Optional Field Settings

You can - and should - restrict the flow of information that is passed to General Ledger and other Sage ERP Accpac programs when you post transactions that use optional fields.

The Optional Fields setup form lets you specify groups of accounts for which values for an optional field can be passed to General Ledger. (The optional fields used in a transaction must also match the transaction details optional fields used for an account in order to be passed to General Ledger.)

When defining an optional field for use with transactions, click the Settings button (or double-click the line on the grid). A separate form opens, listing the groups of accounts that are affected when you post transactions of the type for which you are defining the optional field.

Select from the list all the account groups for which you want to pass values to General Ledger when you post transactions that include the optional field.

Note: While all account groups are initially selected for new optional fields, you need to consider carefully the purpose of the optional field you are defining. You should send values to General Ledger only for optional fields that require financial analysis, and only to accounts where they are required. For example, you might want to send optional fields that contain customer numbers or sales territories only to revenue accounts.

You do not need to send optional field information for analysis that is performed only in Project and Job Costing. If you routinely send all the optional fields you use in Project and Job Costing transactions, your General Ledger may become unwieldy, and you may also considerably slow down processing.

Other Sage ERP Accpac programs will accept optional field information sent with transactions from Project and Job Costing if you select the settings to send optional field information to these other programs and accounts and you use the same optional fields for the corresponding forms in Accounts Receivable(Invoices and Invoice Details)  , Inventory Control,(Shipments, Shipment Details, Adjustment Details)  US or Canadian Payroll(Timecards and Timecard details)  , or for the account transaction details 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)  .