Mandatory Fields

This section describes how to set up mandatory fields. In order to increase the quality of the master data, you can make certain fields mandatory for the user in TRASER DMS 365.

The contents of this chapter are divided into the following sections:

Setting up Mandatory Fields

This section describes how to set up mandatory fields. In order to increase the quality of the master data, you can make certain fields mandatory for the user in TRASER DMS 365.

The contents of this chapter are divided into the following sections:

Setting up Mandatory Fields in Tables

This section describes how you set up mandatory fields in tables.
Please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Mandatory Table Setup.
  • The page Mandatory Table Setup is displayed.
  • In the Table No. enter a table/card for which you want to set up a mandatory field. In the following example, the card 18 (Customer) will be used.
  • To set up certain fields, click Setup Mandatory Fields in the menu bar.
  • The window Edit โ€“ Set up Mandatory Field is displayed.
  • For the Field No. column, choose the fields that you want to set as mandatory fields. Repeat this step if you want to set up multiple mandatory fields.
  • Click Close to return back to the Mandatory Table Setup.
  • The selected table will get a new line and the Number of Fields column will show the number of mandatory fields that have been set up.

You have set up mandatory fields for a table. In this example, the field Address has been set up as a mandatory field for this Customer.

This section describes how to view errors concerning mandatory fields.
Please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Mandatory Table Setup.
  • The page Mandatory Table Setup is displayed.
  • Click Refresh Errors in the menu bar.
  • The No. of Errors column shown the number of errors for the mandatory fields that have been set up.
  • To view the table with the errors, click on the number of errors.
  • The Mandatory Field Errors window opens. This page shows all errors for this mandatory field. The error is shown under Field Name.

Correcting Mandatory Field Errors

This section describes how to correct an error concerning mandatory fields.
Please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Mandatory Table Setup.
  • The page Mandatory Table Setup is displayed.
  • In the No. of Errors column, the number of errors is shown for the mandatory fields that have been set up.
  • To view the table/card with the errors, click on the number of errors.
  • Choose a data record from the Record ID column or click on Open Related Record in the menu bar.
  • Please fill out the missing information.

You have successfully fixed a mandatory field error.

Displaying Mandatory Fields on Cards

This section describes how to identify which fields are mandatory fields.

The fields that have been set as mandatory are shown in the FactBox pane (ALT+F2). A field is shown in red until you fill it out and update the card. After entering the data, update the card by clicking F5.

Mandatory Field Check

In TRASER DMS 365, 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

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 Home > 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 365, 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.

The contents of this chapter are divided into the following sections:

+ [Service Order Type Field Check for Sales](#dms-mandatory-field-check-for-sales-area)
+ [Service Order Type Field Check for Purchase](#dms-mandatory-field-check-for-purchase-area)
+ [Service Order Type Field Check for Service](#dms-mandatory-field-check-for-service-area)

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.