Accounts Payable > Setting Up Accounts Payable > Setting Up and Maintaining Processing Records > About Accounts Payable Optional Fields

About Accounts Payable Optional Fields

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Adding or Modifying an Optional Field

You can customize your Accounts Payable system by using optional fields to store additional information that you want to keep with vendor records and transaction details.

Optional fields also provide an additional means of analyzing vendors and transactions in Accounts Payable. You can include optional field information when you print lists of vendors, vendor groups, remit-to locations, and recurring payables vendor lists. In addition, you can select aging reports and reports of vendor transactions by optional fields.

If you use exactly the same optional fields in Accounts Payable and General Ledger, General Ledger will retain the optional field information sent with transactions that you generate in Accounts Payable.

You can use an unlimited number of optional fields in Accounts Payable. However, you must first define optional fields for your Sage 300 system using the Optional Fields screen in Common Services.

Once you have set up optional fields for your Sage 300 system, you use the A/P Options screen to define optional fields for use with the following Accounts Payable records and transactions:

Vendors and vendor groups
Remit-to locations
Invoices (including interest and recurring payable invoices)
Invoice details
Adjustments
Payments
Revaluation

You can then assign the optional fields to particular setup records (vendor, vendor group, remit-to location, and recurring payable records) in Accounts Payable.

You can also assign optional fields that you set up for use in transaction entry screens to particular transactions (adjustments, invoices, payments) and invoice details.

Note: The A/P Recurring Payables screen uses the same optional fields you assign to A/P Invoice Entry.

Validating Optional Field Entries

Optional fields may use validation, which limits the values that can be entered in the fields.

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