate column. Now you can also search and filter articles by their EAN number.

Display the custom field column to search and filter the values

4. Display custom fields on documents

We want the EAN number of the item to be displayed on an invoice document. We achieve this by entering "EAN: $customField19" in the description of the item (the number of the placeholder is an example).

Variable des Zusatzfelds einfügen um Werte auf Dokument darzustellen

5. Automate / speed up

It would be quite time consuming to have to enter the text "EAN: customField19" for every single article in the description. Therefore we complement our article master file with an additional column "Description" which we create in Excel. We copy into this field for each item "EAN: $customField19".

We complement our inventory in CashCtrl via another import of the article master file.

Automate the custom field to display it on documents

6. Result

Whenever we create an invoice now, the EAN automatically appears for each item.

More use case examples of custom fields:

Result: the EAN is displayed for each position on the invoice