Add or Modify Optional Fields

Sage ERP Accpac Project and Job Costing 6.0

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Add or Modify Optional Fields

Overview

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.

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.   

You can set up optional fields for the following PJC forms:

  • Contracts

  • Projects

  • Categories

  • Employees

  • Equipment

  • Miscellaneous Expenses

  • Overhead Expenses

  • Subcontractors

  • Material

  • Material Usage (defined separately for transactions and details)

  • Material Returns (defined separately for transactions and details)

  • Timecards (defined separately for transactions and details)

  • Equipment Usage (defined separately for transactions and details)

  • Charges (defined separately for transactions and details)

  • Adjustments (defined separately for transactions and details)

  • External Cost transactions from Accounts Payable and Purchase Orders (defined separately for transactions and details)

  • Revenue Recognition

  • Billing Worksheet

You can change the default value and Auto Insert status for an existing optional field at any time. If the field is validated, you must select a value that is defined for the optional field in Common Services. Your changes will affect only records or transactions you add after editing the optional field.

You can delete only optional fields that are not assigned to records or transactions.

Before you start

  • Define optional fields you want to use in your Sage ERP Accpac system using the Optional Fields form in Common Services.

  • If you are planning to delete an optional field, make sure it is not assigned to any records or transactions.

To add, edit, or delete an optional field:

  1. Open Project and Job Costing > PJC Setup > Optional Fields.

Click here for help on the fields that appear on the Optional Fields form.

  1. Select from the Optional Fields For list the type of optional fields you are defining, then:

  2. If you are adding a new optional field:

  1. Click the first blank line in the grid, or press the Insert key on your keyboard.

  2. Double-click in the Optional Field column, then type or use the Finder to select the optional field code for the optional field.

    If you want to pass optional field information from Project and Job Costing when you send transactions to General Ledger, Accounts Receivable, Inventory Control, or Canadian or US Payroll, you must use the same optional fields for transactions in Project and Job Costing as you use in these other programs.

     

  3. Type or select the value to use as the default entry in new records or transactions for which you are defining the optional field.

    If the optional field requires validation, you must select a value that is defined for the optional field in Common Services. If the optional field allows blanks, you can also leave the Default Value field blank.

    If the optional field does not use validation, you can:

    • Select a value that is defined for the optional field in Common Services.

    • Leave the Default Value field blank.

    • Enter a combination of alphanumeric or special characters and spaces. The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No.

If you specify a value that is defined in Common Services, the program displays the description for the value.

  1. Double-click the Value Set column to show whether or not the optional field has a default value.

    The Value Set field must be "Yes" to set a default value for the optional field. The "Yes" flag lets the transaction-entry clerk know if the field contains default information, particularly if the default value is a blank.

  1. Double-click in the Required column to display Yes if you want to make this field mandatoryA required field must contain an entry during data entry, or you cannot save the record or transaction. .

  2. Double-click in the Auto Insert field to display Yes if you want to display the optional field entry automatically in new records or transactions.  

  3. If this is an optional field for a transaction or transaction details, click the Settings button to open the Settings form, then specify whether to pass data to matching optional fields in Sage Accpac Accounts Receivable, Inventory Control, or US or Canadian Payroll, and General Ledger accounts.

  4. Click Add to add the new optional field.

If you are editing an existing optional field:

  1. Make any required changes on the line for the optional field you want to change.

  2. Click the Settings button if you need to edit the programs or accounts to which optional field information can be passed.

  3. Click Save to save your changes.

If you are deleting an existing optional field:

  1. Click the line for the optional field you want to delete.

  2. Press the Delete key on your keyboard.

If you want to delete all the optional fields for the selected type of record , click the Delete button

  1. Click Yes to confirm the deletion.

After adding or modifying optional fields

Additional information

Assigning Optional Fields to Records

Using Optional Fields in PJC

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