Adding or Modifying Optional Fields

Optional fields let you store custom information with records and transactions.

To set up an optional field for use in Accounts Receivable:

1. Open Accounts Receivable > A/R Setup >  Optional Fields.

2. On the A/R Optional Fields screen, click Add Line.
3. In the Optional Fields For field, select the type of record or transaction for which you are defining the optional field. More...

   You can set up optional fields for use in the following types of records or transactions:

   • Customers, customer groups, and national accounts (if you use national accounts).
   • Ship-to locations.
   • Invoices (associated with document headers).
   • Invoice details.
   • Adjustments.
   • Receipts.
   • Revaluation.
   • Refunds.
4. Select the code for the optional field that you want to use. The program displays the description of the optional field. More...

   You can define an unlimited number of optional fields for each type of record or transaction, providing the optional fields are set up in Common Services for use in your system.

   Note: If you want to retain optional field information from Accounts Receivable transactions when you create batches for General Ledger, you must use the same optional fields for transactions in Accounts Receivable as you use in General Ledger.

5. If you want to specify a default value for the optional field:
   1. Enter Yes in the Value Set field.
   2. In the Default Value field, specify the default value. More...
      • If the optional field is validated, you must specify a value that is defined for the optional field on the Optional Fields screen in Common Services.

        Note: If the optional field allows blanks, you can leave the value field 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.

      When you specify a value that is defined on the Optional Fields screen in Common Services, the description for the value is also displayed.

6. If the optional field must be used in the records and transactions, select the Required field. More...

   During data entry, if an optional field is required and does not have a default value, you must fill in the field before you can proceed. If the optional field has a default value, you can accept the value that appears or change it.

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

7. To set the optional field to be included on new records or transactions on the screen for which you are defining the optional field, enter Yes in the Auto Insert field.
8. If the optional field you are defining is for a transaction:
   1. Click (the edit icon) to the right of the field.
   2. In the A/R Optional Field Settings screen, specify:
      • Which General Ledger accounts will receive the optional field information when you post transactions for the selected transaction type.
      • Whether optional field information for job related transactions is passed to Project and Job Costing. (If you use Project and Job Costing and you want Accounts Receivable to update contracts in Project and Job Costing, select the Billings/Costs option.)

        If the optional fields in the posted transactions match the optional fields defined for billings in Project and Job Costing, the optional field information is sent to that program.

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

To edit an optional field:

1. Open Accounts Receivable > A/R Setup >  Optional Fields.

2. In the table on the A/R Optional Fields screen, locate the optional field you want to edit.
3. Make the changes in the table.

   Note: You can change the default value and Auto Insert status for an optional field at any time. If the field is validated, however, you must select a value that is defined for the optional field in Common Services.

4. If the optional field you are editing is for a transaction and you want to change which General Ledger accounts will receive the optional field information:
   1. Click (the edit icon) to the right of the field.
   2. In the A/R Optional Field Settings screen, select which General Ledger accounts will receive the optional field information when you post transactions for the selected transaction type.
   3. Save your changes and close the screen to return to the A/R Optional Fields screen
5. Click Save.

   Note: Changes you make to an optional field affect only records or transactions added after you make the change.

To delete an optional field:

Note: If an optional field you want to delete is assigned to a record or unposted transaction, edit the record or transaction to remove the optional field or post the batch that contains the transaction.

1. Open Accounts Receivable > A/R Setup >  Optional Fields.

2. In the table on the A/R Optional Fields screen, select the optional field you want to delete.
3. Click Delete.