If you have set up system-wide optional fields on the Optional Fields screen in Common Services, you can define optional fields for the A/P Payment Entry screen. You can then assign these optional fields to all types of payment transactions: payments, prepayments, and unapplied cash, apply document, and miscellaneous payment transactions.
You define payment optional fields using the A/P Optional Fields screen. For more information, see A/P Optional Fields Screen.
When you enter a new payment, Accounts Payable displays any payment optional fields that are marked for automatic insertion, along with their default values.
The Optional Fields check box on the Payment Entry screen shows whether a selected payment uses optional fields.
Note: The program sets this indicator. You cannot select or clear the check box. If you delete all the optional fields associated with the payment, the program resets the Optional Fields indicator.
Assigning Optional Fields to Particular Payments
To view the optional fields that are assigned to a selected payment, click the Edit link beside the Optional Fields check box. An Optional Fields modal screen appears, where you can change the values for optional fields that appear as defaults, or delete them. You can also add any other optional fields that you have defined for payments.
If exactly the same optional fields are defined for vendors and for payments, the optional field values from the vendor record are used as defaults when you enter a new payment.
You can change the default value that appears for an optional field, as follows:
- If the optional field is validated, you must specify a value that is defined for the optional field. If the optional field allows a blank, you can leave the value blank.
- If the optional field is not validated, you can select a defined value, or you can enter any value that is consistent with the type of field, providing your entry does not exceed the length specified for the optional field.
Updating General Ledger
When you post a payment that contains optional field information, the optional field information specified for the payment is passed to General Ledger and is included in the journal entry if:
- You specified in the optional field setup record that optional field information will be passed to the General Ledger account.
- You defined the same optional fields for payments as you defined for transaction details in the General Ledger account record.