Additional fields: Add your own custom fields for each screen and include them in printouts and exports

Custom fields let you add data specific to your business to the system’s forms, such as a product’s country of origin or a project number on an invoice. The value is entered with the record and appears on its page, in its list, in its print and in its export. This guide explains where to add custom fields for each screen, the field types and their properties, where their values appear, and the difference between custom fields and the Add Extra Custom Field option in the invoice.

Where do you add custom fields?

Screen	Settings page	Card
Sales invoices	Sales Settings	Invoice Custom Fields
Clients	Clients Settings	Custom Fields
Suppliers	Purchase Invoice Settings	Supplier Custom Fields
Purchase invoices	Purchase Invoice Settings	Invoice Custom Fields
Products	Products Settings	Custom Fields
Work orders	Work Order Settings	Custom Fields
Employees	Employees Settings	Employee Custom Fields
Contracts	Payroll Settings	Contract Custom Fields
Journals and assets	General Accounting Settings	Journal Custom Fields and Assets Custom Fields
Manufacturing orders and production plans	Manufacturing Settings	Order Custom Fields and Production Plan Custom Fields
Reservation orders, lease contracts and units	Rental and Unit Management Settings	Reservation Order Custom Fields, Lease Contract Custom Fields and Unit Custom Fields

Adding a field

1. Open the settings page from the table above and click the custom fields card.
2. The field designer opens. Drag the field type you need onto the form.
3. Set the field’s properties, such as its name and whether it is required, as described in Field types and properties.
4. Click Save.

There are two versions of the field designer, depending on the screen: a designer with Arabic field names for invoice, product and work order fields, and a newer designer that shows field names in English for the other screens. The steps are the same in both. Use the designer on a computer; it does not work well on mobile.

Field types and properties

Field types

Type	Use
Single Line Field / Single Line	Short text, such as an ID number.
Multi Line Text / Multi-Lines	Long text.
Number, Currency	Numeric values and amounts.
Date, Time	Dates and times, such as an ID expiry date.
Dropdown, Multiple Choice Dropdown / Multiple Dropdown	Choose from preset values.
Checkbox / Toggle	Yes or no.
Email, Website, Phone Number	An email address, a link or a phone number.
File Upload / File, Image Upload / Image	Attach a file or an image.
Map / Map Location	Pick a location.
Section Separator / Separator	A heading that separates parts of the form.

Field properties

Property	What it does
Is it Required ? / Is Required?	Prevents saving without a value.
Is it Unique ? / Is Unique?	Prevents the same value on more than one record.
Filter by this Field?	Adds the field to the list filters.
List by this Field?	Shows the field as a column in the list.
Hide Field ?	Hides the field without deleting it.
Field Size	The field’s width in the form.

Where do field values appear?

• In the add and edit form, in a dedicated custom fields section.
• On the record’s view page.
• As a column in the list, if you turned on List by this Field?.
• In the list filters and some reports, if you turned on Filter by this Field?.
• In prints and exports, as described in the next two sections.

Showing fields in prints

1. Open the print template, such as Invoice/Estimate Layouts or Printable Templates.
2. From the variables list in the template editor, choose the custom field’s variable. It appears under the field’s name.
3. Place it where you want and save the template.

The variable looks like {%field_15%} or {%le_custom_data_client_id_number%}, depending on the screen, and is replaced with the field’s value when printed. A file field appears as a link.

Fields in export and import

• When you export invoices or documents, custom fields appear among the fields you choose.
• When exporting from the newer lists, they appear under the screen’s More Information group, for example Client More Information.
• When importing, custom fields appear among the fields you map to the file’s columns.
• File, image and separator fields are not exported.

Custom fields vs. Add Extra Custom Field in the invoice

	Custom fields	Add Extra Custom Field
Where it’s set up	In the settings, once for all invoices.	Inside the invoice itself, with the + button and then Custom Field.
Content	A field with a type and properties (required, dropdown, date…).	A free label and value: Extra Label and Extra Data.
Lists and filters	Can be shown and filtered.	Doesn’t appear in lists or filters.
Printing	By adding its variable to the template.	Appears automatically in the printed invoice header.

You can also prepare Custom Field rows in advance in the invoice layout, from the Custom Fields section and then Add More Fields. They then appear on every new invoice that uses this layout.

Custom fields or Related Forms?

Use custom fields for data recorded once per record, such as an ID number. For data that repeats for the same record, such as several contracts or visits for one client, use Related Forms from the same settings page.

Error messages and solutions

Message	Cause	Solution
An error occurred, you cannot save the custom fields	The field couldn’t be added, usually because there are too many fields.	Delete unused fields and try again.
You cannot delete this field because it is already selected in the electronic invoice settings	The field is used in the Egyptian e-invoice settings.	Remove it from the e-invoice settings first.
The record can’t be saved because a required field is empty	The custom field is required.	Enter a value, or turn off Required in the field’s settings.

FAQ

How do I add an ID number field for clients?

In Clients Settings, click Custom Fields, drag a Single Line field, name it ID Number and save.

I added a field to the invoice, but it doesn’t appear in the print?

Add the field’s variable to the invoice layout.

Can I search invoices by a custom field value?

Yes. Turn on Filter by this Field? and it appears in the filters.

I deleted a field by mistake. Can I get it back?

Yes, from Manage Deleted Fields in the field designer.