Adding Optional Fields to Transaction Entry Screens

If you use Transaction Analysis and Optional Field Creator, you can customize Order Entry by adding unlimited optional fields to transaction entry screens and transaction details. More...

Adding optional fields is a two-step process:

  1. Use the Optional Fields screen in Common Services to create optional fields. For more information, see the help for the Optional Fields screen in Common Services.
  2. In Order Entry, use the O/E Optional Fields setup screen to add optional fields for different types of transactions and transaction details.

    Note: If you want information from Inventory Control optional fields to appear with Order Entry transactions, assign the same optional fields to Order Entry transaction details that you assigned to Inventory Control item records.

  • If security is turned on for your Sage 300 system, you need Setup Maintenance authorization to add or delete optional fields.
  • Determine which optional fields you need in Order Entry.
  • If the optional fields you need have not been added to Sage 300, use the Optional Fields screen in Common Services to add them. For more information, see the help for the Optional Fields screen in Common Services.
  • Decide which optional field information you want to pass to other ledgers with item records and with General Ledger transactions. Consider carefully the purpose of each optional field you plan to add. For example, only send optional fields to General Ledger that are used for financial analysis, and only to the accounts where they are required.
  • Make sure that no one else is using Order Entry, and that no other Order Entry screens are open for the company.

To add optional fields for transactions, transaction details, and miscellaneous charges:

  1. Open Order Entry > O/E Setup > Optional Fields.
  2. For each type of document, detail, or charge, add optional fields, as follows:

    1. On the Optional Fields For list, select the type of document, detail, or charge that will use the new field.

      Note: Optional fields for documents (such as orders) will appear on the Optional Fields tab on the transaction entry screen. Optional fields for details and miscellaneous charges appear as columns in the Detail table on the transaction entry screen.

    2. In the first empty row in the table, double-click the cell in the Optional Field column. If there is not an empty row, press the Insert key to add one.

      The Optional Field Finder Finder button appears.

    3. Click the Finder, and then select a optional field.
    4. If you want the default value to appear automatically in the optional field on transaction entry screens, select "Yes" in the Value Set column (or verify that the option is selected).
    5. If you want to set a default value, enter or select it in the Default Value column.
      • If the default value is validated in Common Services, you must use the Finder Finder button to select a value that was set up for this field in Common Services.
      • If the default value is not validated, you can use the Finder to select a value, or you can type the default value in the field.

    6. If you want the optional field to appear by default on transaction entry screens, select "Yes" in the Auto Insert column.

      Note: If you do not select "Yes," the field is available for the selected type of document, detail, or charge, but must be added manually on the transaction entry screen by users with the appropriate security authorization.

    7. If the optional field will be included with General Ledger transactions or with transactions sent to other subledgers, select the accounts and click the Settings button.
      1. On the O/E Optional Fields Settings screen, select the General Ledger accounts and other subledgers to which Sage 300 sends the information entered in the optional field. For more information, see O/E Optional Fields Settings Screen .
      2. Click OK to close the screen.
  3. When you have finished adding optional fields, click Save to save your changes.

When you open a transaction entry screen, optional fields for which you selected the Auto Insert option appear by default.

  • If you are passing optional field information from Order Entry transaction details to General Ledger, use the Optional Fields screen in General Ledger to add the same optional fields to General Ledger transaction details, if they have not been added yet.
  • If you use optional fields that are associated with Inventory Control items, and you want to add those optional fields to transaction details in Order Entry, use the Optional Fields screen in Inventory Control.