Add Optional Fields to Item Records and Transactions
Overview
Setting up optional fields is a two-step process.
Step 1: Add optional fields to Sage ERP Accpac using the Optional Fields form in Common Services.
Open the Optional Fields form in Common Services and press F1 for more information.
Step 2: In Inventory Control, assign optional fields to item records and to different types of I/C transaction records using Inventory Control's Optional Fields setup form.
Before
you start
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Determine which optional fields you need in Inventory Control.
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Decide which optional field information you want to pass to other ledgers with item records and with G/L transactions to the General Ledger.
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If the optional fields you need have not been added to Sage ERP Accpac, use the Optional Fields form in Common Services to add them.
To add optional fields to items, reorder records, transactions, and transaction details:
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Open Inventory Control > I/C Setup > Optional Fields.
Click here for help on all Optional Fields setup fields.
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Select a record/transaction type from the Optional Fields For list.
Click
here for more information.
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Items
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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.
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Receipts
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Receipt Details
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Shipments
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Shipment Details
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Adjustments
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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.
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Transfers
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Transfer Details
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Assemblies
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Internal Usage
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Internal Usage Details
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Click in the optional field entry grid, and then press the Insert key on your keyboard to start a new line.
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Click the Finder (or press F5) in the Optional Field column, then choose an existing optional field from the Finder list. (The description will appear automatically.)
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Click the Finder in the Default Value column, then choose the value for the optional field selected in step 3.
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Toggle in the Auto Insert column to:
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Choose Yes if you want to allow the optional field (and its default value) to appear in new records and transactions.
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Choose No if you do not want the optional field to appear automatically.
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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.
Click
here for a list of G/L accounts for items and transaction details.
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Receipt Details: Payables Clearing, Inventory Control, and Non-Stock Clearing.
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Shipment Details: Inventory Control, Cost of Goods Sold, Non-stock Clearing, Cost Variance, Work in Progress, and Overhead.
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Adjustment Details: Inventory Control, Adjustment Write-Off, Non-Stock Clearing, Work in Progress, Cost of Sales, and Overhead.
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Transfer Details: Inventory Control - From Location; Inventory Control - To Location; Inventory Control - GIT Location; and Transfer Clearing.
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Assemblies: Inventory Control - Master Item; Inventory Control - Component; Assembly Cost Credit; and Disassembly Expense.
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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.
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Click the Close button to close the Settings form. Click the add button on the I/C Optional Fields form, and then click Close.
Make sure that no one else is using the Inventory Control data and that no other Inventory Control forms are open for the company before you save changes.
After
adding optional fields to I/C
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Use the Optional Fields form in General Ledger to add optional fields to G/L transaction details, if you are passing optional fields from I/C transaction details to G/L.
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Use the Optional Fields form in Order Entry and Purchase Orders if you want to add optional fields associated with I/C items to O/E and P/O transaction details.