Enable Custom Fields

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Audience: Accounting Manager

Summary: Reviews how to enable custom fields: also known as Expanded Dimensions in NetSuite or Tracking Codes in Xero. 

MineralTree supports both custom fields and custom segments on both invoices and purchase orders.  When syncing with MineralTree for the first time, all custom fields and segments available on invoices and/or PO forms in your ERP will be synced over to MineralTree.

 

In Netsuite:

Item Lines:

  1. Create the Field(s) in Netsuite:
    1. Customization → Lists, Records, & Fields → Transaction Line Fields → 'New'
    2. Select the appropriate 'Type' and Data Source as required
    3.  'Applies To' tab - > Purchase Item (checkbox)
  2. Display the Fields in Netsuite
    1. Identify the 'Preferred' form the company uses for Bills
    2. Go to the Form Details Screen (Edit / Customize)
    3. 'Sublist Fields' tab 
    4. locate the field, select 'Show' (checkbox)
  3. Enable the Fields in Mineraltree
    1. Settings → Company Profile → Expanded Dimensions
    2. Select the Field name from the list, and select 'Invoice Item' and/or 'PO Item' from the UI checkboxes
    3. Dimension options will sync to Mineraltree for this dimension at the next sync cycle

Expense Lines:

  1. Create the Field(s) in Netsuite:
    1. Customization → Lists, Records, & Fields → Transaction Line Fields → 'New'
    2. Select the appropriate 'Type' and Data Source as required
    3. On the 'Applies To' tab - > Expense (checkbox)
  2. Display the Fields in Netsuite
    1. Identify the 'Preferred' form the company uses for Bills
    2. Go to the Form Details Screen (Edit / Customize)
    3. 'Screen Fields' Tab → Expenses
    4. locate the field, select 'Show' (checkbox)
  3. Enable the Fields in Mineraltree
    1. Settings → Company Profile → Expanded Dimensions
    2. Select the Field name from the list, and select 'Invoice Expense' and/or 'PO Expense' from the UI checkboxes
    3. Dimension options will sync to Mineraltree for this dimension at the next sync cycle

Transaction Body:

  1. Create the Fields in Netsuite:
    1. Customization → Lists, Records, & Fields → Transaction Body Fields → 'New'
    2. Select the appropriate 'Type' and Source Data as required
    3. On the 'Applies To' tab - > Purchase (checkbox)
  2. Display the Fields in Netsuite
    1. Identify the 'Preferred' form the company uses for Bills
    2. Screen Fields →Main
    3. locate the field, select 'Show' (checkbox)
  3. Enable the Fields in Mineraltree
    1. Settings → Company Profile → Expanded Dimensions
    2. Select the Custom Field name from the list, and select the 'Invoice Header' checkboxes
    3. Dimension options will sync to Mineraltree for this dimension at the next sync cycle

Custom Segments:

Important: Custom Segments have the ability to create custbody and custcol subfields , thus the options to apply at the header and line level

  1. Create the Fields in Netsuite:
    1. Customization → Lists, Records, & Fields → Custom Segments → 'New'
    2. Select the appropriate 'Type' and Source Data as required
    3. For Invoices Header
      1. Application and Sourcing → Transactions → Purchase Transactions (checkbox)
    4. For Item Line Level
      1. Application and Sourcing → Transactions Columns →Purchase Item (checkbox)
    5. For Expense Line Level
      1. Application and Sourcing → Transactions Columns → Expense (checkbox)
  2. Display the Fields in Netsuite
    1. For Invoices Header
      1. See 'Transaction Body' above
    2. For Item Line Level
      1. See 'Item Lines' above
    3. For Expense Line Level
      1. See 'Expense Lines' above
  3. Enable the Fields in Mineraltree
    1. Settings → Company Profile → Expanded Dimensions
    2. Dimension options will sync to Mineraltree for this dimension at the next sync cycle
    3. Note:: DO NOT select the Segment option in Mineraltree (this will be line with checkboxes for all columns showing)

 

In Mineraltree:

The settings for Custom Fields can be found by navigating to the Company Profile in MineralTree: Settings > Company Profile > Expanded Dimensions.

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Expanded dimensions/tracking codes can be made visible, and can additionally be made mandatory, by checking the appropriate boxes on the company profile page.  The top checkbox controls visibility, and the bottom checkbox controls whether it is marked mandatory in MineralTree.

Once selected, these fields will be available to view on purchase orders, and to view and edit on the invoice details page.  If the custom field/segment is a dropdown list, the list of possible values will sync over from the ERP in the next sync cycle.

Screen_Shot_2018-09-26_at_9.11.09_AM.png

Values for custom fields and segments will sync between MineralTree and the ERP. Custom fields and segments that are mandatory in your accounting package should also be marked mandatory in MineralTree to minimize errors with the sync.

For customers already using MineralTree prior to the addition of expanded dimensions support, please note that these fields will only be visible on bills modified after the dimension has been added via the company profile page.

 

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