Within the transaction workflow, you can create transactions from another. For example, you can create an Invoice from an Estimate, ensuring all the details are present in the new Invoice.
However, custom fields will not automatically copy over. This article will cover how to copy that data over.
Before you begin, ensure you have the custom field present in both tables. To make the process easier:
- Custom field should have the same name in both tables
- Custom field should be the same type, and if it's a text field, should have the same number of characters.
- Custom field should have the same attributes. If it's required in one, it should be required in the other.
- Custom field should be visible on the source and destination screen.
In this example, we will have a custom field called SalesRegion in the Estimate and the Invoice table. Although not covered here, this custom field has also been dragged onto both the New / Edit Estimate screen and the New / Edit Invoice screen.
When an invoice is created from an estimate, it will copy over the data from SalesRegion.
1. When viewing an estimate, customize the New / Edit Estimate screen.
2. If you have never customized this screen before, it will ask you to create a copy. Click Create a Copy. (Considering, however, you customized the screen to add the custom fields, you will probably not see this prompt.)
3. Scroll down until you find the section secButtonsDesktop. In there you will find the Create button. Expand its [▾] menu and click Menu Items.
4. The Create button is a menu button, and has different actions for each of its menu items. In the below image, you can edit the actions for
- Create Work Order
- Create Sales Order
- Create Invoice
In this example, we will only change the actions for the Create Invoice menu item so select it. Note, however, the process is the same for the other transactions.
5. Click Edit Actions (8) for the Create Invoice menu item.
6. In the Action Set, scroll down until you get to the 18th action, and select Insert Records Into Table.
7. In the Insert Records Into Table action, click ⊕ Add another field.
8. Select your custom fields for the new dropdowns. The right dropdown indicates the value it will copy. Make sure you use the proper custom field from the Loop, not from the control on the screen.
9. Close the actions, and save the screen. The custom field will now be copied from the Estimate to the Invoice screen.