About Using Optional Fields on job‑related Invoices, Debit Notes, and Credit Notes

Sage 300 ERP

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Home > Entering and Posting Transactions > Invoices, Debit Notes, and Credit Notes > About Entering Optional Fields on Invoices > About Using Optional Fields on Job-Related Invoices, Debit Notes, and Credit Notes

About Using Optional Fields on job‑related Invoices, Debit Notes, and Credit Notes

On job‑related invoices, debit notes, and credit notes, if the optional fields for the document details match the optional fields used in Project and Job Costing, the values from the contract appear as defaults, as follows:

For time and materials projects:
- For basic contracts, values from matching optional fields used by the project category appear.
- For standard contracts, values from matching optional fields used by the project resource appear.
For fixed price projects that use a Completed Project or Project Percentage Complete accounting method, values from matching optional fields used by the project appear.
For fixed price projects that use a Billings and Costs or Accrual-Basis accounting method, values from matching optional fields used by the project category appear.
For cost plus project that use a Completed Project, Total Cost Percentage Complete, or Labor Hours Percentage Complete accounting method, values from matching optional fields used by the project appear.
For cost plus project that use a Billings and Costs, Accrual-Basis, or Category Percentage Complete accounting method, values from matching optional fields used by the project category appear.

If the invoice detail optional fields do not match those used in Project and Job Costing, the values from the optional field setup records appear.

You can change the values, 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.

The optional field information will be passed to Project and Job Costing when you post job‑related invoices if:

You selected the Project and Job Costing Billings setting for the optional field in the optional field setup record.
The invoice details optional fields match the optional fields defined for Project and Job Costing billings.