Introduction
Default fields are enabled, indicated with the Qargo 'Q' icon and will automatically be included on specific pages. If a specific field is required, specific to the individual business these can be enabled by simply updating the additional field to Active. Should the required field not already be shown, it is possible to create custom fields which can then be included in the Order, Invoice, Resources or customers.
For example, the Customer Reference field can be enabled to allow users to add a Purchase Order (PO) or customer reference number to transport orders, ensuring it appears on invoices.
Via additional fields, you can choose:
Which fields should be visible based on transport service
Specify if the field is required, or should always be shown in the form
Add custom fields using different formats, including:
Text
Number
Toggle
Date
Dropdown
Tag
Url
Configuration
Navigate to CONFIGURATION > Additional fields
From left side menu, select the category (Orders, Invoices, Resources or Customers)
Categories are linked to the specific module pages
For example, you can configure the Customer Reference field for specific transport services such as General Haulage, European Road, Air, and Sea.
Additional fields
Standard fields available in the product - indicated with the Qargo 'Q' icon.
If the fields are not relevant for your company, you can set those fields to INACTIVE so they do not show.
When active, fields will show in the list as Green
When inactive fields will show in the list as grey.
Fields can be linked to transport services by including them in the 'linked transport services' field.
For instance, the Customer Reference field can be linked to transport services like General Haulage, European Road, Air, and Sea to ensure it appears on relevant orders and invoices.
Additional fields that are not required can be Archived, or made 'Inactive'.
Use the 'Archive' icon to update to Inactive.
Custom fields
When the required field is not already available, use the 'Add Custom field'
A side menu will display where the field details can be added
Select the format for the field from the 'Type' dropdown.
Custom fields can be linked to transport services
Indicate if this field should be visible in the customer portal
Click SAVE.
Unlike Standard Additional fields, custom fields can be deleted.
When displayed in the list view, custom fields will show the field type
Practical Example: Enabling and Configuring the Customer Reference Field
Overview of the Customer Reference Field
The Customer Reference field is a customisable field in Qargo that can be linked to specific transport services. By enabling and configuring this field, users can ensure that the PO or customer reference number is visible on orders and invoices.
Steps to Enable and Configure the Customer Reference Field
For General Haulage Orders
To enable and configure the Customer Reference field for General Haulage orders:
Make the Field Visible in the Order
Open the order.
Click the Customise button at the top of the screen.
Toggle the Customer Reference field to "on" (it should appear green).
Configure the Field Globally
Navigate to Configuration → Additional Fields.
Locate and edit the Customer Reference field.
Add General Haulage to the "Linked transport services" for this field.
Set the field to "Show by default / Always show."
Once these steps are completed, you can enter the PO or customer reference number in the order’s Customer Reference field, and it will appear on invoices.
For European Road, Air, and Sea Orders
To enable the Customer Reference field for European Road, Air, or Sea orders:
Access the Additional Fields Configuration
Go to Configuration → Additional Fields.
Select the "Orders" level.
Edit the Customer Reference Field
Filter or search for the Customer Reference field and click the edit (pencil) icon.
By default, this field is active only for UK Road transport services. Add European Road, Air, and Sea to its configuration.
Save the Changes
Save the updated configuration. The Customer Reference field will now appear on orders for these transport services.
Troubleshooting and FAQs
What if the Customer Reference field does not appear on invoices?
Ensure that the field is enabled and linked to the appropriate transport service in the Additional Fields configuration.
Can I enable the Customer Reference field for multiple transport services at once?
Yes, you can add multiple transport services (e.g., General Haulage, European Road, Air, Sea) to the "Linked transport services" section when editing the field.
By following these steps, you can successfully enable and configure the Customer Reference field in Qargo, ensuring it meets your operational needs.
How many custom fields can be active at the same time?
Up to 50 additional fields can be active per entity. This applies to all configurable entity types: Orders, Invoices, Resources, and Customers.
📚 The 50-field limit counts all active fields combined - both standard additional fields and custom fields. Inactive or archived fields do not count towards the limit.
What happens when the limit is reached?
Once 50 active fields are configured for an entity, it is not possible to activate or create further fields for that entity until existing active fields are set to inactive or archived.
Is the limit the same across all entity types?
Yes - the limit of 50 active fields applies equally to Orders, Invoices, Resources, and Customers.
Can the limit be increased beyond 50?
The 50-field limit is a platform-wide setting and cannot be adjusted per account. If the current limit does not cover all required fields for a specific workflow, consider whether some fields can be consolidated, made conditional using transport service linking, or whether data is better captured elsewhere - for example, in order notes or via an integration.
💬 For questions about field configuration or workflow design, contact your Qargo Account Manager.