Where do I add the cost type custom fields?

This article will show you how to configure additional Custom Fields for use in the Cost Planner, as needed per Cost Type.

When users open the Cost Planner, there is an option to have metadata entered for the Cost Categories. For example, in the Cost Plan's Budget Cost Type, there might need to be a field for entering notes, adding the PO, and selecting the vendor that is supplying/associated to the Cost Category row. If the field is a text field, the custom field can be added directly into the Custom Fields section on the Cost Types section. If the field is a "code" field, such as a choice field, that field would first need to have the lookup choices added to the page for Portfolio Custom Lookups.

Before configuring the Cost Type Fields, first the Portfolio Custom Lookups must be configured. Then, they will be available for selection as a Cost Type Field. This article explains both parts of that process.

1. Navigate to Portfolio Lookups

  1. Select the Settings Gear icon on the Icon Bar.
  2. Under the Cost Management heading, select Portfolio Lookups.

2. Add New Portfolio Custom Lookup

  1. Click the Add button.
  2. Name: Enter a Name the Lookup.
  3. Description: Add an optional Description.
  4. Use the buttons to add a new row to the end, insert a row to the row above the row selected, and remove the choices for the choice field.
  5. When finished,click the OK button.

Note: Unlike typical choice fields elsewhere in EPM Live, when creating a custom lookup table, a "blank" row is not available. If you want users to be able to change selections, you may consider a choice called <None> or <Other>.

3. Navigate to Cost Type Fields

  1. Select the Settings Gear icon on the Icon Bar.
  2. Under the Cost Management heading, select Cost Type Fields.

4. Create a New Custom Code Field

A Code field is typically a field that references a lookup. In this example, the lookup includes some choices from the Portfolio Lookups "Hardware Vendor" table. In the Cost Planner, the user will only be able to select from these choices in that column.

  1. Select a Code Field, such as Code1.
  2. Click the Modify button.
  3. Name: Enter the Name for the Custom Code Field
  4. Lookup Table: Select the Lookup that was created in the earlier step.
  5. Restrict Selection to Leaf Entries: This setting is applicable if there is a hierarchy of entries in the look up table. If checked, only the child items (leaf entries) can be selected, not the summary rows. If unchecked, the summary rows and child rows can be selected.
  6. Use Full Name: This setting is applicable if there is a hierarchy of entries in the look up table, and if the items that can be selected are not all unique values. If checked, the name will show the full name including the summary row and the child row, to keep the difference clarified.
  7. The available choices will show.
  8. Click the Save button.

5. Create a New Custom Text Field

A Text field is typically a field that allows for free-form text. In this example, the custom text field does not reference a lookup table. Instead, when in the Cost Planner, the user will only be able to type in the desired text in that column.

  1. Select a Text Field, such as Text1.
  2. Click the Modify button.
  3. Enter the Name for the Custom Text Field.
  4. Lookup Table: Select [None]. There is no lookup table for a text field, as the users will enter the data directly into the field.
  5. Click the Save button.

6. Manage Custom Fields as Needed

To modify or delete an existing custom Cost Type field:

  1. Select the desired Field. Click Modify or Delete.

Now that the custom fields have been created for cost planner, next you will select for which Cost Types the custom fields will be used.

7. Navigate to Cost Types

  1. Select the Settings Gear icon on the Icon Bar.
  2. Under the Cost Management heading, select Cost Types.

8. Select Cost Type to Modify

  1. Select the Cost Type that will be using the newly created Custom Fields.
  2. Click the Modify button.

9. Configure Custom Field Availability in Cost Type

  1. Select whether the Custom Code Field is visible, frozen, editable, required, and/or identity.
  2. Select whether the Custom Text Field is visible, frozen, editable, required, and/or identity.
  3. When finished, click the Save button.

10. Cost Type Custom Fields in Use

When users have the Cost Planner open, the Cost Type will have additional columns available for the Custom Fields. The Custom Code Field will have drop down menu for the optional values. The Custom Text Field can be edited with free flow text.

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