Dolibarr, one of the most popular open-source ERP/CRM solutions, is renowned for its flexibility and modularity. Among its many features, the use of calculated fields allows businesses to automate calculations and structure their data more efficiently. Calculated fields are especially useful for businesses that need to perform mathematical or logical operations directly within Dolibarr without relying on external tools.

In this article, we will explore calculated fields in Dolibarr in detail, their benefits, how to configure them, and practical examples to maximize their potential. Whether you’re a beginner or an advanced user, this tutorial will provide you with essential insights to integrate this feature into your workflows.

1. Introduction to Calculated Fields in Dolibarr

a) What Is a Calculated Field?

A calculated field is a dynamic field whose value is automatically generated based on a calculation or logic defined by the user. These fields display derived data without requiring manual entry, reducing errors and improving efficiency.

b) Why Use Calculated Fields?

Calculated fields are helpful in various scenarios, such as:

• Calculating totals or averages (e.g., total sales per customer).
• Generating conditional values (e.g., applying a specific discount rate based on a purchase threshold).
• Tracking custom KPIs directly in Dolibarr.

2. Benefits of Calculated Fields in Dolibarr

a) Automating Calculations

Calculated fields allow repetitive tasks to be automated, eliminating manual input and minimizing errors.

b) Flexibility and Customization

Dolibarr enables the configuration of complex formulas tailored to the specific needs of each business, whether for simple or advanced calculations.

c) Time Savings

By reducing the need to use third-party tools for calculations, calculated fields increase productivity and allow teams to focus on higher-value tasks.

d) Centralized Data

All calculated data is accessible within Dolibarr, ensuring consistency across different modules (billing, inventory management, CRM, etc.).

3. Configuring Calculated Fields in Dolibarr

a) Prerequisites

To use calculated fields, you need to activate the Additional Fields module:

1. Navigate to Setup > Modules/Applications.
2. Activate the Additional Fields module (also known as Custom Fields).

b) Creating a Calculated Field

1. Access Configuration:
   • Go to Setup > Additional Fields.
   • Choose the module where you want to add a calculated field (e.g., Customers, Invoices, Products).
2. Add a New Field:
   • Click on Create a New Field.
   • Fill in the basic details: name, description, and field type.
3. Configure the Formula:
   • Select Calculated Field as the field type.
   • Enter the formula. For example:
     • To calculate a total: price * quantity.
     • To apply a conditional discount: (total >= 500) ? total * 0.9 : total.
4. Save and Test:
   • Save your changes and test the field in the selected module.

c) Formula Syntax

Dolibarr uses a straightforward syntax for defining calculations:

• Mathematical operations: +, -, *, /
• Conditions: Use (condition) ? value_if_true : value_if_false.
• References to existing fields: Use the technical name of fields (e.g., amount, quantity).

4. Practical Examples: Calculated Fields in Dolibarr

a) Example 1: Calculating Order Totals

Scenario: A business wants to automatically display the total of an order (quantity × unit price).

• Formula: quantity * price.
• Result: The calculated field automatically displays the total for each order line.

b) Example 2: Applying Automatic Discounts

Scenario: A company applies a 10% discount for orders over €1,000.

• Formula: (total >= 1000) ? total * 0.9 : total.
• Result: Dolibarr automatically calculates the final amount considering the discount.

c) Example 3: Tracking Remaining Stock

Scenario: A business wants to track the remaining stock of a product in real-time.

• Formula: initial_stock - quantity_sold.
• Result: The calculated field instantly shows the available stock.

d) Example 4: Calculating Margins

Scenario: A business wants to monitor the margin achieved on each product sold.

• Formula: (selling_price - purchase_price) * quantity.
• Result: The calculated field displays the total margin for each transaction.

5. Tips for Optimizing the Use of Calculated Fields

a) Prioritize Simplicity

Use simple and clear formulas to avoid errors and facilitate maintenance.

b) Test Before Deployment

Test the calculated field with real data before using it in production to ensure proper functionality.

c) Combine with Complementary Modules

Additional modules available on Dolistore can extend the functionality of calculated fields, such as integrating external data or generating advanced reports.

d) Train Your Team

Ensure your teams understand how calculated fields work and how they can benefit business processes.

6. Limitations and Alternative Solutions

a) Limitations of Calculated Fields

• Performance: Complex calculations on large data volumes can slow down the system.
• Flexibility: Some advanced scenarios may require additional customizations.

b) Complementary Solutions

For very specific needs, consider:

• Developing custom modules.
• Using external analysis tools like Excel or Power BI to complement Dolibarr’s functionalities.

7. Future Improvements in Dolibarr

Dolibarr continues to evolve to meet the needs of modern businesses. Future enhancements might include:

• Support for more complex formulas: Integration of advanced functions, such as aggregates (sum, average).
• Improved User Interface: Simplified creation and management of calculated fields.
• Enhanced Automation: Ability to trigger actions based on calculated field results.

8. Conclusion

Calculated fields in Dolibarr are a powerful tool for automating calculations and improving operational efficiency. Whether you need to calculate totals, apply discounts, or track key metrics, this feature offers unmatched flexibility and customization.

By combining calculated fields with other Dolibarr features, you can centralize your data, reduce errors, and optimize your business processes. Whether you are a novice or an expert user, now is the time to explore the possibilities offered by calculated fields to transform your use of Dolibarr.

Ready to get started? Configure your first calculated fields today and simplify your workflows like never before!