Labeling User-Defined Fields

Most major windows in Service Management have user-defined fields. Before labeling these fields, we recommend you determine what data your business needs to capture.
There are user-defined fields in each major window in Service Management. The following windows contain user-defined fields:

• Add Subtask
• Contact Setup
• Contact Setup - Local
• Customer
• Equipment - Additional Fields
• Location
• Meter Readings/Hours
• Service Call
• Time Stamp
• Workorder Names

The Maintenance Contract module also contains user-defined fields.

You also can use Microsoft Dynamics GP Modifier to change field labels, rearrange window layout, and make fields invisible (Microsoft Dynamics GP > Tools > Customize > Modifier).

Labeling customer user-defined fields

The Customer window has nine user-defined fields. The first three fields default as City, State, and ZIP Code. These field labels also display in the Location, Contact Setup, and Contact Setup - Local windows.
The fourth and fifth user-defined fields have an attached lookup window. A common user-defined field in the Customer window is Customer Type. The lookup window could show various types of customers such as Office, Health Care, or Industrial.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Customer. The first three user-defined fields default as City, State, and ZIP Code.
2. Enter the field labels. You may want to clear "User Defined" from fields you do not use.
3. Choose Save.

Labeling location user-defined fields

The Location window has six user-defined fields.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Location.
2. Enter the field labels.
3. Choose Save.

Labeling service call user-defined fields

The Service Call window has five user-defined fields. The first is used to set the priority scale for all calls. For example, you could define the Priority field as 0=Low, 9=High. The field can contain up to 30 alphanumeric characters or symbols; however, only 14 characters or symbols of the description are visible in the field. The priority field itself can contain a single alphanumeric character and is visible on the Dispatch Board. The second and third user-defined fields have a lookup window. Both the second and third user-defined fields also appear in the Dispatch Board Filter Preferences window and the Query window, which is accessed by clicking the query button in the Date field on the Dispatch Board.

If you label one user-defined field in the Define Service Call window, you must enter unique labels for all user-defined fields. You cannot have two fields with the same label.
An example of a user-defined field in the Service Call window is Site Contact.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Service Call.
2. Enter the field labels. The first user-defined field is used to define the priority scale for all calls.
3. Choose Save.

Labeling time stamp user-defined fields

The Time Stamp window has five user-defined fields. Examples of common time stamps are Dispatched, Arrived, and Complete.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Time Stamp.
2. Enter the field labels.
3. Choose Save.

Labeling equipment user-defined fields

Six user-defined fields appear on the Equipment - Additional Fields window, the Component - Additional Fields window, and the Equipment Type Setup window. The last user-defined field is in numerical date format. You may, for example, label this field "Date Purchased" to track the age of the equipment.

Equipment active user-defined fields

You also have the option of using 15 active user-defined fields on the Equipment - Additional Fields window and the Component - Additional Fields window. Active user-defined fields are customizable user-defined fields. They can be defined to return various forms of data in read-only format. For example, you could define a group of fields to return meter/readings, the last service call ID, and the service call completion date. The data is updated every time the window is opened. Unlike other user-defined fields, users do not enter data in active user-defined fields. You can choose which active user-defined fields are visible by marking the Visible checkbox next to each field. The first six fields are marked by default.
Contact WennSoft Sales for more information about the Equipment Active UDFs feature. Signature Technical Consulting is available for assistance with programming the active user-defined fields, if needed.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Equipment.
2. Enter the field labels.
3. Mark or unmark the Visible checkboxes as needed.
4. Choose Save.

Labeling meter readings/hours user-defined fields

The Meter Readings/Hours window contains 25 user-defined fields that can be used to track information for a piece of equipment. Fields are provided for numerous data types such as text, dates, currency, and integers.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Meter Readings/Hours.
2. Enter the field labels.
3. Choose Save.

Labeling workorder names

Service Management ships with five predefined workorder formats. The default size for Workorders 1 and 2 are 8 ½" x 11." Workorder 3 is the T Card format. Workorder 4 lists task detail and workorder 5 lists appointment detail.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Workorder Names.
2. Enter the workorder names.
3. Choose Save.

Labeling contact setup user-defined fields

Four user-defined fields appear in the Contact Setup window and the Contact Setup - Local window. Two of the fields have lookup windows.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Contact Setup.
2. Enter the field labels.
3. Choose Save.

Labeling the contract contact user-defined field

This user-defined field appears in the Contact Setup - Local window when the window is opened from the Maintenance Contract window.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Contract Contact.
2. Enter the field label.
3. Choose Save.

Labeling the add subtask user-defined field

The Add Subtask window has one user-defined field.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Add Subtask.
2. Enter the field label.
3. Choose Save.