Adding a custom field in Sage Intacct

In Sage Intacct by Emma Unwin

Reading Time: 6 minutes

Custom fields help you to capture your unique business data by storing it in a convenient, accessible place.

Sage Intacct provides a range of useful standard fields across all objects to capture information, sometimes there may be times when you need to include or store some additional information on a sales invoice or on a supplier that is not already included within these pre-defined standard fields, this is where custom fields will come to your rescue and allow you to customize Intacct to fit your business’s specific needs.

There is no extra charge for a custom field, so this may be a good alternative to an additional dimension. Especially if you just need to store this information for other users to see, or use this information in operational reporting to analyse your data further.

Custom fields can be set up on any object such as purchase invoice items, customer, payments, etc. They can also be used in objects that come in from additional modules such as fixed assets, time and expense, etc. There is a limit of how many custom fields can be set up on certain objects, these objects being; Customer, Vendor, Item, Project, and Contract, but this is a limit of 100 custom fields; so it is very unlikely you will reach this limit. On every other object in Intacct, there is an unlimited number of custom fields that you can add, so create until your heart’s content!

How can Sage Intacct’s custom fields be used?

Once a custom field is created it can be used as any other fields is used across Sage Intacct. They can be used in list views and operational reports to sort or filter your data, also in operational reports they can be pulled in as additional columns to analyse and report on your data. Do you have a sales invoice template that you need to add it to? No problem! It can be added using the Sage Intacct Printed Document Toolbar add-on for Microsoft Word. This may seem a bit techy but one of our support team will be more than happy to help you download the add-on or add in the custom field for you.

Smart events are another cool customization tool that you have available in Sage Intacct and custom fields can be utilized in this tool. You can use smart events to send emails, update fields and produce error messages, all on criteria that you have entered. A custom field can be used in the criteria for these smart events or used in the body of a smart event, being updated from another field or embedded in an email that is automatically sent out to colleges or customers. Whilst we are on the subject of emails, custom fields can be added into custom email templates that you send out to your customers, such as sales invoice emails.

Whilst custom fields can’t be linked to other custom fields or separate objects (e.g. Order Entry sales invoice to AR sales invoice), they can be linked to Salesforce fields if you are using the Advanced CRM Salesforce integration. They can easily be added to the custom object mapping under the configuration settings of the Advanced CRM integration.

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How to add a custom field in Sage Intacct

It is quite a straightforward process to add a custom field and can be added in by any user with administrator permissions. Sage Intacct will take you through the process step by step to add the required information to create your custom field. If you get stuck at any point you can also click on the ‘Help & Support’ option at the top right of your page and click ‘Help on this page’. Alternatively, you can reach out to our support team that will be able to answer any questions you may have.

To navigate to the setup steps if you navigate to Platform Services / Customization Services > + next to custom fields.

Note: The following screenshots can be clicked on to open in a new tab should you need to see it larger, or if you are experiencing blur within the blog. 

Sage Intacct add a custom field - platform services - custom fields

Step 1

The first step is to select the object you want to add the custom field to. This is a step that once you have saved your custom field you will not be able to change, you would need to delete the custom field and start again.

Step 2

The next step is to select your data type, there are 13 different types of custom fields, so something for everyone to meet their business needs.

Some of the main types of custom fields that you will find useful are checkboxes, date fields, picklists, and text.

This is another step that once you have saved your custom field you will not be able to change, so think about this one. Although it isn’t hard to recreate a custom field, it can be time-consuming if you need to recreate it a few times.

Step 3

The next step is to add in your characteristics, this will change depending on what data type you select, such as of you select a picklist here it will ask you for your picklist options.

If you have selected a text data type it will ask you how many characters you want your text field

Here it will also ask you for a label, which is your name, a field id, which is the unique identifier for your custom field and a description, it is useful to fill in the description so other users will know what this custom field is about if you are ever not around for them to ask.

Step 4

This is your final step and here you will choose your deployment options.

You can set if your custom field is required, hidden, or inactive. One other thing you can do in this step is to add your custom field into a field set. A field set is a way you can group custom fields together under an object, you can create your own custom field set by entering the name you would like to use in the field set section, then for any new custom fields you would just need to type the same name in that box and they will appear together under that heading.

Things to remember with Sage Intacct’s custom objects

Once you have created your custom field it is highly editable, so you can change anything in step 3 or step 4. Whilst this can be handy, changing settings like your field ID could cause problems with any smart events or templates in which the custom field is used in and you would need to update these.

Another thing to consider is if you remove a custom field, it will remove all the data that has been saved on your records and you will be unable to get this information back, taking an export of the populated data before you delete the custom field will never harm.

Before you go

We are a multi-award winning Sage Intacct partner that is the only UK Sage Intacct partner of the year award winner. We offer a range of cost-effective and bespoke Sage Intacct training courses and Sage Intacct support packages. If you aren’t an existing Sage Intacct user and are exploring more about Sage Intacct, we have a range of resources you’ll find useful such as an on-demand Sage Intacct demo, a range of on-demand Sage Intacct webinars and lots of information around the Sage Intacct modules.

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