Add Optional Fields to Records and Transactions

Sage ERP Accpac Purchase Orders 6.0

Add Optional Fields to Records and Transactions

Overview

Setting up optional fields is a two-step process.

Step 1: Add optional fields to Sage ERP Accpac using the Optional Fields form in Common Services.

Open the Optional Fields form in Common Services and press F1 for more information.

Step 2: In Purchase Orders, assign optional fields to different types of P/O transaction records using Purchase Orders' Optional Fields setup form.

Assign the same optional fields to P/O transaction details that you assigned to item records in Inventory Control if you want the I/C optional field information to appear with P/O transactions.

Assign the same optional fields to each P/O transaction and transaction detail if you want optional field information to flow from requisitions, to purchase orders, to receipts, etc.

Before you start

Determine which optional fields you need in Purchase Orders.
Decide which optional field information you want to pass to other ledgers with item records and with G/L transactions to the General Ledger.
If the optional fields you need have not been added to Sage ERP Accpac, use the Optional Fields form in Common Services to add them.

To add optional fields to miscellaneous charges, transactions, and transaction details:

Open Purchase Orders > P/O Setup > Optional Fields.

Click here for help on all Optional Fields setup fields.

Select a record/transaction type from the Optional Fields For list.

Click here for more information.

You can add optional fields to each of the following records and transactions. If you want optional fields to flow through all transactions in the purchasing process, you must add the same fields to each record.

Additional Costs
Requisitions
Requisition Details
Purchase Orders
Purchase Order Details
Receipts
Receipt Details
Receipt Additional Costs
Receipt Additional Cost Details
Invoices
Invoice Details
Invoice Additional Cost Details
Returns
Return Details
Credit/Debit Notes
Credit/Debit Note Details
Credit/Debit Note Additional Cost Details

Click in the optional field entry grid, and then press the Insert key on your keyboard to start a new line.
Click the Finder (or press F5) in the Optional Field column, then choose an existing optional field from the Finder list. (The description will appear automatically.)

Click the Finder in the Default Value column, then choose the value for the optional field selected in step 3.
Toggle in the Auto Insert column to:
Choose Yes if you want to allow the optional field (and its default value) to appear in new records and transactions.
Choose No if you do not want the optional field to appear automatically.

Click the Settings button to select the G/L accounts that this optional field will be included with for G/L transactions and transactions sent to other subledgers.

Click here for a list of G/L accounts for purchase order, receipt, invoice, return, and credit/debit note transaction details.

Purchase Order Details: External Cost Transactions for Project and Job Costing.
Receipt Details:
G/L Accounts are: Payables Clearing, Inventory Control, Non-Stock Clearing, Non-Inventory Payables Clearing, Non-Invenory Expense, and Labor and Overhead (if you have Project and Job Costing).
Project and Job Costing Accounts are: External Cost Transactions.
Receipt Additional Cost Details:
G/L Accounts are: Additional Cost Expense, Additional Cost Expense Payables, and Labor and Overhead (if you have Project and Job Costing).
Project and Job Costing Accounts are: External Cost Transactions.
Invoices: A/P Invoices Optional Fields.
Invoice Details:

G/L Accounts are: Payables Clearing, Inventory Control, Non-Stock Clearing, Non-Inventory Payables Clearing, Non-Invenory Expense, and Labor and Overhead (if you have Project and Job Costing).
AP Detail G/L Accounts are: Payables Clearing, Non-Inventory Payables Clearing, Non-Invenory Expense.
Project and Job Costing Accounts are: External Cost Transactions.

Invoice Additional Cost Details:
G/L Accounts are: Additional Cost Expense, Additional Cost Expense Payables, and Labor and Overhead (if you have Project and Job Costing).
AP Detail G/L Accounts are: Additional Cost Expense, Additional Cost Expense Payables.
Project and Job Costing Accounts are: External Cost Transactions.

Return Details:

G/L Accounts are: Payables Clearing, Inventory Control, Non-Stock Clearing, Non-Inventory Payables Clearing, Non-Invenory Expense, and Labor and Overhead (if you have Project and Job Costing).
Project and Job Costing Accounts are: External Cost Transactions.

Credit/Debit Notes: A/P Invoices Optional Fields.

Credit/Debit Note Details:

G/L Accounts are: Additional Cost Expense, Additional Cost Expense Payables, and Labor and Overhead (if you have Project and Job Costing).
AP Detail G/L Accounts are: Additional Cost Expense, Additional Cost Expense Payables.
Project and Job Costing Accounts are: External Cost Transactions.

Consider carefully the purpose of each optional field that you add.

For example, only send optional fields to General Ledger that are used for financial analysis, and only to the accounts where they are required.

Click the Close button to close the Settings form. Click the add button on the P/O Optional Fields form, and then click Close.

Make sure that no one else is using the Purchase Orders data and that no other Purchase Orders forms are open for the company before you save changes.

After adding optional fields to P/O

Use the Optional Fields form in General Ledger to add optional fields to G/L transaction details, if you are passing optional fields from P/O transaction details to G/L.
Use the Optional Fields form in Inventory Control if you want to add optional fields associated with I/C items to transaction details.