What is How to Add a UD Field in Epicor?

Definition

Adding a UD (User-Defined) field in Epicor means extending an existing ERP table with a custom field to capture business information that standard fields do not cover. UD fields allow organizations to record additional details for customers, suppliers, purchase orders, invoices, inventory, and other business records without changing the original purpose of standard fields.

In Epicor ERP, administrators typically create UD fields through the supported customization and database-management tools for their Epicor version. The field can then be exposed on an application screen, incorporated into reports, or used in business process logic. For finance teams, this can support additional approval references, reporting categories, compliance attributes, and operational tracking.

Table of Contents

Understand UD Field Types and Requirements

Before creating a field, identify the business record that needs the additional information and determine the appropriate data type. Epicor commonly supports user-defined fields with types such as character, date, decimal, and logical values, depending on the table and development environment.

  • Character fields: Store text such as an external reference number, classification, or approval identifier.
  • Date fields: Record dates such as a review date or an additional reporting milestone.
  • Decimal fields: Capture numeric values that may require precision, such as an additional quantity or percentage.
  • Logical fields: Store true-or-false indicators, such as whether a record requires a supplementary review.

Choose the field type based on how the information will be entered, validated, reported, and used in calculations. Also determine whether the field belongs on a header record, a detail record, or a related table. This decision affects how users access the information and how it relates to transactions.

Step-by-Step: How to Add a UD Field in Epicor

The exact menu names depend on the Epicor release and deployment model. In environments that support the traditional UD-column maintenance process, the workflow generally follows these steps.

  • 1. Identify the target table: Determine which table stores the record that needs the new information. Confirm that the chosen table matches the business process.
  • 2. Open the UD field maintenance tool: Access the supported customization or table-maintenance interface using an authorized account.
  • 3. Select an available UD column: Choose an unused field slot for the selected table, following the naming and configuration conventions of the environment.
  • 4. Define the field properties: Set the appropriate data type, length or precision where applicable, and descriptive label or metadata supported by the tool.
  • 5. Apply the schema change: Save the configuration and run the supported database update or synchronization process when required by that Epicor version.
  • 6. Expose the field in the application: Use the appropriate screen customization tools to add the field to the relevant form or grid.
  • 7. Test the result: Enter sample values, save and reopen records, and verify that the information persists and appears correctly in the intended screens and reports.

For example, a purchasing team may add a character field for an external approval reference to purchase order records. After configuring the field and exposing it on the purchase order screen, the team can enter the reference and confirm that it remains available when the order is reopened.

Display and Use UD Fields in Customizations

Creating the field in the underlying table is only one part of the process. Users also need an appropriate way to enter or view the value. Depending on the Epicor version, application framework, and table, administrators may use Application Studio, the classic customization tools, or other supported design interfaces.

When adding a field to a screen, verify its data binding, label, placement, and access behavior. The control must reference the correct table field, and the screen must support saving the value through the relevant application transaction. If the field is intended for reporting, confirm that the reporting data source exposes it as expected.

UD fields can also support BPM directives and related business logic. For example, a directive may check whether an additional approval reference is populated before a transaction proceeds. Any validation should use the correct field and execute at a stage where the required data is available.

Validation, Security, and Maintenance Best Practices

Test new fields in a development or test environment before introducing them into production. Verify record creation, updates, retrieval, reporting, and any connected processes that use the affected table. Confirm that the selected data type accommodates the intended values and that users understand what information belongs in the field.

Document the field's purpose, table, data type, ownership, and dependencies. Coordinate schema changes with ERP administrators, particularly when multiple environments or integrations use the same table. For tax-related attributes, confirm that the information supports applicable jurisdiction rules, exemptions, and tax compliance requirements rather than treating a custom field as a substitute for tax calculation or validation logic.

When planning ERP extensions, Supercharge Your ERP: AI Add-Ons for Instant Efficiency provides context for adding automation around an existing system, while Best ERP Systems & Vendors in 2025 – Unbiased Scorecard offers a broader view of ERP platforms and their capabilities. For financial reporting, fields that support transaction classification should be defined consistently with the organization's accounting and reporting practices.

UD Fields in Finance Automation

Custom fields can provide additional context for finance workflows, including invoice routing, supplier classification, reconciliation, and transaction reporting. For example, a custom reference field may help users connect an ERP record to an external approval or supporting document. Its value depends on consistent data entry and clear ownership of the information.

Organizations extending finance workflows can evaluate the Hyperbots Platform for company-specific configuration needs and Process Specific Capabilities for automation aligned with individual finance processes. Ready to Deploy Capabilities provide pre-trained agents and ERP connectors, while Self Learning Capabilities use human actions to refine workflow decisions. Human in the Loop supports review and approval when an automated process needs human judgment.

For customer receipts, remittance details, and payment matching, How Hyperbots AI Agents 10x Epicor Finance Operations explores finance automation that extends Epicor workflows. Custom fields can complement such processes when they capture relevant references or classifications used by the business.

Finally, understand how custom data relates to accounting measures. Amortization Add Back and Depreciation Add Back are finance terms used in cash-flow and earnings analysis; a UD field may record supporting classification information, but it does not replace the accounting logic needed to calculate those measures.

Summary

Adding a UD field in Epicor involves selecting the correct table, defining a suitable field type, applying the supported configuration, and exposing the field where users need it. Testing data persistence, screen behavior, reporting, security, and related BPM rules helps maintain consistent ERP operations. When designed around a clear business requirement, UD fields provide a practical way to capture additional information for financial reporting and operational workflows.

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