How To: Setup Stock UDAs
Table Of Contents
Introduction
User Defined Attributes (UDAs) allow you to store and filter stock information using criteria that are not included in the standard stock fields.
For example, you could create a UDA to identify:
- Very strong coffee products.
- Gluten-free items.
- Vegan products.
- Hazardous goods.
- Seasonal ranges.
Once configured, UDAs can be used for filtering, reporting and product management.
For more information on filtering using UDAs, see How To: Filter Stock User Defined Attributes (UDAs).
If you manage a large number of UDAs, you can group them by Level 2 Stock Type to make filtering easier. See How To: Setup Stock UDAs with Groups.
Prerequisites
To create or modify Stock UDAs, you must either:
- Be an Admin User, or
- Have permission to edit UDAs within [ System Data | User Permissions ].
Open the User Defined Attributes Dialog
- Open the [ Stock ] screen.
- Load any stock item.Note: The stock item selected does not matter, as UDA setup is system-wide.
- Press F9, or click the down arrow next to the toolbar button to open the Other Actions menu.
- Select User Defined Attributes.
- The User Defined Attributes (UDA) dialog will open.
Create a New UDA
- Press Alt+E or click Edit.
- Click Add or press F3.
- Enter the UDA name in the Field Name column.
- Click in the Type column and press F4.
- Select the required UDA type.
UDA Types
Choice
Allows users to select one value from a predefined list.
Maximum length: 2,000 characters
To configure the list:
- Double-click the Choices field.
- Click Add.
- Enter the choice description.
- Click OK.
- Repeat for all options required.
- Click OK to close the Configure Field window.
Example:
| UDA Name | Choices |
|---|---|
| Roast Strength | Mild, Medium, Strong, Extra Strong |
Date
Allows users to enter a date using the calendar control.
Example uses:
- Launch Date
- Expiry Date
- Certification Date
Integer
Allows users to enter whole numbers only.
Example:
- Shelf Life (Days)
- Units Per Carton
List
Allows users to select multiple values from a predefined list.
To configure the list:
- Double-click the Choices field.
- Click Add.
- Enter the item description.
- Click OK.
- Repeat until all values have been added.
- Click OK to close the configuration window.
Example:
| UDA Name | Choices |
|---|---|
| Suitable For | Vegan, Vegetarian, Gluten Free, Dairy Free |
Number
Allows users to enter numeric values including decimals.
Example:
- Alcohol Percentage
- Product Width
- Product Volume
Text
Allows users to enter free-text information.
Example:
- Product Notes
- Marketing Information
- Technical Details
Yes / No
Allows users to select either:
- Yes
- No
This is useful for attributes that require a simple true/false answer.
Examples:
- Organic
- Fragile
- Hazardous
- Refrigerated
Additional Options
Export
When ticked, the UDA is included when stock data is exported to XML.
Prompt
When ticked, users are prompted to complete the UDA whenever a new stock item is created.
This helps ensure important information is not missed.
Shipping Criteria
Available for Yes/No UDAs only.
When ticked, the UDA can be used as a courier selection rule within Courier Banding.
For example:
- Fragile = Yes
- Dangerous Goods = Yes
This allows Khaos Control to assign appropriate couriers automatically.
Save the UDA
- Repeat the process for any additional UDAs you wish to create.
- Press Ctrl+S or click Save.Important: Save the UDA setup before closing the dialog. Do not click OK until the configuration has been saved.
Enter UDA Values
After saving:
- Select the UDA from the list.
- Enter the required values or settings on the right-hand side of the dialog.
- Once all information has been entered, click OK.
Bulk Updating Stock UDAs
If you need to apply a UDA to multiple stock items, use the stock block update functionality.
For more information, see:
Additional Information
Stock UDAs provide a flexible way to store additional product information without changing your stock structure.
Typical uses include:
- Product characteristics.
- Certification details.
- Product suitability information.
- Technical specifications.
- Shipping requirements.
- Marketing classifications.
When used consistently, UDAs can significantly improve stock filtering, reporting and operational efficiency across Khaos Control.