Mandatory Field Requirements
Some customers need specific reference information on every booking -- a department code, a project number, a cost center, and so on -- so they can route the cost internally. Travel Business Connector lets you make those fields mandatory per customer.
Available Requirements
You can turn on any combination of the following at the bottom of the General FastTab on the Customer Card:
| Setting | Field That Becomes Mandatory |
|---|---|
| Require Department | Department |
| Require Project Number | Customer Project |
| Require Cost Place | Cost Center |
| Require Employee Number | Employee ID |
| Require Requisition No | Requisition No |
| Require Requester | Requester Name |
The fields themselves sit on the sales lines -- one value per line, so different travelers on the same order can be charged to different departments or projects.
How to Enable or Disable
- Open the Customer Card for the customer.
- Scroll to the bottom of the General FastTab and find the six "Require" toggles.
- Turn a toggle on to make that field mandatory, or off to make it optional.
- The change applies immediately to the documents you work with next.
What Happens When a Required Field Is Missing
There are two moments where the system reacts.
When a booking is imported, the order is still created. Every missing field is written to the import log for that booking as a warning, for example "Department is required but missing on line 20000". Nothing is blocked -- the warning is there so you can see what needs to be filled in.
When you post the document, the check is enforced. If any required field is still blank, posting is stopped and you get a message listing every line and field that needs a value, for example:
Cannot post: customer 10000 has missing required reference fields. Line 10000: Department Line 20000: Cost Center
Fill in the missing values on the sales lines and post again.
Tips
- Fix the values on the order rather than removing the requirement -- the customer set the requirement for a reason.
- The check runs on every sales document you post, including credit memos and manually created orders.
- If a value is always the same for a customer, ask whether it can be sent with the booking so the field is filled in automatically at import.