How to Create Custom Fields in Sage Timeslips - dummies

How to Create Custom Fields in Sage Timeslips

By Elaine Marmel

As you create timekeepers, clients, tasks, and expenses, you fill out a variety of fields that describe each new nickname. If you find that you need to track other information for these nicknames that isn’t in Timeslips, you can use a custom field.

You define a custom field to enter and store nickname-related information that Timeslips doesn’t ask you to store. For example, suppose that you want to bill your clients once each month.

And if you use a Timeslips add-on to prepare electronic bills, you use custom fields. In many cases, the add-on sets up the custom fields for you when you install it, but in some cases, you need to set up the fields manually.

For each type of Timeslips nickname — client, timekeeper, task, and expense — you can create the types of custom fields shown.

Type Purpose
Text Use this type to enter additional free-form text for a
Date Use this type to store a date, such as a timekeeper’s
birth or hire date, or the date you started working for a
List This field type enables you to create your own list of items
and then assign one list item to each name. You could use a list
field to set up a Billing Cycle custom field for clients;
you’d enter values in the list such as 1st, 2nd, 3rd, and so
on to represent each day of the month you plan to bill. You could
even include entries for quarterly billing or annual billing.
Timekeeper This type is a variation of the list type. The values in the
list are automatically the timekeepers defined in your database,
and you assign a particular timekeeper to a client, a task, or an
expense. The Fee Allocation feature uses this type of custom
Percent Any number you enter in this type of field appears as a
percentage. You could use this type of custom field to show a
commission rate for a timekeeper.
Money Any number you enter in this type of field is a monetary value.
You could use this type of custom field to track, for example, a
dollar amount you expect to receive as an insurance settlement for
a client.
Number You can enter only numbers in this type of field. You can use
this type of field to assign a number to a name. If your company
assigns account numbers to your clients or ID numbers to your
employees, you might use this type of custom field to store that
numeric value.
Hours Timeslips treats any number you enter in this type of field as
a time value. You can use this type of custom field to set a
threshold of hours you expect to work.

Because of their free-form nature, text fields leave a lot of room for disparate entries, such as Case #12345 and Case 12345. For that reason, text fields don’t work well as filter, sort, or subtotal settings.

Let’s walk through the example of setting up a Bill Cycle custom field to establish a bill cycle for each client. To create this custom field, you use a list type custom field for client nicknames.

Remember, the list type custom field offers a list of choices you can assign to the nickname, so you create both the custom field and the possible choices available to assign to the custom field. Follow these steps:

  1. Choose Setup→Custom Fields.

    Timeslips displays the Custom Fields dialog box. This dialog box contains three tabs — Client, Timekeeper, and Activity. You select a tab depending on the type of custom field you want to create.

    You select the Activity tab if you want to create a task or an expense custom field. Remember, activity is the term Timeslips uses to refer collectively to tasks and expenses.

    Each tab contains six groups to help you organize your custom fields if you define a lot of them. Timeslips displays each group of custom fields on its own Custom Field tab in the Client, Timekeeper, Task, or Expense Information window. You can replace each group’s name (that is, Group 1, Group 2) with a more meaningful description of the group of custom fields.


  2. Click in a group.

  3. Click the New button to display the menu.

  4. Click the type of custom field you want to create.

    Timeslips displays the Custom Field Attributes dialog box.


  5. In the Name box, type a name for the custom field.

    This custom field Bill Cycle in the example.

  6. Select the This Is a Required Field check box to force your data entry people to set a value for the custom field before saving a nickname.

    Values you make available for the custom field appear in the Items list.

  7. Click the New button to create a value you can assign to a nickname.

    Timeslips displays the Edit List Item dialog box.


  8. Type a value for the list and click OK.

    You can use up to 15 characters. Timeslips redisplays the List Type Custom Field Attributes dialog box, and your value appears in the Items list.

  9. Repeat Steps 7 and 8 for each value you want to assign to the custom field.

    You can store up to 1000 entries in a list.

  10. Click OK when you finish.

  11. Repeat Steps 2–6 to create additional custom fields.

    If you create another list-type custom field, also repeat Steps 7–9 to establish values for the list.

  12. Click OK when you finish creating custom fields.

After you create a custom field for any type of nickname, Timeslips adds a Custom tab to that nickname’s Information window and, on that tab, you find the custom fields you created. You see the Custom tab in the Client Information window.