Adding or Modifying an Optional Field

Note: Optional fields are available if you use Sage Transaction Analysis and Optional Field Creator.

Optional Fields let you store custom information with records and transactions. You can define an unlimited number of optional fields for each type of Accounts Payable record or transaction, providing the optional fields are set up in Common Services for use in your system.

You can change the default value and Auto Insert status for an optional field at any time. If the field is validated, you must select a value that is defined for the optional field in Common Services.

Any change you make to an optional field affects only records or transactions added after you make the change.

Before you start

• Make sure that the optional field you want to use in Accounts Payable is set up for system-wide use in Common Services.
• If an optional field you want to delete is assigned to a record or a transaction, edit the record or transaction to remove the optional field, or post the batch that contains the transaction.

To set up an optional field for use in Accounts Payable:

1. Open Accounts Payable > A/P Setup > Optional Fields.

2. In the Optional Fields For field, select the type of record or transaction for which you are defining the optional field. More...

   You can set up optional fields for use in the following types of records or transactions:

   • Vendors And Vendor Groups
   • Remit-to Locations
   • Invoices (associated with document headers—optional fields for document details are defined separately)
   • Invoice Details
   • Adjustments
   • Payments
   • Revaluation

3. Use the Finder to select the optional field code or codes you want to use for the selected type. The program displays the description for the optional field you select.

   Note: If you want to retain Accounts Payable optional field information when you create batches for General Ledger, you must use the same optional fields for transactions in Accounts Payable as you use in General Ledger.

4. If you want to specify a default value for the optional field:

   1. Double-click in the Value Set column to set the field to “Yes” for a selected optional field.

   2. In the Default Value field, enter or select the value that the program will display as the default for the optional field. More...

      If the optional field you selected requires validation, select a value that is defined for the optional field in Common Services. If the optional field allows blanks, you can leave the default value field blank.

      If the optional field does not use validation, you can do one of the following:

      • Select a value that is defined for the optional field in Common Services.
      • Leave the field blank.

      • Enter a combination of alphanumeric or special characters and spaces. The entry must be consistent with the type of field (text, number, date, amount, and so on), and must not exceed the number of characters specified for the optional field in Common Services.

        Examples:

        • In a Yes/No field, you can enter only Yes or No.
        • In an Integer field you can enter any integer with an absolute value less than 2,147,483,647.

      When you specify a value from Common Services, the program displays the description for the value.

5. To indicate that the optional field must be used in the records and transactions for which it is created, double click the Required field.

   During data entry, if an optional field is required and does not have a default value, you must fill in the field before you can proceed.

6. To display the optional field and its default value when you set up new records or enter transactions on the screen for which you are defining the optional field, select Yes in the Auto Insert field.

7. Click the Settings button, if it is available, to specify additional settings for the optional field.

   A separate screen appears, listing all the groups of accounts that are affected when you post transactions of the type for which you are defining the optional field. Use the screen to specify:

   • The account groups for which values pass to General Ledger when you post transactions that include the optional field.
   • Whether Accounts Payable passes optional field information for job related transactions to Project and Job Costing, if you use Sage 300 ERP Project and Job Costing.

   Note: If the optional fields in the posted transactions match the optional fields defined for billings in Project and Job Costing, the optional field information is sent to that program.

8. Click Add (or Save).

To edit an optional field:

1. Open Accounts Payable > A/P Setup > Optional Fields.

2. In the Optional Fields For field, select the type of record or transaction for which you are defining the optional field.
3. Make the changes you need on the table.
4. Use the Settings button to select the type of General Ledger accounts to which optional field information can be passed, or to indicate whether optional field information can be passed to Project and Job Costing.
5. Click Save to record the changes.

To delete an optional field:

1. Open Accounts Payable > A/P Setup > Optional Fields.

2. In the Optional Fields For field, select the type of record or transaction for which you want to delete an optional field.
3. On the table, select (highlight) the optional field that you want to remove.

4. Click the Delete button, or press the Delete key on your keyboard.

   If a message appears asking you to confirm the deletion, click Yes.

After adding, editing, or deleting optional fields

Print the Optional Fields report to check the new record information and to update your printed records.

Related Topics