BEST POS - Customer custom fields create use reporting

Customer Custom Fields: Create, Use and Report in BEST POS (Retail)

Summary

This article explains how to create customer custom fields, control their visibility/editing at the register, make them required or read-only, and use them in search, lists, reports and import/export. It also covers naming and maintenance (rename, migrate, delete).

Step-by-step Instructions

1) Plan governance

  • Clear names (e.g., “Loyalty tier”, “Delivery route”). Avoid ambiguous abbreviations.
  • Right type: Text, Picklist, Number, Date, Checkbox, etc.
  • Rules: required or not, visible/editable at register, format validation (when available).

2) Create a custom field (customer profile)

  1. Go to Settings > Custom fields (scope Customers).
  2. Click New field and choose a type:
    • Text (single/multi-line), Number/Decimal, Date, Picklist, Checkbox, Email/Phone/URL (when offered).
  3. Enter the Label (display) and, if offered, the internal name (fixed for import/reports).
  4. Set properties: Required, Default value, Unique (if needed), Length/format.
  5. Configure visibility: Show at register, Read-only at register, or Back Office only.
  6. Save. Check: the field appears on the customer profile and, as configured, at the register.

3) Use at the register and Back Office

  • When the customer is attached, the field shows if allowed for the register UI.
  • If Required, entry may be enforced before tender (Subtotal step).
  • Put instructions in the label or placeholder (e.g., “AA-9999”).

4) Search, lists and reporting

  • Customer search: filter by the field value (when a filter is available).
  • Customer list: add the field as a column to view/sort.
  • Reports: use the field as a column and criteria (segmentations, campaigns, delivery routes).
  • CSV export: the field is included as a column for external processing.

5) Import / bulk update

  1. Prepare a CSV with a column named after the field’s label (or internal name).
  2. For a Picklist, ensure CSV values exist in the option set.
  3. Run the import (see Customer Import/Export article) and map the column to the custom field.
  4. Validate the preview (number/date conversions, picklist case).

6) Maintenance: rename, migrate, delete

  • Rename the label safely; avoid changing the internal name if present.
  • Type change: create a new field, export the data, then re-import into the new field.
  • Delete: export data first; deletion is permanent and may break reports.
  • Cleanup: for picklists, merge or remove obsolete options after migration.

Fixes and FAQs

  • Field not visible at register: enable Show at register and verify role permissions.
  • Cannot tender (required field): enter a value or temporarily disable Required.
  • Value rejected: check the type (number vs text), format, and bounds if configured.
  • Missing picklist option: add the option to the set and retry.
  • Not available in reports: add the column to the report and refresh/re-index if needed.
  • Import fails: verify header naming, picklist case, and CSV delimiter.

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