Assigning Optional Fields to an Account
Note: You can set up and use optional fields only if Transaction Analysis and Optional Field Creator is installed.
In General Ledger, you can assign an unlimited number of optional fields to an account to store additional information that your company wants to track for the account.
- Account Optional Fields. Account optional fields provide a convenient means to customize your General Ledger system by letting you store an unlimited number of additional pieces of information with account records.
-
Transaction Optional Fields. General Ledger also retains optional field information for transactions (including those created in other Sage 300 ERP modules and sent to General Ledger) if the optional fields used in the transaction details match those used in General Ledger. More...
General Ledger includes transaction optional fields assigned to an account, and their default values, when you use the account in a journal entry detail.
You can edit or delete optional fields in journal entry details, whether the entries are added manually in Journal Entry or generated automatically in General Ledger (using Create Allocation Batch, Create Revaluation Batch, or Create Recurring Entries Batch) or in a Sage 300 ERP subledger.
Note: Transaction optional fields are maintained at the detail level. If you consolidate posted transactions, any optional field information stored for the transactions is deleted.
- Define optional fields for your company in Common Services.
- Set up optional fields for General Ledger using
the G/L Optional Fields setup screen.
- Set up account optional fields to store custom information with accounts.
- Set up transaction detail optional fields to store custom information with transaction details.
To assign optional fields to an account:
-
Open General Ledger > G/L Accounts > Accounts.
- Use the Optional Fields tab to add optional fields to store custom information for the account, as follows:
- In the Optional Fields column, use the Finder to select optional account fields that you have defined using the G/L Optional Fields setup screen. When you choose an optional field, the program fills in the description and the default value for the optional field.
- To
change the value for the optional field, use the Finder in the Value column
to select a different value. More....
If the optional field is validated, you must enter a value that is defined for the field in Common Services. If the optional field accepts blanks, you can leave the value blank.
If the optional field is not validated, you can enter any value consistent with the type of field, providing your entry does not exceed the maximum length specified for the optional field.
-
Use the Trans. Optional Fields tab to add optional fields to be used in transaction details that use the account.
To use the same optional fields for transaction details as you use for the account, click the Replace Optional Fields button. Providing you have set up matching optional fields for accounts and transaction details in G/L Optional Fields, the program replaces the optional fields on this tab with optional fields that match those used on the Optional Fields tab. (If an optional account field has no matching optional transaction field in G/L Optional Fields, the field is not used for transaction details.)
- On the Detail tab, for the Post To Account option, select Detail.
Important! General Ledger does not keep optional field information for consolidated transactions.
When you use the selected account in a journal entry, General Ledger includes the optional fields and values you assigned.
Related Topics