Setting Up Optional Fields for Inventory Control Items and Transactions

Optional fields are custom fields that you can use to store additional information with Inventory Control items and transactions. You can define an unlimited number of optional fields for transaction entries, transaction details, and items.

Once you add optional fields, you can enter data in the optional fields when you add new inventory items and enter inventory transactions.

To set up optional fields for use in I/C items and transactions:

1. Open Inventory Control > I/C Setup > Optional Fields.

2. On the I/C Optional Fields screen for Optional Fields For, select the type of record or transaction to have optional fields.
3. Click Add Line to add a line to the table.
4. In the Optional Field column, click and select the optional field that you want to use.
5. If you want to specify a default value for the optional field:
   1. Select Yes in the Value Set column. More...

      This also alerts the data entry clerk that a seemingly blank optional field actually has an entry.

   2. In the Default Value column, specify the default value. More...
      • If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. You can click and select the value to use as the default.

        Note: If the optional field allows blanks, you can leave the Default Value 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.
6. If the optional field must be used in the items or transactions, select the Required field. More...

   During data entry, if an optional field is required but does not have a default value, you must enter a value before you can proceed. If the optional field has a default value, you can accept the value that appears or enter a different value.

   Note: If you make an optional field a required field, the Auto Insert field changes to Yes.

7. If you want the optional field to appear automatically in new items or transactions, enter Yes in the Auto Insert column

8. If the optional field you are defining is for certain transaction detail types, select the associated General Ledger accounts:

   1. Click (the edit icon) in the Settings column.
   2. Specify whether to include this optional field with transactions sent to General Ledger and other subledgers.

   Note: Consider carefully the purpose of each optional field that you add. For example, send to General Ledger only optional fields that are used for financial analysis, and only to the accounts where they are required.

   3. Save your changes and close the screen to return to the I/C Optional Fields screen.
9. Click Save.

Published: September 11, 2020
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