Purchase Orders supports Transaction Analysis and Optional Field Creator, a separately licensed package that you can use with any edition of Sage 300.
Optional fields provide exceptional flexibility to customize your Purchase Orders system. You can use an unlimited number of optional fields to store additional information with your purchase orders transactions (such as requisitions, purchase orders, receipts, and invoices).
Note: Like all other Sage 300 modules, Purchase Orders lets you add optional fields to transaction documents and to each detail line of a transaction. It also lets you pass optional field information through the complete transaction cycle—from purchase requisitions, to purchase orders, to receipts, to invoices, and even to downstream ledgers like Accounts Payable and General Ledger.
Optional field information can originate with vendor and item records, and flow through requisitions, purchase orders, receipts and invoices.
Optional Field Information Flow
When you create invoices or general ledger transactions in Purchase Orders, the program passes the optional field values used in the transactions to Accounts Payable and to General Ledger if the optional fields in Purchase Orders are the same as the optional fields assigned in those programs.
Optional field information even appears in the General Ledger journal entries for Purchase Orders accounts, as well as in the Transaction Details Optional Fields report.
And, if the optional fields that you assign to Purchase Orders documents match the optional fields used for Accounts Payable vendors and Inventory Control items, the information entered in those programs appear as default entries on transactions that you add in Purchase Orders..
If you use Sage 300 Project and Job Costing, you can also specify whether optional field information for job-related transactions will be passed to Project and Job Costing (as an external cost transaction).
- Optional fields that
flow to A/P.
Invoice/credit note/debit note header and detail optional fields if the optional fields assigned to Accounts Payable invoices match the optional fields assigned to Purchase Orders invoices and credit/debit notes.
- Optional fields that
flow directly to G/L The following optional
field information can be passed to General Ledger directly from Purchase
Orders:
- Invoice/credit note/debit note detail optional fields if the transaction optional fields assigned to G/L accounts match the optional fields assigned to P/O invoice and credit/debit note details.
- Receipt and return detail optional fields if the transaction optional fields assigned to G/L accounts match the optional fields assigned to P/O receipt and return details.
Generated Transactions Use Optional Fields
Purchase orders that are generated from requisitions, from low stock levels in Inventory Control, and from backorders in Order Entry, also include optional fields.
If you want information from I/C item optional fields to appear with Purchase Orders transactions, assign the same optional fields to P/O transaction details as those assigned to item records in Inventory Control.
If you want optional field information to flow from requisitions, to purchase orders, to receipts, and so on, assign the same optional fields to each P/O transaction and transaction detail .
For more information, see About Setting Up Optional Fields.