Optional Field Settings

Optional Field settings let you restrict the amount of information that is passed to Accounts Payable and General Ledger when you post transactions in Purchase Orders that use optional fields.

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

Select whether you want to pass optional field information to Accounts Payable with invoices, credit notes and debit notes, and select the account groups for which you want to pass values to General Ledger when you post transactions that include the optional field.

Note:  

• You must also use the same optional fields in Accounts Payable Invoices to pass information to Accounts Payable, and use the same optional fields in General Ledger accounts to pass information to General Ledger.

• Although 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 vendor numbers only to revenue accounts.

If you send all the optional fields you use in Purchase Orders transactions to General Ledger, your G/L may become unwieldy, and you may slow down processing considerably.

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, if the optional fields match those used for billings.