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How to Manage Item Categories via Custom Item Fields

Learn how to create and manage item categories to analyze purchases and navigate item and document lists.

TABLE OF CONTENTS

How to Create a Category Custom Item Field

Step 1: Create a New Custom Item Field

Navigate to Configuration → Custom Fields for Items and click Add field at the top right.

  • In the name field, enter “Category” (you can enter any name you prefer). 
  • Select Drop-down list in the Type field
  • Fill out the Basic Settings section.

To understand custom item fields better, please review this article.

Step 2: Configure the Field’s Availability

Select all modules in which the field should be available. Ensure this field is available in Items so it can be assigned in the catalog and available upon item selection in documents.

A screenshot directing to the necessary availability setting

Once done, press Next Step at the top right.

Step 3: Add Options

Add the needed item categories as options. You can also import options as described in this article.  Please note that a field can’t be used without active options. Once ready, press Update to save the changes.

How to Assign Item Category

Assigning a Category for a Single Item

  1. Find the item in the list on the Item Management page (EU server | US server) and click Edit (the pencil icon). 
  2. Locate the Category custom field (it may have a different name assigned when the field was created or edited). Select the necessary option.
  3. Click Save.

Updating Categories in Bulk

  1. Open the Item Management page and click Update Items at the top right.
  2. Download the template and fill out the Category values.
  3. Upload the file to update the catalog.

How to Use Categories in Filters

If the Category custom field is available to select in a module, you can use it in Filters for this module to:

  1. Navigate the item list when adding items to a document.
    Filter by category custon field in an item list to addto a document
  2. Search the document list.
    Category in the custom fields sections of document list filters

Where Categories Are Displayed

Categories are available in all modules checked in the Available to select in section on the custom field editing page.

You’ll see them on the following pages:

  • Document pages,
  • Pop-up windows where you add items to a document, 
  • Creation pages for documents based on other documents (for example, orders created from requisitions),
  • Item Management,
  • Update Items page in Item Management (you can filter items you want to update by Category),
  • Item import and update templates,
  • Reports,
  • Stock transfers,
  • Inventory consumptions.

If the Category field isn’t available in a document you need it for, please check the field’s settings.

FAQ

How to edit or deactivate categories?

Learn how to edit custom item fields and their options in this article.