About Entering Optional Fields on Invoices

You can use optional fields with A/RInvoice Entry if:

• You have set up system-wide optional fields on the Optional Fields screen in Common Services.
• You set up optional fields for invoices and invoice details. For more information, see A/R Optional Fields Screen.

When you start a new invoice, Accounts Receivable uses the optional fields that are marked for automatic insertion on invoices and invoice details. You can view or change optional fields, as follows:

• On the Optional Fields tab of the A/R Invoice Entry screen, you can view or assign optional fields for specific invoices. More...

  The program displays the optional fields that you set up for automatic insertion, and displays their default values, as follows:

  • If you assigned the same optional fields to the customer and ship-to location records as you defined for invoices, the optional field values for the ship-to location appear on the Optional Fields tab.
  • If the optional fields in the ship-to location record and the customer record are different from each other, the optional field values from the customer record appear as defaults for the invoice.
  • If an optional field is defined for invoices, but is not assigned either to the customer or the ship-to location, the program displays the value specified for the optional field in the Optional Fields record.

  Note: You can add or delete optional fields for invoices. However, you can add only optional fields that you have defined for invoices on the A/R Optional Fields screen.

• On the Detail Taxes screen (which you open by selecting a detail and then clicking the Detail Tax button), you can view or assign optional fields for selected invoice details. More...

  When you first enter an invoice, if at least one optional field is set for automatic insertion in invoice details, the Optional Fields option is automatically selected. Otherwise, the option is not selected.

  Note: The Optional Fields option is set automatically—you cannot change it. If you delete all the optional fields associated with the detail, the program resets the Optional Fields option.

  Note: You can add or delete optional fields for invoice details. However, you can add only optional fields that are defined for invoice details.

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

• If the optional field is validated, you must specify a value that is defined for the optional field on the Optional Fields screen 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.

When you specify a value that is defined on the Optional Fields screen in Common Services, the description for the value is also displayed.

Optional Fields for Retainage Document Details

On retainage documents, the optional fields and values specified on the original documents are used as defaults for the related retainage invoices, retainage credit notes, and retainage debit notes, whether you enter the retainage documents manually or create them using the A/R Create Retainage Batch screen.

Updating General Ledger

When you post an invoice that includes optional fields, optional field information for invoice headers and invoice details is included in the journal entry passed to General Ledger if:

• You specified in the optional field setup record that optional field information will be passed to the General Ledger account.
• You used the same optional fields in the invoices and invoice details as you assigned for transaction details in the General Ledger account record.

Depending on the settings for the optional field, the accounts can include:

• For invoice details:
  • Revenue accounts (both summary and item invoices)
  • Inventory accounts (item invoices)
  • Cost of Goods Sold accounts (item invoices)
• For invoice headers:
  • Receivables Control
  • Retainage Control
  • Sales Tax
  • Prepayment Liability
  • Receipt Discounts
  • Exchange Gain or Realized Exchange Gain (including rounding)
  • Exchange Loss or Realized Exchange Loss (including rounding)
  • Receipt Entry
  • Receipts

Last published: 4/8/2016