A user defined field (UDF) is an aspect of SAP Business One that essentially allows you to add as many unique data fields about almost anything in the system.
Where Can I add UDFs?
If you want to know exactly where UDFs can be added, then open up the user defined fields menu in SAP Business One. It can be found by going to the tools menu at the top of the screen, and finding the 'customization tools' sub-menu near the bottom. The item you want is 'User-Defined Fields - Management . . . '. Opening this item will pop open a UDF management window that shows you the extent of where you’re able to add UDFs. The screen should look like this:
In this example, the window is expanded to show the various types of master data to which a user can add a UDF. Master data are things such as ‘item master’ or ‘business partner master’ records. You can also add UDFs to marketing document. A marketing document is defined as any document in the A/R or A/P document area. In the Business One UDF manager, when you add a UDF to one marketing document, you’re actually making it available for all of them. For instance, if we want a UDF on the A/R invoice, that same UDF will have the option of showing up in other documents such as A/R Quotation or A/R Delivery, etc. However, it is up to the user which one of these documents show this field, and this is controlled in the form settings tab when viewing the document (covered in a different blog post).
This UDF management window doesn’t just specify where UDFs go, but it also allows the user to create UDFs of two major types, ones that go on ‘header’ or main body of the object being considered, or in the case of marketing documents, or objects that have row-based tables, you should also see an option to create a UDF for the ‘row’. Knowing which objects allow you to add row-based UDFs takes a little bit of experience takes a little practice. However, once you get the hang of these two major types of UDFs it becomes easy to track unique data.