Settings

How to customize and configure the settings of the Purchase Orders module

The settings of the Purchase Orders module allow you to customize processes and information related to purchase orders. Depending on the licenses your company acquires and the initial Organization configuration, you can customize and configure Modules, Fields, and Field line items.  

To configure the settings of the Purchase Orders module, go to the Purchase Orders module. Click … in the navigation header and then click Settings. 

A window displaying all the available modules will open. 

Click the toggle to activate each module everywhere for all Purchase Orders module users.  

Click the toggle to activate each module individually. This means that users are allowed to activate or deactivate modules of a specific purchase order by themselves. Click the link to find out how to customize and configure the settings of a purchase order.

Click the toggle to deactivate each module everywhere for all Purchase Orders module users. 

Use your mouse to deactivate the complete Purchase Orders module. After deactivation, the Purchase Orders module will disappear. This functionality is only available for admins. 

Click Save to apply the configuration. 

How to customize and configure the settings of a specific purchase order

The settings of a purchase order allow you to customize processes and information related to a specific purchase order. Depending on the licenses your company acquires and the initial organization configuration, you can customize and configure the Documents and Transactions modules. 

To configure the settings of a specific purchase order, go to the Purchase Orders module and open a specific purchase order. Click … in the navigation header and then click Settings.    

A Settings window displaying all the available modules opens. Use the mouse to activate each module individually. You can only turn on those modules which were set up under the Purchase Orders level as On (Activated individually). Click the link to find out how to customize and configure the settings of the Purchase Orders module.  

Click Save to apply the configuration. 

Custom fields 

What are custom fields 

The purchase order basic info in the Purchase Orders module is made up of fields. You can create any number of fields to appear when creating purchase order information. Custom fields in Vault Synapse allows you to add information that’s specific to a purchase order.  

To view custom fields, click Custom Fields in the top left corner of the Settings window. The following window opens if some fields have already been set up for purchase orders.  

Click … at the end of an item’s row to edit or delete the item.  

You can filter the search for fields by their state – Active, Inactive, or both. 

How to add a new custom field 

To add a new custom field, click Custom Fields in the top left corner of the Settings window. Click Add New in the top right corner. 

An Add New modal window will pop up. The fields you can see will vary based on the field type you choose. 

Fill out the fields about the new custom field: 

• Field Label – Give the field a name.
• Description – Briefly describe the field, adding any ID if applicable.
• Field Type – Select the field type from the dropdown menu. Field types are defined by the system.
• Is Exportable – This box is checked by default. The data can be exported to Excel.
• Is Visible on Create – This box is checked by default. This means that the field is visible when creating the entity.
• View from – Set up who will be able to view the created field. Select the type from the dropdown menu. Read or write options mean that the field will be viewed by people who only have read or write access to the entity, which is set up in the Organization Configuration. Extended option means that the field will be viewed by people who have owner access to the entity, which is set up in the Organization Configuration.
• Edit from – Set up who will be able to edit the created field. Select the type from the dropdown menu. Read or write options mean that the field will be edited by people who only have read or write access to the entity, which is set up in the Organization Configuration. Extended option means that the field will be edited by people who have owner access to the entity, which is set up in the Organization Configuration.
• Is hidden for no value in Read Mode – Tick this box if you want no value in Read Mode to be hidden from the view.
• Is hidden for no value in Edit Mode – Tick this box if you want no value in Edit Mode to be hidden from the view.
• Is Required – This box is checked by default. If you un-check this box, the field will not be mandatory.
• Is Active – This box is checked by default.  

Review the information and click Save. 

Note! A Vault Synapse user can access the custom fields information only with the relevant permissions/access rights given by an administrator.  

How to edit options for a custom field 

To edit options for a custom field, click Custom Fields in the top left corner of the Settings window. Click … at the end of the row of the chosen item and click edit options. 

An Edit Options modal window will pop up.

Edit the information and click Save. 

Note! Field options are values which you can find in the dropdown menu of that field. 

How to edit a custom field 

To edit a custom field, click Custom Fields in the top left corner of the Settings window. Click … at the end of the row of the chosen item and click edit. 

An Edit modal window will pop up.

Edit the information and click Save.

How to delete a custom field

To delete a custom field, click Custom Fields in the top left corner of the Settings window. Click … at the end of the row of the chosen item and click delete. 

To minimize the risk of accidental deletion, you must confirm your intention to delete the custom field. Click OK to delete the custom field.

Custom fields (Line Items)

What are custom fields (Line Items)

You can create any number of item field lines when adding purchase order items. Custom fields (Line Items) in Vault Synapse allows you to add information that’s specific to your purchase order items.   

To view custom fields (Line Items), click Custom Fields (Line Items) in the top left corner of the Settings window. The following window opens if some fields have already been set up for purchase orders.  

Click … at the end of an item’s row to edit or delete the item.   

You can filter the search for fields by their state – Active, Inactive, or both. 

How to add a new custom field (Line Items)

To add a new custom field (Line Items), click Custom Fields (Line Items) in the top left corner of the Settings window. Click Add New in the top right corner. 

An Add New modal window will pop up. The fields you can see will vary based on the field type you choose. 

Fill out the fields about the new custom field: 

• Field Label – Give the field a name.
• Description – Briefly describe the field, adding any ID if applicable.
• Field Type – Select the field type from the dropdown menu. Field types are defined by the system.
• Is Exportable – This box is checked by default. The data can be exported to Excel.
• Is Visible on Create – This box is checked by default. This means that the field is visible when creating the entity.
• View from – Set up who will be able to view the created field. Select the type from the dropdown menu. Read or write options mean that the field will be viewed by people who only have read or write access to the entity, which is set up in the Organization Configuration. Extended option means that the field will be viewed by people who have owner access to the entity, which is set up in the Organization Configuration.
• Edit from – Set up who will be able to edit the created field. Select the type from the dropdown menu. Read or write options mean that the field will be edited by people who only have read or write access to the entity, which is set up in the Organization Configuration. Extended option means that the field will be edited by people who have owner access to the entity, which is set up in the Organization Configuration.
• Is hidden for no value in Read Mode – Tick this box if you want no value in Read Mode to be hidden from the view.
• Is hidden for no value in Edit Mode – Tick this box if you want no value in Edit Mode to be hidden from the view.
• Is Required – This box is checked by default. If you un-check this box, the field will not be mandatory.
• Is Active – This box is checked by default.

Review the information and click Save. 

Note! A Vault Synapse user can access the custom fields information only with the relevant permissions/access rights given by the administrator.  

How to edit options for a custom field (Line Items)

To edit options for a custom field (Line Items), click Custom Fields (Line Items) in the top left corner of the Settings window. Click … at the end of the row of the chosen item and click edit options. 

An Edit Options modal window will pop up.

Edit the information and click Save. 

Note! Field options are values which you can find in the dropdown menu of that field.

How to edit a custom field (Line Items)

To edit a custom field (Line Items), click Custom Fields (Line Items) in the top left corner of the Settings window. Click … at the end of the row of the chosen item and click edit. 

An Edit modal window will pop up.

Edit the information and click Save. 

How to delete a custom field (Line Items)

To delete a custom field (Line Items), click Custom Fields (Line Items) in the top left corner of the Settings window. Click … at the end of the row of the chosen item and click delete. 

To minimize the risk of accidental deletion, you must confirm your intention to delete the custom field (Line Items). Click OK to delete the custom field (Line Items).