Embed Fields

Table Fields

Electronic Invoicing with Sproom allows you to embed specific field values from your sales documents as notes in the OIOUBL electronic invoice or credit memo using the Table Fields feature. This makes it possible to include custom or standard Business Central field data — such as internal references, project codes, or free-text fields — directly in the electronic document XML, where the recipient can read and process them.

Feature Overview

Table Fields lets you define which fields from the sales invoice header or sales credit memo header should be included as note elements in the electronic document. Each configured field value is extracted from the posted document and inserted into the OIOUBL XML as a Note entry. This is useful when your trading partners need additional information that is not part of the standard OIOUBL structure, such as project references, department codes, or custom text fields. The feature supports both regular fields and FlowFields, and can even include content from blob fields for longer text.

Typical Use Cases / User Stories

A company invoicing a large public-sector customer needs to include a project reference code in the electronic invoice so the customer can route the invoice to the correct department automatically.
As a finance administrator, I want the internal order reference from our sales invoice embedded in the electronic document, so that our customer's accounts payable system can match it to their purchase order.
A business includes a free-text "Special Instructions" field on their invoices, and needs this text visible in the electronic document so the recipient can act on it during processing.
As a billing coordinator, I want to embed our cost center code in the electronic invoice, so that the customer's ERP system can allocate the cost correctly without manual data entry.
A company with multiple divisions uses a department code field on invoices, and the customer requires this code in the electronic document for their internal three-way matching process.

Key Concepts

Note elements: The field values are inserted into the OIOUBL XML as Note entries. These are human-readable text elements that sit alongside the standard invoice data and can be read by the recipient's system or staff.
Header-level fields: Table Fields maps fields from the posted sales invoice header or credit memo header. Line-level fields are not individually mapped through this feature.

Relations to Other Features or Apps

Embed Table Fields enriches the standard OIOUBL XML generated by Business Central by inserting additional note elements that are not part of the default electronic document output.
The feature is configured through the Table Fields action on the Sproom Service Settings page.
Table Fields works independently of other Sproom features like Enable Attachments, Include Invoice as PDF, or Add Comment Lines — all can be active at the same time.

Frequently Asked Questions

What kind of fields can I include?
You can include any field from the posted sales invoice header or sales credit memo header, including standard fields, custom fields, FlowFields, and even blob fields for longer text content. The field value is embedded as a note in the electronic document XML.

Where does the field value appear in the electronic document?
The field value is inserted as a Note element in the OIOUBL XML, near the top of the document structure. Recipients can extract these notes programmatically or read them in an OIOUBL viewer.

Can I include fields from document lines, not just the header?
Table Fields is designed for header-level fields from the sales invoice or credit memo. To include descriptive text from individual lines, use the Add Comment Lines feature instead.

When This Feature Adds Value

Your customers require additional reference data (project codes, department codes, internal order numbers) in the electronic invoice for automated processing or routing.
You use custom fields on your sales documents that carry important information the recipient needs but that is not part of the standard OIOUBL structure.
You want to avoid manual communication of supplementary data by embedding it directly in the electronic document.