Note: For more information about optional fields, see About Optional Fields in Accounts Receivable.
When you enter a new adjustment transaction, Accounts Receivable displays any optional fields that are set up for automatic insertion in adjustments, along with their default values.
Assigning Optional Fields to an Adjustment
To view the optional fields that are used on a selected adjustment, click the Optional Fields tab. You can change the values for optional fields that appear as defaults, or delete them. You can also add any other optional fields that are defined for adjustments.
Accounts Receivable assigns default values to adjustment optional fields as follows:
- If the optional fields used on the original document are the same as the adjustment optional fields, the values from the original document appear.
- If the customer and adjustment optional fields are the same, the program displays the values from the customer record. However, if the optional field is also used on the original document, the value from the original document is used.
- If an adjustment optional field is not used either on the original document or in the customer record, the program uses the default value specified in the optional field setup record.
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 in Common Services. 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 an adjustment that includes optional fields, the optional field information specified for the adjustment is included in the journal entry passed to General Ledger if:
- You specified in the optional field setup record that optional field information will be passed to the affected General Ledger account.
- You used the same optional fields in the adjustments as you assigned for transaction details in the General Ledger account record.
Depending on the settings you chose for the optional field, affected General Ledger accounts can include:
- Receivables Control
- Adjustment
- Prepayment
- Retainage
- Exchange Gain (or Realized Exchange Gain)
- Exchange Loss (or Realized Exchange Loss)
- Rounding