Order Entry > Setting Up Order Entry > Optional Fields > Adding Optional Fields to Transaction Entry Screens

Adding Optional Fields to Transaction Entry Screens

Learn more

About Optional Fields

O/E Optional Fields Screen

O/E Optional Fields Settings Screen

Setting Up Order Entry

You can customize Order Entry by adding unlimited optional fields to transaction entry screens and transaction details. More...

Adding optional fields is a two-step process:

  1. Use the Optional Fields screen in Common Services to create optional fields. For more information, see the help for the Optional Fields screen in Common Services.
  2. In Order Entry, use the O/E Optional Fields setup screen to add optional fields for different types of transactions and transaction details.

    Note: If you want information from Inventory Control optional fields to appear with Order Entry transactions, assign the same optional fields to Order Entry transaction details that you assigned to Inventory Control item records.

ClosedBefore you start
  • You need Setup Maintenance authorization to add or delete optional fields.
  • Determine which optional fields you need in Order Entry.
  • If the optional fields you need have not been added to Sage 300, use the Optional Fields screen in Common Services to add them. For more information, see the help for the Optional Fields screen in Common Services.
  • Decide which optional field information you want to pass to other ledgers with item records and with General Ledger transactions. Consider carefully the purpose of each optional field you plan to 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.
  • Make sure that no one else is using Order Entry, and that no other Order Entry screens are open for the company.
  • After making changes to program options (on Options screens) or optional fields (on Optional Fields screens), you and all other users must sign out and sign in again to apply the changes.

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

  1. Open Order Entry > O/E Setup > Optional Fields.
  2. For each type of document, detail, or charge, add optional fields, as follows:

    1. On the Optional Fields For list, select the type of document, detail, or charge that will use the new field.

      Note: Optional fields for documents (such as orders) will appear on the Optional Fields tab on the transaction entry screen. Optional fields for details and miscellaneous charges appear as columns in the Detail table on the transaction entry screen.

    2. Click the Add Line button to insert a new row in the Detail table..

    3. Use the Optional Field column to specify an optional field.
    4. If you want the default value to appear automatically in the optional field on transaction entry screens, select Yes in the Value Set column (or verify that the option is selected).
    5. If you want to set a default value, enter or select it in the Default Value column.
      • If the default value is validated by the Optional Fields screen in Common Services, you must use specify a value that was set up for this field on the Optional Fields screen in Common Services.
      • If the default value is not validated, you can use the Detail table to specify a value, or you can type the default value in the field.

    6. If you want the optional field to appear by default on transaction entry screens, select Yes in the Auto Insert column.

      Note: If you do not select Yes, the field is available for the selected type of document, detail, or charge, but must be added manually on the transaction entry screen by users with the appropriate security authorization.

    7. If the optional field will be included with General Ledger transactions or with transactions sent to other subledgers, select the accounts and click the Edit icon in the Settings column.
      1. On the O/E Optional Fields Settings screen, select the General Ledger accounts and other subledgers to which Sage 300 sends the information entered in the optional field. For more information, see O/E Optional Fields Settings Screen.
  3. When you have finished adding optional fields, click Save to save your changes.

When you open a transaction entry screen, optional fields for which you selected the Auto Insert option appear by default.

ClosedAfter adding optional fields
  • After making changes to program options (on Options screens) or optional fields (on Optional Fields screens), you and all other users must sign out and sign in again to apply the changes.
  • If you are passing optional field information from Order Entry transaction details to General Ledger, use the Optional Fields screen in General Ledger to add the same optional fields to General Ledger transaction details, if they have not been added yet.
  • If you use optional fields that are associated with Inventory Control items, and you want to add those optional fields to transaction details in Order Entry, use the Optional Fields screen in Inventory Control.

Last published: 4/8/2016