Filtering Documents and Reports by Custom Fields

You can use custom fields (such as: sales representative name, department, branch, project number) to filter documents and reports in the system and get accurate data before exporting or analyzing.

Common examples: filtering sales invoices by sales representative name, analyzing income statement by department or branch, exporting quotes for a specific sales representative.

Steps

1. Filter Documents by Custom Fields

   • Go to any page that supports custom fields such as:

     • Sales invoices, quotes, purchase orders, purchase invoices, manufacturing orders, simple invoices, customer and vendor memos, customers, manual journal entries, products, vendors, inventory count, customer and vendor promissory notes, inventory transfer.

   • Use filter options at the top of the page, select the custom field and the desired value, then search.

   • Click Export to export the results to Excel if needed. Alert: Custom field values will not appear as a separate column in the Excel file; the export only includes the filtered results without a column for the field name.

2. Filter Reports by Custom Fields

   • Go to Reports and select the desired report that supports filtering by custom fields such as:

     • Account Statement, Income Statement, Balance Sheet, Trial Balance, Cash Flow Statement.

   • Click the Advanced Analysis button (appears next to the report name directly at the top of the page).

   • From the Filter Type dropdown menu, select the desired custom field (it will appear with the name you created in the settings under custom fields), then specify the value to filter in the adjacent field.

   • Click Search to display the results.

Important Notes

• It is not possible to display a custom fields column alongside operations within the report; fields are used for filtering only.

• When exporting documents to Excel, custom field values will not appear as a separate column in the exported file. Alternative: Filter first by the custom field, then export the results.

• In manual journal entries, custom fields are linked at the entry level as a whole, not at the line level (debit/credit). They are filled in from the “Additional Information” section below the entry.

• Custom fields are not available in some sections such as: Fixed Assets, Payroll, Budgets.