KBA-03-02-012 - Custom Data Fields

Modified on Wed, 26 Sep, 2018 at 10:05 AM

Introduction

Credit Hound v5.20 introduces enhanced functionality to allow fields to be brought into Credit Hound at both account level and transaction level from 3rd party systems, or from ERP tables other than Sales Ledger. The benefit of this is that you can now view extra data in Credit Hound to be able to make informed decisions about their accounts and transactions.

There are two steps required to configure this functionality:

Create a SQL Server script to map the additional fields to Credit Hound
Configure the fields in Credit Hound Manager.

The additional data can then be used in:

List Reports
Rules
Letters
Reports.

Alternatively, Draycir can write the SQL view for you, this is a chargeable service, contact your Draycir Account Manager if you require this.

Applies to

Credit Hound Professional v5.20 and later
Credit Hound Enterprise v5.20 and later

Pre-Requisites

Credit Hound v5.20 or later
Sufficient SQL Server knowledge to create a query returning one record per transaction or account ID

Process

SQL Server Set-Up

The credit hound installer executable now creates two additional SQL Views in the SQL server.

To view these log in to the SQL server and expand Credit Hound COMP000x > Views

There are two new views available:

dbo.CustomAnalysisCodesView which displays Account level data
dbo.CustomSpareFieldsView which displays Transaction level data.

Draycir has supplied view templates for you to edit. To edit the view,

Right click the view e.g. dbo.CustomAnalysisCodesView
Select Script View as
Select ALTER to
Select New Query Editor Window

Once the server name and table and field names of the additional fields required to be viewed in Credit Hound are known, the sample view can be amended.

IMPORTANT: The query you write MUST return one and only one record per TransactionID or per AccountID. If your query returns more than one, you will encounter errors when synchronising the data with Credit Hound

To view the additional fields in place in SQL Server, navigate to .

Credit Hound COMP000x > Views > [View Name] > Columns

Credit Hound Manager Set-Up

Once the script is written and the required additional fields are visible in SQL Server the next step is to configure Credit Hound Manager.

Open Credit Hound Manager > Company > Configuration > (select company) > Connect.

There are two relevant tabs:

Analysis Codes, which existed previously, to configure account-level fields
Spare Fields, a new tab, to configure transaction-level fields

Analysis Codes continue to work as in previous versions, however a new analysis code type of SQL View is available. There is a limit of ten fields in total from the sales ledger table, lookup-list, free text fields, or new SQL view fields at account level.

There are also an additional ten spare fields at transaction level available for use.

Please be aware that the analysis codes and spare fields are referred to by their number in these tabs, and that if any changes are made to the numbering or order of these fields, then this will have consequences in report / letter designs and account list screens.

Please remember that changes to the analysis codes or custom data fields do not take effect until a full synchronisation has been performed in Credit Hound.

The new custom data fields can now be added to list screens, rules, letters or reports.

List Screens

Account level Custom Data Fields can now be added to the List Screens and can be filtered as required.

1. Open the Accounts List or Aged Debt Report
2. Right click anywhere on the screen
3. Select Customise Grid
4. Place a tick next to the required Account level custom data field(s)
5. The field will be displayed in the report and is filterable

Rules

Custom Data Fields can be added to Rules to allow more specific chasing to be performed.

1. Go to Tools > Rules
2. Select the rule you wish to edit
3. Click Edit
4. Select Add to add a rule criterion
5. Select Analysis Code Criteria
6. Set the rule criteria as required

Letters & Reports

Custom Data Fields can be added to letters or reports to provide additional information when writing to customers.

Go to Tools > Letters or Tools > Reports

Select the letter or report you wish to edit

Click Edit

Drag the required fields from the Fields List on the right-hand side of the screen (from the Account or the TransactionList tables as required)

Please note that the fields are named AnalysisCode1 to AnalysisCode10 and SpareField1 to SpareField10. Refer to the associated numbers as listed in Credit Hound Manager.

Click Save or Save As to save the amended letter or report

Custom data fields can also be used to filter reports at run time.

Go to Tools > Reports
Select the Report you wish to filter
Click Run
Select the Analysis Codes or Spare Fields tab
Check the fields that you wish to filter and enter the value that you wish to filter by
Click OK.

Chasing Screen

To add the transaction level custom data fields to the transaction area of the chase screen.

Open any account
Right click anywhere on the Transactions area of the screen
Select Customise Grid
Place a tick next to the required Transaction level custom data field(s)
The field will be displayed on the screen and is filterable

Knowledge Base Article Details

Related Product	Credit Hound Professional / Credit Hound Enterprise
Reference Number	KBA-03-02-012
Document Date	27/7/2016
Original Author	Julia Ringrose
Document Version	1.1
Last Updated	26/09/2018
Update Author	Vince Hodgson
Keywords	Credit Hound Professional, 3rd Party Systems, Analysis Codes, Spare Fields, Additional data

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