Configuring Additional Fields for Sales Users

First published on 08/10/2023 at 6:54 pm

Additional fields can be configured for certain pages with Sales User for Employee Portal.

Details can be configured for specific pages/sections of Sales User, as described below.

1. In SAP Business One, go to SXP Manager AddOn > Manage Additional Fields.

2. Select SXP Employee from the Portal dropdown (marker 1 below) and the desired page (marker 2 below).

Select SXP Employee from the Portal dropdown (1) and the page (2). Add a new field (3) or edit an existing field (4).

Available options:

3. Add a new field using the + icon (marker 3 above), or update an existing field using the golden arrow (marker 4 above). From the "Edit" field screen, configure the field’s details, as outlined below. For specific use cases and examples, see the examples section.

4. Recycle SXP Employee. This will ensure the latest fields are refreshed immediately for all users. 

5. Now, users can see the configured fields by accessing the relevant Sales User feature.

Examples

The following examples provide walkthroughs of setting up common scenarios. An implementation may require slightly different configuration options. (See details above for available options.)

• Employee changes the warehouse on order lines ("Standard" field example)
• Query sets the warehouse on order lines ("Read-Only" field example)
• Query displays the business partner account status details ("Display-Only" field example)
• Employee changes the warehouse on order lines ("Hidden" field example)

Employee changes the warehouse on order lines (Standard field example)

Sometimes, an employee must change the warehouse assigned to the order line. For example, if there’s a surplus of a product in the non-default warehouse, the employee can choose that warehouse instead of the default.

1. In SAP Business One, configure two queries:
   • A query to select a default warehouse. In this example: B1WebAPI_SU/Custom_DefaultWarehouse. This query may optionally use the parameter [%CardCode].
   • A query to list available warehouses. In this example: B1WebAPI_SU/Custom_WarehouseList. This query may optionally use the parameter [%CardCode]. This query must supply a list of value/label pairs, which will be displayed as a dropdown of valid options.

2. Select SXP Employee > OrderPad - Order Lines from the dropdown (markers 1 & 2 below). Add or update the warehouse field (markers 3 & 4 below).

    

   

3. Configure the warehouse details as follows:

    

   

   • Label (1): Set this to Warehouse.
   • Type (2): Select Standard.
   • Default value (3): We're using a custom query to generate the default warehouse. Assign the custom query created in the first step: B1WebAPI_SU/Custom_DefaultWarehouse.
   • Properties (4): We're using the line-level warehouse field with a customized list of available warehouses. Select the field Warehouse, ensure the Valid Values option is enabled, and select the customized query created in the first step: B1WebAPI_SU/Custom_WarehouseList.
   • Active (5): Enable this option to display the field on the web.

4. Recycle SXP Employee Portal in IIS. 

5. To edit the field on the web, log into SXP Employee and add an item to an order.

    

   

6. When prompted, select the desired warehouse. The default and available warehouse options are supplied by the custom queries.

    

   

7. Submit the order. The selected warehouse is saved to the line, as selected by the user (marker 1 below).

    

   

8. The selected warehouse setting can also be viewed in SAP Business One. At the document line level, the chosen warehouse is assigned to the line as submitted by the user (marker 1 below).

In B1, the warehouse appears on the order document line (1). 

Query sets the warehouse on order lines (Read-only field example)

In this scenario, warehouse assignment is based on custom logic, and the assigned warehouse needs to be displayed to an employee during order placement. For example, a query is configured to determine the “closest” warehouse with surplus stock to the customer.

1. In SAP Business One, configure two queries:
   • A query to select the warehouse. In this example: B1WebAPI_SU/Custom_DefaultWarehouse. This query may optionally use the parameter [%CardCode].
   • A query to list available warehouses. In this example: B1WebAPI_SU/Custom_WarehouseList. This query may optionally use the parameter [%CardCode]. This query must supply a list of value/label pairs and must include all possible warehouses that can be assigned by the default query.

2. Select SXP Employee > OrderPad - Order Lines from the dropdown (markers 1 & 2 below). Add or update the warehouse field (markers 3 & 4 below).

    

   

3. Configure the warehouse details as follows:

   

    

   • Label (1): Set this to Warehouse.
   • Type (2): Select Read-Only.
   • Default value (3): We're using a custom query to generate the default warehouse. Assign the custom query created in the first step: B1WebAPI_SU/Custom_DefaultWarehouse
   • Properties (4): We're using the line-level warehouse field, with a list of warehouse codes/names for display on the web. Select the field Warehouse, ensure the Valid Values option is enabled, then select the customized query created in the first step: B1WebAPI_SU/Custom_WarehouseList.
   • Active: Enable this option to display the field on the web.

4. Recycle SXP Employee. 

5. To see the field on the web, log into SXP Employee and add an item to the order.

    

   

   Add an item to the order.

6. The assigned warehouse will be displayed on the line, as supplied by the custom queries.

    

   

   View the assigned warehouse and edit the quantity.

7. Submit the order. The selected warehouse is saved to the line, as selected by the user (marker 1 below).

   

    

8. The selected warehouse setting can also be viewed in SAP Business One. At the document line level, the chosen warehouse is assigned to the line as submitted by the user (marker 1 below).

   

Query displays BP account status (Display-only field example)

In this scenario, an account status is displayed at the top of the business partner Details or opportunity details screen. This message provides a salesperson with an at-a-glance status message (for our example: “Account is overdue by less than 30 days”).

1. In SAP Business One, configure a query to select a message based on the customer [%CardCode]. In this example: B1WebAPI_SU/Custom_AccountStatus.

2. Select SXP Employee Portal > SalesUserBusinessPartner - Business Partner or SXP Employee Portal > SalesUserOpportunity from the dropdown (markers 1 & 2 below). Add or update the 'Account Status' field (markers 3 & 4 below).

   

    

   Select the Portal (1) and page (2); add a new field for account status (3) or edit it if it already exists (4).

3. Configure account status details as follows:

   

    

   • Label (1): Set this to Warehouse.
   • Type (2): Select Read-Only.
   • Default value (3): We're using a custom query to determine the account status to display. Assign the custom query created in the first step: B1WebAPI_SU/Custom_AccountStatus.
   • Active (4): Enable this option to display the message on the web.

4. Move the field into the desired position. Here, the account status field has been moved to the top (marker 1 below).

    

   

   Select the field's row (1); use the arrows to move the field (2).

5. View the customer details (or opportunity details, as configured) on the web.

    

   

    

   

    

Query sets a UDF when an order is placed on the web (Hidden field example)

In this scenario, it’s necessary to identify where an order was placed (on the web, within B1, or through another process, like the phone). To do so, you can create a custom UDF on the order header, which can then be updated from Employee Portal using a hidden field. This type of hidden field can be configured as outlined below.

1. We'll use a hard-coded default value so no query is required. However, a query may optionally be configured if one is needed. This is outlined in previous examples.

2. Select SXP Employee > OrderPad - Order Header from the dropdown (markers 1 & 2 below). Add or update the warehouse field (markers 3 & 4 below).

   

    

3. Configure the order source details as follows:

   

    

   • Label (1): Set this to Order Source. Because this isn't displayed on the web, it's only visible to admins in SAP Business One.
   • Type (2): Select Hidden.
   • Default value (3): We're using a default value. Set the default value to EP, which identifies Employee Portal as the source.
   • Properties (4): We're using a document header UDF called “Order_Source”. No other details are required.
   • Active: Enable this option to display the field on the web.

4. Recycle SXP Employee. 

5. To see the field in B1, place an order on the web by logging into SXP Employee and adding an item to the order.

   

   Add an item to the order.

   

6. The UDF assignment can be viewed in SAP Business One. On the document, the UDF is set as determined by the custom query (marker 1 below).

   

   In B1, the order source UDF is set as set on the web (1).

Supported Fields

Each page selected in the "Additional Fields" configuration screen has a specific subset of core B1 fields you can configure in addition to any UDF (user-defined field) assigned to that object type. Core fields that come installed with SXP Employee are defined below.

Order Pad - Order Header

To configure an additional field for order document headers on Order Pad (including orders and quotes), select OrderPad - Order Header from the page dropdown. This configuration option is available in version 93.0 and higher.

Order Pad - Order Lines

To configure an additional field for order document lines on Order Pad (including orders and quotes), select OrderPad - Order Lines from the page dropdown. This configuration option is available in version 93.0 and higher.

Business Partner - Business Partner Master Data

To configure an additional field for business partner master data, select SalesUserBusinessPartner - Business Partner from the page dropdown.

Business Partner - Business Partner Contacts

To configure an additional field for business partner contacts, select SalesUserBusinessPartner - Business Partner Contacts from the page dropdown.

Business Partner - Business Partner Addresses

To configure an additional field for business partner addresses, select SalesUserBusinessPartner - Business Partner Addresses from the page dropdown.

Opportunities

To configure an additional field for sales opportunities, select SalesUserOpportunity - Sales Opportunity from the page dropdown.

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