Optional Fields Form
This form appears in the P/O Setup folder if you use Sage ERP Accpac's Transaction Analysis and Optional Field Creator, a separately licensed package that you can purchase and use with Purchase Orders.
To set up optional fields for your Purchase Orders system
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Choose the Optional Fields form from the P/O Setup folder.
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Select the form to which you are adding the optional fields.
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Select the optional fields that you are adding.
You must use the same optional fields for transactions in Purchase Orders, Accounts Payable, and General Ledger if you want to pass optional field information from Purchase Orders transactions to Accounts Payable when you create A/P invoice batches and to General Ledger when you create batches for G/L transactions.
Similarly, you must define the same fields for transaction details as you define for additional costs and item records if you want information from costs and items to appear by default in transactions. (Items are used only if you do not have Sage ERP Accpac Inventory Control.)
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If you want to set a default value for the optional field, double-click in the
Value
Set
column to change it to Yes.The Value Set field alerts the data entry clerk that a seemingly blank optional field actually has an entry.
By looking at the Value field, you cannot tell whether it has a “blank” default value or no value at all.
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Type or select the value that the program will display as the default for each optional field.
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If the optional field you selected requires validation (in other words, the user is restricted to choosing from a list of entries), you must select a value that is defined for the optional field in Common Services.
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If the optional field allows blanks, you can leave the default value field blank.
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If the optional field does not use validation, you can do one of the following:
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Select a value that is defined for the optional field in Common Services.
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Leave the field blank.
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Enter the default value that you want. 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.
When you specify a value that is defined in Common Services, the program displays the description for the value.
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To make the optional field
mandatory,
double-click in the Required column. During data entry, if an optional field is required, but does not have a default value, you must fill in the field before you can proceed. If the optional field has a default value, you can accept the value that appears or assign a different one.
If you make an optional field a required field, the Auto Insert field changes to Yes.
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Select Yes in the Auto Insert field if you want the program to display the optional field and its default value on the form for the type of optional field when you set up new records or enter transactions. Select No if you do not want the optional field to appear automatically.
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If the Settings button is active, choose the 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 form. See Optional Field Settings.
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Click Save to save your changes.
See also
Selecting Document Numbering options