Order Entry > Screen Guides > Setup > Optional Fields

O/E Optional Fields Screen

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About Optional Fields

Adding Optional Fields to Transaction Entry Screens

O/E Optional Fields Settings Screen

Setting Up Order Entry

ClosedTo open this screen

Open Order Entry > O/E Setup > Optional Fields.

ClosedFields and controls
ClosedOptional Fields For

Select the transaction type or transaction detail type for which you want to add optional fields.

  • If you select a transaction type (such as Invoices), optional fields you add will appear in the Optional Fields tab for that transaction type.

  • If you select a transaction detail type (such as Invoice Details), optional fields you add will appear as columns in the Detail table.

ClosedTable

Use the table to add, edit, and delete optional fields for the selected transaction type or transaction detail type.

Depending on the transaction type or transaction detail type you select, you may be able to select a detail line, and then click the Edit icon in the Settings column to open the O/E Optional Fields Settings screen, which you use to select the G/L accounts and other subledgers to which Sage 300 sends the information entered in an optional field. For more information, see O/E Optional Fields Settings Screen.

ClosedAuto Insert

Select "Yes" in this field for a detail line if you want Sage 300 to display the optional field and its default value for the transaction or detail type you selected.

ClosedDefault Value

Enter a default value for the optional field.

  • If the optional field can be blank, you can leave the default value blank.
  • 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 the optional field does not use validation, you can do one of the following:

  • Leave the field blank.
  • Select a value that is defined for the optional field on the Optional Fields screen in Common Services.
  • Enter a combination of alphanumeric or special characters and spaces.

The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No.

ClosedOptional Field

Select a optional field to add to the selected transaction or detail type. You can define an unlimited number of optional fields for each type, as long as the optional fields are set up on the Optional Fields screen in Common Services.

Note:

If you want to retain optional field information from Order Entry transactions when you create batches for General Ledger, you must use the same optional fields for transaction details in Order Entry as you use for accounts in General Ledger.

Similarly, if you want to pass invoice optional field information to Accounts Receivable, you must use the same fields for O/E invoices and for A/R invoices.

ClosedOptional Field Description

This field displays the description for the selected optional field.

ClosedRequired

Select this option to make this optional field required on all records or transactions where it is used.

Note: When you select Yes in the Required field, Auto Insert is automatically set to Yes as well. (Required fields must be inserted automatically in new records or transactions.)

ClosedSettings

Click the Edit icon in the Settings column to open the O/E Optional Fields Settings screen.

You use this screen to select the General Ledger accounts and other subledgers to which Sage 300 sends the information entered in an optional field. For more information, see O/E Optional Fields Settings Screen.

Note: This button is not available for miscellaneous charges, orders, order details, or shipments.

ClosedValue Description

This field displays the description for the default value you selected.

ClosedValue Set

Select this option if the optional field has a default value. This enables you to set the default value, and also indicates to the transaction entry clerk that the field contains default information.

ClosedPop-up screens
ClosedRelated tasks

Overview

Use the O/E Optional Fields screen to assign optional fields to Order Entry transactions and screens.

Before you can add optional fields for Order Entry transactions, you must create them on the Optional Fields screen in Common Services. After you create the optional fields, you use the O/E Optional Fields screen to assign them to Order Entry transactions and records.

Note: 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.

Sending Information to G/L Accounts and Subledgers

Depending on the transaction type or transaction detail type you select, you may be able to select a detail line, and then click the Edit icon in the Settings column to open the O/E Optional Fields Settings screen, which you use to select the G/L accounts and other subledgers to which Sage 300 sends the information entered in an optional field.

Note: This button is not available for miscellaneous charges, orders, order details, or shipments.

For more information, see O/E Optional Fields Settings Screen.

Last published: 4/8/2016