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/R Receipt Entry screen.
You can assign these optional fields to all types of receipt transactions (receipts, prepayments, unapplied cash, apply document, and miscellaneous receipt transactions). For more information, see A/R Optional Fields Screen.
When you enter a new receipt, Accounts Receivable displays any receipt optional fields that you marked for automatic insertion, along with their default values. The Optional Fields option on the A/R Receipt Entry screen shows whether a selected receipt uses optional fields.
Note: The Optional Fields option is set automatically—you cannot change it. If you delete all the optional fields associated with the receipt, the program resets the Optional Fields option.
Assigning Optional Fields to Particular Receipts
To view the optional fields that are used on a selected receipt, click the Edit link beside the Optional Fields option. The A/R Optional Fields 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 receipts.
Note: If you define the same optional fields for customers and for receipts, the optional field values from the customer record are used as defaults when you enter a new receipt.
You can change the default value that appears for an optional field:
- 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.
Updating General Ledger
When you post a receipt that contains optional field information, the optional field information specified for the receipt 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 affected General Ledger account.
- You used the same optional fields in the receipts as you assigned for transaction details in the General Ledger account record.
Depending on the settings for the optional field, affected General Ledger accounts can include:
- Receivables Control
- Prepayment
- Bank
- Receipt Discount
- Adjustment
- Miscellaneous Receipt account
- Exchange Gain (or Realized Exchange Gain)
- Exchange Loss (or Realized Exchange Loss)
- Rounding