In this guide
- Settings icon → Additional Fields.
- Apply Additional Fields On = Items; set No. of Fields and name each field.
- Tick Numeric and build a formula on the last field.
- Press Save.
- On the Sale screen, pick the item and fill the fields. The last one becomes the quantity.
Some trades need more than item, quantity and rate on a line. A tile dealer sells by area. A steel trader sells by weight. A transporter needs the vehicle number on the bill. A garment shop needs size and colour. Additional Fields and Sub-Items handle these bills without changing the software.
17.1What Additional Fields Are
An additional field is an extra box you add yourself. There are two kinds:
| Kind | Where it shows | Example |
|---|---|---|
| Item fields | On every item line of the bill, in an Additional Information panel | Length, Width, Pieces, Weight, Design No |
| Bill fields | Once per bill, in a second Additional Information panel | Vehicle No, Driver, GR No, Ship To |
An item field can calculate. You give it a formula, such as Length x Width, and Speed Plus fills the answer. The last item field can then become the line's quantity, so the amount is worked out at your rate.
17.2Set Up Additional Fields
- Click the Settings icon → Additional Fields.
- In Apply Additional Fields On choose where the fields go. Items gives item-line fields. Sale, Purchase, Sale Challan and the other voucher names give bill fields for that voucher type. Prices gives extra price columns (17.7). Accounts gives extra boxes in the account master.
- Set No. of Fields, up to 10.
- Type a name in Field 1, Field 2 and so on.
- For Items and Prices, tick Numeric on fields that hold numbers, and add formulas (17.4).
- Press Save. Speed Plus says "Additional Fields updated".
17.3Using Them on a Bill
- On the Sale screen, pick the item. The Additional Information panel opens with your fields. Values saved in the item master come in first.
- Fill each field and press Enter to move to the next one.
- A field with a formula fills itself when the cursor reaches it.
- Press Enter on the last field, or F2 on any field, to close the panel. If the last field has a formula and is Numeric, its answer goes into Qty and the amount is worked out.
- Enter the rate if needed and add the line as usual. Save and print.
17.4Fields That Calculate: Formulas
Formulas work on item fields (Apply On = Items) and on price columns (Apply On = Prices).
- Tick Numeric on every field the formula uses and on the field that will hold the answer.
- Click the small formula button beside the answer field (or press Space on it). The formula builder opens.
- The list shows your fields as F01, F02 and so on. Double-click a field to put it in the formula. It appears as {F01}.
- Click +, -, x or /, and ( ) for brackets.
- For a fixed number, type it in the value box and click Include this value.
- Click Finish. The formula button turns green, and holding the mouse over it shows the formula. Clear starts again.
- Press Save on the Additional Fields screen.
| You want | Formula |
|---|---|
| Area = Length x Width | {F01}*{F02} |
| Total weight = Pieces x Weight per piece | {F01}*{F02} |
| Volume = Length x Width x Height | {F01}*{F02}*{F03} |
| Running feet of a frame = 2 x (Length + Width) | 2*({F01}+{F02}) |
17.5Worked Examples: Area and Weight
On the bill, pick the tile, type 10 in Length and 4 in Width. Sq Ft shows 40. Press Enter: Qty becomes 40 and the amount is 40 x 45 = Rs 1,800 before tax.
For 12 bars of 7.5 kg, Total Kg shows 90 and goes into Qty. Amount = 90 x 62 = Rs 5,580 before tax. The bill can print all three figures so the buyer sees how the weight was reached.
The answer goes into Qty only from the last field (the field number equal to No. of Fields), and only when that field has a formula and is Numeric. The rate is not part of the formula. Speed Plus multiplies Qty by the rate in the usual way.
17.6Bill-Level Fields: Vehicle No, Driver, GR No
Choose the voucher type, for example Sale, in Apply Additional Fields On and name up to 10 fields. On the Sale screen the second Additional Information panel opens when you press Enter after the due date or the party details. The fields are free text, so type anything.
17.7Extra Price Columns with a Formula
With Apply Additional Fields On = Prices, each field becomes an extra price column in the item master, such as "Wholesale Price" or "Dealer Price". The field is always Numeric. A formula can build it from the standard prices, which appear in the formula list as F01 Purchase Price, F02 Sale Price, F03 MRP, F04 Basic Price, F05 Self Value Price and F06 Minimum Sale Price.
The names of the standard prices (Sale Price, MRP, Purchase Price, Basic Price, Self Value Price, Minimum Sale Price) cannot be used again as a field name.
17.8A Charge Worked Out From a Field
A field can also drive a charge or a discount. Click the Settings icon → Discounts & Schemes. For a discount head, set Apply on to Item Additional Field 1 (or 2 to 10), Input as to Per Unit, and +/- to + for a charge or - for a discount. On the bill, the charge is the field's value times the rate you enter.
17.9Sub-Items: Size, Colour, Lot
Sub-items split one item into variants that each have their own stock. A shirt can be split by Size and Colour; a medicine by Batch and Expiry; cloth by Lot.
- Open Masters → Items → Settings → SubItems Management. The Sub Item Settings screen opens.
- Set No. of Sub Items (up to 5) and name them in 1st Subitem, 2nd Subitem and so on, for example Size and Colour.
- Under Also Prompt to Input, tick Expiry Date or Mfg. Date if you need them.
- Press Apply.
- On each item that has variants, tick the batch box in the Item master. It now reads "Maintain" plus your first sub-item name, for example Maintain Size.
Each combination is one batch with its own stock: Shirt, M, Blue is one; Shirt, L, Blue is another. You create them on the purchase bill. At sale, the batch list shows your sub-item names as columns with the stock of each, and you pick the right one. The item's total stock is the sum of all its combinations.
17.10Printing the Fields
Every field can print on the bill once it is placed in your bill design (Chapter 7). The print codes are listed in Help → T-Codes (Print Fields):
| What | Print codes |
|---|---|
| Item fields 1 to 10 | OT1 to OT10 ("Item additional field") |
| Bill fields 1 to 10 | OT31 to OT40 ("Voucher additional field") |
| First sub-item | T16 (batch number) |
| Sub-items 2 to 5 | OT17 to OT20 ("Batch additional field") |
The column headings come from the names you gave in Additional Fields and Sub Item Settings. Ask your dealer to add the codes to your design.
Questions and answers
Where do I make additional fields?
Settings icon → Additional Fields, or Masters → Items → Settings → Additional Fields.
How many fields can I have?
Up to 10 item fields and up to 10 fields for each voucher type. Sub-items go up to 5.
How do I make a field calculate length x width?
Tick Numeric on all three fields, click the formula button of the third, double-click F01, click x, double-click F02, click Finish and Save.
The formula field stays blank on the bill.
Check that the fields it uses are filled with numbers and ticked Numeric, and that the formula uses only + - x / and brackets.
The answer does not go into Qty.
Only the last field (number equal to No. of Fields) goes to Qty, and only if it has a formula and is Numeric. Press Enter on it or F2 to close the panel.
Can I use Qty or Rate inside a formula?
No. Formulas use your fields ({F01} to {F10}) and fixed numbers only. Speed Plus multiplies Qty by the rate itself.
Can I give a percentage in a formula?
Write it as a multiplier. For 8 % extra use {F01}*1.08; the % button means remainder, not percent.
Can a bill-level field like Vehicle No calculate?
No. Bill fields are text. Formulas work for Items and Prices only.
How do I print Vehicle No on the invoice?
Make it a Sale bill field, then add print code OT31 (or the matching OT32 to OT40) to your bill design.
Can I keep stock by size and colour?
Yes, with sub-items. Set them in Masters → Items → Settings → SubItems Management and tick Maintain on the item.
Where do I see stock of each size?
In the SUBITEM WISE STOCK report, opened from the Stock Report or the item master.
Can I enter all sizes of a shirt in one grid?
No. Pick each size and colour from the batch list as its own line.
Do sub-items relate to Production?
Yes. The Stock Journal picks the SubItem on each line, so you know which lot went into which goods (Chapter 15).
Can I add a dealer price worked out from the purchase price?
Yes. Make a Prices field with a formula such as {F01}*1.08.
Can a field add a charge to the bill?
Yes. In Discounts & Schemes, set Apply on to Item Additional Field n and Input as to Per Unit.
Do fields appear on simple bills too?
Item fields appear on every item line once set. Keep No. of Fields at 0 if your trade does not need them.
Where do I set units for weight or area billing?
On the item's unit (Chapter 3). The additional field does the calculation and fills Qty in that unit.