How to use custom data?

Overview 

Custom Data allows you to add new fields to records in the system (such as Clients, Jobs, Employees, etc.) so you can capture information that does not exist by default.

Each field you create defines:

• Where it appears (the record type, e.g., Job or Client)
• What kind of value it holds (text, date, number, or true/false)

Before adding values, you first create a Custom Data Type, which is the field itself. This acts as the structure that controls how and where the data will be used.

Why it matters:

• Captures information your business needs that the system doesn’t provide out of the box
• Ensures data is stored in a consistent, structured way
• Supports workflows, controls, and system behavior where needed
• Reduces manual workarounds (e.g., spreadsheets or notes outside the system)

Some Custom Data Types are included by default, but most are created as needed based on business requirements.

How to Create Custom Data Type 

Step 1 

Navigate to: 
Set Up Files → Custom Codes → Custom Data –click Custom Data Type  

Step 2 

Click New Custom Data Type 

Step 3: Add Data Type Name  

Step 4: Choose Transaction Type (optional depending on type) 

• Clients  

• Jobs  

• Employees  

• Suppliers  

• GL Accounts  

• Offices  

• Entities 

Step 5: Enter the Value in the available fields (optional depending on type) 

• Text  

• Date  

• Numeric 

• True/False  

Step 6 

Click Save 

Once the Custom Data Type is added, you can add the Custom Data records. 

 

How to Create Custom Data  

Step 1 

Navigate to: 
Set Up Files → Custom Codes → Custom Data 

Step 2 

Click New Custom Data 

Step 3: Choose the Data Type from dropdown 

Fill in the fields that are defined to use with the specific Data Type you choose. 

Available fields: 

• Text (free entry)  

• Date (calendar selection)  

• Numeric (numbers only)  

• Client 

• Job 

• Media Schedule 

• GL Account 

• Employee 

• Supplier 

• Entity 

• Office 

• True/False (checkbox)  

Step 4 

Click Save 

 

How Custom Data Is Used 

When you create Custom Data, you are defining rules around specific data or custom text to be reported when using specific integrations. 

Custom Data fields can be used to: 

• Store additional attributes (e.g., Bank Name, Start Date)  

• Control system behavior (e.g., exclude from approvals)  

• Support workflows and automation  

• Capture information not available in standard fields  

Some examples of Custom Data Types include: 

• Require Dissection on GL Accounts 

• Block Dissect on GL Transactions 

• Allow Employee to Bypass SSO 

• Specify Location on Expense Claims 

• Daily Working Times  

Important Notes 

• It is used for capturing values and controlling behavior  

• Fields are tied to specific transaction types  

• Changes may impact workflows or system logic  

Best Practices 

• Only create fields when there is a clear use case  

• Choose the correct data type for accuracy  

• Avoid duplicating existing fields  

• Understand whether the field impacts system behavior before using it