Optional Fields Setup

You must install Sage ERP Accpac Transaction Analysis and Optional Field Creator before you can add optional fields for Order Entry transactions.

Optional fields must be added first in Common Services, and then assigned to Order Entry transactions and forms.

You assign optional fields to Order Entry transactions and forms using the Order Entry Optional Fields setup form.

To assign optional fields:

1. Open the Optional Fields setup form located in the O/E Setup folder.

2. Select a type from the Optional Fields For list.

   You can select:

   • Orders

   • Order Details

   • Shipments

   • Shipment Details

   • Invoices

   • Invoice Details

   • Credit/Debit Notes

   • Credit/Debit Note Details

   • Miscellaneous Charges

3. Click the Finder in the Optional Fields column. The Finder searches for optional fields created in Common Services.

4. Select an optional field, and click Select.

5. Using the Finder in the Default Value column, select a value that has been defined in Common Services for that optional field, or enter a value.

6. Switch the Auto Insert column to Yes if you want the optional field and value to appear automatically in the transaction form. (Note that, for users with security access, they can add optional fields to transactions even when this option is set to No.)

7. Click the Settings button to select the G/L accounts and other subledgers that this optional field will be passed to.

   The accounts include:

   • Shipment Details:

   • G/L Accounts are: Inventory Control/Misc. Charge Cost, Shipment/Misc. Charge Clearing, Non-Stock Clearing, and Cost Variance, and, if you have Project and Job Costing, Labor and Overhead.

   • Project and Job Costing: Costs

   3. Invoices: A/R Invoices Optional Fields.

   4. Invoice Details:

   5. G/L Accounts are: Inventory Control/Misc. Charge Cost, Shipment/Misc. Charge Clearing, Non-Stock Clearing, and Cost Variance.

   6. AR Detail G/L Accounts are: Sales and Miscellaneous Charges.

   • Credit/Debit Notes: A/R Invoices Optional Fields.

   • Credit/Debit Note Details:

   • G/L Accounts are: Inventory Control, Sales, Non-Stock Clearing, Cost Variance, and Credit/Debit Note Clearing.

   • AR Detail G/L Accounts are: Returns, Sales, Damaged Goods, Miscellaneous Charges.

8. Click Add. (Click Save if you added more optional fields and values to a type for which you had already assigned an optional field and value.)

9. Repeat for all the types for which you want optional fields.

When you open a transaction form, you see the optional field information if you chose Auto Insert. If you chose No in the Auto Insert field, you can still select an optional field in the transaction by adding them in the Optional Fields tab. You can also add optional fields for details in the Optional Field column in detail grids.

See also

Adding optional fields to orders

Adding optional fields to shipments

Adding optional fields to invoices

Adding optional fields to credit/debit notes

Assigning Optional Fields in the Copy Orders Form

Adding/Deleting Optional Fields