How To: Setup Stock UDAs with Groups
Table Of Contents
Introduction
Stock User Defined Attributes (UDAs) allow you to store and report on additional information against stock items that is not covered by the standard stock fields.
For example, you could create a UDA to identify the strength of a coffee product, making it easy to filter and report on all "Very Strong" coffees regardless of their product description.
If you use a large number of UDAs, they can be grouped by Level 2 Stock Type. This helps reduce the number of attributes presented to users when filtering or maintaining stock records.
For more information on using UDAs in searches and filters, see How To: Filter Stock User Defined Attributes (UDAs).
Permissions Required
Before you can create or maintain Stock UDAs, you must have one of the following:
- Be an Admin User.
- Have permission to edit UDAs in System Data | User Permissions.
To edit UDA values against stock items, users must also have the Edit Stock permission configured in System Data | Users.
Create a Stock UDA
- Open the Stock screen and load any stock item.
- Press F9 or select Other Actions.
- Select User Defined Attributes.
- The UDA dialog will open.
- Press Alt + E or select Edit to enter edit mode.
- Press F3 or select Add to create a new UDA.
- Enter a name for the UDA.
- In the Type column, press F4 and select the required attribute type.
- Configure any additional settings as required.
- Select the appropriate Stock Types if you want to restrict the UDA to specific stock categories.
- Press Ctrl + S to save the UDA definition.
- Enter any required values against the UDA.
- Select OK when finished.
UDA Types
Choice
Allows users to select one value from a predefined list.
Maximum length: 2,000 characters
To configure the available options:
- Double-click the Choices field whilst in edit mode.
- The Configure Field window will open.
- Press F3 or select Add.
- Enter a value.
- Repeat until all options have been added.
- Select OK to save the list.
- Press Ctrl + S to save the UDA before closing the dialog.
Example uses:
- Product Colour
- Brand
- Size Category
- Strength Rating
List
Allows users to select multiple values from a predefined list.
To configure the available options:
- Double-click the Choices field.
- Open the Configure Field window.
- Add the required list entries.
- Select OK to save.
- Press Ctrl + S before closing the dialog.
Example uses:
- Product Features
- Compatible Product Ranges
- Certifications
Date
Allows users to enter or select a date using the calendar control.
Example uses:
- Product Launch Date
- End of Life Date
- Certification Expiry Date
Integer
Allows users to enter whole numbers only.
Example uses:
- Warranty Period (Months)
- Number of Components
Number
Allows users to enter numeric values including decimal places.
Example uses:
- Capacity
- Weight
- Volume
Text
Allows users to enter free-text information.
Example uses:
- Manufacturer Notes
- Product Specification Information
Yes / No
Allows users to select either Yes or No.
Example uses:
- Hazardous Item
- Refrigeration Required
- Available Online
Additional UDA Settings
Export
Tick Export if the UDA should be included in exported XML data.
Prompt
Tick Prompt if users should be asked to complete the UDA whenever a new stock item is created.
This can help ensure important information is captured consistently.
Restrict a UDA to Specific Stock Types
If a UDA is only relevant to certain products, you can limit it to specific Level 2 Stock Types.
- In the UDA dialog, select Stock Type from the Group drop-down list.Note: This option is only available whilst in edit mode.
- Press F3 next to the Stock Type selector.
- Tick the Stock Types the UDA should apply to.
- Save your changes.
When filtering or maintaining stock records, users will only see UDAs relevant to the selected Stock Type.
Best Practice
- Use meaningful names that clearly describe the information being captured.
- Group UDAs by Stock Type where possible to reduce clutter.
- Use Choice or List fields instead of free-text fields when consistency is important.
- Only enable the Prompt option for information that must be completed when creating stock records.
- Regularly review UDA definitions to ensure they remain relevant and useful.
Additional Information
- Stock UDAs provide a flexible way to store additional product information.
- UDA values can be used in searches, filters and reports.
- Restricting UDAs by Stock Type improves usability and reduces the number of irrelevant fields displayed.
- Choice fields allow a single selection, whilst List fields support multiple selections.