Enable Custom Fields

Audience: Accounting Manager

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

This article contains:

• Custom Fields Functionality
• Configuration options for NetSuite
  • Custom Line Items
  • Custom Expense Lines
  • Custom Body Lines
  • Custom Segments
• Configuration Options for Xero

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Custom Fields Functionality

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.

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. 

 

Configuration Options for NetSuite

NetSuite allows for custom fields for line items, expenses, and body lines. In order to use custom fields in MineralTree, you must first create and display them in NetSuite before they will be available as an option in MineralTree. 

 

Custom Line Items

Create the field(s) in NetSuite by following these instructions: 

1. Navigate to Customization > Lists, Records & Fields > Transaction Line Fields and then select New. 
2. Select the appropriate 'Type' and Data Source as required.
3.  Click the Applies To tab  and then select Purchase Item (checkbox)

Display the Fields in NetSuite

1. Locate the 'Preferred' form your organization uses for Bills and go to the form details screen. A quick way to do this is to create a new bill and then click Customize > Customize Form
2. Once in the form, click the Sublist Fields tab.
3. Locate the field and select Show (checkbox)

Enable the Fields in MineralTree

1. Navigate to Company Profile by clicking your initials on the top right of the navigation bar. 
2. Click on the Expanded Dimensions Tab
3. Select the Field name from the list, and select 'Invoice Item' and/or 'PO Item' from the available checkboxes
4. Dimension options will sync to MineralTree for this dimension at the next sync cycle

 

Custom Expense Lines

Create the field(s) in NetSuite by following these instructions: 

1. Navigate to Customization > Lists, Records & Fields > Transaction Line Fields and then select New. 
2. Select the appropriate 'Type' and Data Source as required.
3.  Click the Applies To tab and then select Expense (checkbox)

Display the Fields in NetSuite

1. Locate the 'Preferred' form your organization uses for Bills and go to the form details screen. A quick way to do this is to create a new bill and then click Customize > Customize Form
2. Navigate to the Screen Fields Tab and then the Expenses sub tab
3. Locate the field and select Show (checkbox)

Enable the Fields in MineralTree

1. Navigate to Company Profile by clicking your initials on the top right of the navigation bar. 
2. Click on the Expanded Dimensions Tab
3. Select the Field name from the list, and select 'Invoice Expense' and/or 'PO Expense' from the available checkboxes
4. Dimension options will sync to MineralTree for this dimension at the next sync cycle

 

Custom Body Lines

1. Navigate to Customization > Lists, Records & Fields > Transaction Line Fields and then select New. 
2. Select the appropriate 'Type' and Data Source as required.
3.  Click the Applies To tab and then select Purchase (checkbox)

Display the Fields in NetSuite

1. Locate the 'Preferred' form your organization uses for Bills and go to the form details screen. A quick way to do this is to create a new bill and then click Customize > Customize Form
2. Navigate to the Screen Fields tab and then select the Main sub tab 
3. Locate the field and select Show (checkbox)

Enable the Fields in MineralTree

1. Navigate to Company Profile by clicking your initials on the top right of the navigation bar. 
2. Click on the Expanded Dimensions Tab
3. Select the Field name from the list, and select 'Invoice Header' from the available checkboxes
4. Dimension options will sync to MineralTree for this dimension at the next sync cycle

 

Custom Segments

Important: Custom Segments have the ability to create their fields on the header, expense, and line level. It is a best practice to select which you prefer when enabling these segments in MineralTree.

Create the Fields in NetSuite

1. Navigate to Customization > Lists, Records, & Fields > Custom Segments and select New
2. Select the appropriate 'Type' and Source Data as required
3. The next steps will vary depending on if you want the segment to apply to the header, line, or expense level. 
   • For Invoices Header navigate to Transactions and select Purchase Transactions (checkbox)
   • For Item Line Level navigate to Application and Sourcing > Transactions Columns and select Purchase Item (checkbox)
   • For Expense Line Level navigate to Application and Sourcing > Transactions Columns and select Expense (checkbox)

Note: If your custom segment is preexisting, it may have a checkbox titled "Use as Field ID." Ensure that this checkbox is selected in the Primary Information section of the page or it will not sync properly. 

Display the Fields in NetSuite

Locate the 'Preferred' form your organization uses for Bills and go to the form details screen. A quick way to do this is to create a new bill and then click Customize > Customize Form

 

The next steps will vary depending on if you want the displayed segment to apply to the header, line, or expense level. 

• For Invoices Header navigate to the Screen Fields tab and then select the Main sub tab. Locate the field and select Show (checkbox)
• For Item Line Level navigate to the Sublist Fields tab. Locate the field and select Show (checkbox)
• For Expense Line Level navigate to the Screen Fields Tab and then the Expenses sub tab. Locate the field and select Show (checkbox)

Dimension options will sync to MineralTree for this dimension at the next sync cycle.

 

Enable the Fields in MineralTree

1. Navigate to Company Profile by clicking your initials on the top right of the navigation bar. 
2. Click on the Expanded Dimensions Tab
3. In MineralTree, there will be an option to select all columns for this custom segment. Note that it is a best practice to select which you prefer when enabling these segments in MineralTree.

 

Configuration Options for Xero

Create the fields in Xero by navigating to Accounting > Advanced > Tracking Categories

A maximum of four categories in total (including no more than 2 active categories) can exist at any one time and you cannot add a new tracking category until an existing one has been archived or deleted.

 

Enable the fields within MineralTree

The settings for Custom Fields can be found by navigating to the Company Profile in MineralTree by clicking your initials in the top right of the navigation bar and selecting Company Profile. From here, select the Expanded Dimensions tab. 

 

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.