Optional Fields (Invoice and Recurring Payable Details)
This field indicates whether optional fields are assigned to the document detail. If any invoice details optional fields are set for automatic insertion, the field will be selected when you add a new detail to an invoice, credit note, debit note, or recurring payable.
If you use exactly the same optional fields in vendor records and on invoices, the program assigns the optional field values used in the vendor record to transaction details that you add in the Invoice Entry and Recurring Payables forms.
You can accept or delete the optional fields that appear as defaults, and you can add other optional fields that you have set up for invoice details. You can also change the optional field values used in document details.
To check or to change the optional fields and values that are used for a detail
-
Select the detail, then click the Optional Fields zoom button (
). You can
also select the detail on the grid, then press Shift+F9.An Optional Fields form appears, displaying any invoice details optional fields that are marked for automatic insertion.
-
Use this Optional Fields form to add or delete optional fields for the detail. You can add any optional fields that are defined for invoice details.
You can also change the default values that appear, as follows:
- If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. If the optional field allows blanks, you can leave the value field blank.
- If the optional field is not validated, you can select a predefined value, or you can enter any value that is consistent with the type of field (amount, text, yes or no, and so on), providing your entry does not exceed the length permitted for the field.
Optional Fields for Job-Related Details
If the invoice details optional fields used on an invoice detail are identical to those assigned to the contract project, Accounts Payable uses the optional field values from the contract project as default values for the details.
If you assign to a job-related detail an optional field that is not assigned to the contract project, the program displays the default value for the invoice details optional field. You can also change the values, as you can for any invoice, credit note, or debit note.