About Entering Optional Fields on Adjustment Transactions

If you use Sage 300 ERP Transaction Analysis and Optional Field Creator and you have set up system-wide optional fields, you can define optional fields for the Adjustment Entry screen.

You define adjustment optional fields using the A/P Optional Fields Screen in the A/P Setup folder. For more information, see A/P Optional Fields Screen.

When you enter a new adjustment transaction, Accounts Payable displays any optional fields that are marked for automatic insertion in adjustments, along with their default values.

The Optional Fields check box on the Adjustment Entry screen shows whether a selected adjustment uses optional fields.

Note: The program sets this indicator. You cannot select or clear the check box. If you delete all the optional fields associated with the adjustment, the program resets the Optional Fields indicator.

Assigning Optional Fields to Particular Adjustments

To view the optional fields that are used on a selected adjustment, click the Zoom button beside the Optional Fields check box. The Optional Fields screen appears, where you can change the values for optional fields that appear as defaults, or delete them. You can also add any other optional fields that you have defined for adjustments.

Accounts Payable assigns default values to adjustment optional fields as follows:

• If the optional fields used on the original document are the same as the adjustment optional fields, the values from the original document appear.
• If the vendor and adjustment optional fields are the same, the program displays the values from the vendor record. However, if the optional field is also used on the original document, the value from the original document is used.
• If an adjustment optional field is not used either on the original document or in the vendor record, the program uses the default value specified in the optional field setup record.

You can change the default value that appears for an optional field, 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 a blank, you can leave the value blank.
• If the optional field is not validated, you can select a defined value, or you can enter any value that is consistent with the type of field, providing your entry does not exceed the length specified for the optional field.

Updating General Ledger

When you post an adjustment that includes optional fields, the optional field information specified for the adjustment is included in the journal entry passed to 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 adjustments as you defined for transaction details in the General Ledger account record.

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