Using Optional Fields in Project and Job Costing

Project and Job Costing supports Sage ERP Accpac Transaction Analysis And Optional Fields Creator.

Optional Fields let you customize your Project and Job Costing system by letting you store additional information you want to keep with records and transaction details, and provide an additional means of analyzing your contracts, projects, and costs.

You can use an unlimited number of optional fields in Project and Job Costing. However, you must first define optional fields for your Sage Accpac system using the Optional Fields form in Common Services. (For more information about setting up optional fields in Common Services, see the System Manager help.)

Once you have set up optional fields for your Sage ERP Accpac system, you use the Optional Fields form in the PJC Setup folder to define optional fields for use in Project and Job Costing records and transaction-entry forms.   

Optional Field Settings

When you set up an optional field for transaction entry forms or for transaction details, the Settings button becomes available, letting you open a separate Settings form. You use the optional field Settings form to restrict the flow of optional field data to Sage ERP Accpac Accounts Receivable, Inventory Control, US or Canadian Payroll, and General Ledger.

Other Sage ERP Accpac programs will accept optional field information sent with transactions from Project and Job Costing if:

• You use the same optional fields for the affected forms in Accounts Receivable(Invoices and Invoice Details)  , Inventory Control,(Shipments, Shipment Details, Adjustment Details)  US or Canadian Payroll(Timecards and Timecard details)  , or accounts in General Ledger(for example, when you post revenue recognition worksheets, the optional fields must match the transaction optional fields assigned to the Billings and Revenue accounts for the information to pass to General Ledger).

• You selected the settings to send optional field information to these other programs and accounts.

Accounts Receivable, Inventory Control, and Payroll will respect the optional field settings you specified in Project and Job Costing when sending G/L transactions to General Ledger, if you use the same transaction optional fields for the affected accounts in General Ledger.

For example, if the transaction optional fields assigned to the Billings and Revenue accounts match the transaction details optional fields used on a job-related invoice, when you send the invoice transaction to General Ledger, Accounts Receivable uses the settings from Project and Job Costing.

To see exactly which accounts are affected by any type of transaction, on the Optional Fields setup form, select an optional field for the type of transaction or transaction details (different accounts are affected at each level), then click the Settings button.

Initially, all optional field settings are selected in Project and Job Costing, so that all information will be passed to the other programs if the optional fields match. You should change the settings to ensure that only optional field information that is required in another Sage ERP Accpac program will be sent.

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