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SAP Business One User-Defined Fields and Tables Register

User-defined fields are the easiest way to extend Business One and the easiest to lose track of. A register of every field, its owner and its purpose keeps upgrades, queries and audits predictable.

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Table	Field name	Title	Type	Size	Mandatory	Purpose	Business owner	Status

Fields registered

Average field size

Business One user-defined field names start with U_ in the database and are added through the user-defined fields management screen under customisation tools. Record the table, because a UDF belongs to one table only. Include user-defined tables, which appear with an at sign prefix in the database.

Customisation inventory

Ask about building an inventory of fields, layouts and queries that depend on your customisations.

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How to use the register

Add one row for each user-defined field or table. Record the table it belongs to, the exact field name, type and size, whether it is mandatory, why it exists and who owns it. Set the status as the field moves from proposal to approval to use and finally retirement. Export to Excel for audit evidence or for the partner before an upgrade.

Why it matters

Business One lets key users add fields to master data and marketing documents, which then appear in screens, print layouts, queries and add-ons. Without a register, nobody knows which fields reports depend on, and removing or renaming one can break a query or an integration. Field names also carry a U_ prefix in the database, so developers need the exact name, not just the screen title.

One owner per field
State the report or process that depends on it
Record valid values for coded fields

Design guidance

Prefer a linked user table with valid values for coded fields over free text. Keep sizes realistic, because changing a type later is restricted once data exists. Use mandatory sparingly, since mandatory fields on documents can block imports and integrations that do not supply them. Check that a standard field does not already cover the need before adding a new one.

Common mistakes

Adding fields in production without testing, duplicating a standard field under another name, and leaving abandoned fields on screens. Include a retire status so cleanup is a planned step and not a one-off scare.

Frequently Asked Questions

How do I list existing UDFs in Business One?

Use the user-defined fields management screen under customisation tools, or query the system dictionary tables for field definitions. The exact table names and columns can vary by version and database, so confirm in your own system.

Can I change a field's type later?

Limited changes are possible, such as increasing size, but changing the basic type after data exists is restricted. Plan types carefully, and test changes in a copy of the company first.

Should every field be mandatory?

No. Mandatory fields can break imports, integrations and add-ons that do not populate them. Use mandatory only where the business truly cannot proceed without the value.

Do UDFs affect upgrades?

They are generally retained, but screens, layouts and add-ons that reference them need testing. The register tells your partner what to test. Always upgrade a copy first.

If you need to find where custom fields are used across queries, layouts and add-ons, Netray can help build that inventory from your system.

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