About Using Optional Fields in Transactions
Setting Up Optional Fields for Inventory Control Items and Transactions
- Inventory Control > I/C Transactions.
- Open Receipts, Shipments, Internal Usage, Adjustments, or Transfers.
- Enter or select a transaction.
- For optional fields that apply to the transaction as a whole, click
next to the Optional Fields option and select Add/Edit. - For optional fields that apply to an individual detail line, click
in the Optional Fields column of the table.
Fields and controls
The table on this screen displays the values for the optional fields associated with the transaction or transaction detail. If you want to add another optional field, click Add Line to add a line to the table.
Optional Field
This column displays the names of the optional fields associated with this transaction or transaction detail.
On the I/C Optional Fields screen for transactions or transaction details, any optional fields that were selected to automatically appear (Auto Insert was selected) are automatically included in the table.
To add optional fields that were not automatically inserted, click Add Line to add a new line to the table, and then select another optional field that is authorized to be used with these transactions or transaction details (as set on the I/C Optional Fields screen).
Optional Field Description
This column displays the descriptions of the optional fields (which are defined on the Optional Fields screen in Common Services).
Value
In this column, enter the value for each optional field.
- If the optional field is required, you cannot save the transaction until you enter a value (unless the optional field allows blanks and Value Set is set to Yes).
- If the optional field requires validation, you must select a value that is defined for the optional field on the Optional Fields screen in Common Services. If you select a value, the description for the value you select will appear in the description column.
Value Description
This column displays the descriptions of the values (if the values have descriptions defined on the Optional Fields screen in Common Services).
Value Set
This column indicates whether a blank optional field currently has a value or no value at all.
When you make an entry in the Value column, this field automatically changes to Yes.
Overview
Use the Optional Fields screen to enter information in optional fields related to transactions.
Optional fields may apply to the transaction as a whole, or to an individual transaction detail. There is a separate version of this screen for each of these:
- Optional fields for transactions. If optional fields are set up for use in this type of transaction (applying to the entry as a whole), you can enter information in these fields by clicking next to the Optional Fields option and selecting Add/Edit to open the Optional Fields screen.
- Optional fields for transaction details. If optional fields are set up for transaction details, you can enter information in the optional fields by clicking in the Optional Fields column to open the Optional Fields screen. An optional field can be set up to automatically contain information; if that optional field is associated with transaction details, this column automatically displays Yes.
Note: Optional field information can pass to the General Ledger only if the optional fields are also assigned to the general ledger accounts.
Preparing to Use Optional Fields
Before you can use optional fields in Inventory Control transactions, transaction details, and items, you must:
- Add system-wide optional fields using the Optional Fields screen in Common Services.
- Assign optional fields to Inventory Control transactions, transaction details, and items using the I/C Optional Fields screen; (open Inventory Control > I/C Setup > Optional Fields).