Add Optional Fields to 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 Order Entry, assign optional fields to different types of O/E transaction records using Order Entry's Optional Fields setup form.
Assign the same optional fields to O/E transaction details that you assigned to item records in Inventory Control if you want the I/C optional field information to appear with O/E transactions.
Before
you start
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Determine which optional fields you need in Order Entry.
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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 miscellaneous charges, transactions, and transaction details:
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Open Order Entry > O/E 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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Orders
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Order Details
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Shipments
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Shipment Details
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Invoices
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Invoice Details
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Credit/Debit Notes
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Credit/Debit Note Details
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Miscellaneous Charges
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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.
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Shipment Details: Inventory Control, G/L Shipment Clearing, Non-Stock Clearing, and Cost Variance.
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Invoices: A/R Invoices Optional Fields.
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Invoice Details:
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G/L Accounts are: Inventory Control, G/L Shipment Clearing, Non-Stock Clearing, and Cost Variance.
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AR Detail G/L Accounts are: Sales, A/R Shipment Clearing, Cost of Goods Sold, and Miscellaneous Charges.
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Credit/Debit Notes: A/R Invoices Optional Fields.
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Credit/Debit Note Details: A/R Detail Optional Fields, Returns, Inventory Control, Sales, Cost of Goods Sold, Damaged Goods, Miscellaneous Charges, 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 O/E Optional Fields form, and then click Close.
Make sure that no one else is using the Order Entry data and that no other Order Entry forms are open for the company before you save changes.
After
adding optional fields to O/E
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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 O/E transaction details to G/L.
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Use the Optional Fields form in Inventory Control if you want to add optional fields associated with I/C items to transaction details.