When to Use This
Use Custom Sales Fields when you need to:
Track costs, fees, or revenue metrics unique to your business
Calculate custom values automatically (like net revenue after fees)
Base commissions on custom calculations instead of standard fields
Keep your sales data organized with company-specific categories
How to Create a Manual Entry Field
Manual entry fields let your team type in information for each sale.
Step 1: Click on Settings in the left sidebar, then go to Setup, and select Custom Sales Fields.
You'll see a list of any fields you've already created.
Step 2: Click the Add New Field button in the upper right corner.
A form will appear where you'll set up your new field.
Step 3: Fill in the field details:
Name: Enter a clear name like "Dealer Fee" or "Permit Cost"
Type: Choose what kind of data this field will hold:
Text for words or labels (like "Lead Source")
Number for amounts or quantities (like fees or costs)
Date for important dates (like custom milestone dates)
Calculated: Leave this unchecked for manual entry fields
Available in Position Setup: Check this box if you want to use this field for commission calculations later
Step 4: Click Save.
Your new field is now active and will appear on all sales forms immediately. Your team can start entering data right away.
How to Create a Calculated Field
Calculated fields do the math for you automatically using a formula.
Step 1: Go to Settings, then Setup, and select Custom Sales Fields.
Step 2: Click Add New Field.
Step 3: Fill in the basic details:
Name: Give it a clear name like "Net Revenue" or "Total Costs"
Type: Must be Number (calculated fields always need to be numbers)
Calculated: Check this box
Available in Position Setup: Check this if you'll use it for commissions
Step 4: Build your formula using the formula builder:
First Value: Select a field or enter a number
You can choose from system fields (like Contract Amount or System Size)
Or choose from custom number fields you've already created
Or type in a fixed number (like 1000 or 0.05)
Operator: Choose your math operation:
Add (+) to add values together
Subtract (−) to find the difference
Multiply (×) to multiply values
Divide (÷) to divide values
Second Value: Select another field or enter another number
Example Formula: To calculate net revenue after dealer fees:
First Value: Contract Amount
Operator: Subtract (−)
Second Value: Dealer Fee
Step 5: Click Save.
The system will now automatically calculate this value for every sale.
How to Use Custom Fields in Commission Setup
Once you've created a custom field, you can use it to calculate commissions.
Step 1: Go to Settings, then Positions, and click Edit on the position you want to update.
Step 2: Go to the Commission Setup tab.
Step 3: Add a new commission tier or edit an existing one.
Step 4: In the Calculate Commission Based On dropdown, select your custom field.
You'll see both system fields and your custom fields marked as "Available in Position Setup."
Step 5: Set your commission rate (like 5%).
Step 6: Click Save.
From now on, commissions for this position will be calculated using your custom field.
How to Archive a Field You No Longer Need
If you stop using a field, you can archive it to keep your forms clean. Don't worry, all the historical data stays safe.
Step 1: Go to Settings, then Setup, and select Custom Sales Fields.
Step 2: Find the field you want to archive in the list.
Step 3: Click the Archive button next to that field.
Step 4: The system will check if the field is currently being used:
If it's not in use, it will be archived immediately
If it's in use (like in a commission setup or other formula), you'll see an error message telling you where it's being used
Step 5: If you see an error, remove the field from those places first, then try archiving again.
Once archived, the field disappears from all forms, but your historical sales data is preserved.
How to Restore an Archived Field
If you archived a field by mistake or need to use it again, you can restore it.
Step 1: Go to Settings, then Setup, and select Custom Sales Fields.
Step 2: Click View Archived Fields.
You'll see a list of all your archived fields.
Step 3: Find the field you want to restore and click Restore.
The field becomes active again immediately with all its original settings intact.
Tips and Common Mistakes
Important rules for calculated fields:
Calculated fields can only use fields that were created before them. You can't reference fields that don't exist yet.
If you need Field A in a formula for Field B, create Field A first.
Avoiding blank values:
If a manual field is left blank, any calculations using it will also show as blank.
Train your team to enter "0" instead of leaving fields empty when the value is actually zero.
For commissions, blank values are treated as zero, so the commission will calculate as $0.
Field names must be unique:
You can't create two fields with the same name.
If you see a "Field name already exists" error, choose a different name or check if an archived field has that name.
Can't change calculated field values:
If a field is calculated, you can't manually type in a value.
The system computes the value automatically based on the formula.
Archiving fields in use:
You can't archive a field that's currently being used in commission setups or other formulas.
Remove it from those places first, then archive it.
What to Do Next
Now that you understand custom sales fields, you might want to:
Learn more about Setting Up Commission Structures
Explore Importing Sales Records with custom field data
Review Exporting Sales Reports that include your custom fields
Understand Managing Employment Packages to use custom fields in pay structures
Still Have Questions?
If you need help setting up custom sales fields or run into any issues, reach out to our support team. We're here to help you get the most out of your custom data tracking.