Setting Up Optional Fields
You must install Sage ERP Accpac's Transaction Analysis and Optional Field Creator before you can use optional fields.
To set up optional fields:
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Set up system-wide optional fields in Common Services.
Before adding optional fields for Purchase Orders, you first define optional fields for all of your Sage ERP Accpac system using the Optional Fields form in Common Services.
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Use the Optional Fields form in the P/O Setup folder to:
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Assign optional fields to:
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Requisitions, purchase orders, receipts, invoices, returns, and credit/debit notes.
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Requisition, purchase order, receipt, invoice, return, and credit/debit note transaction details.
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Additional costs and receipt additional costs.
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Receipt additional cost details, invoice additional cost details, and credit/debit note additional cost details.
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Item records defined in Purchase Orders (if you are not using Inventory Control).
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Specify a default value for each optional field that you add to Purchase Orders (depending on the type of field), and indicate whether the optional field will be automatically inserted in new records or transactions.
If an optional field requires validation, you can select only a value that is assigned to the optional field in Common Services. (If the optional field allows blanks, you can leave the default value field blank.)
If the optional field does not use validation, you can select a value from the list (if any were assigned in Common Services), leave the field blank, or enter any value that is consistent with the type of field (yes/no, text, number, date, amount, and so on) and does not exceed the maximum number of characters permitted for the optional field.
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Use the Optional Fields Settings button to specify which optional fields will be sent through to other Sage ERP Accpac subledgers, and which will be included in transactions that will be passed to General Ledger for posting to G/L accounts.
By default, all optional fields in Purchase Orders that match fields in Accounts Payable and in General Ledger accounts will be passed to A/P and G/L unless you restrict the fields using the Settings button.
For example, the Settings button for invoice detail optional fields, lets you choose the types of G/L accounts that will get optional field information from invoice details, and the details in an Accounts Payable invoice that will get optional field information.
Note: The Settings button is only active for those forms that pass information to another Sage ERP Accpac program. For example, invoice optional fields can be passed to Accounts Payable, but requisitions are used only in the Purchase Orders program.
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Make sure that you use the same optional fields for invoices in Accounts Payable and for general ledger accounts in the General Ledger program in order to pass information between programs.
Optional fields that flow to A/P. The following optional field information can be passed to Accounts Payable from Purchase Orders (and from Accounts Payable to G/L through payables transactions):
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Invoice/credit note/debit note header and detail optional fields if the optional fields assigned to Accounts Payable invoices match the optional fields assigned to Purchase Orders invoices and credit/debit notes.
Optional fields that flow directly to G/L. The following optional field information can be passed to General Ledger directly from Purchase Orders:
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Invoice/credit note/debit note detail optional fields if the transaction optional fields assigned to G/L accounts match the optional fields assigned to P/O invoice and credit/debit note details.
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Receipt and return detail optional fields if the transaction optional fields assigned to G/L accounts match the optional fields assigned to P/O receipt and return details.
If you use Sage ERP Accpac Project and Job Costing, you can also specify whether optional field information for job-related transactions will be passed to Project and Job Costing (as an external cost transaction).
See also
Selecting Document Numbering options