Mandatory Field Check
In TRASER DMS, you can set up a mandatory field check. You can define which fields need to be filled out before a certain action, e. g. releasing or booking a document, can be executed. If a field that has been marked as mandatory is empty, the system will produce an error message and remind the user that the field has to have a value before a certain action can be executed. This mandatory field check can be set up for the different areas (Sales, Purchase and Service).
The contents in this chapter are divided into the following chapters:
- Setting up Mandatory Field Check for Sales
- Setting up Mandatory Field Check for Purchase
- Setting up Mandatory Field Check for Service
- Mandatory Field Check of Service Order Type
Setting up Mandatory Field Check for Sales
To set up a mandatory field check for the Sales area, please proceed as follows:
- Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Sales & Receivables Setup.
- The Sales & Receivables Setup page is displayed.
- Select Process > Mandatory Document Field Setup from the menu bar.
- The Mandatory Document Field Setup - Sales page is displayed.
- Fill in the following fields:
| Column | Description |
|---|---|
| Document Type | Select the document type you would like to set up a mandatory field check for. |
| Field No. | Select the field that should be checked by the system before a certain action can be executed. |
| Field Caption | This field will be filled out by the system when you select a Field No.. |
| Release | Activate this checkbox if you want the system to check the field specified above before the relevant document can be released. If the field is empty, the system will produce an error message if the user tries to release the document. |
| Ship | Activate this checkbox if you want the system to check the field specified above before the relevant document can be shipped. If the field is empty, the system will produce an error message if the user tries to ship the document. |
| Invoice | Activate this checkbox if you want the system to check the field specified above before the relevant document can be invoiced. If the field is empty, the system will produce an error message if the user tries to invoice the document. |
| Issue | Activate this checkbox if you want the system to check the field specified above before the relevant document can be issued. If the field is empty, the system will produce an error message if the user tries to issue the document. |
Your changes will be saved automatically. You can set up a mandatory field check for as many fields as you like.
Setting up Mandatory Field Check for Purchase
To set up a mandatory field check for the Purchase area, please proceed as follows:
- Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Purchases & Payables Setup.
- The Purchases & Payables Setup page is displayed.
- Select Mandatory Document Field Setup from the menu bar.
- The Mandatory Document Field Setup - Purchase page is displayed.
- Fill in the following fields:
| Column | Description |
|---|---|
| Document Type | Select the document type you would like to set up a mandatory field check for. |
| Field No. | Select the field that should be checked by the system before a certain action can be executed. |
| Field Caption | This field will be filled out by the system when you select a Field No.. |
| Release | Activate this checkbox if you want the system to check the field specified above before the relevant document can be released. If the field is empty, the system will produce an error message if the user tries to release the document. |
| Ship | Activate this checkbox if you want the system to check the field specified above before the relevant document can be shipped. If the field is empty, the system will produce an error message if the user tries to ship the document. |
| Invoice | Activate this checkbox if you want the system to check the field specified above before the relevant document can be invoiced. If the field is empty, the system will produce an error message if the user tries to invoice the document. |
Your changes will be saved automatically. You can set up a mandatory field check for as many fields as you like.
Setting up Mandatory Field Check for Service
To set up a mandatory field check for the Service area, please proceed as follows:
- Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Management Setup.
- The Service Management Setup page is displayed.
- Select Mandatory Document Field Setup from the menu bar.
- The Mandatory Document Field Setup - Service page is displayed.
- Fill in the following fields:
| Column | Description |
|---|---|
| Document Type | Select the document type you would like to set up a mandatory field check for. |
| Field No. | Select the field that should be checked by the system before a certain action can be executed. |
| Field Caption | This field will be filled out by the system when you select a Field No.. |
| Release | Activate this checkbox if you want the system to check the field specified above before the relevant document can be released. If the field is empty, the system will produce an error message if the user tries to release the document. |
| Ship (items) | Activate this checkbox if you want the system to check the field specified above before a document with item lines can be shipped. If the field is empty, the system will produce an error message if the user tries to release the document. |
| Ship (all) | Activate this checkbox if you want the system to check the field specified above before the relevant document can be shipped. If the field is empty, the system will produce an error message if the user tries to ship the document. |
| Invoice | Activate this checkbox if you want the system to check the field specified above before the relevant document can be invoiced. If the field is empty, the system will produce an error message if the user tries to invoice the document. |
| Ship and Consume | Activate this checkbox if you want the system to check the field specified above before the relevant document can be posted via the Ship and Consume action. If the field is empty, the system will produce an error message if the user tries to execute said action. |
Your changes will be saved automatically. You can set up a mandatory field check for as many fields as you like.
Mandatory Field Check of Service Order Type
In TRASER DMS, you can also set up a mandatory field check for the service order type field. This check applies to all document types, whereas the above described Mandatory Field Check only applies to those fields and document types you have specified. If you activate the mandatory field check for the service order type field, the system will show an error message when the user tries to post a document that hasn't been assigned a service order type. The next sub-sections describe how to set up the service order type field check for the areas Sales, Purchase and Service.
Service Order Type Field Check for Sales
To set up the mandatory field check for the Sales area for all documents, please proceed as follows:
- Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Sales & Receivables Setup.
- The Sales & Receivables Setup page is displayed.
- Scroll to the Mandatory fields tab.
- Activate the Order Type Mandatory toggle switch.
You have successfully set up the service order type field check for all sales documents.
Service Order Type Field Check for Purchase
To set up the mandatory field check for the Purchase area for all documents, please proceed as follows:
- Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Purchases & Payables Setup.
- The Purchases & Payables Setup page is displayed.
- Scroll to the Mandatory fields tab.
- Activate the Order Type Mandatory toggle switch.
You have successfully set up the service order type field check for all purchase documents.
Service Order Type Field Check for Service
To set up the mandatory field check for the Service area for all documents, please proceed as follows:
- Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Service Management Setup.
- The Service Management Setup page is displayed.
- Scroll to the Mandatory fields tab.
- Activate the Service Order Type Mandatory toggle switch.
You have successfully set up the service order type field check for all service documents.