Default Field Values for New Products, Customers and Suppliers

DEAR allows default field values to be configured for new products, customers and suppliers, allowing faster and more convenient data entry from anywhere within the system.


When default field values are set up, every time a new product, customer or supplier is created from within DEAR, the available fields are pre-filled with these values.


When creating new product/customer/supplier records, the fields with default values remain editable, meaning you can change their values at any time.


Default field values are also referenced when creating customers in Amazon, eBay, Magento, ShipStation, Shopify and WooCommerce if your DEAR account is integrated with these systems.


Prerequisites


Table of Contents


Introduction

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Default field values are set up from Settings>Reference Books. After navigating to Reference Books, you should see the Default Field Values section at the bottom. From here, select the applicable category that you want to set up. 


NOTE: Only admin users and owners, as well as users with Configure default values for Product/Customer/Supplier access, can see the Default Field Values section in Reference Books. For more information, see User permissions explained.



Default Field Values for New Products

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The fields that allow the setup of default values are dynamic – they are displayed according to the selected product type. 

  • If Product Type = Stock or Non-Inventory, all fields in the table below, with the exception of Fixed Asset Type, are displayed. 
  • If Product Type = Fixed Asset, all fields are displayed.
  • If Product Type = Gift Card or Service, only some of the fields are displayed. 


See the List of Fields Based on the Selected Product Type below for a complete list of New Product fields available for default value configuration.


To set up default field values for new products:

  1. Under the Default Field Values section of the Reference Books page, click Product.
  2. On the Product Field Settings page, select the default values for the various fields, then click Save.


The various default fields for products are listed below.


Field NamePossible Values
Type

Select from the following product types: 

  • Stock (this is the Default option)
  • Service
  • Gift Card
  • Non-Inventory
  • Fixed Asset.

The fields that are discussed in the next rows in this table are displayed to users based on the selected product type. See the List of Fields Based on the Selected Product Type for more information.

CategorySelect from any of the product categories defined under Reference Books>Stock>Product Categories. For more information, see Reference Books.
BrandSelect from any of the product categories defined under Reference Books>Stock>Brands. For more information, see Reference Books.
Costing MethodSelect from any of the following costing methods allowed in DEAR:
  • FIFO (this is the Default option)
  • FIFO - Serial Number
  • FIFO - Batch
  • FEFO - Serial Number
  • FEFO - Batch
  • Special - Batch
  • Special - Serial Number.

For more information, see Costing Methods.

Drop ShipSelect from any of the following Drop Ship options:
  • No Drop Ship
  • Optional Drop Ship
  • Always Drop Ship.
Unit of MeasureSelect from any of the units of measure defined under Reference Books>Stock>Units of Measure. For more information, see Reference Books.
Product DiscountSelect from any of the product discounts defined under Reference Books>Stock>Product Discounts. For more information, see Reference Books.
Default LocationIf a default location has been specified under Reference Books>Stock>Locations & Bins, it will be displayed here. Otherwise, select from any of the locations defined under Reference Books>Stock>Locations & Bins. For more information, see Reference Books.
Additional Attribute SetSelect from any of the additional attributes defined under Reference Books>Other Items>Additional Attributes. For more information, see Reference Books.
I am selling this productSelect either Yes or No. Set to No by default.
Fixed Asset TypeSelect from any of the Fixed Asset types defined under Reference Books>Financial>Fixed Asset Types. This field will only be displayed when Product type = Fixed Asset.


List of Fields Based on the Selected Product Type

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As mentioned in Default Field Values for Products above, the fields where default values can be set up are dependent on the selected product type. The table below shows the different fields that are available for default value configuration based on Product Type.


Product TypeStock/Non-InventoryFixed AssetServiceGift Card




Available Fields
  • Category
  • Brand
  • Costing Method
  • Unit of Measure
  • Drop Ship
  • Product Discount
  • Default Location
  • Additional Attributes Set
  • I'm selling this product
  • Category
  • Brand
  • Costing Method
  • Unit of Measure
  • Drop Ship
  • Product Discount
  • Default Location
  • Additional Attributes Set
  • I'm selling this product
  • Fixed Asset Type
  • Category
  • Brand
  • Product Discount
  • Default Location
  • Additional Attributes Set
  • I'm selling this product
  • Category
  • Brand
  • Unit of Measure
  • Additional Attributes Set
  • I'm selling this product


Default Field Values for New Customers

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To set up default field values for new customers:

  1. Under the Default Field Values section of the Reference Books page, click Customer
  2. On the Customer Field Settings page, select the default values for the various fields, then click Save.


The various default fields for customers are listed below.


Field NamePossible Values
CurrencyDisplays the default currency, set up during account creation, of the logged-in user. Allows selecting another currency from the list.
Payment TermSet to 30 days by default. Select from any of the payment terms defined under Reference Books>Financial>Payment Terms. For more information, see Reference Books.
Account ReceivableSet to 6:10 Accounts Receivable by default. Allows selecting another account from the list. For more information, see Accounts and Chart of Accounts.
Sale AccountSelect from among the sale accounts available on the Customer Details page.
Tax RulesSelect from any of the tax rules defined under Reference Books>Financial>Taxation Rules. For more information, see Reference Books.
Sale Price TierSelect from among the price tiers on the list. Price Tier names are set up in General Settings while Price Tier values are managed from the Inventory module.
Sales RepresentativeSelect from among the sales representatives listed.
Default CarrierSelect from any of the carriers defined under Reference Books>Other Items>Carriers. For more information, see Reference Books.
Default LocationIf a default location has been specified under Reference Books>Stock>Locations & Bins, it will be displayed here. Otherwise, select from any of the locations defined under Reference Books>Stock>Locations & Bins. For more information, see Reference Books.
Attribute SetSelect from any of the additional attributes defined under Reference Books>Other Items>Additional Attributes. For more information, see Reference Books.


Default Field Values for New Suppliers

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To set up default field values for new suppliers:

  1. Under the Default Field Values section of the Reference Books page, click Supplier
  2. On the Supplier Field Settings page, select the default values for the various fields, then click Save.


The various default fields for suppliers are listed below.


Field NamePossible Values
CurrencyDisplays the default currency, set up during account creation, of the logged-in user. Allows selecting another currency from the list.
Payment TermSet to 30 days by default. Select from any of the payment terms defined under Reference Books>Financial>Payment Terms. For more information, see Reference Books.
Account PayableSet to 800: Accounts Payable by default. Allows selecting another account from the list. For more information, see Accounts and Chart of Accounts.
Tax RuleSelect from any of the taxation rules defined under Reference Books>Financial>Taxation Rules. For more information, see Reference Books.
Default CarrierSelect from any of the taxation rules defined under Reference Books>Other Items>Carriers. For more information, see Reference Books.
Attribute SetSelect from any of the additional attributes defined under Reference Books>Other Items>Additional Attributes. For more information, see Reference Books.

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