Adding or Modifying Optional Fields

Note: Optional fields are available if you use Transaction Analysis and Optional Field Creator.

Optional Fields let you store custom information with records and transactions.

To set up an optional field for use in Accounts Receivable:

1. Open Accounts Receivable > A/R Setup >  Optional Fields.

2. In the Optional Fields For field, select the type of record or transaction for which you are defining the optional field. More...

   You can set up optional fields for use in the following types of records or transactions:

   • Customers, customer groups, and national accounts (if you use national accounts).
   • Ship-to locations.
   • Invoices (associated with document headers).
   • Invoice details.
   • Adjustments.
   • Receipts.
   • Revaluation.
   • Refunds.
3. Select the optional field code (or codes) you want to use for the selected type of record or transaction. The program displays the description for the optional field. More...

   You can define an unlimited number of optional fields for each type of record or transaction, providing the optional fields are set up in Common Services for use in your system.

   Note: If you want to retain optional field information from Accounts Receivable transactions when you create batches for General Ledger, you must use the same optional fields for transactions in Accounts Receivable as you use in General Ledger.

4. If you want to specify a default value for the optional field:
   1. Enter Yes in the Value Set field. (To change the setting, double-click the field.)

      Note: 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.

   2. In the Default Value field, specify the default value to display in the optional field. More...

      You can change the default value that appears for an optional field, as follows:

      • If the optional field is validated, you must specify a value that is defined for the optional field in Common Services.

        Note: If the optional field allows blanks, you can leave the value field blank.

      • If the optional field is not validated, you can enter any value that is consistent with the type of field (such as yes/no, text, number, date, or amount), providing the value you enter does not exceed the length permitted for the field. You can also leave the field blank.

      Note: When you specify a value that is defined in Common Services, the description for the value is also displayed.

5. Double-click the Required field to indicate whether the optional field must be used in the records and transactions for which it is created. More...

   During data entry, if an optional field is required and 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.

   Note: If you make an optional field a required field, the Auto Insert field changes to Yes.

6. To set the optional field to be included on new records or transactions on the screen for which you are defining the optional field, enter Yes in the Auto Insert field. (To change the setting in this field, double-click the field.)
7. If the optional field you are defining is for a transaction, click Settings to open the A/R Optional Field Settings screen, on which you can specify additional settings for the optional field. More...

   The A/R Optional Field Settings screen lists all the groups of accounts that are affected when you post transactions of the type for which you are defining the optional field. Use this screen to specify:

   • The General Ledger accounts to which optional field information is passed when you post transactions that include the optional field.
   • Whether optional field information for job related transactions is passed to Project and Job Costing. (If you use Project and Job Costing and you want Accounts Receivable to update contracts in Project and Job Costing, select the Billings/Costs option.)

   If the optional fields in the posted transactions match the optional fields defined for billings in Project and Job Costing, the optional field information is sent to that program.

8. Click Add (or Save).

To edit an optional field:

1. Open Accounts Receivable > A/R Setup >  Optional Fields.

2. In the Optional Fields For field, select the type of record or transaction for which you want to edit the optional field. More...

   You can set up optional fields for use in the following types of records or transactions:

   • Customers, customer groups, and national accounts (if you use national accounts).
   • Ship-to locations.
   • Invoices (associated with document headers).
   • Invoice details.
   • Adjustments.
   • Receipts.
   • Revaluation.
   • Refunds.
3. Make the changes you need on the table.

   Note: You can change the default value and Auto Insert status for an optional field at any time. If the field is validated, however, you must select a value that is defined for the optional field in Common Services.

4. If the optional field you are editing is for a transaction, click Settings to open the A/R Optional Field Settings screen, where you can specify additional settings for the optional field. More...

   The A/R Optional Field Settings screen lists all the groups of accounts that are affected when you post transactions of the type for which you are defining the optional field. Use this screen to specify:

   • The General Ledger accounts to which optional field information is passed when you post transactions that include the optional field.
   • Whether optional field information for job related transactions is passed to Project and Job Costing. (If you use Project and Job Costing and you want Accounts Receivable to update contracts in Project and Job Costing, select the Billings/Costs option.)

   If the optional fields in the posted transactions match the optional fields defined for billings in Project and Job Costing, the optional field information is sent to that program.

5. Click Save.

   Note: Changes you make to an optional field affect only records or transactions added after you make the change.

To delete an optional field:

1. Open Accounts Receivable > A/R Setup >  Optional Fields.

2. In the Optional Fields For field, select the type of record or transaction for which you want to delete the optional field.
3. Select the optional field you want to delete.
4. Click Delete.