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Procedure documentationSetting Up Reference Field Links and UDF Links for IFRS Locate this document in the navigation structure


SAP Business One gives you considerable flexibility to differentiate and analyze the effect of business transactions in your financial reports, based on values in reference fields and in user-defined fields (UDFs).

To enable you to record specific source document information with the journal entries in the accounting system, SAP provides a number of reference fields in the journal entry to which values can be copied from the source document. A source document in this context can be any document in SAP Business One that gives rise to journal entries and therefore affects the financial accounts.

SAP Business One comes with predefined values for the reference fields – which differ depending on the source document – but you can overwrite the predefined values, either when setting up your system (for example, for IFRS purposes) or when manually creating a journal entry. For example, your company may need to store varying or additional information as part of journal entries, either for its day-to-day work or for IFRS or in order to fulfill country-specific, industry-specific, or legal requirements.

Caution Caution

You can change the reference field and UDF links at any time. However, we recommend that you set up these links in advance of the financial year in which you produce IFRS reports and only change the links at the end of the financial year and prior to the start of the next financial year.

Make sure you discuss and validate these changes with your company account and partners in relation to how these changes will impact automatic or semiautomatic reconciliation, bank statement processing, and other financial processes as well as any partner add-ons or other enhanced functionality such as formatted search.

End of the caution.

Target Fields

The following reference fields are available:

  • Ref. 1 (header)

  • Ref. 2 (header)

  • Ref. 3 (header)

  • Ref. 1 (BP row)

  • Ref. 1 (row)

  • Ref. 2 (BP row)

  • Ref. 2 (row)

  • Ref. 3 (BP row)

  • Ref. 3 (row)

“Header” refers to the header of the journal entry. “BP row” refers to the journal entry row with the business partner control account. “Row” refers to the journal entry row with the standard G/L account.

You can also copy to any user-defined field in the journal entry, apart from to the following combinations of type and structure:









Source Fields

With regard to the source fields, you can copy from selected fields in business documents that create accounting entries. Fields that are automatically copied to other fields in journal entries – such as the due date, posting date, or document date – are not available for copying to reference fields as well. However, with that exception, you may copy from the same source field to multiple target fields.

Fields that are available for copying from a business document are available as a dropdown list for each reference field.

Note Note

You can copy from standard fields or from user-defined fields on header level only, not on line level.

End of the note.

Special Considerations

There are some special considerations that you need to be aware of for the documents of payments, landed costs, and inventory transfers as well as for form settings and user-defined field verification. For more information, see Reference Field Definition: Special Considerations.


  1. From the SAP Business One Main Menu, choose   Administration   Setup   General   Reference Field Links  .

  2. In the Reference Field Links – Setup window, double-click the initial column next to the business document whose reference links you want to review.

  3. In the Reference Field Links – Definition window, review the predefined values for each reference field and also for any user-defined fields.

    In the left column (entitled Field Name), you see the name of the reference field or user-defined field in the journal entry. In the middle column (entitled Field Value), you see in a dropdown list the names of the available fields from the respective document. In the right column (entitled Default Value), you see the predefined SAP value for that field.

    Make adjustments as required.

  4. To save your settings, choose Update and choose OK in first the Reference Field Links – Definition window and then the Reference Field Links – Setup window.


From now on, whenever a journal entry is created, the reference fields and any user-defined fields in the journal entry are filled according to the values you have defined for the respective document.

Any changes to the reference field links and/or user-defined field links of a document are indicated by the status Customized in the Reference Field Links – Setup window, while documents with all default source fields are shown with the status Original.