Understanding User-Definable Fields

PeopleSoft Purchasing enables you to define fields that can be attached to purchasing documents and passed through the system without affecting PeopleSoft Purchasing functions. You can populate user-defined fields using the PeopleSoft Application Designer or add them to browser pages for the end users. Because the structural design is provided, you do not need to extensively modify the system to take advantage of this feature.

System defined subrecords are available at header, line, schedule, and distribution levels in PeopleSoft. You can also add fields that you create to the subrecords Purchasing. The Header, Line, Distribution, Receiving and RTV subrecords are delivered with two 1-character fields, one date field, and four 100-character fields. The Schedule subrecord is delivered with two 1-character fields, two date fields, and three 100-character fields. Using PeopleSoft Application Designer, you can edit the field labels in the subrecords to suit your needs. You can also add fields that you create to the subrecords and pages.

The data from each level of a document's subrecord flows to downstream documents. For example, if you source a requisition to a purchase order, the subrecord for each level on the requisition carries over to the purchase order accordingly.

Note: A header subrecord may not copy from one document to another if the target document can be sourced from multiple documents. For example, you may copy a new purchase order from existing requisitions. Because you can copy lines from multiple requisitions to a single purchase order, the system does not copy the header subrecord from the requisition.

The user defined fields are available on the procurement transactions when you check the Enable Custom Fields check box on the Purchasing Installation Options page. See Installation Options - Purchasing Page .

Custom fields will appear on the following pages:

Page Name	Definition	Navigation
PO Header Details	PO_HDR_DTL	Purchasing > Purchase Orders > Add/Update POs click on Header Details – Custom Fields section Purchasing > Purchase Orders > Add/Update Express POs click on Header Details – Custom Fields section
Details for Line	PO_LINE_DTLS	Purchasing > Purchase Orders > Add/Update POs on the line grid, click on Line Details icon – Custom Fields section Purchasing > Purchase Orders > Add/Update Express POson the line grid, click on Line Details icon – Custom Fields section
Details for Schedule	PO_SCHED_DTLS	Purchasing > Purchase Orders > Add/Update POs on the line grid, drill in Schedule icon. On the schedule, drill into the Schedule Details icon – Custom Fields section Purchasing > Purchase Orders > Add/Update Express POsin the line grid, expand line, on the schedule, drill in the Schedule Details icon – Custom Fields section
Custom Fields for Distribution Line	PO_CUSTOMDST	Purchasing > Purchase Orders > Add/Update POson the line grid, drill in Schedule icon. On the schedule, drill in the Distributions / Chartfield icon, click on Details/Tax tab, click on Custom Field link Purchasing > Purchase Orders > Add/Update Express POs in the line grid, expand line, expand schedule, on the Distributions grid click on the Details/Tax - Custom Fields section
PO Header Details (Inquiry)	PO_HDR_DTL_INQ	Purchasing > Purchase Orders > Review PO Information > Purchase Ordersclick on Header Details – Custom Fields section
Details for Line	PO_LINE_DTLS_INQ	Purchasing > Purchase Orders > Review PO Information > Purchase Orderson the line grid, click on Line Details icon – Custom Fields section
Details for Schedule	PO_SCHED_DTLS_INQ	Purchasing > Purchase Orders > Review PO Information > Purchase Orderson the line grid, drill in Schedule Details icon. Click on Schedule Details icon – Custom Fields section
Distribution for Schedule	PO_CUSTOMPOD_INQ	Purchasing > Purchase Orders > Review PO Information > Purchase Orderson the line grid, drill in Schedule icon. Click on Distribution / Chartfields icon, click on the Details / Tax tab, then click on Custom Fields link.
Custom Fields for Requisition Header	PO_CUSTOMHDR_REQ	Purchasing > Requisitions click on Custom Fields link.
Requisition Line Details	REQ_LINE_DETAILS	Purchasing > Requisitions > Add/Update Requisitionson the line grid, drill down on the Line Details icon - Custom Fields section
Requisition Schedule Details	REQ_SCHED_DTL2	Purchasing > Requisitions > Add/Update Requisitionson the line grid, drill down on the Schedule icon. On the schedule grid, drill into the Schedule Details icon - Custom Fields section
Custom Fields for Distribution Line	PO_CUSTOMDST_REQ	Purchasing,Requisitions Add/Update Requisitionson the line grid, drill down on the Schedule icon. On the schedule grid, drill on the Distribution / Chartfields icon, click on Custom Fields link.
Custom Fields for Requisition Header (Inquiry)	PO_CUSTOMREQ_INQ	Purchasing > Review Requisition Information > Requisition On the Details Tab, click on Custom Fields link.
Custom Fields for Line	PO_CUSTOMRQL_INQ	Purchasing > Review Requisition Information > Requisition On the Details Tab, drill in on the requisition number. On the Requisition Details – Details Tab, click on the Custom Fields link.
Custom Fields for Schedule	PO_CUSTOMRQS_INQ	On the Requisition Details, Details Tab, drill on the Schedules Detail icon, click on the Custom Fields link.
Custom Fields for Distribution Line	PO_CUSTOMRQD_INQ	On the Requisition Details, Details Tab, drill on the Schedules Detail icon. On the schedule grid, drill into the Distribution Details icon. On the Distribution grid, Details Tab, click on the Custom Fields link.
Receipt Header Details	RECV_WPO_HDR	Purchasing > Receipts > Add / Update Receiptsclick on Header Details link
Custom Fields for Line and Schedule	PO_CUSTOMSHP_RCV	Purchasing > Receipts > Add / Update Receiptson the Receipt Line grid, click on the Optional Input Tab, click on the Custom Fields Link.
Custom Fields for Distribution Line	PO_CUSTOMDST_RCV	Purchasing > Receipts > ,Add / Update Receiptson the Receipt Line grid, click on the Links and Status Tab, drill into the Distribution icon. On the Details Tab, click on the Custom Fields Link.
Custom Fields for Asset Line	PO_CUSTOMRV	Purchasing > Receipts > Add / Update Receiptson the Receipt Line grid, drill into the AM Status link. On the More Details Tab of the Asset Details grid, click on the Custom Fields Link.
Receipt Header Details (Inquiry)	RECV_INQ_HDR	Purchasing > Receipts > Review Receipt Information > View Receipt Information . Click on Header Details link – Custom fields section
Line Details (Line and Shipment custom fields)	RECV_INQ_LN_DTL	Purchasing > Receipts > Review Receipt Information > View Receipt Information. Click on Line Details link – Line Related Custom Fields and Shipment Related Custom Fields sections.
Custom Fields for Distribution Line	PO_CUSTOMRCD_INQ	Purchasing > Receipts > Review Receipt Information > View Receipt Information. Click on Distribution link, click on More Distribution Details Tab, click on the Custom Fields link
Custom Fields for Sequence (Assets level)	PO_CUSTOMRV_INQ	Purchasing > Receipts > Review Receipt Information > View Receipt Information. Click on Asset Information link. Click on More Details Tab, click on the Custom Fields link
Return to Vendor / Supplier Header Details	RTV_HDR_DTLS	Purchasing > Return to Vendor / Supplier > Add/Update RTV,click on Header Details
Custom Fields for Line & Schedule	PO_CUSTOMSHP_RTV	On the line, click on the optional tab, click on Custom Fields link
Custom Fields for Distribution Line	PO_CUSTOMDST_RTV	On the line, drill down on the distribution icon, click on the Dist Detail Tab, click on the Custom Fields link
Custom Fields for Sequence	PO_CUSTOMPRO_RTV	On the line, drill down on the RTV Pro icon, click on the Custom Fields link
Review RTVs - Return to Vendor / Supplier Header Details	RTV_HDR_DTLS_INQ	Purchasing > Return to Vendor / Supplier > Review RTVs– click on Header Details
Custom Fields for Line & Schedule	PO_CUSTOMRVS_INQ	On the line, click on the optional tab, click on Custom Fields link
Custom Fields for Distribution Line	PO_CUSTOMRVD_INQ	On the line, drill down on the distribution icon, click on the Dist Detail Tab, click on the Custom Fields link
Custom Fields for Sequence	PO_CUSTOMRVP_INQ	Purchasing, Return to Vendor / Supplier > Review RTVs On the line, drill down on the RTV Pro icon Click on the Custom Fields link
Custom Fields for Contract Header	PO_CUSTOMHDR_CNT	Procurement Contracts > Add / Update Contracts– in Header Section, click on Custom Fields
Detail for Line	CNTRCT_PRC_UOM_SEC	Procurement Contracts > Add / Update Contracts drill into the Line Details icon

Note: Custom fields are not available when using Request for Quotes.

There are six subrecords for adding user-definable fields to purchasing transactions:

Subrecord Type	Subrecord Name
Header Subrecord	PUR_USR_HDR_SBR
Line Subrecord	PUR_USR_LIN_SBR
Schedule Subrecord	PUR_USR_SHP_SBR
Distribution Subrecord	PUR_USR_DST_SBR
Receiving Subrecord	PUR_USR_RV_SBR
RTV Subrecord (Return To Vendor subrecord)	PUR_USR_RTV_SBR

See the product documentation for PeopleTools: Application Designer Developer's Guide

To compile a listing of all of the PeopleSoft records that include these subrecords, you can use this sample SQL to query the PeopleSoft database:

SELECT A.RECNAME, A.FIELDNAME, B.RECTYPE, B.OBJECTOWNERID 
FROM PSRECFIELD A, PSRECDEFN B
WHERE A.RECNAME = B.RECNAME 
AND A.FIELDNAME IN('PUR_USR_HDR_SBR', 'PUR_USR_LIN_SBR', 'PUR_USR_SHP_SBR', 'PUR_USR_DST_SBR', 'PUR_USR_RV_SBR', 'PUR_USR_RTV_SBR')