Custom fields on sales orders, and more updates from Katana

Every business runs on data that’s uniquely its own: customer PO numbers, payment terms, sales reps, compliance flags. Custom Fields on Sales Orders is the most-requested flexibility upgrade we’ve shipped in years.  

Define your own fields – text, number, date, dropdown, checkbox, URL – on both the order header and individual line items. They show up on every SO, as filterable columns in the Sell list, on customer-facing PDFs, and through the API, webhooks, Zapier, and Make. Set them up once in Settings and they’re available across your entire operation from that point forward. 

This is only the first step: custom fields are coming to products, purchase orders, and more. 

Custom Fields on Sales Orders 

Account admins can now define their own fields on both the order header and individual line items – text, number, date, dropdown, single or multi-select, checkbox, and URL. 

What you can do now: 

• Add a “Customer PO #” field your whole team can search and filter on 
• Set payment terms and required ship date as structured fields, not text notes 
• Assign a sales rep and capture commission as a number field 
• Flag hazardous materials or dangerous goods with a checkbox that prints on the PDF 
• Capture per-line serial numbers or batch references as row-level fields 
• Read and write all fields via the API – same structure, same endpoint 

Header fields print on customer-facing PDFs across all templates, with row-level fields printing inside the line item block. Views save per user, so each person keeps the columns and filters relevant to their work without affecting anyone else’s. 

Available on all plans at no extra cost. Go to Settings → Custom Fields to get started. 

More updates this month 

View and export historical stock for all locations 

You can now view and export historical stock across all locations at once, without switching between them individually. 

New purchase order permissions 

Granular PO permissions are now available. Control whether users can manage draft POs/OPOs, regular POs/OPOs, or have view-only access, making it straightforward to set up a lightweight approval workflow. 

Multiple email addresses for suppliers and bulk PO emailing 

Suppliers can now have up to 9 additional email addresses. When emailing a PO, all addresses are pre-filled. The primary email field remains for QuickBooks Online syncing and other integrations. 

Stock breakdown by location 

The Stock screen now shows a per-location breakdown of any In Stock quantity when viewing All Locations. Hover over a quantity to see it without switching views. 

Below updates require the Traceability add-on — try it free for 2 weeks 

Traceability Explorer (Beta) 

Trace any batch issue from source to customer in a single click: units at risk, affected orders, full supply chain trace. It works in both directions: from supplier batch to customer impact, or from customer issue back to source batch. Find it under Stock > Batches. 

Year and month variables for serial numbers 

Two new variables, {YYYY} and {MM}, are now available in serial number formats on the Item card. Serial numbers can now automatically include the production month and year.