Entering Optional Fields on Invoices

You can use optional fields with Invoice Entry if:

• You use Transaction Analysis and Optional Field Creator and you have set up system-wide optional fields.
• You set up optional fields for invoices and invoice details using the Optional Fields setup form in the A/P Setup folder.

When you start a new invoice, Accounts Payable uses the optional fields that are marked for automatic insertion on invoices and invoice details. You can view or change optional fields, as follows:

• You use the Optional Fields tab on the Invoice Entry form to view or assign optional fields to specific invoices.
  • The program displays the optional fields that you set up for automatic insertion, and displays their default values, as follows:
  • If you assigned to the vendor the same optional fields as you defined for invoices, the program displays the optional field values from the vendor record as defaults for the invoice.
  • If you assigned to the remit-to location used on an invoice the same optional fields as you defined for invoices, the program displays the values from the remit-to location record as defaults for the invoice.
  • If you assigned the same optional fields to the vendor record and the remit-to location record, the program displays the values from the remit-to location record.
  • If an optional field that is defined for invoices is not assigned either to the vendor or the remit-to location, the program displays the value specified for the optional invoice field.

  Note: You can add or delete optional fields for invoices. However, you can add only optional fields that you have defined for invoices using the Optional Fields form using the A/P Setup folder.

• You open a separate Optional Fields form associated with the Optional Fields check box on the Invoice Entry detail grid and on the Detail Accounts/Taxes form to view or assign optional fields for individual details.

  When you first enter an invoice, the program selects the check box if at least one optional field is set for automatic insertion in invoice details. If no optional fields are set for automatic insertion in invoice details, the check box is not selected. Note that the program sets this indicator - you cannot select or uncheck the check box. If you delete all the optional fields associated with the detail, the program resets the Optional Fields indicator.

  To check or to change the optional fields that are used for the detail, select the detail, then click the zoom button beside the field, or press Shift+F9, to display the invoice details Optional Fields form.

  Note: You can add or delete optional fields for invoice details. However, you can add only optional fields that you have defined for invoice details using the Optional Fields form using the A/P Setup folder.

If you use the same optional fields for invoices as for vendors, the optional field values from vendor records appear as the default values on invoices. Otherwise, the value form the Optional Field record is used.

You can change the value that appears for an optional field, as follows:

• If the optional field is validated, you must specify a value that you have defined for the optional field in Common Services. You can leave the value blank only if the optional field allows blanks.
• If the optional field is not validated, you can either select an value that you defined for the optional field in Common Services, or you can enter any value that is consistent with the type of optional field and that does not exceed the length specified for the field.

Optional Fields for Job-Related Details

On a job-related invoice, if the detail optional fields are identical to the optional fields used by the contract project, in Project and Job Costing, Accounts Payable uses the optional field values from the contract project as default values for the details.

If an optional field used with an invoice detail does not exist for the contract project, the default value defined in the optional field record appears.

Optional Fields for Retainage Document Details

On retainage documents, the optional fields and values specified on the original documents are used as defaults for the related retainage invoices, retainage credit notes, and retainage debit notes, whether you enter the retainage documents manually or create them using Create Retainage Batch.

Updating General Ledger

Accounts Payable transfers optional field information to General Ledger when you create transactions for General Ledger if:

• You specified in the optional field setup record that optional field information will be passed to the General Ledger account.
• You defined the same optional fields for invoices and invoice details as you defined for transaction details in the General Ledger account record.

The General Ledger accounts can include:

• Payables Control
• Recoverable Tax
• Expense Tax
• Purchase Discount
• Prepayment
• Retainage
• Realized Exchange Gain
• Realized Exchange Loss
• Rounding

Updating Project and Job Costing

If the invoice is job-related and the optional fields match the optional fields defined for Project and Job Costing billings, the optional field information is passed to Project and Job Costing.

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