Optional Fields

The Optional Fields form lets you assign optional fields to item records, to reorder quantities, and to inventory transactions and transaction details.

Setting up optional fields is a two-step process in Sage ERP Accpac:

Step 1: Add optional fields to Sage ERP Accpac using the Optional Fields form in Common Services (see your System Manager Help).

Step 2: Assign optional fields to item records and to different types of I/C transaction records using Inventory Control's Optional Fields setup form (see the following procedure).

Once you have added optional fields, you can enter data in the optional fields when you add new I/C items and enter inventory transactions.

To assign optional fields to item and transaction records in I/C:

1. Select I/C Setup > Optional Fields to display the I/C Optional Fields form.

2. Select one of the following record/transaction types from the Optional Fields For drop-down list:

• Items

• Reorder Quantities

These optional fields appear in Purchase Orders on POs that are generated when you run Create POs from I/C in the Purchase Orders module.

• Receipts

• Receipt Details

• Shipments

• Shipment Details

• Adjustments

• Adjustment Details

Optional fields also appear on the Physical Inventory Quantities form if you add optional fields for adjustment and/or adjustment details. These fields appear with the adjustments that are generated from posting the inventory reconciliation.

• Transfers

• Transfer Details

• Assemblies

• Internal Usage

• Internal Usage Details

• Item Serials (Appears only if the Serialized Inventory and Lot Tracking license is installed)

• Item Lots (Appears only if the Serialized Inventory and Lot Tracking license is installed)

3. Click in the optional field entry grid, and then press the Insert key on your keyboard to start a new line.

4. Click the Finder (or press F5) in the Optional Field column, then choose an existing optional field from the Finder list. If the field you want to add does not appear, select Common Services > Optional Fields and define the new field you want to add and restart this procedure.

5. If you want a value to automatically appear in forms that will include the optional field, enter the value in the Default Value column (the Value Set field changes to Yes). If you don't need a default value to appear, then ensure No appears in the Value Set field.

6. If the you want to make it mandatory that data be entered in the field, ensure Yes appears in the Required Column. The Default Value must be defined before you can do this, and the Auto Insert column should be set to Yes as well.

7. Set the Auto Insert column to Yes if you want to allow the optional field (and its default value) to appear in new records and transactions. Choose No if you do not want the optional field to appear automatically.

8. Click the Settings button to select the G/L accounts that this optional field will be included with for G/L transactions and transactions sent to other subledgers. The G/L accounts include the following:

9. Receipt Details: Payables Clearing, Inventory Control, and Non-Stock Clearing.

10. Shipment Details: Inventory Control, Cost of Goods Sold, Non-stock Clearing, Cost Variance, Work in Progress, and Overhead.

11. Adjustment Details: Inventory Control, Adjustment Write-Off, Non-Stock Clearing, Work in Progress, Cost of Sales, and Overhead.

12. Transfer Details: Inventory Control - From Location; Inventory Control - To Location; Inventory Control - GIT Location; and Transfer Clearing.

13. Assemblies: Inventory Control - Master Item; Inventory Control - Component; Assembly Cost Credit; and Disassembly Expense.

14. Internal Usage Details: Inventory Control, Usage Expense, Non-stock Clearing, and Cost Variance.

Consider carefully the purpose of each optional field that you add.

For example, only send optional fields to General Ledger that are used for financial analysis, and only to the accounts where they are required.

If you routinely send all the optional field information to G/L, your general ledger may become unwieldy, and you many also slow down processing considerably.

9. Click Add to save the optional field.

You can now open the form to which you added optional fields and enter data. For example, if you defined an optional field for Shipments, you would see the optional field when you clicked the zoom button beside Optional Fields in the Shipment entry form.

See also

Adding optional fields to records